position management for department position managers · 2008. 10. 2. · customizations > asu hcm...

Position Management for Department Position Managers

Business Process Guide Human Resource Information System (HRIS)

V3

TABLE OF CONTENTS Overview ............................................................................................................................. 3 Access the System.............................................................................................................. 4 Verify a Position Using Position Cross-Reference............................................................... 7 Maintain Position Accounting ............................................................................................ 14 Modify a Position ............................................................................................................... 17 Create a Position by Cloning an Existing Position............................................................. 30 Create a New Position from Scratch ................................................................................. 39 Appendix ........................................................................................................................... 71 Effect on Benefits: When a Position is Created or Cloned................................................ 71 Effect on Benefits: When a Position is Modified ............................................................... 73 Position Management FAQs.............................................................................................. 75 NEXT STEPS.................................................................................................................... 96

HCM Department Position Management

Page 3 of 97 Last Revised 10/2/2008

Copyright 2008 – Arizona State University

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 In PeopleSoft there are 3 roles within position management. They are:

1. Create/Modify Positions HCM_Department Position Mgr

2. Maintain Position Accounting HCM_Department Financial Mgr

3. Position Cross-Reference HCM_Department 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




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




After signing into PeopleSoft, Position Management is only 3 clicks away. The Menu items are: ASU Customization > ASU HCM Custom > ASU Position Management. Let’s begin.

Tip: 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!




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.

Next we will explore 5 procedures:

1. Verify Position data using Position Cross Reference 2. Maintain Position Accounting 3. Modify a Position 4. Create a Position from scratch 5. Create a Position by cloning an existing position.




Verify a Position Using Position Cross-Reference To review the details of a position number, or see the employees assigned to a position number, at the main PM menu select Position Cross-Reference. A position number value can be looked up by position number, business unit, department, job code, EmplID, Last Name or Name of an employee. Once a position number has been selected, employees are on that position number are listed as well as links to the Position Data Details and the Fiscal Year Distribution. The role that you will need to view position cross-reference is Dept Position View. Employees who have either the Dept Position Manager or Department Financial Manager roles will automatically be given the Dept Position View role. The Dept Position View role can also be given out separately to others who have a need to see and review this information in your department.

You can find positions by completing any of the selections shown above with the information that you know, and clicking the Search button.




General position information will be displayed on the first screen as well as a listing of the employees that are on that position number. To look at all the attributes you can click on Position Data Details.




This screen shows more information about the position. Click the Return button to go back to the general information screen.




You can view account information related to this position from three different links. The three screen shots after this page will show you the screens shown when you click on:

• Fiscal Year Distribution

• Distribution History and

• Position Cross Reference Tab




This is what you see from clicking on the Fiscal Year Distribution link.




This is what you see by clicking on the Distribution History link.




This is what you see when you click on the Position Cross reference-Acctg tab.

You can return to the previous screen by clicking on the “Position Cross Reference” tab.




Maintain Position Accounting You cannot have a position 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 ASU Customizations > ASU HCM Custom > ASU Position Management > Maintain Position Accounting You will also see a link called “Create Distribution Funding” at the bottom of the Position Creation screen that will take you to the same place.

You can type in the position number, or search for it by clicking on the magnifying glass. Then click on Continue




Enter the effective date – the date you want the accounting changes to take hold. Then click on Continue.




You can look up the correct account number, if you don’t have it memorized, by clicking on the magnifying glass. Every field with a magnifying glass in PeopleSoft allows you to perform a lookup

The total default distributions must equal 100% as well as the total distributions for each specific optional earning code. If a position number is being paid from more that one account, the total distribution percentages from all accounts must add up to 100%. If a position is paid from more than one account, click the “+” sign and a new row will appear for entry. Changes to funding do not require an approval in the system. To indicate different account(s) to use for specific earn type code(s), go to the box marked Optional Earnings: Specific Distributions, select the appropriate Earning Type Code and then indicate the new account(s) and percentage(s).




