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UCPath Workforce Administration

Critical Concepts & Resources

Human Resources, Administrative Services Division

Positions

Revised 04/07/2020

UCPath

Workforce Administration

Position ControlIntroductions & LogisticsUCPath SystemOverviewNew Positions

Update Positions Course Review

Template Transactions

Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirement

TransfersTransaction StatusCourse Review

PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data Changes

Additional payCourse Review

Human Resources & Academic Personnel

Revised 04/07/20202

Introductions & Classroom Logistics

• Name

• University role

• Years at UC

• Expectations for this training

Attendees

• Name

• UC role

• UCPath role

• Years at UC

• Functional experience

Instructor

• Update your screen name to include your Name, Department, and whether you are here for “New” or “Refresher” training

• We will take roll

• Submit questions through Chat or “Raise Your Hand” Our moderator will manage questions

• Turn off cell phones

• No email or web surfing

• Return from breaks on time

Classroom Etiquette


UCPath










Revised 04/07/2020


3

About this Course

Position Control

Today’s training session includes:

• Critical Concepts / Resources

• The who, what, why, when, where, & how of the various requests processed in Position Control

• Learning about all the resources available to you, including Job Aids, people, and UCPath itself

UCPath










Revised 04/07/20204

Questions & Parking Lot

• We encourage burning questions. More than likely someone else in the room has the same burning questions.

Questions

Parking Lot

✓ Questions we can't answer right away

✓ Questions requiring a lengthy response

✓ Questions beyond the scope of this training

• Please submit a

question. Karen will

moderate for us

• There is a lot of

terminology. We use

terms you will not

understand.

• Let the instructors

provide the

answers.


UCPath










Revised 04/07/20205

Who Are YouShow of hands: Do you …?


• Work mostly with Academics

• Work with both Staff & Academics

• Have experience in our previous

payroll system

• Know what UCPath is

• Work mostly with Staff

UCPath










Revised 04/07/2020

Today’s Course Agenda

6

Position Control

The UCPath System

Working with UCPath

Position Overview

Creating New Positions

Updating Positions

Course Review

The UCPath System

7


+

UCPath









Human Resources & Academic PersonnelRevised 04/07/2020

UCPath Key Terms

8


Who’s Who

Communication

UCPath System

UCPC

The UCPath Center in Riverside fulfills the entire UC system’s UCPath needs

AP Position Administrator

Local team at UCSB, managing UCSB’s academic personnel needs

Central HR Position Administrator

Local HR/WFA team at UCSB, managing UCSB’s non-academic staff needs

UCPC Inquiry/Case

Request corrections to history, submit Job Data /Position Update forms (UC-wide)

Academic Personnel ([email protected])

On-campus help line for questions regarding AP workforce issues in UCPath

HR ServiceNow (Staff only) ucsb.sevice-now.com/hr

On-campus customer-service system for staff-related workforce issues in UCPath

Component: • A specific functional work area within the UCPath system

Tab: • One of several pages in a component

Effective Date: • The date an action or status takes effect

Action Date: • The date an action is created, regardless of effective date

Approval: • Dept confirms details and approves action

Fulfillment: • UCPath action to complete requested transactions

mailto:[email protected]

UCPath










• Position Requests - Use Position Control Request to:

❑ Request new positions

❑ Update vacant positions

❑ Request/update vacant multi-head count positions

UCPath Transactions Types

9

• Smart HR Templates are for employee onboarding and off-

boarding: - Use Smart HR Templates for:

❑ Hiring

❑ Rehiring

❑ Intra-Business Unit Transfers (within campus)

❑ Inter-Business Unit Transfers (between campuses)

❑ Termination

❑ Retirement

• PayPath for employee maintenance – Use PayPath for:

❑ Position Updates (filled positions only)

❑ Job Data Updates

❑ Additional Pay (Stipends, etc.)

UCPath










UCPath System Roles

10

UCPath










• Many UCSB staff members have

multiple roles in the UCPath System.

Such as:

❑ Initiator and Approver

❑ Approver and Inquiry Only

❑ Inquiry Only

• Questions about your assigned role?

