Create New Position

Pre-Conditions:

1. The department has determined what type of position to create and has completed a job/position analysis questionnaire as required by employee type and/or campus.

2. A classification decision is made by the HR or Academic HR office as part of the routing for completion activity.  

3. Position types are identified at the salary plan level with the following position types established:

AC - Academic (AC1, AC2, FLP, RA salary plans)

AS - Academic Student (AC3, AC4, WSG salary plans)

HR - Temporary (HO, HP, HR, HS, WSU salary plans)

NP - No Pay/Volunteers (Individuals who are not IU employees but are in TIME or have IU academic titles)

SB - Non-Exempt (Biweekly) Staff (CL, GS, NA, NU, PN, RS, SM, SS, and TE salary plans)

SM - Exempt (Monthly) Staff (PA and PAN salary plans)

4.   Pooled positions are positions that have an FIS position number of LGxxxx.   Typically more than one individual can be assigned to the same position number within a department.   Pooled positions are not budgeted on a per position basis.   While these positions exist at the university and campus level in FIS, they will be created at the department level in HRMS.   All positions in AC2, AC3, AC4, FLP, HO, HP, HR, HS, RA, WSG and WSU are pooled positions.   Pooled position templates have been created for each campus for departments to use when creating a pooled position.

5.  A position must be created before an employee is hired.

6.  All data for a position must be entered in one session before saving the data to the HRMS database.  


1. Follow the footpath below to Add a new position.  The resulting screen will appear.

  

 

2.  Select Add a New Value to Create a New Position.  The position number defaults to zero's until all the information is entered and saved.  Do not change the position number.

 

3.  Click and the following screen will appear.

 

4.  Complete the following information on the Job Description tab as described below:

Effective Date
A default value of the system date (today’s date) is displayed.  The date may be changed to a future date when necessary but should not be changed to a prior date.   

Status
The default value of ‘Active’ is appropriate for effective status when adding a new position that has already been approved.  Note that only positions with an ‘Active’ effective status value and an effective date less than or equal to today’s date are available in the ‘Lookup Position’ table on the Job Information page.

Action
This will default to NEW - below is a list of Reason lookups.  In the case of a new position creation, select NEW.

Action Date
The date of data entry is inserted by the system and cannot be changed.

Position Status
The default value of ‘Approved’ is the appropriate value when adding a new position.

Reports To  
Completing this optional field links positions to one another and establishes reporting relationships among positions.    Use the business unit and department criteria in the ‘Lookup Reports To’ search criteria and press the Lookup button  to facilitate your search for the position number by limiting the choices in the final drop down list of positions.  

Title
The title from the job code is automatically retrieved for the position title.  You may wish to review the title value after selecting the appropriate job code value on the Job Information page.  The title can be changed for an temporary or a staff position but not for an academic or academic student position.  

Short Title
The short title from the job code row defaults in when a job code is selected.  If this field is left blank, the first 10 characters from the title are inserted.

Long Description
The description from job code row is displayed for the long description.  Text in the long description can be up to 254 characters long.   The field will be re-labeled as ‘Comment’ in the position electronic documents.

Detailed Job Description
The description from the job code row is automatically displayed in the detailed long description.  Select Detailed Job Description to access the description browser window and enter a job description for the position as appropriate.  The Position Analysis Questionnaire or the Job Analysis Questionnaire used on several campuses could be inserted into the browser window using copy and paste.

Note:  The initialize button is to be used if you want to default values in from another position.

5.  Click on the Work Location tab and complete the information as described below.

Company
The company field will be automatically filled in when the Department value is selected so you may wish to bypass company by using the mouse.

Business Unit
The displayed value is the same as the business unit value associated with the user’s operator preference information.   When creating the position, any business unit and department within the business unit may be selected.  However, a user will not be able to see any positions outside of the business unit on the user’s operator preference information or security access once the position has been added.

Department
Departments contained within the selected business unit appear in the ‘Lookup Department’ table.  Since the number of rows may be quite large, entering the first letter of the department description will facilitate your selection by limiting the number of departments included in the search results.  

Location
The location code value is automatically filled in when the department is selected.  Infrequently a position classified and managed on one campus will be temporarily located on another campus.

 The resulting screen with the required values completed looks like this:

 

6.  Click on the Job Information tab and complete the information as described below.

 

Job Code
Job Codes can best be viewed in the IUIE.  They are found in the "HRMS Control Tables" folder in the "Job Control Tables" datagroup.

The ‘Lookup Job Code’ table in  PeopleSoft presents job codes appropriate to the campus using the setID value. Once you leave the job code field, many values appear in the rest of the position component.  Note that typically more job code values exist than will appear in the search results.

Reg/Temp
The value of ‘Regular’ or ‘Temporary’ comes from the job code and should not be changed.  Benefits-eligible positions – academic positions in the AC1 salary plan, non-exempt staff positions and exempt staff positions – have the value of ‘Regular’.  Pooled positions have the value of ‘Temporary’.  Note that the reg/temp flag is used for determining eligibility for some service types in flexible service processing.  The position value of regular or temporary will default into the job data component as display-only for job actions that require a new position be selected.

Union Code
Use only for non-exempt positions with the setID and salary plan value combinations identified below.  The union code is set at the job code level.  It should be changed only in the case of a confidential position.  The union code should be removed when the confidential position flag is set.

Union Code Description SetID Salary Plan(s)
B1 AFSCME Bloomington Local 832 IUBLA SM
B2 CWA Bloomington Local 4730 IUBLA SS
B3 IATSE Bloomington Local 618 IUBLA TE
IN1 AFSCME Indianapolis Local 1477 IUINA SM
NW1 CWA Northwest Local 4730 IUNWA CL, TE
SB1 AFSCME SB Local 1477-01 IUSBA SM

Salary Plan and Grade
Notice the salary plan and grade values default in from the job code.  Do not change these values.  Select a job code with the appropriate salary plan and grade values rather than changing the values on the Job Information Page.  

