Creating Positions Using Fluid

This section appears by default when you first access the page.

You can use the following search criteria in the left collapsible panel to locate a specific existing position:

• Position Number

• Description

• Position Status

• Reports to Position Number

Enter the search criteria and click Search. To perform a partial word search, use the % wild card.

After you enter the initial search criteria, the main panel will display the results, and the left panel will display addition facets that correspond to the positions listed in the search results. Select facets to further narrow your search.

This section displays information based off of the search results. Select different facets to further filter your results.

The Chart toggle switch defaults to No. Swipe to Yes to have the Manage/Create Position search page display a chart of the search results by business unit.

These chart option icons are available when the Chart toggle switch is set to Yes.

Click to display data in the chart type represented by the icon type. Available chart types include vertical bar (default value), line, pie and horizontal bar.

Click this button to open the Create Position page to enter a position number and effective date for a new position.

Click this button to exit the position and return to the search page without saving your data.

Click this button to navigate to the previous page. Navigating to another page does not save your data.

The button is not visible on the first step in the request.

Click this button to navigate to the next page. Navigating to another page does not save your data.

The Review and Submit page does not display the Next button. Instead it displays a Submit button.

This button appears on the Manage Position - Review and Submit Page only.

When approvals are required for updating or creating positions, the request will be sent to the approving managers, where they will use the Pending Approvals - Create Position Page or Pending Approvals - Manage Position Page to take action on a position request.

Displays a page title that includes the step name.

For substeps, the page title includes both the step and substep name, separated by a hyphen. For example, Payroll - Tax Withholding indicates that the step title is Payroll and the substep title is Tax Withholding.

Click this tab to open the Related Information panel and view related information.

This icon appears at the top of the Related Information panel. Click to open the Personalize page. This page lists the available related content so you can choose whether the Related Information panel shows or hides each item.

This icon appears at the top of each individual related content item in the Related Information panel. Click to expand the item to open a modal dialog with a larger interactive version of the content.

For Manage Position, this pane includes a View Position link. Click this link to open the View Position Page and reference historical records and incumbent information about the position you are updating.

Indicate when the position is Approved, Frozen, or Proposed.

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.

Indicate the date for the position status.

Swipe this field to Yes if it is a key position.

Key positions are used when creating succession plans for your organization. For more information on succession plans, see Setting Up Succession Planning.

This field is set to Yes by default. If this position's status is Proposed or Frozen, swipe this field to No. Otherwise, leave it set to Yes for reporting purposes, so that the system knows that this is an approved position.

Swipe to Yes if this position is confidential.

Swipe to Yes 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 near the top of this page.

Swipe to Yes if this position allows workers to work remotely.

Enter the business unit for the position.

Select the job code that is associated with this position. The job title associated with this job code is defaulted into the (position) title field when a job code is selected.

(E&G) In Education and Government systems, you can select only job codes where the Used by Position Management check box is selected on the Evaluation Criteria Page in the Job Code Table component.

The system enters a default value of Regular for a new position. If the position is temporary, select Temporary from the available options.

If your organization assign shifts to positions, select a regular shift code.

This field displays a title for the selected position. This field is defaulted from the title associated with the job code. You can override this default value by typing in a new title.

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.

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.

Enter the union code for the position.

Enter a detailed position description, if required, for this position.

Enter a regulatory region for the position.

Select the department that this position is associated with from the list of available options.

Select the location that this position is associated with from the list of available options.

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.

Select the supervisor level, if applicable, associated with the position from the list of available options.

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.

If there is a dotted line reporting relationship to another position, select that position number from the list of available options.

Select a value for a type of security clearance that can be held by a person.

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.

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.

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 W (Weekly) work period, enter the hours worked per day in the fields provided.

Select the grade associated with the position from the list of available options.

Select the step associated with the position from the list of available options.

Determine the appropriate coverage under the Fair Labor Standards Act, and select either Administrative, Computer Employee, Executive, Highly Compensated Employees, Management, No FLSA Required, Nonexempt, Nonexempt Alt Overtime, Outside Salesperson, or Professional.

Enter the bargaining unit associated with this position.

Enter the salary grade and step from which the salary range begins and which the salary range ends for this position.

