Completing the EMS questionnaire • The EMS process in general • Here is how the EMS process works in general, the following pages will give you more detail about each step. • Create the project in Project Office and complete the project profile. Close the profile and click on the Employment Mngmt System button to enter the EMS system. (See figure 1.) • Enter information about the department requesting the personnel action and select the personnel action you need. (See figure 2.) • Complete the EMS questionnaire. (See figure 3.) • Send budget data to the budget template in Project Office by clicking on the green message at the top of the screen. • Check the budget template to make sure your information “arrived safely.” • Complete the rest of the budget template (if necessary) and publish the budget to Project Office. • Return to the project Overview screen in Project Office and release the proposal for review. Figure 1 – Create your project in Project Office. Complete and close the profile. With your project highlighted, click on the Employment Management System (EMS) button in the menu to the left of the screen.

1 3 4 5 2 6 7 Completing the EMS questionnaire • Figure 2 – Enter information about the department requesting the personnel action and select the appropriate personnel action. • Notice your project number. The information you complete will be associated with that project. You can associate multiple personnel actions with a single project. • Click the down arrow next to the “department making request field” – type the first letter of your department. Then, scroll or use the down arrow key to get to your department name. Click or press enter to select it. • Enter your Trax Department ID number into the Department ID field. Example:0281106. No hyphens or spaces. • Indicate whether this will be a staff personnel action or a faculty action. • Click the down arrow to select from a list of possible personnel actions. • When you have selected the personnel action you want to work on, click “continue.” • Click on the green writing to see either the staff action guide or faculty action guide as needed. These guides give you more detailed information about various personnel processes.

1 2 3 Completing the EMS questionnaire Figure 3 -- From this point, the EMS will present you with a series of questions. You will get different questions depending on which personnel action you selected. Follow the on-screen instructions carefully; they will guide you through the process step-by-step. If you are not sure what to enter in a particular field, try “hovering” the cursor over the field. Many fields have additional help information available in this manner. Also refer to Completing the EMS Questionnaire: Tips and Hints in the appendix of this guide. When you have completed the questionnaire, EMS will return you to this personnel action screen: • This table will list all the personnel actions that you have associated with this project number. • Select edit/review -- Project owners can edit/review the information in the questionnaire by clicking here. • Show summary -- You can see a consolidated summary of the information you entered by clicking here.

2 1 3 Completing the EMS questionnaire Send budget data to the budget template in Project Office. • Important: When you have finished an EMS questionnaire, you will see this message in green at the top of the screen: ”Click here to copy all project data to project office budget template.” Click on that message – this will send all the budget information you have entered in the questionnaire to the Project Office Budget Template for review by the budget department. • When the budget information has been copied successfully you will get this message in blue at the top of the screen: “Budget data successfully copied for use by Project Office.” This will take a few moments of processing time. • At this point you can close EMS and return to Project Office.

Checking the budget template and publishing to Project Office You have finished entering information in EMS, and you have copied that information to the budget template. The last step is to check to make sure your personnel request budget information found its way to the budget template. Highlight your project on the dashboard gantt screen in Project Office; click the Links to Documents button. On this screen, click on the budget icon.

Checking the budget template and publishing to Project Office Enable macros -- When you see this window, click “Enable Macros.”

Checking the budget template and publishing to Project Office This is the budget template input questionnaire. Across the bottom of the screen you will see a row of tabs. You can use the summary-project tab to make sure the budget information about your personnel action was copied correctly. Scroll down to the “Expenditures related to the new initiative.” the faculty/staff salary numbers should equal the salary amount you are asking from the university for your request. It will be the net of the amount you need minus the amount you are funding through other sources besides the university allocation.

Checking the budget template and publishing to Project Office When you have checked your budget numbers, click on the “input questionnaire” tab at the bottom of the screen to return to the Budget Template Input Questionnaire. Fill out the other sections of the input questionnaire as appropriate for your project. Then click on the big gray button at the top of the page to publish to Project Office. Note: If you want to revise the personnel related budget numbers, you will need to go back into the EMS. Do not try revise personnel budget numbers directly on this budget template.

Completing a PAQ for staff positions • Position Analysis Questionnaire (PAQ) is a part of EMS • For most staff personnel actions you will be asked to complete a Position Analysis Questionnaire (PAQ) as a part of the overall EMS questionnaire. You will not need to remember when to do this – the EMS questionnaire will automatically present you with the PAQ questions. In order to understand how this part of the process works, you need to know a little bit about the purpose and uses of the PAQ. • Purpose and uses of the PAQ • The PAQ collects specific information about the functions, requirements and working conditions of the position being considered. This information will be used for several purposes: • In the near future, Human Resource Services (HRS) will use PAQ information to create the job description for the position. If it is a new or replacement position, HRS will also use the PAQ information to advertise for the position and to screen job candidates. • The Department of Compensation and Benefits (C&B) uses the PAQ information to classify the position and to recommend the appropriate rate of pay. Correct classification of a position is important because it has implications for whether the position will be hourly or salaried, and for retirement benefits. • How what you enter on the PAQ affects pay and job classification • There are hundreds of different positions on campus, each with different requirements and different functions. C&B is responsible for classifying and recommending an appropriate rate of pay for each of these positions. The staff of C&B is not as familiar with the specific functions and responsibilities of your positions as you are. They depend on you to communicate this information to them accurately and concisely through the PAQ and subsequent conversations. They use the function descriptions and weights you provide in the PAQ to determine classification, benefits and pay. • For example, two very different positions might have a function of “performs administrative support tasks.” A position in which “performs administrative support tasks” means answering the phone and filing for 75% of the time would be paid at a very different rate from a position in which that same function description means answering the phone and filing 10% of the time, and other more challenging tasks the rest of the time. Please consider your answers to the PAQ carefully.

