JDXpert

Groundbreaking
Job Information and Description Management Solution
 What is a Job Description?

• A job description is a statement that outlines the specifics of a particular job,

position or role with an organization. It provides details about the responsibilities,
conditions of the job and the qualifications needed to perform the position.

• At UMMS, a job description is created after the HR Compensation group performs

a job analysis that looks at each position in depth and creates a comprehensive
description of what the job entails.

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 What is included on a Job Description?
Job Title – a term that describes in a few words the position held by an employee.
Depending on the job, a job title can describe the level of the position or the
responsibilities of the person holding the position.
Job Code – individualized sets of numbers assigned to different jobs in order to
identify the position in a data system.
Department – a specialized functional area within an organization. 
Grade – a pay grade is a step within a compensation system that defines the
amount of pay an employee will receive. The vertical steps in a pay grade chart
refer to the level of the responsibilities defined by the job's requirements.
Position Summary – a brief, general statement of the more important functions
and responsibilities of a job.
Essential Functions of the Position – are functions that the person holding the
job must be able to perform.
Non Essential Functions of the Position – are functions that do not affect the
essence of the job and could be reassigned to another employee.

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 What is included on a Job Description?
(Continued)
Required Qualifications – a qualification (education, experience, skills and
personal qualities) that a candidate must demonstrably possess.
Preferred Qualifications – a qualification that is not required but preferred that
a candidate possess.
Supervision Received – the level of supervision needed for this position.
Supervision Exercised – the group or positions this job supervises.
Environmental Working Conditions – the conditions in which an individual
works in (physical environment, stress and noise levels, degree of safety or
danger).
EEO Statement – complies with the EEOC (Equal Employment
Opportunity Commission) law and communicates that we provide equal
employment opportunities to all employees and applicants for employment.

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 How do we use our Job Descriptions?
• Provides the basis for the design of our compensation structure
• Assists in determining the FLSA status of the position
• Helps to create a job hierarchy with defined career paths, learning paths, and
succession planning
• In the annual performance reviews process and goal setting
• For equity increases, promotions and transfers
• Is used as the basis for workforce planning and forecasting
• During the hiring process, defines the role of the position and the ideal candidate to
fill it
• Assists hiring managers in choosing candidates for interviews
• At the interview, can serve as the basis for interview questions
• Is a tool to assist managers to communicate to an employee their role and
responsibilities
• Is used to comply with the American Disabilities Act
• Is used in the corrective action process

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 Job Descriptions and Compensation
• Compensation views the job description as a foundational element that is used to
perform its function and support the sustainability and growth of UMMS.

• It is critical that each job description be accurate and up-to-date.

• Without an accurate job description:

o It is impossible to perform the necessary market analysis to grade the position
and provide a competitive salary range for prospective and current incumbents.
o It is impossible for a manager to maximize the dollars spent on employee
compensation for the position unless the education, experience, and skills
needed for the job are detailed and matched to prospective applicants and
current employees.

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 The UMMS Competency Model
• A new UMMS Competency Model was introduced in 2017 as a major
organizational development initiative to help define, assess, and promote our
mission, financial and organizational success, reinforce our results driven culture,
shape expectations and encourage high performance.

• Additionally, our Competency Model is a foundational cornerstone of our

compensation, talent management, employee engagement, professional
development and retention strategies.

• Our Competency-based job descriptions, that include our enterprise-wide core

competencies, as well as the position-specific competencies, are the first step in
setting our employees up to succeed.

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 UMMS Core Competencies
In addition to position specific competencies, there are 6 + 1 core elements to the Competency Model
– six that apply to all employees at every level and a seventh that applies to those with supervisory and
management responsibilities.

1. PROBLEM SOLVING/DECISION MAKING – conveys the essential ability to make good

decisions and respond effectively to challenges often under stress and with limited information.

2. QUANTITY/QUALITY of WORK – we expect UMMS employees to consistently produce a

high volume of excellent work.

3. SERVICE ORIENTATION – our ultimate purpose is to provide superior service to all of our
constituent stakeholders both internal and external and to always strive to exceed their
expectations.

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 UMMS Core Competencies (Continued)
In addition to position specific competencies, there are six core elements to the Competency model,
five that apply to all employees at every level and a sixth that applies to those with supervisory and
management responsibilities.

