Human Resources (HR2): Position Management PeopleSoft

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PeopleSoft

Human Resources (HR2):

Position Management

Version 6.0 | Updated May 1, 2018

P R E P A R E D B Y T H E S D C O E C U S T O M E R R E S O U R C E C E N T E R

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This document may be reproduced internally at the San Diego County Office of Education for the San Diego Board of Education. Except as noted, no part of the publication may be reproduced, transcribed, stored in retrieval systems, or translated into any language in any form by any means without the written permission of the San Diego County Board of Education, 6401 Linda Vista Road, San Diego, CA 92111-7399.

For additional information about this publication please contact Peyri Herrera, Customer Resource Center Director.

Contact information: [email protected], (858) 569-5463.

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SDCOE Customer Resource Center HR2: Position Management v6.0 | i

Part I: Overview

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About This Guide

This guide was created by the SDCOE Customer Resource Center (CRC) for staff responsible for maintaining full-time and part-time job positions and also for those who report position metrics such as funding and vacancies. This course covers adding and updating different kinds of staff positions, such as hourly, classified and certificated. It also describes how to run and view position inquiries.

In PeopleSoft, creating a new position has three parts as shown in the image below. In this guide we are only going to focus on Part B when creating new positions.

*The Combo Code processes are set up to run Monday through Sunday on the following schedule:

 Combo Code build process: 10:00 am, 3:00 pm, and 11:00 pm

 Combo Code load process: 10:30 am, 3:30 pm, and 11:30 pm

For additional copies of this guide, please go to http://crc.sdcoe.net/resources/peoplesoft/guides.

Part C (HCM): Set up the Department Budget for the

position.

Part B (HCM):

Add the position.

Part A (FIN): Add a new salary

budget with benefits. A process (*run 3x daily) will create the Combo Code

in HCM.

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Big Concepts: Person, Position, and Job

In PeopleSoft, hiring an Employee consists of 3 different records: Person, Position, and Job.

Person Position Job

EMPTY DESK PERSON SITTING AT DESK

In PeopleSoft terms, a Person is not an employee until they are assigned to a Position. This record contains information that is specific to the individual, such as:

 Name

 Date of birth

 SSN/National ID

 Contact information

 Ethnicity

 Dependents and beneficiaries This collection of personal

information is only attached to a person. This information sticks with the record regardless of what position(s) that person may hold or what “desk” they are seated at. A person can exist in PeopleSoft without being attached to a position and thus can be assigned to multiple positions and even multiple positions at different organizations.

NOTE: All Personal Data/

Workforce Monitoring screens may be viewed by any organization where the individual has a Job Data record.

In PeopleSoft terms, a Position is like an empty desk. You assign a title and a set of responsibilities to that desk and any person who occupies the desk inherits those attributes. This means you can create the position, desk, before you have a person available to occupy it. It also means that if one person leaves you can fill that position with a replacement without having to redefine all of those attributes.

A few key aspects related to Positions are as follows:

 Title

 Department

 Location

 Salary Grade

 Stand Hours

 FTE (Full Time Equivalent)

 Reports To (Supervisor)

In PeopleSoft terms, a Job is an employee assignment. This record is created when an employee is assigned to a Position, in other words, when a person occupies the desk. That Job may be assigned to a position but in addition, it has information unique to the employee such as salary step, step entry date, compensation rate, and multiple components of pay.

Once an employee is assigned to a Position, a Job Record is created and all criteria that is required to perform that specific job (such as being bilingual, a specific

certification, etc.) is attached. Upon hire or transfer to a position, an employee’s Job Record inherits certain attributes of the Position such as:

 Empl Class

 Pay Group

 Absence Pay group

 Compensation Rate

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Definitions and Terminology

Full Time Equivalent (FTE)

FTE is the number of hours that equals full time for a specific position as designated by an organization and can vary by classification. Example: For a Classified Positions, 40.0 hours a week is considered 1.00 Full Time Equivalent. However, for Certificated Positions, 37.5 hours a week is considered 1.00 Full Time Equivalent.

Standard Hours

For a new position the Standard Hours defaults to the number of hours your organization has designated as 1.0 Full Time Equivalent. Standard Hours are used to calculate time accumulated for Leave and can be used to determine benefits eligibility.

Multiple Headcount Positions

Positions in PeopleSoft are generally 1:1, meaning that 1 position is created for each expected incumbent.

However, if all expected incumbents for a position are hourly or daily and all data is the same for all of them (i.e.

Department, Reports to, etc.) then you can create a Multiple Headcount Position. An example would be Substitute Teachers that are all daily, positive pay employees under the same department.

