Creating Positions Using Fluid

(Exit) button

Click this button to exit the position and return to the search page without saving your data. The page will display a warning message confirming that you want to exit the page.

Previous button

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.

Next button

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.

Submit button

This button appears on the Manage/Create 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.

<Title Text>

Displays a page title that includes the step name.

(Supplementary Panel tab)

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

[Personalize RC (Related Content) icon]

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.

(Display <Related Content Item> in Modal Window icon)

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.

Related Information

For Manage Position, this supplementary pane includes the following links:

• View Position

  Click this link to open the View Position Page in a new browser window and view historical records about this position you are viewing or updating.

• Position History

  Click this link to open the Position History Page in a new browser window and view information on incumbents currently and previously assigned to this position.

• Manage Primary Incumbents

  Click this link to open the Manage Primary Incumbents Page in a new browser window where you can identify and manage primary incumbents for this position.

  Note: This link is available when primary incumbents is enabled on the Position Management Installation Page.

Filed Status

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

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.

Status Date

Indicate the date for the position status.

Key Position

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.

Budgeted Position

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.

Confidential Position

Swipe to Yes if this position is confidential.

Job Sharing Permitted

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.

Available for Telework

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

For the Remote Worker functionality in Fluid, select this check box to enable the Remote Worker tile for employees that hold this position and have been granted the Fluid Remote Worker Employee role.

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 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.

Regular/Temporary

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

Regular Shift

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

Title

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.

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.

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.

Union Code

Enter the union code for the position.

Description

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.

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. The position title will appear after the field. Click the View Current Incumbents link next to this field to view persons assigned to this reports to position.

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.

View Current Incumbents

This link is available when you have populated the Reports To field.

Click this link to open the Current Incumbents Page and view incumbents of the reports to position. If no incumbent exist for this reports to position, clicking the link will create a message stating there are no incumbents,

Supervisor Lvl (supervisor level)

Select the supervisor level, if applicable, associated with the position 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.

Dot-Line (dotted-line)

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

Security Clearance

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

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.

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

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.

Mail Drop ID and Telephone

Enter the mail drop ID and work phone number assigned to this position, if applicable.

Health Certificate

Select the health certificate required for this position from the list of available options, if applicable.

Signature Authority

Select the signature authority assigned to this position from the list of available options, if applicable.

FLSA Status (Fair Labor Standards Act status)

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.

Bargaining Unit

Enter the bargaining unit associated with this position.

From Grade/Step, From Grade, and Step or To Grade/Step, To Grade, and Step

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

Service Class Group

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)

Allowance

Indicate whether this position is eligible for additional allowance.

Package Template ID

Select a salary package template ID.

Package Rule ID

Select a salary package rule ID.

Employment/Labour Std Status (employment and labour standards status)

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.

Occupational Series

Enter the occupational series that is associated with this position.

Parenthetical Title

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

Organization Posn Title Code

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

Position Occupied

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.

Override NFC Indicator

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

NFC Update Indicator

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 job code 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.

NFC Function Code

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

Work Schedule

Select the work schedule for this position.

Fund Source

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

Position Location

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

Personnel Office ID

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

Sub Agency

Select the sub-agency to which this position belongs.

Cyber Security Speciality

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.

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 HCM 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: Encumber Immediately, Encumber on Requisition, or No Encumbrance.

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.

Encumber Salary Amount

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

Classified Indicator

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.

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

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.

Add Attachment button

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

Attachments and Description

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.

(Delete) button

Click this button to remove an attachment from this position.

Update Incumbents

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.

Include Salary Plan/Grade

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.

Update for Title Change

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.

(Primary Incumbent icon)

This icon is available when Manage Primary Incumbents is enabled on the Position Management Installation Page and a person has been defined as the primary incumbent.

Indicates that this person is the current primary incumbent.

To manage primary incumbents for a position see the Managing Primary Incumbent Information for a Position topic.

Job Data

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

When Fluid Job Data is not enabled, the system will direct the user to the classic Job Data pages (see the (Classic) Adding Organizational Instances documentation for viewing job data).

When Fluid Job Data is enabled on the Person and Job Installation - Job Data Page, the system will open the Job Actions Summary Page in fluid, based on the access of the user.