Job Qualifications

1. Tell me about your experience working with PeopleSoft HCM.

2. What is your understanding of Position Management from a systems perspective and from a business perspective?

Oes PeopleSoft is the core to our HR processes and uses other products for several other functions. Briefly, tell me about products you’ve worked with to manage any of the following:

a. Applicant Tracking

b. On-boarding

c. Compensation planning

d. Succession Planning

e. Learning and Development

f. Payroll

4. Tell me about a successful project that you managed. Describe how you worked out a project plan. What were the keys to success?

5. When managing a project, often you have to coordinate the activities of those who do not report to you. Tell me about a project where you had to oversee a diverse group. How did you gain support for you activities and priorities?

6. Tell me about a situation in which you had to adjust quickly to a significant change in your organization, department or team priorities. How did the change affect you? How did you respond?

7. Often it’s critical to gain agreement on outcomes and follow-up actions in a meeting. Tell me about a meeting that you’ve led in which you needed to do this. What steps did you take.

8. What strengths do you have that you would like us to know about that will help us to better understand your

Our organisation is conducting an analysis into the need for Position Management. I am required to list the pros ands cons of Position Management. Has anyone done this already? Could you help me in obtaining this information?

Thus far, I have: FOR: Ability to track positions by status (vacant / filled) Improve Data accuracy Organisation planning (allows us to create reporting relationships) Track history of a position Less data entry

AGAINST: Difficult to set up properly Constant maintenance required

Welcome to the Position Management CBT!

To navigate through this CBT, either click the links on the Side Navigation Menu on the right hand side of your screen, or press the Next button at the bottom of

each page.

To begin learning about Position Management functions, click Introduction on the Topic Menu.

**To resize the left-hand navigation frame, you can place your cursor just on the right side of up/down scroll bar until you get a double horizontal arrow. You can make the navigation window skinny or wider, by holding

your left mouse button down and moving your mouse left or right, depending on your needs.(Firefox browser users may not have this capability.)

MAJOR CHANGES TO Position Management: Version 8.0-8.9

Navigation has changed. Please go to the Navigation Changes

page for specifics.

2 POSITION MANAGEMENT NAVIGATION CHANGES

POSITION DATA CHANGES

1. Position Data can be reached by clicking Organizational Development then Position Management and clicking Add/Update Position Info under the Maintain Positions/Budgets heading.

2. The number of pages in Position Data have decreased from 6 to just 4 pages. Version 8 Work Location and Job Information pages have been combined and added to the Description page.

SETUP TABLE CHANGES

1. Setup Tables (Location, Departments) are under Setup HRMS>Foundation Tables>Organization.

2. The Job Code Table is under Set Up HRMS>Foundation Tables>Job Attributes

3 INTRODUCTION TO POSITION MANAGEMENT

To fully benefit from the information covered in this Computer-Based Training (CBT) you should have completed the Introductory CBT.

The Introductory CBT will teach you how to navigate through the menus and pages and introduce you to the basics of adding, updating, and maintaining data in PeopleSoft.

If you have not already done so, please review the Introductory CBT before proceeding with the Position Management CBT.

NOTE: Please consider that if Regulations, Bulletins, laws, etc., change some of these

scenarios may not be up-to-date. Continue to monitor the regulation changes and apply those changes to the following scenarios if applicable.

For the most up to date information (including new or revised Regulations and Bulletins), please check the following websites:

SHARP Customer Services (http://www.da.ks.gov/sharp/) Division of Personnel Services (http://www.da.ks.gov/ps/) Accounts and Reports (http://www.da.ks.gov/ar/)

After completing this CBT, you should be able to:Understand policies and procedures used in Position ManagementView the Location, Departments, and Job Code tables.Add new positions.Reallocate filled and vacant positions.Inactivate/abolish positions.Update data in the Position Data table.Perform inquiries and generate reports.Know and use provided resources in decision making, data entry, and problem

solving.

4 POSITION MANAGEMENT OVERVIEW1 of 10

Position Management is used to organize, establish, and track positions. A "position" is a group of duties and responsibilities to be assigned to an employee.

Focusing on the position itself allows you to track information related to the position, regardless of whether it is vacant or an employee is assigned to that position.

Position Data is the main table used in Position Management. This is where each position’s information is stored.

There are many different ways in which positions can be set up.

There are many things an agency must consider when performing position management activities. They must know whether they have Delegated Classification Authority, what types of positions they are allowed to add or reallocate, whether they have enough FTE, whether the position will be classified or unclassified, whether it will regular or

temporary, what the FLSA status is, and if they have the authority to determine FLSA status. There are numerous other things to consider when determining positions an agency will need. Agencies should also be familiar with Human Resource policies and procedures in order to correctly create and allocate positions.

5 POSITION MANAGEMENT OVERVIEWClassified and Unclassified Positions2 of 10

Classified positions are all positions in state service, except those which are specifically placed in unclassified service by K.S.A. 75-2935. Classified positions are covered under Civil Service laws and have certain protections that unclassified positions lack.

When adding an unclassified position, you need to determine first if it is regular or temporary. Unclassified positions are those positions specifically designated as unclassified by K.S.A. 75-2935.

Executive branch agencies must have statutory authority to add unclassified, regular positions.

Unclassified, temporary positions are appointed and pay rate changes are approved by the governor.