- Consult your Business Officer or

Supervisor

UCSB Security Roles in UCPath

11

Working with UCPathWorkforce Administration from a central HR perspective


+

UCPath










HR Units + UCPath System

WFA

EmpComp

HR Units + the UCPath System

manage…

• Compensation

• Position Administration

• Recruitment

• Problem Solving

• Functional User Training

13

STAFF ONLY

UCPath










14

UCPath Dashboard

UCPath










Position Control Request Navigation

15

PeopleSoft > UC Customizations > UC

Extensions > Position Control Request

UCPath










Bookmark Position Control Request

16

PeopleSoft > UC Customizations > UC


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Revised 04/07/2020 17

View Position Data

•Current and historical information for a position on three tabs: 1) General; 2) Work Location; 3) Payroll Information

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

Position Summary

• Summary data for current and previous incumbents including name, position entry/exit dates, and comp rate

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

Position History

• Summary data for a department’s vacant positions including position number, status and reports to

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

Vacant Budgeted Positions

• Lists all department positions and respective attributes. View Only

•Navigation: PeopleSoft Menu > Organizational Development >Position Management > Maintain Positions/Budget> Add/Update Position Info

Add / Update Position Info

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Revised 04/07/2020 18

Why Positions? 1 job = 1 position

All existing employees, including student employees, are assigned a position.

Multiple Jobs = Multiple Position Numbers (1 position : 1 job)

Career & Limited Positions

✓ Single Headcount (1 position : 1 incumbent)

✓ Align with a single, unique job description in OACIS

Staff Student and Academic Student Positions


✓ Multi-headcount (1 position : many incumbents)


Contact Information / Help & Resources

Position Overview

20


UCPath


Position ControlIntroductions & Logistics

UCPath SystemOverviewNew Positions



Introductions & LogisticsUCPath SystemOverviewFull HireConcurrent HireRehirePersonal Data ChangesTerminationRetirementTransfersTransaction Status

Course Review

PayPath TransactionsIntroductions & LogisticsOverviewPosition Data ChangesJob Data ChangesAdditional payCourse Review


OVERVIEW

Revised 04/07/2020

UCPath Workflow Process

21

Position Control

(WFA)

Funding Entry(BFS)


(WFA)

PayPath(WFA)

Additional Pay(BFS)

Budget Distribution

(Budget)

UCPath







Course Review



OVERVIEW

Revised 04/07/2020

Position + Person = Job

22

POSITION

JOB

PERSON

• A position is like an empty chair. It defines the Business Unit (campus), Job Code, FTE, FLSA Status and more.

• The person assigned to the chair (hired into the position) inherits those attributes and is called the incumbent.

• The employee has a unique position number and now, a JOB.

UCPath







Course Review



OVERVIEW

Revised 04/07/2020

1 Job : 1 Position

23

All existing employees, including student employees, are assigned a position.

Multiple Jobs = Multiple Position Numbers (1 position : 1 job)

Career & Limited Positions


✓ Align with a single, unique job description in OACIS

Staff Student and Academic Student Positions


✓ Multi-headcount (1 position : many incumbents)

UCPath







Course Review



OVERVIEW

Revised 04/07/2020

Multi-Headcount Positions

24

➢ Any POSITION change

applies to all incumbents.

A department can group staff student or

academic student jobs in one multi-headcount position if all Position attributes are the same.

• Department• Job Code• Union Code• Reports To• FLSA• Employee Relations Code• Personnel Program (PSS/MSP)• FTE• Salary Plan & Grade• Position Pool ID

• FUNDING

UCPath







Course Review



OVERVIEW

Revised 04/07/2020

Initiating & Approving Positions

25

WFA Initiator

Enters and

submits a

Position Control

Request for approval.

Approver

There is no

department

approver for

Position Control

Requests.

Position AdministratorApproves new

position

requests,

updates

vacant and

multi-head

count positions.

UCPath







Course Review



OVERVIEW

Revised 04/07/2020 26

Position Effective Date Facts

If a change must be

made to a Position using

an existing Effective Date,

submit a “Position Data

Update Form” to UCPath

Center for fulfillment. This is

sometimes called

‘correcting history/row’

Position Effective Date is the date a position begins to exist

A Position must PRE-EXIST a hire

Position Transactions can only be saved ONCE per Effective date

Once an Effective Date

is used on a Position

transaction, that

Effective Date cannot

be used again.

Best Practice New Position Effective Date is at least one week before hiring an employee.

UCPath







Course Review



OVERVIEW

Revised 04/07/2020 27

Effective Date Defines the “Current Row”

Initiators assign

an Effective Date to every

Positon Control Request

Remember: Effective Date is the date the information BECOMES EFFECTIVE, it is not the date the row is created.

The date the row is created is called the Action Date.

