Setting Up Positions

This chapter provides an overview of setting up positions and discusses how to:

(USF) Set up occupation series classifications and standards.
(USF) Set up position titles.
Create positions.
(USF) Run reports on position data and related tables.
Assign employees to positions.

Understanding Positions

Human Resources helps your organization keep an effective-dated history of all positions, regardless of whether they are filled. If jobs and their scope change less often than the employees filling them in your organization, Human Resources enables you to structure human resource data by position. You can track organizational reporting relationships independently of the employees in the positions. To do this, enable the Manage Positions business process on the HRMS Options - Installation page.

This section discusses how to:

Set up tables.
Manage position data.
Manage position data security.

Setting Up Tables

When the system assigns position defaults, it uses information stored in the system general tables. The system uses this same information when you structure your human resources system by employee. However, with Position Management you set up all the data in advance, so when you hire an employee, all you do is assign them to a position, and the system uses the position information to complete the rest of the job data record.

Before you start working with the pages described in this chapter, you must set up information in the following tables:

Installation Table

Note. In addition to the general application controls on the Installation table, you must select Position Management in order to engage the functionality across the application.
Department Table
Company Table
Job Code Table
Location Table (USF)
Sub-Agency Table (USF)
POI Table (USF)

If you have implemented multiple business units and set IDs in your Human Resources system, the information that you use and create will be determined by how business unit and set ID functionality has been set up for your user ID.

Setting Up Organization Foundation Tables

Setting Up Jobs

(USF) Setting Up Human Resources Management Tables

Using Position Data

When you create new positions, Human Resources uses data that you entered in the Department Table, Job Code Table, and Location Table and inserts the default values in several position data fields. You can override some defaults when you need to enter exceptions for a particular position.

When you change the department ID, job code, or location, the system will change the default values of the salary plan, grade, and step fields. The system first defaults to the salary plan to the plan associated with the selected location. If there is no salary plan associated with the location, the system defaults to the salary plan associated with the selected job code. The system defaults to the salary grade and step associated with the job code.

When you change the Job Code value, the system inserts new default values into select fields even if the fields are populated. Default field values are derived from the source tables.

Note. New default values for changes to the job code are generally associated with the Job Code field on the Job Code component, but exceptions are identified in the following table.

Updated Field	Default Field Value	Source Table
Manager Level	Manager Level	Job Code Table: Manage Level
Regular/Temp	Reg/Temp	Job Code Table: Regular/Temp
Full/Part Time	Full	Resets to Full
Regular Shift	Not Applicable	Resets to Not Applicable
Union Code	Union Code	Job Code Table: Union Code
Position Title	Job Title	Job Code Table: Job Title
Position Short Title	Position Short Title	Job Code Table: Short Job Title
Detailed Position Description	Detailed Position Description	Job Code Table: Job Description
Salary Plan	Salary Admin Plan	Location Table: Salary Admin Plan OR When there is no default location value and corresponding salary plan, Job Code Table: Salary Admin Plan
Grade	Grade	Job Code Table: Grade Note. The system only updates this field when the Include Salary Plan/Grade checkbox is selected on the Position Data – Description page.
Step	Step	Job Code Table: Step
Standard Hours	Standard Hours	Job Code Table: Standard Hours
Work Period	Work Period	Job Code Table: Standard Work Period
Mon-Sun	Mon-Sun	Job Code Table: Standard Hours/5, populated as Mon-Fri
Calc Group (Flex Service)	Calc Group (Flex Service)	Job Code Table: Service Calculation Group (E&G only)
FLSA Status	FLSA Status	Job Code Table: FLSA Status (USA only)

When you change the Department ID value, the system inserts new default values into select fields even if the fields are populated. Default field values are derived from the source tables.

Updated Field	Default Field Value	Source Table
Location	Location	Department Table:Location
Company	Company	Department Table: Company
Reports To	Reports To	Department Table: Manager Position

When you change the Location value, the system inserts new default values into select fields even if the fields are populated. Default field values are derived from the source tables.

Updated Field	Default Field Value	Source Table
Salary Plan	Salary Plan	Location Table: Salary Admin Plan OR When there is no default location value and corresponding salary plan, Job Code Table: Salary Admin Plan.
Standard Hours	Standard Hours	Salary Admin Plan Table: Standard Hours
Work Period	Work Period	Salary Admin Plan Table: Work Period

Note. If you change the default values in the Job Code, Department, or Location components after creating the position, the system does not update the values in the Position Data component.

