Manage Positions

Before We Start
Information about the facilities. Please silence mobile phones. Co-instructors are available for help. You may offer feedback on the course at the end of the session. Online supplemental training content is available.

Overview
1. Course Information 2. Objectives 3. Content 4. Learning Materials 5. Strengthened Passwords 6. Training Resources 7. Manage Hires Process Overviews and Best Practices

Course Information
Roles: Position Management; Position Management Read Only (RO); Position Management Report RO; Compensation Specialist; Academic Compensation Specialist; Staffing Officer Duration: 3 hours. Pre-requisites: Introduction to PeopleSoft (online) Introduction to PeopleSoft for Human Resources

Objectives
The Manage Positions course will demonstrate: How to create, update and manage positions How to update and manage employee records How to view position history and budget information Position tracking and reporting

Content
Module 1
PeopleSoft Introduction 10 min

Module 2
Establish and Manage Positions

60 min

Module 3
Manage Employee Data/Update Records

90 min

Module 4
Review Position/Budget Information

10 min

Module 5
Tracking and Reporting

10 min

Learning Materials
Course materials: Quick reference guide Online interactive process simulations and demos Online course content and reference documentation Online job aids Course evaluation

Strengthened Passwords
Login and password = NetID and NetID password. Change on first login to PeopleSoft. 10 characters (alpha-numeric, 1 special character: !"#$%&'()*+,-./:;<=>?@[\]^_`{|}~). 120-day cycle.

Training Resources
Training resources are available at:
https://wiki.Queensu.ca/display/quasrsupport/QUASR+Training+Home

Online PeopleSoft Simulations

Online self-paced PeopleSoft simulations:

Questions?

Module 1: PeopleSoft Introduction

PeopleSoft Terms and Concepts

Effective Dating The entire PeopleSoft system is based on effective dates. Timing Deadlines driven by transaction date and not by Payroll cut-off date. Single Person Model - Campus Community; one shared database for both HR and Student Action / Action Reason Important codes used for all changes to an employees job data with impacts on status, reporting and interfaces. Job Data Includes all information about a person and their role at Queens.

Effective Dates
Effective Date The term applied to the date that information in the database will go into effect. Enables you to maintain an accurate history of every record in the database. Allows you to store historical data, see changes in data over time, and enter future data. When new information that is related to existing data is entered into the database, the old data must not be lost or overwritten. To retain history, a new record is added, and is identified by the date when the information goes into effect (the effective date) Effective dated rows are categorized by the following types: Current The data row with an effective date closest to, but not greater than, the system date. History Data rows that have an effective date earlier than the current row. Future Data rows that have an effective date greater than the system date.

The Single Person Model

Queens will be using the Single Person Model to manage Human Resources and Student data. Each person added to the system is assigned a Person ID and then assigned an organizational relationship at Queens. There are three organizational relationship types: An Employee (EE) is a person who provides services to and has a legal employment relationship with the organization. A Contingent Worker (CWR) is a person who provides services but does not have a legal employment relationship (Volunteers, Guests, Co-op Students, Associates). A Person of Interest (POI) is not part of the workforce (i.e. not a contingent worker or employee) but is of interest to the organization; not used by Queens HR.

The Single Person Model

A person may have multiple organizational relationships at Queens:

John Smith Person

Returns as Volunteer Contingent Worker

Person ID

Takes a class Person of Interest

Joins Queens as Employee

Empl Record 0

Hired for Additional Job

Empl Record 1

The Single Person Model

In some scenarios, employees will require multiple Employment Records to track their jobs. This occurs most often for employees with multiple concurrent jobs i.e. a person who has more than one casual job or position, or a person who has a regular and a casual job or position. In some scenarios, employees who have left Queens and returned may have a new employment record created instead of having their re-hire included with their original employment record. This functionality allows for accurate tracking of employees and their jobs, and segregates data for detailed payroll and reporting purposes.