❑ Rows of data in UCPath are stored in order by

the Effective Date.

❑ The Effective Date that is closest to today

(without being later than today) is the Current

Row.

❑ Remaining rows are either historical or future-dated.

UCPath







Course Review



OVERVIEW

Revised 04/07/2020

5 Points to Remember

28

1. Job Description & Position 1:1 A unique Position Number is assigned to every job description and is required to hire or rehire an employee.

2. Single Headcount: Positions are typicallyassigned to only one employee.

3. Multi-Headcount: Some student positions can be multi-headcount, and position attributes are the same for each incumbent in the multi-headcount position.

4. More than One Job: Employees with more than one job are assigned to unique positions for each job.

Before a New Position -

STAFF

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Revised 04/07/2020

Department secures FTE Approval

Department secures Budget

Approval

Department submits Job

Description in OACIS

A.

Department approves JD

and/or …

B.

Compensationapproves JD

Department submits Position Control Request

to WFA

WFAapproves and assigns position

number

Dept adds Position funding

Department submits Hiring Requisition to Employment

(OACIS)

Department submits Hiring Proposal to

Employment(OACIS)

DeptInitiates/Approves

Hiring Template (UCPath)

UCPath Center fulfills Hiring Template

BFScompletes I-9

Process

Departmenton-boards new

employee

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Walk the (UC)PathFor STAFF Positions

• IF approved a position number is assigned.

• IF denied the position request is returned to

the department for correction.

Start Here

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Revised 04/07/2020

First - Verify Job Description

31

Job Description must be:

❑ Current

❑ Approved

❑ In OACIS

❑ Not associated with another position number

Remember1 Position = 1 Job description

All Career and most Limited employees

have a job description in OACIS

Human Resources, Administrative Services Division

Revised 04/07/2020

32

Job Descriptions determine some STAFF Position fields and some STAFF Job Data fields

Position

Data

Job

Data

=

=

UCPath










Revised 04/07/2020

Next - Review Existing PositionsDo you need a NEW position?

33

Departments manage existing positions, track relationships with Job Descriptions, update

positions and reuse as needed

View-only components in UCPath provide an

overview of current and historical position data.

Review Existing

Positions

Carefully

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Revised 04/07/2020

View Position Data

34

•Current and historical information for a position on three tabs: 1) General; 2) Work Location; 3) Payroll Information

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

Position Summary

• Summary data for current and previous incumbents including name, position entry/exit dates, and comp rate

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

Position History

• Summary data for a department’s vacant positions including position number, status and reports to

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

Vacant Budgeted Positions

• Lists all department positions and respective attributes. View Only

•Navigation: PeopleSoft Menu > Organizational Development >Position Management > Maintain Positions/Budget> Add/Update Position Info

Add / Update Position Info

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Revised 04/07/2020 35

Enter Position Data so it aligns with Job Description

Approved Job Description

• Working title, job class, name / Detailed Position Descr.

• FLSA

• ERC

• Percent of time / FTE

• Name of supervisor / Reports To Position No.

• Special Conditions of Employment / Security Clearance

• Position Number

Most Employees

1 Position

1 Corresponding Approved Job Description

WFA’s

Position fields

Determines

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Revised 04/07/2020 36

Required Information for a Position Request

These fields align with the

job description. Positions will

be denied if any of these

are are blank

Not required for Academic

Positions

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Revised 04/07/2020 37

Position Data is used Downstream

Once a Position is approved,

it is united with the Job Description 1:1

1 Job Description : 1 Position

Going forward Position Data will

auto-populate onto Job Data

screens in UCPath through:

- Hiring Templates

- PayPath Actions

(FLSA, FTE, Job Code, Salary Plan, Salary Grade, etc.)

UCPath










Revised 04/07/2020

Department Secures

FTE Approval

Department Secures Budget

Approval

Academic Personnel (AP) Approves/Audits

Appointment

Postion is created:Department

Submits Position Control Request for

ASE

Postion is created:AP-Path creates positions for Non-

Student Academics

Department Adds Funding to

Position

Department Initiates/Approves

Hiring Template

AP-Path Audits and Approves Hiring Template (non-

student appts only)

UCPath CenterFulfills the Hire

transaction

BFS Completes the I-9

Process

Department On-boards new

employee

38

ACADEMIC Walking the (UC)Path Academic Transactions

OR

UCPath










Revised 04/07/2020

New Position Control Requests for Academic Student

Employees (ASE)

39

To request new ASE positions follow the same

process as described next for“New Position Control Requests for Staff.”

