HR POSITION DOCUMENTATION
Contents
1. EEEEEE University of Western Australia Page 12 C Documents and Settings mdenham Desktop pdstuff DOC2. mimina edu auf weed ii Em uris M WebDrawer Record Search Results Tour search criteria is listed here uwawebste iore ume eye ae ee 303455 Leal POST Sd Proin Feed 01455 58 Click on record here to view 4 SPs nn 3014657 Level more information about the E c PD1I115 Np PESE UE SUE 1301467 Level AREE Position Haber 303470 amp e PD1IT1B EN 27258 1 9 JO TIO RES 3034714 Lam Far further help click here rima TDI IE RUE d e ce Hesearch Office Postion Humber 30147 1 4 POWs dec xni cd Ress ch Offices Position Beber 303495 P3 ume Research Offices Postion Humber 301495 POW be a ree eee eee ee EU OEC 3031542 Lsa a 14 _____ eem e change 3 re S To view a record click on the view record icon next to the TRIM record number as illustrated above 6 You will be asked to either Open or Save the document To view the document click Open to make a copy of the document click Save As University of Western Australia Page 5 C Documents and Settings mdenham Desktop pdstuff DOC 3 3 A Quick Guide to Searching Changes have been made to the way in which position
3. THE UNIVERSITY OF 7 WESTERN AUSTRALIA A quick guide for finding HR POSITION DOCUMENTATION In TRIM and WebDrawer for all UWA Staff DOCUMENT MODIFICATION HISTORY Version Primary Author s Date Completed Review Date Number 30 TRIM Systems Administrator March 2005 May 2005 EDM Project Officer ELE RELATED MATERIAL TRIM User Guide http www archives uwa edu au WebDrawer User Guide http www archives uwa edu au HR Position Documentation User guide for Human Resources Staff Copyright Archives and Records University of Western Australia 2004 2d 2 3 3 1 3 3 4 1 4 2 9 1 TABLE OF CONTENTS INTRODUCTION AND CONTACT 2 WHAT IS POSITION DOCUMENTATION 2 TD 2 ser o RUE ves vel Standard DESCHDIIONS E WEBDRAWER USERS FOR WEB ACCESS USERS 3 Logging into TRIM WebDrawer sssseesseseeeeennnnennnn nnne nenne nnn nnn anni nnns nnns 3 Searching in TRIM WebbDrawer sseeeeeeessseeeennen nnne nennen nnn nnne nnns nnn nnn nnns nnn 4 POV ANIC Se iC elitam iut iu a date ut e 6 TRIM USERS IF TRIM IS
4. lcant admin uwa edu au or extension 1239 For help with Advertising Human Resources rstevenson admin uwa edu au or on extension 3545 For help with TRIM TRIM WebDrawer or your TRIM password Archives amp Central Records trimhelop admin uwa edu au or on extension 3023 For technical help please contact your System Administrator 2 WHAT IS POSITION DOCUMENTATION Position Documentation in TRIM can include the following types of documentation Position Descriptions including selection criteria and duty statements which will be replaced by Position Descriptions when they are updated or advertised Advertisements Standard Position Descriptions All Position Documentation in TRIM is electronic i e you can access all the information you want from your desktop 2 1 Position Descriptions Position Descriptions in TRIM are used to classify positions In TRIM Position Descriptions are titled using the format Position Description position title Position Number No Level No For example POSITION DESCRIPTION Project Officer Position Number 1234 Level 6 POSITION DESCRIPTION Administrative Assistant Position Number 7891 Level 3 4 2 2 Advertisements Advertisements in TRIM are used for Human Resources position vacant advertisements In TRIM they are titled Advertisement Position Title Position Number No Level No For example ADVERTISEMENT Project Officer
5. Position Number 1234 Level 6 ADVERTISEMENT Administrative Assistant Position Number 7891 Level 3 4 2 3 Standard Position Descriptions Standard Position Descriptions are templates or models of pre approved position descriptions that staff at UWA can use These templates can also be used to develop new position descriptions before sending them to Human Resources for approval Standard Position Descriptions are titled Standard POSITION DESCRIPTION Position Title Level No For example STANDARD POSITION DESCRIPTION Administrative Assistant Level 4 STANDARD POSITION DESCRIPTION IT Manager Level 8 3 WEBDRAWER USERS FOR WEB ACCESS USERS 3 1 Logging into TRIM WebDrawer If you do not have TRIM installed on your computer you can use TRIM WebDrawer All staff at UWA have access to TRIM WebDrawer Please follow the steps below when logging into WebDrawer 1 Open your web browser e g Microsoft Explorer Netscape 2 Enter the following URL in the address box It is also a good idea to bookmark this page for easy reference in the future If you are using Microsoft Explorer your WebDrawer window should look similar to the image below HR Position Documentation Guide for all Staff March 2005 UWA TRIM Context Webdrawer Microsoft Internet Explorer 0 x File Edit View Favorites Tools aw ix i2 Search