The job code of an unclassified position may be changed to reflect a change in duties or responsibilities but cannot be reallocated since unclassified positions do not have job classes.

6 POSITION MANAGEMENT OVERVIEWRegular and Temporary Positions3 of 10

There are two types of position designations.

1. A regular position is defined in K.A.R. 1-2-70 as any position other than a temporary position.

2. A temporary position is one that does not affect agency FTE limits. Classified

temporary employees are limited to 999 hours of work in a 12 month period.

7 POSITION MANAGEMENT OVERVIEWPay Grade and Step4 of 10

Pay Grade is the wage matrix for classified employees. Each job class has a specified pay grade. Classified employees are paid within the pay grade for their job code.

Pay Step is where on the pay grade an employee is paid. Current pay grades include pay steps 4-16. When funding is provided for step movement, employees move up the steps based upon time on the previous step.

8 POSITION MANAGEMENT OVERVIEWFulltime/Part-time and FTE (Full Time Equivalency)5 of 10

FTE or Full Time Equivalency indicates whether a positions is full-time (1.0) or part-time (<1.0).

Some agencies have an FTE Limit where others have an FTE Target.

When the FTE field, located on the Specific Information page of Position Data, is less than than 1.0, the Standard Hours field on the Description page must also be updated as well.

9 POSITION MANAGEMENT OVERVIEW Delegated Classification Authority (DCA)6 of 10

Another thing to consider when adding or reallocating positions is whether you have DCA.

Delegated Classification Authority (DCA) gives agencies the authority to add and reallocate regular positions, with the exception of restricted classes as stated under K.S.A 75-2938 (c). The Secretary of Administration may delegate DCA to an agency.

All agencies have the authority to add temporary positions (classified and unclassified).

Agencies without DCA should request assistance from Division of Personnel Services to add or reallocate regular positions.

10 POSITION MANAGEMENT OVERVIEW Restrictions on Position Reallocations and Additions7 of 10

Whether your agency has DCA or not, there are certain classes that agencies are restricted from adding or reallocating such as Information Technology (IT) positions. The Division of Personnel Services adds or reallocates all IT positions.

Additionally, the following classes are restricted if the position duties include Information Technology responsibilities:

Public Service AdministratorPublic Service Executive

Examples of IT duties: administering/coordinating IT services, installing and maintaining computer systems, and/or training end users to use computer systems

11 POSITION MANAGEMENT OVERVIEW Max Head Count8 of 10

Most positions in PeopleSoft should be set up so that one employee fills a single position. This allows for more accurate reporting and better system performance. In a few cases, an agency may choose to hire up to 10 employees to a single position:

Resident workers at SRSStudent employees at Regents institutionsActing assignmentsOverlapping appointments

12 POSITION MANAGEMENT OVERVIEW Fair Labor Standards (FLSA)9 of 10

All positions must be given an FLSA Status under the the Fair Labor Standards Act (FLSA). FLSA is a federal law that covers the issues of overtime pay, hours of work, and compensable travel time. It requires a position to be examined carefully for the following:

1) Is the position covered by FLSA?2) If covered, is the position exempt, non-exempt, or partial exempt?

FLSA defaults have been established for each classified job code and should only be changed at the position level by those who have Delegated Classification Authority and have received FLSA certification through the Division of Personnel Services (DPS).

DPS can assist with an FLSA determination for agencies who do not have staff with FLSA certification.

13 PAGES - POSITION MANAGEMENTOverview 1 of 8

There is one major table and three setup tables used in Position Management. All position data is stored on Position Data, while setup tables store information that defines standard codes to be used throughout the PeopleSoft system. There are 3 major codes that are used in every row of Position Data:

Department IDJob CodeLocation Code

14 PAGES - POSITION MANAGEMENTDepartments2 of 8

The Departments table defines all the Department IDs in each agency. Each department

ID is a 10-digit number corresponding to a particular organizational structure within your agency hierarchy. Department IDs are used throughout PeopleSoft for associating information to a particular organizational structure. Some examples include Position Data, Job Data, and Paycheck Data.

A Department ID is broken down where the first 3 digits designates your "Agency Number", the next 2 numbers designate a division, and the last 5 designate an additional level in your agency.

For example, the Department ID 1733587120 is a department in Department of Administration (173), Division of Personnel Services(35), Information Services unit(87120).

Every agency is on the Department Table, therefore it is quite large. When searching by Department ID, to receive your results more quickly and limit your search, you should use your 3-digit agency number as a starting point. The more digits you provide, the more you will narrow your search results.

15 PAGES - POSITION MANAGEMENTDepartments3 of 8

Navigation: Setup HRMS> Foundation Tables> Organization> Departments

For field definitions see the Glossary.

The Comm. Acctg. and EG page is not used by the State of Kansas.

16 PAGES - POSITION MANAGEMENTJob Code Table4 of 8

A Job Code is a 6 character code that identifies a job or group of jobs. The Job Code Table defines each code. In Position Management, you will lookup a Job Code whenever you are adding a new position or reallocating an existing position. Job Codes are primarily used in Position Data, Job Data and Recruit Workforce.

Unclassified job codes tend to begin with the number 0, where classified job codes tend to end with two characters that identify the job family. These are just examples of a few formats job codes are created in.

Unclassified Job Code - 011066Classified Job Code - 4083A6

Contact the Division of Personnel Services if you have questions about creating new Unclassified Job Codes.

