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HR - Position Management

GENERAL DESCRIPTION:

Using Position Management is an option in HRS. The idea is that a campus has a set amount of positions, and employees hold a position like sitting in a seat. When an employee leaves a position, it can be reused for the next incumbent. All empl classes except OT1 - OT6 (Other), CL (University Staff Temporary), and SH (Student Hourly) must use positions. Positions may be used for CL, SH, and OT.

This document contains information on each of the fields in a position, the steps to create a position, and the steps to modify a position. It also contains the steps to use for copying a position.

Portions of this document do not apply to UW Madison. UW Madison users should refer to documentation intended for their campus.

PROCESS CONSIDERATIONS:
  • Any change made on a Position with multiple incumbents will affect ALL incumbents in that Position; therefore, when one incumbent needs a change (i.e. FTE change), that one person will need to be moved to a different Position number.
  • Positions should be reused when possible.
  • You may need to update a position prior to hiring a new incumbent.



Description tab - Fields Descriptions

92Pos1.jpg


Position Information
 
Fields
Comments
Position Number Will appear as all zeros until you Save, and then it will automatically be assigned a unique number.
Headcount Status / Current Head Count Indicates if the position is open or filled; number of employees in the position.
Effective Date This is the date the position is effective (an employee may be hired into this position as of this date). Must be before or equal to the date an employee will be placed into the position.
Status Defaults to "Active" (must be "Active").
Initialize button initialize-button.png This button allows you to copy a position from another existing position. Not used when you are creating a new position by entering the data manually. See Copy a Position below.
Reason Defaults to New. Note: There are many Reasons that are used for changing a Position. See HR - Action/Action Reason Code - Job Aid.
Action Date The date the position is being created (or changed).
Position Status Defaults to "Approved".
Status Date Defaults to the original effective date.
Key Position Not required/not used

Job Information
 
Fields
Comments
Business Unit Choose the campus identifier, for example UWSUP for UW Superior.
Career Executive This is for limited use with positions that meet the definition.
Job Code Choose the Official title code. TAB out of the field and other information related to the Job Code defaults on the position.
Manager Level We are not using this field.
Reg/Temp Always set to "Regular" (this defaults).
Full/Part Time Choose the appropriate indicator. If someone averages less than 40 hours/week, Part-Time should be entered in this field.  Full-Time should be entered in this field for anyone working 40 hours per week or more.
Regular Shift We are not using this field.
Union Code Although Union codes are not being used in most instances, the coding still remains in HRS and will default to the value based on Job Code prior to Acts 10/32.
Title This defaults from the Job Code field. Any changes made to the Title field will be reflected on the Working Title field on Job Data when an employee is assigned the Position.
Short Title This defaults from the Job Code field.
Detailed Position Description Links to another page where you can enter some information about the position (not the full position description). (Optional)
Empl Class Choose the appropriate class based on Job Code, for example FA for faculty. See HR - Empl Class Overview.
Continuity Choose the appropriate continuity code based on the duration of the appointment. See HR - Continuity Status Overview.
Pay Basis Choose the correct pay basis for this position, for example Hourly. See PY - Pay Basis Descriptions.

Work Location
 
Fields
Comments
Reg Region Defaults to USA.
Department Choose the appropriate Organizational Department.
Company Defaults to UW System (after you select the Department).
Location Choose the work location of the job. This is the Alpha character plus the building code, for example, H0095.
Reports To Enter the position number of the supervisory position that this position reports to. (Note: there is a different location in Time and Labor and Absence Management for setting up time and absence approvers.)
Dot-Line Not using these fields; leave blank.
Supervisor Lvl
Security Clearance

Salary Plan Information
 
Fields
Comments
SalaryAdmin Plan Information defaults in from the Job Code and Business Unit.
Grade
Step
Standard Hours Defaults to 40 hours when you enter the Job Code; change the Standard Hours as needed for accurate reflection of Standard Hours on the Position. For example, if you enter 12.80 for Standard Hours, and then TAB out of the field, the FTE will automatically calculate to 32%.

For a University Staff Temporary (limited term employee) (LTE) or an employee without a regular schedule or hours, 0.01 is the lowest Standard Hours that HRS allows; FTE will calculate to .00025.

See HR - FTE to Standard Hours Conversion Table.
Work Period WUWS defaults and should never be changed.
FTE This is correlated to the Standard Hours; see notes above.
USA_flag_expanded.png Expand the flag to see additional fields, below.
FLSA Status (under the USA flag) Defaults in from Job Code: Nonexempt or Exempt. The FLSA Status field indicates whether the Position is exempt from overtime pay or nonexempt.Note: For mixed FLSA job codes and AS Hourly this field may need to be changed if the employee doesn't meet the FLSA duties and discretion test. See
Bargaining Unit (under the USA flag) Not used; refer to the Job Information.

