Project Office is your mechanism for making a
proposal regarding how Baylor should spend its
money. You make a proposal in Project Office
whenever
You have an idea that will require more money
than what your current budget can accommodate.
You are making a personnel request (other than a
temporary request), whether you have the money in
your budget or not.
You are proposing a capital project (construction
project) that you think will cost more than
5,000, whether you have the money in your budget
or not. Also, use Project Office for construction
projects under 5,000 when you do not have the
money in your departmental budget.
Major Strategic Proposals.

Benefits of Project Office

Better idea of the big picture stewardship
Accountability SACS, etc.
Easily check and see status
Standard process
Insure accuracy, better control of positions,
better budget control
Reduce paper

3
Project Office set-up
To use Project Office, you will need a PC. The
Project Office application will not run correctly
on a Mac. To complete a Project Office proposal,
you will need the Project Office software
installed on your PC in addition to the regular
Microsoft Office suite. This application is
available for you to install yourself through the
App. Center. The App. Center can be found by
selecting Software Installers from the
favorites list on your Internet Explorer Browser.
If you need help installing this software, call
the Helpline (ext. 4357).
4
Naming Proposals
Faculty naming convention The naming convention
for faculty requests in Project Office is
college-department-position. For example, if
the business law department in the business
school were requesting a new ethics professor it
would be HSB-BL-Ethics Professor. If the
religion department were requesting a new Old
Testament professor it would be AS-REL-OT
professor. This naming convention will make it
much easier to organize and manage the long list
of proposals.

Preferred abbreviations for the schools
College of Arts and Sciences (AS)
Hankamer School of Business (HSB)
Honors College (HC)
Louise Herrington School of Nursing (LHSON)
School of Engineering and Computer Sciences (ECS)
School of Education (SOE)
School of Music (MS)
Truett Seminary (TRUETT)

Staff naming convention The naming convention
for staff position requests in Project Office is
department-position. For example, if an area
in ITS were requesting a programmer it would be
ITS-Programmer.
Naming convention for other proposals The
naming convention for other proposals is College
- department - Project or department-project.
For example, new vans for the environmental
studies department might be AS - ES - new vans
or a renovation project for admissions might be
Admissions - front office renovation.
5
Overview of the proposal process
Proposal Narrative
Complete the project profile
Release for review
Create your project
Review status
Log in
Budget spreadsheet
EMS questionnaire (personnel)
6
Log in, change your password
Go to the Start bar at the bottom of your
screen. Select Programs ? Pacific Edge Software
? Project Office.

When the login screen appears
Enter your Bear ID and password,
Make sure Strategic Planning is selected as
your Project Office database,
Check the Set as my default database checkbox
so that you do not have to change this each time
you log in,
Click Log On.

An Important note about passwords The first
time you log on to Project Office, the password
will be set to an arbitrary password assigned by
the Project Office Administrator. For security
purposes, it is very important that you
immediately establish your own password. Project
Office is not a part of the university wide
password system, so it will not automatically
know your password.
7
Log in, change your password
To change your password in Project Office, go to
Tools ? Change Password . Once there, you
will need to enter your old password followed by
your new password and a confirmation of that new
password.
8
Using reference documents
In addition to what you are learning in this
course, there are reference materials on-line to
help you make proposals through Project Office.
To get to the reference materials, go to the
Dashboard Gantt Chart Screen and click on Links
in the bottom left corner of the screen.
You will see that the Links button has moved to
the upper left corner of the screen, and a new
set of choices appears on the list of icons at
the left of your screen. Click on each of these
icons to open the various reference documents
that are available. To return to the original
set of choices, click on the Views button in
the upper left of the screen. Note These
documents are in PDF format you are welcome to
print and review them at your convenience. The
most up to date versions will always be available
from this Links menu.
9
Creating a new proposal
When you log on to Project Office you will see
this screen. It is called the Dashboard Gantt
Chart Screen. Notice that there is a folder
for each division in the university. Select
(by clicking on it) the folder for your
division, for this example, Academic Affairs.
Note You can click on the in front of each
folder to see all the proposals in that folder.
To add a new proposal, select File ? New
Project from the toolbar at the top of the
screen. (Alternate You could also click on the
blank document icon -- .)
You will see this New Project Wizard dialogue
box. Select Make a copy of an existing
template. (It will probably already be
selected.) Enter the name of your new project.
For this example AS-ES-new van. (See page 5 for
correct naming convention.) Click Next.
10
Creating a new proposal
Click the next to the file box icon labeled
Templates. This will display the list of
templates. Select either Major Strategic
Proposal or Operational Proposal. Click Next.

