position creation & maintenance - shared services · shared services sa - position creation...

POSITION CREATION & MAINTENANCE

Creating a New Position

Changing an Existing Position

Reclassifying a Position

Abolishing a Position

CHRIS 21 Training Document

CHRIS 21 Project, Training

30 August 2017

V1.14F

Shared Services SA

Shared Services SA

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CONTENTS

1. INTRODUCTION........................................................................................................................ 5

1.1 ABOUT THE TRAINING MODULE ..................................................................................................................... 5

1.2 ASSESSMENT TASKS ...................................................................................................................................... 5

1.3 PRE-REQUISITES ............................................................................................................................................. 5

1.4 WHO SHOULD USE IT ...................................................................................................................................... 5

1.5 LEARNING OUTCOME ...................................................................................................................................... 5

2. POSITION CREATION & MAINT. INFORMATION .................................................................... 6

2.1 ABOUT POSITION CREATION & MAINTENANCE ........................................................................................... 6

2.2 TYPES OF POSITION CREATION & MAINTENANCE ACTIVITIES ................................................................. 6

2.3 RECEIVING POSITION CREATION & MAINTENANCE REQUESTS ............................................................... 7

3. DIFFERENCES IN CHRIS 21 .................................................................................................... 8

3.1 POSITION NUMBER STANDARDISATION ....................................................................................................... 8

3.2 REPORTING RELATIONSHIPS ......................................................................................................................... 8

4. CHRIS 21 SCREENS ................................................................................................................. 9

4.1 POSITION NEW AND RECLASSIFICATION WIZARDS .................................................................................... 9

4.2 POSITION NAVIGATOR .................................................................................................................................. 10

4.3 POSITION TABLE (PDT) ................................................................................................................................. 11

4.4 OTHER POSITION (EPD) ................................................................................................................................ 14

4.5 RELATIONSHIPS (REL) .................................................................................................................................. 15

4.6 POSITION CHECK REQUIREMENTS (ZPC) ................................................................................................... 16

4.7 HISTORICAL SCREENS (PDH AND EPH) ...................................................................................................... 16

4.8 EMPLOYEE OCCUPANCY SCREENS (POS, SMN, ALW) ............................................................................. 17

5. CREATING A NEW POSITION ................................................................................................ 18

5.1 PRE-REQUISITES ........................................................................................................................................... 18

6. CHANGING AN EXISTING POSITION .................................................................................... 26

6.1 PRE-REQUISITES ........................................................................................................................................... 26

7. RECLASSIFYING A POSITION ............................................................................................... 33

7.1 PRE-REQUISITES ........................................................................................................................................... 33

8. ABOLISHING A POSITION ..................................................................................................... 42

8.1 PRE-REQUISITES ........................................................................................................................................... 42

9. APPENDIX A – TEXT FIELD CHARACTERS ......................................................................... 46

10. APPENDIX B – TEXT FIELD ABBREVIATIONS ..................................................................... 47

Shared Services SA

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TRAINING DOCUMENT LEGEND

Important Information

Scenarios

Required Documents

Learning Activities

Warning

Assessment Activities

Shared Services SA - Introduction

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1. INTRODUCTION

1.1 ABOUT THE TRAINING MODULE

The key features of this training program are updates for:

Creating a New Position

Changing an Existing Position

Reclassifying a Position

Abolishing a Position

Learning can be completed as a facilitated session or as a self-paced learning module.

1.2 ASSESSMENT TASKS

Assessments provide an opportunity to apply your new skills and knowledge to solve workplace tasks.

Assessments for this Training Module are located in the Assessment Guide.

Learning Activities can be found throughout the Training Document and will be used to reinforce understanding of key points.

1.3 PRE-REQUISITES

CHRIS 21 navigation training must be completed prior to the commencement of this unit.

Pre-reading:

FPRO200_POSM01 Position Creation

FPRO200_POSM02 Abolish a Position

FPRO200_POSM03 Position Reclassification

1.4 WHO SHOULD USE IT

This guide is intended for all staff that creates Positions or performs Position Maintenance activities.

1.5 LEARNING OUTCOME

The following performance criteria must be met in order for competency to be achieved for this Training Module.

By the end of this Training Module, learners will be able to:

Task/Content Learning Outcomes

Process Position Maintenance Identify and update Position Maintenance screens

Create a New Position

Change an Existing Position

Reclassify a Position and Employee

Abolish a Position

Shared Services SA - Position Creation & Maint. Information

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2. POSITION CREATION & MAINT. INFORMATION

2.1 ABOUT POSITION CREATION & MAINTENANCE

When the need for a new Position is identified within the SA Government, a new Position is created. When a Position is filled, the Position is deemed to have an incumbent employee. There are Positions within an Agency that do not have incumbents, but each employee must have a Position.