Specific Information tab - Fields Descriptions

92pos2.jpg


Fields
Comments
Max Head Count This defaults to 1. Change this to reflect the number of Incumbents that may be hired into the Position. Remember that changes on the position affect everyone connected to the position.
Update Incumbents When you create a position, it will be unchecked. After you hire a person into the position, it will automatically be checked. When you make a change to the position, you should verify that it is checked so the changes will flow from the position to the job.
Include Salary Plan/Grade Not used - leave unchecked.
Force Update for Title Changes
Not used - leave unchecked.
Mail Drop ID This field is not being used.
Work Phone Leave blank - information will be on the person record
Health Certificate Not used.
Signature Authority Not used.
Budgeted Position This defaults to checked; must be checked for commitment accounting to work.
Confidential Position Not used - leave unchecked.
Job Sharing Permitted Not used - leave unchecked.
Available for Telework Not used - leave unchecked.
Position Pool ID Not used - leave blank.
Pre-Encumbrance Indicator Defaults to None
Academic Rank Not used - leave blank.
Calc Group (Flex Service) Not used - leave blank.
Encumber Salary Option Defaults in; do not change.
Classified Indicator IGNORE this field. This is a PeopleSoft default field and has nothing to do with UWSA classified or unclassified jobs. It defaults to Classified for all positions.
FTE Do not update. Defaults from Standard Hours.
Adds to FTE Actual Count Not used - leave unchecked.

Budget and Incumbents tab - Fields Descriptions

92pos3.jpg


Fields
Comments
Save After you Save the Position, a unique Position number will appear at the top of the page.
Link to Job Data You can link to the job data for incumbents (after you hire a person into this Position).

Create a Position Procedure Steps

  1. Navigate to: Organizational Development > Position Management > Maintain Positions/Budgets > Add/Update Position Info.

  2. Click the Add a New Value tab.

  3. Leave the Position Number field with the eight zeros displaying. HRS will automatically assign an 8-digit Position Number upon saving.

  4. Click the Add button.

  5. Enter the Effective Date. The date must be equal to, or earlier than, the Start Date of the employee(s) being hired using the Position in Job Data.

  6. Enter the Business Unit.

  7. Enter the Job Code or use the lookup icon to select it.

  8. Select Full/Part Time value. 100% is Full-Time and <100% is Part-time.

  9. The Title field may be changed to a working title.

  10. Empl Class defaults based on the Job Code. If the field is blank, select the appropriate Empl Class code. See HR - Empl Class Overview for a list of Empl Class definitions.

  11. The Continuity is based on the duration of the job as specified in the employee's contract. Select the appropriate Continuity Code. See HR - Continuity Status Overview for more information on Continuity.

  12. Select the appropriate Pay Basis. See PY - Pay Basis Descriptions for a list of Pay Basis definitions.

  13. In the Department field, enter the 7-character appointing department or use the lookup icon to search for and select the appropriate value. The Department begins with the campus alpha code identifier (e.g. D455000). See HR - Summary of Campus Codes used in Location / Appointing Department / Academic or Summer Pay Groups for more information. After entering the Department, verify that the correct department description displays.

  14. In the Location field, enter the 5-character code which begins with the alpha campus code identifier (e.g. D2036). If unknown, click the lookup icon to search for and select the appropriate value. After entering the Location, verify that the correct location description displays.

  15. In the Reports To field, enter the Position number of the Supervisor of this Position.

  16. Standard Hours defaults based on job code. Enter the appropriate Standard Hours for the Position. The FTE will calculate based on the standard hours entered. See HR - FTE to Standard Hours Conversion Table.

  17. Work Period will automatically populate based on Business Unit, Job Code, Empl Class, and Pay Basis previously entered above.

  18. Below the Salary Plan Information section, locate the icon for the USA flag USA Flag. Click it to expand the section.

  19. In the FLSA (Fair Labor Standards Act) Status field, the value will automatically populate, based on Job Code. The FLSA Status field indicates whether the Position is exempt from overtime pay or nonexempt. To change the FLSA Status, click the drop-down arrow to select either Exempt or Nonexempt, as required.

