Position Management CBT

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Position Management

sharp logo

main menu button


blue triangle bullet Welcome Page
blue bullet Navigation Changes
blue triangle bullet Introduction
blue triangle bullet Position Management Overview
blue bullet Unclassified and Classified Positions
blue bullet Regular and Temporary Positions
blue bullet Pay Grade and Step
blue bullet FTE
blue bullet Delegated Classification Authority
blue bullet Reallocation Restrictions
blue bullet Maximum Headcount
blue bullet Fair Labor Standards Act (FLSA)
blue bullet Table Relationships
blue triangle bullet Pages Overview
blue bullet Department Table
blue bullet Job Code Table
blue bullet Location Table
blue bullet Position Data
blue triangle bullet Position Data Transactions
blue bullet Add a New Position
blue bullet Vacant Position Reallocations
blue bullet Filled Position Reallocations
blue bullet Inactivate/Abolish Positions
blue bullet Maintain Position Data
blue triangle bullet Reports
blue triangle bullet Resources
blue triangle bullet How Do I's
blue triangle bullet Text File
blue triangle bullet Test

1

Welcome to the Position Management CBT!

To navigate through this CBT, either click the links on the Side Navigation Menu on the right hand side of your screen, or press the Next button at the bottom of each page.

To begin learning about Position Management functions, click Introduction on the Topic Menu.

**To resize the left-hand navigation frame, you can  place your cursor just on the right side of up/down scroll bar until you get a double horizontal arrow. You can make the navigation window skinny or wider, by holding your left mouse button down and moving your mouse left or right, depending on your needs.(Firefox browser users may not have this capability.)

red left arrow pointing at introduction


MAJOR CHANGES TO Position Management: Version 8.0-8.9

Navigation has changed. Please go to the Navigation Changes page for specifics.


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POSITION MANAGEMENT NAVIGATION CHANGES


POSITION DATA CHANGES

1. Position Data can be reached by clicking Organizational Development then Position Management
and clicking Add/Update Position Info under the Maintain Positions/Budgets heading.

Navigation picture showing Organizational Development>Position Management>Maintain Positions/Budgets>Add/Update Position Info

2. The number of pages in Position Data have decreased from 6 to just 4 pages. Version 8
Work Location and Job Information pages have been combined and added to the Description page.

SETUP TABLE CHANGES

1. Setup Tables (Location, Departments) are under Setup HRMS>Foundation Tables>Organization.

Navigation path showing Set Up HRMS>Foundation Tables>Job Attributes>Location or Departments Tables

2. The Job Code Table is under Set Up HRMS>Foundation Tables>Job Attributes

Navigation path showing Set Up HRMS>Foundation Tables>Job Attributes>Job Code Table

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INTRODUCTION TO POSITION MANAGEMENT


To fully benefit from the information covered in this Computer-Based Training (CBT) you should have completed the Introductory CBT.

The Introductory CBT will teach you how to navigate through the menus and pages and introduce you to the basics of adding, updating, and maintaining data in PeopleSoft.

If you have not already done so, please review the Introductory CBT before proceeding with the Position Management CBT.

NOTE: Please consider that if Regulations, Bulletins, laws, etc., change some of these scenarios may not be up-to-date. Continue to monitor the regulation changes and apply those changes to the following scenarios if applicable.

For the most up to date information (including new or revised Regulations and Bulletins), please check the following websites: 
blue bulletSHARP Customer Services (http://www.da.ks.gov/sharp/
blue bulletDivision of Personnel Services (http://www.da.ks.gov/ps/
blue bulletAccounts and Reports (http://www.da.ks.gov/ar/)

After completing this CBT, you should be able to:
blue bulletUnderstand policies and procedures used in Position Management
blue bulletView the Location, Departments, and Job Code tables.
blue bulletAdd new positions.
blue bulletReallocate filled and vacant positions.
blue bulletInactivate/abolish positions.
blue bulletUpdate data in the Position Data table.
blue bulletPerform inquiries and generate reports.
blue bulletKnow and use provided resources in decision making, data entry, and problem solving. 

 

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POSITION MANAGEMENT OVERVIEW
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Position Management is used to organize, establish, and track positions. A "position" is a group of duties and responsibilities to be assigned to an employee. 

Focusing on the position itself allows you to track information related to the position, regardless of whether it is vacant or an employee is assigned to that position.

Position Data is the main table used in Position Management. This is where each positionís information is stored.

There are many different ways in which positions can be set up. 