Positions contain Agency organisational structure information, including salary classification, reporting relationships, account costings, funding sources and leave groups. They are used to place employees in the correct working structures and to provide management with the capability to review and report over their business.

A Position can have many Positions reporting to it, however a Position can only report directly to one other Position. The reporting relationships determine staff lists and leave approvals in HR21.

Agency organisational restructures will require changes to be processed. This will bring existing Positions in line with the new reporting relationships, account costings, salary classifications, and locations.

Position Maintenance specifically refers to the Creation and Maintenance of the PDT Position. Due to this Maintenance, there may be changes required to employee records to keep the incumbent in line with the Position.

Position Maintenance does not refer to assigning an employee into the Position in POS. The assignment of employees is covered in the Contract Maintenance training.

2.2 TYPES OF POSITION CREATION & MAINTENANCE ACTIVITIES

Type of Position Maintenance Description

Create a New Position When an employee is to be placed into a Position that does not currently exist within the agency’s structure, a new Position is created.

Change an Existing Position When a Position’s structure changes and the reporting relationship, costing, or location is affected, the Position details are changed to reflect the new structure.

Reclassify a Position When a Position’s duties have changed sufficiently to warrant a change to salary classification and title, the Position is required to be changed. The incumbent employee may also be reclassified with the Position.

Abolish a Position When a Position is no longer deemed necessary in an organisational structure, it is abolished. A Position may be abolished only if it is vacant as at the requested effective date.

PDT Vs POS

Shared Services SA - Position Creation & Maint. Information

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2.3 RECEIVING POSITION CREATION & MAINTENANCE REQUESTS

Position Maintenance is completed by different work groups, dependent upon the Service Level Agreements between Shared Services SA Payroll and individual Agencies.

Refer to the below table to determine which work group is responsible for Position Creation and Maintenance:

Agency HR Data Input Unit Shared Services SA Payroll

Department of Health

Department for Communities and Social Inclusion

Shared Sector Agencies

What does not change is the requirement to ensure all Forms and Documents are complete prior to processing the Position Creation and Maintenance.

The standard Shared Services SA forms for Position Creation and Maintenance are the Position Management Form and the Employment Management form.

Forms not completed or approved by the delegate are returned to the Agency for action.

Shared Services SA - Differences in CHRIS 21

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3. DIFFERENCES IN CHRIS 21

3.1 POSITION NUMBER STANDARDISATION

The implementation of CHRIS 21, across two production environments, has enabled Shared Services SA to standardise business processes and codes. As part of this standardisation, configuration for Position Numbers has changed from meaningful Position Numbers to meaningless Position Numbers with meaningful descriptions.

As a result of the merging of databases, all Positions will be assigned a new and unique number in CHRIS 21.

The Position Number code convention in CHRIS 21 for existing Positions migrated from CHRIS 5 will adopt a standard of Mxxxxx.

All new Positions created after the implementation of CHRIS 21 will adopt a standard of Pxxxxx. Once the list of available Pxxxxx codes is exhausted, the coding convention will move to Qxxxxx.

This coding convention allows users to quickly identify which Positions will have historical

information in the archive databases.

3.2 REPORTING RELATIONSHIPS

The reporting relationship configuration has been updated in order to achieve a standard reporting relationship structure across SA Government.

To cover the levels of reporting required in the Organisation – Relationships (REL) screen, there are three fields:

Position Reports To: The immediate manager

Clerical Admin: The administrative assistant of the manager

Bonafide / Leave Return: The Bonafide and Leave Return report delegate

Bonafide Admin: The nominated admin support to the Bonafide and Leave Return report delegate

This screen also contains new fields listing the incumbent of each Position and the date the record was last changed.

Shared Services SA - CHRIS 21 Screens

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4. CHRIS 21 SCREENS

4.1 POSITION NEW AND RECLASSIFICATION WIZARDS

Linked screens, called Wizards, enable a user to move through the appropriate data entry screens to ensure full completion of a task. The Wizard W02 – Position New is used to create a new Position Number.

The Wizard W16 – Reclassification is used to reclassify a Position and the Incumbent (employee).

Navigate within the Wizard using the Back, Next and Finish buttons.

To confirm completion of the Wizard must be used.


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4.2 POSITION NAVIGATOR

The Position Navigator which enables a simplified overview of the reporting structure based on a selected Position.

The function can be accessed by right clicking on a Position Number and selecting the Position Navigator from the drop down list.

Alternatively, use F7 to display the Position Navigator on screen.

On selecting a position and launching the Position Navigator three levels are displayed:

The Position entered

The Position it reports to

Any Positions that report to it

Position Numbers and names of the current incumbent can be displayed by clicking on Show Codes and Show Names.

The drop down arrow at each level will show other Positions at the same level as the selected Position.


