managepositions slides

8/13/2019 ManagePositions Slides

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Manage Positions


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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.


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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


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Course Information

Roles: Position Management; Position ManagementRead Only (RO); Position ManagementReport RO; Compensation Specialist;Academic Compensation Specialist; Staffing Officer

Duration: 3 hours.

Pre-requisites: Introduction to PeopleSoft (online)

Introduction to PeopleSoft for Human Resources


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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


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Content

Module 1 10 min

PeopleSoft Introduction

Module 2 60 min

Establish and Manage Positions

Module 3 90 min Manage Employee Data/Update Records

Module 4 10 min

Review Position/Budget Information

Module 5 10 min Tracking and Reporting


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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.


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Training Resources

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


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Online PeopleSoft Simulations

Online self-paced PeopleSoft simulations:


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Questions?


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Module 1:

PeopleSoft Introduction


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PeopleSoft Terms and Concepts

Effective Dating The entire PeopleSoft system is based oneffective dates.

Timing Deadlines driven by transaction date and not byPayroll cut-off date.

Single Person Model - Campus Community; one shareddatabase for both HR and Student

Action / Action Reason Important codes used for allchanges 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.


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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 enterfuture data.

When new information that is related to existing data is entered into thedatabase, the old data must not be lost or overwritten. To retain history, anew record is added, and is identified by the date when the informationgoes 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 greaterthan, 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 systemdate.


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The Single Person Model

Queens will be using the Single PersonModelto manage HumanResources and Student data.

Each person added to the system is assigned a Person IDand thenassigned an organizational relationship at Queens.

There are three organizational relationship types:

An Employee (EE)is a person who provides services to and hasa legal employment relationship with the organization.

A Contingent Worker (CWR) is a person who provides servicesbut 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 acontingent worker or employee) but is of interest to theorganization; not used by Queens HR.


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A person may have multiple organizational relationships at Queens:

Empl Record 0

Joins Queens

as Employee

Returns as Volunteer

Contingent WorkerTakes a class

Person of InterestPerson ID

John Smith

Person

Empl Record 1

Hired for Additional

Job


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In some scenarios, employees will require multiple EmploymentRecords to track their jobs.

This occurs most often for employees with multiple concurrent jobsi.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 returnedmay have a new employment record created instead of having theirre-hire included with their original employment record.

This functionality allows for accurate tracking of employees and theirjobs, and segregates data for detailed payroll and reporting purposes.


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Action/Reason

Actionsrepresent job events or changes that occur foran employee.

Reasonsprovide the detail regarding an action or anexplanation of why it occurred.

All personnel actions require an action code (describingthe action) and a reason code (explaining the reason forthe action).

The action code and the reason code always appeartogether, and are referred to as the action/reasoncode.


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Action/Reason

The complete list of action/reason codes has beenreviewed and documented.

The list provides action/reason combinations, withassociated definitions and descriptions:


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Job Data

Job Data refers to the central component that storesthe 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


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Job Codes

Job codes are five-digit codes that determine the defaults forseveral job data fields, and are used to group types of workinto general classifications.

A job code maintains information about a job independentof

the person or group performing that job.

Job codes relate employees to the pay system: Salary gradesand standard hours are assigned to a job, regardless of whoholds it.

Job codes have a one to many relationship with employees.e.g. the job code for Departmental Assistant may be assignedto multiple employees across different departments.


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Positions

Positionsare used to track details on a job in aparticulardepartment or location.

This allows efficient employment management byposition, 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 - HumanResources will only be assigned to one employee at anygiven time.


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Questions?


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Module 2:

Establish and Manage

Positions


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Position Management Process Flow


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Key Concepts

In PeopleSoft, positionsare used to track details on a jobin a particular department or location.

Data is attached to a position and an employee is thenassigned to a position.

Positions have a one-to-one relationship with employees.e.g. the position Departmental Assistant - HumanResources will only be assigned to one employee at anygiven time.

By focusing on the position, you may track position-related

information, regardless of whether an employee holds theposition.

When the position is vacant the position information is stillin place enabling tracking of position history.


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Queens will use Partial Posit ion Management: Employeeclasses not requiring a position will have a job code only.

Thisallows the flexibility to use delivered positionmanagement functionality without the requirement to track an

entire organization.