Position Types

 Full-Time – 10, 11, or 12 months

 Part-Time – 10, 11, or 12 months

 Part-Time – Hourly and Daily Employees: There are employees paid by the hour or day. For consistency and ease of reporting, the SDCOE standard practice uses the Standard Hours of 1.00 or 5.00 to distinguish between Hourly and Daily employees. These hours will not be automatically paid.

Employees of these types (Positive Pay) must have hours explicitly entered on the timesheet.

Here are examples of how FTE and Standard Hours will look in PeopleSoft for Hourly and Daily Employees:

Hourly: Hourly employees = 1.00 standard hours

Daily: Daily employees = 5.00 standard hours

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Job Code

Job Codes are used to group similar job titles within a Classified or Certificated job classification. It is the 5 digit code found in the Job Class field in Legacy. When selecting a Job Code on a Position it is important to select

accordingly:

Certificated Job Code Begin with a “1”

Classified Job Code Begin with a “2”

Examples: Examples:

Reason Codes

Reason is a required field when creating or updating a position. The Reason is often related to the action you are performing or the purpose of an update. Example: Standard Hours and FTE Change

In PeopleSoft these are the reason codes you will use when creating a new position or updating an existing one.

Reason Code Description DO NOT

USE

For a New Position

For Updates

BDN Budget Denied

BUD Budget Approved

DPT Department Change 

INA Position Inactivated 

JRC Job Re-Classification 

LOC Location Change 

NEW New Position 

REO Re-Organization/Restructure 

RPT Reports To Change 

RWP Reduced Workload Program 

SAL Salary Administration Update 

SFT Standard Hours/FTE Update 

STA Position Status Change 

TRK Track Change 

UHC Max Head Count Update 

UPD Position Data Update 

CNV For Conversion use only  MITI USE ONLY

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Pre-Encumbrances

A Pre-Encumbrance is an encumbrance that occurs for a vacant position. For example, you would pre- encumber funds for a new position that has just been approved but not filled. Once a position is filled, it then goes from Pre-Encumbrance to Encumbrance and the appropriate funds are set aside depending on the incumbent’s compensation on Job Data.

Department Budget Table (DBT)

The Department Budget Table (DBT) is the HCM screen where funding sources (ChartStrings) are attached to Positions in PeopleSoft. To create multiple funding sources, insert multiple entries (there is no limit) to specify additional funding sources.

General PeopleSoft HR Terminology

The table below lists the terms you might currently use, with their corresponding PeopleSoft HR terms.

LEGACY TERMS PEOPLESOFT HR TERMS

Employee ID Empl ID

District Business Unit, Company, or Set ID

School – Physical Address/Site Location

Human Resources System HCM – Human Capital Management Immediate Supervisor/Manager Direct Report/Reports To

Job Classification Job Code (one to many)

Social Security Number National ID

Employee Group Empl Class

Salary Schedule, Range, Step Salary Plan, Grade, Step

Fixed Schedules Exception Hourly

Monthly Salaried

Supervisor Reports To

Department Department

Contract Days CDAYS

CDAYS

CDAYS (Entered on Position): CDAYS apply to Certificated employees only and must be entered on ALL Certificated positions even if they are Hourly or Daily positions. This field is used to calculate daily and hourly rate of employees and for calculating pay rates for retirement reporting.

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Do’s and Don’ts for Adding and Updating Vacant Positions

There is a difference between updating vacant positions vs. positions with an active incumbent.

If changes are required for a position with an active incumbent, please see Overview to Updating Vacant Position on p.28 for step-by-step directions. Below are the important things to remember when creating or updating vacant positions.

1. Positions do not have Effective Sequence numbers, meaning that only one action or change can be made per Effective Date.

 DON’T create a position with the same Effective Date as the intended Hire Date of incumbent.

 When creating or updating a position, DO give yourself a “cushion” of 5 business days to allow for changes on position if needed.

 NOTE: If you do not give yourself a cushion of days in which to make changes, you will need to call the CRC in order for the Effective Date to be modified using Correct History.

Example Effective Date

Part 1 - You are tasked with creating a position for an employee whose start date is 09/01/2017.

Recommended Position Effective Date: 08/25/2017

Part 2 – The employee was hired into the Position with an Effective Date of 09/01/2017. You are later notified that an update is required, the position will now be F/T 12 Month, FTE increased from .5 to 1.0 and Standard Hours from 20 to 40.

Because the Position update needs to carry over to the

incumbent, the recommended Position Effective Date of change:

09/01/2017

2. Positions should never be changed from Classified to Certificated or vice versa.

 DON’T update a position from Classified to Certificated or vice versa. This will affect retirement.

 DO create a new position if a job classification change is requested.