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Selecting the button adjacent to the drop down arrow allows users to view further information on the Position incumbent. Selecting Show Occupants displays the incumbent employee’s details.

4.3 POSITION TABLE (PDT)

The Position Table (PDT) screen is used to create and maintain Position details. The details typed in this screen will determine where the Position is located in the Agency’s organisational structure, its reporting relationships, and budgeting.

The details in the PDT screen link through to other screens, such as Position (POS). When changing details in PDT, the fields are overridden and an effective date typed to accept the changes. PDT entries cannot be end dated and re-typed.

1. Navigate to Position Table (PDT) using F6.

Alternatively, access the PDT screen through the following path: Menu List > Administration >

Organisation > PDT.


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2. Type Position Number, and Enter. Alternatively double click on the position required from the Choose Position Number list.

3. The Detail tab displays with details of Position Number selected.

4. The Position Table Detail tab contains the following information.

* Denotes a mandatory field

Field Description

* Title Long description of the Position title

* Position Created Start date of the Position


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Field Description

* Status Type code if known, or select from list

Date Ended End date of the Position if temporary

Also used to Abolish a Position

* Agency Agency to which the Position is allocated

* Levels 2-6 Organisational levels to allocate the Position within the Agency structure

* Cost Unit Account costing of the Position

* Accounting Group Select code from list

Position Type Length and type of contract allocated to the Position

* Classification Salary level of the Position

Award Employing Award.

* Job Type Select code from list

Management Level Select code from list

Funding Source Select code from list

* Award Hours/Week Substantive hours of the Position

* Change Effective From Effective date of change to Position

Budget FTE Budgeted full time equivalent value of Position

O/T Payable Tick if the Position is entitled to work paid overtime

Security Lvl Defaults to 5

Do not select a higher Security Lvl unless authorised as there are impacts on the visibility of the position and reporting

Discipline Select code from the list

Reason Reason for the creation or change of the Position

Agencies have varying data entry requirements for their finance and reporting needs. Refer to

the information provided and business requirements to ensure the appropriate information is

captured in Positions (PDT) for each Agency.

The following fields from the Organisation – Position Table (PDT) screen automatically populate

on the Staff Details – Position (POS) screen:

Overtime Payable

Job Type

Discipline

Award Code

Accounting Group

Agency

Levels 2 - 6

Cost Unit


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4.4 OTHER POSITION (EPD)

The Other Position (EPD) screen contains extended Position details unable to be recorded on the Position Table (PDT) screen.

The Other Position Details tab contains the following information.


Field Description

ASCO and ANZCO Are used by the Australian Bureau of Statistics in the collection, publication, and analysis of statistics

Position of Trust Indicates if the Position is designated as a Position of Trust

Reason Records reason for any Position changes

Established Count Used in Agency reporting to establish Full Time Equivalent employee numbers

Leave Group Type, or choose from list, to allocate correct Awarded leave entitlements to a Position

Change Effective From Type effective date of change to Position

Position Cost Code and Percentage Splits

Used when Position costing is split between more than one cost unit; maximum of five different cost units

Workflow Group Type code for employees utilising HR21 for leave applications. Controls the levels of delegation for different leave types

These fields enable Agencies to further define their workforce reporting capabilities and financial allocations.

The CHRIS 21 Leave Workflow Code Identifier is available to assist with the selection of codes for

the Workflow Group field.

Agencies have varying data entry requirements for their finance and reporting needs. Refer to

the information provided and business requirements to ensure the appropriate information is

captured in Other Position (EPD) for each Agency.

http://www.sharedservices.sa.gov.au/sites/default/files/payroll/chris21/C21-EPDWorkflowCodeIdentifier-Tool.xlsm?1467169764020


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4.5 RELATIONSHIPS (REL)

The REL screen contains the Position’s reporting relationships. The relationships defined in the REL screen feed HR21 determining the staff lists, workflows and delegation for leave applications and approvals.

The relationships that can be entered include:

Position Reports To

Relationship is mandatory for all positions; to contain the position number of the immediate manager. The incumbent of the position number entered is accolated access to the position occupant’s details via the HR21 staff list and leave approval delegation in HR21 where applicable.

Clerical Admin

Optional relationship utilised to provide viewership of staff lists in HR21; positions entered may include assistants to high level managers or supervisors and team leaders without leave approval delegation. The incumbent of the position number entered is allocated view access to the position occupant’s details via the HR21 staff list.

For Agencies utilising the Bonafide Certificate/ Leave Return Report:

Bonafide/Leave Return

To be completed for all positions required to appear on a Bonafide Certificate/ Leave Return Report; to contain the position held by the delegate responsible for approving the Bonafide. The incumbent of the position number entered is allocated access to the report and approval responsibility.

