position data management - university of california, riverside...data tables, which allows for...

Position Data Management

Trainer Introduction

Kathleen Cool Title: Principal TrainerDepartment: HR | UCPathYears @ UC: 7 months +Previous Experience: 10 years of experience in instructional design and training in higher education. Taught Information System Management at the undergraduate and graduate levels.

Participants Introduction

Name:

Title:

Department:

Years at UC:

Expectations for this training:

What has been your experience with position data management, if any?

https://tinyurl.com/ucrtraining

Your Questions and Input

https://tinyurl.com/ucrtraining

RestroomsCell Phones Breaks

Housekeeping

Learning Objectives (1 of 2)

Identify the roles and tasks for position data management transactions.

1

Understand special considerations for Academic Personnel

2

3 Demonstrate the ability to request a new position or an update to a position using ServiceLink

Learning Objectives (2 of 2)

Define the following concepts:● Single Position● Multi-Headcount Position● Position Pool

4

Identify what data resides at the job level vs. at the position level

5

6 Articulate the risks of not associating an FAU to a new position prior to the onboarding process

Discover

What is a Position? (1 of 2)

A position represents a role in a department.

Positions dictate some of the Job attributes of the employees who occupy them and helps UCR manage funding.

What is a Position? (2 of 2)

In UCPath, a Position is like a chair. Like chairs, positions…• Can be filled or vacant• Can have different people sitting in them at different times.

Positions can outlast incumbents who “sit” in them.

What is a Job?

Employee Position Job

An employee is hired into a Position and receives a Job.

When an employee is hired, their job inherits the attributes of the Position. During the hire, additional information is added - such as compensation details – that complete an Employee’s Job Record.

If an update is made to the employee’s position, the changes can be cascaded to the Jobrecord. However, if changes are made directly to the Job Record, it will not affect the position.

What is Position Management?

Position Management is the process of managing these “emptychairs”. It is not job classification or recruitment.

• Each position has a unique position number• Fully integrated with Funding • Give a clear picture of the organizational structure, staffing needs, and how

salary expenses attach to both filled and unfilled positions• Report on organizational relationships independent of the employees in those

positions

What is the Relationship between Position Data and Job Data?

• Established key job-related data elements

• Establishes departmental structure and organizational hierarchy, including Reports to Supervisor

• Maintained whether position is filled or vacant

• Key job-related data defaults from position data when employee is assigned to a position.

• Some position changes affect employee job data; for some updates UCPath automatically maintains the current incumbent’s job data.

Employee Job DataPosition Data

What is a Job Record?

• Department• Job Code• Salary Admin Plan &

Grade

Position Data:• Employee Class• Compensation Rate• Expected Appointment

End Date

Job Data:

Job Record

How does Position Data Work?

When an employee is hired, promoted or transferred they are assigned a new position. All position attributes flow to job data; re-entry of data is not required.

POSITION ATTRIBUTES

JOB DATA TABLESIncumbent history is stored in Job Data tables, which allows for reporting of data.

POSITION IS STATICWhile an employee may change position, position data remains constant.

Reclassification and other position changes begin with an update to the position record. If the effective date is a current or future date, the system automatically updates the incumbent’s job data.

POSITION ATTRIBUTES

What are the Advantages of Using Position Management?

You can define job(s) in a department even if people are not in them

Enforces accurate position and reporting information

*An employee/appointee can be assigned to more than one position (e.g., Dean and Professor). In that case, the incumbent would have multiple positions, jobs, and job records in UCPath.

Single-Headcount PositionsDefinition Use Case • Most positions at UCR have a one-

to-one position to employee relationship (one position for one employee)*

• All existing jobs at UCR will be converted to single-headcount positions by go-live.

• The HR department is expanding. The department has determined that a Senior Analyst position is needed.

Multi-Headcount Positions

Jobs with the same attributes can be grouped into one position rather than creating a unique position for every job.

● Business Unit, Dept., Location

● Job Code, Union Code, Employee Relations Code, Special Training Code

● Reports To, Personnel Program

● FTE, Salary Plan, Grade, FAU

● Per Diem, Recreation Program Instructors

● Limited and Students● TAs, Readers, Tutors● Emeriti (WOS),

Summer Session Instructors, UNEX Instructors

Definition Attributes Possible Uses

Position Pools Definition Use Case Position pools are used to group similar positions in the same department that share Funding.

