positions - ucsb · course review paypath transactions introductions & logistics overview...
TRANSCRIPT
![Page 1: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/1.jpg)
UCPath Workforce Administration
Critical Concepts & Resources
Human Resources, Administrative Services Division
Positions
Revised 04/07/2020
![Page 2: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/2.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic Personnel
Revised 04/07/20202
Introductions & Classroom Logistics
• Name
• University role
• Years at UC
• Expectations for this training
Attendees
• Name
• UC role
• UCPath role
• Years at UC
• Functional experience
Instructor
• Update your screen name to include your Name, Department, and whether you are here for “New” or “Refresher” training
• We will take roll
• Submit questions through Chat or “Raise Your Hand” Our moderator will manage questions
• Turn off cell phones
• No email or web surfing
• Return from breaks on time
Classroom Etiquette
Workforce Administration
![Page 3: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/3.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic Personnel
Revised 04/07/2020
Workforce Administration
3
About this Course
Position Control
Today’s training session includes:
• Critical Concepts / Resources
• The who, what, why, when, where, & how of the various requests processed in Position Control
• Learning about all the resources available to you, including Job Aids, people, and UCPath itself
![Page 4: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/4.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic Personnel
Revised 04/07/20204
Questions & Parking Lot
• We encourage burning questions. More than likely someone else in the room has the same burning questions.
Questions
Parking Lot
✓ Questions we can't answer right away
✓ Questions requiring a lengthy response
✓ Questions beyond the scope of this training
• Please submit a
question. Karen will
moderate for us
• There is a lot of
terminology. We use
terms you will not
understand.
• Let the instructors
provide the
answers.
Workforce Administration
![Page 5: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/5.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic Personnel
Revised 04/07/20205
Who Are YouShow of hands: Do you …?
Workforce Administration
• Work mostly with Academics
• Work with both Staff & Academics
• Have experience in our previous
payroll system
• Know what UCPath is
• Work mostly with Staff
![Page 6: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/6.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic Personnel
Revised 04/07/2020
Today’s Course Agenda
6
Position Control
The UCPath System
Working with UCPath
Position Overview
Creating New Positions
Updating Positions
Course Review
![Page 7: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/7.jpg)
The UCPath System
7
UCPath Workforce Administration
+
![Page 8: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/8.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic PersonnelRevised 04/07/2020
UCPath Key Terms
8
Workforce Administration
Who’s Who
Communication
UCPath System
UCPC
The UCPath Center in Riverside fulfills the entire UC system’s UCPath needs
AP Position Administrator
Local team at UCSB, managing UCSB’s academic personnel needs
Central HR Position Administrator
Local HR/WFA team at UCSB, managing UCSB’s non-academic staff needs
UCPC Inquiry/Case
Request corrections to history, submit Job Data /Position Update forms (UC-wide)
Academic Personnel ([email protected])
On-campus help line for questions regarding AP workforce issues in UCPath
HR ServiceNow (Staff only) ucsb.sevice-now.com/hr
On-campus customer-service system for staff-related workforce issues in UCPath
Component: • A specific functional work area within the UCPath system
Tab: • One of several pages in a component
Effective Date: • The date an action or status takes effect
Action Date: • The date an action is created, regardless of effective date
Approval: • Dept confirms details and approves action
Fulfillment: • UCPath action to complete requested transactions
![Page 9: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/9.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic PersonnelRevised 04/07/2020
• Position Requests - Use Position Control Request to:
❑ Request new positions
❑ Update vacant positions
❑ Request/update vacant multi-head count positions
UCPath Transactions Types
9
• Smart HR Templates are for employee onboarding and off-
boarding: - Use Smart HR Templates for:
❑ Hiring
❑ Rehiring
❑ Intra-Business Unit Transfers (within campus)
❑ Inter-Business Unit Transfers (between campuses)
❑ Termination
❑ Retirement
• PayPath for employee maintenance – Use PayPath for:
❑ Position Updates (filled positions only)
❑ Job Data Updates
❑ Additional Pay (Stipends, etc.)
