This chapter provides an overview of setting up positions and discusses how to:
(USF) Set up occupation series classifications and standards.
(USF) Set up position titles.
Create positions.
(USF) Run reports on position data and related tables.
Assign employees to positions.
Human Resources helps your organization keep an effective-dated history of all positions, regardless of whether they are filled. If jobs and their scope change less often than the employees filling them in your organization, Human Resources enables you to structure human resource data by position. You can track organizational reporting relationships independently of the employees in the positions. To do this, enable the Manage Positions business process on the HRMS Options - Installation page.
This section discusses how to:
Set up tables.
Manage position data.
Manage position data security.
When the system assigns position defaults, it uses information stored in the system general tables. The system uses this same information when you structure your human resources system by employee. However, with Position Management you set up all the data in advance, so when you hire an employee, all you do is assign them to a position, and the system uses the position information to complete the rest of the job data record.
Before you start working with the pages described in this chapter, you must set up information in the following tables:
Installation Table
Note. In addition to the general application controls on the Installation table, you must select Position Management in order to engage the functionality across the application.
Department Table
Company Table
Job Code Table
Location Table (USF)
Sub-Agency Table (USF)
POI Table (USF)
If you have implemented multiple business units and set IDs in your Human Resources system, the information that you use and create will be determined by how business unit and set ID functionality has been set up for your user ID.
See Also
Setting Up and Installing PeopleSoft HRMS
Setting Up Organization Foundation Tables
(USF) Setting Up Human Resources Management Tables
When you create new positions, Human Resources uses data that you entered in the Department Table, Job Code Table, and Location Table and inserts the default values in several position data fields. You can override some defaults when you need to enter exceptions for a particular position.
Note. If you override a default, the system carries the default forward when a new row is inserted.
When you change the department ID, job code, or location, the system will change the default values of the salary plan, grade, and step fields. The system uses the default salary plan from the source you enter last, from the department that's associated with a location, the location, or the job code, provided you associated salary plans with both locations and job codes. The system provides the default salary grade and step that is associated with the job code; however, grades and steps are not associated with a location.
When you change the Job Code, Department, or Location values, the system inserts new default values into select fields even if the fields are populated. Default field values are derived from the source codes and tables.
Updated Field |
Defaulted Fields |
Source Table |
Job Code |
Manager Level |
Job Code Table: Manager Level |
Job Code |
Reg/Temp |
Job Code Table: Regular/Temp |
Job Code |
Union Code |
Job Code Table: Union Code |
Job Code |
Title |
Job Code Table: Job Title |
Job Code |
Short Title |
Job Code Table: Short Job Title |
Job Code |
Detailed Position Description |
Job Code Table: Job Description |
Department |
Company |
Department Table: Company |
Department |
Location |
Department Table: Location |
Department |
Reports To |
Department Table: Manager Position |
Job Code |
Service |
Job Code Table: Service |
Job Code |
Rank |
Job Code Table: Rank |
Job Code Department Location |
Salary Admin Plan |
Job Code Table: Salary Admin Plan Location Table: Salary Admin Plan (when changing a location or department that is associated with a location) |
Job Code |
Grade |
Job Code Table: Grade Note. The system only updates this field when the Include Salary Plan/Grade check box is selected on the Position Data – Description page. |
Job Code |
Step |
Job Code Table: Step |
Job Code Location |
Standard Hours |
Job Code Table: Standard Hours Salary Admin Plan Table: Standard Hours (when changing the location) |
Job Code Location |
Work Period |
Job Code Table: Standard Work Period Salary Admin Plan Table: Work Period (when changing the location) |
Job Code |
Mon-Sun |
Job Code Table: Standard Hours/5, populated as Mon-Fri |
Job Code |
(E&G) Calc Group (Flex Service) |
Job Code Table: Service Calculation Group |
Job Code |
(USA) FLSA Status |
Job Code Table: FLSA Status |
Note. If you change the default values in the Job Code, Department, or Location components after creating the position, the system does not update the values in the Position Data component.
Updating Position Changes in the Job Data Component
Several fields in the Position Data component match fields in the Job Data component. When you modify information on the position data pages, the system can maintain matching fields in the position incumbent's job data record if:
The position is active.
You have selected the update incumbent option for the position.