4. ACCOUNTABILITY – All UMMS employees hold themselves accountable for their actions
and for producing expected results. They hold their colleagues to these same standards.

5. INITIATIVE – UMMS employees are expected to take a proactive approach to work focusing
on continuous incremental improvement in all areas as well as opportunities for innovation.

6. DIVERSITY/INCLUSION - You currently work in a department with employees from

different backgrounds and experiences. You can demonstrate diversity and inclusion skills by
engaging with these employees and encouraging feedback so that all have the opportunity to
contribute equally.

7. LEADERSHIP/MANAGEMENT – people in roles involving coordination/ supervision of

others are required to select and hire top tier talent, empower and inspire them to contribute to
the full extent of their abilities, and to make sure that their teams achieve all organizational
goals and expectations to which they are assigned.

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 Competency-based job descriptions and the

2020-2025 HR Strategic Plan

• Our competency-based job descriptions will serve as the foundation for
making UMMS an Employer of choice where employees feel as if they
are encouraged to continue to develop their skills and careers.
• For each UMMS position, HR will design and implement a Job Family
framework.
• HR will develop an internal career management model to ensure that
employees at all levels have the competencies, skills, knowledge and
experience needed to fulfill their short- and long-term professional
ambitions at UMMS.
o The model will include internal career ladder matrices and learning
paths for all staff positions to assist managers and employees with
discussions on advancement and career progression.
o Learning strategies will be closely linked to the career paths, internal
mobility and succession planning.

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 Competency-based job descriptions and the

2020-2025 HR Strategic Plan

• We will offer an Individual Development Plan (IDP) to our employees to assist
them in achieving their career and professional development goals at UMMS.
o the IDP is designed to help managers, employees and HR understand the
development needs of each employee and translate those needs into a
defined career path.
o the IDP will also assist in setting expectations between employees and their
managers for specific learning objectives and a timeframe in which to
achieve them.

• Using our Learning Management System (LMS) for content and tracking, give
employees visibility how they can progress from one position to the next at
UMMS and how long a typical progression path will take for them.

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 Competency-based Job Descriptions and
the 2020-2025 HR Strategic Plan
• Engage an HR career coach to:
o help employees assess their career interests and aspirations
o provide guidance on career alternatives and decision-making
o assist them in assessing their strengths and determining their skill and
competency gaps
o identify development opportunities
o explore options such as promotions, transfer or other UMMS jobs
o teach them how to manage their career
o facilitate introductions to those who can help and encourage them along
their career journey at UMMS

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 So, Where do we Start?

• JDXpert is our new web-based job description management solution.

• This system is accessed via the JDX cloud platform and allows us to bring
structure and process efficiency to the way we construct, manage and store job
our descriptions.

• It gives us the power to improve governance with workflows, version control

and role-based approvals.

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 JDXpert

• JDXpert provides user-friendly tools to assist managers in writing job

descriptions.

• Once completed, JDXpert will manage the workflow by moves the job
description through the steps in the approval process so that the management
team at the department level can review the job description and approve the
content before it gets to HR Compensation for final review.

• This cloud based process will be a significant improvement to our current

manual process of emailing documents between the manager and the
Compensation team.

• JDXpert is integratable to work with recruitment, performance management,

compensation planning and organizational development

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 What will you need to do?
• As of this date, our entire library of UMMS job descriptions have been
uploaded into JDXpert.

• HR Compensation has reviewed the following sections of each job

description: Summary, Qualifications, and Core Competencies.

• We are asking that you now go into JDXpert and review each of your job
descriptions.

• That will include making sure the Essential Functions that are currently
documented are accurate, add any Non-essential functions if needed, add the
Position Specific Competencies and document the Physical Demands of the
positions.

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• You will also be able to edit and revise your job description at this time as well as
add any information that you would like to.

• The system also allows you to create new positions for Compensation to review,
modify and approve in the future.

• Once you have completed the current review process, you should plan to sit with
each of your employees and review the job description with them paying special
attention to the position specific competencies that you have selected for them
as well as the sections that address compliance under the ADA.

• On an annual basis, before the review and merit cycle, we will be asking managers
to review each of their job descriptions and recertify that the description is accurate
or make any necessary revisions. This is a necessary requirement that will be
needed to keep UMMS SOC 2 compliant.

• Compensation will send out a memo when it is time to begin the annual review
process.

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