17 PAGES - POSITION MANAGEMENTJob Code Table5 of 8

Navigation: Setup HRMS> Foundation Tables> Job Attributes> Job Code Table

The Evaluation Criteria, Market Pay Match, and Non-Base Compensation tabs are delivered by PeopleSoft but are not used by the State of Kansas.

For field definitions see the Glossary.

http://da.ks.gov/sharp/WebCBT/Manage_Positions/Glossary_ManagePos.htm

18 PAGES - POSITION MANAGEMENTLocations table6 of 8

A Location code is a 5 character code that identifies a specific location where a position primarily exists. The Locations tables defines each code. In Position Management, you will lookup a Location whenever you are adding a new position or making a change to an existing position. Locations are primarily used in Position Data and Job Data.

Location codes usually indicate a city where the position is located. These areas have specifically designated codes for buildings:

Kansas CityLawrenceManhattanTopekaWichita

Location Codes that begin with CN, RA, MN, or TN should not be used..

19 PAGES - POSITION MANAGEMENTLocations table7 of 8

Navigation: Setup HRMS> Foundation Tables>Organization> Location

The Location Profile tab is delivered by PeopleSoft but is not used by the State of Kansas.

For field definitions see the Glossary.

20 PAGES - POSITION MANAGEMENTPosition Data8 of 8

Navigation: Organizational Development> Position Management> Maintain Positions/Budgets> Add/Update Position Info

When updating Position Data, please note that changes to one field may trigger a change to another field in Position Data. Please remember when you are changing a field to review and verify all the data before saving.

Changing the Job Code triggers• Regular/Temporary field defaults to Regular• FLSA Status field defaults to NonExempt on all classified positions• FLSA Status field defaults to the FLSA status designated on the job code on unclassified positions

• Standard Hours field defaults to 40 hours

Changing the Department triggers:• Maybe Change the Location field.

Changing the Location Code triggers:• Standard Hours field to default to 40 hours.

For field definitions see the Glossary.

For field definitions see the Glossary.

For field definitions see the Glossary.

For field definitions see the Glossary.

21 TRANSACTIONS - POSITION MANAGEMENTOverview1 of 7

In this section, the transactions that can be performed using Position Management will be discussed.

There are four main transactions in Position Management:1. Add a new position.2. Reallocate a position.3. Inactivate/abolish a position.4. Update a record in the Position Data table.

22 TRANSACTIONS - POSITION MANAGEMENTAdd A New Position2 of 7

You will add a new position in SHARP when your agency authorizes the additional position due to need or if they gain additional FTE. Agencies should be sure to check their FTE limit (if applicable) before adding new positions.

Only agencies with Delegated Classification Authority are authorized to add regular positions. A new unclassified, temporary position may also be added when authorized by the Governor.

Cloning Positions

If you have a new position that is similar in setup to an existing position, you can “clone” the existing position to make setup easier.

Cloning an existing position: When adding a new position, will appear just to the right of the Status field. It will prompt you to enter the position number that you want to copy. After entering the position number, the information from the existing position will copy over to your new position. Not all fields will be automatically filled in so be sure to review all fields in order to complete the setup correctly.

See the How Do I menu for detailed instructions on setting up specific types of positions.

23 TRANSACTIONS - POSITION MANAGEMENTAdd A New Position3 of 7

Navigation: Organizational Development> Position Management> Maintain Positions/Budgets> Add/Update Position Info

1. The Add/Update search page will appear, click Add a New Value.

3. The Add/Update Position Info page will open and New will appear in the Position Number box. PeopleSoft will automatically assign the next available position number. Click Add.

4. A new Position Data page opens with “New” for the Position Number. The number will be assigned when you save the new position.

5. Type in the correct effective date of when the position should be active. Then type in the Job Code. The information highlighted in blue below will default in from the Job Code Table.

6. Fill in the Department. Company and Location will default in for some department

IDs. If this information does not default in, please fill in the correct information. You can also fill in the Reports To field. Check the FLSA field to ensure it is correct. Then Click on the Specific Information tab at the top of the page (You may also click the Next tab button or the Specific Information link at the bottom of the page.)

7. On the Specific Information page, fill in the Position Pool ID and the FTE for the

position. When the FTE field is less than than 1.0, the Standard Hours field on the Description page must also be updated as well.

8. After filling in the information click on the Kansas Information tab. Enter the County, Empl Class (Employee Class Code Information can help you with your selection), Work Schedule, Supervisory, Safety Sensitive/Commercial Driver (K.S.A. 75-4362(g)), and

Salary Authorized By. Press .

9. If you left the Reports To field blank on the Description page, you will receive a warning that this is blank. You may either go back to the page and fill it in by pressing Cancel, or click Ok to bypass the warning.

10. The position is now saved and the Position Number will show up on the Description page where the word New was previously.

Also see the How Do I menu for step by step instructions on adding various types of positions.

24 TRANSACTIONS - POSITION MANAGEMENTReallocate a Vacant Position4 of 7

An agency will reallocate a vacant position when the position has changed such that a new Job Code is required. Only agencies with Delegated Classification Authority are authorized to reallocate Classified, Regular positions.

Before reallocating a position, check to see if there is an incumbent on the Budget/Incumbent page in Position Data. An incumbent is an employee that is assigned to a particular position. This will determine whether you must visit Job Data during your transaction. See the next section, Reallocate a Filled Position for more information.