Modify a Position You can modify an existing position. After logging to https://hrsa.oasis.asu.edu with your ASURite ID and password, click on these menus: ASU Customizations > ASU HCM Custom > ASU Position Management > Create/Modify Position

Note: To do this, you must have the role HCM_Department Position Mgr




Click on Modify Existing Position




You will need the position number that you want to modify. If you know it, you can type it in the field. If you don't, you can click on the magnifying glass and search for the positions in your department. For our example, we want to modify the position of one of the sales associates in our business unit (C0101) and department (C0401)




In this example, we know our business unit, department code and we know that the position we want to modify has the word "sales" in the description. So we set the search criteria to search for that position.

Click the Look Up button Tip: By putting in just your department, you can see all of the positions currently in your department.




Click on the row of your choice.




Click the Continue >> button




We must supply an Action/Reason to indicate why the position is being modified.

Click the Drop Down Menu button on the Action Reason field.




Click on the reason for the position change. If you don’t see a reason that matches your situation, call OHR for coaching.




When managing positions always verify that it is budgeted and that the green check mark has been clicked next to the Budgeted Position question. Note the department number as well.




Check to make sure the Worker's Comp code matches the Position Attributes.




Click the Save and Submit button when you are done.




Click the Return button




When the Save and Submit button is clicked an email is generated informing you that your request has been successfully submitted and will be reviewed by Office of Human Resources (OHR). If the request is returned, another email is generated. To find out what corrections need to be made, go back into your Return to Work in Progress folder and click on the link to the returned position number. There is a field called Return Reason that will indicate why the position number was returned.




Create a Position by Cloning an Existing Position 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)

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 number’s 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.




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




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.




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




In this example, 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.




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.




Take a look at the attributes that have been copied over. The attributes that you can change are easy to identify.

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.




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.




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.

Be sure to check the funding distribution for the new position. You can get step by step instructions from the section called “Maintain Position Accounting” in this document. In order to do this, you need to have the HCM Dept Financial Mgr role in PeopleSoft.




Create a New Position from Scratch This section will show you how to create a position from scratch. Open a web browser and navigate to Https://hrsa.oasis.asu.edu. From there, click on these Menus: ASU Customizations > ASU HCM Custom > ASU Position Management > Create/ Modify Position.




This is the start page for creating new positions. In this example, we will create a new position from scratch. Select the Create New Position radio button




Select the Create from Scratch radio button




In this example, we will create a new position with the following attributes:

• classified staff • police officer SR • in the public affairs- Herberger dept. • reporting to position 110145

To start, select the employee class by clicking on the Drop Down Menu button




Select the employee class for your new position.




Now you want to select the job code for the employee class you have selected. Click the Job Code Look Up icon The list of job codes that will appear after clicking this icon will be all classified job codes in your department because of the setting in the Empl Class (BOR): field above. Respectively, if you had set the Empl Class (BOR) field to Service Professional, all of the job codes listed would be the Service Professional codes in your department.




You can focus your search if you know part of the job code or description. You can change the “comparator” from “begins with” to “contains” –

For example – you can search for all job codes that contain “polic”




All of the Descriptions that start with Polic are now displayed.

In this example, we want to create a Police Officer, Sr. position. Click on the row for the job code you want.




Now, select the date that this new position will be made effective. Select the Choose a Date link




The start date can be the present day's date. It is also possible to future date the new position. However, you would not be able to edit it until that future date, so the creation date is recommended.




Note that if you change the amount of Standard Hours, you could impact the benefits that an employee would receive in this position. Please see the appendix for more information. .




Further down the screen, you can identify the department for this new position. Select the Department Look Up link




To focus our search, you can select different items about your department.




In this example, our department begins with "Pub". Type in your search criteria Click on Look Up




In our example, our department is the public Events department.

Click on the row for your department.




Next you want to input the position number that this position will report to. You can do that from the magnifying glass, or you can launch a new window and use position cross reference to find a similar position.