3. DBT and Positions are bound by Department.

 If a Department is changed on a position, a new Department Budget Table must be created to reflect the new department. This means that the combo codes that are used to expense earnings and fringes for this position will need to be re-entered on the new DBT.

 DON’T expect that the Combo Codes will transfer automatically on DBT if Department is changed.

 DO inform appropriate personnel within your organization when making changes to Department numbers on position. The new DBT will need to be created and combo codes will need to be added into it to be

expensed to.

 IMPORTANT!: FTE and Standard Hours are not directly linked. If one is updated, you must also manually update the other.

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Position Management related screens

Add the following screens to your PeopleSoft Favorites:

Screen Job Navigation

Add/

Update Position Info

Create, Maintain, and View Positions

Main Menu > Organizational Development > Position Management > Maintain Positions/Budgets > Add/Update Position Info

Job Data

View employees’ Job Data records prior to and after making changes to Positions with active encumbents.

Main Menu > Workforce Administration > Job Information >

Job Data

Department Budget Table (DBT)

This is where funding is attached to Positions. If a DBT is not set up for a position the earnings, deductions, and taxes will go to suspense at payroll.

Main Menu > Workforce Monitoring > Health and Safety >

Record Medical Exam Results > Health Card

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Position Cheat Sheet / Checklist

Salaried

Full/Part Time: FT 10, 11, or 12 Months or PT 10, 11, or 12 Months Salary Admin Plan: Annual Salary Admin Plan

Standard Hours: Hours per week based on FTE value (varies by district) Hourly/ Exception Hourly

Full/Part Time: Hourly

Salary Admin Plan: Hourly Salary Admin Plan Standard Hours: 1

Daily

Full/Part Time: Daily

Salary Admin Plan: Daily Salary Admin Plan Standard Hours: 5

IMPORTANT: Certificated positions, CDAYS value must be selected. Classified positions, CBEDS value must be selected. Do not Save until all Position data is entered.

Start by going to the Add/Update Position Info screen.

Main Menu > Organizational Development > Position Management > Maintain Positions/ Budgets > Add/Update Position Info

 Position Number field (Leave the value of 00000000, system assigns a position number upon saving record)

Description Specific Information Budget &

Incumbents

CDAYS Track (Certificated only)

 Effective Date Allow a 5 day cushion.

 Reason

 Job Code

beginning with 1=Certificated, 2=Classified

 Reg/Temp

 Full/Part Time

If less than 1 FTE select Part- Time

 Union Code

 Title /Short Title

 Department (Affects DBT)

 Location

 Reports To

Affects Absence Management

 Salary Admin Plan

Annual plan for salaried, Daily for daily, Hourly for hourly

 Salary Grade

 Standard Hours Hourly = 1.00 Daily = 5.00

If not daily or hourly, must also enter FTE

 Max Head Count

 CBEDS (for example, Paraprofessionals). This field only applies to active classified positions (not retirees).

 Budgeted Position (all positions are budgeted)

This is a view-only screen.

 Current budget costs

 Current Incumbents Once filled

 CDAYS Track Certificated Positions only

 SAVE

Expand the Education and Government triangle to enter/view these fields:

 Pre-Encumbrance Indicator

 Encumber Salary Option

For pre-encumbrances ONLY

 Classified Indicator Verify Classified or Certificated (if incorrect, Job Code is wrong)

 FTE

Must also enter Standard Hours

 Adds to FTE Actual Count

(Checkbox)

Other Items

 Set up Department Budget Table (DBT)

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Part II: Viewing an

Existing Position

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View an Existing Position

In this example, we will look at Position 10071156.

Navigation: Main Menu > Organizational Development > Position Management > Maintain Positions/Budgets >

Add/Update Position Info

Navigate to Main Menu > Organizational Development > Position Management >

Maintain Positions/Budgets > Add/Update Position Info.

Click the Find an Existing Value tab. Search for the desired position. Example: 10071156 Click through the four tabs to view information about the position.

Description Tab

On the Description tab, you can see that Position 10996938 is a Full-Time 12 month Teacher (Job Code 11300) at Organization 09900, reporting to the Principal.

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Specific Information Tab

On the Specific Information tab, we see that the Max Head Count is 1 and this is a budgeted position (all positions are budgeted by default). The FTE is 1.0, and adds to the FTE Actual Count is checked. The Classified Indicator is populated automatically by selecting Job Code. In this example, it is Certificated.

Budget and Incumbents Tab

There is currently 1 incumbent in this position. The Effective Date of the most recent Job Data row is 10/11/2016 and it was for Standard Hours/ FTE change made to this Position.