When completing a reallocation, be sure you enter the correct Reason Code in Position Data. This code indicates the reason for making a change to position data. Use the Action Reason Code Guide to help you choose the correct code. Reason codes are very useful to HR staff in decision making and with statistical reports.

Navigation 1: Organizational Development> Position Management> Maintain Positions/Budgets> Add/Update Position Info

On Position Data, you will enter the reallocation row and information such as effective date, Action/Reason code, job code, and other changing information. Verify fields such as Department ID, Location Code, Reg/Temp field, Classified Indicator, Salary Plan, Grade, and Hours. After you have entered and verified all information on the position, press Save.

For step by step instructions, visit the How Do I menu.

25 TRANSACTIONS - POSITION MANAGEMENTReallocate a Filled Position5 of 7

When entering a reallocation on a filled position you must visit two pages Position Data and Job Data. New rows will be added to the employee’s Job Data if the effective date in Position Data is greater than or equal to the effective date in Job Data.

Note: If incumbent is receiving an increase in pay, after the reallocation is entered on Position, a new Effective dated row and an Effective Sequence should be entered with the action of PRO in Job Data. Choose the appropriate reason code.

Navigation 1: Organizational Development> Position Management> Maintain Positions/Budgets> Add/Update Position Info

On Position Data, you will enter the reallocation row and information such as effective date, Action/Reason code, job code, and other changing information. Verify fields such as Department ID, Location Code, Reg/Temp field, Classified Indicator, Salary Plan, Grade, and Hours. The Reg/Temp field will default to "Regular" so make sure you change this to "Temporary" when appropriate. After you have entered and verified all information on the position, press Save. A warning telling you that a row has been added to the incumbent's job data will appear. Press ok and move to the Budget and Incumbent's tab to find out the Incumbent's employee ID. Now you will move to Job Data.

Navigation 2: Workforce Administration>Job Information> Job Data

On Job Data, you will add a new effective dated row. This row will be have the same effective date as the previous row that Position Data automatically inserted. Move to the Effective Sequence field and type in the appropriate number. Since both rows have

the same effective date, they have to have a different sequence. Next type in your Action and Reason codes. Make sure to consult the Action Reason Code Guide for the appropriate codes relating to your specific transaction. Next (for classified positions) move to the Salary Plan tab and enter the appropriate Step. During reallocations, this step is blank, so the correct value must be entered. Next you will move to the Compensation Tab and press the Default Pay Components button. This will update all the employee's pay information. Verify information on the Kansas Information tab and move to the Benefit Program Participation link to enter the Annual Benefit Base Rate.

For step by step instructions, visit the How Do I menu.

26 TRANSACTIONS - POSITION MANAGEMENTInactivate/Abolish a Position6 of 7

Abolishing and inactivating a position are two terms to describe the same action. The reason an agency will inactivate a position is that it is either no longer used or its inactivation is requested by the Legislature. Once a position is inactivated/abolished it cannot be reactivated or reestablished to be used by an agency. A new position must be created in order to add the position back or if additional FTE is granted.

Navigation: Organizational Development> Position Management> Maintain Positions/Budgets> Add/Update Position Info

1. Navigate to Position Data.

2. Add a new row by clicking the plus sign. Change the Effective Date and change the Status to Inactive.

3. Add the Action/Reason code Position Change/Status Change.

4. Save.

27 TRANSACTIONS - POSITION MANAGEMENTMaintaining Position Data7 of 7

An agency will update position information when a change occurs. Entry of the update should be done at the time the change takes place.

Some data updated on Position will automatically be updated on Job and Employment

provided that the "Update Incumbents" checkbox is on.

Important Note: When adding a new row to Position Data, always be sure to check the Reg/Temp field. When a new row is added, the field re-defaults to Regular. Make sure that it says the same thing as the previous row when you save. Also check the Standard Hours field for part-time employees as this may default back to 40.

One thing to note when making changes to positions, is that you should not change an existing position’s Reg/Temp field from Regular to Temporary or vice versa. This also applies to the Classified Indicator. Never flip this field from Classified to Unclassified or vice versa.

If a change has been made to a part-time position's FTE, the Standard Hours field on the Description page must also be updated as well.

While most updates use the UPD reason code, there are exceptions. Consult the specific How Do I for your update if you have questions about which reason code to use. You may also use the Action Reason Code Guide to help with your decision.

Navigation: Organizational Development> Position Management> Maintain Positions/Budgets> Add/Update Position Info

Update Log

DATE PAGE CHANGE WHO

3/31/10 TRANSACTIONS - POSITION MANAGEMENTMaintaining Position Data7 of 7

Updated to add additional text and highlight section:

Important Note: When adding a new row to Position Data, always be sure to check the Reg/Temp field. When a new row is added, the field re-defaults to Regular. Make sure that it says the same thing as the previous row when you save. Also check the Standard Hours field for part-time employees as this may default back to 40.

KYS

1/5/09 Pages - Position Management - Position Data - Page 8 of 8

Add text:

When updating Position Data, please note that changes to one field may trigger a change to another field in Position Data. Please remember when you are changing a field to review and verify all the data before saving.

KYS-PAP

Changing the Job Code triggers• Regular/Temporary field defaults to Regular• FLSA Status field defaults to NonExempt on all classified positions• FLSA Status field defaults to the FLSA status designated on the job code on unclassified positions• Standard Hours field defaults to 40 hours

Changing the Department triggers:• Maybe Change the Location field.