The incumbent's job data record does not have the Override Position Data option selected.
When you change fields in the Position Data component, the Update Incumbent process may run, thereby updating fields in the incumbent's job record.
Note. The system updates the Department Entry Date and Job Entry Dt fields with the position data's effective date.
Updated Field In Position Data Component |
Updated Field In Incumbent's Job Record |
Adds to FTE Actual |
Adds to FTE Actual (E&G only) |
Business Unit |
Business Unit Department SetID Location SetID Salary SetID Jobcode SetID |
Classified Indicator |
Classified Indicator (E&G only) |
Company |
Company |
Department |
Department ID Department Entry Date |
FLSA Status |
FLSA Status |
Full or Part Time |
Full or Part Time |
Grade |
Grade |
Jobcode |
Jobcode Job Entry Dt |
Location |
Location |
Reg/Temp |
Reg/Temp |
Regulatory Region |
Regulatory Region Labor Agreement SetID |
Reports to |
Reports to |
Salary Admin Plan |
Salary Admin Plan |
Standard Hours |
Standard Hours |
Shift |
Shift |
Step |
Step |
Union Code |
Union Code |
Work Period |
Work Period |
Note. The system only updates the Grade, Salary Admin Plan and the Step fields when a user selects the Include Salary Plan/Grade check box on the Position Data – Specific Information page.
See Also
Setting Up and Installing PeopleSoft HRMS
Updating Person and Job Information
(USF) Administering Personnel Action Requests
(USF) Processing Personnel Action Requests
If you try to create a position (using the Add action) that already exists in Human Resources, the system displays a message informing you that a position already exists with that number and enables you to access the existing record. If you access the record for the position, the system allows you to update the data for the existing position, even if it belongs to a department for which you don't have security access. This is because:
You won’t create duplicate positions in the system, so the system won't issue lower level SQL errors when you create new positions.
The system enables you to make departmental transfers.
For example, if a position is moving to your department from another department for which you aren't cleared for security access, you can still make the transfer using the Add action, provided you know the exact position number.
Position data is less sensitive than employee data because no salary data appears in the Position Data pages. Thus viewing position data briefly when the system generates the error message is less critical than being aware of a position’s existence in the system. You can modify the system so that users can't see position data even briefly using the Add action.
To prevent users from viewing position data using the Add action:
In PeopleSoft Application Designer, access the POSITION_DATA component.
Highlight the DESCR field and select View PeopleCode.
For the POSITION_DATA component, select the Row Select PeopleCode.
Read the instructions for commenting the code out that restricts this situation.
Open the POSITION_DATA component Properties and change the search record for the Add action to POSITION_SRCH.
See Also
PeopleTools PeopleBook: PeopleSoft Application Designer
To set up occupational series classifications and standards, use the Occupational Series (GVT_OCCUPATION), Classification Standard Table, Classification Factor Table, Classification Level Table, and the Grade Conversion Table (GVT_CLASS_STD_TBL) components.
This section discusses how to:
Define occupation series classifications.
Define classification standards.
Designate the Classification Standards’ classification factors.
Associate classification factor levels and points with classification factors.
Enter grades and point ranges.
Page Name |
Object Name |
Navigation |
Usage |
GVT_OCCUPATION |
|
Define the occupation series classifications. |
|
GVT_CLASS_STD_TBL |
|
Create classification standards by establishing a description and level for each type of classification. |
|
GVT_CLASS_FCTR_TBL |
|
Designate Classification Standards' classification factors. |
|
GVT_CLASS_LVL_TBL |
|
Associate classification factor levels and points with classification factors. |
|
GVT_CLASS_GRD_CNV |
|
Enter a grade and point range for each grade. |
Access the Occupation Series page.
PATCOB Code (professional, administrative, technical, clerical, other, blue collar code) |
Select the PATCOB code that should be associated with this occupational series from the list of available options. |
Functional Class Required |
Select if a functional class is required for the position. |
Access the Classification Standard Table page.
Pay Plan / Occ Series (occupation series) |
Select the occupation series to associate with the classification standard from the list of available options. The system displays the associated pay plan. Occupation series are maintained on the Occupation Series page. |
Manager Level |
Select the manager level to associate with the classification standard from the list of available options. |
Access the Classification Factor Table page.