![Page 10: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/10.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic PersonnelRevised 04/07/2020
UCPath System Roles
10
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UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic PersonnelRevised 04/07/2020
• Many UCSB staff members have
multiple roles in the UCPath System.
Such as:
❑ Initiator and Approver
❑ Approver and Inquiry Only
❑ Inquiry Only
• Questions about your assigned role?
- Consult your Business Officer or
Supervisor
UCSB Security Roles in UCPath
11
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Working with UCPathWorkforce Administration from a central HR perspective
UCPath Workforce Administration
+
![Page 13: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/13.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic PersonnelRevised 04/07/2020
HR Units + UCPath System
WFA
EmpComp
HR Units + the UCPath System
manage…
• Compensation
• Position Administration
• Recruitment
• Problem Solving
• Functional User Training
13
STAFF ONLY
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UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic PersonnelRevised 04/07/2020
14
UCPath Dashboard
![Page 15: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/15.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic PersonnelRevised 04/07/2020
Position Control Request Navigation
15
PeopleSoft > UC Customizations > UC
Extensions > Position Control Request
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UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic PersonnelRevised 04/07/2020
Bookmark Position Control Request
16
PeopleSoft > UC Customizations > UC
Extensions > Position Control Request
![Page 17: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/17.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic Personnel
Revised 04/07/2020 17
View Position Data
•Current and historical information for a position on three tabs: 1) General; 2) Work Location; 3) Payroll Information
•Navigation: PeopleSoft Menu > Organizational Development > Position Management > Review Position/Budget Info > Position Summary
Position Summary
• Summary data for current and previous incumbents including name, position entry/exit dates, and comp rate
•Navigation: PeopleSoft Menu > Organizational Development > Position Management > Review Position/Budget Info > Position History
Position History
• Summary data for a department’s vacant positions including position number, status and reports to
•Navigation: PeopleSoft Menu > Organizational Development > Position Management > Review Position/Budget Info > Vacant Budgeted Positions
Vacant Budgeted Positions
• Lists all department positions and respective attributes. View Only
•Navigation: PeopleSoft Menu > Organizational Development >Position Management > Maintain Positions/Budget> Add/Update Position Info
Add / Update Position Info
![Page 18: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/18.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic Personnel
Revised 04/07/2020 18
Why Positions? 1 job = 1 position
All existing employees, including student employees, are assigned a position.
Multiple Jobs = Multiple Position Numbers (1 position : 1 job)
Career & Limited Positions
✓ Single Headcount (1 position : 1 incumbent)
✓ Align with a single, unique job description in OACIS
Staff Student and Academic Student Positions
✓ Single Headcount (1 position : 1 incumbent)
✓ Multi-headcount (1 position : many incumbents)
![Page 19: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/19.jpg)
Human Resources & Academic Personnel
Contact Information / Help & Resources
![Page 20: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/20.jpg)
Position Overview
20
UCPath Workforce Administration
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UCPath
Workforce Administration
Position ControlIntroductions & Logistics
UCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirementTransfersTransaction Status
Course Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data ChangesAdditional payCourse Review
Human Resources & Academic Personnel
OVERVIEW
Revised 04/07/2020
UCPath Workflow Process
21
Position Control
(WFA)
Funding Entry(BFS)
Template Transactions
(WFA)
PayPath(WFA)
Additional Pay(BFS)
Budget Distribution
(Budget)
![Page 22: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/22.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & Logistics
UCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirementTransfersTransaction Status
Course Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data ChangesAdditional payCourse Review
Human Resources & Academic Personnel
OVERVIEW
Revised 04/07/2020
Position + Person = Job
22
POSITION
JOB
PERSON
• A position is like an empty chair. It defines the Business Unit (campus), Job Code, FTE, FLSA Status and more.