When you have put the position number in the field, press the Tab key As in many instances working in PeopleSoft it is a best practice to use your Tab key to move out of a field. The title of the field will appear next to the field.




Note that when you Tabbed out of the Reports-To Posn field, the job title, Office Specialist appeared.




Next, you can change the Position Attributes Affecting the Job. Use caution!!!! See the chart in the appendix about the ramifications to benefits if you change data in this area. .




Once you have everything set correctly, click the Save and Submit button




Make a note of this New Position Number! Click the Return button




Click the Return button a second time.




CAUTION: At this point, you have submitted the position, but NOT including any funding sources. In order for OHR to approve it, you need to identify those sources. In order to do that, you must have the Dept Finance Manager role. If you have that role, you will see a new link at the bottom of the screen called "Create Distribution Funding". Our next step is to click on that link and submit identify the funding. If you DON'T have Finance Manager access, a person who does can go find the position from the main menu. They can follow the instructions in the Maintaining Position Accounting exercise, or refer to that section in the business process guide. For this example, we will say that you DO have Dept Finance Manager access, and can complete the process. Click on Create Distributed Funding




Select the date you want the funding to be effective on.




You can type the date in, or (in this example) You can click on the date you want. In this example, click on September 30.




Next you fill in the account(s) that will fund the position. In the Required row, you can have more than one account fund the position, but the total of distribution must equal 100%. You can add more rows by clicking on the + button. In the optional row, you can identify funding for different earning codes. You can also fund an earning code from multiple accounts, but each earning code must be funded to 100% We have filled in the screen for you as an example. Click the Save and Submit button when you have all of the accounts identified.




The position has now been funded.




Appendix

Effect on Benefits: When a Position is Created or Cloned




Effect on Benefits: When a Position is Created or Cloned, cont’d




Effect on Benefits: When a Position is Modified




Effect on Benefits: When a Position is Modified, cont’d.




Position Management FAQs 1. What roles are available for Position Management?

a. Create/Modify Positions HCM_Department Position Mgr

b. Maintain Position Accounting HCM_Department Financial Mgr

c. Position Cross-Reference HCM_Department Position View

When requesting a role, please be sure to indicate the departments you will need access to in the Comments section of the role request. This will determine which positions you will be able to see and modify.

2. How do you sign on to PeopleSoft for Position Management? a. Go to http://my.asu.edu b. Click on the Student Administration (powered by PeopleSoft) link. c. Sign on using your own ASURITE ID and password.

3. How do I find all position numbers within my department? Anyone who has one of the position roles can pull up and view all of the positions within their departments through Position Cross-Reference. Enter the department code in the search window and then click search

4. Can I see all the positions in the University when I go through Department Position View? You will only be able to view the positions in the departments you have been given access to.

5. Is it OK to use group position numbers? Yes – but only if ALL the attributes on the position number match ALL of the attributes for the employees that are assigned to that position number. This is a change from how PS was set up during conversion. At the time of conversion and through April 2008, a job record could be set up with attributes different than those shown on the position number. For example, a position number could be set up with 20 Standard Hours. If HPRs came through listing that position number but noting that the employees on them were working at various FTE, the individual job records were set up to match the information noted on the HPR. In order to facilitate more automation, an inference table was created. This inference table keeps the information listed on the position number in sync with the job records attached to it. Any changes to position numbers made after the inference table went into effect will now update all the attributes on a position number to the job records attached to it. There are still job records that are showing attributes different than the position numbers they are assigned to since a modification has not been made to those position numbers after the inference table went into effect.




Over time, all position numbers and job records will become in sync. Please note: any changes now made to group position numbers will be updated to ALL employees on that position number.

6. When you clone a job opening in TAM you cannot change the attributes. When you clone a position number, can you make changes? Yes!