Classification Factor |
Select the classification factor to associate with the classification standard from the list of available options. You can associate multiple classification factors with this classification standard by inserting more rows. |
Access the Classification Level Table page.
Factor Level |
For each classification factor that you specify, enter the applicable factor levels that are relevant to a specific occupation or category of work. Assign multiple factor levels to a classification factor by inserting more rows. |
Classification Levels |
Assign the point values for each factor level. |
Access the Grade Conversion Table page.
Grade |
Enter the grade to associate with this classification standard. Associate multiple grades with this classification standard by inserting more rows. |
To set up position titles, use the Official Position Titles USF - Position Title Codes (GVT_PSN_TTL_TBL) and the Organizational Posn Titles USF - Position Title Codes (GVT_ORG_PSN_TTL) components.
This section discusses how to:
Set up position title codes.
Set up position title codes (USF).
Note. An official position title is the title of a position that is in accordance with the Office of Personnel Management (OPM) position classification standards. An organizational position title is the unofficial title that is given to a position based on how your agency is organized and where the position fits in the organization.
Page Name |
Object Name |
Navigation |
Usage |
GVT_PSN_TTL_TBL |
|
Set up official position titles that will later be associated with positions. Note. Before using the page, set up Occupation Series classifications. |
|
GVT_ORG_PSN_TTL |
|
Set up organization position titles that will later be associated with positions. Note. Before using the page, set up Occupation Series classifications. |
Access the Position Title Codes page.
If you are adding a new position title code you must first select an occupational series and enter an official position title code. After you access this page enter an official positional title and description.
Official Position Title and Description |
Enter a title and description of the position. If you leave these fields blank and later select a job code on the Job Information page, these fields will display the title and description associated with that job code. You can override the default value. This information appears on the incumbent's Employment record. As such, this information should be updated to refect that the position title, short title,and long description are always overwritten with the Job Code's values when changing a position's job code. |
Access the Position Title Codes page for USF. Follow the same instructions for non-USF position titles above.
To create positions, use the Position Data (POSITION_DATA) component.
This section discusses how to:
Enter information about a position.
Enter position-specific information.
Review budget and incumbent information.
Page Name |
Object Name |
Navigation |
Usage |
POSITION_DATA1 |
|
Enter a description of the position. |
|
POSITION_DATA5 |
|
Enter information that is specific to the position you're creating, such as the work phone number and the mail drop ID. |
|
POSITION_DATA6 |
|
Review the position's current budget and incumbents. |
|
POSN_DESCR_SEC |
|
View the detailed position description for this position. |
Access the Position Data - Description page.
Position Information
Position Number |
The unique number assigned to the position. You can specify the position number when creating a new position or you can enable the system to assign the next number for you (when you save) by accepting the default value 00000000 in the Add a New Value page. To avoid maintaining two different sets of position numbers, PeopleSoft recommends that you either always assign numbers manually or always enable the system to do it; do not do both. |
Initialize |
Note. This button appears only if you’re adding a new position. Click to copy all or many of the characteristics of a similar existing position. When you click this button, a dialog box prompts you for the position number of the position that you want to copy. Click OK to populate the Position Data component with the position information of the position that you selected. You can override any information that doesn't apply to the new position. If you are not aware of any similar positions that you could use to populate the remaining fields, just populate the fields individually. |
Reason |
Select a reason for the change or creation of the position from the list of available options. |
Position Status |
Indicate when the position is Approved, Frozen, or Proposed. |
Status Date |
Indicate the date for the position status. |
Key Position |
Select if this is a key position. |
Business Unit |
Enter the business unit for the position. |
Job Code |
Select the job code that is associated with this position. The job title associated with this jobcode is defaulted into the (position) title field when a jobcode is selected. |
Reg/Temp (regular or temporary) |