Bonafide Admin

Only entered on the position held by the delegate responsible for approving the Bonafide; to contain a position that has been nominated to provide administrative support to the delegate. The incumbent of the position entered is allocated administrative support access, allowing them to view and comment on the Bonafide Certificate and Leave Return Report . The Bonafide Admin is not able to approve reports.


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4.6 POSITION CHECK REQUIREMENTS (ZPC)

The ZPC screen is completed when a Position is designated as a Position of Trust.

The Position Check Requirements Details tab contains the following information.


Field Description

* Requirement Type Select the applicable type of check required for the Position. There may be various checks required, select all applicable.

Comments Type any relevant comments or details to provide clarity.

4.7 HISTORICAL SCREENS (PDH AND EPH)

The Position detail change history is captured in the PDH and EPH screens. They contain a list of the changes made by creating a replica of the live Position Table (PDT) and Other Position (EPD) screens and effective dates of the changes.

Historical Screen

Live Screen

Description

PDH PDT Contains a list of any changes made to the Position Table (PDT) screen including updated fields and reason for change.

EPH EPD Contains a list of any changes made to the Other Position (EPD) screen including updated fields and reason for change.


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4.8 EMPLOYEE OCCUPANCY SCREENS (POS, SMN, ALW)

When updating position details in Position Table (PDT) that is occupied, the employee record also requires updating to ensure the new details have flowed through onto their payroll records.

Screen Field to be updated Purpose/Action

POS - Position Transfer Reason Select reason for position update.

SMN - Salary Create new Salary record

To update employee’s salary when reclassifying the substantive rate of the Position.

ALW - Allowance Check current Allowances

If employee has received a salary rate change, update any allowances calculated using the base salary.

This ensures the employee is allocated to the correct reporting structure and receives the correct salary and allowances based upon their updated Position occupancy.

LEARNING ACTIVITY

Why would a Position be required to be created or changed?

What kind of information is required when creating or changing a Position?

Shared Services SA - Creating a New Position

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5. CREATING A NEW POSITION Before creating a new Position, consider the following:

5.1 PRE-REQUISITES

Position Creation requests completed by Payroll Services must be authorised by the appropriate

Agency delegate. The form required is:

Position Management – HR01 form (request to Create a New Position)

Incomplete or unauthorised forms to be returned to the Agency HR representatives for action.

Payroll Data Input Teams and HR Data Input Team follow the process below for creating a new Position.

Steps Process Screen Description

1. Check Document and Authorisation

N/A Check documentation (Form) is correct and received from the authorised sources. If not completed, return to HR for action.

2. Create New Position Code W02 Wizard

Select W02 Wizard to generate the next available Position number. Follow the linked screens to complete the process.

3. Type Position Details PDT Complete the required fields using the information from the form. Use drop down lists to display codes and options.

4. Type Other Position Details

EPD Complete required fields including ASCO & ANZCO, costing splits, and leave group.

5. Type Position Reporting REL Enter the reporting relationships including immediate manager, assistant to the manager, Bonafide delegate and assistant to the delegate as provided.

6. Type Position Check Requirements

ZPC Complete required fields if Position designated as a Position of Trust.

7. Quality Checking N/A Send information provided to Quality Assurance Team for checking.

8. eMite and Status Tracker N/A Record the task in eMite and mark the batch as complete in the Status Tracker.

Position Table

Enter Position Details including Title, Agency, Organisational Levels, Salary Classification, Accounting Group and Job Type.

Other Position Table

Enter extended Position Details including ASCO and ANZCO codes, Cost Code splits, and Leave Group details.

Relationships

Enter Reporting Relationships including Position Reports To, Clerical Admin, Bonafide / Leave Return Approver and Bonafide Admin.

Position Check

Select check type for Position designated as a Position of Trust.

Type relevant comments for clarity.

PDT EPD REL ZPC


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SCENARIO 1 – CREATING A NEW POSITION

Payroll has received a Position Creation Form from an Agency, signed by the appropriate delegate,

requesting to create a new Position within their structure.

1. Navigate to the W02 – Position New Wizard via path Menu > Wizards.

2. Type capital P in the Position Number field; automatically generates the next available Position Number in the sequence on saving the position.

Position numbers must be prefixed with an upper case P. Failure to comply with this convention

will cause data integrity issues.


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3. Complete the Position Table (PDT) fields as follows.

If the Position Creation Form does not provide the codes to type in the fields use the:

Drop-down to select code from a list

Ellipsis to select code from a table

Calendar to select a date or manually enter using format ddmmyy

4. Complete the Position Table fields as follows; leave fields not mentioned blank to accept default.


Field Action Required

* Title Type Position Title using the approved abbreviation and standard characters; limited to 26 characters

Refer to the Appendix for the approved Appendix A – Text Field Characters and Appendix B – Text Field Abbreviations

* Position Created Type the start date of the Position or select the date using the calendar.