Action/Reason
Actions represent job events or changes that occur for an employee. Reasons provide the detail regarding an action or an explanation of why it occurred. All personnel actions require an action code (describing the action) and a reason code (explaining the reason for the action). The action code and the reason code always appear together, and are referred to as the action/reason code.

Action/Reason
The complete list of action/reason codes has been reviewed and documented. The list provides action/reason combinations, with associated definitions and descriptions:

Job Data
Job Data refers to the central component that stores the employee record: General employment information Specific job information Earnings data (if applicable) Benefits program information Additional assignments (persons with multiple jobs) Time and labour enrolment

Job Codes
Job codes are five-digit codes that determine the defaults for several job data fields, and are used to group types of work into general classifications. A job code maintains information about a job independent of the person or group performing that job. Job codes relate employees to the pay system: Salary grades and standard hours are assigned to a job, regardless of who holds it. Job codes have a one to many relationship with employees. e.g. the job code for Departmental Assistant may be assigned to multiple employees across different departments.

Positions
Positions are used to track details on a job in a particular department or location. This allows efficient employment management by position, rather than by job or employee. Positions allow for the tracking of position history, vacancies, and maintain incumbent data dynamically. Positions have a one-to-one relationship with employees. e.g. the position Departmental Assistant - Human Resources will only be assigned to one employee at any given time.

Questions?

Module 2: Establish and Manage Positions

Position Management Process Flow

Key Concepts
In PeopleSoft, positions are used to track details on a job in a particular department or location. Data is attached to a position and an employee is then assigned to a position. Positions have a one-to-one relationship with employees. e.g. the position Departmental Assistant - Human Resources will only be assigned to one employee at any given time. By focusing on the position, you may track position-related information, regardless of whether an employee holds the position. When the position is vacant the position information is still in place enabling tracking of position history.

Key Concepts
Queens will use Partial Position Management: Employee classes not requiring a position will have a job code only. This allows the flexibility to use delivered position management functionality without the requirement to track an entire organization. A position will be necessary at Queens University if any of the following conditions exist: 1. Requirement to track and/or report headcount 2. Requirement to track and/or report vacancies 3. Requirement to track/manage budget at a position level

Key Concepts
Position Control: Approved positions only in PeopleSoft Position management or Employment Requisition Form is the trigger 1:1 Employee-to-Position Ratio: When there is backfill for leaves, there is a new position created for the new incumbent. Position / Job Data Synchronization: Important to keep position records in sync with job data (employee) records

Position vs. Job Code

Queens will use job codes to group types of work into general classifications. Job codes and employees have a one-to-many relationship. Many employees share a job code, though they might perform the work in different departments or locations. In PeopleSoft, each employee will have at least one job code.

Position vs. Job Code

Position 01 Departmental Assistant Human Resources

Position 02 Departmental Assistant Finance Services

Position 03 Departmental Assistant Physical Plant Services

Job Code 99 Departmental Assistant

A job code describes a general function with similar tasks and characteristics (e.g. Departmental Assistant) that can be attached to a position. A position is defined as a unique job in a specific department (e.g. Departmental Assistant, HR) that can be attached to one employee. A job is what you do and a position is where you sit.

Position vs. Job Code

The following employee classes will be managed by position: Academic CUPE 229 CUPE 254 CUPE 1302 Adjunct Adjunct 3 Executive Librarian General Staff Archivist Research

Adjunct 2

Position vs. Job Code

The employee classes listed below will not use position management. For these classes, jobs will be assigned to employees via job codes: Adjunct 1 Post Doctoral Fellows Student Casual Academic Assistant Affiliates Student Health Service Physician

Position vs. Job Code

Position

Job Code

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

Select Add a New Value when creating a new position. Select Find an Existing Value to select an existing position for update. Position Number is automatically assigned by PeopleSoft.

Manage Positions Description

A position is managed via four tabs of information: 1. Description 2. Specific Information 3. Budget and Incumbents 4. Job Evaluation Information The Description tab is the primary page for a position and contains most of the required information.