Changing the Location Code triggers:• Standard Hours field to default to 40 hours.

11/6/07 Inactivate Position Added Action Reason Code to use. KYS

Oracle/Position Management

Advertisement

Expert: Vikash Pattnaik - 10/12/2008

QuestionQUESTION: SirCurrently an employee is in a position. The position is reporting to itself as it highest position in the organisation.Does the functionality in Position Managment support to over ride this feature and enable the employee position to report to "0000" a default value since this position is the highest in organisation heirarchy.

ANSWER: Hi Sitapati,Good to hear from you. From your mail I would assume the you have a full-position management system. If I understand correctly, currently you have this position reporting to itself and you want to change it to report to '0000'. First of all, I would say both the solutions that you have noted here works fine. You could either have a position report to itself to indicate the highest order or create a 'dummy' reporting position for the highest order position.

Now answering your question of how to change the position, you have 2 options. 1. If you do not wish to disturb the existing chronology and bring in this change or override, you could go to this position definition (or position setup) within Organizational Development and add a new row for the position with a new effective date. For the new effective date enter a action reason of 'Data change'

or similar, and on the next tab check the box 'update all incumbents' and then save the component. This action will insert a new row of data in job for all the employees who are incumbents to this position with an action of 'position change'. Please note that any future dated rows (beyond the effective date you provided) cannot be updated and you must manually correct them.

2. If you wish to make this change through a correct history action. Go to the position configuration and correct the reports to position and save the component. This will not update the incumbents record and you will have to manually go and correct the job data for all the incumbents. This can either be done by 'override position mgmt' or a back end DML script.

I would always recommend the first approach by virtue of the fact that it maintains data integrity better.

Please feel free to drop a mail if you have any other question on this subject.

Thanks!Vikash

---------- FOLLOW-UP ----------

QUESTION: hello sir

In the above scenario we dont have the "0000" in the application right now. so do we now create the position or hard code because we want only the highest postion in the organisation report to position "0000".

Get the answer below

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Answer

Hi,

Why don't you let the highest position report to itself within position management? What do you configure in the "reports to" position for the highest position?

I would suggest that your create a position 0000 and configure it to report to itself for best results. OR have the actual highest positions (currently reporting to 0000) to report to themselves.

Let me know if this helps.

Thanks!Vikash

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Expertise

I can answer all questions pertaining to configuration in Base Benefits, Benefit Administration, E-Benefits , Benefit Billing,Workforce Administration, Workforce Monitoring, Position Management and Core HR in PeopleSoft HRMS. Though I can answer questions on design and functionality evaluation for interfaces in Benefits I cannot be of much help with programming related queries. I am not a technical expert and hence cannot answer questions related to programming or DBA activities.

Experience

I am a PeopleSoft HR Functional Consultant with expertise in Benefits, Benefit Administration, Benefit Billing and e-benefits, Workforce Administration, Workforce Monitoring, Position Management and Core HR in PeopleSoft HRMS. I have worked in versions 8.3,8.8,8.9 and 9.0. I have a masters degree in Human Resource Management and am a specialist in USA Employee Benefits legislations. From a technical stand-point I have extensive knowledge in HIPAA compliant EDI interfaces. In addition, I have configured core business setup and Workforce Administration module from end-to-end in version 8.9.

Education/CredentialsMBA (Major Systems and HR), Bachelor of Engineering

http://en.allexperts.com/q/Oracle-1451/2008/10/Position-Management-1.htm

Position Management

What is Position Management?

Delivered functionality within the PeopleSoft Human Capital Management (HCM) 9.0 system (Position Management module)

Maintains Human Resources and Budget information on every authorized employment position

Position Management defines Human Resources by position, rather than by employee

Defines attributes of positions within departments and defines reporting relationships

Why is it important? What are the advantages?

Ensures the right person is being paid from the right funds for the right position

Ability to manage the University’s workforce by position in addition to tracking by employee

Streamline processes for recruiting and hiring personnel (regular and contractual)

Provides transparency of the organizational structure and staffing needs

Real-time and consistent workforce information

Provides committed funding (budget) and salary expenses by position, both vacant and filled

Improved reporting and analysis capabilities (i.e. system generated organizational charts)

How will it impact my work?

Proactive approach in addressing the staffing needs to support a department’s / division’s strategic goals

Ability to make timely decisions regarding hiring and recruiting personnel

Shared responsibility on determining the human resource needs of a department to support the University’s strategic plan

Flexibility to use base budgets to fund positions that better support departmental needs

Though we are Full position management, we set our setting to partial position management.

If you are using workflows you will need to change the rules for the workflow Position Management should be a 1:1 relationship so though you may have many people with the same job each job should have a unique position number The elements in Position Management are the effective date, the Business title, job code, deptid, report to position number.