Check the box next to Launch default view upon
creation. (It may already be checked.) Then,
click Create.
After a few moments of processing, this Overview
Tab Screen should appear. The project name will
be filled in, and your name will be filled in as
the owner.
Note If this screen does not appear,
double-click on your new proposals name in the
list on the Dashboard Gantt Chart Screen.
11
Opening an existing proposal
You can open an existing proposal from the
Dashboard Gantt screen by either double clicking
on the name of the proposal or by clicking on the
name once and then clicking on the profile icon
toward the top left corner of the screen.
12
Completing the Overview Tab
MAXIMIZE
TABS
Project ID
The Overview I Tab -- When you create a new
proposal, or open one from the Dashboard Gantt
screen, you will see this Overview Tab screen.
You will complete this screen for all proposals
submitted through Project Office. The white
fields indicate areas where you are asked to
enter information about your proposal. Tabs
Notice near the top of the screen there is a row
of tabs labeled Overview, Construction Request,
Review Status, etc. By clicking on these tabs
you will go to the various screens where you may
enter or read information about your proposal.
You will complete different tabs depending on the
nature of your proposal. Not all tabs are
required for all proposals. Project ID Notice
your proposal has also been assigned a Project ID
number. This number will be used to track your
proposal through the various administrative
systems that may be a part of the approval
process. Hint You will need to be able to view
this entire screen. You may need to use the
maximize button in the upper right hand corner
of the screen to make sure you are seeing the
entire screen.
13
Completing the Overview Tab

Complete the white fields on the overview tab
screen as directed below
Name The project name will be filled in here.
Type over it if you want to use a different name.
Owner Owners are the people who will be able to
view and edit the profile and the attached
documents (budget, etc.) You will automatically
be listed as an owner, as will the department
head you enter. Instructions for adding
additional owners are on the following pages.
Fiscal year proposed Enter the fiscal year when
you would like to begin work on your proposed
project. (Note The 2006-2007 school year would
be fiscal year 2007.) Click on the arrow to
select a year from the drop down list.
Contact phone number Enter your phone number,
or a number where people can call if they have
questions about your proposal.
Initiative start/initiative finish The date
when you would like to begin working on your
proposed project and the date by when you expect
your project will be complete. Click on the
arrows to select dates from drop down calendars.
Primary requesting department Trax ID Click
on the arrow to select your department name from
the drop down list.

14
Completing the Overview Tab

Complete the white fields on the overview tab as
directed below
Executive council member Click on the down
arrow to select the executive council member
under whose purview your proposal will fall.
Department head Click on the down arrow to
select the appropriate department head from the
drop down menu. Note For the purposes of
Project office, a Department Head is someone
who reports directly to an Executive Council
member, for example, a Dean. This is different
from the TRAX definition of department head.
Description Enter a short description of your
proposal (1-3 sentences or so). If you need to
enter a longer description/explanation you may
attach a proposal narrative using the Links to
Documents icon, instructions begin on page 41.
Budget Publish Date The date in this box is the
last time your project budget was published. If
there is no date, that means you have not
published a budget yet.

15
Completing the Overview Tab

Complete the white fields on the overview tab as
directed below
Routing checkboxes Read this information
carefully and check each box that applies to your
project. These checks determine how the project
will be routed for approval. It is very
important that it be routed correctly.
Release for review You will check this box when
you are ready to release your proposal for
review. When you check this box, and click
OK, an e-mail will be sent to the department
head you selected telling him/her that it is time
to review the proposal.

16
Adding additional owners
You and the department head you selected will
automatically be listed as owners. To add
additional owners, click the button with the
next to the owner box.
Note Who should be added as owners? Anyone else
that you want to give permission to modify the
proposal or to have access to documents attached
to the proposal should be added as an owner.
For example, if you are a faculty/staff member in
an academic department and you are writing the
proposal, you will probably want to add your
department chair as an owner. If you are a
department chair writing the proposal and you
want your administrative assistant to be able to
make modifications, he/she should be added as an
owner. For all College of Arts and Sciences
proposals, you should add Julie Stahl, Lynette
Geary and your department chair as owners. For
all Hankamer School of Business proposals, you
should add Evelyn Hupp, Debbie Magee and your
department chair as owners. You do not need to
add people from budget, HR or compensation and
benefits they will automatically have access.
When you see this pop-up window, click Add.
17
Adding additional owners
Select the person you want to add as an owner by
clicking on his or her name, then clicking on
Assign in the lower right corner of the screen.
Note You may have to scroll to find the
person you want. If you do not find the name of
the person you want to add, call the Office of
Strategic Planning at ext. 8460.
The owner you added should appear on this screen.
Click Add again to add another owner, or
click OK to finish and return to the Overview
Tab.
18
Completing the Construction Request Tab
If your proposal contains a construction request,
you will need to complete the Construction
Request Tab. First, be sure to check the
appropriate routing box on the overview screen.
Note Any construction request that you estimate
will cost more than 2,000 should be proposed
through Project Office whether you have the money
in your budget to complete it or not.
Click on the Construction Request Tab.
19
Completing the Construction Request Tab

Complete the Construction Request Tab according
to the following guidelines
Required move-in date In this field, enter the
date by which you must move into the newly
constructed area. Click on the down arrow to
click a date on the pull down calendar.
Construction type request Click on the down
arrow to select the type of construction from the
pull down calendar.
Building name Click on the down arrow to select
the name of the building where you are proposing
renovation. If your proposal is for a new
building, leave this field blank.
Description In this space, enter a succinct
justification for and description of the
construction needed. For examples of how to
complete this field see Appendix C.

