Maintain Position

Once positions have been created, information about the positions and the incumbents must be kept up-to-date.  The main flow and alternative flows identify what position data fields must be and may be changed for the different actions related to managing positions.  Keeping incumbent data consistent with position data is critical and discussion of the position actions includes automatic and manual changes to incumbent job data.  

1.  Follow the footpath below to Position Data.

  

2.  Enter the position number or do a search as shown below.

  

3.  Select the appropriate position number.  

 

4.  Click on plus to add a row and complete the fields on the Description tab as described below.

Effective Date

A default value of the system date (today’s date) is displayed.  Accept the default value or enter a date in the future.  Do not enter a date in the past.

Reason

Enter UPD or press magnifying glass and choose ‘Position Data Update’ from the resulting Search Results on the Lookup Reason page.

*  Note: At the end of this subject are additional Reason codes and explanations.

Use the lookups as needed to complete the optional fields of Reports To and Dotted-Line Report.

 

Select the Detailed Job Description and follow the directions as outline below.

  

5.  On the Work Location tab, 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.

 

6.  Complete the Job Information tab.

Job Code

Use the ‘Reclassification’ Action Reason described below if the job code must be changed.

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: Changes only allowed for non-exempt staff positions.  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.  

Salary Plan, Grade: Salary plan and grade values default in from the job code and should not be changed.  The only time a change to the values is necessary is when the job code value as been changed.  See the discussion under Job Code and in the A-6 alternate flow.

Standard Hours: Changes  allowed only for AC1 academic positions and staff positions.  The standard hour value must be less than or equal to 40 hours.  Changes to the standard hours value does not cause an automatic change to the full/part time flag.  Changing the values in position data does not impact the value in the incumbent’s job data.

Work Period

‘W’ indicates that the standard hour value is associated with a weekly work period.  

Valid Work Period Value Work Period Description Uses by Position Type or Salary Plan
W9 Weekly - 0 pay mos Non-exempt staff positions on a 9 month calendar
W10 Weekly - 10 pay mos Positions from AC1 and PA salary plans on academic calendar
W Weekly - 12 pay mos Staff positions and positions from AC1, FLP, HO, HS, HR salary plans
WC 12 Pay Contract Contract Positions from AC2, AC3, AC4, WSG salary plans on 12 month calendar
W10C 10 Pay Contract Contract Positions from AC2, AC3, AC4, WSG salary plans on 10 month calendar
WF Fellowship-12 pay  mos Positions from FLP salary  plan
WO Overtime Only Hourly 12 Pay Months Position from HO salary plan
WP Hourly PERF 12 pay mos 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

       

7.  Complete the Specific Information tab following the instructions below.

Max Head Count

Update Incumbents

When an E-Doc from a position maintenance channel is entered into PeopleSoft, the update incumbent function must be completed manually (for an interim period). This is due to job funding issues on the incumbent's job row that is automatically inserted when position maintenance is performed.   

If a position maintenance E-Doc indicates update incumbent should be used, matching entries need to be entered for each of the incumbents.

Steps:

  1. On the Specific Information tab, make sure the Update Incumbent checkbox is NOT checked (it should default this way).
  2. If the E-Doc indicated that update incumbent should be used, go to the Budget and Incumbents tab to find the employee IDs of all incumbents (you can print this screen from your browser window).
  3. Click on Save.
  4. For each of the incumbents, do the following:
    1. Find the record under Administer Workforce (GBL) > Use Job Data
    2. Click the "+" button to add a new row for the employee's job in PeopleSoft.
    3. Select Position Change from the drop-down for Action and enter the Action Reason identified on the E-Doc.
    4. Enter any other data changes identified on the position E-Doc.
    5. A new funding row is automatically created when the job row was added.  Change the information only if necessary (reorganization).
    6. Click on Save.

Note:  Only position changes identified on the E-Doc should be changed during this transaction. Do not combine other job actions into this transaction.

 

Budgeted Position: The box should not be checked for positions in salary plans of AC2, AC3, AC4, ACNP, FLP, HO, HP, HR, HS, RA, TIME, WSG or WSU. The box should be checked for all AC1 and staff positions.

Confidential Position: Changes only allowed for non-exempt staff positions.  If the confidential position box is checked, the union code value should be removed.  

    

8.  Click on ► Education and Government to expand the section and complete it.

FTE

Changes not allowed for pooled positions.   Position FTE should be re-calculated carefully.  See the Create Position Use Case document for further discussion.

  

9.  Complete the IU Position Data tab following the instructions 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

Valid Work Period Value

Normal Work Months

W9

9

W190, W10C

10

W (where Sal Plan does not equal ACNP or TIME), WC, WF, WO, WP, WR 12)

12

W (where Sal Plan = ACNP or TIME)

0

SUM - Summer Only Positions

0

 

Pay Months

Infrequent changes to the value should only occur in the cases of (1) correction or (2) AC1 positions switching between an academic year and a fiscal year calendar.

Background Check

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

 

10.  Click on . This action will save the information that you have entered to the HRMS database.

Note:  Depending on which position data fields were changed, a new row may be added to the incumbent’s job data and future job rows will also be updated.  A dialogue page will inform you of this situation and ask whether you want a new job row inserted for each incumbent.  Select ‘Yes’ to have changes reflected in the incumbent’s job data.  Select ‘No’ if you do not want the incumbents job data updated.  You will then be allowed to continue or cancel the save process.

