Using E-Class Initiating a case file with attached documents

This is a PowerPoint presentation of about eight minutes duration. It will explain how to initiate a case file and attach supporting documents. You may exit the presentation at any time simply by closing the Window. Where this arrow appears, click on it to advance the slides.

Scenario: Creation of a new case file The topic position has never been reviewed, or has never been logged and tracked in E-Class. The user initiates a case file for the position and attaches (uploads and links) the job description prior to referring it to an Advisor for review.

Procedure 1.Initiate a new case file and create the first diary entry. 2.Upload the job description and link it to the newly created case file. 3.Refer the case file to the appropriate advisor for job evaluation.

Scrolling on the case file Edit screen Don’t be confused by the slides that follow. The Edit form is too tall to fit the computer screen, so users have to scroll up and down to get to one of the three sections. 1.Position data section 2.Related documents section 3.Diary entry data section

Open the Add New Case screen By default, E-Class will open in the View Active Cases screen. You need to switch to the Add New Case screen. Click here to continue…

Choose the classification plan “PSJEP” has been selected for this example. Click here to continue… Ask a colleague if you are unsure which plan is appropriate!

Fill in the basic position data Select NEW if this is a brand new case file Click here to scroll down…

Skip over the Related Documents section Do not concern yourself with uploading documents… yet! Keep scrolling downwards to the Diary Entry section of the input form. Click here to scroll down…

Create the first diary entry Normally ‘BCPSA’ Assign it to yourself! Only one option here… ‘Initiated’ Explain why this review is coming forward! Assign a priority Click here to initiate the case file…

Case #4063 has now been created! Click here to scroll down… You are now in Edit mode in the View/Search screen

Your first diary entry has been saved! Now it’s time to add the job description! Click here to scroll up to the Related Documents section…

But first… …find the job description document on your hard drive or LAN folder and rename it according to the recommended file convention. Example Secretary_to_District_Director_23Sep04D.doc Position TitleDate D for Description Tip! No punctuation in filenames! Use underscores in place of spaces!

You’re now ready to add and link the job description! Click on this icon to upload and attach the document…

You will find yourself in the Browse Library screen. If your job description were already in the Library, you would continue your search for it here. Because your description is not yet in the Library, you need to switch to the Add Document screen. Click here to switch to the Add Document screen… Clicking the “description” icon on the case file screen… …takes you to the document library

Input your document parameters Browse to the document on your hard drive or LAN folder When all is ready, click here to upload the job description…

You’re back in Browse Library, but where is the document? Scroll down (click) to find out!

You’re back in Browse Library, but where is the document? There it is! It’s document #10261… the last one to be added to the Library! To link it to your case file, click here…

You’ll be taken back to the case file… …where you’ll find that the job description link has been established Click to scroll down…

Now refer the case file to an advisor… Normally ‘BCPSA’ Assign it to your Compensation Tech or Advisor Change ‘Initiated’ to ‘For Review’ Finally, click SAVE to ‘cement’ your document link and forward the whole case file to your Comp Tech or Advisor

The case reappears, but something’s different… You may edit a case file only if it is on your desktop! Click to scroll down… It’s no longer in Edit mode. It’s now Read Only!

The case is now on the Technician’s desk “For Review” Your work is done! To confirm, click ‘View diary’…

There are now two diary entries… ‘Initiated’ and ‘For review’. The case file with supporting job description has been referred onwards for job evaluation. The case diary looks like this…

Success! The case file has been delivered to the Compensation Technician as an item “for review”.

Procedure (Review) 1.Initiate a new case file and create the first diary entry. 2.Upload the job description and link it to the newly created case file. 3.Refer the case file to the appropriate advisor for job evaluation.

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