Job Audit  

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Job Audit

Accessibility Instructions

Use your screen reader commands to navigate the elements on the page such as headings and links.

Overview

A manager can request a job audit when a new position is created or the duties or responsibilities of an existing position significantly change. The audit can cover classification and the FLSA status. The Service Center will review position description, organization charts, and other relevant information submitted by the manager.

Step Actions

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

  • Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
  • Screen Samples include detailed screen shots to help complete the transaction.

Transactions Covered in this User Guide
  • Request Job Audit – Request a job audit for any position that directly reports to you.
  • View Job Audit – View your submitted job audit requests at any time from the CAPPS home page.
  • Job Audit Determination – Second-level managers can view the job audit determination through your worklist.
  • View Job Code Information – Search for a job code by Set ID, Job Code, Job Code Description, Occupational Series, and Official Position Title.
  • View Position Information – View current position data such as job code or position effective date.
  • Key Things to Remember – Contact information and a summary of important things to help you with Job Audit activities.

Key Terms

For a complete glossary of terms, click here: CAPPS Glossary

_Request Job Audit

Accessibility Instructions

Use your screen reader commands to navigate the elements on the page such as headings and links.

Introduction

The Request Job Audit transaction allows you to request a job audit for any position that directly reports to you. To assist you in deciding whether a job audit is necessary, you also have the ability to view position and job code information without submitting a request for a job audit. For additional information on viewing position and job code information, see View Position Information and View Job Code Information. Additionally, you have the ability to run the Job Audit Summary Report to view previous audits performed on positions you currently manage. For more information on accessing this report, see the Reporting User Guide.

Step Actions

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

  • Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
  • Screen Samples include detailed screen shots to help complete the transaction.

Key Terms

For a complete glossary of terms, click here: CAPPS Glossary

Text Only Step Actions for Requesting a Job Audit

Follow the steps below to request a job audit.

 

Steps

 

  1. Select the Manager Self-Service link from the left navigation.

    2.  

  2. Select the Organization and Classification drop-down menu.

    3.  

  3. Select the Request Job Audit link.

    4.  

  4. Select the Position Number link to select the position for which you wish to request a job audit.

    5.  

  5. On the Proposal for Position Audit Changes page enter the appropriate information to inform the Service Center of your desired audit results and add your justification for requesting the changes.

     

    Helpful Hint: This page also allows you to view the pertinent incumbent employee and position information for the selected position. This information is provided on this page to assist you in entering the appropriate proposed information for your request.

     

  6. Enter your reasons for requesting the job audit into the Justification for Request field.

     

    Helpful Hint: If you are requesting a salary change for the incumbent employee as part of the audit request, enter the proposed salary amount in the Justification for Request field. Refer to HHS policy to ensure the proposed salary amount meets the classification pay change guidelines.

     

  7. Click the Independence, Complexity, Impact, and Communications link in the Supporting Information section.

    8.  

  8. Enter detailed comments in each field indicating the independent actions or judgment, complex or difficult tasks, impact to HHS, and oral or written communications required for the position. Click the Save and Continue button. The Proposal for Position Audit Changes page is displayed.

    9.  

  1. Click the Supervisory Responsibility, Equipment Used, and Additional Comments link in the Supporting Information section.

    2.  

  2. Enter detailed comments in each field indicating the positions directly managed by this position; any equipment, tools, machinery, or vehicles used by this position; and any additional comments related to the requested job audit. Click the Save and Continue button. The Proposal for Position Audit Changes page is displayed.

    3.  

  3. Click the Position Description link in the Supporting Information section.

    4.  

  4. Enter a brief job description along with a detailed description of the essential job functions (along with percentage of time spent on each job function), licenses, certifications, registrations, knowledge, skills, and abilities required for the position in their respective fields. Click the Save and Continue button. The Proposal for Position Audit Changes page is displayed.

     

    Helpful Hint: You must complete each field of the Position Description page. If you attempt to submit your job audit request without completing each field, an error message will appear describing which field still requires input.

     

  5. Click the Add Attachment link in the Supporting Information section.

    6.  

