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  • Human Capital Management (HCM)

    Position Management

  • TABLE OF CONTENTS Overview...............................................................................................................3 Access the System ...............................................................................................4 Create/Modify Positions ........................................................................................9 Maintain Position Accounting..............................................................................19 Position Cross-Reference ...................................................................................28 Resources...........................................................................................................37

  • HCM Position Management

    Overview The purpose of this Reference Guide is to illustrate the procedural steps and the PeopleSoft screens used by Departmental Position Managers to:

    Create/Modify Positions

    Maintain Position Accounting

    View Position Cross-Reference At Go-Live, Position Management will primarily be handled by departments; position management will no longer be centralized within OHR. The paper forms will be a thing of the past. In PeopleSoft there are 3 sections (roles) within position management. They are:

    1. Create/Modify Positions ASU_HR_PM_Dept Position Mgr

    2. Maintain Position Accounting ASU_HR_PM_Dept Financial Mgr

    3. Position Cross-Reference ASU_HR_PM_Dept Position View

    Those with the Dept Position Mgr or Dept Financial Mgr role will automatically be given the Dept Position View. The Dept Position View role can also be requested by those within your area needing to see this information but who will not be given the access to make changes to the position number or the funding. Depending on the change, the request to modify or create a position number will be routed to OHR for approval. An example requiring OHR approval would be a change to the job title/job class code. Most position changes will not require OHR approval. Some examples would include:

    Change to Reports To Change to funding

    Page 3 of 37 Last Revised 06/19/2007

    Copyright 2006 Arizona State University and CedarCrestone, Inc

  • HCM Position Management

    Access the System You can access the PeopleSoft system from the link below, https://hrsa.oasis.asu.eduYou need to use your ASURITE ID and Password to sign in.

    Page 4 of 37 Last Revised 06/19/2007

    Copyright 2006 Arizona State University and CedarCrestone, Inc

    https://hrsa.oasis.asu.edu/

  • HCM Position Management

    After signing into PeopleSoft, Position Management is only 3 clicks away. Once you have reached the main Position Management menu, you can click on the Add to Favorites link in the top right hand corner of your computer screen and save that web page link. From then on, Position Management will only be one click away. Lets begin.

    Text Captions: Select the ASU Customizations link

    Page 5 of 37 Last Revised 06/19/2007

    Copyright 2006 Arizona State University and CedarCrestone, Inc

  • HCM Position Management

    Here is the second click.

    Text Captions: Select the ASU HCM Custom link

    Page 6 of 37 Last Revised 06/19/2007

    Copyright 2006 Arizona State University and CedarCrestone, Inc

  • HCM Position Management

    One more click and we are there!

    Text Captions: Select the ASU Position Management link

    Page 7 of 37 Last Revised 06/19/2007

    Copyright 2006 Arizona State University and CedarCrestone, Inc

  • HCM Position Management

    This is the main ASU Position Management Menu. You can see the 3 sections that Position Management is comprised of. Remember to save this page as one of your favorites, making it easy find again.

    Page 8 of 37 Last Revised 06/19/2007

    Copyright 2006 Arizona State University and CedarCrestone, Inc

  • HCM Position Management

    Create/Modify Positions To create/modify a position, please select the Create/Modify Positions link. The role that you will need to create or modify a position number is Dept Position Mgr. First we will find out how to create a position number.

    Text Captions: Select the Create/Modify Positions link

    Page 9 of 37 Last Revised 06/19/2007

    Copyright 2006 Arizona State University and CedarCrestone, Inc

  • HCM Position Management

    Upon selecting Create/Modify Positions, the following 3 choices appear: 1 Create a New Position 2. Modify Existing Position 3. Return to Work in Progress (will not show for first time user)

    Text Captions: Select the Create New Position radio button

    Typically, Create a New Position will be chosen when one or more of the five main criteria for a position number do not correspond to an existing position number within the department. Those five main criteria are:

    1. Job Class Code 2. Job Title 3. Job Dept 4. Reports To 5. Funding (accounts and percentages)

    A position number can be created by cloning an existing position number and then changing attributes of the position number, or can be created from scratch. To change an existing position numbers attributes, like the reporting structure for example, select Modify Existing Position. To return to position number updates in progress, select Return to Work In-Progress to see a listing of position numbers that have been saved.

    Page 10 of 37 Last Revised 06/19/2007

    Copyright 2006 Arizona State University and CedarCrestone, Inc

  • HCM Position Management

    This time we are going to clone an existing position number.

    Text Captions: Select the Clone from Existing Position radio button

    Page 11 of 37 Last Revised 06/19/2007

    Copyright 2006 Arizona State University and CedarCrestone, Inc

  • HCM Position Management

    A message will appear each time you indicate that you will be creating a new position number. Position numbers are auto assigned. It is not possible to choose a specific number for the new position.

    Text Captions: Click the Return button.

    Page 12 of 37 Last Revised 06/19/2007

    Copyright 2006 Arizona State University and CedarCrestone, Inc

  • HCM Position Management

    Indicate the position number that you want to clone. You can look the position number up if you are unsure what it is.

    Text Captions: Click the Look Up icon.

    Page 13 of 37 Last Revised 06/19/2007

    Copyright 2006 Arizona State University and CedarCrestone, Inc

  • HCM Position Management

    We are going to clone position number 100004. Position numbers in PeopleSoft are six digits long instead of the five digit numbers we have been using in the legacy system.

    Text Captions: Select the 100004 link

    Page 14 of 37 Last Revised 06/19/2007

    Copyright 2006 Arizona State University and CedarCrestone, Inc

  • HCM Position Management

    Upon selecting the position number that you have chosen to clone, the title appears, most of the attributes have been copied to what will be the new position number.

    Text Captions: Click the Continue >> button

    Page 15 of 37 Last Revised 06/19/2007

    Copyright 2006 Arizona State University and CedarCrestone, Inc

  • HCM Position Management

    Before clicking the scroll bar, take a look at the attributes that have been copied over. The attributes that you can change are easy to identify.

    Text Captions: Click the scroll bar

    Attributes of a Position Number The Job Class table in PS contains the HR attributes of a position number like the salary grade or the FLSA status. In that respect, the Job Class modifies the Position. Once a position number has been set up, the position modifies the employee, for example the job department. However, attributes of an employee may change without the need to update the Position. For example, a position may be set to and budgeted as FT but the employee could be working PT.

    Page 16 of 37 Last Revised 06/19/2007

    Copyright 2006 Arizona State University and CedarCrestone, Inc

  • HCM Position Management

    Make sure that all of the fields have been completed and that they match up to your specifications before clicking on the Save and Submit button. If necessary, you could choose to select Save for Later and come back to this position number at a later point in time.

    Text Captions: Click the Save and Submit button

    Page 17 of 37 Last Revised 06/19/2007

    Copyright 2006 Arizona State University and CedarCrestone, Inc

  • HCM Position Management

    Here is the promised message containing the position number that you have just created. It is a good idea to write this position number down.

    Text Captions: Click the Return button

    Page 18 of 37 Last Revised 06/19/2007

    Copyright 2006 Arizona State University and CedarCrestone, Inc

  • HCM Position Management

    Maintain Position Accounting The first half of the position number has been completed. Now it is time to create the second half of the position number, the funding. You cannot have a position number in PeopleSoft without funding. All new position numbers require OHR approval and without the funding section completed, OHR cannot pull up and approve the new position number. The role that you will need to create or modify a position number is Dept Financial Mgr. Identifying the funding for a position number can be done by clicking on the ASU Position Management link and then by selecting Maintain Position Accounting or by clicking on the Create

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