At UCR, all Work Study Positions will be assigned to a designated Position Pool. This mechanism will help manage the split between department funding and work study program funding.

Work Study ProgramsSet ID Pool ID Description Short Desc.

RVCMP A WS – America Reads WS AM-READ

RVCMP C WS – Community Service WS COMM

RVCMP F WS – Federal WS FED

RVCMP E WS – America Counts WS AM-CT

RVCMP T WS – State Teach Int WS STTEACH

RVCMP P WS – President S WS PRESDNT

Contingent Workers

• A Contingent Worker is an individual engaged by the University on a non-permanent basis to complete a specific function or task who does not have an employee relationship with UCR and does not receive remuneration through UCPath. An example for a Contingent Worker is a contractor.

• Contingent Workers will NOT require positions in UCPath unless they are supervising UCR employee(s). If that is the case, a position in UCPath would need to be created.

Essential RolesPDM FOM Process

1: HR/AP Staff (Initiator) ServiceLink

2: HR/AP Central Office (Approver) ServiceLink

4: Shared Services Center Fulfiller(s) UCPath

6: Org./Dept./SSC Inquirers ServiceLink

5: Shared Services Center AWE Approver UCPath

3: Financial Manager (Approver) ServiceLink

First is the Initiator role, who initiates an Position (new or update) request using ServiceLink. The FAU associated with the position should be entered in the comments section.

This is a required role.

Can be assigned to:• HR or AP Business Partner

The Initiator is the individual responsible for correctness of transaction.• Identifies the need to create a

new position or make a position management change

• Obtains appropriate authorization and completes the necessary pre-approval

HR/AP Staff (Initiator)








The Central Office Approver role is a conditional role. In this case, the approver reviews and approves certain high-risk position transactions.

These include: • Changes to the FLSA status • Change to Employee Relations

Code to ‘Manager Confidential’

Approval process is done in ServiceLink through an assigned task in the Fulfillment queue.

HR/AP Central Office (Approver)








When initiating the new or updated position request, the initiator should have included correct position FAU.

The FAU Approver must review and approve the FAU changes. If the FAU is incorrect, the FAU Approver needs to add the correct FAU in the comment section and notify the HR/AP Staff (initiator) offline.

Approval process is done in ServiceLink through an assigned task in the Fulfillment queue.

Financial Manager (Approver)








After FAU Approval, the new/updated position request is received by the Shared Services Center Fulfiller as a task in the ServiceLink Fulfillment queue.

This is a required role.

The Shared Services Center Fulfiller(s) initiates the transaction in UCPath.

The position transaction then goes through the UCPath AWE for quality assurance. Once a position number is generated, the Shared Services Center Fulfiller(s) needs to enter funding for the position in UCPath.

Shared Services Center Fulfiller(s)

4: Shared Services Center Fulfiller (s) UCPath







Once the Shared Services Center Fulfiller(s) submit the position transaction, the transaction is forwarded to the designated AWE approver in the Shared Services Center through UCPath AWE.

The SSC AWE Approver cannot be the same person as the Shared Services Center Fulfiller(s).

The SSC AWE Approver serves as Quality Assurance by reviewing and approving the transaction.

Once approved by the SSC AWE Approver, a position number is automatically generated.

Shared Services Center AWE

Approver








The Inquirer role has the ability to monitor and view the status of the request and assigned tasks.

Individuals in Orgs., Departments and in Shared Services Centers can have an Inquiry role.

Org./Dept./SSC Inquirers








Position Management ProcessesThere are three Position Management processes:

FAU Change for New Position – Simple and Complex

Simple FAU Change for Update Position, Job Data Change and Payroll Adjustments

Complex FAU Change for Update Position, Job Data Change and Payroll Adjustment

FAU Change for New PositionDepartment

HR/AP Staff (Initiator)

Financial Manager

(Approver)


Shared Services Center

AWE Approver


A new position for Department X has been approved and a funding source has been secured.