Updating Position Changes in the Job Data Component

Several fields in the Position Data component match fields in the Job Data component. When you modify information on the position data pages, the system can maintain matching fields in the position incumbent's job data record if:

The position is active.
You have selected the update incumbent option for the position.
The incumbent's job data record does not have the Override Position Data option selected.

When you change fields in the Position Data component, the Update Incumbent process may run, thereby updating fields in the incumbent's job record.

Note. The system updates the Department Entry Date and Job Entry Dt with the position data's effective date.

Updated Field In Position Data Component	Updated Field In Incumbent's Job Record
Adds to FTE Actual	Adds to FTE Actual (E&G only)
Business Unit	Business Unit Department SetID Location SetID Salary SetID Jobcode SetID
Classified Indicator	Classified Indicator (E&G only)
Company	Company
Department	Department ID Department Entry Date
FLSA Status	FLSA Status
Full or Part Time	Full or Part Time
Grade	Grade
Jobcode	Jobcode Job Entry Dt
Location	Location
Reg/Temp	Reg/Temp
Regulatory Region	Regulatory Region Labor Agreement SetID
Reports to	Reports to
Salary Admin Plan	Salary Admin Plan
Standard Hours	Standard Hours
Shift	Shift
Step	Step
Union Code	Union Code
Work Period	Work Period

Note. The system only updates the Grade, Salary Admin Plan and the Step fields when the Include Salary Plan/Grade checkbox is selected on the Position Data – Specific Information page.

See Also

Creating Positions

Setting Up and Installing PeopleSoft HRMS

Increasing the Workforce

Updating Person and Job Information

(USF) Administering Personnel Action Requests

(USF) Processing Personnel Action Requests

Managing Position Data Security

If you try to create a position (using the Add action) that already exists in Human Resources, the system displays a message informing you that a position already exists with that number and enables you to access the existing record. If you access the record for the position, the system allows you to update the data for the existing position, even if it belongs to a department for which you don't have security access. This is because:

You won’t create duplicate positions in the system, so the system won't issue lower level SQL errors when you create new positions.
The system enables you to make departmental transfers.

For example, if a position is moving to your department from another department for which you aren't cleared for security access, you can still make the transfer using the Add action, provided you know the exact position number.

Position data is less sensitive than employee data because no salary data appears in the Position Data pages. Thus viewing position data briefly when the system generates the error message is less critical than being aware of a position’s existence in the system. You can modify the system so that users can't see position data even briefly using the Add action.

To prevent users from viewing position data using the Add action:

In PeopleSoft Application Designer, access the POSITION_DATA component.
Highlight the DESCR field and select View PeopleCode.
For the POSITION_DATA component, select the Row Select PeopleCode.
Read the instructions for uncommenting the code that restricts this situation.
Open the POSITION_DATA component Properties and change the search record for the Add action to POSITION_SRCH.

See Also

PeopleTools PeopleBook: PeopleSoft Application Designer

(USF) Setting Up Occupation Series Classifications and Standards

To set up occupational series classifications and standards, use the Occupational Series (GVT_OCCUPATION), Classification Standard Table, Classification Factor Table, Classification Level Table, and the Grade Conversion Table (GVT_CLASS_STD_TBL) components.

This section discusses how to:

Define occupation series classifications.
Define classification standards.
Designate the Classification Standards’ classification factors.
Associate classification factor levels and points with classification factors.
Enter grades and point ranges.

Pages Used to Set Up Occupation Series Classifications and Standards

Page Name	Object Name	Navigation	Usage
Occupation Series	GVT_OCCUPATION	Set Up HRMS, Product Related, Organizational Development, Occupational Series USF, Occupation Series	Define the occupation series classifications.
Classification Standard Table	GVT_CLASS_STD_TBL	Set Up HRMS, Product Related, Organizational Development, Classification Standards USF, Classification Standard Table	Create classification standards by establishing a description and level for each type of classification.
Classification Factor Table	GVT_CLASS_FCTR_TBL	Set Up HRMS, Product Related, Organizational Development, Classification Standards USF, Classification Factor Table	Designate Classification Standards' classification factors.
Classification Level Table	GVT_CLASS_LVL_TBL	Set Up HRMS, Product Related, Organizational Development, Classification Standards USF, Classification Level Table	Associate classification factor levels and points with classification factors.
Grade Conversion Table	GVT_CLASS_GRD_CNV	Set Up HRMS, Product Related, Organizational Development, Classification Standards USF, Grade Conversion Table	Enter a grade and point range for each grade.