• The person assigned to the chair (hired into the position) inherits those attributes and is called the incumbent.
• The employee has a unique position number and now, a JOB.
![Page 23: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/23.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & Logistics
UCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirementTransfersTransaction Status
Course Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data ChangesAdditional payCourse Review
Human Resources & Academic Personnel
OVERVIEW
Revised 04/07/2020
1 Job : 1 Position
23
All existing employees, including student employees, are assigned a position.
Multiple Jobs = Multiple Position Numbers (1 position : 1 job)
Career & Limited Positions
✓ Single Headcount (1 position : 1 incumbent)
✓ Align with a single, unique job description in OACIS
Staff Student and Academic Student Positions
✓ Single Headcount (1 position : 1 incumbent)
✓ Multi-headcount (1 position : many incumbents)
![Page 24: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/24.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & Logistics
UCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirementTransfersTransaction Status
Course Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data ChangesAdditional payCourse Review
Human Resources & Academic Personnel
OVERVIEW
Revised 04/07/2020
Multi-Headcount Positions
24
➢ Any POSITION change
applies to all incumbents.
A department can group staff student or
academic student jobs in one multi-headcount position if all Position attributes are the same.
• Department• Job Code• Union Code• Reports To• FLSA• Employee Relations Code• Personnel Program (PSS/MSP)• FTE• Salary Plan & Grade• Position Pool ID
• FUNDING
![Page 25: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/25.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & Logistics
UCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirementTransfersTransaction Status
Course Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data ChangesAdditional payCourse Review
Human Resources & Academic Personnel
OVERVIEW
Revised 04/07/2020
Initiating & Approving Positions
25
WFA Initiator
Enters and
submits a
Position Control
Request for approval.
Approver
There is no
department
approver for
Position Control
Requests.
Position AdministratorApproves new
position
requests,
updates
vacant and
multi-head
count positions.
![Page 26: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/26.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & Logistics
UCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirementTransfersTransaction Status
Course Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data ChangesAdditional payCourse Review
Human Resources & Academic Personnel
OVERVIEW
Revised 04/07/2020 26
Position Effective Date Facts
If a change must be
made to a Position using
an existing Effective Date,
submit a “Position Data
Update Form” to UCPath
Center for fulfillment. This is
sometimes called
‘correcting history/row’
Position Effective Date is the date a position begins to exist
A Position must PRE-EXIST a hire
Position Transactions can only be saved ONCE per Effective date
Once an Effective Date
is used on a Position
transaction, that
Effective Date cannot
be used again.
Best Practice New Position Effective Date is at least one week before hiring an employee.
![Page 27: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/27.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & Logistics
UCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirementTransfersTransaction Status
Course Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data ChangesAdditional payCourse Review
Human Resources & Academic Personnel
OVERVIEW
Revised 04/07/2020 27
Effective Date Defines the “Current Row”
Initiators assign
an Effective Date to every
Positon Control Request
Remember: Effective Date is the date the information BECOMES EFFECTIVE, it is not the date the row is created.
The date the row is created is called the Action Date.
❑ Rows of data in UCPath are stored in order by
the Effective Date.
❑ The Effective Date that is closest to today
(without being later than today) is the Current
Row.
❑ Remaining rows are either historical or future-dated.
![Page 28: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/28.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & Logistics
UCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirementTransfersTransaction Status
Course Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data ChangesAdditional payCourse Review
Human Resources & Academic Personnel
OVERVIEW
Revised 04/07/2020
5 Points to Remember
28
1. Job Description & Position 1:1 A unique Position Number is assigned to every job description and is required to hire or rehire an employee.
2. Single Headcount: Positions are typicallyassigned to only one employee.
3. Multi-Headcount: Some student positions can be multi-headcount, and position attributes are the same for each incumbent in the multi-headcount position.
