Setting Up Positions

This chapter provides an overview of setting up positions and discusses how to:

Click to jump to parent topicUnderstanding 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:

Click to jump to top of pageClick to jump to parent topicSetting Up Tables

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:

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

Setting Up Jobs

(USF) Setting Up Human Resources Management Tables

Click to jump to top of pageClick to jump to parent topicManaging Position Data

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:

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

Creating Positions

Setting Up and Installing PeopleSoft HRMS

Increasing the Workforce

Updating Person and Job Information

(USF) Administering Personnel Action Requests

(USF) Processing Personnel Action Requests

Click to jump to top of pageClick to jump to parent topicManaging Position Data Security

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:

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:

  1. In PeopleSoft Application Designer, access the POSITION_DATA component.

  2. Highlight the DESCR field and select View PeopleCode.

  3. For the POSITION_DATA component, select the Row Select PeopleCode.

  4. Read the instructions for commenting the code out that restricts this situation.

  5. 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

Click to jump to parent topic(USF) Setting Up Occupation Series Classifications and Standards

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:

Click to jump to top of pageClick to jump to parent topicPages Used to Set Up Occupation Series Classifications and Standards

Page Name

Object Name

Navigation

Usage

Occupation Series

GVT_OCCUPATION

  • Set Up HRMS, Product Related, Organizational Development, Occupational Series USF, Occupation Series

  • Organizational Development, Position Management, Define Position Data USF, Occupational Series USF, Occupation Series

Define the occupation series classifications.

Classification Standard Table

GVT_CLASS_STD_TBL

  • Set Up HRMS, Product Related, Organizational Development, Classification Standards USF, Classification Standard Table

  • Organizational Development, Position Management, Define Position Data USF, Classification Standards USF, Classification Standard Table

Create classification standards by establishing a description and level for each type of classification.

Classification Factor Table

GVT_CLASS_FCTR_TBL

  • Set Up HRMS, Product Related, Organizational Development, Classification Standards USF, Classification Factor Table

  • Organizational Development, Position Management, Define Position Data USF, Classification Standards USF, Classification Factor Table

Designate Classification Standards' classification factors.

Classification Level Table

GVT_CLASS_LVL_TBL

  • Set Up HRMS, Product Related, Organizational Development, Classification Standards USF, Classification Level Table

  • Organizational Development, Position Management, Define Position Data USF, Classification Standards USF, Classification Level Table

Associate classification factor levels and points with classification factors.

Grade Conversion Table

GVT_CLASS_GRD_CNV

  • Set Up HRMS, Product Related, Organizational Development, Classification Standards USF, Grade Conversion Table

  • Organizational Development, Position Management, Define Position Data USF, Classification Standards USF, Grade Conversion Table

Enter a grade and point range for each grade.

Click to jump to top of pageClick to jump to parent topicDefining Occupation Series Classifications

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.

Click to jump to top of pageClick to jump to parent topicDefining Classification Standards

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.

Click to jump to top of pageClick to jump to parent topicDesignating the Classification Standards’ Classification Factors

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.

Click to jump to top of pageClick to jump to parent topicAssociating Classification Factor Levels and Points with Classification Factors

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.

Click to jump to top of pageClick to jump to parent topicEntering Grades and Point Ranges

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.

Click to jump to parent topic(USF) Setting Up Position Titles

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:

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.

Click to jump to top of pageClick to jump to parent topicPages Used to Set Up Position Titles

Page Name

Object Name

Navigation

Usage

Official Position Titles - Position Titles Codes

GVT_PSN_TTL_TBL

  • Set Up HRMS, Product Related, Organizational Development, Official Position Titles, Position Title Codes

  • Organizational Development, Position Management, Define Position Data USF, Official Position Titles USF, Position Title Codes

Set up official position titles that will later be associated with positions.

Note. Before using the page, set up Occupation Series classifications.