Step 1 Step 2 Step 3 Step 4 Step 5

Submits New Position request and provides FAU information in the comments section

(ServiceLink)

Task is triggered for FAU approver to review and validate FAU information provided in the request

(ServiceLink)

Transacts New Position in UCPath

(UCPath)

Reviews and approves the New Position transaction. A position number is automatically generated

(UCPath)

ServiceLink

UCPath

HR/AP Approver (Conditional)

Manually enters FAU information to the newly created position

(UCPath)

Simple FAU Change for Position UpdateDepartment

Department Analyst

(Transactor)

Financial Manager

(Approver)Automatic Upload Shared Services

Center

Requests FAU change and provides approval via email.

Step 1 Step 2 Step 3 Step 4

Submits FAU Change requestand attaches required documentation.

(ServiceLink)

Reviews and Approves or denies request.

(ServiceLink)

Automaticallyuploaded directly to UCPath via a nightly batch process.

(UCPath)

If there are no errors indicates FAU is complete. Completion notice will be sent the next dayto Transactor.

(ServiceLink)

ServiceLink

UCPath

Complex FAU Change for Position UpdateDepartment

Department Analyst

(Transactor)

Financial Manager

(Approver)


Shared Services Center

AWE ApproverShared Services

Center

Requests FAU change and provides approval via email.

Step 1 Step 2 Step 3 Step 4 Step 5

Submits FAU Change request in FAU Tool.

(ServiceLink)

Reviews and Approves request in FAU Tool.

(ServiceLink)

Manually enters FAU Change in UCPath

(UCPath)

Reviews transaction in UCPath for quality assurance.

(UCPath)

Indicates FAU is complete. Completion notice will be sent to Transactor.

(ServiceLink)

FAU Tool

UCPath

When should a new Position be created?

A new position should be created if a need for a position is

identified (e.g., an appointee/employee must be

hired or transferred into a department), and there is not an

appropriate vacant position

When possible, existing vacant positions should be reused to

avoid creating many unnecessary positions

Effective Status Definitions

Active – Approved Used for vacant or filled positions that have been approved and have the correct funding and/or budget establishedEmployees should only be hired into ‘Active –Approved’ Positions

InactiveUsed for vacant Positions that a department does not plan to recruit for in the future.Use Case: An employee retired ad the department eliminated the position

Position Status Definitions

Activ

e -P

ropo

sed • Used exclusively for

AP recruitment• Used for Vacant

Positions where the details of the position may change before hiring or transferring an appointee in the position Ac

tive

-Fro

zen • Used for Vacant

Positions that have had their funding and/or budget revoked (e.g., during a layoff). Position Data is maintained for reporting purposes

Position StatusesPositions should be created in

the ‘Approved’ Status if the details of the position are

finalized (e.g., the department is confident that they will not need to adjust the position’s job code)

Employee should only be hired into Approved positions. All

Proposed or Frozen positions should be vacant

Positions should not be created in a ‘Frozen’ status

Required Information for Creating a New Position

Before creating a new position, the Org Unit/Dept. should obtain approval to create a new position and identify the appropriate FAU(s) to link to the position

WARNING: NOT identifying the appropriate FAU(s) to link to the position will result in the new hire being paid from the default FAU. An additional process would then need to be performed, making the overall process less efficient.

ServiceLink(New Position)

Scenario: Creating a New Position

Description

New Positions will be created in UCPath when a Department identifies a

need for a position and there is no existing position that

could be modified

Business Case

My department is expanding, and we need to hire a new Senior Analyst

What you need to know

New Positions will be approved using the AWE-enabled Position Control

Form in UCPath

ServiceLink Demo – New Position https://goo.gl/XjHk2u

https://goo.gl/XjHk2u

https://fomucpathtraining.ucr.edu/Job_Aids/Initiating_ServiceLink_New_Position_Request.pdf

ServiceLink(Update Existing

Position)

Updating Existing Positions

Position changes are infrequent, but should reflect the actual evolution of a position

The job code of a position should only be changed to a different job code within the same series (e.g., Associate Professor to Professor is ok, but Postdoc to Professor is not)

Changing Position Statuses

Once the details of a Proposed position are finalized, the

Org Unit/Dept. should submit a

ServiceLinkrequest to move the position to the Approved

status

Positions should not be moved

from the Approved to

Proposed status

Vacant positions should be placed in the Frozen status if

the funding or budget is

temporarily lost (e.g., during a

layoff), but the Org Unit/Dept. plans to secure funding for the position in the future. If funding is

restored, the position should be

moved to the Approved status.