Enter a service class group. Valid values are:

• 1 – Without University Degree (Mit Hochschulabschluß)

• 2 – With University Degree (Ohne Hochschulabschluß)

• ED – Simple Service (einfacher Dienst)

• GD Upper Service (gehobener Dienst)

• HD – Supreme Service (höherer Dienst)

MD – Midrange Service (Mittlerer Dienst)

Indicate whether this position is eligible for additional allowance.

Select a salary package template ID.

Select a salary package rule ID.

Choose whether this position is Exempt or Non-Exempt according to the provincial Employment Standards Act or Labour Standards Act.

The default value is Non-Exempt until you select a job code, at which point the default value comes from the job code table.

The value that you select becomes the default value for the Employment/Labour Std Status field on worker job records that are associated with this position.

Enter the occupational series that is associated with this position.

Enter the parenthetical designation of the position. Select from Data Transcribing, Office Automation, Stenography, or Typing.

Enter an official title for this position. These values are defined on the Official Position Titles Page.

Identify the type of appointment which can occupy the position. Values are Competitive, Excepted, SES (senior executive service) Career Reserved, and SES General. This is a CPDF reported field.

Select this check box to override the value in the NFC Update Indicator field.

Displays the status of the transaction in relation to NFC, as maintained by the user or system. Options in this field include:

• In Process – This Jobcode has been run through the export program and will be sent to NFC.

• Not Ready to Process – User intends to exclude this position from export to NFC.

• Other – Status maintained by system user.

• Ready To Process – User intends to include this position in the next NFC export.

• SINQ Error – This position has not successfully passed NFC's PINE Edits and needs correction.

Identifies the task to be performed by NFC on a master record. Options in this field include Add, Change, Delete/Restore, Inactivate, and Reactivate.

Select the work schedule for this position.

Select from Appropriated Funds, External Funds, Non-Appropriated Funds, or Other Funds.

Indicate if this position is located at Headquarters or in the Field.

Select the identification number for the personnel office of your agency.

Select the sub-agency to which this position belongs.

Enter a cyber security specialty code that should be associated with this position. Select the specialty area where the work of the position or incumbent is predominantly done. These codes are maintained on the Cyber Security Specialty USF Page.

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 HCM implementation project in a single position pool and then assign a budget to that pool.

Indicate if you want the position to encumber immediately. Values include: Encumber Immediately, Encumber on Requisition, or No Encumbrance.

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.

If you select User Specified Amount as the Encumber Salary Option, enter the salary amount to encumber.

Associate the position with an FTE (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.

Enter the FTE value for this position to be used for defining an FTE budget in Manage Commitment Accounting.

Swipe to Yes to include this position when processing FTE edits for budgeting purposes. Swipe to No if you don't want to include this position when processing FTE edits.

Swipe to Yes to have the system automatically update incumbent job data on the Job Data component. The default setting for new positions is No. A warning appears if Yes is selected when you save a new position.

If the employee record is using position data and Update Incumbents is set to Yes, then you can also check Include Salary Plan/Grade, which makes the Salary Plan, Grade, and Step fields controlled by the position and cannot be modified in Job Data.

If Update Incumbents is set to No, then the Include Salary Plan/Grade field is unavailable.

Swipe to Yes to include the salary plan and grade in the incumbents update. When set to Yes, then salary plan and grade are included in the incumbent update. When you set Include Salary Plan/Grade, to No then the salary plan and grade are not included in the incumbent update.

Swipe to Yes to make position title changes trigger the update incumbent process. If Yes is selected when you create a new position data row with a reason of TTL (Title Change) and a change to the data in the Title field, then the system creates a corresponding row in the incumbents’ Job Data records. The new job data row has the action code Position Change and the Action Reason Title Change.

Note that the job title is not actually stored on the job record. The job title that appears next to the Position Number field on the Work Location page is pulled from the position data record based on the effective date of the job data row. So if Force Update for Title Change is set to No and no new job data row is created, the title shown on the job data row is based on the previous effective date, which is why the old title continues to appear.

Select this link to open a new browser window and access the Job Data component for this employee. From there you can review or made changes to the employee’s job data.

Click this button to access the File Attachment page and upload files.

Select the link to download and view the attachment. Enter a description, or the field will use the attachment file name as the description upon saving the page, which you can overwrite.

Click this button to remove an attachment from this position..