  6. Click the Add Attachment button.

     

    Helpful Hint: Documents you may wish to include are organizational charts and any other documents you deem necessary.

     

  7. Click the Browse button to locate the document you wish to attach.

    8.  

  8. Once you locate the document, click the document title one time and then click the Open button.

    9.  

  9. Click the Upload button.

    10.  

  10. Click the OK button.

    11.  

  11. Click the Submit Job Audit Request button. A Confirmation page displays.

    12.  

  12. Click the Return button.

    13.  

Requesting a Job Audit

Follow the steps below to request a job audit.

 

Steps

 

Image of the left navigation of the Home page with the Manager Self-Service Menu expanded. The image shows a highlighted box around the Request Job Audit link.

 

  1. Select the Manager Self-Service link from the left navigation.

    2.  

  2. Select the Organization and Classification drop-down menu.

    3.  

  3. Select the Request Job Audit link.

    4.  

Image of the Submit Position Audit page. The image shows a highlighted box around the Position Number column.

 

  1. Select the Position Number link to select the position for which you wish to request a job audit.

    2.  

Image of the Proposal for Position Audit Changes page.

 

  1. On the Proposal for Position Audit Changes page enter the appropriate information to inform the Service Center of your desired audit results and add your justification for requesting the changes.

     

    Helpful Hint: This page also allows you to view the pertinent incumbent employee and position information for the selected position. This information is provided on this page to assist you in entering the appropriate proposed information for your request.

     

  2. Enter your reasons for requesting the job audit into the Justification for Request field.

     

    Helpful Hint: If you are requesting a salary change for the incumbent employee as part of the audit request, enter the proposed salary amount in the Justification for Request field. Refer to HHS policy to ensure the proposed salary amount meets the classification pay change guidelines.

     

  3. Click the Independence, Complexity, Impact, and Communications link in the Supporting Information section.

    4.  

Image of the Independence, Complexity, Impact, and Communications page.

 

  1. Enter detailed comments in each field indicating the independent actions or judgment, complex or difficult tasks, impact to HHS, and oral or written communications required for the position. Click the Save and Continue button. The Proposal for Position Audit Changes page is displayed.

    2.  

  1. Click the Supervisory Responsibility, Equipment Used, and Additional Comments link in the Supporting Information section.

    2.  

Image of the Supervisory Responsibility, Equipment Used, Additional Comments page.

 

  1. Enter detailed comments in each field indicating the positions directly managed by this position; any equipment, tools, machinery, or vehicles used by this position; and any additional comments related to the requested job audit. Click the Save and Continue button. The Proposal for Position Audit Changes page is displayed.

    2.  

  2. Click the Position Description link in the Supporting Information section.

    3.  

Image of the Position Description page.

 

  1. Enter a brief job description along with a detailed description of the essential job functions (along with percentage of time spent on each job function), licenses, certifications, registrations, knowledge, skills, and abilities required for the position in their respective fields. Click the Save and Continue button. The Proposal for Position Audit Changes page is displayed.

 

    Helpful Hint: You must complete each field of the Position Description page. If you attempt to submit your job audit request without completing each field, an error message will appear describing which field still requires input.

     

Image of the Error Message page.

Image of the Supporting Information section of the Proposal for Position Audit Changes page. The image shows a highlighted box around the Add Attachment link.

 

  1. Click the Add Attachment link in the Supporting Information section.

    2.  

Image of the Upload Attachments page. The image shows a highlighted box around the Add Attachment button.

 

  1. Click the Add Attachment button.

     

    Helpful Hint: Documents you may wish to include are organizational charts and any other documents you deem necessary.

     

Image of the File Attachment page. The image shows a highlighted box around the Browse button.

 

  1. Click the Browse button to locate the document you wish to attach.

    2.  

Image of the Choose File to Upload page. The image shows a highlighted box around the Open button.

 

  1. Once you locate the document, click the document title one time and then click the Open button.

    2.  

Image of the File Attachment page. The image shows a highlighted box around the Upload button.

 

  1. Click the Upload button.

    2.  