7. If we are not using some of our position numbers can we have them deleted? No, position numbers cannot be deleted. This is not a change from HRMS. Position numbers can be modified though, making them usable for future jobs as opposed to creating new position numbers when needed. If it is determined that the position number cannot be modified in a manner that the department needs in order to use it, then a position number can be inactivated. Position numbers must be vacant before they can be inactivated. There should not be any charges hitting against the current or future payrolls if a position number is to be inactivated. If a position number has been activated and an error report is generated during the payroll process indicating that charges are being placed against that position number, HR Data Management will need to reactivate that position number.

8. Why isn’t the FTE on my position number matching up with the Standard Hours? If you made a change to the Standard Hours on a position number but did not tab out of the field after making the change, the system will not have the opportunity to calculate the new FTE. Please tab from one field to the next when creating/modifying position numbers. To fix this error, please submit another position change using the same effective date, make any change to the Standard Hours and tab out of the field, then go back and change the Standard Hours back to the hours that should be reflected on the position number and then tab out of the field again, then submit. This will allow the system to calculate the proper FTE.

9. Main considerations when creating position numbers: a. Method: There are two choices; either to create from scratch or to clone a

current position number. If you choose to create from scratch, there are only 9 main fields to complete. If you choose to clone, all the fields will be completed and will only require modification as needed to meet the department requirements. It is important to make sure that all of the attributes match how the employee job record is supposed to be set up.

b. Empl Class: After selecting the Empl Class, if the job code you are looking for does not show up in the pull-down, you have selected the wrong Empl Class.

c. Job Code: The job code will determine many of the position attributes. These attributes cannot be changed, they include:

1. Main Title 2. Pay Group




3. FLSA Status (Exempt or Non-exempt) 4. Salary Grade

d. Effective Date: Remember to select the effective date to match the action you are working on. If you enter a future date, you will not be able to use that position number until that date is current.

10. Main considerations when modifying position numbers: a. Effective Date: This is possibly the most important consideration. Please

remember that when you make a change to a position number that will affect a current employee’s pay or benefits, the effective date needs to be equal to the beginning of a pay period. Modifications that can change an employee’s pay or benefits include:

1. Empl class 2. Job Code 3. Standard Hours (FTE) 4. Department (this will affect the funding of a position #) 5. Full/Part time 6. Reg/Temp

b. Funding: If you change the department code on a position number, you also have to go back into Maintain Position Accounting and re-enter the funding under the new department code.

c. Returned position numbers: the primary reason for a position number is due to the system indicating that there is no funding. The system will not “see” funding on a position number for the following reasons:

1. It was never entered. 2. The funding was entered with an effective date later than the

effective date on the position number. 3. The department on the funding does not match the department on

the position. *Please see the section at the end of this document that shows how to determine why a position number has been returned and how to fix it.

d. Multiple Incumbents: Due to the continued automation of updating Empl Rcds with position number updates, it is important that position numbers with multiple incumbents have ALL attributes of the position number in common. For this reason, a one-to-one relationship for most positions is recommended. NOTE: Employees on the same position number may have different rates of pay since pay rate is not an attribute of the position. An example: If a position number is set to Full Time, 40 Standard Hours, but the employees were hired at various FTE per their HPR documentation, when the department completes a “Reports To” change, the employees will




go from their previous FTE to 100% FTE when the new position row is added to their job records. This can change their benefits eligibility.

11. Why am I receiving an EEO error when creating or updating a position number?

It has been determined that not all of the EEO Codes have been set up in the job code table. If a particular job code does not have an EEO code then the system will not allow the user to create or modify a position number on that job code until the EEO code has been added to the job code table. Whenever the following error occurs please contact HR Compensation/Classification so they can update the job code table:

If you have selected “Save for Later” so that you can go back and submit the position number once the EEO code has been updated the system will continue to produce the error listed above. In order to create the position number or submit the changes you must first withdraw your previous request and start over with creating or modifying your position number.

12. When can we go in and make adjustments to accounts? Anytime.

13. Can a position number exist without funding? It can exist in your Work-in-Progress folder, but it cannot be approved or utilized until funding sources have been attached.

