41 Work with Position Activity Information

After you define and approve your position budgets, you can attach employee records to them. You attach employee records to ensure that the actual salaries, hours, and FTEs for your employees are within those that you established for your position budgets. Position activity illustrates employee movement into and out of positions. To help you determine appropriate position budgets, you can set up your system to store historical records of position activity.

When an employee changes positions or leaves your organization, you must update the employee's record to reflect the change. You can set up your system to create position activity records when you update employee records to reflect position changes.

You can correct position activity records if you entered incorrect position information for an employee.

This chapter contains these topics:

• Section 41.1, "Attaching an Employee Record to a Position Budget,"

• Section 41.2, "Correcting Employee Position Activity."

What You Should Know About

Topic	Description
Purging position activity records	To conserve computer disk space, you can purge obsolete position activity records from your system. The method you use to purge position information is the same method that you use to purge other types of information. See Chapter 21, "Purge History and Turnover Records."

41.1 Attaching an Employee Record to a Position Budget

Navigation

From Human Resources (G08), choose Employee Information

From Employee Information (G08E1), choose HR Employee Entry

After you define and approve your position budgets, you can attach employee records to them. You attach an employee record to a position budget to control budget expenditures and ensure data integrity. To attach an employee record to a position budget, you enter a position ID in the employee's record.

To help you stay within your position budgets when you are entering employee information, the system alerts you when you exceed the approved salary, hours, FTE, or head count for the position. In such situations, the system displays either an error or a warning message. When you set up your constants information, you specify the type of message that appears when you enter information that exceeds a position's effective budget.

When you attach an employee record to a position budget, the system:

• Adds the salary, hours, FTEs, and head count amounts for the employee to the total position budget amounts that are projected through the fiscal year-end.

• Adds to the employee's record any job information that is associated with the position.

• Updates the Position Budget Detail table (F08111) with the effective date of the employee's assignment, the employee's salary, FTE, and hours. The system then uses this information to project the effect of these values on the budget through the end of the fiscal year.

41.1.1 Before You Begin

• Verify that the Position Control (Y/N) field on the Constants Information form is set to Y. See Section 64.2, "Setting Up Position Control Information."

• For each position to which you need to attach employee records, verify that the budget status is approved. See Chapter 39, "Define a Position Budget."

To attach an employee record to a position budget

On HR Employee Entry

Figure 41-1 HR Employee Entry screen

Description of ''Figure 41-1 HR Employee Entry screen''

1. Locate the employee.

2. Complete the following field:

   • Position ID

41.1.2 What You Should Know About

Topic	Description
Alternate entry method	To maintain position activity records separate from employee records, you can use the Enter Employee Activity program to attach an employee record to a position budget. When an employee enters a position or transfers to a new position, you must manually update this program.

See Also:

• Section 3.2, "Adding New Employee Records" for information about how processing options affect position assignments.

41.2 Correcting Employee Position Activity

Navigation

From Human Resources (G08), choose Position Control

From Position Control (G08P1), enter 27

From Position Control Advanced and Technical Operations (G08P3), choose Revise Employee Activity

When an employee changes positions or leaves your organization, you must update the employee's record to reflect the change. You can set up your system to create historical records of the information you have changed. In addition to these employee history records, you can set up your system to create position activity records when an employee:

• Enters a position

• Leaves a position

• Changes positions within your organization

Tracking position activity records makes it easy to review all of the employees who ever worked in a specific position.

You can correct position activity records if you made a mistake when you entered position information for an employee.

This program updates the Position Budget Detail table (F08111) and the Position Master Information table (F08101). It does not update the employee history tables.

Caution:

Because the system does not create an audit trail of the changes that you make when you correct position activity records, JD Edwards World recommends that you assign this program high security.

To correct employee position activity

On Revise Employee Activity

Figure 41-2 Revise Employee Activity screen

Description of ''Figure 41-2 Revise Employee Activity screen''

1. Change the incorrect information in any of the following fields:

   • Home Business Unit

   • Position ID

   • Effective From

   • Effective Through

   • Employee Action

   • Salary

   • Full Time Equivalents (FTE)

   • Hours

2. Access the detail area.

   Figure 41-3 Revise Employee Activity (Detail) screen

   
   

3. To make additional comments, complete the following field:

   • Remark

41.2.1 What You Should Know About

Topic	Description
Deleting an incorrect position activity record	If an entire position activity record is incorrect, you can delete the record by using the Field Exit function to remove the value in each field of the record. Use the Change action when you delete this information.
Tracking historical position activity information	You can also use Revise Employee Activity to enter historical position activity information that you previously stored in another system.

See Also:

• Chapter 64, "Setting Up Position Control Information" for information about setting up your system to create position activity records.