Image of the Upload Attachments page. The image shows a highlighted box around the OK button.

 

  1. Click the OK button.

    2.  

Image of the Proposal for Position Audit Changes page. The image shows a highlighted box around the Submit Job Audit Request button.

 

  1. Click the Submit Job Audit Request button. A Confirmation page displays.

    2.  

Image of the Job Audit Data Entered Successfully page. The image shows a highlighted box around the Return button.

 

  1. Click the Return button.

    2.  

_View Job Audit

Accessibility Instructions

Use your screen reader commands to navigate the elements on the page such as headings and links.

Introduction

You have the ability to view your submitted job audit requests at any time. You can access the View Job Audit transaction from the CAPPS home page.

Step Actions

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

  • Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
  • Screen Samples include detailed screen shots to help complete the transaction.

Key Terms

For a complete glossary of terms, click here: CAPPS Glossary

Text Only Step Actions for Viewing a Job Audit

Follow the steps below to view a job audit.

 

Steps

 

  1. Select the Manager Self-Service link from the left navigation.

    2.  

  2. Select the Organization and Classification drop-down menu.

    3.  

  3. Click the View Job Audit link. The View Position Audit page is displayed.

    4.  

  4. To search for a specific job audit request, enter the related information into the fields or use the look up icon.

    5.  

  5. Click the Search button.

     

    Helpful Hint: The search results will then display any job audit requests that match the search criteria you entered. If you do not enter any information into the search fields before clicking the Search button, the search results will contain all job audit requests to which you have access.

     

  6. Click the Position Number link for the job audit request you wish to view from the search results. You are routed to a page displaying the job audit request.

     

    Helpful Hints:

    • If the audit requests have already been submitted, you are no longer able to edit them.
    • If the review is in process the status will be 2, once the review is finished the status will be 9.

      •  

Viewing a Job Audit

Follow the steps below to view a job audit.

 

Steps

 

Image of the left navigation of the Home page with the Manager Self-Service Menu expanded. The image shows a highlighted box around the View Job Audit link.

 

  1. Select the Manager Self-Service link from the left navigation.

    2.  

  2. Select the Organization and Classification drop-down menu.

    3.  

  3. Click the View Job Audit link. The View Position Audit page is displayed.

    4.  

Image of the View Position Audit page. The image shows a highlighted box around the Search button.

 

  1. To search for a specific job audit request, enter the related information into the fields or use the look up icon.

    2.  

  2. Click the Search button.

     

    Helpful Hint: The search results will then display any job audit requests that match the search criteria you entered. If you do not enter any information into the search fields before clicking the Search button, the search results will contain all job audit requests to which you have access.

     

Image of the View Position Audit page. The image shows a highlighted box around the Position Number column.

 

  1. Click the Position Number link for the job audit request you wish to view from the search results. You are routed to a page displaying the job audit request.

    2.  

Image of the View Audit page. The image shows a highlighted box around the grayed-out Submit Position Audit button.

 

    Helpful Hints:

    • If the audit requests have already been submitted, you are no longer able to edit them.
    • If the review is in process the status will be 2, once the review is finished the status will be 9.

      •  

_View Job Audit Determination

Accessibility Instructions

Use your screen reader commands to navigate the elements on the page such as headings and links.

Introduction

Please Note: This section only applies to second-level managers. The manager who submits the Job Audit does not receive the job audit determination in your worklist.

Step Actions

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

  • Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
  • Screen Samples include detailed screen shots to help complete the transaction.

Key Terms

For a complete glossary of terms, click here: CAPPS Glossary

Text Only Step Actions for Viewing Job Audit Determination

Follow the steps below to view a job audit determination.

 

Steps

 

  1. Select the Worklist link from the left navigation. From here you will see a list of all the job audits to be worked.

     

    Helpful Hint: If the position being audited is occupied, you will receive two worklist notifications. The item labeled Notification to Manager is the job audit determination, and reflects changes to Position Data in PeopleSoft. The item labeled Job Audit Pending reflects pending changes to employee Job Data in PeopleSoft. If the position being audited is vacant, you will only receive a Notification to Manager worklist item.