6. RESTARDI ASSISTANT Mie a M Pure m pes SM P Um B S Pon ox POSITION DESCRIPTION Graduate fasetand Posiion Humber S595 Level 5 POSITION DESCRIPTION Asinar Poria Humber 371815 Level 5 POSTION DESCRIPTION liane Grandad Psion Humbes 331515 Lal 5 POSITION Finsnaich Poser Humba 3005877 Level 5 1 QN POSITION DESCRIPTICIH Gieduste Aesssch dsemterd Psion Number 3005937 Level 5 POSTION Di SCRIFTICH iiteduste Aesesch Posi Humber XH087 Level QR Por n0 POSITION DESCRIPTIOH Graduate Fleseach Postion Number X097 Levei 5 15 7 Pal n1 POSITION DESCRIPTION Aesmach sma Posi Humber 371475 Lew 5 T POSTON DESCRIPTION Reseach Assad Pisis Humba 371475 Led 5 8 POSITION DE SCRIPTION Humber 371501 Level 5 15 8 p 743 POSITION DESCRIPTIO Posihon Number 321501 Level 5 18 QI Pon 150 POSITION DESCRIPTION Greduste Reseach Position Number 30152 7 Level 5 16 Lists further QE n POSITION DESCRIPTION Giaduate Fleseaich Posiion Humber 301527 Level 5 16 infomation about the pan nsa POSITION DESCRIPTION Asama Posi Humber 311595 Level 5 16 recor
7. 5 7 Favorites GA 0 z LJ Address http 5 edu au Go Links THE UNIVERSITY OF S WESTERN AUSTRALIA TRIM Context WebDrawer UWA Website 777 Help Webdrawer can now only be used to access position documentation including position descriptions standard position descriptions and advertisements Changes have been made to the way position documentation is titled so it is much easier to find In most cases you will find the position documentation you are looking for by using a title word search UWA HelpDesk Contact Details Phone 6488 3023 Email Trimhelp admin uwa edu au Quick Guide to Searching by TITLE WORD Position Descriptions Type any a combination of position title position number level Do you need access to other TRIM records Standard Position Descriptions Type standard and any or a combination of position title level Click here to obtain the TRIM access application form F AUN P Advertisements type advertisement and any or combination of position title position number level For instructions on more advanced searching see the HR Position Documentation in TRIM and Webdrawer for all UWA Staff user guide Search for Equal To Title word E Po TRIMES a EE contesct ee All must match AND Any matches OR Done M Local intra
8. ALREADY INSTALLED ON YOUR COMPUTER 6 LOGGING into TRIM and ai 6 Advanced e a a a unis cum 9 RECOMMENDED SEARCH METHODS FOR POSITION DOCUMENTATION 10 oc m E M 11 FURTHER READING ae oe ciones 12 1 INTRODUCTION AND CONTACT INFORMATION This User Guide has been developed to help you search for HR position documentation such as standard position descriptions duty statements selection criteria advertisements etc using or TRIM s web interface TRIM WebDrawer IMPORTANT Not all position documents have been loaded into TRIM electronically All positions advertised since 1 January 2001 are available through TRIM and TRIM WebDrawer Human Resources are gradually loading other position documents into TRIM electronically so if the position documents you are looking for are not available in TRIM please contact Human Resources Classifications on x1239 For information about revising or creating new position descriptions please see the Human Resources forms webpage available at http www hr uwa edu au forms placeholder If you require any further assistance please speak to one of the following staff listed below For help with Classifications amp availability of documents online Human Resources
9. IM please refer to the TRIM User Manual available at http www archives uwa edu au trim user guides or contact the TRIM helpdesk on x3023 University of Western Australia Page 9 C Documents and Seittings mdenham Desktop pdstuff DOC 5 RECOMMENDED SEARCH METHODS FOR POSITION DOCUMENTATION There are many different ways of searching for records in TRIM and many of these will not be suitable for position documentation searching The searches discussed in this section are the recommended searches to perform to ensure the most accurate results for position documentation What are you looking for Type of search to use Position Title e g Records Officer Position Title and Record Type e g advertisement for Records Officer Position Number e g 101761 School or Department e g University Secretariat Known in TRIM as Organisation Salary Level e g Level 6 Reference Number Advertisement Number e g 19 01 Position Category e g Administrative Title Word Title Word Title Word Comments Use the Title Word search if you are looking for the title of a position e g Records Officer or the Position title and record type e g Advertisement Records Officer or standard position description research officer NOTE If you are searching for common position titles e g Administrative Assistant you may receive pages of search results and consequently it is recommended to use another search or perform a