20
Completing the Construction Request Tab

Complete the Construction Request Tab according
to the following guidelines (continued)
Funding questions Click all the boxes of
sources from which you expect to get funding for
construction part of this project. If you plan to
use some money from your operating budget, enter
the Department ID and Account number in the space
provided and indicate the amount you plan to use
in the space under Available funds. If you plan
to use some money from a restricted fund, enter
that Department ID and Account number in the
space provided and indicate the amount you plan
to use in the space under Available funds.

21
Releasing your proposal for review
Once you have completed the appropriate tabs of
your proposal profile, and attached any
supporting documents such as a budget
spreadsheet, you are ready to release your
proposal for review. To release the proposal for
review, click the Release for review box on
the Overview Tab screen, then click OK in the
bottom right hand corner of the screen. (There
may be a few moments processing time.)
The proposal will be released and an e-mail will
be sent to the department head you selected
letting him/her know that the proposal is ready
for review. If you have not selected a department
head, the e-mail will go directly to the
executive council member you selected.
22
Reviewing status
To review the status of your proposal, click the
review status tab. Depending on the nature of
your proposal, different people will need to
review it and click the appropriate boxes to
indicate their approval. One of the benefits of
Project Office is that you can very quickly see
who has signed off on your proposal and who has
not by checking this review status screen.
Note In the Project Office system, there are no
actual written signatures. Clicking the
appropriate check box on the review status screen
carries the same weight as a written signature.
23
Reviewing status

This review status tab screen allows you to see
how your proposal is progressing in the review
process. This screen lists the reviewers. A
checkmark and a date indicate that a particular
reviewer has signed off on the proposal and
sent it to the next reviewer on the list.
Appropriate phone numbers are also listed. If
your proposal seems to have stalled at a
particular review point, feel free to call and
see if there is anything you can do to get the
process moving again.
Default reviewer list -- Depending on the nature
of your proposal, different reviewers may need to
mark their approval. Projects that do not
contain personnel requests or construction
requests only need approval by this default list
of reviewers shown in the area marked 1 above.
Initiative state All proposals start out with
an initiative state of proposed. Once all
reviewers have clicked the appropriate boxes, the
initiative state will be changed to reflect the
disposition of the proposal. For example, when a
project is approved the initiative state will be
changed to approved, if it is rejected, the
initiative state will be changed to rejected.
You can click the down arrow to see the list of
possible initiative states.

24
Reviewing status
3. Reviewers for personnel requests -- There are
a few additional check offs required for
proposals that contain personnel requests.
Between the executive council member review and
the budget review, these proposals will also be
reviewed by Compensation and Benefits and Human
Resource Services. When grant funds are used,
OSP will review as well. 4. Reviewers for
construction requests -- A proposal that includes
a construction request also requires a few
additional approvals. The following review
process occurs between the Executive Council and
budget office reviews First, the proposal is
reviewed by Facilities Management. They will
either reject it or release it for estimate. If
it is released for estimate, it will be routed to
either building services or design and
construction services. One of these two offices
will prepare an estimate. (Once the estimate is
complete, you can review it by clicking on the
Construction Estimate Tab). Then, Facilities
Management will review this estimate and, if it
is approved, release the proposal for budget
review.
25
Completing a proposal narrative

What is a proposal narrative?
For simple, straightforward proposals you will
probably be able to write all the description and
justification you need in the description box on
the overview tab. For more complex or expensive
proposals, you may want to include more
explanation and information. In those cases, you
may want to attach a narrative to your proposal.
A proposal narrative is simply a Word document in
which you explain and justify your proposal in
more detail than you can do conveniently in the
description boxes on the Project Office profile
screens.
For your convenience, a Word document has
already been attached to all project office
proposals. To use this document for your
proposal narrative you need only supply the
content. You may either type the content in
directly or copy and paste the content from
another document.
When should you use a proposal narrative?
You can use a proposal narrative anytime you want
to attach more detailed explanation or
information to a proposal, but there are some
times when a proposal narrative is required. You
should, for example, include a proposal narrative
anytime you are requesting university funds.
You should also include a proposal narrative
anytime you are requesting a new or replacement
faculty position or a new staff position.
Proposal narratives for personnel requests
Some personnel requests are so simple and
straightforward that you may not need to use a
proposal narrative because they require very
little explanation and justification. For
example, a proposal to replace a retiring DPS
officer, might require very little explanation.
In those cases, the description box on the
overview tab gives you plenty of space to explain
and make your case. Requests for new positions,
however, will require more explanation, and you
will need to attach a proposal narrative. For an
example of the format you should use for a
proposal narrative for requesting a staff
position see Appendix B.
For new faculty positions, the deans require
certain information be included in the proposal
narrative, including the following
A short memo justifying the position (1-2 pages)
A summary of faculty workloads and attrition for
the department
A copy of the FTE Faculty Positions and SCH
Trends report. (You can get this report in
electronic format from Institutional Research and
Testing.)
This information should be combined into a single
Word document and attached as a proposal
narrative. For an example of the format you
should use, see Appendix A.
To complete a proposal narrative follow the
process outlined on the following pages.