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CDAYS Track Tab (Certificated Positions Only)

This tab is used only for certificated positions. In this example, this position is Classified and therefore does not have CDAYS.

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Part III: Adding a Position

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Add a New Position

This section describes how to create a new classified or certificated position from scratch. After you become familiar with this process you may find it useful to instead create a position from a copy. For directions on copying a position see p.23.

When creating a new position the steps are essentially the same for all of the following position types:

 Full-Time – 10, 11, or 12 months

 Part-Time – 10, 11, or 12 months

 Part-Time – Hourly

 Part-Time – Daily

 Multiple Headcount Position

Click the Add a New Value tab. Leave the value of 00000000 in the Position Number field. The system auto-generates this value once all of the Position Data has been entered and saved. Click Add.

A new page will appear and you will see four tabs: Description, Specific Information, Budget and Incumbents, and CDAYS Track

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Description tab

In the Position Information area, enter the Effective Date and Reason.

 Effective Date: This is the date of when this position becomes active. Positions do not have Effective Sequence numbers, meaning that only one action or change can be made per Effective Date.

IMPORTANT!: Make sure that this date precedes the hire date of the incumbent that will be hired into this position. In other words, this position must be created and active before an employee can be hired into it. It is recommended that you give yourself a “cushion” of 5 business days to allow for future changes on Position as needed.

Example: Use Effective date of 05/01/2016 for an employee being hired into it on 05/06/2016.

 Reason: This field defaults to NEW when creating a new position..

In the Job Information area, enter the following information:

 Business Unit: This will default to your school organization.

 Job Code: Select the job code that is associated with this position. The Job Code Table is not organization specific and is shared by all organizations.

- Job Codes starting with 1 indicate a Certificated job.

- Job Codes starting with 2 indicate a Classified job.

NOTE: Upon entering a Job Code, the Standard Hours field defaults to 40 Standard Hours. This field should be modified or updated based on the desired Standard Hours when you get to that step.

 Reg/Temp: Select Permanent or Temporary. This indicates the length of time. Most positions will be Permanent. Use Temporary for positions that are for a particular duration. Example: Summer Employees

For substitutes/limited term select Regular but indicate they are Part-Time – Hourly or Daily using the Full/Part Time field.

 Title: This field will default to the description tied to the selected Job Code. You may modify the value in this field as desired, but keep in mind that this title will be used later on to post for this position, so avoid using personal names in this field.

 Full/Part-Time: Select the appropriate full/part-time value.

IMPORTANT! If you select Part-Time – Hourly or Daily, in Step 8 make sure you leave the default value of 0.0 FTE and do not check the Adds to FTE Actual Count checkbox.

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NOTE: Full-Time and Part-Time status may be a factor in benefits eligibility to each organizations negotiated agreement. For more information see the guide titled Benefits Administration.

 Union Code (if applicable): If you know of a union code for the position, you may enter it here.

In the Work Location area, enter the following:

 Department: Select the department assigned to this position. Keep in mind that the Department is what binds the position to the Department Budget Table (funding). Be mindful of this selection since changing it later will require that a new Department Budget Table be created.

 Location: Select the location assigned to this position.

 Reports To: Select the Reports To position. This field is required for self-service to work properly.

NOTE: If an employee does not directly report to another position (such as substitute teachers), you will need to designate a position (such as someone in HR) to serve in the Reports To role for those types of employees.

In the Salary Plan Information area, enter the following:

 Salary Admin Plan: Select the salary admin plan assigned to this position.

 Grade: Select the grade for this position.

 Step: Leave the Step field blank. The Step is entered in Job Data.

 Standard Hours: The Standard Hours field is tied to the Job Code and defaults to 40 hours. You will need to update this field to part-time hours if you were creating a part-time position.

NOTE: When you modify the Standard Hours then tab out of the field, it will populate the hours per day, based on a 5-day work week. This does not reflect an employee's work schedule and should be left alone. It is merely a standard. The employee's actual work schedule will be created in Time and Labor.

For budgeted, regular positions, standard hours are a direct correlation to the FTE.

1.0 FTE

(Full Time Equivalent)

Standard Hours = Number of hours set by an organization Example: 40 hours

0.5 FTE Standard Hours = Half of the number of hours set by an organization Example: 20 hours

0.475 FTE Example:19 hours

For more information regarding FTE and Standard Hours refer to the definitions on p.4.

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Specific Information tab

Click the Specific Information tab. Enter the following information:

 Max Headcount: Enter the maximum headcount. In most circumstances, the default value should be 1 because a position usually has only one person assigned to it. Examples of positions are Substitute Teachers and Lunch Room Aides. To create a multiple headcount position see Multiple Headcount Position on p.26.