     

  2. Click the link to the corresponding Notification to Manager Item. When selecting the Notification to Manager item by clicking on the appropriate link, a summary of the job audit request appears:

    3.  

  3. Click on the Audit Determination link to see the determination made by the Service Center. The results appear at the top of the page.

     

    Helpful Hint: Click the View Worklist button to return to your Worklist.

     

  4. Review all information on the Audit Determination page.

     

    Helpful Hint: Several important items appear here. The first is the Job Code, then the FLSA Status. Finally, the Effective Date reflects when the changes to the position will become effective. If the position is vacant, the date should be the current date (or earlier). If the position has an incumbent, however, the effective date will be the 1st day of the following month in accordance with HHS HR policy.

     

  5. To return to the Worklist page, click the back button on your browser twice.

    6.  

  6. Click on the Mark Worked button of the Notification to Manager item to remove it from your Worklist.

    7.  

Viewing Job Audit Determination

Follow the steps below to view a job audit determination.

 

Steps

 

Image of the left navigation of the Home page. The image shows a highlighted box around the Worklist link.

 

  1. Select the Worklist link from the left navigation. From here you will see a list of all the job audits to be worked.

     

    Helpful Hint: If the position being audited is occupied, you will receive two worklist notifications. The item labeled Notification to Manager is the job audit determination, and reflects changes to Position Data in PeopleSoft. The item labeled Job Audit Pending reflects pending changes to employee Job Data in PeopleSoft. If the position being audited is vacant, you will only receive a Notification to Manager worklist item.

     

Image of the Worklist page. The image shows a highlighted box around the Job Audit Notification link.

 

  1. Click the link to the corresponding Notification to Manager Item. When selecting the Notification to Manager item by clicking on the appropriate link, a summary of the job audit request appears.

    2.  

Image of the Notification page. The image shows a highlighted box around the Audit Determination link.

 

  1. Click on the Audit Determination link to see the determination made by the Service Center. The results appear at the top of the page.

     

    Helpful Hint: Click the View Worklist button to return to your Worklist.

 

Image of the Audit Determination page. The image shows a highlighted box around the FLSA Status field and around the Job Code field.

 

  1. Review all information on the Audit Determination page.

     

    Helpful Hint: Several important items appear here. The first is the Job Code, then the FLSA Status. Finally, the Effective Date reflects when the changes to the position will become effective. If the position is vacant, the date should be the current date (or earlier). If the position has an incumbent, however, the effective date will be the 1st day of the following month in accordance with HHS HR policy.

     

  2. To return to the Worklist page, click the back button on your browser twice.

    3.  

Image of the Worklist page. The image shows a highlighted box around the Mark Worked button.

 

  1. Click on the Mark Worked button of the Notification to Manager item to remove it from your Worklist.

    2.  

_View Job Code Information

Accessibility Instructions

Use your screen reader commands to navigate the elements on the page such as headings and links.

Introduction

On the View Job Codes search page, you have the ability to search for a job code by Set ID, Job Code, Job Code Description, Occupational Series, and Official Position Title.

Step Actions

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

  • Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
  • Screen Samples include detailed screen shots to help complete the transaction.

Key Terms

For a complete glossary of terms, click here: CAPPS Glossary

Text Only Step Actions for Viewing a Job Code

Follow the steps below to view a job code.

 

Steps

 

  1. Select the Manager Self-Service link from the left navigation.

    2.  

  2. Select the Organization and Classification drop-down menu.

    3.  

  3. Click the Job Code Information link. The Job Code Table page is displayed.

    4.  

  4. Enter the information to search for a job code by Set ID HHSAS, Job Code, Job Code Description, Occupational Series, and Official Position Title.

     

    Helpful Hint: When searching for a job code, you can enter the exact codes or use partial terms to narrow your search results.

     

  5. Click the Search button.

    6.  

  6. Click the Job Code link for the Job Code Profile you wish to see.

     

    Helpful Hints:

    • This page contains the current information related to the job code you selected. Click on the tabs across the top of the page to view the job code information pages related to the Default Compensation, and Extended Attributes.
    • If no matching Job Code can be found a message will display on the Job Code Table page.

