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Data Standards

Add a New Position:

Description: Below are several key points in adding a new position.

Please refer to Manage Positions CBT for more detailed information.

Menu Path: Go, Develop Workforce, Manage Positions, Use, Position Data, Position Data 1, Add, OK

POSITION DATA 1 PANEL

Data Fields Comments Impact of Error Agency Required? Regents Interface?

Effective Date:

***DO NOT ADD A ROW***

If effective date is today:
  • Tab out of field
  • If possible, use beginning of pay period
If effective date is not today:
  • Backspace to delete today’s date
  • Enter appropriate date
  • If possible, use beginning of pay period
  • Transactions will not occur on correct date
Yes Yes

Status:

 Defaults to "Active"   Default Yes

Populate Data:
  • If desired, use push button to populate remaining fields on panels with data from an established position
  • Verify that correct information populated into required fields in all Position Data panels (Not all will populate)
  No No

Department:

 Enter appropriate department number
  • Position appears in incorrect department on position reports
  • Time sheet prints out in wrong department
  • Timekeeper may not have access to entry
Yes Yes

Job Code:

 Enter appropriate Job Code for position
  • Incorrect compensation rate
  • Impacts Job Data panels
  • Many fields affecting pay status default from this field.
Yes Yes

Position Pool ID:

 Enter ID only if position is assigned to a Position Pool for funding purposes Incorrect position funding Yes, if assigned to pool No

Position Status:

 Defaults to "Approved"   Default Yes, valid value "A"

Status Date:

 Defaults from Position Status   Default Yes

Key Position:

 Leave blank      

Action Reason:

 Defaults as "New"   Yes Yes

Title:
  • Defaults from Job Code
  • May customize if applicable
Impacts Employment Data 1 panel Default No

Short:

 Defaults from Job Code     No

Description:
  • Defaults from Job Code
  • If desired, may change to brief description
  No No

Reports to Posn:

Enter position number of the supervisor for this position

Note:

Do not update this field using a future effective date. The Employment Data panel will not be updated. You can only update this field using an effective date equal to or prior to the actual date you are entering the change.		 Impacts Employment Data 1 panel Yes Yes for classified regular positions

Dotted-Line Rpt:

 Optional field to enter indirect reporting relationship in department organization   No No

 

POSITION DATA 2 PANEL

Data Fields Comments Impact of Error Agency Required? Regents Interface?

Holiday Schedule:

 Select and enter valid value
  • Potential pay error for holiday
  • Impacts Job Data panels
  • Impacts time sheets in time entry panels
Yes No- Default to SOKS for all positions

Location Code:
  • Press Ctrl+F4 to access list of valid location codes identifying where position is located
  • Codes available for city and building locations in Topeka, Lawrence, Kansas City, Manhattan and Wichita
  • Other cities’ codes do not identify building
  • All location codes in Kansas start with the letter "K" including the building locations in the cities listed above. All location codes in Topeka start with "KT"
  • Incorrect location listed on Job Data panels
  • Inaccurate reporting data
Yes Yes

Work Phone:
  • Enter area code and work telephone number
  • System automatically formats

Note: Do not update this field using a future effective date. The Employment Data panel will not be updated. You can only update this field using an effective date equal to or prior to the actual date you are entering the change.

 Incorrect information in Employment Data 1 panel No No

Mail Drop ID:

 Optional use to enter another address   No No

Union Code:

 Leave blank   No No

 

POSITION DATA 3 PANEL

Data Fields Comments Impact of Error Agency Required? Regents Interface?

Pre-Encumbrance Indicator:

 Defaults to 1; do not change   Default No

Standard Hours:
  • Defaults from Job Code Table
  • If applicable, change hours to correspond with part-time FTE
  • Incorrect employee compensation rate
  • Payroll problems if standard hours and FTE do not match
  • Impacts Job Data panels
Yes Yes

Max Head Count:

 Defaults to "1"   Default No

FTE:
  • Enter "1.00" for full-time, regular or temporary positions
  • Enter correct percentage for regular or temporary part-time positions (e.g. .50, .75, etc.)
  • Position creation not allowed if agency has met or exceeded FTE maximum
  • Impacts Job Data panels
Yes Yes

Classified Indc:

 List of values are:

C Classified

U Unclassified

B All (Do not use this value)

  • Defaults to C (Classified)
  • Change to U if position is unclassified
Impacts Job Data panels Yes No-All job codes that start with 0 default to U; all others default to C

Regular/Temporary:
  • Defaults to REGULAR
  • Change to TEMPORARY if applicable
  • Health insurance eligibility
  • Impacts Job Data panels
Yes Yes

Full/Part Time:
  • Defaults to FULL-TIME
  • Change to PART-TIME if applicable
  • Health insurance eligibility
  • Impacts Job Data panels
Yes Yes

Regular Shift:

 Do not change      

Update Incumbents:
  • Defaults to OFF
  • Systems automatically changes to ON when position is filled
  Yes No

Budgeted Position:

 Defaults to ON. Do not change.   Yes No

Job Sharing Permitted:

 Defaults to OFF. Do not change.     No

Confidential Position?

 Defaults to OFF; click ON as appropriate     Yes

Standard Days:
  • Defaults as 8.0 Mon-Sun
  • Change if appropriate
     

 

POSITION DATA 4 PANEL

Data Fields Comments Impact of Error Agency Required? Regents Interface?

Country:

 Defaults as USA   Default No

State:
  • Defaults as KS
  • Select from list of valid state codes if appropriate
  Yes Yes

County:

 Enter 2 character code identifying county where position is located (see drop down list of codes) Impacts Job Data panels Yes Yes

Empl Class:

 Select from drop down list of valid values   Yes No-Default to ‘0’-[All Other] for all positions

FLSA Status:
  • Defaults from Job Code Table
  • Only certified agencies with Delegated Classification Authority are authorized to change value
  Yes Yes

Work Schedule:

 Access and select from list of codes defining FLSA period and number of hours per day position is scheduled to work Impacts Job Data panels Yes No-Default to PS1A for all positions

Supervisory?:

 See drop down list  

Yes

Yes

PERB Unit:
  • Field is grayed out and blank until saved
  • Auto-populates from PERB Unit Table (remains blank for Job Codes not assigned to a PERB Unit)
  • Contact DPS if change is needed
  Default Yes

Agency Use Field:

 Optional 25 character field, alpha or numeric   No No

Designated/Commercial Driver:

 Select from valid value if safety sensitive, direct care or CDL position, which is subject to State of Kansas alcohol and drug screening programs

   Yes Yes

Salary Authorized By:

 Select valid value Impacts Job Data panels Yes No - All unclassified default to B. All classified default to C.

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Page last modified on: June 29, 2012