 CBEDS: Select the appropriate CBEDS value (for example, Paraprofessionals). This field only applies to active classified positions (not retirees).

 Update Incumbents: Do not check. This is not applicable when creating a new position.

 Budgeted Position: Leave this checked (default). All positions will be budgeted, even if they are Part-Time Hourly or Daily positions (such as substitute teachers) because all positions need to be budgeted and accounted for.

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Expand the Education and Government Area.

Example 1: Full Time or Part Time Classified or Certificated position with an FTE greater than zero.

Example 2: Daily/Hourly Classified or Certificated position with a 0.0 FTE.

 Pre-Encumbrance Indicator: Indicates if a vacant position is included as a Pre-Encumbrance.

 Encumber Salary Option: Indicates how a vacant position will encumber.

NOTE: Once Position is filled, these fields are ignored by the system and Compensation on Job Data is what the system uses for encumbrances.

 Classified Indicator (DO NOT MODIFY): This field is associated with the Job Code that was entered on the Description tab. This will default to the appropriate value based on the Job Code entered. Do not modify this value.

 FTE: Enter a value. This value is associated with the value selected in the Full-Time/Part-Time field on the Description tab. Examples: 1.0 (Full-Time), 0.75, 0.5, 0.0.

 Adds to FTE Actual Count checkbox: Check this box only for regular budgeted positions.

IMPORTANT: If this is a Part-Time – Hourly or Daily (selected in Step 4) make sure you leave this as 0.0 FTE and do not check the Adds to FTE Actual Count checkbox.

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Budget and Incumbents tab

Click the Budget and Incumbents tab. This tab is used to review the position’s current budget and incumbents. You do not enter information on this tab. After an incumbent is hired into a position, that incumbent will display here.

IMPORTANT: If you are creating a Certificated Position, you will need to apply the CDAYS Track (Contract Days) on the following tab. If you are creating a Classified Position, click Save and stop here.

FOR CLASSIFIED POSITION:

Provide the new Position Number to the budget department for funding to be attached using the Department Budget Table (DBT).

Upon clicking Save, you will see the Position Number and Current Headcount change.

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CDAYS Track tab (Certificated Positions Only)

Click the CDAYS Track tab. This tab is used ONLY for Certificated Positions.

Click on CDAYS Track drop down menu and select the appropriate track. Example: A - REG/SUB TCHR NOTE: The FTE (Full Time Equivalent) is defined by the total number of Contract Days. Total Contract Days vary by organization and position.

Click Save.

FOR CERTIFICATED POSITION:

Provide the new Position Number to the budget

department for funding to be attached using the

Department Budget Table.

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Add a Position from a Copy (Initialize Button)

Creating a position from a copy can act as a shortcut when you need to create a position that has similar attributes to another position. You will use the Initialize button to copy all of the fields from an existing position. Here is the information required for this process:

 Position Number

 Job Code

 FTE

Maintain Position/Budgets > Add/Update Position Info.

Click the Add a New Value tab. Leave the value of 00000000 in the Position Number field. The system auto-generates this value once all of the position information has been entered and saved.

Click Add.

Enter the Effective Date and click Initialize.

IMPORTANT!

Since Positions are Effective Dated, you cannot copy a position that has a future Effective Date.

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A window will appear with the Effective Date you entered. Enter the Position Number of the position that you want to copy from.

Click OK. This will populate all of the fields with the position data.

On the Description tab, review all fields brought over from the copied Position. Make changes as necessary.

On the Specific Information tab, click the

Education and Government dropdown arrow to expand the area and enter the appropriate fields.

For Certificated Positions ONLY click CDAYS tabs and verify number of CDAYS for the position.

NOTE: CDAYS do not carry over from copied position.

Click Save. This will assign a new Position Number to your newly created position.

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H E L P F U L T I P

Set default to keep Education and Government area of screen always expanded.

Directions:

Click the Education and Government arrow to expand the area.

Click the Personalize Page link.

Check the box next to Save the state of the expanded/collapsed section on this page.

Click OK.

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Multiple Headcount Position

Positions in PeopleSoft are generally 1:1, meaning that 1 position is created for each expected incumbent.

However, if all incumbents of the position will have all of the same data elements below (Example: Substitute Teachers) then you can create a Multiple Headcount Position.

 Department

 Location

 Funding

 Salary Plan Information

 Job Description

 Working Title

 Reports to

 FTE

Follow Steps 1-6 of Add a New Position (p.16) in this guide.

On the Specific Information tab enter the estimated Max Headcount for this position.

 Max Headcount: Enter the maximum headcount.