Academic Personnel will then review your

request.

UCPath

Position Control

Request Form

Remember: Academic positions do not require the Full/Part-time field, Special Training Code, or Security Clearance Type.

UCPath










Revised 04/07/2020

New Position Control Requests Non-Student Academics

40

1. Appointment paperwork processed and approved

by Academic Personnel (AP) staff.

2. Position numbers are assigned by AP and sent to appropriate department contact.


AP-Path Department

New Positions

41


UCPath










Revised 04/07/2020

Key System StepsNew Staff, Staff Student, & ASE

Positions

42

FIRST obtain

necessary

approvals & Job

Description

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Revised 04/07/2020

Position Control Request

43

• The system displays the Add/Update Position Request buttons.

• Click the Add New Position option and click Nextto begin the steps for adding a new position control request.


Navigation: PeopleSoft Menu > UC Customizations > UC


UCPath










Revised 04/07/2020

Description TabPosition Control Request

44

Use the Position Control Request component to enter details regarding the new position.

1. Enter effective date

2. Enter job information and job code

3. Populate title field w/ useful title info

4. FOR STAFF ONLY: Follow “Detailed

Position Description” link to enter

incumbent’s name and working title

as it is on the JD in OACIS

5. Navigate to each tab populating the remaining fields

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Revised 04/07/2020

Specific Information Tab Position Control Request

45

Continue to enter details on each tab:

1. Check Max Head Count

2. Work Study? Populate Position Pool ID

3. Update FTE

4. Review Checkboxes5. Save for Later?

UCPath










Revised 04/07/2020

UC Position Data Tab Position Control Request

46


1. HR Worksite = 91 BFS

2. Employee Relations Code

3. Special Training?

4. Security Clearance Type –

Background Check and other

Special Conditions of Employment

listed on Job Description5. Save for Later?

UCPath










Revised 04/07/2020

Supporting Documents Tab Position Control Request

47


1. Add an attachment if needed;

usually not necessary.2. Save for Later or Save and Submit

UCPath










Revised 04/07/2020

Approval Workflow

48

When you successfully save and submit a Position Control Request transaction, the system automatically routes it to the Position Administrator.

The bottom portion of the

Supporting Documents tab displays the approval flow. The initiator submits a position request directly to the Position Administrator.

There is no department approver.

To display the specific Approvers’

names for an approval level, click the Multiple Approvers link.


UCPath










Revised 04/07/2020

Email Notifications

49

System-generated notifications confirm when your Position Control Request is submitted and when it is approved or denied.

UCPath










Revised 04/07/2020

If Your Position is Denied

50

Click the link provided and open the arrows to review the reasons for denial.

Click here to open

transaction status

Click here to open

comments and learn why

your transaction may

have been denied.

UCPath










Revised 04/07/2020

Copy an Existing Position

51

When creating a new position, you can copy

or, in UCPath terminology, ‘initialize’

information from an existing position.Click Initialize to begin the

steps for copying data from

an existing position.

The system displays

the Default Position

Data dialog box,

which you use to

specify the position

from which you want

to copy data.

Position Updates

52


UCPath










Updating Filled Non-Student Academic Positions

53

❑ Department sends an email to AP-Path staff requesting updates and changes to Non-Student Academic positions.

❑ Question? Send an email to [email protected]

Academic Personnel:

[email protected]

• Tamara Berton

• Danica Acosta

• Monique Chaidez

UCPath










Inquiry to UCPC

Dept None

PayPath Action

Dept Dept

HR ServiceNow

Dept None

Updating FILLED Positions

54


INITIATOR APPROVER

Filled Staff, ASE,

Staff Student

Multi-Headcount

Staff Student

In all cases, the action

saves to UCPath System

Multi-headcount ASE

POSITION

UCPath










Updating VacantNon-Student Academic

Positions

55

❑ Department sends an email to AP-Path staff requesting updates and changes to Non-Student Academic positions.

❑ Question? Send an email to [email protected]

Academic Personnel:

[email protected]

• Tamara Berton

• Danica Acosta

• Monique Chaidez

UCPath










Updating Vacant Staff, Staff Student, & ASE Positions

56

• There are times when you must update the data

fields on a vacant position, such as the reports to

field, job code, salary plan, and so forth.

• No incumbent = fewer downstream effects.