Manage Positions - Description

Position Information:
Headcount Status Compares Maximum Headcount (which defaults to 1 when position created) to Current Headcount Current Headcount derived from current incumbent headcount; should always be 1 Effective Date effective date of any change to a position or creation of a new position Status Active and Inactive Reason lookup Position Status defaults to Approved

Manage Positions - Description

Job Information:
Business Unit defaults to QUNIV Job Code select from search Reg/Temp regular or temporary Full/Part Time defaults to Full-Time Regular Shift defaults to N/A Title and Short Title default populates based on job code selection Hyperlink -Detailed Position Description is an open text field Union Code if applicable; defaults from job code

Manage Positions - Description

Work Location:
Reg Region defaults to CAN Department select from search Location defaults from department Company defaults from department Reports To position number the new position reports to Supervisor Lvl communication and reporting purposes Position Empl Class employee class Dot-Line not applicable to Queens

Manage Positions - Description

Salary Plan Information:
Salary Admin Plan and Grade Select plan and grade if applicable Standard Hours expressed by week; defaults from job code but must be changed to match Full Time Equivalent (FTE). Work Period equal to weekly; defaulted from job code

Manage Positions - Description

Synchronizing Position Changes with Job Data:
Setting a period of reduced responsibility for a position can cause the JED (distributed by amount ) for the employee to become out of synch with the new position info. To resolve, navigate to Job Data for the employee, insert a new row, and then remove and replace the Position so the Standard hours and FTE are refreshed from the updated position information.

Manage Positions Specific Information

Specific Information: Max Head Count defaults to 1; no override available. Include Salary Plan/Grade not applicable to Queens Budgeted Position checked on is default; will be used by Queens Confidential Position, Job Sharing Permitted, and Available for Telework not applicable to Queens Incumbents: Update Incumbents will only be selected after the position has been created on a new row; do not select for new positions. If checked, will update incumbent job data on the job data component

Manage Positions Specific Information

Education and Government:

Full Time Equivalent (FTE) enter the FTE based on the following formula: Standard hours/Salary Admin Plan hours Academic Rank will be captured on job code Adds to FTE Actual Count will not be selected

Manage Positions Budget and Incumbents

This page lists the current incumbent Employee ID, Employee Record (full/part time), Standard Hours and Name. The Job Data link provides the ability to view job data for the employee.

Manage Positions Job Evaluation Information

This is a Queens custom page used to track CUPE254 job evaluation data.

Questions?

Module 3: Manage Employee Data/Update Records

Position and Job Data

Navigation: Workforce Administration>Job Information>Job Data

Job Data is where you will view employee and position information Enter the search parameter(s) for the employee record you would like to modify or review. Click the Search button.

Position and Job Data

The Work Location tab of the job data component contains employee position information as well as other details such as department and location.

Verify changes have occurred to job data. The Position Management Record option will be automatically selected if the data on this row was populated from the position data.

Position and Job Data

PeopleSoft will allow a user to apply changes only to the current incumbent. Clicking Override Position Data will de-couple the job data from the position data. This is potentially dangerous and not recommended; once you override the defaults for position-related data, you must maintain the job data manually.

Questions?

Module 4: Review Position/Budget Information

Position Summary
Navigation: Organizational Development> Position Management>Review Position/Budget Info> Position Summary

The position management pages provide information regarding position history, budget status and vacant budgeted positions Position summary data is available to provide an overview of the information available regarding positions and incumbents.

Position Summary
Position summary is used to view current and historical information about a specific position.

Select Position Summary. Select a search field from the dropdown list Enter a search value. Click Search.

Position Summary
The search returns a list of all values that match your search parameters:

Select the position to be reviewed. Once the position has been selected, position summary details and history will be displayed.

Position Summary - General

The Position Summary page opens on the General tab. Specific details related to the position are visible. Note that this page provides three tabs of position information available for review: General, Work Location and Payroll Information.

Position Summary Work Location

Select the Work Location tab to review position location information. Details related to reports, location and job code are all visible on this page.

