introduction - boston university6/12/2011 the delimit date should be the last day of activity for...
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Work Instruction
Delimit Position - FORM
Last Modified:10/23/2015 1/41File Name:HCM_OM_FORM_DelimitPosition.udc
Status:Final w/o SME Review© Boston University
Introduction
Use this procedure to delimit (inactivate) a position. Delimiting a position prevents any hiring and visibility of the position in reports and charts after an effective end date or delimit date is established.
Process
This task is a part of the Organizational Management process.
Trigger
Perform this procedure when a position is no longer needed or funding has ended for a position.
Prerequisites
Position must already exist Understand the impacts of delimiting a position
Menu Path
Use the following menu path to begin this transaction:
To initiate the request: BUworks Central Manager Self-Service Organization Organization Management Actions
To track the request:BUworks Central Manager Self-Service Team To approve the request: BUworks Central Worklist
Transaction Code
None
Tips and Tricks
At times you may need to use your scroll bar to view additional information. Historical reporting on the position is still possible. This document will provide instruction for
the most common workflow,which is Initiator Compensation Org Management VP/Dean approval. The request will always funnel to Compensation and Organizational
Management. The approval levels will vary depending on the type of position and location in the organizational structure.
To save time, know the ID of the position you would like to delimit. On the form, you always click 'select position' when any changes are made to the position ID.
Ensure you are delimiting the correct position by reviewing the position attributes on the form. On the form, you click the Enter key to validate data. The form will error if you attempt to delimit a position while an employee is actively hired into
the position. If you inactivate a position today, it will still appear on your organizational chart since it is still
active today. It will no longer appear on your chart tomorrow. This process begins when a manager or a proxy (initiator) submits a request to delimit a
position. To begin, the initiator will log into the BUworks Central portal, and then navigate to the Manager Self-Service tab.
Work Instruction
Delimit Position - FORM
Last Modified:10/23/2015 2/41File Name:HCM_OM_FORM_DelimitPosition.udc
Status:Final w/o SME Review© Boston University
Reports
None
Work Instruction
Delimit Position - FORM
Last Modified:10/23/2015 3/41File Name:HCM_OM_FORM_DelimitPosition.udc
Status:Final w/o SME Review© Boston University
Procedure
1. Start the transaction using the appropriate form name, portal, or transaction code.
Manager Self-Service
2. Click the Organization tab to view the available organization services.
Work Instruction
Delimit Position - FORM
Last Modified:10/23/2015 4/41File Name:HCM_OM_FORM_DelimitPosition.udc
Status:Final w/o SME Review© Boston University
Organization
3. Click the Organizational Profile link to view your organizational profile.
Work Instruction
Delimit Position - FORM
Last Modified:10/23/2015 5/41File Name:HCM_OM_FORM_DelimitPosition.udc
Status:Final w/o SME Review© Boston University
Organizational Profile
4. Select the Organizational Structure list item from the Organizational Unit Selection field.
Work Instruction
Delimit Position - FORM
Last Modified:10/23/2015 6/41File Name:HCM_OM_FORM_DelimitPosition.udc
Status:Final w/o SME Review© Boston University
Organizational Profile
5. Click the appropriate folder arrow under Organizational Structure to expand the folder to view the sub-units.
Work Instruction
Delimit Position - FORM
Last Modified:10/23/2015 7/41File Name:HCM_OM_FORM_DelimitPosition.udc
Status:Final w/o SME Review© Boston University
Organizational Profile
6. Click the appropriate sub-unit to view positions in that unit.
Work Instruction
Delimit Position - FORM
Last Modified:10/23/2015 8/41File Name:HCM_OM_FORM_DelimitPosition.udc
Status:Final w/o SME Review© Boston University
Organizational Profile
7. Click the appropriate link under Organizational Unit to view additional information.
Work Instruction
Delimit Position - FORM
Last Modified:10/23/2015 9/41File Name:HCM_OM_FORM_DelimitPosition.udc
Status:Final w/o SME Review© Boston University
Organizational Profile
8.Click the Close button to exit from the Organizational Profile screen.
The view in the second half of the screen changes and displays information about the selected unit. In this scenario, the Postdoctoral Associate of Biochemistry will be delimited. Note that the holder is currently vacant. Record the value in the Position ID field, as it will be necessary during this delimit process.
Work Instruction
Delimit Position - FORM
Last Modified:10/23/2015 10/41File Name:HCM_OM_FORM_DelimitPosition.udc
Status:Final w/o SME Review© Boston University
Organization
9. Click the Delimit Position link to access the Delimit Position screen.
Work Instruction
Delimit Position - FORM
Last Modified:10/23/2015 11/41File Name:HCM_OM_FORM_DelimitPosition.udc
Status:Final w/o SME Review© Boston University
Delimit Position
10. Click in the Position Id field.
Work Instruction
Delimit Position - FORM
Last Modified:10/23/2015 12/41File Name:HCM_OM_FORM_DelimitPosition.udc
Status:Final w/o SME Review© Boston University
Delimit Position
11. Enter the appropriate position ID in the Position ID field.
If you need to search for the position ID, you may do so by clicking the Position ID field's Matchcode button. Notice that the Position Long Name, PositionAbbr, and Begin Date fields are blank, even after entering the position ID.
