SAP Knowledge Base Article - Public

2091620 - First Version of Form and How to Edit Job Descriptions - JDM

Symptom

  • This article explains how to use JDM and the First Version of Form and How to Edit Job Descriptions.
     
  • What is a First Version when speaking about performance Profiles and Job Descriptions?

  • How do I edit an existing Job Description?

Environment

  • Job Description Manager

Resolution

First Version

  • First version of a Job Description must be created by someone who is identified in the Form Template setup in the field: Grant Privileges for creating the first version: No one will see links for a Job Description, or the edit button until this first version is created
  • This "First Version" of a Job Description form is automatically created when one of the roles listed on the form template > Grant Privileges for creating the first version: > clicks on the Performance Profile link. Or when that person when on their own Performance profile page uses the Search feature to search for a person they have permission to create a first version for (example EM is permissioned and the EM searches for their direct report.) The JDM is automatically created, and it does not require any other action such as clicking a button.
  • There is no ability to use “Mass Create Form Instances” via admin tools to create Job Descriptions. The will be automatically created based on the explanation above.
    • Note: If a PM form exists connected to JDM (use-performance-profile) then all recipients of Mass Create will also have a first version JD created, so this might work as an option to mass create Job Descriptions for everyone, if the PM form is created for everyone and no-one yet has a job description.
  • If you change a users Job Code, the system treats the change like a first version of their JD, so that it must now be generated by the appropriate person as described above.
  • Admin changes that are pushed are viewed as updates to the version table, but not treated as a new version that must be opened by the person outlined above.

 

Completed Copies:

  • For "First Versions" a completed JD copy will only go to the FIRST role listed in the field Grant Privileges for creating the first version. For example, if this field lists EH EM F, then only the HR person (EH) will see a completed copy in their completed folder. A change in mapped skills and competencies or the change to a jobcode also constitute/trigger a first version.
  • For edited versions Job Description copies go to the completed folder of all those involved in the edit process, and only those in edit process; when the admin updates and a new version created, no completed copy of the new version is sent to the manager's completed folder.

 

Editing Job Descriptions

  • Once a person clicks the edit button, the edit button disappears for them. The form will now be in the inbox of that user, or the inbox of whomever it may have been sent to in the route map. Only once completed will a user with edit permissions again have the ability to see the edit button. As seen this process acts in a cyclical manner, rather than linear as with other forms.
  • While in the edit process, users viewing the Job Description will NOT see any edits being made. They will continue to see a link for the last version until the new JD has been sent to completion.
  • The editing process will create 3 versions of the form. The original, an edited version, and the final approved Version. This is correct. If a client does not want the previous versions to be listed, they will need to have the admin delete the other iterations.
    • Note: Unlike a PM form, editing a Job Description creates new versions of the document, each with their own unique Doc ID.
  • In the Signature Stage of the workflow, the Job Family Expert must be the last to touch the document….and the role is I F. If the JFE is not the last to approve, it will not create a new version in the version table.
  • Admin changes that are pushed are viewed as updates to the version table, but not treated as a new version that must be opened by the person outlined above.
    • If the admin edits the Skill Library descriptions, then these changes will be reflected in the current Job Description.

 

JDM: Performance Profile:
  • You now have the option to include all the Job Roles that might be mapped to a single Job Code. (JDM-29)

 

Current Limitation:

  • Changing the Job Tile in Families & Roles > Skill/Competency does NOT currently trigger an update to an existing Job Description. Audit Trail

          For each JD version created and listed in the Performance Profile, there is a unique Doc ID. If you have 5 Job Descriptions listed on the Performance Profile screen then you have 5 forms.

  • If you were to perform a detailed doc search, you will see 5 Job Description forms listed for the same person. This is correct.
  • If there are iterations no longer needed, they can be deleted via Delete Documents in admin tools. 
  • Healthcare clients are often required by law to maintain these historical versions so SuccessFactors should NOT delete any older versions. This needs to be done by the client via admin tools if needed.

Keywords

KBA , LOD-SF-SCM-JDM , Job Description Manager , How To

Product

SAP SuccessFactors HCM Core all versions