In most circumstances, the default value is 1 because a position usually has only one person assigned to it. To add a multiple headcount, enter the number of incumbents that will be assigned to this position, for example a Substitute Teacher position might be set to 999. It is important to make sure that all of these incumbents share the same position data (i.e., Job Code, Salary Plan Information, etc.).

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Part IV: Updating a Position

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Overview to Updating Vacant Positions

The purpose of this section is to show you the basic workflow for updating information related to an existing position. Common reasons for updating a position include: updating the Standard Hours and FTE, updating the Reports To, updating maximum headcount, and inactivating a position. Each of the following sections will highlight the steps for these various updates. Before you begin any type of update it is recommended to collect the following information:

 Position Number

 Type of Update

 Effective Date

 Reason

Process for Performing Position Updates

For all position updates you will follow the same basic process. On the Add/Update Position Info screen, use any desired search criteria to find the position you want to update. On the Description tab, Add a New Row, enter the Effective Date of change and Reason that best suits the change you are making. Make desired changes. Once you enter all of the necessary changes, review and save.

IMPORTANT!: Once an update has been made to the Position, the Job Data record of the employee(s) affected should be reviewed to verify that updates carried over from Position.

Refer to this flowchart to assist you in making position updates.

Part A: Find an Existing Position

On the Find an Existing Value tab, search for the position that you need to update. At least one field must be completed, such as Position Number or Description. Click the Include History checkbox to allow you the ability to see past changes to the Position. Click Search.

A Navigate to Add/Update Position Info and find an existing position

B Add a new row

on the Description tab

C Enter an Effective Date

and Reason

D Enter changes,

Review, and Save

E Review changes on

Job Data

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Part B: Add a New Row

On the Description tab, click the + sign to Add a New Row.

Part C: Enter an Effective Date and Reason

Enter the Effective Date and Reason that applies for the desired update.

Part D: Enter changes, Review, and Save

Enter changes.

Review changes and Save.

IMPORTANT! YOU ARE DONE WITH POSITION DATA SCREEN.

Once an update has been made to the Position, the Job Data record of the employee(s) affected should be reviewed to verify that updates carried over from Position.

If changes did not carry over to incumbent, contact the CRC.

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Modify Full Time Equivalent (FTE) and Standard Hours

This section shows how to modify the Full Time Equivalent (FTE) and Standard Hours. These fields relate to each other and should be modified accordingly.

Follow Parts A-C of the basic update position process.

To update FTE, click the Specific Information tab.

Update FTE (Full Time Equivalent): Enter the desired FTE, Example: 1.0000, 0.75, 0.50, 0.0, etc.

For budgeted, regular positions, standard hours are a direct correlation to the FTE.

1.0 FTE Standard Hours = Number of hours set by the Organization. Example: 40 hours

0.5 FTE Standard Hours = Half of the number of hours set by the Organization Example: 20 hours To update Standard Hours, click the Description tab.

In the Salary Plan Information area, enter the Standard Hours. The Standard Hours field defaults to 40 hours. You will need to enter the value that is intended for the position.

NOTE: When you modify the Standard Hours then tab out of the field, it will populate the hours per day, based on a 5-day work week. This does not reflect an employee's work schedule and should be left alone. It is merely a standard. The employee's actual work schedule will be created in Time and Labor.

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Update Headcount

For a Multiple Headcount Position, you may need to increase the amount of people that can be hired into that position. This field does not prevent you from exceeding the headcount. If headcount is exceeded, a message will notification will appear upon hiring another employee into it. Use the following steps to update the headcount of a position.

Complete Parts A-C of the basic update position process.

For Part D, click the Specific Information tab.

In the Max Head Count field, change the value to the desired number of incumbents.

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Update Job Code

IMPORTANT! Never change a Job Code or Job Class from Classified to Certificated or Certificated to Classified since Job Code updates may affect retirement.

These directions explain how to update a Job Code. Job Code changes should only be made within the same Classified/Certificated Job Indicator. If you require a Position with a Job Code that is in a different Job Class, it is recommended that you create a new position. Please refer to the HR3 New Hires & Job Data guide, Transfer vs. Add an Employment Instance section for the job data steps required after this change is made.

For Part D, on the Description tab, under Job Information, use the lookup tool to search for the desired Job Code. Enter the Job Code.

NOTE: The Job Code Table is not organization specific and is shared by all organizations.

 Job Codes starting with 1 indicate a Certificated job.

 Job Codes starting with 2 indicate a Classified job.

IMPORTANT! When a Job Code is changed, defaults are triggered from the Job Code table. Currently, all the Job Codes in the Job Code table are defaulted to 40 Standard Hours. Therefore if a Job Code is changed on Position Data, the Standard Hours field defaults to 40 Standard Hours. This field should be modified or updated based on the desired Standard Hours.