Work Instruction
Delimit Position - FORM
Last Modified:10/23/2015 13/41File Name:HCM_OM_FORM_DelimitPosition.udc
Status:Final w/o SME Review© Boston University
Delimit Position
12. Click the Select Position button to review additional information.
Work Instruction
Delimit Position - FORM
Last Modified:10/23/2015 14/41File Name:HCM_OM_FORM_DelimitPosition.udc
Status:Final w/o SME Review© Boston University
Delimit Position
13. As required, complete/review the following fields:
Field R/O/C Description
Delimit Date Required End date or last day an object is active or valid.
Example:6/12/2011
The delimit date should be the last day of activity for the position (for example, if the position should no longer be visible or usable).
Work Instruction
Delimit Position - FORM
Last Modified:10/23/2015 15/41File Name:HCM_OM_FORM_DelimitPosition.udc
Status:Final w/o SME Review© Boston University
Delimit Position
14. Select the appropriate delimit reason from the Reason drop-down menu.
Work Instruction
Delimit Position - FORM
Last Modified:10/23/2015 16/41File Name:HCM_OM_FORM_DelimitPosition.udc
Status:Final w/o SME Review© Boston University
Delimit Position
15. As required, complete/review the following fields:
Field R/O/C Description
Comments Required Explanation or more information related to the transaction.
Example:Grant ended, this position may be inactivated
Work Instruction
Delimit Position - FORM
Last Modified:10/23/2015 17/41File Name:HCM_OM_FORM_DelimitPosition.udc
Status:Final w/o SME Review© Boston University
Delimit Position
16. Click the Submit button to begin processing the delimit request.
After submitted, you click the Close button to cancel the close the screen.
Work Instruction
Delimit Position - FORM
Last Modified:10/23/2015 18/41File Name:HCM_OM_FORM_DelimitPosition.udc
Status:Final w/o SME Review© Boston University
Organization
17. Click the Team tab to view additional services.
Work Instruction
Delimit Position - FORM
Last Modified:10/23/2015 19/41File Name:HCM_OM_FORM_DelimitPosition.udc
Status:Final w/o SME Review© Boston University
Team
18. Review the status of the submitted request in the Request Tracking section.
The Request Tracking section provides the tracking number (in the first column). This is important. If you have questions about your request, subsequent reviewers will need the tracking number to properly answer questions about the request. The table will also provide the Request Type, Affected Object, and the current agent (what group/who is the request with), and the status of the request.
Work Instruction
Delimit Position - FORM
Last Modified:10/23/2015 20/41File Name:HCM_OM_FORM_DelimitPosition.udc
Status:Final w/o SME Review© Boston University
Team
19. Click the Worklist tab to complete the delimit request.
Work Instruction
Delimit Position - FORM
Last Modified:10/23/2015 21/41File Name:HCM_OM_FORM_DelimitPosition.udc
Status:Final w/o SME Review© Boston University
Worklist
20. Click the appropriate row to begin the process of reviewing/approving the delimit position request.
Work Instruction
Delimit Position - FORM
Last Modified:10/23/2015 22/41File Name:HCM_OM_FORM_DelimitPosition.udc
Status:Final w/o SME Review© Boston University
Delimit Position: Approver View
21. Click in the Comments field.
Work Instruction
Delimit Position - FORM
Last Modified:10/23/2015 23/41File Name:HCM_OM_FORM_DelimitPosition.udc
Status:Final w/o SME Review© Boston University
Delimit Position: Approver View
22. As required, complete/review the following fields:
Field R/O/C Description
Comments Required Explanation or more information related to the transaction.
Example:OK
Work Instruction
Delimit Position - FORM
Last Modified:10/23/2015 24/41File Name:HCM_OM_FORM_DelimitPosition.udc
Status:Final w/o SME Review© Boston University
Delimit Position: Approver View
23. Click the Approve button to approve the delimit request.
The Compensation employer reviews the request and may enter any comments for subsequent reviewers/approvers, but they are not allowed to alter any information. They can then approve or deny any request form.
Work Instruction
Delimit Position - FORM
Last Modified:10/23/2015 25/41File Name:HCM_OM_FORM_DelimitPosition.udc
Status:Final w/o SME Review© Boston University
Delimit Position: Approver View
24. Click the Exit button to close the window and return to the BUworks Central screen.
Work Instruction
Delimit Position - FORM
Last Modified:10/23/2015 26/41File Name:HCM_OM_FORM_DelimitPosition.udc
Status:Final w/o SME Review© Boston University
BUworks Central
25. Click the Worklist tab to complete the delimit request.
You are now logged in as an Org. Management Employee.