4. More than One Job: Employees with more than one job are assigned to unique positions for each job.
![Page 29: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/29.jpg)
Before a New Position -
STAFF
29
UCPath Workforce Administration
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UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic Personnel
Revised 04/07/2020
Department secures FTE Approval
Department secures Budget
Approval
Department submits Job
Description in OACIS
A.
Department approves JD
and/or …
B.
Compensationapproves JD
Department submits Position Control Request
to WFA
WFAapproves and assigns position
number
Dept adds Position funding
Department submits Hiring Requisition to Employment
(OACIS)
Department submits Hiring Proposal to
Employment(OACIS)
DeptInitiates/Approves
Hiring Template (UCPath)
UCPath Center fulfills Hiring Template
BFScompletes I-9
Process
Departmenton-boards new
employee
30
Walk the (UC)PathFor STAFF Positions
• IF approved a position number is assigned.
• IF denied the position request is returned to
the department for correction.
Start Here
![Page 31: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/31.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic Personnel
Revised 04/07/2020
First - Verify Job Description
31
Job Description must be:
❑ Current
❑ Approved
❑ In OACIS
❑ Not associated with another position number
Remember1 Position = 1 Job description
All Career and most Limited employees
have a job description in OACIS
![Page 32: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/32.jpg)
Human Resources, Administrative Services Division
Revised 04/07/2020
32
Job Descriptions determine some STAFF Position fields and some STAFF Job Data fields
Position
Data
Job
Data
=
=
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UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic Personnel
Revised 04/07/2020
Next - Review Existing PositionsDo you need a NEW position?
33
Departments manage existing positions, track relationships with Job Descriptions, update
positions and reuse as needed
View-only components in UCPath provide an
overview of current and historical position data.
Review Existing
Positions
Carefully
+
![Page 34: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/34.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic Personnel
Revised 04/07/2020
View Position Data
34
•Current and historical information for a position on three tabs: 1) General; 2) Work Location; 3) Payroll Information
•Navigation: PeopleSoft Menu > Organizational Development > Position Management > Review Position/Budget Info > Position Summary
Position Summary
• Summary data for current and previous incumbents including name, position entry/exit dates, and comp rate
•Navigation: PeopleSoft Menu > Organizational Development > Position Management > Review Position/Budget Info > Position History
Position History
• Summary data for a department’s vacant positions including position number, status and reports to
•Navigation: PeopleSoft Menu > Organizational Development > Position Management > Review Position/Budget Info > Vacant Budgeted Positions
Vacant Budgeted Positions
• Lists all department positions and respective attributes. View Only
•Navigation: PeopleSoft Menu > Organizational Development >Position Management > Maintain Positions/Budget> Add/Update Position Info
Add / Update Position Info
![Page 35: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/35.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic Personnel
Revised 04/07/2020 35
Enter Position Data so it aligns with Job Description
Approved Job Description
• Working title, job class, name / Detailed Position Descr.
• FLSA
• ERC
• Percent of time / FTE
• Name of supervisor / Reports To Position No.
• Special Conditions of Employment / Security Clearance
• Position Number
Most Employees
1 Position
1 Corresponding Approved Job Description
WFA’s
Position fields
Determines
![Page 36: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/36.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic Personnel
Revised 04/07/2020 36
Required Information for a Position Request
These fields align with the
job description. Positions will
be denied if any of these
are are blank
Not required for Academic
Positions
![Page 37: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/37.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic Personnel
Revised 04/07/2020 37
Position Data is used Downstream
Once a Position is approved,
it is united with the Job Description 1:1
1 Job Description : 1 Position
Going forward Position Data will
auto-populate onto Job Data
screens in UCPath through:
- Hiring Templates
- PayPath Actions
(FLSA, FTE, Job Code, Salary Plan, Salary Grade, etc.)