* Status Type code or select from list; selection determines Position occupancy (e.g. Full Time, Part Time, Casual, Board Member, etc)

Date Ended Type end date if Position created for a fixed period, otherwise leave blank


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for ongoing

* Agency Type code or select from list; selection determines which ABN and bank account the Position allocated to

* Level 2 - 6 Type codes or select from list; selection determines where the Position sits within the Agency’s organisational structure.

Ensure that Level 2-6 codes are consistent with the Agency code. For example, Positions created under Agency ZX must have all Org level codes begin with ZX

* Cost Unit Type code or select from list; selection determines which General Ledger costed against

* Accounting Group Select code from list

Position Type Type code or select from list; selection determines the contract the Position is created for (e.g. ongoing, casual, short term contract etc.)

* Classification Type salary classification or select from list; selection will match the incumbent’s Salary (SMN) record once the Position is filled

Location Type code or select from list

Career Group Select code from list, or leave blank if not provided

Award Type code or select from list; selection determines which employing award the Position is allocated to and flows through to other screens, providing validation

* Job Type Select code from list

Management Level Select code from list

Salary Group Select code from list

Comment Type comment from the information provided if specified

Funding Source 1 Type code or select from list; selection determines which governing body is responsible for funding the Position

Funding Duration 1 Select code from list, or leave blank if not provided

Funding Source 2 Select code from list, or leave blank if not provided

Funding Duration 2 Select code from list, or leave blank if not provided

* Award Hours/Week Type full time hours worked per week, or use Calculator to add a value

* Change Effective From Type effective date of change

Budget FTE Type 1 for a full time Position, or use Calculator to add a value

O/T Payable Tick this field (press Y) if overtime is permitted to be paid on this Position

Security Lvl Defaults to 5

Do not select a higher Security Lvl unless authorised as there are impacts on the visibility of the position and reporting

Discipline Type code or select from list

Reason Type code or select from list

Shift Type N if Position is not a shift work Position

Type Y if Position is a shift work Position


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5. Click Next to progress to Other Position (EPD).

Move through the Wizard at any point using Alt + X.

6. The above message window displays the effective date of the change. Click Clear and Close.

On selecting Next the Position Table (PDT) information is saved and the Position Number field

displays the generated Position Number.

7. Complete the Other Position fields as follows; leaving fields not mentioned blank to accept defaults.



ASCO Occupation Code Type code or select from list

Position of Trust Tick the checkbox if Position deemed a Position of Trust

ANZCO Code Type code or select from list

Reason Autofills from Position Table (PDT)


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Estab Count Type 1, or use Calculator to add a value

Leave Group Type code or select from list

To assist with selecting the correct leave group use the CHRIS 21 Code Mapping Tool

* Change Effective From Type effective date of change

Cost Code /

Cost Percentage

Type costing splits or leave blank if not provided

Full Time Hours Type full time hours worked per week

Workflow Group Enter code or leave blank for Positions not utilising HR21 for leave applications

Refer to CHRIS 21 Leave Workflow Code Identifier for assistance with identifying or selecting the Workflow Group Code

8. Click Next to progress to Relationships (REL).

Once a Wizard has started a user can advance forward and return to previous screens using the

navigation buttons (Back and Next) without exiting the Wizard.

9. Complete the Relationship fields as follows.



* Position Reports To Type Position Number of Immediate Manager

Clerical Admin Type Position Number of Clerical Admin. Leave blank if not provided

Bonafide / Leave Return Type Position Number of Bonafide and Leave Return approver

Bonafide Admin Type the Position Number of the Bonafide and Leave Return delegates nominated admin. Leave blank if not provided

http://www.sharedservices.sa.gov.au/sites/default/files/payroll/chris21/Chris-Mapping-Search-Tool.xlsm?1467597700289

http://www.sharedservices.sa.gov.au/sites/default/files/payroll/chris21/Chris-Mapping-Search-Tool.xlsm?1467597700289

http://www.sharedservices.sa.gov.au/sites/default/files/payroll/chris21/C21-EPDWorkflowCodeIdentifier-Tool.xlsm?1467169764020


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On saving the Relationship the Position Titles and Incumbent names are populated. Verify the

correct Position Number entered, against the displayed Position Titles and incumbent names.

Where an entered Position Number is incorrect, then amend and re-save.

When a position is occupied by more than one employee, then the Multiple Incumbents

checkbox displays a tick.

10. Click Next to progress to Position Check Requirements (ZPC).

Undertake the steps below when the new Position designated as a Position of Trust or requires a

Clearance.

11. Complete the Position Check Requirements fields as follows.



* Requirement Type Select code from list

Comments Type any relevant comments or details to provide clarity

12. Click Save and New to create additional ZPC records, where the Position requires multiple clearances.

13. Click Finish to complete the Wizard.

On completing the Wizard screens, must be clicked to confirm completion. The

Wizard will return to the beginning where a blank Position Table (PDT) screen displays.


