Job Descriptions menu in HR Records

The Job Descriptions screen is used to create job positions within the HR Records module. When a candidate successfully passes an interview and is transferred to the HR Records module, their job position details are synchronized in this screen.

• If a new job position is not already listed in the Job Descriptions screen, the system will automatically create a new entry.
• If a matching position already exists, the system will retain the existing data.

1. Group Management

1.1. Creating a New Group

Job position data is categorized into Groups, and each job position belongs to a specific Group.

1. Navigate to Menu → Job Descriptions → Groups.
2. Click New Group, or go to Group Management → New Position Group.
3. The system will display the New Position Group screen.
4. Enter the necessary details.
5. Click Save to confirm or Close to cancel.

1.2. Editing a Group

1. Navigate to Groups → Management Group.
2. Select the group to be edited and click Edit.
3. The system will display the Edit Group screen.
4. Make the necessary changes and click Save or Close to cancel.

1.3. Deleting a Group

1. Navigate to Groups → Management Group.
2. Select the group to be deleted and click Delete.
3. The system will display a confirmation message.
4. Click OK to proceed or Cancel to abort.

2. Creating a New Job Position

1. Navigate to Menu → Job Descriptions → New Job Position.
2. The system will display the New Job screen.
3. Enter the necessary details and click Save or Close to cancel.

Explanation of Fields:

• Job Code: Enter a unique code for the job position.
• Job Name: Enter the job title.
• Job Group: Select the relevant job group (this data is retrieved from the Groups section).
• Department: Select the department to which this position belongs (data is pulled from the Departments screen under Support Menu).

3. Importing Job Positions from Excel

Step 1: Access the Import Function

1. Navigate to Menu → Job Descriptions → Import Excel.

Step 2: Import Data

1. The system will display the Import Job Position screen.
2. Click Download Sample File to get the required format.
3. Enter job position data into the sample file.
4. Upload the file to the system and click Import.

Step 3: Error Handling

• If the file contains errors, the system will display an error message.
• Click Download Error File, correct the errors, re-upload, and click Import again.

4. Editing a Job Position

1. Select the corresponding job position to edit.
2. Click Edit, make the necessary modifications, and click Save or Close to cancel.

5. Deleting a Job Position

5.1. Method 1: Delete a Single Job Position

1. Select the corresponding job position to delete.
2. Click Delete and confirm the action.

5.2. Method 2: Bulk Deletion of Multiple Job Positions

1. Navigate to Job Descriptions.
2. Select multiple job positions to delete.
3. Click Bulk Actions.
4. The system will display the Bulk Action screen.
5. Click Mass Delete and confirm.

5.3. Method 3: Delete All Job Positions

1. Navigate to Job Descriptions.
2. Select the checkbox at the top to select all job positions.
3. Click Bulk Actions.
4. The system will display the Bulk Action screen.
5. Click Mass Delete and confirm.
6. The system will display a confirmation message. Click OK to proceed or Cancel to abort.

Final Notes

• Ensure that job positions are correctly categorized under Groups before assigning them to employees.
• Use the Excel Import function for bulk additions and modifications.
• Deleted job positions cannot be recovered, so proceed with caution when removing records.