Organizational Posn Titles USF - Position Title Codes

GVT_ORG_PSN_TTL

  • Set Up HRMS, Product Related, Organizational Development, Organizational Posn Titles USF, Position Title Codes

  • Organizational Development, Position Management, Define Position Data USF, Organizational Posn Titles USF, Organizational Position Title Codes

Set up organization position titles that will later be associated with positions.

Note. Before using the page, set up Occupation Series classifications.

Click to jump to top of pageClick to jump to parent topicSetting Up Position Title Codes

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.

Click to jump to top of pageClick to jump to parent topicSetting Up Position Title Codes (USF)

Access the Position Title Codes page for USF. Follow the same instructions for non-USF position titles above.

Click to jump to parent topicCreating Positions

To create positions, use the Position Data (POSITION_DATA) component.

This section discusses how to:

Click to jump to top of pageClick to jump to parent topicPages Used to Create Positions

Page Name

Object Name

Navigation

Usage

Position Data - Description

POSITION_DATA1

  • Set Up HRMS, Product Related, Organizational Development, Position Data, Description

  • Organizational Development, Position Management, Maintain Positions/Budgets, Add/Update Position Info, Description

  • Organizational Development, Succession Planning, Define Key Positions, Key Positions, Description

  • Organizational Development, Succession Planning, USF, Identify Key Positions, Description

Enter a description of the position.

Position Data - Specific Information

POSITION_DATA5

  • Set Up HRMS, Product Related, Organizational Development, Position Data, Specific Information

  • Organizational Development, Position Management, Maintain Positions/Budgets, Add/Update Position Info, Specific Information

  • Organizational Development, Succession Planning, Define Key Positions, Key Positions, Specific Information

  • Organizational Development, Succession Planning USF, Identify Key Positions, Specific Information

Enter information that is specific to the position you're creating, such as the work phone number and the mail drop ID.

Position Data - Budget and Incumbents

POSITION_DATA6

  • Set Up HRMS, Product Related, Organizational Development, Position Data, Budget and Incumbents

  • Organizational Development, Position Management, Maintain Positions/Budgets, Add/Update Position Info, Budget and Incumbents

  • Organizational Development, Succession Planning, Define Key Positions, Key Positions, Budget and Incumbents

  • Organizational Development, Succession Planning USF, Identify Key Positions, Budget and Incumbents

Review the position's current budget and incumbents.

Detailed Position Description

POSN_DESCR_SEC

  • Set Up HRMS, Product Related, Organizational Development, Position Data, Key Positions, Description.

    Click the Detailed Position Description link.

  • Organizational Development, Position Management, Maintain Positions/Budgets, Add/Update Position Info, Description

    Click the Detailed Position Description link.

  • Organizational Development, Succession Planning, Define Key Positions, Key Positions, Description

    Click the Detailed Position Description link.

  • Organizational Development, Succession Planning USF, Identify Key Positions, Key Positions, Description

    Click the Detailed Position Description link.

View the detailed position description for this position.

Click to jump to top of pageClick to jump to parent topicEntering Information About a 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.

Job Information

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.

Work Location

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.

Military

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 Plan Information

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.

(USA) United States

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.

(DEU) Germany

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.

(AUS) Australia

Package Template ID

Select a salary package template ID.

Package Rule ID

Select a salary package rule ID.

(USF) US Federal

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.

Click to jump to top of pageClick to jump to parent topicEntering Position-Specific Information

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

Managing Position Data

Click to jump to top of pageClick to jump to parent topicReviewing Budget and Incumbent Information

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.

Click to jump to parent topic(USF) Running Reports on Position Data and Related Tables

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.

Click to jump to top of pageClick to jump to parent topicPages Used to Run the Reports

Page Name

Object Name

Navigation

Usage

Occupational Series USF - Run Control

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)

Job Code USF - Run Control

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)

OF8 Report

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

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.

Click to jump to parent topicAssigning Employees to Positions

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.