Under the Salary Plan Information area, verify or update the Standard Hours. NOTE: When you modify the Standard Hours then tab out of the field, it will populate the hours per day, based on a 5-day work week.

This does not reflect an employee's work schedule. It is merely a standard. The employee's actual work schedule will be created in Time and Labor.

Click Save.

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Inactivate a Position

When a Position is no longer going to be used and you no longer want it to pre-encumber you’ll need to Inactivate the Department Budget Table (DBT) as well as the Position. This is a 2 part process that must be done in a specific order.

Part 1 – Inactivating the Department Budget Table

The Department Budget Table (DBT) must be inactivated before inactivating a position. Detailed directions for inactivating a DBT can be found in the HR5 Department Budget Table (DBT) guide.

Part 2 – Inactivating the Position

Follow Parts A-C of the basic update position process.

Click the Description tab. Enter the following:

 Effective Date: Enter Effective Date that you used to inactivate the DBT

 Reason: Select the Reason Code that corresponds to this action. Example: INA Position Inactivated

 Status: Change the status to Inactive.

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Update Position Data with 1 Active Incumbent

Overview

A position should be reviewed and changes should be made prior to hiring someone into it but sometimes updates need to be made to a position after an employee is hired into it. When updating Position Data (Standard Hours, FTE, Title, Department, etc.) with 1 active incumbent, the Effective Date plays an especially critical part in ensuring the Position data updates get reflected on the Job Data of the incumbent.

IMPORTANT!: When updating positions with multiple incumbents please contact the CRC for assistance as position changes affect each and every incumbent’s job data.

Examples of Effective Date Issues

Examples of issues that could arise from overlooking the Effective Date when making these changes:

 FTE and standard hours were updated but the Job Data of the incumbent still shows the old value.

 Department was updated on the Position but it is not reflected on Job Data.

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3 Part Process

Updating a position with 1 active incumbent is a 3 part process.

Part 1 – Job Data screen

Navigate to Main Menu > Workforce Administration > Job Information > Job Data.

Enter search criteria for the desired employee. Click Search.

Review Job Data and identify Position Info that you’ll be changing.

Note the most recent Effective Date on Job Data.

NOTE: If the change you are making on Position should take effect prior to the date noted, you’ll need assistance from the CRC to update the Job Data of the incumbent.

Close out of Job Data.

Part 2 – Add/ Update Position screen

Add a row and enter the Effective Date (the date you noted from Job Data).

Enter Reason. Use the reason code that best applies to the change being made (UPD, DPT, etc.).

Make changes.

REVIEW CHANGES and Effective Date to be sure all desired changes were made.

Click Save.

Part 3 – Job Data screen

Upon saving the record the system should automatically insert a row on the incumbent’s Job Data that reflect the change(s) made. Review Job Data for reflected changes.

If the changes are not reflected on Job Data proceed to:

Updating Job Data to Reflect Changes Made to Position Job Data screen

Review Position Info that will be changing.

Note Effective Date.

Close Job Data tab.

Position screen Add row and enter Effective Date from Job Data screen.

Make changes.

Review and Save.

Job Data screen Verify that all changes were applied.

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Updating Job Data to Reflect Changes Made to Position

Once updates are made to a position with active incumbents, the Job Data record of the employee(s) affected must be updated for changes to carry over from the position. Follow the navigation and procedure below to update the Job Data of position incumbents.

Navigation: Main Menu > Workforce Administration > Job Information > Job Data

On the Work Location tab:

 Add a new row (+ sign).

 Enter an Effective Date. If selecting the same date as the previous row, you must also enter an Effective Sequence.

 Select an appropriate Action and Reason.

 Change the Position Number (pick anything) and tab out to make the system “grab” a new Position.

Then change it back and tab out. This should make the Job Data record bring in all information for that position. Doing this erases the salary step; this is why you must complete Step 5.

Click Payroll tab and verify that All fields match previous row.

Click the Salary Plan tab.

On the Salary Plan tab, enter the Step.

Verify Grade Entry Date and Step Entry Date match previous row.

TIP: You can review the previous row to verify what it was without having to start over.

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SDCOE Customer Resource Center HR2: Position Management v6.0 | 37 Click on the Compensation tab.

Click the Default Pay Components button and then click on the Calculate Compensation button. This will pull in the updated Comp Rate from the Salary Grade and Step that was updated and add in the Multiple Components of Pay (if any).

NOTE: If rates do not appear after clicking Default Pay Components, verify that a Step was entered on the Salary Plan tab.

