Defining Position Budgets Manually

Access the Position Master Detail form.

Position Budget Amount

Enter the salary amount that is budgeted for a particular position within a business unit. This figure, which comes from the Position Master table (F08101), represents the total salary amount budgeted for all of the full time equivalent (FTEs) within this position, for the business unit and year that you specified.

Budgeted FTE (budgeted full time equivalents)

Enter the number of full time equivalents (FTEs) that the organization has budgeted for the position. A full time equivalent is the portion of a full time worker that an employee represents within a business unit. For example, an employee who works 20 hours per week represents .50 or one-half FTE. An employee cannot represent more than 1 FTE.

If you leave this field blank, the system supplies a default value. Typically, this value is 1. However, you can set up the system to use another value as the default.

Budgeted Hours

Enter the number of hours that are budgeted for a position within a business unit for a period of one year. This is the total number of hours allotted to a position for all the full time equivalents (FTEs). If you do not enter a value in this field when you budget the position, the system enters a default value. To determine that default value, the system searches these sources, in the order that they are listed, and uses the value from the first of these sources that contains a value:

1. The number of FTEs multiplied by the standard number of hours per year for the company associated with the business unit that you entered

2. The number of FTEs multiplied by the standard number of hours per year for Company 0

3. A default value that you defined in the data dictionary when you set up the system

4. 2080

Headcount

Enter the number of employees requested, budgeted, or approved for a position or requisition.

Effective From Date

Enter the date on which a requisition, a position, or activity within a position takes effect.

When the date you enter in this field occurs after the first day of the fiscal year, the system calculates an effective budget for the position. The system also calculates an effective budget when you leave this field blank.

Effective budget amounts are the amounts that the system uses to:

Verify position budget information, if you have set up the system options to warn or prevent users from exceeding position budget amounts

Update general ledger information

Thru Date

Enter the date on which a requisition, a position, or an activity within a position is no longer in effect. In position activity, the default value for this field is the end of the current fiscal year so that the system can calculate projected figures.

When the date you enter in this field occurs before the last day of the fiscal year, the system calculates an effective budget for the position. The system also calculates an effective budget when you leave this field blank. Effective budget amounts are the amounts that the system uses to:

Verify position budget information, if you have set up the system options to warn or prevent users from exceeding position budget amounts

Update general ledger information

Budget Status

Enter a code that indicates the status of the position budget. The system uses the first character in the second description in the defined code table 08/PC to process approved and closed positions. The position budget must have an approved status before you can assign it to an employee or to an approved requisition. Positions with a closed budget status are not included when you run Create Next Year's Position Budgets (P081820).

Budget Status Date

Enter the date the current budget status became active.

Position Status

Enter the current activity level of the position.

When you attach an employee record to a vacant position, the system updates the position status with the position status code that has DEFA in the special handling code for defined Code 08/PL. The system updates the position status code on the beginning date of employee assignment. When the position again becomes vacant, you must manually change the value in the Position Status field.

Position Status Date

The date the current status of the position became active.

Business Unit - Parent

Enter a code that identifies the Business Unit (MCU) that this Position reports to, such as the Supervisor's Business Unit.

The Parent Position and Parent Business Unit must already exist as a Position ID/ Business Unit record in the Position Master File.

For example, Bob Jones is a senior programmer in Business Unit 100 and he reports to Sally Abbot who is a junior manager in Business Unit 200.

Bob Jones:

Position ID equals SRPRG

Business Unit equals 100

Parent Position ID equals JRMGR

Parent Business Unit equals 200

Sally Abbot:

Position ID equals JRMGR

Business Unit equals 200

Parent Position ID

Enter a code that identifies the higher level position this position reports to, such as the supervisor position ID.

Note: The parent position/parent business unit must already exist as a position ID or business unit record in the Position Master File.

User Code 01

Enter a defined code (08/P1) that classifies Position Master records (unique by fiscal year, business unit, and position ID) for reporting purposes.

For example, you might classify positions by their field of work. In this case, position codes could be set up as follows:

CLT: Client Services

ENG: Engineering

FIN: Business Finance

LAB: Contract Labor

MGR: Business Management

PRG: Programming