10. ariations TRIM TRIM WebDrawer searches are NOT case sensitive and will search equally on upper and lower case TRIM and WebDrawer are only case sensitive when typing in the username and password HR Position Documentation Guide for all UWA Staff March 2005 Basic TRIM user manual covering topics such as searching in TRIM requesting files updating locations 1 changing TRIM options etc _ TRIM WebDrawer User Guide X Basic instructions and guide for v6 0 using the web based version of TRIM known as TRIM WebDrawer TRIM User Guide The Basics v4 0 HR Position Documentation Detailed user guide written for User Guide For Human Human Resources only when _ Resources Staff v2 0 creating position documentation JinTRIM 0 TRIM EDMS User Guide For Comprehensive TRIM user Student Electronic Records v5 0 guide covering electronic document management for student records in TRIM EEEUEEE M M I EEEE M EEEEEUE M M EEEEEEEEEUE M M EEEEEEOEUE M EEEEUE I EEEEEEEU
11. ccount then you will need to use WebDrawer see section 3 of this user guide 4 1 Logging into TRIM and searching Follow the steps below when logging into TRIM TRIM 1 Double click on the TRIM icon on your desktop 2 You should now be logged into TRIM If you have any problems logging into TRIM please contact the TRIM helpdesk on x3023 or at trimhelo admin uwa edu au Go to Search Find Records in the file menu and the find records window should appear 4 Click on the Filter tab of the find records window We need to make sure that when we perform a search for position documentation that the correct record types have been selected 5 n the bottom section of this screen record types section right click and select Untag All as seen below HR Position Documentation Guide for all Staff March 2005 Findrecords anis Search Sort Filter Record Dispositions vw Active vw Archived Local vw Archived Permanent v Inactive v Archived Interim IY Destroyed Record Classes v vital v Workgroup v Reference Corporate v Personal IY Temporary Finalized Filters Not Declared As Final Declared As Final Either Record Types Record Type POSITION DOCUMENTATION GENERAL FILE lt GENERAL DOCUMENT a Tag All Untag All Invert Al Tags Tag Every Cancel 6 Tag or tick the Position Docume
12. d which i gt 153 POSITION SCRIFTIDIH Poor Humba 371535 Lasa 5 currently highlighted in the Record List Pane This section of the screenis known as the Records View Hama Lesion FAS Elechorec sinc S Jule 2 ad 172 30 8M Lipciaie Dommen Security a1up Posbon Documentaton Cese based bn Record Type POSITION 21104 Semai Group Poston Doomentshon Creste based on Type POSTION DOCUMENTATION Hodiy Fimcord Security Group TFIBA idnina based on Renad Type POSITION DOCUMENTATIDN Dim Friday 9 2 Duis Fegetered Fidiy 9 Mach Pane Notes 5 Mumber Pq 37 T POSITION DESCRIPTION j rsdate Fissmarch Ararat Posiion Humbe 371645 Leva 5 11 To view an electronic document highlight the record you wish to open and then double click on it 12 To copy the document or save your own copy simply click on the copy button of the TRIM viewer and then paste it in a new Word Document University of Western Australia Page 8 C Documents and Settings mdenham Desktop pdstuff DOC HR Position Documentation Guide for all UWA Staff March 2005 13 If the electronic document has opened in Word and not the TRIM viewer automatically simply go File Save As to save your own copy 4 2 Advanced Searching If you require further help with searching in TR