Verify that Compensation Rate is correct.

Click Save to save the employee’s job record.

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Add Notes/Details About the Position

The Detailed Position Description link can be used to add details on changes made to Position. These notes are specific to the data row you are viewing.

For Part D, on the Description tab, under Job Information, click on Detailed Position Description.

Type desired text and click OK.

Save.

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Position Data – Reduced Workload Program

The following are directions on using the Reduced Workload Program.

On the Description tab, click Add a Row (+ sign).

In the Position Information area, enter the Effective Date and Reason.

 Effective Date: Enter the date that the employee will be moved to Reduced Workload.

 Reason: Select RWP Reduced Workload Program.

In the Job Information area, change Full/Part Time to reflect the change. Example: If Full-Time 11 months then change to Part-Time 11 months.

In the Salary Plan Information area, update Standard Hours.

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Click the Specific Information tab and do the following:

 Verify that Update Incumbents is checked.

 Expand the Education and Government area and update FTE.

 Click Save.

On the Work Location tab, confirm the following:

 Record was inserted

 Effective Date is the Effective Date of row that was input on Position Data

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SDCOE Customer Resource Center HR2: Position Management v6.0 | 41 On the Job Information tab, confirm the following:

 Full/Part

 Std Hrs

 FTE

On the Compensation tab do the following:

 Expand the Pay Rates area to view the values.

 In the Pay Components area, click the Conversion tab.

 On the NAANNL row, verify Apply FTE is checked. Then click the Amounts tab to return to the NAANNL annual amount view.

 Verify Compensation looks accurate.

Go to the Benefit Program Participation link at the bottom of the page.

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On the Benefit Program Participation screen, update Elig Fld 2 with STRSRW.

Click Save to save changes.

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Part V: Position Inquiries

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Position History

Position History provides a snapshot of a position. This page shows incumbents, salary information, Position Entry Date, Position End Date, and Exit Reason (if applicable).

Navigation: Main Menu > Organizational Development > Position Management > Review Position/Budget Info

> Position History

Review Position/Budget Info > Position History.

Enter search criteria to find the desired position. Click Search.

Review the Position History.

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Vacant Budgeted Positions

The purpose of this section is to show you how to search for and view Vacant Budgeted Positions in PeopleSoft.

These are positions that have been budgeted for but have no incumbents.

Navigation: Main Menu > Organizational Development > Position Management > Review Position/Budget Info

> Vacant Budgeted Positions

Navigate to Main Menu > Organizational Development > Position Management >

Review Position/Budget Info > Vacant Budgeted Positions.

Enter your Set ID. Example: 01000 for Dehesa. If you know the Department, enter it to skip the next step.

Click Search.

In the search results, you will see all departments for your organization. Vacant Positions are viewed by Department. Click the link of the desired department.

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Review the vacant budgeted positions. There are three tabs: Position Data, Job Information, and Work Location.

HOW TO READ THE SCREEN: The Total Vacant Positions at the top of the screen is the sum of all Vacant Positions. Notice the numbers in the Vacant Positions and Max Headcount columns. In this example, the total vacant positions for Position 10101100 (Teacher Substitute) is 26. The Max Headcount for Teacher Substitute is 50. Since there are 26 vacant positions, that means that 24 are filled (50 – 26 = 24).

Position Data tab

 Position

 Description

 Position Status

 Reports To

 Short Description

 Vacant Positions

 Max Headcount

 Full/Part Time

 Regular/Temporary

Job Information tab

 Job Code

 Short Description

 Manager Level

 Job Function

 Salary Administration Plan

 Salary Grade

 Step

Work Location tab

 Description

 Location

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View Position Summary

Position Summary provides a snapshot of a position. This summary shows information such as Effective Date, Action Reason, Status, Job Code, Standard Hours and more.

Navigation: Main Menu > Organizational Development > Position Management >

Review Position/Budget Info > Position Summary

Review Position/Budget Info > Position Summary.

Enter search criteria to find the desired position. Click Search and select Position.

NOTE: To bring up a list of all Positions in your organization, enter Business Unit field and click Search.

Once you’ve selected a position, review the position data. There are three tabs: General, Work Location, and Payroll Information. The General tab displays historical information about the position. Click the Show all columns button to view all columns on the screen at once.

General tab

 Effective Date

 Action Reason

 Status

 Status Date

 Max Headcount

 Budgeted (Y or N).

Work Location tab

 Reports To

 Short Desc

 Unit, Location

 Job Code

 Dept

Payroll Information tab

 Shift Reg/Temp

 Full/Part

 Standard Hours

 Work Period

 Shift

Human Resources (HR2): Position Management PeopleSoft

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