26
Completing a proposal narrative
Make sure your proposal is selected on the
Dashboard Gantt Chart Screen. Click on the
Links to Documents icon in the left column of
the Dashboard Gantt Chart Screen.
Double-click on the Proposal Narrative icon.
This will open up a Word document.
The Proposal Narrative is simply a Word document
that has been pre- attached to Project Office.
You may type your proposal narrative content
directly into this Word document, or you may copy
and paste it from another document.
27
Completing a proposal narrative
If your proposal is for faculty, it should
include, in one Word document a justification
memo, a workload/attrition analysis table, and an
FTE/SCH trend report. When you have finished
entering your content, save the Proposal
Narrative document. You may now close or exit
Word. Your revised Proposal Narrative document
is attached to your proposal. You can return to
it and edit it at your convenience by using the
Links to Documents button on the Dashboard
Gantt Chart Screen.
Note You will only be able to attach ONE Word
document to your proposal. All your
justification materials, including relevant
spreadsheets need to be consolidated into a
single Word document. For help inserting a
spreadsheet into a Word document see Appendix D.
Note For example proposal narratives for new
positions see Appendices A and B. Note Notice
that the name of this Word document is Proposal
Narrative. When you save the document, DO NOT
change the name.
28
Completing and Publishing the budget template
Using the budget spreadsheet -- For almost all
projects you will need to complete at least part
of the budget spreadsheet. To get to the
spreadsheet you will use the links to documents
icon. Close the profile screen by clicking on
the X in the upper right hand corner of the
screen.
Make sure your proposal is selected on the
Dashboard Gantt Chart Screen. Click on the
Links to Documents icon in the left column of
the Dashboard Gantt Chart Screen.
29
Completing and publishing the budget template
Enable macros -- When you see this window, click
Enable Macros.
30
Completing and publishing the budget template

Orientation to the budget spreadsheet
Proposal information The name, project number,
and starting year for your proposal will be
filled in. If your proposal has a specific end
date, enter the fiscal year for that date here.
Note School year 2005-2006 would be fiscal year
2006. Not all proposals have end dates. For
example, if your proposal is to create a new
position, it probably will not have an end date.
Publish Button When you have completed the
budget spreadsheet, you will click on this big
grey button to publish it to Project Office.
Publishing is how you connect your budget
information to the rest of your proposal
information in Project Office.
Information box Throughout the spreadsheet you
will see white boxes with blue writing. These
boxes contain important information and
instructions about how to complete the various
parts of the spreadsheet correctly.

31
Completing and publishing the budget template

Orientation to the budget spreadsheet
(continued)
Action buttons These buttons give you a
convenient way to open and close the entire
spreadsheet and to go directly to the budget
summary page.
Questions and answer buttons The budget
spreadsheet is organized around questions. Each
question is associated with a particular part of
the spreadsheet. When you click yes to a
question, you will be shown the part of the
spreadsheet you need to complete. Note Some
no clicks are more important than others. The
red instruction messages to the right of the
buttons will help you know when you should click
no.
Worksheet tabs The only tab you need to
complete is the first one, the input
questionnaire. The information you enter will
be summarized under the second tab, the
summary-project tab, which you may want to
review from time to time. The other tabs contain
information which you may or may not need/want to
review depending on the nature of your project.

