1. Using E-Class Searching for positions according to PeopleSoft/CHIPS position number

2. This is a PowerPoint presentation of about five minutes duration. It will explain how to search the E-Class for a position having a particular PeopleSoft/CHIPS position number. You may exit the presentation at any time simply by closing the Window. Where this arrow appears, click on it to advance the slides.

3. Start a clean search by clicking “view/search”… This resets all the search default values.

4. This search uses the “PeopleSoft/CHIPS” number field…

5. Position Number Field Positions in our Corporate HR and Pay Information database are stored with a unique number. A position represents an assigned envelope of work of up to 1,827 hours performed by one employee… or by two employees in a job share arrangement.

6. Case Number Field Positions and position numbers are administered and controlled in PeopleSoft, not in E-Class, but there is a link to E-Class. That link is called the “Case Number”. It, too, is a unique identifier. As the name implies, it identifies a job evaluation analytical case file. If you can picture a file folder containing all the job descriptions and classification documents for a position over its lifetime, you have the correct image of a case file.

7. “Representative” Position Number A case file may cover one position or a cluster of identical positions. In other words there may be a one-to-many relationship between a case file and position. The CHIPS number stored in the E-Class position number field is the lowest of the position numbers covered by the analytical case file. For example… The case file covering position numbers 123456 345678 456789 078901 (all identical positions) would be stored in E-Class as Position Number 078901. This number would be the “representative position number”.

8. Warning! Where a case file represents a single position, a search based on position number should be successful (if it has been evaluated and stored in E-Class). Where a case file represents a group of identical positions, a successful search is less likely, because the field contains only the lowest position number within the group.

9. Solution In such cases you may have to resort to using a different search technique, such as combining a ministry search with a position title keyword search.

10. Enter search criteria… Some E-Class users enter CHIPS numbers with preceding zeroes. Use a wildcard search to increase your chances of scoring a “hit”… …by inserting a % sign in front of the numbers you enter in the search field.

11. Searches are executed by clicking the Submit button. Execute the search…

12. Search results are displayed in table format… This hyperlink opens the case file that represents your target position… A search based on representative position number normally yields a result of only one case file.

13. End To return to the menu of presentations, simply close this window…