14. If the position distribution percentages are only supposed to add up to 100, how do I distribute 120%? 120% relates to the employee and/or total job FTEs on the position; the percentages in Position Management do not equal FTE; they reflect the percentage




that the salary will be paid from on the specific account(s) listed. The distribution percentages on position numbers will always add up to 100%.

15. What does “Chart Field 3” mean? Agency/Org – commonly referred to as the account number.

16. Are there any restrictions on the percentage amounts? The total of the distribution percentages must add up to 100% and they should be whole percentages. A distribution percentage can be 20% or 21%, but not 20.5%.

17. How do I end the funding on a position number? Accounts on position numbers do not have end dates. However, you can go in to Maintain Position Funding in Position Management and modify the funding on a position number with a new effective/start date and then indicate what the new accounts will be from that date forward.

18. When should Option Earnings-Specific Distribution be used under Maintain Position Accounting? Departments may enter Option Earnings-Specific Distribution accounts and distribution %s on position numbers in order to charge specific accounts for specific types of earnings. When an Earnings-Specific Distribution has been created, charges that are placed against the position number using that earnings code will automatically be placed against the accounts listed for that earnings code. All other earnings codes charges will go against the Default Distribution accounts/distribution %s that are listed in the Default section on the position number funding.




1. Dept can make this update by going into:

a. ASU Position Management b. Maintain Position Accounting

2. Enter the position number to be modified and then indicate the ‘as of’ effective date. This will bring you to the main screen shown above.

3. Go to the bottom of the screen where it indicates Optional: Earnings-Specific Distribution a. Enter the Earnings code needed for specific account distribution (example: MOV

for moving expenses) b. Enter the Account(s) c. Enter the Distribution %(s). Please note, distribution percentages must always add

up to 100%. 4. Multiple earnings codes may be added to the funding of a position number, each with their

own unique set of accounts to pay on those earnings codes. As indicated above, the account distribution percentages for each earnings code listed will need to add up to 100%.




a. Create an Additional Pay listing the Position # and the Earn Code to be used. For more information on how to create an additional pay, please contact your Payroll Representative.

19. How do I modify the effective date on a position number modification? You will not be able to correct the original (created) effective date on a position number. (Please contact HR Data Management if it is necessary to modify the original effective date of a position number.) Future dated modifications to the position number can be made. Please NOTE: If a position number has a current modification row and another modification is made to the position using an effective date prior to the current modification effective date, that modification will NOT carry through to the current modification on the position number. For example, position number 123456 has a ‘Reports To’ change entered on 8/20/2008 with an effective date of 8/25/2008. Then on 8/26/2008 another position change is entered changing the title with the effective date of 8/11/2008. The title change will not be reflected on the 8/25/2008 row. People Soft will view the 8/25/2008 position information as the most current. The title change will only show up in the position number’s history since it was dated 8/11/2008, even though that change was entered after the ‘Reports To’ change.

20. How do I assign an employee to a position number? a. Through MSS when promoting an employee. b. Using the Data Management Exception form. c. Using an HPR form

21. How do I split an employee/position with another department? There are two approaches:

a. The first would be to have just one position number in which only the department reflected on that position number would have access to updating the position number attributes and the funding attached to the position number.

b. The second way (PREFERRED) would be to have two separate position numbers so that both departments would have full control over their share of the funding. Please Note: When using two separate position numbers, the employee will end up with two separate job records.

22. Should the funding for Student Worker positions on Work Study be set up so that it includes the account(s) and distribution percentage(s) for the Work Study portion of the funding? No. PeopleSoft has access to both Student information and Human Resource information. Since this data is all located in the same system, PeopleSoft will be




able to go in and look at the grant information on the Student information side, and pay the correct amount and distribution percentage(s) from the appropriate account(s) for the student grant. The remainder will then be charged against the department account(s) that are set up on the position number. Only the department account(s) and distribution percentage(s) should be set up on the position number. The distribution percentage(s) should add up to 100% since this reflects the total percentage of the student salary that is the department’s obligation to fund.