  20. Click the Specific Information tab.

  21. 92descriptiontab.png

  22. In the Max Head Count field, enter the appropriate maximum number for this position.

  23. Verify that the Budgeted Position check box has been checked.

  24. Click Save.
92specificinfotab.png

  • After saving:
    • HRS automatically assigns an 8-digit Position Number (e.g. 02069885). IMPORTANT: make note of the Position number assigned by HRS to use when hiring in Job Data.
    • HRS populates Current Head Count
    • Salary Admin Plan and Grade are also populated


Copy a Position Procedure Steps

  1. Navigate to Organizational Development > Position Management > Maintain Positions/Budgets > Add/Update Position Info.

  2. Click the Add a New Value tab.

  3. Click the Add button.

  4. Click the Initialize button on the right.

  5. Enter, or use the Look up icon to find, the Position number to copy.

  6. Click OK. Attributes of the copied position will populate except for Empl Class, Continuity and Pay Basis.

  7. Enter the Effective Date. The Effective Date of the Position must be equal to, or earlier than, the Start Date of the employee(s) being hired using the Position in Job Data.

  8. Cut the Job Code from the field.

  9. Tab out of the Job Code field.

  10. Paste the Job Code back into the field.

  11. Tab out of the Job Code field.  Notice how Reg/Temp, Regular Shift, Full/Part Time, Union Code and Short Title default in.

  12. Select Full/Part Time value. 100% is Full-Time and <100% is Part-time.

  13. The Title field may be changed to a working title.

  14. Empl Class defaults based on the Job Code. If the field is blank, select the appropriate Empl Class code. For a list of Empl Class definitions see HR - Empl Class Overview.

  15. The Continuity is based on the duration of the job as specified in the employee's contract. Select the appropriate Continuity Code. See HR - Continuity Status Overview for more information on Continuity.

  16. Select the appropriate Pay Basis. For a list of Pay Basis definitions see PY - Pay Basis Descriptions.

  17. In the Department field, enter the 7-character appointing department or use the data lookup icon to search for and select the appropriate value. The Department begins with the campus alpha code identifier (e.g. D455000). For more information, see HR - Summary of Campus Codes used in Location / Appointing Department / Academic or Summer Pay Groups. After entering the Department, verify that the correct department description displays.

  18. In the Location field, enter the 5-character code which begins with the alpha campus code identifier (e.g. D2036). If unknown, click the lookup icon to search for and select the appropriate value. After entering the Location, verify that the correct location description displays.

  19. In the Reports To field, enter the Position number of the Supervisor of this Position.

  20. Standard Hours defaults based on job code. Enter the appropriate Standard Hours for the Position. The FTE will calculate based on the standard hours entered. See HR - FTE to Standard Hours Conversion Table.

  21. Work Period will automatically populate based on Business Unit, Job Code, Empl Class, and Pay Basis previously entered above.

  22. Below the Salary Plan Information section, locate the icon for the USA flag USA Flag. Click it to expand the section.

  23. In the FLSA (Fair Labor Standards Act) Status field, the value will automatically populate, based on Job Code. The FLSA Status field indicates whether the Position is exempt from overtime pay or nonexempt. To change the FLSA Status, click the drop-down arrow to select either Exempt or Nonexempt, as required.

  24. Click the Specific Information tab.

  25. Description tab

  26. In the Max Head Count field, enter the appropriate maximum number for this position.

  27. Verify that the Budgeted Position check box has been checked.

  28. Click Save.


Change Position Data Procedure Steps

This procedure list the steps to make changes to a position.

PROCESS CONSIDERATIONS:
  • On the Add/Update Position page, the Update Incumbents box on the Specific Information tab must be unchecked in only the following circumstances:
  1. When changing a position from a Continuity that should not have an Expected Job End Date to a Continuity that requires an Expected Job End Date, it is important to uncheck the Update Incumbents box in Position Data before saving.  This will disconnect Position Data from Job Data and requires that a manual Job Data row be added after the Position Data has been updated to account for the Position Change.  If the Update Incumbents box is checked in this situation, a hard warning message will appear stating "Please enter Expected End Date. It is a required field. (20004,8)" and the record will not save.

  2. When changing the Pay Basis on a position to one that does not match the incumbent's existing pay frequency on Job Data, it is important to uncheck the Update Incumbents box on the Specific Information tab in Position Data before saving.  This will disconnect Position Data from Job Data and requires that a manual Job Data row be added after the Position Data has been updated to account for the Position Change.  If the Update Incumbents box is checked in this situation, a hard warning message will appear stating, "Absence Management Pay Group is required when Pay System is PNA or PI and using Absence Management. (1000,1360)" and the record will not save.  HR - Comp Rate Frequency Overview explains which Pay Bases are compatible with which pay frequencies.
  • You can find a position number from Job Data. See HR - Search For an Employee's Position Number From Job Info.
  • If multiple changes are happening on the same effective date, there can only be one Reason Code for each effective date on the Position. But multiple rows will need to be added to the Job Data to record each change.
  • A change in position data will not automatically flow to job data when the effective date of the position change is earlier than the last effective dated row on job data.  Contact your Affinity Group for assistance in this situation.
  • Changes to position affect all incumbents of that position. In this case, you may need to transfer an incumbent to another position.