 

Appendix

*Reason Codes

Activate Position

Use the Position Activation (ACT) action reason to change the position’s effective status from ‘Inactive’ to ‘Active’.  A position with an effective status of ‘Active’ is available for selection in the job data component.  The action reason is valid for all position types.  

Changes required

Effective date – accept default or insert future date

Status to A for Active

Reason to ACT for Position Activation

Position Status to A for Approved

Changes not allowed

Job Code

Business Unit

DeptID

All other fields may be changed unless an exception is noted for specific position types.  

 

Inactivate Position

Use the Position Inactivation (INA) action reason to change the position’s effective status from ‘Active’ to ‘Inactive’.  A position with an effective status of ‘Inactive’ is not available for selection in the job data component.  The position status value indicates why the position has become inactive.  The action reason is valid for all position types.

Changes required

Effective date – accept default or insert future date

Status to I for Inactive

Reason to INA for Position Inactivation

Position Status to one of the following:

D for Deleted – Position cannot be reactivated at a later time.

F for Frozen – Position can be reactivated if campus approval obtained.

T for Temporarily Inactive – Position is temporarily inactive because incumbent has another position for a limited time but will return to original position.

Changes allowed

Long Description, where information related to the position inactivation may be added

No other changes are allowed.  You will not be allowed to save the new row if an incumbent is currently assigned to the position and no job data row vacates the position on or before the effective date of the inactivate position row.

Note:  An inactive position is not available in the search results when using Lookup Position and so can no longer be selected for use in job data rows.

 

Change Position Status

Use the Position Status Change (STA) action reason to change the position status of an inactive position.  The effective status remains I for Inactive.  Do not use the STA action reason if the position is currently active. The action reason is valid for all position types.

Changes required

Effective date – accept default or insert future date

Reason to STA for Position Status Change

Position Status from and to one of the statuses identified in A-2.

Changes allowed

Long Description, where information related to the position inactivation may be added

No other changes are allowed.  

 

Reorganization

Use the Reorganization (REO) action reason whenever an organizational change impacts the DeptID value or the Reports to value.  The action reason is valid for all position types.  

Changes required

Effective date – accept default or insert future date

Reason to REO for Reorganization

DeptID and/or Reports To

Changes not allowed

Status

Position Status

Business Unit

Job Code

All other fields  may be changed unless an exception is noted.  A row with action/reason values of POS / REO reflecting the changed position values will be inserted into the incumbent’s job data.

 

Review Position

Use the Position Review Request (PRV) action reason to initiate the reclassification business process.  In an electronic document implementation, departments would route a PRV position document to the HR office to request that the position be reclassified.  If the HR office determines that the position warrants a classification review, the reason is changed to RCL.  Otherwise the action reason remains PRV.  

The action reason is valid for staff positions only.  

Changes required

Effective date – accept default or insert future date

Reason to PRV for Position Review Request

Detailed Job Description – insert revised document using ‘cut and paste’ functionality

Changes Allowed

Title

No other changes are allowed.   A new row will not be inserted into the incumbent’s job data.

 

Reclassify Position

Academic HR offices will use the Reclassification (RCL) action when the job code values needs to be changed.  Human Resource offices will use the RCL action following job analysis as part of the reclassification business process.  Reclassification includes determining whether the salary plan and grade values associated with the position are valid.  Salary plan and grade are job code characteristics so the review focuses on whether the correct job code has been selected for the position.  

Changes required

Effective Date unless system date is appropriate

Reason to RCL for Reclassification

Job Code

Title – from new Job Code

Changes not allowed

Status

Position Status

All other fields may be changed.  Typically, the business unit and department value will not be changed during the reclassification process.  However, occasionally the reclassification occurs as part of a reorganization activity.

If the incumbent should not be included in the reclassification, uncheck Update Incumbents to prevent a POS / RCL row from being inserted into the incumbent’s job data.  Otherwise a new row will be inserted in the incumbent’s job data with an action of POS and a reason of RCL.  

Additional changes to the incumbent’s job data are necessary if the job code changes between an exempt and a non-exempt job code.  View the incumbent information on the Budget and Incumbents page to identify the EmplID and name of the position incumbent (Exhibit 9.0).  If the position changes from being FLSA exempt to non-exempt, a new job record needs to be inserted with the action of Pay Rate Change (PAY) and an action reason of Reclassification (RCL).  The pay group value on the Payroll page of the job component will need to be corrected.  Likewise the compensation frequency and the pay component details on the Compensation page will need review.  

Note that incumbent eligibility for benefits may change as a result of the modifications made to the position.

 

Results of Position Appeal Review

Use the Results of Position Appeal (APR) action reason to reflect changes made by the appeals committee.  The focus of the appeals committee includes reviewing whether the position is assigned to the appropriate job code value.  The job code value in turn determines the salary plan and grade of the incumbent.  The committee may only select a new job code value that has a different salary grade value; the salary plan must remain the same.  See the Reclassify Position reason explanation above for details on which values must be changed or cannot be changed and information about corresponding changes that must be made in the incumbent’s job data.  The action reason is valid for staff positions only.