![Page 38: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/38.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic Personnel
Revised 04/07/2020
Department Secures
FTE Approval
Department Secures Budget
Approval
Academic Personnel (AP) Approves/Audits
Appointment
Postion is created:Department
Submits Position Control Request for
ASE
Postion is created:AP-Path creates positions for Non-
Student Academics
Department Adds Funding to
Position
Department Initiates/Approves
Hiring Template
AP-Path Audits and Approves Hiring Template (non-
student appts only)
UCPath CenterFulfills the Hire
transaction
BFS Completes the I-9
Process
Department On-boards new
employee
38
ACADEMIC Walking the (UC)Path Academic Transactions
OR
![Page 39: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/39.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic Personnel
Revised 04/07/2020
New Position Control Requests for Academic Student
Employees (ASE)
39
To request new ASE positions follow the same
process as described next for“New Position Control Requests for Staff.”
Academic Personnel will then review your
request.
UCPath
Position Control
Request Form
Remember: Academic positions do not require the Full/Part-time field, Special Training Code, or Security Clearance Type.
![Page 40: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/40.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic Personnel
Revised 04/07/2020
New Position Control Requests Non-Student Academics
40
1. Appointment paperwork processed and approved
by Academic Personnel (AP) staff.
2. Position numbers are assigned by AP and sent to appropriate department contact.
Workforce Administration
AP-Path Department
![Page 41: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/41.jpg)
New Positions
41
UCPath Workforce Administration
![Page 42: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/42.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic Personnel
Revised 04/07/2020
Key System StepsNew Staff, Staff Student, & ASE
Positions
42
FIRST obtain
necessary
approvals & Job
Description
![Page 43: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/43.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic Personnel
Revised 04/07/2020
Position Control Request
43
• The system displays the Add/Update Position Request buttons.
• Click the Add New Position option and click Nextto begin the steps for adding a new position control request.
Workforce Administration
Navigation: PeopleSoft Menu > UC Customizations > UC
Extensions > Position Control Request
![Page 44: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/44.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic Personnel
Revised 04/07/2020
Description TabPosition Control Request
44
Use the Position Control Request component to enter details regarding the new position.
1. Enter effective date
2. Enter job information and job code
3. Populate title field w/ useful title info
4. FOR STAFF ONLY: Follow “Detailed
Position Description” link to enter
incumbent’s name and working title
as it is on the JD in OACIS
5. Navigate to each tab populating the remaining fields
![Page 45: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/45.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic Personnel
Revised 04/07/2020
Specific Information Tab Position Control Request
45
Continue to enter details on each tab:
1. Check Max Head Count
2. Work Study? Populate Position Pool ID
3. Update FTE
4. Review Checkboxes5. Save for Later?
![Page 46: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/46.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic Personnel
Revised 04/07/2020
UC Position Data Tab Position Control Request
46
Continue to enter details on each tab:
1. HR Worksite = 91 BFS
2. Employee Relations Code
3. Special Training?
4. Security Clearance Type –
Background Check and other
Special Conditions of Employment
listed on Job Description5. Save for Later?
![Page 47: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/47.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic Personnel
Revised 04/07/2020
Supporting Documents Tab Position Control Request
47
Continue to enter details on each tab:
1. Add an attachment if needed;
usually not necessary.2. Save for Later or Save and Submit
![Page 48: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/48.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic Personnel
Revised 04/07/2020
Approval Workflow
48
When you successfully save and submit a Position Control Request transaction, the system automatically routes it to the Position Administrator.
The bottom portion of the
Supporting Documents tab displays the approval flow. The initiator submits a position request directly to the Position Administrator.
There is no department approver.
To display the specific Approvers’
names for an approval level, click the Multiple Approvers link.
Workforce Administration
![Page 49: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/49.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic Personnel
Revised 04/07/2020
Email Notifications
49
System-generated notifications confirm when your Position Control Request is submitted and when it is approved or denied.
