Data Standards

Data Standards

Maintain Position Data/Understanding Effective Dates

Description: Agencies can maintain position data by entering a new effective-dated row or by changing or deleting future-dated rows. Effective dates are extremely critical, particularly when changing data in fields that appear in both Position Data and employee Job Data panels. Some special items to note are:

SHARP will automatically update employee Job Data panels when you insert new data rows in the Position Data panels (if Update Incumbents field on Position Data 3 is clicked ON).
Updates with a future effective date will not populate to the Employment Data panels. These fields (Business Title, Work Phone, Reports to Position) should only be updated on or after the effective date of the update.

The table below describes the impact of effective dating. Please refer to Manage Positions CBT for more detailed information.

Impact of Effective Dating

IF:	AND:	THEN:
Position Data effective date row = today’s date	current Job Data effective date row = today’s date	SHARP adds effective date row in Job Data using Effective Date Sequence
Position Data effective date row = today’s date	is greater than current Job Data effective date row	SHARP adds Job Data effective date row of today’s date
Position Data effective date row is future-dated	is greater than Job Data effective date row	SHARP adds Job Data effective date row with future date Note: Future-dated rows will not update the Business Title, Work Phone, or Reports to Posn fields in the Employment Data panels. You should not change these fields in Position Data until the actual effective date.
Position Data effective date row is today’s date or a future date	is less than future-dated Job Data row	SHARP adds Job Data effective date row of today’s date or future date Note: Does not automatically update existing future-date Job Data row(s). You should manually update if applicable.
Position Data effective date row	is less than current Job Data effective date row	Request Division of Personnel Services to enter data in correction mode

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Page last modified on: June 29, 2012