The system enters a default value of Regular for a new position. If the position is temporary, select Temporary from the available options. Note. (USF) Federal users: If the position is Temporary, enter a date in the Not To Exceed Date field on the Federal Data Position Job Information page. |
Full/Part Time (full-time or part-time) |
The system enters a default value of Full-Time for a new position. If the position is part-time, select Part-Time from the available options. |
Regular Shift |
If your organization assigns shifts to positions, select a regular shift code. |
Union Code |
Enter the union code for the position. |
Title |
This field displays a title for the selected position. This field is defaulted from the title associated with the jobcode. The user can override this defaulting by typing in a new title. Note. If you have Update Incumbents selected on the Specific Information page, modifications to the position title will be reflected on each incumbents job data as a change in the employee's job title. This job title can be seen on the Job Information page of the Job Data component. |
Short Title |
Enter a short title of the position. When you select a job code on the Job Information page, this field displays the short title associated with that job code. You can override the default value. |
Detailed Position Description |
Click to access the Detailed Position Description page and enter a detailed position description, if required, for this position. |
Reg Region (regulatory region) |
Enter a regulatory region for the position. |
Department |
Select the department that this position is associated with from the list of available options. |
Company |
When you select a department this field displays the associated company and is unavailable for entry. If the department that you select has no associated company, select one from the list of available options. |
Location |
Select the location that this position is associated with from the list of available options. |
Reports To |
To establish reporting relationships, select the position number that this position reports to from the list of available options. If this is the top position record, enter the position's number here. For example, in the CEO's position record, enter the CEO's position number in this field. |
Dot-Line |
If there is a dotted line reporting relationship to another position, select that position number from the list of available options. |
Supervisor Lvl (supervisor level) |
Select the supervisor level, if applicable, associated with the position from the list of available options. |
Security Clearance |
Select a value for a type of security clearance that can be held by a person. |
Service |
Select the military service to which this position belongs. When you associate military services with job codes, the default service comes from the job code. |
Service Component |
Select the service type to which this position belongs. |
Rank |
Select the military rank to which this position belongs. When you associate military ranks with job codes, the default rank comes from the job code. |
Note. The military fields do not default military values into Job Data of the person filling this position.
Salary Admin Plan (salary administration plan) |
Select the salary plan associated with the position from the list of available options. The value that you select appears on the Job Data component when you assign a new employee to a position. |
Grade |
Select the grade associated with the position from the list of available options. |
Step |
Select the step associated with the position from the list of available options. |
Standard Hours |
Enter the standard hours worked in the associated Work Period for this position. For example, if the Work Period is Weekly, the Standard Hours might be 40.00. |
Work Period |
Select the work period associated with this position. The work period is the smallest unit of time that employers use to communicate working hours to their employees. If you select a Weekly Work Period, enter the hours worked per day in the fields provided. |
FLSA Status (Fair Labor Standards Act status) |
Determine the appropriate coverage under the Fair Labor Standards Act, and select either Administrative, Executive, Management, No FLSA Required, Nonexempt, Outside Salespersonor Professional. |
From Grade/Step and To Grade/Step |
Enter the salary grade and step from which the salary range begins and which the salary range ends for this position. |
Package Template ID |
Select a salary package template ID. |
Package Rule ID |
Select a salary package rule ID. |
Competitive Level |
Identifies positions that are alike as to be interchangeable during a reduction-in-force |
Not to Exceed Date |
Date this position is intended to expire. This field is used for informational purposes only. |
Maintenance Review |
Indicates the type of audit or review. |
Personnel Action Request Nbr (PAR request number) |
Enter a number to represent the personnel action request. |
Access the Position Data - Specific Information page.