23. Should all Student Worker position numbers have a Work Study code entered? Yes. All Student Worker position numbers should be set up with the current default WSS Code 70/30 Split regardless if there will be any Work Study students on the positions or not. If the position number is a group position number there can be both Work Study and Non-Work Study students on the position number if the work study type is a 70/30 split. If the work study student is one of the more rare types (68/32 split or 100% Work Study) the student should have their own position number. In order for a Student to be set up as a Work Study Student the student’s position number needs to have one of the following codes on it: • 70/30 Split: 70% Work Study, 30% Department Funding • 68/32 Split: 68 % Agency Funding, 32 % Department Funding • 100%: 100% America Reads

24. Can we back date position number modifications? This is not always possible and is not advised – there may be complications with payroll and/or benefits.

25. In order to avoid placing a part time employee into a benefit’s eligible status, is there a way in PeopleSoft to find out what their total FTE% is? Departments will not be able to determine this information through PeopleSoft. This can be determined at the time of hire by asking the applicant if they currently have any other jobs. Departments may also use MyReports to query this information.

26. How can departments identify the contact information for other departments when “sharing” an employee? The employee can provide this information or departments may contact HR to act as a liaison between the two departments or MyReports may be utilized.

27. Are there any limits/rules in regard to modifying position numbers? Yes. • PRN (work on an as needed basis) should only be selected in the Full/Part Time

field in conjunction with job codes that are paid on an hourly basis. • If an employee has just been newly hired, changes should not be made to their

job record within the first 31 days. This will cause an error during payroll processing. Position changes during this time will either need to be made effective the date of hire or made effective after the 31 days on a pay period begin date.




• Limits have also been place on any change that affects the BEN RCD. A BEN RCD cannot be changed once it has been set on a position number (or on a job record). Employees may be benefits eligible if they have a combined FTE of .5 or greater. Not all employee classes are eligible for benefits; FTEs are only aggregated within certain employee classes and not within other classes. Likewise, an employee’s compensation contributes to benefits only within certain employee classes.

PeopleSoft has been configured to use the following benefit records:

0 = Regular or long term temp employee who is not a student, graduate, or PSPRS.

1 = Seasonal or short term temp employee who is not a student, graduate, or PSPRS.

2 = PSPRS employee

3 = Student or Graduate

With the multiple benefit record numbers, the system correctly computes benefits eligibility, coverage levels, benefits deductions, and leave accruals when an employee has multiple jobs across multiple employee classes. It is common at ASU for a single employee to have multiple jobs across multiple employee classes.

The result of changing an employee’s benefit record number would be a disconnection to all of the benefit records since all benefit enrollments are tied to the benefit record number.

28. When a position modification has been approved, is the employee’s job record

(Empl Rcd) automatically updated? Only “Reports To” modifications on filled position numbers are automatically updated at this point in time. All other position modifications are manually updated on the Empl Rcd by the HR Data Management team.

29. What is the Staging part on a position number and how does it get populated? In Position Cross Reference, there exists a second blue section near the bottom titled “Submitted ‘Front-End’ Staging Data Not Processed Yet”. The staging part is where departments can see the general information and status for position actions that have been initiated but have not gone through the entire approval process yet. The status can read: Submitted, Returned, Saved, etc. New positions and position modifications will all show up in the Staging area until they have been approved. This is the first place a department should look to find out the status of new or modified position numbers. Please see below.




RETURNED POSITION NUMBERS:

There are various reasons why a position number may be returned to the user. Here are some common reasons why position numbers are being returned:

• No Funding has been attached to the position number. • The Funding effective date is after the Position number effective date • The position number is being set up as PRN but the job code is not an Hourly or

PRN job code. • No changes were made on the position number.