Position Management - For or Against

Reply from Abmgd | posted Jul 29, 2009 | Replies (6)0

I have implemented position management in a couple of companies. The overarching goal for each is the additional control that position management provides. There are 2 ways of implementing position management: partial and full. Partial allows you to remain flexible whereas full is very rigid. That is if you implement full position management, you cannot hire into an opening (job requisition) without identifying the position for that opening. Partial allows you to hire without a position, then you can go back and assign the position number. Pros: Ability to identify the positions required for your company to operate efficiently and productively. Then you can budget against this and report if the level that you have is appropriate. It also allows you to update certain attributes at the position level then "update the incumbents" for that position. This can potentially reduce data entry since your HR reps will not have to update JOB for each incumbent. Cons: Inflexibility of "full position management." You can mitigate this by turning on just "partial position management" but you'll have to analyze and understand the impact to your business process. Hope this helps.

Human Resources

Oracle's PeopleSoft Enterprise Human Resources offers comprehensive HR capabilities, from workforce management to compensation and talent management. Extensive business process automation and rich self-service enables organizations around the world to free up their HR teams to perform value-added services while reducing operational costs.

PeopleSoft Human Resources is part of Oracle’s PeopleSoft Enterprise Human Capital Management family of applications.

Human Resources - Features List

Global Workforce Management

Use a single application to meet national and regional requirements, with comprehensive international language, Unicode, and multiple currency capabilities.

Meet cultural and regulatory requirements in Australia, Belgium, Canada, France, Germany, Hong Kong, Italy, Japan, Malaysia, Mexico, the Netherlands, New Zealand, Singapore, Spain, Switzerland, the United Kingdom, and the United States.

Use Global Assignments to maintain accurate, comprehensive information on inpatriate, expatriate, and third-party national assignments.

Manage your entire workforce, including contingent workers such as consultants, contractors, board members, interns, temps, etc.

Total Compensation Management, Reporting, and Analysis

Design your compensation system to include salary plans, grades, and steps; multiple pay components; variable compensation plans; and benefits.

Administer simple to complex cash- and non-cash variable compensation programs.

Secure, Integrated HRMS Data Warehouse

Build a multidimensional data warehouse for combining your human resources, benefits, and payroll analytical reporting.

Share data with other PeopleSoft Enterprise HCM, enterprise applications, or current business solutions.

Leverage 150 pre-packaged HR-relevant metrics, complex derived metrics, and 19 leading analysis and reporting templates tailored to individual roles, functions, and industries.

Union Labor Management

Manage your organization’s labor agreements, including job codes affected, seniority rules, and facilities included.

Define automated wage progression rules and processing.

Access automated collective action administration for mass layoffs/re-calls.

Competency, Career, and Succession Management

Identify and associate competencies with individuals, jobs, positions, and project teams.

Identify employee development needs, then enroll employees in training programs.

Find leadership and talent gaps in your organization, and identify and follow up on high-potential employees.

Comprehensive Health, Safety, and Labor Relations Management

Create an accurate, up-to-date record of the steps taken to resolve labor relations problems and help your organization avoid liability issues.

Track detailed data on incidents, injuries, illnesses, dangerous occurrences, first aid and medical-aid treatments, accident investigations, corrective actions, compensation claims, and medical examinations.

Flexible Position Management

Run your system by administering employees or jobs, by managing positions, or by partial position management.

Define position characteristics, including organization, location, job code and title, shift and work days, expenditures, and related budget information.

Create accurate departmental budgets by position, job code, or the department as a whole—for any time period.

Benefits Management

Base Benefits provides you with the tools you need to manage your employee benefit programs, from tracking and managing FMLA requests to managing 403(b) and vacation buy and sell programs.

Set up your basic benefits system architecture and enroll employees and their dependents into the benefits system. Includes COBRA coverage.

HelpDesk for Human Resources

HelpDesk for Human Resources is a workforce support center solution that incorporates functionality to support the entire request-to-resolve process. HelpDesk for Human Resources gives HR specialists a view of every employee's case history and HR data, enabling them to quickly manage and resolve all employee HR issues in real time.

HelpDesk for Human Resources is a part of Oracle's PeopleSoft Enterprise Human Capital Management family of applications.

HelpDesk for Human Resources - Features List

Unique Service Delivery Solution. HelpDesk for Human Resources is the only end-to-end service delivery model for Human Capital Management on the market. No other HelpDesk solution allows direct view and edit accessibility to HR data and HR software applications in real time.

Reduce Costs by Optimizing Human Resources Practices and Solutions. A single global HelpDesk solution streamlines the entire HR software delivery process and allows HR staff to redirect their focus from administrative tasks to strategic business activities.

Secure Integration. Pre-built secure integration between PeopleSoft HR software and CRM reduces data entry, improves data accuracy, and leverages existing system investments.

360-Degree View. Provide agents with a quick snapshot of the data most likely required to answer high-level questions/cases.

Increase Workforce Productivity. Agent talents are matched with workforce issues to deliver the right answer in real time, which translates to less down time. When aligned with self-service, problem/case escalations are further reduced.

Enhance Organizational Productivity. Leverage existing systems and investments; respond to the workforce as customers.

Position Management Overview

Difference between job and position | Job Evaluation | Functional Classifications | Clerical evaluation factors | PA evaluation factors | Appeals

Position Management is part of the PeopleSoft Human Resources Management System (HRMS). The system is in place in order to track positions, do trend analyses and provide information about the work force. Each individual position has been assigned a unique eight-digit position number (example: 00012354). This number can be found in electronic documents (E-Docs), in your budget papers, and in HRMS. The position number is always used to identify the position and, therefore, should appear on any position documents used by HRA such as: the Position Posting Request forms, Position Description form, Notification of Job Classification Review, electronic documents and other payroll documents. The position number will remain the same even as the position becomes vacant and replacements are appointed. The position number will also stay the same regardless of the funding source.