There are many things an agency must consider when performing position management activities. They must know whether they have Delegated Classification Authority, what types of positions they are allowed to add or reallocate, whether they have enough FTE, whether the position will be classified or unclassified, whether it will regular or temporary, what the FLSA status is, and if they have the authority to determine FLSA status. There are numerous other things to consider when determining positions an agency will need. Agencies should also be familiar with Human Resource policies and procedures in order to correctly create and allocate positions.

 

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POSITION MANAGEMENT OVERVIEW
Classified and Unclassified Positions
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Classified positions are all positions in state service, except those which are specifically placed in unclassified service by K.S.A. 75-2935. Classified positions are covered under Civil Service laws and have certain protections that unclassified positions lack.

When adding an unclassified position, you need to determine first if it is regular or temporary. Unclassified positions are those positions specifically designated as unclassified by K.S.A. 75-2935.

Executive branch agencies must have statutory authority to add unclassified, regular positions.

Unclassified, temporary positions are appointed and pay rate changes are approved by the governor. 

The job code of an unclassified position may be changed to reflect a change in duties or responsibilities but cannot be reallocated since unclassified positions do not have job classes.

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POSITION MANAGEMENT OVERVIEW
Regular and Temporary Positions
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There are two types of position designations. 

1. A regular position is defined in K.A.R. 1-2-70 as any position other than a temporary position.

2. A temporary position is one that does not affect agency FTE limits. Classified temporary employees are limited to 999 hours of work in a 12 month period.

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POSITION MANAGEMENT OVERVIEW
Pay Grade and Step
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Pay Grade is the wage matrix for classified employees. Each job class has a specified pay grade. Classified employees are paid within the pay grade for their job code.

Pay Step is where on the pay grade an employee is paid. Current pay grades include pay steps 4-16. When funding is provided for step movement, employees move up the steps based upon time on the previous step.

 

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POSITION MANAGEMENT OVERVIEW
Fulltime/Part-time and FTE (Full Time Equivalency)
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FTE or Full Time Equivalency indicates whether a positions is full-time (1.0) or part-time (<1.0).

Employees in benefits eligible positions whose:

  • FTE is .90 or greater are considered full-time for benefits.
  • FTE is .50-.89 are considered part-time for benefits.
  • FTE is .49 or less are not benefits eligible.

Some agencies have an FTE Limit where others have an FTE Target.

When the FTE field, located on the Specific Information page of Position Data, is less than than 1.0, the Standard Hours field on the Description page must also be updated as well.

 

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POSITION MANAGEMENT OVERVIEW
Delegated Classification Authority (DCA)
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Another thing to consider when adding or reallocating positions is whether you have DCA. 

Delegated Classification Authority (DCA) gives agencies the authority to add and reallocate regular positions, with the exception of restricted classes as stated under K.S.A 75-2938 (c). The Secretary of Administration may delegate DCA to an agency.

All agencies have the authority to add temporary positions (classified and unclassified). 

Agencies without DCA should request assistance from Division of Personnel Services to add or reallocate regular positions.

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POSITION MANAGEMENT OVERVIEW
Restrictions on Position Reallocations and Additions
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Whether your agency has DCA or not, there are certain classes that agencies are restricted from adding or reallocating such as Information Technology (IT) positions. The Division of Personnel Services adds or reallocates all IT positions.

Additionally, the following classes are restricted if the position duties include Information Technology responsibilities:

blue bullet Public Service Administrator
blue bullet Public Service Executive

Examples of IT duties: administering/coordinating IT services, installing and maintaining computer systems, and/or training end users to use computer systems

 

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POSITION MANAGEMENT OVERVIEW
Max Head Count
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Most positions in PeopleSoft should be set up so that one employee fills a single position. This allows for more accurate reporting and better system performance. In a few cases, an agency may choose to hire up to 10 employees to a single position:

blue bullet Resident workers at SRS
blue bullet Student employees at Regents institutions
blue bullet Acting assignments
blue bullet Overlapping appointments

 

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POSITION MANAGEMENT OVERVIEW
Fair Labor Standards (FLSA)
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All positions must be given an FLSA Status under the the Fair Labor Standards Act (FLSA). FLSA is a federal law that covers the issues of overtime pay, hours of work, and compensable travel time. It requires a position to be examined carefully for the following:

1) Is the position covered by FLSA?
2) If covered, is the position exempt, non-exempt, or partial exempt?

FLSA defaults have been established for each classified job code and should only be changed at the position level by those who have Delegated Classification Authority and have received FLSA certification through the Division of Personnel Services (DPS).

DPS can assist with an FLSA determination for agencies who do not have staff with FLSA certification.