32
Completing and publishing the budget template
If appropriate, fill in the fiscal year when your
proposal would end.
Scroll down through the list of questions and
click on the appropriate answer buttons for your
proposal. Each affirmative answer will open a
part of the spreadsheet that applies to your
proposal. For example, if your proposal were to
purchase a van, that would be considered capital
equipment, so you would click yes in answer to
question 5.
33
Completing and publishing the budget template
When you click yes, a piece of the budget
spreadsheet will appear on the screen for you to
complete. In this example, you would enter
equipment in the first column, Van in the
second column, and your cost estimate -- 35,000
-- in the third column. Note You may type over
the example information in the white areas.
Note Before completing a section of the
spreadsheet, be sure to read all the instructions
in the white information boxes.
When you are finished completing this section of
the spreadsheet click close this section to go
back to the list of questions. Then, you can
continue completing other questions as
applicable.
When you have finished completing all applicable
sections of the budget spreadsheet, publish your
budget to Project Office. To publish, click the
grey button at the top of the spreadsheet labeled
Publish to Project Office. Note This is a
very important step. If you dont publish, your
budget information will not be attached to your
proposal.
34
Completing and publishing the budget template
When you click the gray button you should get a
message saying Publish to XXXXXX complete.
Click OK. If you dont get this message, it
may mean that you have disabled the Project
Office macro in Excel. If this happens, make
sure you have saved your work. Close the
spreadsheet and then reopen it. When the macros
notice window appears, enable the macros (see
page 33). (If the window does not appear, call
the Helpline for assistance, ext. 4357).
You may now exit or close Excel your budget has
been attached to your proposal in Project Office.
You can return to it and edit it at your
convenience by using the Links to Documents icon
on the Dashboard Gantt Chart Screen. Hint If
you do return to edit your budget at a later
time, be sure to remember to click the grey
button to publish your changes.
35
Completing the EMS questionnaire

The EMS process in general
Here is how the EMS process works in general, the
following pages will give you more detail about
each step.
Create the project in Project Office and complete
the project profile. Close the profile and click
on the Employment Mngmt System button to enter
the EMS system. (See figure 1.)
Enter information about the department requesting
the personnel action and select the personnel
action you need. (See figure 2.)
Complete the EMS questionnaire. (See figure 3.)
Send budget data to the budget template in
Project Office by clicking on the green message
at the top of the screen.
Check the budget template to make sure your
information arrived safely.
Complete the rest of the budget template (if
necessary) and publish the budget to Project
Office.
Return to the project Overview screen in Project
Office and release the proposal for review.

Figure 1 Create your project in Project Office.
Complete and close the profile. With your
project highlighted, click on the Employment
Management System (EMS) button in the menu to the
left of the screen.
36
Completing the EMS questionnaire

Figure 2 Enter information about the department
requesting the personnel action and select the
appropriate personnel action.
Notice your project number. The information you
complete will be associated with that project.
You can associate multiple personnel actions with
a single project.
Click the down arrow next to the department
making request field type the first letter of
your department. Then, scroll or use the down
arrow key to get to your department name. Click
or press enter to select it.
Enter your Trax Department ID number into the
Department ID field. Example0281106. No
hyphens or spaces.
Indicate whether this will be a staff personnel
action or a faculty action.
Click the down arrow to select from a list of
possible personnel actions.
When you have selected the personnel action you
want to work on, click continue.
Click on the green writing to see either the
staff action guide or faculty action guide as
needed. These guides give you more detailed
information about various personnel processes.

37
Completing the EMS questionnaire
Figure 3 -- From this point, the EMS will present
you with a series of questions. You will get
different questions depending on which personnel
action you selected. Follow the on-screen
instructions carefully they will guide you
through the process step-by-step. If you are
not sure what to enter in a particular field, try
hovering the cursor over the field. Many
fields have additional help information available
in this manner. Also refer to Completing the EMS
Questionnaire Tips and Hints in the appendix of
this guide. When you have completed the
questionnaire, EMS will return you to this
personnel action screen

This table will list all the personnel actions
that you have associated with this project
number.
Select edit/review -- Project owners can
edit/review the information in the questionnaire
by clicking here.
Show summary -- You can see a consolidated
summary of the information you entered by
clicking here.

38
Completing the EMS questionnaire
Send budget data to the budget template in
Project Office.

Important When you have finished an EMS
questionnaire, you will see this message in green
at the top of the screen Click here to copy all
project data to project office budget template.
Click on that message this will send all the
budget information you have entered in the
questionnaire to the Project Office Budget
Template for review by the budget department.
When the budget information has been copied
successfully you will get this message in blue at
the top of the screen Budget data successfully
copied for use by Project Office. This will
take a few moments of processing time.
At this point you can close EMS and return to
Project Office.

39
Checking the budget template and publishing to
Project Office
You have finished entering information in EMS,
and you have copied that information to the
budget template. The last step is to check to
make sure your personnel request budget
information found its way to the budget template.