![Page 50: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/50.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic Personnel
Revised 04/07/2020
If Your Position is Denied
50
Click the link provided and open the arrows to review the reasons for denial.
Click here to open
transaction status
Click here to open
comments and learn why
your transaction may
have been denied.
![Page 51: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/51.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic Personnel
Revised 04/07/2020
Copy an Existing Position
51
When creating a new position, you can copy
or, in UCPath terminology, ‘initialize’
information from an existing position.Click Initialize to begin the
steps for copying data from
an existing position.
The system displays
the Default Position
Data dialog box,
which you use to
specify the position
from which you want
to copy data.
![Page 52: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/52.jpg)
Position Updates
52
UCPath Workforce Administration
![Page 53: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/53.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic PersonnelRevised 04/07/2020
Updating Filled Non-Student Academic Positions
53
❑ Department sends an email to AP-Path staff requesting updates and changes to Non-Student Academic positions.
❑ Question? Send an email to [email protected]
Academic Personnel:
• Tamara Berton
• Danica Acosta
• Monique Chaidez
![Page 54: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/54.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic PersonnelRevised 04/07/2020
Inquiry to UCPC
Dept None
PayPath Action
Dept Dept
HR ServiceNow
Dept None
Updating FILLED Positions
54
Workforce Administration
INITIATOR APPROVER
Filled Staff, ASE,
Staff Student
Multi-Headcount
Staff Student
In all cases, the action
saves to UCPath System
Multi-headcount ASE
POSITION
![Page 55: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/55.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic PersonnelRevised 04/07/2020
Updating VacantNon-Student Academic
Positions
55
❑ Department sends an email to AP-Path staff requesting updates and changes to Non-Student Academic positions.
❑ Question? Send an email to [email protected]
Academic Personnel:
• Tamara Berton
• Danica Acosta
• Monique Chaidez
![Page 56: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/56.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic PersonnelRevised 04/07/2020
Updating Vacant Staff, Staff Student, & ASE Positions
56
• There are times when you must update the data
fields on a vacant position, such as the reports to
field, job code, salary plan, and so forth.
• No incumbent = fewer downstream effects.
REMEMBER:
☑ Updates to vacant single headcount positions
are processed by submitting a Position Control
Request.
☑ To update a multi-headcount staff position,
(filled or vacant) submit a ServiceNow ticket to
ucsb/service-now.com/hr requesting the
change.
☑ To update a multi-headcount ASE position
(filled or vacant) submit an inquiry to UCPC.
![Page 57: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/57.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic PersonnelRevised 04/07/2020
Key System Steps
57
Update a Vacant single
headcount Staff, Staff Student, or ASE Position
![Page 58: Positions - UCSB · Course Review PayPath Transactions Introductions & Logistics Overview Position Data Changes Job Data Changes Additional pay Course Review Human Resources & Academic](https://reader035.vdocuments.site/reader035/viewer/2022062604/5fbf66e3a51d7a7eee0788df/html5/thumbnails/58.jpg)
UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic PersonnelRevised 04/07/2020
Begin with Position Control Request
58
• The system displays the Add/Update Position Request
buttons.
• Click the Update Vacant Position option and then
click Next to begin the steps for initiating a position update control request.
Navigation: PeopleSoft Menu > UC Customizations > UC
Extensions > Position Control Request
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UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic PersonnelRevised 04/07/2020
Find Existing Vacant Position
59
Use the Find an Existing Value tab to search
for the vacant position you want to update.
Enter the
appropriate
position number or
other search
criteria and click
Search.
Click Select
to access
the position
you must
update.
Search Results
Search
Criteria
Set Effective Date here
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UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic PersonnelRevised 04/07/2020
Enter Updates to Vacant Single Headcount Positions
60
After locating the vacant position, use the tabs on
the Position Control Request component to make
changes to your vacant single headcount position.