 

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PAGES - POSITION MANAGEMENT
Overview
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There is one major table and three setup tables used in Position Management. All position data is stored on Position Data, while setup tables store information that defines standard codes to be used throughout the PeopleSoft system. There are 3 major codes that are used in every row of Position Data:

blue bullet Department ID
blue bullet Job Code
blue bullet Location Code

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PAGES - POSITION MANAGEMENT
Departments
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The Departments table defines all the Department IDs in each agency. Each department ID is a 10-digit number corresponding to a particular organizational structure within your agency hierarchy. Department IDs are used throughout PeopleSoft for associating information to a particular organizational structure. Some examples include Position Data, Job Data, and Paycheck Data.

A Department ID is broken down where the first 3 digits designates your "Agency Number", the next 2 numbers designate a division, and the last 5 designate an additional level in your agency.

For example, the Department ID 1733587120 is a department in Department of Administration (173), Division of Personnel Services(35), Information Services unit(87120).

Every agency is on the Department Table, therefore it is quite large. When searching by Department ID, to receive your results more quickly and limit your search, you should use your 3-digit agency number as a starting point. The more digits you provide, the more you will narrow your search results.

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PAGES - POSITION MANAGEMENT
Departments
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Navigation: Setup HRMS> Foundation Tables> Organization> Departments

For field definitions see the Glossary.

Department Table

The Comm. Acctg. and EG page is not used by the State of Kansas.

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PAGES - POSITION MANAGEMENT
Job Code Table
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A Job Code is a 6 character code that identifies a job or group of jobs. The Job Code Table defines each code. In Position Management, you will lookup a Job Code whenever you are adding a new position or reallocating an existing position. Job Codes are primarily used in Position Data, Job Data and Recruit Workforce.

Unclassified job codes tend to begin with the number 0, where classified job codes tend to end with two characters that identify the job family. These are just examples of a few formats job codes are created in.

blue bullet Unclassified Job Code - 011066
blue bullet Classified Job Code - 4083A6

Contact the Division of Personnel Services if you have questions about creating new Unclassified Job Codes.

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PAGES - POSITION MANAGEMENT
Job Code Table
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Navigation: Setup HRMS> Foundation Tables> Job Attributes> Job Code Table

The Evaluation Criteria, Market Pay Match, and Non-Base Compensation tabs are delivered by PeopleSoft but are not used by the State of Kansas.

For field definitions see the Glossary.

Job Code Table

For field definitions see the Glossary.

Job Code Table

For field definitions see the Glossary.

Job Code Table

 

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PAGES - POSITION MANAGEMENT
Locations table
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A Location code is a 5 character code that identifies a specific location where a position primarily exists. The Locations tables defines each code. In Position Management, you will lookup a Location whenever you are adding a new position or making a change to an existing position. Locations are primarily used in Position Data and Job Data.

Location codes usually indicate a city where the position is located. These areas have specifically designated codes for buildings:

blue bullet Kansas City
blue bullet Lawrence
blue bullet Manhattan
blue bullet Topeka
blue bullet Wichita

Location Codes that begin with CN, RA, MN, or TN should not be used..

 

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PAGES - POSITION MANAGEMENT
Locations table
7 of 8


Navigation: Setup HRMS> Foundation Tables>Organization> Location

The Location Profile tab is delivered by PeopleSoft but is not used by the State of Kansas.

For field definitions see the Glossary.

Location Table

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PAGES - POSITION MANAGEMENT
Position Data
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Navigation: Organizational Development> Position Management> Maintain Positions/Budgets> Add/Update Position Info

When updating Position Data, please note that changes to one field may trigger a change to another field in Position Data. Please remember when you are changing a field to review and verify all the data before saving.

Changing the Job Code triggers
• Regular/Temporary field defaults to Regular
• FLSA Status field defaults to NonExempt on all classified positions
• FLSA Status field defaults to the FLSA status designated on the job code on unclassified positions
• Standard Hours field defaults to 40 hours

Changing the Department triggers:
• Maybe Change the Location field.

Changing the Location Code triggers:
• Standard Hours field to default to 40 hours.

For field definitions see the Glossary.

Position Data

For field definitions see the Glossary.

Position Data

For field definitions see the Glossary.

Position Data

For field definitions see the Glossary.

Position Data

 

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TRANSACTIONS - POSITION MANAGEMENT
Overview
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In this section, the transactions that can be performed using Position Management will be discussed.

There are four main transactions in Position Management:
1. Add a new position.
2. Reallocate a position.
3. Inactivate/abolish a position.
4. Update a record in the Position Data table.