Work Instruction
Delimit Position - FORM
Last Modified:10/23/2015 27/41File Name:HCM_OM_FORM_DelimitPosition.udc
Status:Final w/o SME Review© Boston University
Worklist
26. Click the appropriate row to begin the process of reviewing/approving the delimit position request.
Work Instruction
Delimit Position - FORM
Last Modified:10/23/2015 28/41File Name:HCM_OM_FORM_DelimitPosition.udc
Status:Final w/o SME Review© Boston University
Delimit Position: Approver View
27. Click in the Comments field to enter any additional comments for subsequent reviewers/approvers.
Work Instruction
Delimit Position - FORM
Last Modified:10/23/2015 29/41File Name:HCM_OM_FORM_DelimitPosition.udc
Status:Final w/o SME Review© Boston University
Delimit Position: Approver View
28. As required, complete/review the following fields:
Field R/O/C Description
Comments Required Explanation or more information related to the transaction.
Example:OK
Work Instruction
Delimit Position - FORM
Last Modified:10/23/2015 30/41File Name:HCM_OM_FORM_DelimitPosition.udc
Status:Final w/o SME Review© Boston University
Delimit Position: Approver View
29. Click the Approve button to approve the delimit request.
Work Instruction
Delimit Position - FORM
Last Modified:10/23/2015 31/41File Name:HCM_OM_FORM_DelimitPosition.udc
Status:Final w/o SME Review© Boston University
Delimit Position: Approver View
30. Click the Exit button to forward the request to the next approver.
Work Instruction
Delimit Position - FORM
Last Modified:10/23/2015 32/41File Name:HCM_OM_FORM_DelimitPosition.udc
Status:Final w/o SME Review© Boston University
Team
31. Review the status of your submitted request in the Request Tracking section, and then select the appropriate request type by highlighting the appropriate row.
Work Instruction
Delimit Position - FORM
Last Modified:10/23/2015 33/41File Name:HCM_OM_FORM_DelimitPosition.udc
Status:Final w/o SME Review© Boston University
Worklist
32. Click the Worklist tab to complete the delimit request.
Delimit Position: Approver View
33. Click the Exit button to complete the workflow.
The VP/Dean reviews the request and may Approve or Reject the request by clicking Approve or Reject. For this demonstration, the request has been approved.
Work Instruction
Delimit Position - FORM
Last Modified:10/23/2015 34/41File Name:HCM_OM_FORM_DelimitPosition.udc
Status:Final w/o SME Review© Boston University
Request Tracking
34. Select the appropriate tracking number and then click the Display History button to review the history of the reviewers/approvers of this delimit request.
Work Instruction
Delimit Position - FORM
Last Modified:10/23/2015 35/41File Name:HCM_OM_FORM_DelimitPosition.udc
Status:Final w/o SME Review© Boston University
Request Tracking
35. Review the displayed information.
Work Instruction
Delimit Position - FORM
Last Modified:10/23/2015 36/41File Name:HCM_OM_FORM_DelimitPosition.udc
Status:Final w/o SME Review© Boston University
Request Tracking
36. Click the Return to Overview button to return to the overview screen.
Work Instruction
Delimit Position - FORM
Last Modified:10/23/2015 37/41File Name:HCM_OM_FORM_DelimitPosition.udc
Status:Final w/o SME Review© Boston University
Request Tracking
37. Review the displayed information.
Work Instruction
Delimit Position - FORM
Last Modified:10/23/2015 38/41File Name:HCM_OM_FORM_DelimitPosition.udc
Status:Final w/o SME Review© Boston University
Request Tracking
38. Click the Organization tab to view available organizational structures.
If the request was not approved, the status of the request would be Rejected. You could then click the Display History button to find out who rejected the request and when it was not approved.
Work Instruction
Delimit Position - FORM
Last Modified:10/23/2015 39/41File Name:HCM_OM_FORM_DelimitPosition.udc
Status:Final w/o SME Review© Boston University
Organizational Profile
39.Click the Close button to return to the BUworks Central screen.
Work Instruction
Delimit Position - FORM
Last Modified:10/23/2015 40/41File Name:HCM_OM_FORM_DelimitPosition.udc
Status:Final w/o SME Review© Boston University
BUworks Central
40. The transaction is complete.
Work Instruction
Delimit Position - FORM
Last Modified:10/23/2015 41/41File Name:HCM_OM_FORM_DelimitPosition.udc
Status:Final w/o SME Review© Boston University
Results and Next Steps
You have delimited an employee's position. Review your organizational profile after the delimit position request successfully completed, and also a day after the delimit date. You will notice that the position is no longer viewable on the Organizational Profile.