Positions are identified and connected to organizations via their org codes, not account numbers. Some organizations may have several organization codes representing different units of the school/department.

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What is the Difference Between a Job and a Position?

A job is a group of duties, tasks or responsibilities constituting the assignment for one or more individuals whose work is of the same nature/responsibility level, whereas a position is a collection of tasks assigned to a specific individual. Many persons may have the same job but generally (except for a job share, for example) only one person has a position. Therefore, many persons on campus will have the same job (e.g., SM07 Custodians have one job code but each position will have a unique position number).

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JOB EVALUATION

The purpose of job evaluation is to determine the relative value to be placed on jobs within an organization in order to assign jobs to a hierarchy of grades. Job evaluation is a formal process that begins with job analysis, the study of tasks and responsibilities related to the position. This information is used to develop the job description that outlines job content and employee qualifications to perform the job. Using a specific evaluation system, the job content of the individual position is then compared to other jobs in the organization, and arranged by rank, depending on the relative value of the job or group of jobs.

Procedure

Job evaluation involves these steps:

The supervisor approves initiation of the process. The incumbent then completes position description form and the supervisor completes the supervisor’s section. The incumbent and supervisor are both involved in order to facilitate discussion of the duties and promote agreement on the functions of the job. If there is no incumbent, (such as when a new job is established) the supervisor or a committee completes the position description form.

2. After completion, the department sends the position description form to the appropriate persons within their division, department, or school for approval and signatures.

3. The department sends the completed form to Human Resources Administration either electronically, fax or paper copy to UN 340. The electronic version should have an electronic signature of the incumbent (if any), supervisor/s and fiscal officer or head of department.

4. The job is assigned to a job analyst.

5. The job analyst reviews the position description, performs an initial evaluation and researches comparable jobs within the department and across the university.

6. If needed, the job analyst arranges an interview meeting with the position supervisor or the department administrator (and the incumbent, if there is one) to obtain further details about the job.

7. The job analyst documents the conversation, reviews the classification according to the appropriate method, re-examines comparable jobs and documents the classification decision.

8. The job analyst calls the department with results and prepares a notification letter to be sent to the department to indicate the classification determination. For PA positions, an official position description is also prepared in accordance with HR format

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Functional Classifications

The functional classifications of IUPUI staff positions are listed below. Each includes some examples of the type of work that fits the category

CL Clerical - Assignments where duties, usually referred to as office duties, include one or more of the following: word processing, typing, stenography, filing, public contact, operation of office machines, record keeping and other administrative support tasks. Duties may involve directing the work of employees performing the same or similar work.

GS General Supervision - Assignments requiring a limited degree of skill and knowledge or assignments in skilled crafts categories which require specialized manual skills in a recognized trade area. Due to the fact that these assignments require supervision of service-maintenance staff, the employees in GS positions are ineligible for union membership and are removed from the bargaining unit.

NU Staff Nurses – Main function is to provide professional nursing care for the comfort and well-being of patients as described in all applicable standards. These are all classified as NU11, and a generic job description is used.

PA

PN Licensed Practical Nurses – Delivers nursing care consistent with an identified plan under the supervision of a Registered Nurse or physician. These are all classified as PN03, and a generic job description is used.

RS Research Technicians - Assignments in which the duties are primarily geared toward basic research work as opposed to clinical work. A position with both clinical and research aspects is included if the majority of the position is research-related.

SM Service - Maintenance - Assignments requiring limited degrees of skill and knowledge or assignments in skilled crafts categories which require specialized manual skills in a recognized trade area. Duties may include one or more of the following: construct, remodel, repair or maintain campus structures and equipment; maintain campus grounds; keep buildings and equipment clean and orderly; store, prepare, or serve food; receive, store, move, or disburse equipment or supplies; transport students, staff, or equipment and supplies; sort and deliver mail; operate and/or maintain university vehicle; operate printing equipment; protect life and property or enforce laws, rules and regulations. These positions are represented by AFSCME Local 1477.

TE Technical - Assignments requiring specialized knowledge or skills which may be acquired through experience, degree, or certificate programs. Duties may include one or more of the following: carry out or assist in carrying out medical, clinical or research studies; patient-related diagnostic or therapeutic duties; setting up laboratory equipment; coordinating academic laboratories including maintenance and supplies; installation, maintenance and repair of computers and peripheral equipment; operating mainframe computers and other related operations.

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Clerical Job Evaluation factors

Job complexity, judgment, and problem-solving - the complexity of the duties involved in the job, the degree of independent action, and the extent to which the employee is required to use judgment in making decisions and solving problems.

Supervision received - the extent and closeness of supervision required and received, including the degree to which the immediate supervisor outlines the methods to be followed, the results to be obtained, and the frequency that work progress is checked. Proximity or immediate availability of supervision is also considered.

Personal contacts - the responsibility for effective handling of any personal contacts or interactions. Consideration is given to the frequency, nature or type, importance and level of stress involved in each contact, and such matters as cooperation, tact, or persuasiveness required to properly fulfill the objectives of the contacts. These contacts may be in person, written or by telephone.

Working conditions - the conditions under which the job must be done and the extent to which the conditions make the job disagreeable or unpleasant. It also measures the physical effort required and the fatigue caused by the intensity and continuity of the work. Tediousness, visual strain, and unusual stress are all considered.