Max Head Count (maximum head count) |
Enter the maximum head count allowed for this position. The default value is 1 because positions normally have a one-to-one relationship with employees (a position usually has one person assigned to it). However, if this position permits job sharing or can be assigned to more than one person, change the head count to the appropriate number. |
Update Incumbents |
Select to have the system automatically update incumbent job data on the Job Data component. This option isn't applicable until you have assigned an employee to the position. The default is off. If clear or off then Include Salary Plan/Grade will be grayed out. If the employee record is using Position Data and the Update Incumbents is checked, then you can also check Include Salary Plan/Grade, which is controlled by the position and cannot be modified in Job Data. Note. (USF) Federal users don't currently use this field. |
Include Salary Plan/Grade |
Select to include the salary plan and grade in the incumbents update. When you select the Include Salary Plan/Grade check box, then salary plan and grade are included in the Incumbents Update. When you clear Include Sal Plan/Grade, then the salary plan and grade are not included in the Incumbents Update. Note. If the position data military Rank field is populated, then the Include Salary Plan/Grade field is unavailable for data entry. |
Mail Drop ID and Work Phone |
Enter the mail drop ID and work phone number assigned to this position, if applicable. |
Budgeted Position |
This check box is selected by default. If this position's status is proposed or frozen, clear this check box. Otherwise, leave it selected for reporting purposes, so that the system knows that this is an approved position. |
Health Certificate |
Select the health certificate required for this position from the list of available options, if applicable. |
Confidential Position |
Select if this position is confidential. |
Signature Authority |
Select the signature authority assigned to this position from the list of available options, if applicable. |
Job Sharing Permitted |
Select if job sharing is permitted for this position. If job sharing is permitted, indicate the position's maximum head count (the maximum number of people who can share the position) in the Max Head Count field. |
(E&G) Education and Government
Position Pool ID |
If appropriate, select a position pool ID from the list of available options. This code maps to the position pool with which this position should be budgeted in Commitment Accounting. Position pools enable you to group related positions together for budgeting purposes. For instance, you could group all positions related to your PeopleSoft HRMS implementation project in a single position pool and then assign a budget to that pool. |
Pre-Encumbrance Indicator |
Indicate if you want the position to encumber immediately. Values include: Immediate, None or Requistn (requisition). |
Calc Group (Flex Service) (calculation group [flexible service]) |
If you are using Track Flexible Service, select a calculation group for this position. |
Encumber Salary Option |
If you encumber salaries using Manage Commitment Accounting, select an encumber salary option. The system uses the option that you select here to determine salary when it encumbers the salaries of vacant positions. |
Academic Rank |
If this is a faculty position, select an academic rank. |
Classified Indicator |
Associate the position with an FTE (Classification (full time equivalents classification) that you established on the Department Budget FTE page. When you hire a worker into a position in the Workforce Administration menu, the system displays the FTE data tied to the position in the Job Data pages for the worker. |
FTE (full time equivalents) |
Enter the FTE value for this position to be used for defining an FTE budget in Manage Commitment Accounting. |
Adds to FTE Actual Count |
Select to include this position when processing FTE edits for budgeting purposes. Don't select this check box if you don't want to include this position when processing FTE edits. |
See Also
Access the Position Data - Budget and Incumbents page.
Current Budget |
The Current Budget group box displays the position’s Head Count, Current Budgeted FTE,and Amount. |
Current Incumbents |
After you assign an employee to the position, this group box displays the Core incumbent’s EmplID (employee ID), Empl Rcd Nbr (employee record number), Name. and a Job Data link. Select the Job Data link to access the Job Data component, EmplID is populated automatically. The system transfers you back to the Position Data component when you complete your review or after you have made changes. |
This section discusses how to generate reports of the position data and other setup tables you have defined. These reports are for U.S. Federal Government installations.
Page Name |
Object Name |
Navigation |
Usage |
PRCSRUNCNTL |
Organizational Development, Position Management, Position Reports, Occupational Series USF |
Occupation Series report (FGOCC800) provides details of the Occupational Series table. |
|
Position Title Table USF - Run Control |
PRCSRUNCNTL |
Organizational Development, Position Management, Position Reports, Position Title Table USF |
Run the Position Title Table report (FGPER815) to list the Position Title Table records. (Crystal) |
PRCSRUNCNTL |
Organizational Development, Position Management, Position Reports, Job Code USF |
Run the Job Code USF (FGPER823) to print a list of all job codes and the date on which they become effective. (Crystal) |
|
RUNCTL_FGOF8 |
Organizational Development, Position Management, Position Reports, OF8 Report USF, OF8 Report USF |
Run the optional (USF) OF8 report (FG0F8) which provides a standardized mechanism to identify position information such as title, occupational series, grade, organizational structure, certification blocks, and other position related information. |
|
RUNCTL_FGHR010 |
Organizational Development, Position Management, Position Reports, Vacant Position USF, Runctl Fghr010 |
Run the optional (USF) Vacant Position report (FGHR010) which lists all currently vacant, budgeted positions in your organization. |
Once you’ve set up positions, you can assign employees to them. Enter personal data for employees on the Workforce Administration Personal Data pages. Because you have already set up most job-related data on the Manage Positions pages, the system automatically populates organizational and job data in many fields on the employee Job Data pages.