 

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TRANSACTIONS - POSITION MANAGEMENT
Add A New Position
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You will add a new position in SHARP when your agency authorizes the additional position due to need or if they gain additional FTE. Agencies should be sure to check their FTE limit (if applicable) before adding new positions.

Only agencies with Delegated Classification Authority are authorized to add regular positions. A new unclassified, temporary position may also be added when authorized by the Governor.

Cloning Positions

If you have a new position that is similar in setup to an existing position, you can “clone” the existing position to make setup easier.

Cloning an existing position: When adding a new position, Initialize button will appear just to the right of the Status field. It will prompt you to enter the position number that you want to copy. After entering the position number, the information from the existing position will copy over to your new position. Not all fields will be automatically filled in so be sure to review all fields in order to complete the setup correctly.

See the How Do I menu for detailed instructions on setting up specific types of positions.

 

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TRANSACTIONS - POSITION MANAGEMENT
Add A New Position
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Navigation: Organizational Development> Position Management> Maintain Positions/Budgets> Add/Update Position Info

1. The Add/Update search page will appear, click Add a New Value.

Add/Upate Position Info

3. The Add/Update Position Info page will open and New will appear in the Position Number box. PeopleSoft will automatically assign the next available position number. Click Add.

Add update position info

4. A new Position Data page opens with “New” for the Position Number. The number will be assigned when you save the new position.

5. Type in the correct effective date of when the position should be active. Then type in the Job Code. The information highlighted in blue below will default in from the Job Code Table.

position data, description tab

6. Fill in the Department. Company and Location will default in for some department IDs. If this information does not default in, please fill in the correct information. You can also fill in the Reports To field. Check the FLSA field to ensure it is correct. Then Click on the Specific Information tab at the top of the page (You may also click the Next tab button or the Specific Information link at the bottom of the page.)

7. On the Specific Information page, fill in the Position Pool ID and the FTE for the position. When the FTE field is less than than 1.0, the Standard Hours field on the Description page must also be updated as well.

position data, specific info tab

 

 

8. After filling in the information click on the Kansas Information tab. Enter the County, Empl Class (Employee Class Code Information can help you with your selection), Work Schedule, Supervisory, Safety Sensitive/Commercial Driver (K.S.A. 75-4362(g)), and Salary Authorized By. Press Save button.

position data, kansas info tab

 

 

9. If you left the Reports To field blank on the Description page, you will receive a warning that this is blank. You may either go back to the page and fill it in by pressing Cancel, or click Ok to bypass the warning.

reports to warning

10. The position is now saved and the Position Number will show up on the Description page where the word New was previously.

Write down position number once saved.

Also see the How Do I menu for step by step instructions on adding various types of positions.

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TRANSACTIONS - POSITION MANAGEMENT
Reallocate a Vacant Position
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An agency will reallocate a vacant position when the position has changed such that a new Job Code is required. Only agencies with Delegated Classification Authority are authorized to reallocate Classified, Regular positions.

Before reallocating a position, check to see if there is an incumbent on the Budget/Incumbent page in Position Data. An incumbent is an employee that is assigned to a particular position. This will determine whether you must visit Job Data during your transaction. See the next section, Reallocate a Filled Position for more information.

When completing a reallocation, be sure you enter the correct Reason Code in Position Data. This code indicates the reason for making a change to position data. Use the Action Reason Code Guide to help you choose the correct code. Reason codes are very useful to HR staff in decision making and with statistical reports.

Navigation 1: Organizational Development> Position Management> Maintain Positions/Budgets> Add/Update Position Info

On Position Data, you will enter the reallocation row and information such as effective date, Action/Reason code, job code, and other changing information. Verify fields such as Department ID, Location Code, Reg/Temp field, Classified Indicator, Salary Plan, Grade, and Hours. After you have entered and verified all information on the position, press Save.

For step by step instructions, visit the How Do I menu.

 

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TRANSACTIONS - POSITION MANAGEMENT
Reallocate a Filled Position
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When entering a reallocation on a filled position you must visit two pages Position Data and Job Data. New rows will be added to the employee’s Job Data if the effective date in Position Data is greater than or equal to the effective date in Job Data.

Note: If incumbent is receiving an increase in pay, after the reallocation is entered on Position, a new Effective dated row and an Effective Sequence should be entered with the action of PRO in Job Data. Choose the appropriate reason code.