PROCEDURE STEPS:

  1. Navigate to Organizational Development>Position Management>Maintain Positions/Budgets > Add/Update Position Info.

  2. Enter the Position Number or search for the position by Department and/or other search fields.

  3. If necessary, choose the position from the search results.

  4. Click the plus sign to insert a row to the existing Position.

  5. Enter the Effective Date for the date that the change is to be in effect.

  6. Enter the Reason Code or click the magnifying glass icon to select the appropriate Reason Code.

  7. Make the change(s) that must take effect on that Effective Date. For example:
    1. Job Code Changes
      1. Enter a new job code.
      2. Update the Empl Cass and Continuity Status fields.
      3. Update the Standard Hours
      4. Note: If there is an associated rate change, see HR - Pay Rate Changes.
    2. Change Standard Hours (FTE)
      1. Note: if making a change to standard hours, the Full/Part Time indicator field may need to be changed. If the Standard Hours field is 40, the position is full-time. If the Standard Hours field is less than 40, the position should be marked Part Time.
      2. Enter the new standard hours for the position. Tab out of the field. The FTE field will automatically recalculate.
      3. For a job aid that shows FTE and corresponding standard hours, see HR - FTE to Standard Hours Conversion Table.
  8. Click Save.
    • The Position change is saved, and a corresponding Position change row is inserted on the Job Data record with the new Effective-Dated row and changed field values

    92positionchange.png

  9. To verify updates have taken place on job data, click the Budget and Incumbents tab, then click the Job Data link under the Current Incumbents section or go to Workforce Administration>Job Information>Job Data.

    1. Under the Work Location tab, verify the position change row inserted on the job.

    2. 92Positionchangeflowtojob.png

    3. Verify the field(s) that were updated are correct. In this example the location was updated.
      • If multiple changes were made on the Position in addition to the reason code chosen, add a new row for each change.
      • For example, if the Reports To was changed at the same time as the location change, add a row, use Action of Position Change and Reason of Reports to. The Reports to will already have come over correctly with the location row but the additional row is necessary for recording the Reports to change.
      • Changes on Position will require a corresponding action on Job.  It is a good habit when making a change on Position Data to verify that it has flowed to Job Data.  Historical changes on Position that require insertion between two rows on Job will require correction access. Contact your Affinity Group.


Managing Multiple Incumbents

This procedure outlines the best practice for use of multiple incumbents in a position and the changes that occur on position which affect the jobs of all employees assigned to that position. HRS was designed for partial position management.  Not all campuses will utilize positions by having multiple incumbents attached to one position, however, this is possible within HRS.  This document will outline the requirements to successfully manage positions with multiple incumbents.

PROCESS CONSIDERATIONS:
  • Any change made on a Position with multiple incumbents will affect ALL incumbents in that Position; therefore, when one incumbent needs a change (i.e. FTE change), that one person will need to be moved to a different Position number.
  • Changes on Position will require a corresponding action on Job.  It is a good habit when making a change on Position Data to verify that it has flowed to Job Data.  Historical changes on Position that require insertion between two rows on Job will require correction access. Contact your Affinity Group.

PROCEDURE STEPS:

  1. Navigate to Organizational Development>Position Management>Maintain Positions/Budget>Add/Update Position Info

  2. Follow the steps to create a new position or modify a position.

  3. On the Specific Information tab change the "Max Head Count" from 1 to the appropriate number.  This will allow units to hire up to that number of employees.  If a unit tries to hire more than the designated number, a warning message will appear.

    92specificinfotab.jpg


  4. Click Save.

ADDITIONAL RESOURCES

Related KBs:

Related Links:

  • N/A



Keywords:add position info number multiple incumbents head count headcount empl class exempt non-exempt nonexempt continuity code incumbent title change LOA partial leave of absence standard hours FTE FLSA Max Head Count modify create reuse change   Doc ID:16273
Owner:Tami E.Group:Human Resource System (HRS)
Created:2010-12-11 18:00 CSTUpdated:2018-12-03 09:15 CST
Sites:Human Resource System (HRS)
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