A position will be necessary at Queens University if any ofthe following conditions exist:

1. Requirement to track and/or report headcount2. Requirement to track and/or report vacancies3. Requirement to track/manage budget at a position level

Key Concepts


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Key Concepts

Position Control: Approved positions only in PeopleSoft

Position management or Employment RequisitionForm is the trigger

1:1 Employee-to-Position Ratio:

When there is backfill for leaves, there is a newposition created for the new incumbent.

Posit ion / Job Data Synchronization:

Important to keep position records in sync with jobdata (employee) records


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Queens will usejob codes to group types of workinto general classifications.

Job codes and employees have a one-to-many

relationship.

Many employees share a job code, though they mightperform the work in different departments or locations.

In PeopleSoft, each employee will have at least onejob code.

Position vs. Job Code


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Position 01

Departmental

Assistant HumanResources

Position 02

Departmental

Assistant FinanceServices

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.


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Academic

CUPE 229

CUPE 254

CUPE 1302

Adjunct

Adjunct 2

The following employee classes will be managed by position:

Adjunct 3

Executive

Librarian

General Staff

Archivist

Research


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The employee classes listed below will not useposition management.

For these classes, jobs will be assigned to employeesvia job codes:

Adjunct 1 Post Doctoral Fellows

Student

Casual

Academic Assistant Affiliates

Student Health Service Physician


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Position

Job Code


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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.


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Manage Positions Description

A position is managedvia four tabs ofinformation:

1. Description

2. Specif ic

Information

3. Budget and

Incumbents

4. Job Evaluation

Information

TheDescriptiontabis

the primary page for aposition and containsmost of the requiredinformation.


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Manage Positions - Description

Position Information: Headcount Status

Compares MaximumHeadcount (which defaultsto 1 when position created)to Current Headcount

Current Headcountderived from currentincumbent headcount;should always be 1

Effective Date effectivedate of any change to aposition or creation of a new

position Status Active and Inactive

Reason lookup

Position Status defaultsto Approved


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Job Information: Business Unit

defaults to QUNIV

Job Code select fromsearch

Reg/Temp regular or

temporary Full/Part Time

defaults to Full-Time

Regular Shift defaultsto N/A

Titleand Short Title

default populates basedon job code selection

Hyperlink -DetailedPosition Descriptionis an open text field

Union Code ifapplicable; defaults from

job code


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Work Location: Reg Region defaults

to CAN

Department selectfrom search

Location defaults

from department Company defaults

from department

Reports To positionnumber the new positionreports to

Supervisor Lvlcommunication andreporting purposes

Position Empl Classemployee class

Dot-Line notapplicable to Queens


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Salary Plan Information: Salary Admin Plan and

Grade Select plan andgrade if applicable

Standard Hours

expressed by week;defaults from job codebut must be changed tomatch Full TimeEquivalent (FTE).

Work Period equal to

weekly; defaulted fromjob code


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Synchronizing PositionChanges with Job Data:

Setting a period of reducedresponsibility for aposition can cause theJED (distributed by

amount ) for the employeeto become out of synchwith the new position info.

To resolve, navigate to JobData for the employee,insert a new row, and then

remove and replace thePosition so the Standardhours and FTE arerefreshed from theupdated positioninformation.


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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 updateincumbent job data on the job data component


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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


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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.


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Manage Positions Job Evaluation

Information

This is a Queens custom page used to track CUPE254

job evaluation data.


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Questions?


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Module 3:

Manage Employee

Data/Update Records


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Position and Job Data

Navigation: Workforce Administration>Job Information>Job Data

Job Data is whereyou will viewemployee andposition information

Enter the search

parameter(s) for theemployee recordyou would like tomodify or review.

Click the Search

button.


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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.

The Work Location tab of the job data component contains employee position

information as well as other details such as department and location.


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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 thedefaults for position-related data, you must maintain the job data manually.


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Questions?


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Module 4:Review Position/Budget

Information


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Position Summary

Navigation: Organizational Development> Position Management>Review

Position/Budget Info> Position Summary

The position management pages provide information regardingposition history, budget status and vacant budgeted positions

Position summary data is available to provide an overview of theinformation available regarding positions and incumbents.


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Position Summary

Position summary is used to view current and historical informationabout a specific position.

Select Position Summary.

Select a search field from the dropdown list

Enter a search value.

Click Search.


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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.


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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 informationavailable for review: General, Work Location and Payroll Information.