Position Summary Payroll Information

Select the Payroll Information tab to review position payroll information. Payroll information related to the position is now visible. Details related to reg/temp, full/part time, and standard hours are visible on this page.

Position History
Navigation: Organizational Development> Position Management>Review Position/Budget Info> Position History

Position History is used to view information on incumbents both currently and previously assigned to a position. Select Position History. Enter the position number. Click Search.

Position History

Use the navigation arrows to search through the pages. There may be multiple rows of data available for a particular position. Access to this page is restricted to the Academic Compensation Specialist role.

Budget Status
Navigation: Organizational Development> Position Management>Review Position/Budget Info> Budget Status.

Budget Status provides a summary view of budgeted and actual figures for departments. Select Budget Status. Enter the position number. Click Search.

Budget Status

This page displays information related to Budget Status, Current Budget and Current Incumbents. Note that Queens will always maintain a 1:1 employee-to-position ratio. Access to this page is restricted to the Academic Compensation Specialist role.

Vacant Budgeted Positions

Navigation: Organizational Development> Position Management>Review Position/Budget Info> Vacant Budgeted Positions

Vacant Budgeted Positions displays information regarding both positions currently vacant in a department as well as attendant position information. Select Vacant Budgeted Positions. Enter the department number. Click Search.

Vacant Budgeted Positions

The Vacant Budgeted Positions page contains 3 tabs of information: Position Information, Job Information and Work Location.

The Position Information tab displays information regarding Position Status, Reports to, Vacancy, and Maximum Head Count.

Vacant Budgeted Positions

Job Information provides information regarding the associated job code, the salary administration plan and the salary grade.

Vacant Budgeted Positions

Work Location displays information regarding the location of the position. Remember that a job is what you do and a position is where you sit.

Questions?

Module 5: Tracking and Reporting

Position Management Reports

Navigation: Organizational Development>Position Management>Position Reports

Navigate to: Organizational Development> Position Management> Position Reports

There are several key reports available to support position management: Active Inactive Positions Incumbent History Active Position History Position Status Exception Override Vacant Position

Position Management Reports

Active/Inactive Positions - This report lists the current position-related data for active positions, inactive positions, or both, depending on which report you select to run. Active Position History - View information on incumbents currently and previously assigned to a position. Exception Override - As you update data in fields that match in the Position Data and incumbent Job Data pages, periodically you should check the data to ensure the system contains the right information in both places. You can run this audit, the Exception/Override report, to determine if any data doesn't match in the two components.

Position Management Reports

Incumbent History - This report lists, by position, all current and former incumbents, beginning with the current incumbent for each position and going back in time. Prints entry and exit dates for each incumbent, and starting and ending salaries Position Status - Position Status report (POS001). This report inventories the types of positions, and lists all filled and vacant positions. Vacant Position This report lists all currently vacant, budgeted positions. Active Position History report (POS004). This report lists all current and historical data related to a position, for all active positions in the organization.

Running Reports
Navigation: Organizational Development>Position Management>Position Reports>Active/Inactive Positions

To run a report, you require a Run Control ID. You will create a new Run Control ID the first time you run a report; you may then reuse the Run Control ID each time you run a report. The Run Control ID may be anything you choose, but cannot contain spaces. The first time you run a report, select Add a New Value to create your Run Control ID. When running additional reports, if you wish to use the same run control, use the Find an Existing Value tab to locate the control.

Running Reports
Navigation: Reporting Tools > Report Manager

If you require several reports, you may run them one after another, and then access the entire group by navigating to the Report Manager. To view a report in the Report Manager, select the Administration tab, then click the Details link associated with the report. Note that Queens custom reports are only available via the Report Manager pages; they are not accessible via the Process Monitor.

Questions?

Course Summary

The Manage Positions course has demonstrated: How to create, update and manage positions How to update and manage employee records How to view position history and budget information Position tracking and reporting

Course Evaluation

Please take the time to fill out the course evaluation at http://www.surveymonkey.com/s/HR_CourseEval Constructive feedback will help to improve the participant experience for future classes.