Navigation 1: Organizational Development> Position Management> Maintain Positions/Budgets> Add/Update Position Info

On Position Data, you will enter the reallocation row and information such as effective date, Action/Reason code, job code, and other changing information. Verify fields such as Department ID, Location Code, Reg/Temp field, Classified Indicator, Salary Plan, Grade, and Hours. The Reg/Temp field will default to "Regular" so make sure you change this to "Temporary" when appropriate. After you have entered and verified all information on the position, press Save. A warning telling you that a row has been added to the incumbent's job data will appear. Press ok and move to the Budget and Incumbent's tab to find out the Incumbent's employee ID. Now you will move to Job Data.

Navigation 2: Workforce Administration>Job Information> Job Data

On Job Data, you will add a new effective dated row. This row will be have the same effective date as the previous row that Position Data automatically inserted. Move to the Effective Sequence field and type in the appropriate number. Since both rows have the same effective date, they have to have a different sequence. Next type in your Action and Reason codes. Make sure to consult the Action Reason Code Guide for the appropriate codes relating to your specific transaction. Next (for classified positions) move to the Salary Plan tab and enter the appropriate Step. During reallocations, this step is blank, so the correct value must be entered. Next you will move to the Compensation Tab and press the Default Pay Components button. This will update all the employee's pay information. Verify information on the Kansas Information tab and move to the Benefit Program Participation link to enter the Annual Benefit Base Rate.

For step by step instructions, visit the How Do I menu.

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TRANSACTIONS - POSITION MANAGEMENT
Inactivate/Abolish a Position
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Abolishing and inactivating a position are two terms to describe the same action. The reason an agency will inactivate a position is that it is either no longer used or its inactivation is requested by the Legislature. Once a position is inactivated/abolished it cannot be reactivated or reestablished to be used by an agency. A new position must be created in order to add the position back or if additional FTE is granted.

Navigation: Organizational Development> Position Management> Maintain Positions/Budgets> Add/Update Position Info

1. Navigate to Position Data.

2. Add a new row by clicking the plus sign. Change the Effective Date and change the Status to Inactive.

3. Add the Action/Reason code Position Change/Status Change.

4. Save.

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TRANSACTIONS - POSITION MANAGEMENT
Maintaining Position Data
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An agency will update position information when a change occurs. Entry of the update should be done at the time the change takes place.

Some data updated on Position will automatically be updated on Job and Employment provided that the "Update Incumbents" checkbox is on.

Important Note: When adding a new row to Position Data, always be sure to check the Reg/Temp field. When a new row is added, the field re-defaults to Regular. Make sure that it says the same thing as the previous row when you save. Also check the Standard Hours field for part-time employees as this may default back to 40.

One thing to note when making changes to positions, is that you should not change an existing position’s Reg/Temp field from Regular to Temporary or vice versa. This also applies to the Classified Indicator. Never flip this field from Classified to Unclassified or vice versa.

If a change has been made to a part-time position's FTE, the Standard Hours field on the Description page must also be updated as well.

While most updates use the UPD reason code, there are exceptions. Consult the specific How Do I for your update if you have questions about which reason code to use. You may also use the Action Reason Code Guide to help with your decision.

Navigation: Organizational Development> Position Management> Maintain Positions/Budgets> Add/Update Position Info

Update Log

DATE PAGE CHANGE WHO
1/7/11 POSITION MANAGEMENT OVERVIEW
Fulltime/Part-time and FTE (Full Time Equivalency)
5 of 10
Added clarification of what is benefit's eligible, based on the FTE of the position. PAP
3/31/10 TRANSACTIONS - POSITION MANAGEMENT
Maintaining Position Data
7 of 7

Updated to add additional text and highlight section:

Important Note: When adding a new row to Position Data, always be sure to check the Reg/Temp field. When a new row is added, the field re-defaults to Regular. Make sure that it says the same thing as the previous row when you save. Also check the Standard Hours field for part-time employees as this may default back to 40.

KYS
1/5/09 Pages - Position Management - Position Data - Page 8 of 8 Add text:

When updating Position Data, please note that changes to one field may trigger a change to another field in Position Data. Please remember when you are changing a field to review and verify all the data before saving.

Changing the Job Code triggers
• Regular/Temporary field defaults to Regular
• FLSA Status field defaults to NonExempt on all classified positions
• FLSA Status field defaults to the FLSA status designated on the job code on unclassified positions
• Standard Hours field defaults to 40 hours

Changing the Department triggers:
• Maybe Change the Location field.

Changing the Location Code triggers:
• Standard Hours field to default to 40 hours.

KYS-PAP
11/6/07 Inactivate Position Added Action Reason Code to use. KYS