University Human Resources
Maintain Position eDoc
Maintain Position eDoc Process
- In One.IU navigate to the eDocs tab in the HRMS Portal, click Maintain Position.
- How to access eDocs
Maintain Position Document Lookup
- Enter the Position Number, click , and records that meet the search criteria will appear. NOTE: It’s best to try to obtain the Position Number, but if you don’t have it, utilize the other available search options below.
- Click on the Maintain Position Document link in the Actions column and the Effective Date section will appear.
- Enter the Effective Date of the Maintain Position. The Effective Date is the date on which the action reason selected takes effect. In this case we selected Position Data Update. After entering the Effective Date and Action Reason, select .
HRMS eDocs provide you with two columns of information. The left column shows you data for this position as it currently exists in the system. The data is copied forward to the right column with only certain field(s) editable. In this case, since there are several fields that are editable for this action reason (Position Data Update), we’ve chosen to update the Reports To value.
- Use the lookup to select a new position for the Reports To value. If you already know the new position number for the Reports To value, you may enter it in the Reports To field and tab out.
In this Position Data section, there are several editable fields and some are required. Please see list below:
- Title – required
- Reports To – required
- Location – required
- Occupational Unit
- Standard Hours – required
- Work Period – required
- Confidential Position
- Max Head Count – required
- Background Check
Now that you’ve selected the new Reports To value, click .
In addition, if you realize you need to make a change after moving to the next section of the eDoc, you can use the button to return to the previous section. You can return all the way back to the Effective Date section in this manner.
Note: Please note data on the right side that has been updated is highlighted in yellow. This not only helps you confirm any changes before submitting for routing, but also helps approvers note changes when they review the eDoc for approval.
Detailed Position Description
The detailed position description for most positions will be found in the PeopleSoft database. If detailed position description data is stored in PeopleSoft, it will appear in the left column. If it is not in the left column, you will need to find the paper copy in your departmental files. When the detailed position description data is available an exact copy will appear in the right column for you to edit if necessary. It is very likely the two descriptions will be out of alignment (see screen shot below). Creating an aligned document in Word may be beneficial for your editing process.
If you need assistance creating or revising an existing position description you will find a link to the Job and Position Classification page on the UHR website:
The page also includes several helpful guidelines along the left side bar as well as a link to the Online Position Description form:
This section displays whether or not there is an incumbent for the position. If the display is blank, then the position is vacant. If there is a value displayed, the position is filled. Note that the default Update Incumbent value is “Yes”. Unless you change the Update Incumbent value to “No”, the changes in your Maintain Position transaction will automatically update the position information in the job data for the employee listed.
Notes and Attachments
Below is a typical note you might add. You may also add an attachment such as a spreadsheet, PDF file or a Word document.
During document preparation you may want to save or close the eDoc to finish it later or for whatever reason you may have a need to cancel it. Otherwise, once you have reviewed your document and you are ready to route it, you will be presented with the possible actions listed below.
Take this action when you have completed and reviewed your eDoc and you are ready to submit for routing.
This action saves the eDoc back to your Action List if you need to complete and route it at a later time.
This action closes the eDoc and appears once you save, cancel or submit for routing.
This action cancels the eDoc for you. Please use the cancel button rather than the “X” in the upper right corner of your browser screen. Closing an eDoc using the “X” in your browser, will leave the eDoc in INITIATED status, causing any further actions on the employee’s record to be blocked without help from the HRMS Support Center.
Once you’ve reviewed your eDoc one final time, select to route the eDoc for approval. The eDoc should say, “Document was successfully submitted.”. Now select at the bottom of the document. Note that the status has changed from “INITIATED” to “ENROUTE”.
The full screen will appear as below: