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Transcript of HR Position Control
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HR: Position Control
Student Guide
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Copyright 2000 University of Virginia and Oracle Corporation. All rights reserved.
HR: Position Control Table of Contentsi
Table of Contents
HR: Position Control - Course Overview......................................................................................................1-1HR: Position Control - Course Overview......................................................................................................1-2
DateTrack.........................................................................................................................................................2-1
DateTrack ......................................................................................................................................................2-2Setting an Effective Date...............................................................................................................................2-3Updating and Correcting Date-Tracked Information.....................................................................................2-4
Setting an Effective Date ...........................................................................................................................2-5Viewing DateTrack History.......................................................................................................................2-7
Summary........................................................................................................................................................2-9
Position Control ...............................................................................................................................................3-1Position Control.............................................................................................................................................3-2
Adding Values to a Key Flexfield Value Set.............................................................................................3-4Positions - Creating ...................................................................................................................................3-6Positions - Creating Positions for Non-UVA Employees ..........................................................................3-11Positions - Changing..................................................................................................................................3-14
Summary........................................................................................................................................................3-19
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Copyright 2000 University of Virginia and Oracle Corporation. All rights reserved.
HR: Position Control Table of Contentsii
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Copyright 2004 University of Virginia and Oracle Corporation. All rights reserved.
HR: Position Control - Course OverviewChapter 1 - Page 1
HR: Position Control - CourseOverview
Chapter 1
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Copyright 2004 University of Virginia and Oracle Corporation. All rights reserved.
HR: Position Control - Course OverviewChapter 1 - Page 2
HR: Position Control - Course Overview
Responsibilities
Having been assigned the Oracle responsibility listed below, you are required to attend this
workshop HR: Positi on Control.
This course is for the following responsibilities:
UVA HRMS Position Control Specialist
UVA HRMS Records Specialist
UVA HRMS Records Manager
Performance Objectives for HR: Position Control
At the completion of this workshop, you should know the following:
Perform date tracking functions
Set or alter an effective date
View date tracked information
Update and correct date tracked information
Add Values to a Key Flexfield Value Set
Create Positions
Change Positions
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Copyright 2004 University of Virginia and Oracle Corporation. All rights reserved.
DateTrackChapter 2 - Page 1
DateTrack
Chapter 2
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Copyright 2004 University of Virginia and Oracle Corporation. All rights reserved.
DateTrackChapter 2 - Page 2
DateTrack
Section Objectives
At the end of this section, you should be able to:
Perform date tracking functions
Set or alter an effective date
View date tracked information
Update and correct date tracked information
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Copyright 2004 University of Virginia and Oracle Corporation. All rights reserved.
DateTrackChapter 2 - Page 3
Setting an Effective Date
Toolbar Icons
Alter Effective Date icon
View DateTrack History icon
DateTrack
Using DateTrack, a special feature of Oracle HRMS, you can set an effective date and view, add,
change, or delete information as of that date. All important dynamic information in Oracle
HRMS is date-tracked, including information about people, assignments, payrolls, compensation,and benefits. When you set an effective date for your work, DateTrack ensures that only
information effective on that day is used for any processing and validation. Additionally, youcan view the history of all changes made to date-tracked information.
Setting or Altering an Effective Date
When you log on to Oracle HRMS, your effective date is always todays date. To view
information from another date or to make retroactive or future-dated changes, you must changeyour effective date.
Toolbar Icons
The two DateTrack command icons on your window toolbar are:
Alter Effective Date
View DateTrack History
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Copyright 2004 University of Virginia and Oracle Corporation. All rights reserved.
DateTrackChapter 2 - Page 4
Updating and Correcting Date-Tracked Information
Updating and Correcting Date-Tracked Information
When you update date-tracked information, you are prompted to choose between Update and
Correction options. If you select Update, Oracle HRMS changes the record as of your effectivedate but preserves the previous information. If you select Correction, Oracle HRMS overridesthe previous information with your new changes. The start and end dates of the snapshot that you
have corrected remain the same.
Updating a New Record
You cannot create a record and then update it on the same day. If you try to do this, Oracle
HRMS warns you that the old record will be overridden, and then changes Update to Correction.This occurs because DateTrack maintains records for a minimum of a day at a time.
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Copyright 2004 University of Virginia and Oracle Corporation. All rights reserved.
DateTrackChapter 2 - Page 5
Setting an Effective Date
Oracle HRMS
N People Enter & Maintain
Decision
How to Set an Effective Date
1. Click on [Yes] in the decision dialog box, or if you are in the application, click on the [Alter
Effective Date] icon on the toolbar. The Alter Effective Date window opens.
2. Complete the effective date field by performing one of the following actions:
Enter a date in the Effective Date field.
If the current Effective Date is not today's date and you want to reset it to today's date,click the Reset button.
3. Click on the [OK] button.
If the current window is a top-level window (one called directly from the Navigator), the
new effective date remains until you reset it or exit Oracle HRMS. If you change youreffective date in a window that is not a top-level window, your new effective date applies
Decision Dialog Box
Toolbar
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Copyright 2004 University of Virginia and Oracle Corporation. All rights reserved.
DateTrackChapter 2 - Page 6
only while you are working in that window and any windows subsidiary to it. When you
return to the top-level window, the effective date will revert to the date last used in thatwindow.
As long as your effective date remains different from todays date, it is displayed in the title
bar of every window.
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Copyright 2004 University of Virginia and Oracle Corporation. All rights reserved.
DateTrackChapter 2 - Page 7
Viewing DateTrack History
Oracle HRMS
N People Enter & Maintain
Decision
Date Tracking
1. If the current effective date is the date you wish to use, click the [No] button. If not, click
the [Yes] button, enter the date you wish to use in the Effective Date field, and click [OK].
Finding an Existing Person
2. Enter all or part of the person's last name in the Full Name field, using the wildcard
character (%) if necessary, to restrict your search.
3. Click the [Find] button.
Viewing Datetracked Information and History
To see all the changes made to a datetracked record over time, use DateTrack History.
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Copyright 2004 University of Virginia and Oracle Corporation. All rights reserved.
DateTrackChapter 2 - Page 8
How to View DateTrack History
1. Click on the [DateTrack History] icon on the toolbar.
The DateTrack History Change Field Summary window opens. Each row shows whichfields were changed on the From Date.
2. Click on [Full History] if you want to open a DateTrack History folder showing the value of
each field between the from and to dates. The row for the current snapshot (corresponding toyour effective date) is highlighted.
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Copyright 2004 University of Virginia and Oracle Corporation. All rights reserved.
DateTrackChapter 2 - Page 9
Summary
Summary
Having completed this section, you should be able to do the following:
Perform date-tracking functions
Set or Alter an effective date
View date tracked information
Update and correct date tracked information
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Copyright 2004 University of Virginia and Oracle Corporation. All rights reserved.
DateTrackChapter 2 - Page 10
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Copyright 2004 University of Virginia and Oracle Corporation. All rights reserved.
Position ControlChapter 3 - Page 2
Position Control
Section Objectives
At the end of this section, you should be able to:
Add Values to a Key Flexfield Value Set
Create Positions
Change Positions
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Copyright 2004 University of Virginia and Oracle Corporation. All rights reserved.
Position ControlChapter 3 - Page 3
HR: Position Control Chapter 3
Managing Position Information
You can define and maintain position information independently of employees. You can then
assign employees to positions, and the position information is inherited by the employee. If andwhen an employee transfers, the position information remains unchanged and the employeeinherits a new set of position information, terms, and conditions. When the position details
change, the employees assigned to the position inherit the new details. When an employee
leaves, the position remains as vacant.
Process for Creating a New Position
The School or Department completes the Position Action Request form (PAR). The PAR can befound on the University Human Resources web site at
http://www.hrs.virginia.edu/linksforms.html. The PAR is submitted to the Classification
Division of University Human Resources. The Classification Division reviews the PAR andassigns proper classification to the position. The UVA HRMS Position Control Specialist willenter the new position in Oracle or change an existing position.
Data Entry Standard
When entering free form text into Oracle HRMS, use mixed case text. This means capitalizingthe first letter of each word, or if using full sentences, capitalizing the first word of the sentence.
Do not use all capital letters.
Correct Examples:
Active Status
College Graduate Preferred
Applicant must have experience using word processing software.
Incorrect Examples:
ACTIVE STATUS
college graduate preferred
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Copyright 2004 University of Virginia and Oracle Corporation. All rights reserved.
Position ControlChapter 3 - Page 4
Adding Values to a Key Flexfield Value Set
Oracle HRMS
N Flexfield Values
Find Value Set
Find Flexfield
1. Click on the Value Set radio button.
2. Use the list of values to select the name of the value set in the Name field.
When creating positions, add values to the value sets of UVA Position Number and UVA
Work Title.
3. Click on the [Find] button.
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Copyright 2004 University of Virginia and Oracle Corporation. All rights reserved.
Position ControlChapter 3 - Page 5
The name of the Value set will be displayed in the Name field at the top of the form.
Enter Values in a Value Set
4. Click in a blank line in the Values region. If there are no blank lines available, click the New
Record icon on the toolbar.
5. Complete the following fields.
Value: Enter the value to appear in the value set.
Description: Leave blank.
Enabled: Check this box.
Effective Dates From: Leave blank.
Effective Dates To: Leave blank.
6. Repeat steps 4 and 5 for all values to be entered.
7. Save your work.
8. Close all forms and return to the Navigator.
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Copyright 2004 University of Virginia and Oracle Corporation. All rights reserved.
Position ControlChapter 3 - Page 6
Positions - Creating
Oracle HRMS
N Work Structures Position Description
Position
1. If the current effective date is the date you wish to use, click on the [No] button. If not, click
on the [Yes] button, enter the date you wish to use in the Effective Date field, and click on[OK].
Creating a Position
2. Click on the [New} button.
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Copyright 2004 University of Virginia and Oracle Corporation. All rights reserved.
Position ControlChapter 3 - Page 7
3. Complete the following fields:
Dates From: Enter a start date early enough to handle any historical informationyou may want to enter.
End Date: Leave blank.
4. Click in the Name field (at the top of the form) to open the Position Flexfield form.
5. Complete the following fields:
Organization: Use the list of values to select an Organization. You cannot change
the organization or job once you have saved your definition. Work Title: Use the list of values to select a work title.
Appointment Type: For faculty positions only, use the list of values to select theappointment type.
Position Number: For salaried positions, use the list of values to select a positionnumber from the list.
6. Click on the [OK] button.
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Copyright 2004 University of Virginia and Oracle Corporation. All rights reserved.
Position ControlChapter 3 - Page 8
7. Continue completing the Position form.
You cannot change the organization or job once you have saved your definition.
Organization: Use the list of values to select the organization. This will mostlikely be the same organization entered in the Position flexfield above.
Job: Use the list of values to enter the job. The job is comprised of the Role Title,
Career Group/Rank, Occupational Family, and Role code. (Hiring Status) Status: Use the list of values to select a status for the position. If
the status is Valid or blank, employees can be assigned to the position. If the status
is Invalid or any other status, employees cannot be assigned to the position.
Location: This field defaults to the location associated with the selectedorganization. This location may be changed if necessary.
Additional Position Details
8. Click in the Additional Position Details flexfield to the right of the Further Info field.
9. Complete the following fields:
Standard Occupational Classification: Use the list of values button on theflexfield form to select the SOC code.
Class Code: Use the list of values to select the Class Code from the list.
Drug Testing Required: Use the list of values to indicate whether drug testing isrequired for this position.
Telecommuting Approved: Use the list of values to indicate whethertelecommuting is approved for this position.
Change Reason: Enter a reason for changing this position. Type of License Required: Use the list of values to select a type of license, if any,
required for this position.
COI: ???
UVA Survey Code: ???
10. Click on the [OK] button.
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Copyright 2004 University of Virginia and Oracle Corporation. All rights reserved.
Position ControlChapter 3 - Page 9
Work Terms
11. Click on the Work Terms tab.
12. Verify and update the Standard Conditions region. Working hours and Frequency default
from the organization, however you can change the defaults.
Valid Grades
13. Click the Valid Grades button to enter the grades to which position holders can be assigned.
14. Complete the following fields:
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Position ControlChapter 3 - Page 10
Grade: Use the list of values to select a grade that is valid for this position.
Dates From: Enter the date from which this grade is valid.
Dates To: Leave blank.
15. Save your work.
16. Close the Valid Grades form.
17. Save your work.
18. Close all forms and return to the Navigator.
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Copyright 2004 University of Virginia and Oracle Corporation. All rights reserved.
Position ControlChapter 3 - Page 11
Positions - Creating Positions for Non-UVA Employees
Oracle HRMS
N Work Structures Position Description
Position
1. If the current effective date is the date you wish to use, click on the [No] button. If not, click
on the [Yes] button, enter the date you wish to use in the Effective Date field, and click on[OK].
Creating a Position
2. Click on the [New} button.
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Position ControlChapter 3 - Page 12
Creating a Position
3. Complete the following fields:
Dates From: Enter a start date early enough to handle any historical informationyou may want to enter.
End Date: Leave blank.
4. Click in the Name field (at the top of the form) to open the Position Flexfield form.
6. Complete the following fields: Organization: Use the list of values to select an Organization. You cannot change
the organization or job once you have saved your definition.
Work Title: Use the list of values to select a work title. The work title must beunique within the organization in order for the purchasing hierarchy to work
properly.
Appointment Type: Leave blank.
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Copyright 2004 University of Virginia and Oracle Corporation. All rights reserved.
Position ControlChapter 3 - Page 13
Position Number: Leave blank.
7. Click on the [OK] button.
8. Continue completing the Position form.
You cannot change the organization or job once you have saved your definition.
Organization: Use the list of values to select the organization. This will mostlikely be the same organization entered in the Position flexfield above.
Job: Use the list of values to select "Non-University Employee".
(Hiring Status) Status: Use the list of values to select a status for the position. Ifthe status is Valid or blank, employees can be assigned to the position. If the status
is Invalid or any other status, employees cannot be assigned to the position.
Location: This field defaults to the location associated with the selectedorganization. This location may be changed if necessary.
9. Save your work.
10. Close all forms and return to the Navigator.
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Copyright 2004 University of Virginia and Oracle Corporation. All rights reserved.
Position ControlChapter 3 - Page 14
Positions - Changing
Oracle HRMS
N Work Structures Position Description
Position
1. If the current effective date is the date you wish to use, click on the [No] button. If not, click
on the [Yes] button, enter the date you wish to use in the Effective Date field, and click on[OK].
Find the Position to Change
2. Enter search criteria in any of the fields on the screen.
3. Click on the [Find] button.
4. If more than one record is found, use the down arrow on the keyboard to locate the positionyou wish to edit.
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Copyright 2004 University of Virginia and Oracle Corporation. All rights reserved.
Position ControlChapter 3 - Page 15
Editing a Position
5. Verify or update the following fields:
Dates From: Enter a start date early enough to handle any historical informationyou may want to enter.
End Date: Leave blank.
6. Click in the Date Effective Name field (in the Position Details region) to open the Position
Flexfield form.
7. Verify or update the following fields:
Organization: Use the list of values to select an Organization. You cannot changethe organization or job once you have saved your definition.
Work Title: Use the list of values to select a work title.
Appointment Type: For faculty positions only, use the list of values to select theappointment type.
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Position ControlChapter 3 - Page 16
Position Number: For salaried positions, use the list of values to select a positionnumber from the list.
8. Click on the [OK] button.
9. Continue verifying or updating the Position form.
You cannot change the organization or job once you have saved your definition.
Organization: Leave as is. Field cannot be updated.
Job: Leave as is. Field cannot be updated.
(Hiring Status) Status: Use the list of values to select a status for the position. Ifthe status is Valid or blank, employees can be assigned to the position. If the status
is Invalid or any other status, employees cannot be assigned to the position.
Location: This field defaults to the location associated with the selectedorganization. This location may be changed if necessary.
Additional Position Details
10. Click in the Additional Position Details flexfield to the right of the Further Info field.
11. Verify or update the following fields:
Standard Occupational Classification: Use the list of values button on theflexfield form to select the SOC code.
Class Code: Use the list of values to select the Class Code from the list.
Drug Testing Required: Use the list of values to indicate whether drug testing is
required for this position. Telecommuting Approved: Use the list of values to indicate whether
telecommuting is approved for this position.
Change Reason: Enter a reason for changing this position.
Type of License Required: Use the list of values to select a type of license, if any,required for this position.
12. Click on the [OK] button.
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Copyright 2004 University of Virginia and Oracle Corporation. All rights reserved.
Position ControlChapter 3 - Page 17
Work Terms
11. Click on the Work Terms tab.
13. Verify and update the Standard Conditions alternate region. Working hours and Frequency
default from the organization, however you can change the defaults.
Valid Grades
14. Click the Valid Grades button to update the grades to which position holders can be
assigned.
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Copyright 2004 University of Virginia and Oracle Corporation. All rights reserved.
Position ControlChapter 3 - Page 18
15. If the grade is changing, place an end date in the Dates To field for the old grade.
16. Create a new grade by completing the following fields on a new line:
Grade: Use the list of values to select a grade that is valid for this position.
Dates From: Enter the date from which this grade is valid.
Dates To: Leave blank.
17. Save your work.
18. Close the Valid Grades form.
19. Save your work.
20. Close all forms and return to the Navigator.
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Copyright 2004 University of Virginia and Oracle Corporation. All rights reserved.
Position ControlChapter 3 - Page 19
Summary
Summary
Having completed this section, you should be able to do the following:
Add Values to a Key Flexfield Value Set
Create Positions
Change Positions
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