Defining Occupation Series Classifications

Access the Occupation Series page.

PATCOB Code (professional, administrative, technical, clerical, other, blue collar code)

Select the PATCOB code that should be associated with this occupational series from the list of available options.

Functional Class Required

Select if a functional class is required for the position.

Defining Classification Standards

Access the Classification Standard Table page.

Pay Plan / Occ Series (occupation series)

Select the occupation series to associate with the classification standard from the list of available options. The system displays the associated pay plan. Occupation series are maintained on the Occupation Series page.

Manager Level

Select the manager level to associate with the classification standard from the list of available options.

Designating the Classification Standards’ Classification Factors

Access the Classification Factor Table page.

Classification Factor

Select the classification factor to associate with the classification standard from the list of available options. You can associate multiple classification factors with this classification standard by inserting more rows.

Associating Classification Factor Levels and Points with Classification Factors

Access the Classification Level Table page.

Factor Level

For each classification factor that you specify, enter the applicable factor levels that are relevant to a specific occupation or category of work. Assign multiple factor levels to a classification factor by inserting more rows.

Classification Levels

Assign the point values for each factor level.

Entering Grades and Point Ranges

Access the Grade Conversion Table page.

Grade

Enter the grade to associate with this classification standard. Associate multiple grades with this classification standard by inserting more rows.

(USF) Setting Up Position Titles

To set up position titles, use the Official Position Titles — Position Title Codes (GVT_PSN_TTL_TBL) and the Organizational Posn Title — Position Title Codes (GVT_ORG_PSN_TTL) components.

An official position title is the title of a position that is in accordance with the Office of Personnel Management (OPM) position classification standards. An organizational position title is the unofficial title that is given to a position based on how your agency is organized and where the position fits in the organization.

Pages Used to Set Up Position Titles

Page Name	Object Name	Navigation	Usage
Official Position Titles	GVT_PSN_TTL_TBL	Set Up HRMS, Product Related, Organizational Development, Official Position Titles, Position Title Codes	Set up official position titles that will later be associated with positions. Note. Before using the page, set up Occupation Series classifications.
Organization Posn Titles USF	GVT_ORG_PSN_TTL	Set Up HRMS, Product Related, Organizational Development, Organizational Posn Titles USF, Position Title Codes	Set up organization position titles that will later be associated with positions. Note. Before using the page, set up Occupation Series classifications.

Page Name

Object Name

Navigation

Usage

Official Position Titles

GVT_PSN_TTL_TBL

Set Up HRMS, Product Related, Organizational Development, Official Position Titles, Position Title Codes

Set up official position titles that will later be associated with positions.

Note. Before using the page, set up Occupation Series classifications.

Organization Posn Titles USF

GVT_ORG_PSN_TTL

Set Up HRMS, Product Related, Organizational Development, Organizational Posn Titles USF, Position Title Codes

Set up organization position titles that will later be associated with positions.

Note. Before using the page, set up Occupation Series classifications.

Creating Positions

To create positions, use the Position Data (POSITION_DATA) component.

This section discusses how to:

Enter information about a position.
Enter position-specific information.
Review budget and incumbent information.

Pages Used to Create Positions

Page Name	Object Name	Navigation	Usage
Position Data - Description	POSITION_DATA	Set Up HRMS, Product Related, Organizational Development, Position Data, Description Organizational Development, Position Management, Maintain Positions/Budgets, Add/Update Position Info, Description Organizational Development, Succession Planning, Define Key Positions, Key Positions, Description Organizational Development, Succession Planning, USF, Identify Key Positions, Description	Enter a description of the position.
Position Data - Specific Information	POSITION_DATA	Set Up HRMS, Product Related, Organizational Development, Position Data, Specific Information Organizational Development, Position Management, Maintain Positions/Budgets, Add/Update Position Info, Specific Information Organizational Development, Succession Planning, Define Key Positions, Key Positions, Specific Information Organizational Development, Succession Planning USF, Identify Key Positions, Specific Information	Enter information that is specific to the position you're creating, such as the work phone number and the mail drop ID.
Position Data - Budget and Incumbents	POSITION_DATA	Set Up HRMS, Product Related, Organizational Development, Position Data, Budget and Incumbents Organizational Development, Position Management, Maintain Positions/Budgets, Add/Update Position Info, Budget and Incumbents Organizational Development, Succession Planning, Define Key Positions, Key Positions, Budget and Incumbents Organizational Development, Succession Planning USF, Identify Key Positions, Budget and Incumbents	Review the position's current budget and incumbents.
Detailed Position Description	POSN_DESCR_SEC	Set Up HRMS, Product Related, Organizational Development, Position Data, Description. Click Detailed Position Description link. Organizational Development, Position Management, Maintain Positions/Budgets, Add/Update Position Info, Description Click Detailed Position Description link. Organizational Development, Succession Planning, Define Key Positions, Description Click Detailed Position Description link. Organizational Development, Succession Planning USF, Identify Key Positions, Description Click Detailed Position Description link.	View the detailed position description for this position.