Initial steps: 1. Select appropriate reason code
2. Verify all REQUIRED fields are
correctly populated on each tab
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UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic PersonnelRevised 04/07/2020
Common Reason Codes
61
All transactions in UCPath require a reason code. There are many Reason Codes to select for a position update.
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UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic PersonnelRevised 04/07/2020
STAFF Required Position Fields
62
These fields align with
the job description.
Positions will be denied if
any are blank.
Remember: Academic positions do not require the Full/Part-time field,
Special Training Code, or Security Clearance Type.
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Course Review
63
UCPath Workforce Administration
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UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic PersonnelRevised 04/07/2020
Course Review
64
Position Control
The UCPath System
Working with UCPath
Position Overview
Creating New Positions
Updating Positions
Course Review
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UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic PersonnelRevised 04/07/2020
Course Review
65
STAFF ONLY
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UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic PersonnelRevised 04/07/2020
Key Take-Aways
66
❑ Position Control Request: WFA Initiators use Position Control Request to add / update vacant positions.
❑ Position Approval Process: Position Control Request routes from department initiator directly to Position Administrator
(in Campus HR/APO) before writing to UCPath. There is NO
department approver for this type of transaction.
STAFF NOTES: Position is critical to the hiring process and
several HR Units are involved in the hiring workflow:
Step 1: Compensation approves the Job Description and
therefore defines the related Position Data (ex: Job
Code, Dept., FLSA, FTE, etc.) Wait for JD approval before
submitting position control requests.
Step 2: WFA verifies that position attributes align with Job
Description, assigns the position number, and adds
the position number to the Job Description. Wait for
position approval before submitting hiring requisition
Step 3: Employment facilitates the Hiring Requisition and the
Hiring Proposal based on the Position Number
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UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic PersonnelRevised 04/07/2020
Order of Operations!What comes first: JD Approval or Position Update
1. What comes first: Hiring Requisition or Position Update?
Quiz-Time!
67
How do I …?1. View a vacant position after approval (3 options)
2. Update a multi-headcount position
3. Learn why my Position Control Request was denied.
Go to the Job Aid
Follow the link and look at the comments (down arrow)
JD Approval in OACIS
Position Update
A. See email B. Go to Add/Update Position InfoC. Go to Vacant
Budgeted Positions
A. Staff = HR ServiceNow
B. Academic = Submit a Case to UCPC
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UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic PersonnelRevised 04/07/2020
Parking Lot
68
• Review parking lot
o Have all questions been answered during our class?
o Are there any new questions to add to the list?
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UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic PersonnelRevised 04/07/2020
Resources vary based
on the help you needFind the answers
STAFF ONLY
69
Department: With New EmployeeOnboarding
BFSI-9 Process
UCPath CenterFulfilling Hiring Template
EmploymentHiring Requisition Hiring Proposal
BFSPosition Funding Questions
Workforce Administration (WFA)Position Control Request Approval
CompensationJob Description Approval
Department: Internal Divisional ProcessFTE Approval Budget Approval
+
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Human Resources & Academic Personnel 70
STAFF ONLY
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Human Resources & Academic Personnel 71
STAFF ONLY
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Human Resources & Academic Personnel 72
Contact Information / Help & Resources
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UCPath
Workforce Administration
Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions
Update Positions Course Review
Template Transactions
Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement
TransfersTransaction StatusCourse Review
PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes
Additional payCourse Review
Human Resources & Academic PersonnelRevised 04/07/2020
UCSB UCPath Path: Job Aids
73
https://www.ucpath.ucsb.edu/functional-
user-support/functional-user-resources
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Position Control
74
UCPath Workforce Administration
https://www.ucpath.ucsb.edu/functional-user-support/functional-user-resources
Academic Personnel Contacts:[email protected]
• Tamara Berton
• Monique Chaidez
Staff Contacts:UCSB.service-now.com/hr• Amy Arnold
• Sarah Soto
• Edna Arrellano / Karen Reynolds-Moreno
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