1. Using E-Class Managing Documents in the Library

2. This is a PowerPoint presentation of about five minutes duration. It will explain the principles of document control in the E-Class Library. 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. The following slides will explain the relationships among E-Class case files, documents in the E-Class Library and positions in PeopleSoft / CHIPS. First some principles!

4. A single case file will store the stages, rating scores and classification outcomes for multiple job evaluation review cycles of a position or group of identical positions. Case File Review in 2006 Review in 2003 Review in 2000

5. A single case file will contain the latest electronic versions of job description, evaluation rationale and working papers. Earlier versions of these documents will normally be stored in hard copy form on your position files. Case File Job Description Rationale Working Paper

6. A single case file can support multiple identical positions, even across ministries. An update to the case file triggers updates to all the positions that it supports. (e.g., change of classification) Case File 123456

7. Sometimes a single document may be common (linked) to many case files (e.g., staffing criteria or a selection standard). Case File Selection Standard Case File

8. To access the document Library, click on the Library “Tab”. Click to continue…

9. This is the Library browse (search) screen. It is a tool for pinpointing a single document to be linked to a particular case file.

10. The E-Class Library is not used for searching for job descriptions! It’s sole purpose is to pinpoint documents for linking to case files. With 10,000 documents in the Library and just six search fields, it is impractical to use it for job description search! Instead, users should search for case files using any combination of the over 20 searchable fields available. The resultant case files will contain hyperlinked source documents, including the job description. Warning!

11. Document Type Document Number (automatically generated) Work Family and Work Stream Owner’s (Uploader’s) UserID Keyword(s) Documents are filed by…

12. Document Types Five categories of documents are stored in E-Class. A single case file will normally contain (link to) a job description, an evaluation rationale and perhaps some working papers. Working papers are miscellaneous documents such as emails, org charts or work samples used during the job evaluation.

13. Stored documents are colour coded… …for ease of recognition by document type D = Description R = Rationale W = Working Paper S = Staffing Criteria

14. To prevent accidental deletions, only the Administrator and uploader of a document can replace or change a document. Document Security

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