13. documentation is titled so that you can now search for your position documentation very easily and in most cases using a title word search Listed below are the title words you will need to enter for each of the 3 different types of position documentation STANDARD POSITION DESCRIPTION Title Word Search Standard any of the following or a combination of these e Position Title e Level POSITION DESCRIPTION Title Word Search any of the following or a combination of these e Position Title e Position Number e Level ADVERTISEMENT Title Word Search Advertisement any of the following or a combination of these e Position Title e Position Number e Level If you need to refine your search further and wish to search on the section of the University to which the position belongs known in TRIM as Organisation you can also use a contact search Use the drop down arrow in the second search for box and choose contact In the equal to box begin typing in the name of the contact eg Faculty of Medicine If there is more than one contact that begins with the words you have typed in you will be asked to select the correct contact Press enter or click okay to see the search results 4 TRIM USERS IF TRIM IS ALREADY INSTALLED ON YOUR COMPUTER The TRIM searching facility is only available to you if you have TRIM already set up on your machine If you do not have TRIM installed on your machine and you do not have an a
14. dvanced searching as outlined in the TRIM User Guide available at http www archives uwa edu au trim user guides Type the position number in the title word search field if you already know the position number for the documentation you are looking for Use the Contact search if you are looking for documentation under a particular school or section of the University remember to choose an internal location shown in green Title You can add the level in a title word search to narrow down your search Ref enter for adverts only This search is listed under User Defined Fields Position Category You can also search for the reference number in the title word field Use for advertisement records only Available in TRIM only Type one of the following categories Academic Accounts Administrative Research Technical or Other Please note that the category Other incorporates ESL Child Care and Security Date Position Approved e g 01 10 2003 Date Created Type the date the position was approved This is in DD MMyY Y Y Y format You may search for positions approved in July 2001 by entering a date range of for e g 01 07 00 to 31 07 00 see full TRIM manuals for more information 5 1 Searching Tips asterisk may be used as a WILDCARD for searches on TRIM and TRIM Webdrawer eg admin will find admin administrative administration administrating administrator administrators and all other v
15. net 2 start 9 8 Confirmati amp UWA TRI Changes t toH9zwF UWA TRI Q 55 2 06 PM TRIM Cont 3 2 Searching in TRIM WebDrawer 1 Choose the type of search you wish to perform e g title word contact etc by clicking on the drop down arrow under Search By see diagram below For a quick list of recommended searches to use when searching for position documentation please see section 3 3 of this user guide for a more comprehensive guide see section 5 University of Western Australia Page 4 C Documents and Settings mdenham Desktop pdstuff DOC HR Position Documentation Guide for all Staff March 2005 Click the drop down am ow to select which Type in your search search vou want to criteria here in the perom Equal To Field M MN Search for Equal To viel Lo TRIM E Mail Message Contents C matches OR 2 Under the Equal to field type in the search criteria you wish to search for 3 Click the Search button 4 A list of search results should appear in the next window see diagram below Lists all af records with Click an the back button 10 Click on the Mext button ta back to a previous search TT open electronic document view the next page of results rT Took T ees O o x 2 a re Address
16. ntation record type to the left of the icon Record Types cord B v e POSITION DOCUMENTATION GENERAL FILE B GENERAL DOCUMENT Bh IhMERIT Save as Default Filters Cancel pen Help 2 7 Now click on the Search tab 8 Choose your preferred search method by clicking on the drop down arrow or the yellow Kwik select folder see image below in the search by field See section 5 for the recommended searches to use for position documentation University of Western Australia Page 7 C Documents and Settings mdenham Desktop pdstuff DOC HR Position Documentation Guide for all UWA Staff March 2005 Click the down yellow select button to choose your sea ch type Find Records Filtered Search Sort Filter Search Bu Title Word Equal Research Assistaril Current Selection C AND OF u Insert Delete T Research Assistant in Title Cancel Open Help 2 9 Type in your search criteria as seen above and click Do Search 10 Your results should appear in the following window like the diagram below Double click on a recol to view electronically Lists allthe records with your search criteria n the top section known as the Records List Pane te Ibm b R OS 2 in Title Sorbed acl pg
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