REMEMBER:

☑ Updates to vacant single headcount positions

are processed by submitting a Position Control

Request.

☑ To update a multi-headcount staff position,

(filled or vacant) submit a ServiceNow ticket to

ucsb/service-now.com/hr requesting the

change.

☑ To update a multi-headcount ASE position

(filled or vacant) submit an inquiry to UCPC.

UCPath










Key System Steps

57

Update a Vacant single

headcount Staff, Staff Student, or ASE Position

UCPath










Begin with Position Control Request

58

• The system displays the Add/Update Position Request

buttons.

• Click the Update Vacant Position option and then

click Next to begin the steps for initiating a position update control request.

Navigation: PeopleSoft Menu > UC Customizations > UC


UCPath










Find Existing Vacant Position

59

Use the Find an Existing Value tab to search

for the vacant position you want to update.

Enter the

appropriate

position number or

other search

criteria and click

Search.

Click Select

to access

the position

you must

update.

Search Results

Search

Criteria

Set Effective Date here

UCPath










Enter Updates to Vacant Single Headcount Positions

60

After locating the vacant position, use the tabs on

the Position Control Request component to make

changes to your vacant single headcount position.

Initial steps: 1. Select appropriate reason code

2. Verify all REQUIRED fields are

correctly populated on each tab

UCPath










Common Reason Codes

61

All transactions in UCPath require a reason code. There are many Reason Codes to select for a position update.

UCPath










STAFF Required Position Fields

62

These fields align with

the job description.

Positions will be denied if

any are blank.

Remember: Academic positions do not require the Full/Part-time field,

Special Training Code, or Security Clearance Type.

Course Review

63


UCPath










Course Review

64

Position Control

The UCPath System

Working with UCPath

Position Overview

Creating New Positions

Updating Positions

Course Review

UCPath










Course Review

65

STAFF ONLY

UCPath










Key Take-Aways

66

❑ Position Control Request: WFA Initiators use Position Control Request to add / update vacant positions.

❑ Position Approval Process: Position Control Request routes from department initiator directly to Position Administrator

(in Campus HR/APO) before writing to UCPath. There is NO

department approver for this type of transaction.

STAFF NOTES: Position is critical to the hiring process and

several HR Units are involved in the hiring workflow:

Step 1: Compensation approves the Job Description and

therefore defines the related Position Data (ex: Job

Code, Dept., FLSA, FTE, etc.) Wait for JD approval before

submitting position control requests.

Step 2: WFA verifies that position attributes align with Job

Description, assigns the position number, and adds

the position number to the Job Description. Wait for

position approval before submitting hiring requisition

Step 3: Employment facilitates the Hiring Requisition and the

Hiring Proposal based on the Position Number

UCPath










Order of Operations!What comes first: JD Approval or Position Update

1. What comes first: Hiring Requisition or Position Update?

Quiz-Time!

67

How do I …?1. View a vacant position after approval (3 options)

2. Update a multi-headcount position

3. Learn why my Position Control Request was denied.

Go to the Job Aid

Follow the link and look at the comments (down arrow)

JD Approval in OACIS

Position Update

A. See email B. Go to Add/Update Position InfoC. Go to Vacant

Budgeted Positions

A. Staff = HR ServiceNow

B. Academic = Submit a Case to UCPC

https://www.ucpath.ucsb.edu/functional-user-support/functional-user-resources

UCPath










Parking Lot

68

• Review parking lot

o Have all questions been answered during our class?

o Are there any new questions to add to the list?

UCPath










Resources vary based

on the help you needFind the answers

STAFF ONLY

69

Department: With New EmployeeOnboarding

BFSI-9 Process

UCPath CenterFulfilling Hiring Template

EmploymentHiring Requisition Hiring Proposal

BFSPosition Funding Questions

Workforce Administration (WFA)Position Control Request Approval

CompensationJob Description Approval

Department: Internal Divisional ProcessFTE Approval Budget Approval

+

Human Resources & Academic Personnel 70

STAFF ONLY


STAFF ONLY


Contact Information / Help & Resources

UCPath










UCSB UCPath Path: Job Aids

73

https://www.ucpath.ucsb.edu/functional-

user-support/functional-user-resources


Position Control

74



Academic Personnel Contacts:[email protected]

• Tamara Berton

• Monique Chaidez

Staff Contacts:UCSB.service-now.com/hr• Amy Arnold

• Sarah Soto

• Edna Arrellano / Karen Reynolds-Moreno