Entering Information About a Position

Access the Position Data - Description page.

Position Information

Position Number	The unique number assigned to the position. You can specify the position number when creating a new position or you can enable the system to assign the next number for you (when you save) by accepting the default value 00000000 in the Add a New Value page. To avoid maintaining two different sets of position numbers, PeopleSoft recommends that you either always assign numbers manually or always enable the system to do it; do not do both.
Initialize	Note. This button appears only if you’re adding a new position. Click to copy all or many of the characteristics of a similar existing position. When you click this button, a dialog box prompts you for the position number of the position that you want to copy. Click OK to populate the Position Data component with the position information of the position that you selected. You can override any information that doesn't apply to the new position. If you are not aware of any similar positions that you could use to populate the remaining fields, just populate the fields individually.
Reason	Select a reason for the change or creation of the position from the list of available options.
Position Status	Indicate when the position is Approved, Frozen, or Proposed.
Status Date	Indicate the date for the position status.
Key Position	Select if this is a key position.

Job Information

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 jobcode is defaulted into the (position) title field when a jobcode is selected.
Reg/Temp (regular or temporary)	The system enters a default value of Regular for a new position. If the position is temporary, select Temporary from the available options. Note. (USF) Federal users: If the position is Temporary, enter a date in the Not To Exceed Date field on the Federal Data Position Job Information page.
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.
Regular Shift	If your organization assigns shifts to positions, select a regular shift code.
Union Code	Enter the union code for the position.
Title	This field displays a title for the selected position. This field is defaulted from the title associated with the jobcode. The user can override this defaulting by typing in a new title. Note. If you have Update Incumbents selected on the Specific Information page, modifications to the position title will be reflected on each incumbents job data as a change in the employee's job title. This job title can be seen on the Job Information page of the Job Data component.
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.
Detailed Position Description	Click to access the Detailed Position Description page and enter a detailed position description, if required, for this position.

Work Location

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

Supervisor Lvl (supervisor level)

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

Salary Plan Information

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.
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.
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 Weekly Work Period, enter the hours worked per day in the fields provided.

(USA) United States

FLSA Status (Fair Labor Standards Act status)

Determine the appropriate coverage under the Fair Labor Standards Act, and select Administrative, Executive, Management, No FLSA Required, Nonexempt, Outside Salespersonor Professional.

(DEU) Germany

From Grade/Step and To Grade/Step

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

(AUS) Australia

Package Template ID	Select a salary package template ID.
Package Rule ID	Select a salary package rule ID.

Entering Position-Specific Information

Access the Position Data - Specific Information page.

Job Profile ID

Enter the job profile ID for the position, if applicable.

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.

Mail Drop ID and Work Phone

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

Budgeted Position

This check box is selected by default. If this position's status is proposed or frozen, clear this check box. Otherwise, leave it selected for reporting purposes, so that the system knows that this is an approved position.

Health Certificate

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

Confidential Position

Select if this position is confidential.

Signature Authority

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

Job Sharing Permitted

Select 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.

Incumbents

Update Incumbents

Select to have the system automatically update incumbent job data on the Job Data component. This option isn't applicable until you have assigned an employee to the position.

The default is off. If clear or off then Include Salary Plan/Grade will be grayed out. If the employee record is using Position Data and the Update Incumbents is checked, then you can also check Include Salary Plan/Grade, which is controlled by the position and cannot be modified in Job Data.

Note. (USF) Federal users don't currently use this field.