Standard Hours
The standard hours value is another way to specify the percent time value in HRIS.  It must be less than or equal to 40 hours.  The value defaults in from job code value selected on the Position Location page but can be changed.  Changes to the standard hours value do not cause an automatic change to the full/part time flag.  Note that the system enters the standard hour value in the job data component when hiring an employee into the position but the value may be changed.

Work Period
‘W’ indicates that the standard hour value is associated with a weekly work period.  The work period value is being used at IU to set values on the job table behind the scenes.  Entering a correct value is important.

Work Period Value Work Period Uses by Position Type or Salary Plan
W9 Weekly 9 Pay Months Non-exempt staff positions on a 9-mo calendar
W10 Weekly 10 Pay Months Positions from AC1 and staff salary plans on academic calendar
W Weekly 12 Pay Months Staff positions and positions from AC1, HS, and HR salary plans
WC 12 Pay Contract Positions from AC2, AC3, AC4, WSG salary plans
W10C 10 Pay Contract Positions from AC2, AC3, AC4, WSG salary plans
WF Fellowship 12 Pay Months Positions from FLP salary plan
WO Overtime Only Temporary 12 Pay Months Positions from HO salary plan
WP Temporary with Retirement 12 Pay Months Positions from HP salary plan
WR Resident Appointee 12 Pay Months Positions from RA salary plan
SUM Summer Only Appointment Positions from AC2 and AC3 salary plan for summer only appointments

The resulting screen looks like this:

 

7.  Click on the Specific Information tab and complete the information as described below.

 

Max Head Count
The appropriate value for budgeted positions is usually 1.  Pooled positions will typically have a maximum head count value greater than 1.

Update Incumbents
The default value when adding a new position is unchecked.  The update incumbents flag is automatically checked when changes are made to the position information in the future.

Budgeted Position
Keep checked to signal that the position is included in budget construction.  The box should not be checked for positions with salary plans in {AC2, AC3, AC4, ACNP, FLP, HO, HP, HR, HS, RA, TIME, WSG, WSU}.   The box is checked for positions in other salary plans.  Pooled positions should remain unchecked.

Confidential Position
Some or all of the positions with the following setID, salary plan and department values are confidential positions and are exempt from some of the CWA policies, especially those related to the pay structure.   If the confidential position flag is checked, the union code value should be blanked out.

SetID, Salary Plan, Departments

SetID:  IUBLA; Salary Plan:  SS; Departments:

Board of Trustees, President’s Office, RUGS Administration, Treasurer’s Office, University Benefit Office, University Budget Office, University Counsel, IU Human Resources, VP for Academic Affairs, VP for Administration, VP/Chancellor/Gen Admin, VP for Public Affairs and Gov’t Relations,

SetID:  IUNWA; Salary Plan; CL; Departments:

Academic Support, Executive Management, General Administration, Northwest Ctr for Medical Education, Student Services

Education and Government Section

Calc Group (Flex Service)

‘ADJSVC’ is the value that appears for staff positions and AC1 academic positions.  No value appears for non-budgeted positions.

FTE

No connection exists between standard hour default and FTE.

At the position level, we are interested in capturing an annualized FTE.  The value for FTE should be result of the following calculation:

(standard hour default / 40) x (normal work months / normal pay months)

The FTE will be automatically calculated in an electronic document environment.

Examples of (normal work months / normal pay months) include:

AC1 Academic positions: 10/10

AC1 Academic Administrator, Research, Staff positions: 12/12

Staff positions on a 10 month calendar: 10/12

Staff positions for the months when students are on campus: 9/12

AC2, AC3 and AC4 positions paid on contract: 12/12

The position FTE should be carefully calculated.  It is used for reporting and in a number of other systems including Budget Construction.  The FTE value in the job component is separately calculated based on the standard hours value on the Job Information page and does not take into consideration the expected normal work months.

NOTE:  Nothing is entered on the Budget and Incumbents tab.  Incumbent information appears here during position maintenance if the position is not vacant.

 

8.  Click on the IU Position Data tab and complete the information as described below.

 

Occupational Unit

Choose the appropriate department from the Lookup Department page.  Occupational Units are used when determining seniority for employees in staff positions.  This is used only for appointed position, not for pooled.

Normal Work Months

The normal work months value, derived from the work period value, is the number of months the position’s incumbent works.  An academic position value may be 10 or 12, depending on whether the position is on an academic year calendar or a fiscal year calendar.  A staff or temporary position is typically 12 since the position is usually on a fiscal year calendar.  Infrequently a non-exempt staff position may require the incumbent to work 9 or 10 months, and an exempt position may require the incumbent to work 10 months.  

Valid Work Period Value Normal Work Months
W9 9
W10, W10C 10
W (where Sal Plan = ACNP or TIME), WC, WF, WO, WP, WR 12
W where Sal Plan = ACNP or TIME 0
SUM – Summer Only positions 0
   

Pay Months

The position type and normal work months value are used to derive the pay months value and corresponds to whether the position is on an academic or fiscal year calendar.  A staff or temporary position, on a fiscal year calendar, always has a pay months value of 12.  An AC1 academic position has either 10 or 12 pay months, depending on whether the position is on an academic or fiscal year calendar.  All other positions, including academic and student academic positions on contract, have 12 pay months.

Background Check

Various levels of background checks may be selected.  The default value is for no background checks.

9.  Save the information by clicking on save.

*An email will be sent to you indicating that the information has been entered into HRMS.  The new position number will be included in the message.