Highlight your project on the dashboard gantt
screen in Project Office click the Links to
Documents button.
On this screen, click on the budget icon.
40
Checking the budget template and publishing to
Project Office
Enable macros -- When you see this window, click
Enable Macros.
41
Checking the budget template and publishing to
Project Office
This is the budget template input questionnaire.
Across the bottom of the screen you will see a
row of tabs. You can use the summary-project tab
to make sure the budget information about your
personnel action was copied correctly.
Scroll down to the Expenditures related to the
new initiative. the faculty/staff salary
numbers should equal the salary amount you are
asking from the university for your request. It
will be the net of the amount you need minus the
amount you are funding through other sources
besides the university allocation.
42
Checking the budget template and publishing to
Project Office
When you have checked your budget numbers, click
on the input questionnaire tab at the bottom of
the screen to return to the Budget Template Input
Questionnaire.
Fill out the other sections of the input
questionnaire as appropriate for your project.
Then click on the big gray button at the top of
the page to publish to Project Office. Note If
you want to revise the personnel related budget
numbers, you will need to go back into the EMS.
Do not try revise personnel budget numbers
directly on this budget template.
43
Completing a PAQ for staff positions

Position Analysis Questionnaire (PAQ) is a part
of EMS
For most staff personnel actions you will be
asked to complete a Position Analysis
Questionnaire (PAQ) as a part of the overall EMS
questionnaire. You will not need to remember
when to do this the EMS questionnaire will
automatically present you with the PAQ questions.
In order to understand how this part of the
process works, you need to know a little bit
about the purpose and uses of the PAQ.
Purpose and uses of the PAQ
The PAQ collects specific information about the
functions, requirements and working conditions of
the position being considered. This information
will be used for several purposes
In the near future, Human Resource Services (HRS)
will use PAQ information to create the job
description for the position. If it is a new or
replacement position, HRS will also use the PAQ
information to advertise for the position and to
screen job candidates.
The Department of Compensation and Benefits (CB)
uses the PAQ information to classify the position
and to recommend the appropriate rate of pay.
Correct classification of a position is important
because it has implications for whether the
position will be hourly or salaried, and for
retirement benefits.
How what you enter on the PAQ affects pay and
job classification
There are hundreds of different positions on
campus, each with different requirements and
different functions. CB is responsible for
classifying and recommending an appropriate rate
of pay for each of these positions. The staff of
CB is not as familiar with the specific
functions and responsibilities of your positions
as you are. They depend on you to communicate
this information to them accurately and concisely
through the PAQ and subsequent conversations.
They use the function descriptions and weights
you provide in the PAQ to determine
classification, benefits and pay.
For example, two very different positions might
have a function of performs administrative
support tasks. A position in which performs
administrative support tasks means answering the
phone and filing for 75 of the time would be
paid at a very different rate from a position in
which that same function description means
answering the phone and filing 10 of the time,
and other more challenging tasks the rest of the
time. Please consider your answers to the PAQ
carefully.

44
Completing a PAQ for staff positions
Identifying the essential/secondary functions of
a position Most of the questions in the PAQ are
straightforward multiple choice questions. The
appropriate answers to these questions will
probably be self-evident to you as you complete
the questionnaire. One section that might
require a bit more explanation is the section on
essential/secondary functions. In this section
you will be asked to list the essential and
secondary functions of a position and to give
each function a weight (i.e. identify the
percentage of time the employee will spend on
this particular function.) Consider these two
function descriptions Manages budget
purchasing, travel, requisitions, vouchers,
helps director plan budget needs, helps director
monitor budget, uses all paper and electronic
systems related to departmental finances (TRAX,
Project Office, etc.), keeps abreast of budget
policies and helps director manage according to
policies. Function weight20 Manages budget
prepares operating budget for the college
including coordinating the budgets of all
academic departments within the college and
combining them into the overall operating budget
for the college, monitors budget and reports any
significant deviation from approved budget to the
dean, makes suggestions to the dean regarding
effective use of the colleges financial
resources. Function weight 40 Clearly,
these would be functions in two very different
positions which would probably be classified very
differently and paid very differently. Your
primary job in completing the PAQ list of
functions is to provide enough specific
information so that CB can classify the job
correctly and recommend a fair rate of pay. This
information will also be used to create the job
description for the position. Tips for
completing the function section Essential
functions should be the primary duties of the
position. You do not need to list every single
task for which the position will be responsible
think in terms of general duty areas. You might
list, for example, provides administrative
support for the department or manages budget,
then, provide a few tasks as examples of what you
mean. The descriptions above of manages budget
are good examples of this technique. You will
probably end up with no more than 4-8 essential
functions for a position. If you are listing 12
or more essential functions, you might want to
chunk some tasks together into a larger duty
area. Secondary functions are usually functions
for which this position serves as a back up.
They are usually the primary function of some
other position.
45
Completing a PAQ for staff positions

How the PAQ affects the EMS process
Compensation and Benefits (CB) needs the
information you provide in the PAQ to recommend a
fair rate of pay for a particular position.
Likewise, you need the pay recommendation as you
complete the EMS questionnaire. Consequently,
here is how the EMS process works if a PAQ is
involved
Create the proposal in Project Office and click
on the Employment Mngmt System button to enter
the EMS system.
Select the staff personnel action you need. EMS
will automatically feed you the PAQ questions if
they are appropriate. Once you see a finish
button, exit the EMS page.
Go back into the Profile of your request and
check the release for review box.
You will get an e-mail from CB when they have
completed their review. This will be your
signal to go back into Project Office, back into
EMS, and complete the EMS questionnaire for the
position.
When you get into EMS, you will click on select
review/edit for the appropriate position action
request. (See figure 2, following page.)
Then, follow the on-screen instructions to
complete the EMS questionnaire. When you have
finished the EMS questionnaire, you will send the
budget information to the Project Office Budget
Template. Then, go back into the Budget Template
and publish it to Project Office.