When a position number is returned to the user, the user will get an email stating that the “Position number has been returned at your request”. Here is the process to determine why a position number has been returned: 1. Go to Create/Modify Position and click on the radio button “Return to Work-In-Progress”:

2. Click on the Position number(s) listed:




3. In this page there will be a Field called Return Reason (as shown below) that will state why the position number has been returned to you:

In the example above the Returned Reason is stating that the position number needs funding attached to it. The correct Effective Date and Department ID have been provided to the user in the return reason as well so that the funding can be set up correctly. In the example above since the position number has been returned in order to add the funding, the position number needs to be in a submitted status again. In order to put the position number back in a submitted status simply scroll to the bottom of the page and click on the submit button. Funding can then be added by clicking on the “Create Distribution Funding” link on the lower right side of the page. If you forget to add the funding by clicking on the link and have gone out of your Return to Work in Progress, you can go in to Maintain Position Funding to add the funding. Please make sure to use the correct Effective Date and Department ID.




Withdrawing a Position Number When a position change request is withdrawn the user is requesting that the change will no longer take place. If the position number is a new position number, once it is withdrawn it no longer exists. In order to withdraw a position change request the position number needs to be in either a “Not Submitted” or “Returned” status. If the position number is currently in a submitted status you will need to contact the HR Data Management team and ask to have the position number returned. The following is the process to withdraw a position number: 1. Go to Create/Modify Positions and select the Return to Work in Progress radio

button:

2. In Work in Progress click on the position number that you want to withdraw:

3. Click the Withdraw button at the bottom of the screen:




4. The following warning message will pop up; click Continue Withdrawal to process the withdrawal.

5. The status will change to withdrawn and will no longer be in the user’s Work in Progress:




EFFECT ON BENEFITS, ACCRUALS AND RETIREMENT CREATE OR CLONE A POSITION

Field If Employee Is Effect Comments Empl Class (BOR)

Must match Classification assigned by Compensation Office in the Job Code

Effective Date

Yes Must be prior to the hire date for any employee anticipated to be in this position

Job Code Already assigned by Compensation Office

Detailed Title

None Will default by Job Code




Field If Employee Is Effect Comments •Regular or Long-Term Temp

• One job only

•Classified, Administrative, Service Professional, Faculty w/ Admin Appointment, Academic Professional, Academic Professional w/ Admin Appointment

Must be 20 hours or greater to be benefits, accrual & retirement eligible.

Faculty Must be 20 hours or greater to be benefits & retirement eligible.

Post-Doctoral Scholar (academic) Must be 20 hours or greater to be benefits & sick accrual eligible.

Post Doctoral Scholar, FSC (fiscal appointment)

Must be 20 hours or greater to be benefits & vacation & sick accrual eligible.

•Regular or Long-Term Temp

•More than one job

•Classified, Administrative, Service Professional, Faculty w/ Admin Appointment, Academic Professional, Academic Professional w/ Admin Appointment

Any number of hours could make benefits, accrual & retirement eligible when combined total is 20 hours or greater.

Faculty Any number of hours could make benefits & retirement eligible when combined total is 20 hours or greater.

Post Doctoral Scholar (academic) Any number of hours could make benefits & sick accrual eligible when combined total is 20 hours or greater.

Post Doctoral Scholar FSC (fiscal appointment)

Any number of hours could make benefits & vacation & sick accrual eligible when combined total is 20 hours or greater.

Hours from all jobs are added together to determine eligibility.

Separately, each job could be ineligible (i.e. Classified @ 15 hours and Faculty @ 15 hours) but together, the employee does become benefits eligible.

Graduate

Standard Hours

Student

Not eligible for benefits, accruals or retirement.




Field If Employee Is Effect Comments Workers’ Comp Code

Defaults from Job Code

Department No effect

Reports-To Posn

No effect

Full/Part Time

No effect Full Time = 40 hours

Part Time ≤ 39 hours

Reg/Temp Regular or Long-Term Temp Will be benefit, accrual & retirement eligible.

Short-Term Temp or Seasonal Not eligible for benefits or accrual.

Will be retirement eligible if employee in position works 20 hours/week for 20/wks in a fiscal year.

