Maintaining Position Data
Periodically, you have to enter changes to position data, such as a title change or a position that becomes inactive. You also must update employee data occasionally, such as entering a pay rate change or a leave of absence. You might make a change that affects both position and incumbent (an employee assigned to a position) job data, such as changing the department code for the position. To do this, use the same pages that you used to create positions and assign employees to them.
The system processes position data changes differently if the data that you are updating pertains only to the employee, only to the position, or affects both position and incumbent job data.
These topics discuss how to:
Determine where to update data.
(USF) Update the data.
Distinguish incumbent and position data.
Once you've determined the type of change that you want to make, where do you make the changes?
For incumbent data, go to Workforce Administration, Job Information, Job Data to make your changes.
For position-related data, make your changes in the Position Data pages.
If your changes affect both position and incumbent data, use the Position Data pages; the system automatically maintains the current incumbent data in the Job Data pages.
Note: The Update Incumbents functionality isn't active for Federal users. Federal users must update incumbent data manually to reflect changes made in the Position Data pages.
For example, when you want to move positions from one location to another, use the Position Data pages to make the changes. Enter a new department or location to move the position and the current incumbent to the new locale or department. This type of transfer implies that the employee is making a lateral move and not getting a promotion or a pay increase.
Use the Transfer Action in the Workforce Administration Job Data pages when you are moving an employee from one position to another. This type of transfer implies that the employee is being promoted or demoted and will get a pay change.
Note: Department/Location changes in Position Data has some behavioral impacts on the Establishment ID value on Job Data:
If a Department change does not change the Location:
The system does not clear the Establishment ID on the Job Data page:
If the Location has only one valid Establishment ID.
If the Location has more than one valid Establishment ID and the current Establishment ID is valid for the Location.
The system clears the Establishment ID on the Job Data page, if the Location has more than one valid Establishment ID and the current Establishment ID is not valid for the Location.
If a Department change does change the Location:
The system populates the Establishment ID on Job Data, if the location has only one valid Establishment ID.
The system does not clear the Establishment ID on Job Data if the location has more than one valid Establishment ID and it is valid for the new location.
The system clears the Establishment ID on Job Data if the location has more than one valid Establishment ID and it is not valid for the new location.
Once you've determined the type of change that you want to make, go to the following pages:
For employee data, go to the Workforce Administration, Job Information components to make your changes.
For position-related data, make your changes in the Position Data component.
If your changes affect both position and incumbent data, use the Position Data component and then update the employee-level information in the components in the Workforce Administration menu.
Use the Transfer Action in the Job Information pages to move an employee from one position to another. This type of transfer implies that the employee is being promoted or demoted and will get a pay change.
These topics discuss:
Considerations.
Position data changes.
Incumbent data changes.
Position and incumbent data changes.
Considerations
Depending on the type of information that you're updating, you make changes in the Position Data pages or in the Job Data pages. Before you begin, consider what kind of action that you are taking because the action controls whether your changes affect incumbent data, position data, or both position and incumbent data. Furthermore, the type of data determines where you make your changes in Human Resources.
Position Data Changes
If you are making changes to the position, such as changing the position's DeptID, Salary Plan, or Title, make these changes in the Position Data pages. These changes are applied to the position and the incumbent.
Changes to some fields in the Position Data component update the incumbent's job record. In the Updating Position Changes to the Job Data Component section of Setting Up Positions, there is a table of fields that are common to the Position Data component and the incumbent's job record. The table indicates which of those fields are updated in the job record when changed in the Position Data component.
Incumbent Data Changes
If you want to make a change that affects only the employee and not the position, make the changes on the incumbent's job record. Note that these are changes that aren't going to be associated with the position and applied to future incumbents, or they are changes independent of the position. This includes changes in the incumbent's employee status, such as Leave of Absence or Rehire, or position assignment, such as a transfer or promotion.
Position and Incumbent Data Changes
If you change the work phone on a position and Update Incumbents is switched on (select the Update Incumbents check box in Position Data - Specific Information page), the Position Phone is automatically updated on the Job Data - Employment page for the employees.
If you are making a change to a Position Data field that doesn't update the incumbent's job record, make your change in both the Position Data pages and the incumbent's Job Data record. For instance, if you change a position's Work Phone, the system does not update the incumbent's job record with the new value if you have deselected the Update Incumbents check box. In this case you need to update the job record manually.