However, if funding is not secured, the position should be moved to inactive

Note:Employees

should only be hired into Approved

positions. All Proposed or

Frozen positions should be

vacant

Inactivating the Effective Status of a Position

If an Org Unit/Dept. does not plan to recruit into a

vacant position, the position should be

inactivated

Employees and Academic Appointees may not be hired into inactive positions, and they do not appear in

search results

Academic Promotions

Academic Promotions should be transacted by making an update

in PayPath to the appointee’s position and job record.

Updates can be made using the mass PayPath upload feature

(standard practice for updates approved and ready for upload

during the 7/1 academic advancement cycle) or

individually through the PayPathActions page in UCPath

Promoted appointees should not be transferred

into a new position

Steps for Promoting an Academic Appointee To promote an appointee in UCPath,

the following changes should be made to the appointee’s position:

Job Code should be updated

Salary Plan and grade should be updated after the

Job Code is updated

The following updates should be made concurrently, using the Job data page of

PayPath:

The step should be updated

Once the step is selected, base compensation row(s) should populate in the compensation section. If the appointee has off-scale/above-scale amounts, they should

be added to the compensation section

The appointee’s expected job end date may need to be updated or made blank

The appointee’s Academic Duration of Appointment may need to be updated if the

appointee has been granted tenure or security of employment

Academic Personnel Considerations - PDM

• An Academic Promotion earned through the advancement process is transacted as an update to the existing position and does not require a new position.

• For most jobcodes: Salary Admin Plan = the salary scale table # and Grade = Rank

• For HSCP jobcodes: Salary Admin Plan = the APU scale table and Grade = Rank

• Academic Jobcodes that do not have UC salary scales have a BYA Salary Admin Plan and Blank Grade including Administrative Titles such as Department chair and Divisional Dean. This also includes local tutor & reader job codes and UNEX Contract Teachers.

• The Employee class is automatically defaulted based on the jobcode and is updated on the job record for Academics.

UCPath(Quick Overview)

UCPath System Process

Position Control Request

Definition: AWE is a UCPath functionality that automatically routes certain transactions for review and approval

Approval Workflow Overview:

Note: Transactions require at least one approver; initiators cannot approve their own transactions

UCPath Approval Workflow Engine (AWE)

UCPath AWE Roles

InitiatorEnters

transactions in UCPath and submits for

approval

ApproverReviews and

approves transactions. Adds ad hoc approvers and ad

hoc reviewers to AWE workflow when

necessary

AWE AdminMonitors

transaction routing and

resolves routing errors

Check Your Understanding

https://play.kahoot.it/#/k/e177ceb6-9524-4e81-ae88-2d8fdcf10637

Summary

Key Points

• A Position represents a ROLE in a department • When an employee is hired into a Position, they receive a Job• Positions can be Single Headcount, Multiple Headcount, or Position Pool• Position Data + Job Data = Job Record• When submitting a new position ServiceLink request, the Initiator must

manually type the FAU • Departments must hire into Active-Approved Positions• Position Effective Statuses are Active-Approved and Inactive• Position Statuses are Active-Proposed and Active-Frozen

Online Evaluation - https://goo.gl/ouSoJ3

https://goo.gl/ouSoJ3

https://uc.sumtotal.host/core/pillarRedirect?relyingParty=LM&url=app/management/LMS_ActDetails.aspx?ActivityId%3D318211%26UserMode%3D0

Additional Courses

• UCPath WFAL300 Position Control• Job Aids

FOM|UCPath Training Team Email

[email protected]

mailto:[email protected]

Training Resources

http://fomucpath.ucr.edu/training/resources.html

http://fomucpath.ucr.edu/training/resources.html

Your Feedback Pleasehttps://tinyurl.com/ucrfomucpathfeedback

https://tinyurl.com/ucrfomucpathfeedback

position data management - university of california, riverside...data tables, which allows for...

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