46
Completing a PAQ for staff positions

Figure 2 -- When you receive your e-mail saying
your PAQ has been reviewed, go back into Project
Office, highlight your project and then click the
EMS button. Your EMS position action screen will
look something like the screen above
This section of the table shows the personnel
action requests you have started.
This section of the table shows the PAQs you have
started and their status. You can tell which PAQ
goes with which personnel action request by the
tracking numbers.
Show CBR summary -- Click here to see a summary
of the CB review for your position.
Select to edit/review -- Click here to continue
completing the EMS review once you have gotten
the e-mail that your CB review is complete.
Tracking numbers use these to match the
personnel action requests and the PAQs that go
with them.

47
Hiring faculty

You will use the Project Office/EMS system to
hire faculty members. (The ability to hire staff
members will be added in a later version.)
For example, imagine you are in the geology
department and one of the geology professors is
retiring. You might create a proposal in Project
Office called AS-GEO-New Associate Professor.
When that project is approved, you begin the
process of finding a new professor. Eventually,
months later, you select a candidate. The
department and the candidate settle on the terms
of his/her employment at Baylor.
At that point you would return to Project Office
and create a new proposal for the hire. You will
use EMS to enter the actual details about the
hire. This new proposal might be named
AS-GEO-Hire New Associate Professor.
--- Important Naming convention for faculty
hiring ---
When creating a new project office proposal for a
faculty hire, be sure to include the word hire
in the proposal name.
For example AS-GEO-Hire new associate professor.
This will eliminate confusion by clearly
differentiating this hiring proposal from the
earlier position request proposal.
Steps for completing a faculty hire in Project
Office/EMS
Create a new proposal in Project Office. Give it
a new name that includes the word hire. On the
Overview II screen click in the box for a
faculty hire.
Complete the proposal profile. On the Overview II
screen click in the box for a faculty hire.
Close the profile to return to the dashboard
Gantt screen. With the proposal still highlighted
on the dashboard Gantt screen, click on the EMS
button.
On the personnel action screen in EMS, select
hire faculty as the appropriate action.
Complete the EMS questionnaire by following the
on-screen instructions.
Copy the budget data from EMS to the Project
Office budget template by clicking on the green
message at the top of the personnel action
screen.
Check the budget template to make sure your
information copied correctly.
Complete the other sections of the budget
template as necessary and publish the budget
template to Project Office.
Return to the proposal profile Overview II screen
and release the proposal for review.

48
Appendix A Example of a Justification Memo for
a Faculty Position
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Faculty Workload and Attrition Summary

Fall 200X and Spring 200X

Tenure Track

Name/Rank

Fall 200X
Brief description of workload
Attrition Analysis notes

-
hours/Spring
assignments, i.e.
-
next 5 year
s (brief notes
200X hours/ Sum 200X hrs

administrative, research,
about retirement,
teaching, etc.

sabbaticals, research
leave, etc. as appropriate)

50 Administrative 50 teaching Received release
time for Fall 200X to administer the XYZ program
for the department
Example