Education - the academic preparation and/or technical training considered to be the minimum prerequisite to learning and performing the job.

Experience - the minimum amount of time usually required for a person with the specified educational background to acquire the related knowledge and skills to perform the job and the minimum required prior experience.

Supervision exercised - the nature and magnitude of responsibility for supervising subordinates.

Impact of errors - the likely effect or consequences of potential errors made by an individual in the regular course of the work and the opportunity for making such errors.

Responsibility for confidential data - the integrity and discretion required in safeguarding confidential data handled or obtained in the normal performance of duties.

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PA Job Evaluation factors

Complexity - the outstanding difficulties, diversity and role in analyzing, developing and implementing actions affecting the institution to some degree.

Education - the minimum amount and type of academic study or training necessary to prepare an individual for the job.

Experience - the minimum amount of previous experience needed by an individual having the specified educational background.

Latitude - the requirement to proceed alone and unguided in the performance of assignments and in decision-making processes.

Accuracy - the opportunity for and the probable effect of errors; a measure of the probable loss to the university resulting from errors in accuracy and in decisions.

Supervision of others - the responsibility for organization, leadership, guidance or direction of others, including the number of people, types of responsibilities supervised, and the extent of the supervisory responsibility.

Appeal

If the department does not agree with the classification rank level recommended by the analyst, their concerns should first be addressed to the job analyst for a second review. If agreement cannot be reached, the supervisor may appeal the job evaluation determination to the HRA Manager of the Employment and Compensation Section.

Appeals of the exempt/non-exempt classification decision (i.e., interpretation of FLSA) are not available.

To initiate appeals of classification determination, the department representative may discuss the issues orally with the Manager of Employment and Compensation or may submit a written request via email.

Appeals must be initiated within one month after the Job Analyst has informed the supervisor of the result of the job evaluation.

If the supervisor and department head disagree with the Manager’s decision and extraordinary circumstances are present, the supervisor/ department head may forward his/her disagreement to the Assistant Vice Chancellor for Human Resources. The Assistant Vice Chancellor for HR will review the department’s request and will issue a final decision.

Business Editors/High Tech Writers

PLEASANTON, Calif.--(BUSINESS WIRE)--Nov. 5, 2002

PeopleSoft Inc. (Nasdaq:PSFT) today announced that it has been positioned in the leader quadrant of the recently published Gartner, Inc. Magic Quadrant for large enterprise HRMS(1). PeopleSoft HRMS is the cornerstone of the world leading PeopleSoft Human Capital Management (HCM) product family.

Gartner defines leaders as vendors who are performing well today, have a clear vision of market direction and are actively building competencies to sustain their leadership position in the market. In addition to evaluating traditional HRMS functionality, Gartner also evaluated a variety strategic workforce management components including: portals, self-service, workforce planning, recruiting, contract labor procurement, eLearning, performance management, total compensation management, time and expense management, competency management, knowledge management, collaboration, analytics and more. All of these components are included in PeopleSoft's HCM solution.

"PeopleSoft continues to strengthen its position as the world's leader in providing innovative HCM solutions," said Doug Merritt, vice president and general manager, PeopleSoft Human Capital Management. "PeopleSoft's success is a result of our superior technology and comprehensive HCM suite that enables organizations to maximize HR efficiency, workforce productivity and organizational effectiveness in today's fiercely competitive market."

PeopleSoft Human Capital Management is the only global, pure Internet solution that allows organizations to align workforce contribution to business objectives within and beyond the enterprise. PeopleSoft HCM enables organizations to improve workforce efficiency and productivity to drive higher levels of business outcome in real time.

About PeopleSoft

PeopleSoft (Nasdaq: PSFT) is the world's leading provider of application software for the real-time enterprise. PeopleSoft pure Internet software enables organizations to reduce costs and increase productivity by directly connecting customers, suppliers, partners and employees to business processes on-line, in real time. PeopleSoft's integrated, best-in-class applications include Customer Relationship

Management, Supply Chain Management, Human Capital Management and Financial Management. More than 4,700 organizations in 140 countries run on PeopleSoft software. For more information, visit us at www.peoplesoft.com.

(1) Gartner

Large-Enterprise HRMS Magic Quadrant, 2002

10 October 2002 James Holincheck

The Magic Quadrant is copyrighted October 2002 by Gartner, Inc. and is reused with permission, which permission should not be deemed to be an endorsement of any company or product depicted in the quadrant. The Magic Quadrant is Gartner, Inc.'s opinion and is an analytical representation of a marketplace at and for a specific time period. It measures vendors against Gartner defined criteria for a marketplace. The positioning of vendors within a Magic Quadrant is based on the complex interplay of many factors. Gartner does not advise enterprises to select only those firms in the "Leaders" quadrant. In some situations, firms in the Visionary, Challenger, or Niche Player quadrants may be the right matches for an enterprise's requirements. Well-informed vendor selection decisions should rely on more than a Magic Quadrant. Gartner research is intended to be one of many information sources including other published information and direct analyst interaction. Gartner, Inc. expressly disclaims all warranties, express or implied, of fitness of this research for a particular purpose.

Note to Editors: PeopleSoft and the PeopleSoft logo are registered trademarks. All other company and product names may be trademarks of their respective owners.