Completing a PAQ for staff positions • Identifying the essential/secondary functions of a position • Most of the questions in the PAQ are straightforward multiple choice questions. The appropriate answers to these questions will probably be self-evident to you as you complete the questionnaire. One section that might require a bit more explanation is the section on essential/secondary functions. In this section you will be asked to list the essential and secondary functions of a position and to give each function a weight (i.e. identify the percentage of time the employee will spend on this particular function.) • Consider these two function descriptions: • Manages budget –purchasing, travel, requisitions, vouchers, helps director plan budget needs, helps director monitor budget, uses all paper and electronic systems related to departmental finances (TRAX, Project Office, etc.), keeps abreast of budget policies and helps director manage according to policies. • Function weight=20% • Manages budget –prepares operating budget for the college including coordinating the budgets of all academic departments within the college and combining them into the overall operating budget for the college, monitors budget and reports any significant deviation from approved budget to the dean, makes suggestions to the dean regarding effective use of the college’s financial resources. • Function weight = 40% • Clearly, these would be functions in two very different positions which would probably be classified very differently and paid very differently. Your primary job in completing the PAQ list of functions is to provide enough specific information so that C&B can classify the job correctly and recommend a fair rate of pay. This information will also be used to create the job description for the position. • Tips for completing the function section • Essential functions should be the primary duties of the position. You do not need to list every single task for which the position will be responsible – think in terms of general duty areas. You might list, for example, “provides administrative support for the department” or “manages budget,” then, provide a few tasks as examples of what you mean. The descriptions above of “manages budget” are good examples of this technique. You will probably end up with no more than 4-8 essential functions for a position. If you are listing 12 or more essential functions, you might want to “chunk” some tasks together into a larger duty area. • Secondary functions are usually functions for which this position serves as a back up. They are usually the primary function of some other position.

Completing a PAQ for staff positions • How the PAQ affects the EMS process • Compensation and Benefits (C&B) needs the information you provide in the PAQ to recommend a fair rate of pay for a particular position. Likewise, you need the pay recommendation as you complete the EMS questionnaire. Consequently, here is how the EMS process works if a PAQ is involved: • Create the proposal in Project Office and click on the Employment Mngmt System button to enter the EMS system. • Select the staff personnel action you need. EMS will automatically feed you the PAQ questions if they are appropriate. • Once you have completed the PAQ questions you will see a box to click to send the PAQ to C&B for review. (See figure 1.) At that point, you will not be able to complete the EMS questionnaire until C&B completes their review. • You will get an e-mail from C&B when they have completed their review. This will be your signal to go back into Project Office, back into EMS, and complete the EMS questionnaire for the position. • When you get into EMS, you will click on “select review/edit” for the appropriate position action request. (See figure 2, following page.) • Then, follow the on-screen instructions to complete the EMS questionnaire. When you have finished the EMS questionnaire, you will send the budget information to the Project Office Budget Template and finish the rest of the process just like you would for any personnel request. Figure 1: When you finish the PAQ part of the EMS questionnaire, you will see this check box to send the PAQ to C&B for review. Be sure to check this box! Otherwise, your PAQ will not be going anywhere and you will not be able to continue with your personnel request.

1 2 5 3 4 Completing a PAQ for staff positions • Figure 2 -- When you receive your e-mail saying your PAQ has been reviewed, go back into Project Office, highlight your project and then click the EMS button. Your EMS position action screen will look something like the screen above: • This section of the table shows the personnel action requests you have started. • This section of the table shows the PAQs you have started and their status. You can tell which PAQ goes with which personnel action request by the tracking numbers. • Show CBR summary -- Click here to see a summary of the C&B review for your position. • Select to edit/review -- Click here to continue completing the EMS review once you have gotten the e-mail that your C&B review is complete. • Tracking numbers – use these to match the personnel action requests and the PAQs that go with them.

Hiring faculty • You will use the Project Office/EMS system to hire faculty members. (The ability to hire staff members will be added in a later version.) • For example, imagine you are in the geology department and one of the geology professors is retiring. You might create a proposal in Project Office called: AS-GEO-New Associate Professor. • When that project is approved, you begin the process of finding a new professor. Eventually, months later, you select a candidate. The department and the candidate settle on the terms of his/her employment at Baylor. • At that point you would return to Project Office and create a new proposal for the hire. You will use EMS to enter the actual details about the hire. This new proposal might be named: AS-GEO-Hire New Associate Professor. • --- Important: Naming convention for faculty hiring --- • When creating a new project office proposal for a faculty hire, be sure to include the word “hire” in the proposal name. • For example: AS-GEO-Hire new associate professor. • This will eliminate confusion by clearly differentiating this hiring proposal from the earlier position request proposal. • Steps for completing a faculty hire in Project Office/EMS: • Create a new proposal in Project Office. Give it a new name that includes the word “hire.” On the Overview II screen – click in the box for a faculty hire. • Complete the proposal profile. On the Overview II screen – click in the box for a faculty hire. Close the profile to return to the dashboard Gantt screen. With the proposal still highlighted on the dashboard Gantt screen, click on the EMS button. • On the personnel action screen in EMS, select “hire faculty” as the appropriate action. • Complete the EMS questionnaire by following the on-screen instructions. • Copy the budget data from EMS to the Project Office budget template by clicking on the green message at the top of the personnel action screen. • Check the budget template to make sure your information copied correctly. • Complete the other sections of the budget template as necessary and publish the budget template to Project Office. • Return to the proposal profile Overview II screen and release the proposal for review.

Appendix

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