      •  

  7. Click the Return to Search button.

    8.  

Viewing a Job Code

Follow the steps below to view a job code.

 

Steps

 

Image of the left navigation of the Home page with the Manager Self-Service Menu expanded. The image shows a highlighted box around the View Job Code Information link.

 

  1. Select the Manager Self-Service link from the left navigation.

    2.  

  2. Select the Organization and Classification drop-down menu.

    3.  

  3. Click the Job Code Information link. The Job Code Table page is displayed.

    4.  

Image of the Job Code Table page. The image shows a highlighted box around the Search button.

 

  1. Enter the information to search for a job code by Set ID HHSAS, Job Code, Job Code Description, Occupational Series, and Official Position Title.

     

    Helpful Hint: When searching for a job code, you can enter the exact codes or use partial terms to narrow your search results.

     

  2. Click the Search button.

    3.  

Image of the Search results. The image shows a highlighted box around the Job Code column.

 

  1. Click the Job Code link for the Job Code Profile you wish to see.

     

    Helpful Hint: This page contains the current information related to the job code you selected. Click on the tabs across the top of the page to view the job code information pages related to the Default Compensation, and Extended Attributes.

       

Image of the Search results. The image shows a highlighted box around a message stating No matching values were found.

 

    Helpful Hint: If no matching Job Code can be found a message will display on the Job Code Table page.

       

Image of the Job Code Profile page. The image shows a highlighted box around the Return to Search button.

 

  1. Click the Return to Search button.

    2.  

_View Job Position Information

Accessibility Instructions

Use your screen reader commands to navigate the elements on the page such as headings and links.

Introduction

Use the View Job Position Information link to view current position data such as job code or position effective date.

Step Actions

The step actions for completing a transaction are presented in two ways: Text Only and Screen Samples:

  • Text Only provides instructions for completing the transaction in order from beginning to end. It does not include screen samples.
  • Screen Samples include detailed screen shots to help complete the transaction.

Key Terms

For a complete glossary of terms, click here: CAPPS Glossary

Text Only Step Actions for Viewing Job Position Information

Follow the steps below to view job position information.

 

Steps

 

  1. Select the Manager Self-Service link from the left navigation.

    2.  

  2. Select the Organization and Classification drop-down menu.

    3.  

  3. Click the View Position Information link. The Position Summary – Select a Position page is displayed.

    4.  

  4. Select the Position Number link to select the employee you wish to view. The Current Position Data Values page is displayed.

    5.  

  5. Click the Return to Select Positions link to view another employee.

    6.  

Viewing Job Position Information

Follow the steps below to view job position information.

 

Steps

 

Image of the left navigation of the Home page with the Manager Self-Service Menu expanded. The image shows a highlighted box around the View Position Information link.

 

  1. Select the Manager Self-Service link from the left navigation.

    2.  

  2. Select the Organization and Classification drop-down menu.

    3.  

  3. Click the View Position Information link. The Position Summary – Select a Position page is displayed.

    4.  

Image of the Position Summary page. The image shows a highlighted box around the Position Number column.

 

  1. Select the Position Number link to select the employee you wish to view. The Current Position Data Values page is displayed.

    2.  

Image of the Current Position Data Values page. The image shows a highlighted box around the Return to Select Position link.

 

  1. Click the Return to Select Positions link to view another employee.

    2.  

_Key Things to Remember

Key Things to Remember

Service Center Information:

 

  • The Service Center operates between 7:00 a.m. and 7:00 p.m. Central Time, Monday through Friday. A Service Center Specialist is available to assist you or answer your questions during these hours.

    •  

  • You may contact the Service Center at 1-888-TX-HHS-HR (1-888-894-4747), or TDD/TTY for the Hearing Impaired 1-866-839-2747.

    •  

  • You may email your questions directly to the Service Center by selecting Ask Service Center on the CAPPS home page (must be logged in) using the online form to enter and submit your questions.