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Undertake the steps below to check the new Position Creation has been completed appropriately

and with no data entry errors. This function may lie with the Quality Assurance officers.

14. Navigate to Position History (PDH) using F6.

15. In the Choose Position History tab, locate and double click on created Position record.

16. In the Detail tab, check information has flowed through from Position (PDT) correctly and verify details against the details against the Position Management – HR01 form (request to Create a New Position).

17. Navigate to Other Position History (EPH) using F6.

18. In the Choose Other Position History tab, locate and double click on created Position record.

19. In the Detail tab, check information has flowed through from Other Position (EPD) correctly and verify details against the Position Management – HR01 form (request to Create a New Position).

Shared Services SA - Changing an Existing Position

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6. CHANGING AN EXISTING POSITION Changes to a Position are performed where the position is changing from its original structure, due to:

Agency restructures

Changes to accounting

Changes to reporting

Failure to update a Position’s details accurately can cause issues in Agency and Financial reporting,

and can ultimately affect Pay Run reporting.

Position details can only be overridden, not end dated, with historical records created in separate screens to track Position changes.

If a Position has an end date in the past, the details cannot be changed and an employee cannot be

appointed into the Position. Positions must have the end date extended prior to being updated or

occupied.

6.1 PRE-REQUISITES

Position Change requests completed by Payroll Services must be authorised by the appropriate

Agency delegate. The form required:

Position Management – HR01 form (request to Update Position Details)

SCENARIO 2 – CHANGING AN EXISTING POSITION

HR has provided a Position Maintenance form, signed by the appropriate delegate, to change the

title of a Position, shift the organisational structure and add cost centre splits.

When changing a Position, only update the details requested to be changed as changes to Position

details will affect the incumbent’s payroll records.


2. Type Position Number from Position Management – HR01 form (request to Update Position Details), and then Enter.


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3. Right click on the Position Number field and select Position Navigator from the drop down list.

Alternatively, press F7 to bring up the Position Navigator.

4. Click Show Codes and Names to display the position’s incumbent. Check the name displayed matches the employee name on Position Management – HR01 form (request to Update Position Details).

5. Close Position Navigator.


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6. Update the Position Table (PDT) fields as follows.





* Level 4 - 6 Type codes or select from list; selection determines where the Position sits within the Agency’s organisational structure

* Change Effective From Type effective date using format dd/mm/yy or select date from calendar

Reason Type code or select from list

Changes made to Position Table record automatically create a Position record for the incumbent

employee.

Do not change the Security Lvl unless authorised as there are impacts on the visibility of the

position and reporting

7. Leave remaining fields, and Save.


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8. Click Clear and Close on the message window displayed.

9. Navigate to Other Position (EPD) using F6.

10. Complete the Other Position fields as follows.



Reason Defaults from Position Table (PDT)

* Change Effective From Type the effective date using format dd/mm/yew or select date from calendar

Cost Code Select code from list

Cost Percentage Type percentage allocated to Cost Code

11. Click Save.

When removing Cost Splits from a Position, delete the Cost Code(s) only; removing the Cost

Percentage will cause an error upon saving. Once saved, the Cost Percentage will remove itself.


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12. Navigate to Relationship (REL) using F6.

13. Update the Relationship fields as follows.



* Position Reports To Type Position Number of Immediate Manager

Clerical Admin Type Position Number of Clerical Admin. Leave blank if not provided

Bonafide / Leave Return Type Position Number of Bonafide and Leave Return approver


14. Click Save.

Undertake the steps below to check the Position maintenance has been completed appropriately

and with no data entry errors. This function may lie with the Quality Assurance officers.


16. Press F5 to refresh the Choose Position History tab, to display the Position changes.


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17. Verify the information against the Position Management – HR01 form (request to Update Position Details).

18. Navigate to Position (POS) using F6.

19. Type Employee Number of the incumbent, and then Enter.

Alternatively, press Ctrl + F to search by the employee’s last name in the Choose Employee

Number tab.

20. Double click the Position record automatically generated on making a change to the Position in Position Table (PDT).


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21. Update the Transfer Reason by selecting the code from the drop down list, to provide an explanation for the new record and for reporting purposes.

22. Click Save.

Shared Services SA - Reclassifying a Position

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7. RECLASSIFYING A POSITION Position Reclassifications occur when an existing Position is authorised to have a change in substantive duties and salary level. Vacant Positions can be reclassified to enable recruitment processes. Occupied Positions require the incumbent to be reclassified along with the Position.

Employees should always be in receipt of the same salary and award conditions as the Position they occupy.

Failure to update a Position’s details accurately can cause issues in the Agency and Financial

reporting, and causes errors to appear in the Pay Run reporting.

