Table of Contents

1
Table of Contents
Completing the EMS questionnaire 2 Checking
the budget template and publishing to Project
Office 6 Completing a PAQ for staff positions
10 Hiring Faculty 14 Appendix
14 Hints and Tips Completing and EMS
Questionnaire 15
2
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.
3
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. Example0281106. 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.

4
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.

5
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.

6
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.
7
Checking the budget template and publishing to
Project Office
Enable macros -- When you see this window, click
Enable Macros.
8
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.
9
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.
10
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 (CB)
  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. CB is responsible for
  classifying and recommending an appropriate rate
  of pay for each of these positions. The staff of
  CB 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.

11
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 weight20 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 colleges 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 CB 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.
12
Completing a PAQ for staff positions

• How the PAQ affects the EMS process
• Compensation and Benefits (CB) 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 CB
  for review. (See figure 1.) At that point, you
  will not be able to complete the EMS
  questionnaire until CB completes their review.
• You will get an e-mail from CB 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 CB 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.
13
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 CB 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 CB review is complete.
• Tracking numbers use these to match the
  personnel action requests and the PAQs that go
  with them.

14
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.

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Appendix
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