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Position Summary Work Location

Select the Work Location tab to review position locationinformation.

Details related to reports, location and job code are all visibleon this page.


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Position Summary Payroll Information

Select the Payroll Information tab to review position payrollinformation.

Payroll information related to the position is now visible.

Details related to reg/temp, full/part time, and standard hoursare visible on this page.


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Position History

Position History is used to view information on incumbents bothcurrently and previously assigned to a position.

Select Position History.

Enter the position number.

Click Search.

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


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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.


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Budget Status

Budget Status provides a summary view of budgeted andactual figures for departments.

Select Budget Status. Enter the position number.

Click Search.

Navigation: Organizational Development> Position Management>Review

Position/Budget Info> Budget Status.


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Budget Status

This page displays information related to Budget Status, Current Budget andCurrent 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.


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Vacant Budgeted Positions

Vacant Budgeted Positions displays information regarding bothpositions currently vacant in a department as well as attendantposition information.

Select Vacant Budgeted Positions.

Enter the department number.

Click Search.

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



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The Vacant Budgeted Positions page contains 3 tabs of information:

Position Information, Job Information and Work Location.

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


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


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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.


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Questions?


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Module 5:

Tracking and Reporting


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Position Management Reports

Navigate to: Organizational Development> Position Management> PositionReports

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

Vacant Position

Navigation: Organizational Development>Position Management>Position Reports
https://hr90trn.ps.queensu.ca/psc/hr90trn/EMPLOYEE/HRMS/s/WEBLIB_PTPP_SC.HOMEPAGE.FieldFormula.IScript_AppHP?scname=PT_PTPP_PORTAL_ROOT&pt_fname=PT_PTPP_PORTAL_ROOT&PortalCacheContent=true&PSCache-Control=role,max-age=60https://hr90trn.ps.queensu.ca/psc/hr90trn/EMPLOYEE/HRMS/s/WEBLIB_PTPP_SC.HOMEPAGE.FieldFormula.IScript_AppHP?scname=PT_PTPP_PORTAL_ROOT&pt_fname=PT_PTPP_PORTAL_ROOT&PortalCacheContent=true&PSCache-Control=role,max-age=60https://hr90trn.ps.queensu.ca/psc/hr90trn/EMPLOYEE/HRMS/s/WEBLIB_PTPP_SC.HOMEPAGE.FieldFormula.IScript_AppHP?scname=PT_PTPP_PORTAL_ROOT&pt_fname=PT_PTPP_PORTAL_ROOT&PortalCacheContent=true&PSCache-Control=role,max-age=60https://hr90trn.ps.queensu.ca/psc/hr90trn/EMPLOYEE/HRMS/s/WEBLIB_PTPP_SC.HOMEPAGE.FieldFormula.IScript_AppHP?scname=PT_PTPP_PORTAL_ROOT&pt_fname=PT_PTPP_PORTAL_ROOT&PortalCacheContent=true&PSCache-Control=role,max-age=60


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Active/Inactive Positions - This report lists the currentposition-related data for active positions, inactive positions, orboth, 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 matchin the Position Data and incumbent Job Data pages,periodically you should check the data to ensure the systemcontains the right information in both places. You can run thisaudit, the Exception/Override report, to determine if any datadoesn't match in the two components.


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Incumbent History - This report lists, by position, all currentand former incumbents, beginning with the current incumbentfor each position and going back in time. Prints entry and exitdates for each incumbent, and starting and ending salaries

Posit ion Status - Position Status report (POS001). This reportinventories the types of positions, and lists all filled and vacantpositions.

Vacant Position This report lists all currently vacant,

budgeted positions.

Active Position History report (POS004). This report lists allcurrent and historical data related to a position, for all activepositions in the organization.


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Running Reports

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 re-use 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.

Navigation: Organizational Development>Position Management>PositionReports>Active/Inactive Positions


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Running Reports

If you require several reports, you may run them one after another, andthen 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.

Navigation: Reporting Tools > Report Manager


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Questions?


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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


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Course Evaluation

Please take the time to fill out the course evaluation athttp://www.surveymonkey.com/s/HR_CourseEval

Constructive feedback will help to improve theparticipant experience for future classes.
http://www.surveymonkey.com/s/HR_CourseEvalhttp://www.surveymonkey.com/s/HR_CourseEval

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