When updating existing Positions in the Position Table (PDT), the position details can only be overridden, not end dated; creating a historical record in separate screens in order to track details of the Position’s changes.

7.1 PRE-REQUISITES

Position Reclassification requests completed by Payroll Services are sent by Agency HR

representatives and authorised by appropriate Agency delegate. The form required is:

Completed Position Management – HR01 form (request to Update Position Details)

Screen Action

PTD - Position Table Position details are changed to reflect any changes to the Title and salary classification; updating the Agency organisational structure

REL – Relationships Reporting Relationships are updated if the Position is reporting to a new manager; updating the HR21 workflow.

POS – Position The employee’s occupancy is updated with a Reason Code to reflect the change to classification. This assists with reporting.

SMN – Salary The employee’s salary is updated to reflect the change in classification; enabling the employee to be paid at the new rate.

ALW – Allowance Allowances are checked to ensure any additional duties or allowances based upon the salary level are ceased or updated; preventing any overpayments.

DED – Deduction Deductions are checked to ensure any amounts based upon the salary level are updated; preventing any incorrect payments.

CPA - Current Pay The current pay is recalculated to ensure the salary increase is appropriately actioned.


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SCENARIO 3 – RECLASSIFYING A POSITION

HR has provided a Position Management – HR01 form (request to Update Position Details), signed

by the appropriate delegate, to reclassify a Position and the incumbent employee in line with their

new duties.

1. Navigate to the W16 – Reclassification Wizard via Path Menu List > Wizards.

2. Click the Choose Position Number tab.

3. Press Ctrl + F to search for Position Number to reclassify, and then OK.

4. Double click on the Position Number to view the position details.


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The Detail tab containing the Position information is displayed.

5. Press F7 to display the Position Navigator.

6. Check the Position incumbent matches the employee listed on the Position Management – HR01 form (request to Update Position Details), before closing the Window.

Where the Position Navigator displays a different incumbent to the employee listed on the

Position Management – HR01 form (request to Update Position Details), return form to the

Agency for confirmation prior to updating the Position.


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7. Update the Position Table fields as follows.





* Classification Type salary or select from list

* Change Effective From Type the effective date using format dd/mm/yy or select date from calendar

Reason Type reclassification code or select from list

Changes made to a Position Table (record automatically create a Position record for the incumbent

employee.


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8. Click Next to progress to Relationships (REL).

9. A message window displays advising of the date of change. Click Clear and Close.

10. Update the Relationship fields as follows.



* Position Reports To Type Position Number of the immediate Manager, if provided.

Clerical Admin Type Position Number of the Assistant to the Manager, if provided.

Bonafide / Leave Return Type Position Number of the Bonafide and Leave Return Approver, if provided.


On saving the Relationship (REL) the Position Titles and Incumbent names are populated. Verify

the correct Position Number entered, against the displayed Position Titles and incumbent names.

Where an entered Position Number is incorrect, then amend and re-save.

11. Click Next to progress to Position (POS).


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12. Type Employee Number of employee being re-classified.

13. Click the Choose Position tab and select (double click) created Position; effective from the date of the Reclassification.

14. In the Detail tab, update the Transfer Reason by making a selection from the drop down list.

15. Click Next to progress to Salary (SMN).


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16. Complete the Salary fields as follows.



* Effective Date Type effective date of the Reclassification using format dd/mm/yy or

select date from calendar

* Current Class Type classification code or select from list

Reason Type Reclassification code or select from list

Next Increment Date Type next increment date using format dd/mm/yy or select date from calendar

Next Increment Class Type next classification code or select from list

17. Click Save.


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Once a record is saved in a Wizard, the Detail tab blanks out. To view the defaulted fields, go to

the Choose Salary tab and select (double click) the created record.

If the Reclassification is effective for a date in the past, the Backpay details will populate.

18. Click Next to progress to the next screen in the Wizard – Allowance (ALW).

19. Go to the Choose Allowance tab to view Allowances an employee is receiving, as at the date of the Reclassification. Update or end any Allowances calculated using the employee’s base salary rate.

20. Click Next to progress to the next screen in the Wizard – Deduction (DED).

21. Go to the Choose Deductions tab to view Deductions an employee has, as at the date of the Reclassification. Update any Deductions calculated using the employee’s base salary rate.

22. Click Next to progress to the next screen in the Wizard – Current Pay (CPA).


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23. Press Recalc to refresh the current pay.

24. Check calculated values match the expected salary increase due to the reclassification.

25. Click Finish to complete the Wizard.

On completing the Wizard screens, must be clicked to confirm completion. The

Wizard will return to the beginning where a blank Position Table (PDT) screen displays.

Undertake the steps below to check the Reclassification has been completed appropriately and

with no data entry errors. This function may lie with the Quality Assurance officers.