Include Salary Plan/Grade

Select to include the salary plan and grade in the incumbents update. When you check Include Sal Plan/Grade, then salary plan and grade are included in the Incumbents Update. When you clear Include Sal Plan/Grade, then the salary plan and grade are not included in the Incumbents Update.

(E&G) Education and Government

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 HRMS 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: Immediate, Noneor Requistn(requisition).
Calc Group (Flex Service) (calculation group [flexible service])	If you are using Track Flexible Service, select a calculation group for this position.
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.
Academic Rank	If this is a faculty position, select an academic rank.
Classified Indicator	Associate the position with an FTE (Classification (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	Select to include this position when processing FTE edits for budgeting purposes. Don't select this check box if you don't want to include this position when processing FTE edits.

See Also

Managing Position Data

Reviewing Budget and Incumbent Information

Access the Position Data - Budget and Incumbents page.

Current Budget

The Current Budget group box displays the position’s Head Count, Current Budgeted FTE,and Amount.

Core Current Incumbents

After you assign an employee to the position, this group box displays the Core incumbent’s EmplID (employee ID), Empl Rcd Nbr (employee record number), Name. and a Job Data link.

Select the Job Data link to access the Job Data component, EMPLID is populated automatically. The system transfers you back to the Position Data component when you complete your review or after you have made changes.

FPS Current Incumbents

After you assign an employee to the position, this group box displays the FPS incumbent’s EmplID (employee ID), Empl Rcd Nbr (employee record number), and Name.

(USF) Running Reports on Position Data and Related Tables

This section discusses how to generate reports of the position data and other setup tables you have defined. These reports are for U.S. Federal Government installations.

Pages Used to Run the Reports

Page Name	Object Name	Navigation	Usage
Occupational Series USF - Run Control	PRCSRUNCNTL	Organizational Development, Position Management, Position Reports, Occupational Series USF	Occupation Series report (FGOCC800) that provides details of the Occupational Series table.
Position Title Table USF - Run Control	PRCSRUNCNTL	Organizational Development, Position Management, Position Reports, Position Title Table USF	Run the Position Title Table report (FGPER815) that lists the Position Title Table records. (Crystal)
Job Code USF - Run Control	PRCSRUNCNTL	Organizational Development, Position Management, Position Reports, Job Code USF	Run the Job Code USF (FGPER823) to print a list of all job codes and the date on which they become effective. (Crystal)
OF8 Report	RUNCTL_FGOF8	Organizational Development, Position Management, Position Reports, OF8 Report USF, OF8 Report	Run the optional (USF) OF8 report (FG0F8) which provides a standardized mechanism to identify position information such as title, occupational series, grade, organizational structure, certification blocks, and other position related information.
Job Code/Position Audit USF - Parameters	RUNCTL_FGASOFDT	Organizational Development, Position Management, Position Reports, Job Code/Position Audit USF	Run the Job Code/Position Audit report (FGHR009) to cross reference position numbers and job codes. (SQR)

Assigning Employees to Positions

Once you’ve set up positions, you can assign employees to them. Enter personal data for employees on the Workforce Administration Personal Data pages. Because you have already set up most job-related data on the Manage Positions pages, the system automatically populates organizational and job data in many fields on the employee Job Data pages.

PATCOB Code (professional, administrative, technical, clerical, other, blue collar code)	Select the PATCOB code that should be associated with this occupational series from the list of available options.
Functional Class Required	Select if a functional class is required for the position.

Pay Plan / Occ Series (occupation series)	Select the occupation series to associate with the classification standard from the list of available options. The system displays the associated pay plan. Occupation series are maintained on the Occupation Series page.
Manager Level	Select the manager level to associate with the classification standard from the list of available options.

Factor Level	For each classification factor that you specify, enter the applicable factor levels that are relevant to a specific occupation or category of work. Assign multiple factor levels to a classification factor by inserting more rows.
Classification Levels	Assign the point values for each factor level.

Job Profile ID	Enter the job profile ID for the position, if applicable.
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.
Mail Drop ID and Work Phone	Enter the mail drop ID and work phone number assigned to this position, if applicable.
Budgeted Position	This check box is selected by default. If this position's status is proposed or frozen, clear this check box. Otherwise, leave it selected for reporting purposes, so that the system knows that this is an approved position.
Health Certificate	Select the health certificate required for this position from the list of available options, if applicable.
Confidential Position	Select if this position is confidential.
Signature Authority	Select the signature authority assigned to this position from the list of available options, if applicable.
Job Sharing Permitted	Select 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.