    •  

Request Job Audit:

 

  • The Audit Number field is used to track the audit request throughout the process. This field shows as a zero until the request is submitted. After submitting the request, a unique Audit Number is automatically assigned to your request.

    •  

  • The Current Position Data Values section contains the pertinent information related to the selected position. This information is shown to provide you with a starting point and allow you to view the existing information when entering your proposed changes.

    •  

  • The Supervisor Info section contains identifying information of the incumbent employee’s direct manager. If you are submitting an audit request for a position that you directly manage, your information appears here. In this section, enter your reasons for requesting the job audit into the Justification for Request field. If you are requesting a salary change for the incumbent employee as part of the audit request, enter the proposed salary amount in the Justification for Request field. Refer to HHS policy to ensure the proposed salary amount meets the classification pay change guidelines.

    •  

  • To complete the Independence, Complexity, Impact, and Communications Information, click the related link. After clicking the link, you are routed to the Independence, Complexity, Impact, and Communications page. Enter detailed comments in each field indicating the independent actions or judgment, complex or difficult tasks, impact to HHS, and oral or written communications required for the position. Please note you are required to enter comments into each of these fields. If you are entering the information from scratch (i.e. – not copying and pasting), it is strongly recommended that you save after completing each field by clicking the Save and Continue button. Clicking this button frequently will prevent your session from timing out, and will ensure you don’t lose your data.

    •  

  • If you need to save your incomplete job audit request and return at a later time to complete it, click the Save button located at the bottom of the Proposal for Position Audit Changes page. The Save button allows you save a partially completed job audit request so you do not lose your work if you are unable to complete the request in one sitting.

    •  

  • To return to a saved job audit request, follow the same navigation path as you did to access the original job audit request. After clicking the link of the position number, you are routed back into the partially completed job audit request to continue filling out the request.

    •  

  • If you are requesting job audits for multiple identical positions, enter the additional position number(s) and employee name(s) into the Justification for Request field with a comment indicating that your request applies to multiple positions having identical job duties.

    •  

  • If you are entering the information for a job audit request from scratch (i.e. – not copying and pasting), it is strongly recommended that you save after completing each field by clicking the Save and Continue button. Clicking this button frequently will prevent your session from timing out, and will ensure you don’t lose your data.

    •  

  • If any of the fields do not apply to the position, enter a comment stating that they are not applicable to the position being audited.

    •  

  • You must click the Return button to transmit the job audit request to CAPPS. After clicking the button, you will be returned to the audit request. Since the request has already been submitted, it can no longer be edited. If you notice an error in your request after submitting, call the Service Center to inform them of the error.

    •  

  • After submitting the request, the Service Center may request some additional information from you. If additional information is required, the Service Center will contact you with instructions for sending the requested information to the Service Center.

    •  

View Job Audit:

 

  • The View Job Audit link only allows you to view job audit requests, which you have submitted for positions you currently manage. If you need to view job audit requests submitted by previous managers of a position you currently manage, access the Job Audit Summary Report through the Run Reports link found under Reporting in Manager’s Center in the left navigation menu. The Job Audit Summary Report allows you to view historical audits requested for the positions you currently manage regardless of who requested the audit or when it was requested.

    •  

  • If you do not enter any information into the search fields before clicking the Search button, the search results will contain all job audit requests to which you have access.

    •  

  • If there is an error in the new compensation rate, or if you wish to make an exception to the 6.8% increase in the employee’s current salary, you need to actively respond within three (3) business days via email to accesshr.hrclassification@ngahrhosting.com with the requested salary amount. In any event you must click on the Confirm Job Audit Results button.

    •  

Job Audit Determination:

 

  • If the position being audited is occupied, you will receive two worklist notifications. The item labeled Notification to Manager is the job audit determination, and reflects changes to Position Data in PeopleSoft. The item labeled Job Audit Pending reflects pending changes to employee Job Data in PeopleSoft. If the position being audited is vacant, you will only receive a Notification to Manager worklist item.

    •  

  • You can return to the Worklist page by clicking the View Worklist button.

    •