27. In the Choose Position History tab, double click to select the created Position History record.

28. In the Detail tab, check information has flowed through from Position Table (PDT) correctly.

Shared Services SA - Abolishing a Position

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8. ABOLISHING A POSITION

When an organisational restructure has occurred, a Position may be identified as excess and no longer required. In order to maintain a clean reporting structure, Positions can be abolished to remove them from reporting lists and organisational structures.

A Position cannot be abolished if still occupied as at the requested date; returned the Position

Management – HR01 form (request to Abolish Existing Position) to the Agency HR for action.

8.1 PRE-REQUISITES

Position Abolishment requests completed by Payroll Services must be authorised by the appropriate

Agency delegate. The form required:

Completed Position Management – HR01 form (request to Abolish Existing Position)

SCENARIO 4 – ABOLISHING A POSITION

HR has provided a Position Management – HR01 form (request to Abolish Existing Position) to

remove an excess Position from the Organisational Structure.


2. Type Position Number, and then Enter.

3. Press F7 to display the Position Navigator.


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4. Select Show Codes and Show Names, and then verify the Position is vacant (i.e. <None> displayed).

When an employees name is displayed go to Staff in Position (PEM) and check the position is

vacant as of the Abolishment date. Where the position is still occupied, return the Position

Management – HR01 form (request to Abolish Existing Position) to the Agency HR for action.

5. Complete the abolished Position fields as follows.



* Status Type 13 to indicate position closed

Date Ended Type effective date using format dd/mm/yy or select date from calendar

* Change Effective From Type the effective date from the information provided, or use the calendar to select the date

Reason Type code for Abolished Positions, or select from the list

6. Click Save.


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7. The Message Window displays advising date of change. Click Clear and Close.


9. Refresh (F5) the Choose Position History tab to display the created Position record.

10. Select (double click) record and verify displayed information is correct.


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LEARNING ACTIVITY

Which screen would you find the Reporting Relationship details in?

What information is held in the PDH and EPH screens?

Why is it important to check that the incumbent employee of a Position matches the information

provided?

How do you access the Position Navigator function?

ASSESSMENT ACTIVITY – POSITION CREATION & MAINTENANCE

Use the Assessment Guide to complete Assessment Activities on:

Create a New Position

Change an Existing Position

Reclassify a Position

Abolish a Position

Shared Services SA - Appendix A – Text Field Characters

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9. APPENDIX A – TEXT FIELD CHARACTERS Below is a list of approved characters for use in text fields.

Valid Characters Invalid Characters

A - Z Full Stop (.)

a - z Comma (,)

0 - 9 Underscore (_)

Brackets ( ) Enter or Carriage Return

Space

Ampersand (&)

Apostrophe (‘)

Quotation Marks (“ ”)

Hyphen (-)

Pound (#)

Slash (/)

Shared Services SA - Appendix B – Text Field Abbreviations

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10. APPENDIX B – TEXT FIELD ABBREVIATIONS Below is a list of approved abbreviations for use in text fields.

Word Abbreviation

Word Abbreviation

Accident Acc Investigation Inv

Accounts Acct Information Technology IT

Accounting Acct Mechanic Mech

Administrative Admin Mechanical Mech

Administrator Admin Management Mgmt

Administration Admin Manager Mgr

Advisor Adv Minister Min

Advisory Adv Ministerial Min

Adviser Adv Maintenance Mtce

Apprentice App National Nat

Applications Appl Occupational Occ

Architect Arch Officer Off

Assistant Asst Operator Oper

Attendant Att Operations Oper

Biodiversity Bio Operational Oper

Building Bld Parliamentary Parl

Business Bus Planning Plan

Centre Cntr Principal Prin

Communications Comm Procurement Proc

Compensation Comp Professional Prof

Consultant Cons Programmer Prog

Construction Const Program Prog

Coordinator Coor Project Proj

Corporate Corp Property Prop

Correspondence Corres Records Rec

Customer Cust Reception Recep

Development Dev Receptionist Recep

Director Dir Registered Reg

Driver Drvr Registration Regn

Education Educ Rehabilitation Rehab

Electrical Elec Representative Rep

Electronic Elec Resources Res

Engineer Eng Revenue Rev

Shared Services SA - Appendix B – Text Field Abbreviations

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Word Abbreviation

Word Abbreviation

Engineering Eng Report Rpt

Environmental Env Secretary Sec

Environment Env Services Serv

Executive Exec Senior Snr

Finance Fin Strategy Strat

Financial Fin Strategic Strat

General Gen Strategist Strat

Government Govt Support Sup

Graduate Grad Surveyor Surv

Human Resources HR Systems Sys

Human Resources Development

HRD Technical Techn

Implementation Imp Technician Techn

Information Info Technology Tech

Inspector Insp Telecommunications Tele