6/6/3
Retires
in 200X

John Q. Doe

Assistant Professor

Bill J. Bear

9/9/0

Sabbatical 200X

75 teaching 25 research

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53
Appendix B Example of a Justification Memo for
a Staff Position
54
To Jill Departmenthead From Jane
Supervisor Date May 21, 200X Re Replacement
of Analyst/Programmer position with Project
Implementation Manager Proposal Reinstate
former analyst/programmer position previously
held by Joe Smith with project implementation
manager position. Proposed Start Date Summer
or Fall 2004 Justification The goals for this
position would be 1. To develop and maintain
within ITS the transferable knowledge required
for management of software package implementation
and upgrade projects. Many of the skills needed
to manage these major implementations and
upgrades are transferable between projects but we
have rarely been able to utilize the same person
to head disparate projects. Often, personnel
from ITS client offices (Registrar, Controller,
etc.) are put in these positions of project
leadership and are not given release time from
their regular jobs. This position would allow
ITS to provide this kind of project leadership
and maintain the knowledge and skills so that
they could be applied to projects affecting
various campus departments. 2. Provide
effective management of major software
implementation and upgrade projects for the
campus community. While the person filling this
position would work closely with primary client
personnel affected by the software project, staff
members from those campus offices, who might
otherwise be called on to be the project leader,
would not need as much release time from their
normal job duties. Also, the fact that this
person would become increasingly skilled the
planning, communication, documentation, and
integration required for software project
management would provide the campus with more
efficient and effective leadership of these
projects. Additionally, this person would be
housed with and develop close working
relationships with the ITS staff members
responsible for installing and supporting these
software applications. 3. Track and document
all major software implementation and upgrade
projects in a thorough and auditable manner. The
person who fills this position would be able to
develop a standard and consistent method for
tracking and documenting these major
implementation projects. This would provide
improved access to project information and better
data to both internal and external auditors.
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Appendix C Example Justifications for
Construction Requests
56
Example justifications for construction requests
Following are three good examples of the kind of
verbiage you might use in the Description and
Justification for Work field on the construction
request tab. Example 1 Cashion
Renovation/Expansion Project The goal of this
project is four fold First, add two floors to
the Cashion Academic Center. Second, to upgrade
the finish of the first floor. Third, to
renovate floors two through five. Fourth, to
design and implement a reasonable cost approach
to creating a facade on the Cashion Academic
Center to complement the architectural design of
the campus. We are requesting that design work
begin and that a cost estimate be determined so
that we can begin to raise funds for the project.
We anticipate trying to raise the funds for the
expansion, but would anticipate that a majority
of the renovation work would need to be provided
through allocated budget funds. Expansion of Two
Floors While we are not in need of classroom
space, we are in need of program space. Our
graduate program is currently very constrained in
the space provided in what was the original Blume
Conference Center. We envision that the fourth
floor would become the location of the graduate
program, but this would be determined during the
design phase. We need additional office space
as well as program space including the creation
of a Career Development Center. In addition to
the needs of the graduate program, we anticipate
the need for program space for our new areas of
emphasis including the Sports Sponsorship and
Sales Program, our program in Ethics, our program
in Healthcare Administration, and the expansion
of our entrepreneurship program into the
technology arena. We envision the fifth floor
becoming a conference center for banquets,
seminars, and conferences. Renovation The
Cashion Academic Center was completed in 1985 and
no renovation has occurred other than painting
and carpet replacement several years ago. The
first five floors should be renovated with a
major upgrade occurring on the first floor to
match the look and feel of the Southwest
Securities Financial Markets Center. Façade As
a part of the renovation, we propose that the
exterior of the Cashion Academic Center and the
Hankamer Building be assessed to determine the
feasibility of creating a façade that would
complement the campus architectural
design. Finally, based on the expansion of two
floors, an endowment estimate needs to be
determined to support the increased operating
space.
57
Example justifications for construction requests
Example 2 Student Foundation Building To
construct a new building for Student Foundation.
A site analysis has been requested. Specific
details on the building are currently in the
planning stages. The building will provide
office and meeting space for the Student
Foundation program. It will accommodate 130-150
students to achieve a variety of activities
including but not limited to raising scholarships
for fellow students, recruiting the incoming
freshman class and hosting events on
campus. Example 3 Physical anthropology lab The
physical anthropology research lab will be the
primary space for Dr. McNulty's research work in
primate morphology and morphometrics. The
requirements for this space are basic table and
chairs, large (closet) and small (cabinets and
shelves) storage areas, electrical outlets and
data ports. No special lighting, environmental
control, or electrical are necessary. The space
may double as a classroom for small seminars that
relate to morphological research.
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Appendix D Inserting an Excel Spreadsheet into
a Word Document
59
Inserting an Excel spreadsheet into a Word
document
In the Excel spreadsheet, select the area you
wish to copy.
Select Edit ? Copy to copy the section from the
spreadsheet
Switch to the Word document in which you wish to
paste the spreadsheet
60
Inserting an Excel spreadsheet into a Word
document
Place the cursor at the place in the document
where you wish to insert the spreadsheet.
Select Edit ? Paste to paste the spreadsheet
fields into the Word document
61
Inserting an Excel spreadsheet into a Word
document

Your spreadsheet will be inserted into your word
document, but the landscape format of the
spreadsheet may not fit correctly on the
portrait format of the word document. You have
two choices.
Reduce the size of the spreadsheet by selecting
it and dragging a corner until it fits on the
page. Or,
Use the page set up function to format this page
as landscape (instructions following).

To change the page to landscape formatting,
insert the cursor into the document immediately
ahead of the spreadsheet.
l
62
Inserting an Excel spreadsheet into a Word
document
Select File ? Page Set up from the toolbar at
the top of the screen.
On this dialogue box select landscape as the
orientation and apply to from this point
forward. Click OK. at the bottom of the
dialogue box.
63
Inserting an Excel spreadsheet into a Word
document
This should format the remaining pages as
landscape, while leaving the preceding pages in
the portrait orientation.
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Appendix E Hints and Tips for Completing an
Employment Management System (EMS) Questionnaire
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Appendix F Examples Essential and Secondary
Functions for a Position Analysis Questionnaire
(PAQ)
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