Location Code

No effect




EFFECT ON BENEFITS, ACCRUALS AND RETIREMENT MODIFY A POSITION

If You Change If Employee Is Effect Comments Empl Class, only System will not allow

Job Code, only A change from Exempt to Non-Exempt, or vice versa, will change the base hours used for accruals.

This action will also change the Job Code for any other employee sharing the same position number.

Therefore, a new position should be created.

Regular or Long-Term Temp

Could make benefits eligible or cancel benefits; could make eligible for accrual or cancel accruals; could change vacation accrual rate.

A change from Classified Staff to any other Empl Class WILL terminate retirement.

Empl Class w/ corresponding new Job Code

Short-Term Temp or Seasonal

No effect

This action will also change the Empl Class and Job Code for any other employee sharing the same position number.


Effective Date Yes MUST be the first day of a pay period if there will be a benefit, accrual or retirement effect.

Action Reason No effect

Detailed Title Defaults from Job Code




If You Change If Employee Is Effect Comments To less than 20, will cancel benefits & accruals & could cancel retirement

• Regular or Long-Term Temp

• Active Status

• One job only

To 20 or greater, will make benefits, accrual & retirement eligible

Decreasing by any number of hours could cancel benefits, accruals & retirement when combined total falls below 20 hours.


• Active Status

• More than one job

Increasing by any number of hours could make benefits, accrual & retirement eligible when combined total is 20 hours or greater.

This action will also change the hours for any other employee sharing the same position number.


Hours from all jobs are added together to determine eligibility.


• On any Leave of Absence (Paid or Unpaid)

You must NOT change hours

Standard Hours

Short-Term Temp or Seasonal

No effect

Workers’ Comp Code Defaults from Job Code

Department No effect

Reports-To Posn No effect

Full/Part Time No effect Full Time = 40 hours

Part Time ≤ 39 hours

Reg/Temp System will not allow a change from benefits eligible to non-benefits eligible or vice versa.

A new position should be created.

Location Code No effect




NEXT STEPS In order to get access to PeopleSoft, you must complete these steps:

Apply for access to Peoplesoft;

This class makes you eligible for these roles:

Create/Modify Positions HCM_Department Position Mgr Maintain Position Accounting HCM_Department Financial Mgr Position Cross-Reference HCM_Department Position View Only apply for the roles you need for your job. Be sure to include specific information about your job responsibilities and department so the data trustee will have the necessary information to approve your request.

Here is the link to apply for access: https://www.asu.edu/go/oasis/AddSecurityRequest/

Here is a link to all of the different instructions related to this process. http://help.asu.edu/node/621

What will happen next?

After you request access: 1) Your supervisor will get an email and will go into the system to approve

your request. 2) You will get an email and go into the system to acknowledge your new

role. 3) The data trustee will go into the system and ensure that your job

responsibilities require the roles you requested and verify that you have had the correct training and everything looks correct.

4) The OASIS security team will complete your request and grant you access

5) You and your supervisor will get an email notifying you of your new access.

Here’s what you can do to speed your request and save time for everyone who is part of the manual process behind the electronic form.

1. Spend a couple of minutes and look at the description of the role you are requesting. Check the roles you need or that employee will need. Avoid asking for update access to items that are outside your area of responsibility.




2. Include information in the comments field. Give a good description of why you need the access you are requesting. Include your department or unit. In the future, the security process will know the department where you work but this will not happen until the human resources job data is converted. If you don’t give your department, the data trustee may need to research that before granting you access.

3. Watch the process of your request. Using the on-line system you can tell the steps that have been completed for your request.

Remember the project wants everyone equipped to do their job and be prepared to do it in the new system. The data trustees are advancing toward this goal by being important members of the project teams as well as serving as a data trustee. And finally, we will work to improve the access process as we adapt to the new system.

Questions? Email [email protected]

position management for department position managers · 2008. 10. 2. · customizations > asu hcm...

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