Position Assignments Page

Use this page to assign positions and full-time equivalency (FTE) values to employees' pay rates. The page only applies if you use Position Control.

When you assign a position, the system designates its pay rate as filled. If needed, you can also designate positions as vacant to budget for new hires.

Menu Path:  Personnel Budgeting > Entry & Processing > Personnel Budgeting > Employee Rate Information > generate a list of employees in the Employee Rate Information page > select an employee > click OK > select a pay rate that is under Position Control > click OK > click Positions on the Pay Rate Information detail page's Action Bar > click Update in the Position Control window

For additional paths for accessing the page, refer to the Procedures section.

Maintaining Position Control in Personnel Budgeting

Vacant positions can be created in Personnel Budgeting in several ways:

• When you run the Extract Human Resources Data option, records are created for vacant positions if the Occupied FTE (fulltime equivalency) value in a position record is less than its Authorized FTE value. For example:

  Authorized FTE's	5
  Occupied FTE's	3
  Positions Created	2

  FTE values are initially allocated when positions are created in Position Control. They are updated in Human Resources when positions are assigned or vacated.

• Personnel Budgeting's Position Control option enables you to add new positions to existing job classes. This option also allows increasing the Authorized FTE's value in existing position records. This may or may not add positions, depending on a record's Occupied FTE's and the Position Control setting in your Human Resources Profile.
• You can also use Personnel Budgeting's Position Control option to create and edit rates for vacant positions. For details, refer to Position Control.
  The controls for positions that are used in Human Resources also apply to Personnel Budgeting, as defined by the Profile's Position Control field:
  Y - Use Position Control - Prevents positions from being overfilled; that is, a position's Occupied FTE's cannot exceed its Authorized FTE's.
  N - Do Not Use Position Control - Does not allow the use of positions. This setting applies if Position Control is not installed.
  T - Tracking Mode - Allows overfilling positions, but the system issues a warning whenever the Authorized FTE's are exceeded.

Displaying the Position Assignments Page

The Positions Assignments page displays automatically when you assign a job class in the Pay Rate Information detail page and the class is under Position Control. Assigning a position also selects the pay rate's Occupied checkbox, which indicates that the position is filled.

If you click Positions on the Action Bar and the job class assigned is under Position Control, the Position Control dialog displays. The dialog varies depending on the following conditions.

• • When a position is filled, the rate's Occupied checkbox is selected. In this case, the Position Control dialog displays the message "Select a position control option for the current pay rate." Following are descriptions of the dialog's buttons:

    Update	Displays the Position Assignments page.
    Vacate	Clears the rate's Occupied field to indicate the position is vacant. This removes the employee from the position and reduces the Occupied FTE's in the Position record.
    Cancel	Closes the dialog without any effect on the pay rate.

  • When a position is vacant, the dialog displays the message "Select a position control option for the current pay rate." Following are descriptions of the dialog's buttons:
    

    Update	Displays the Position Assignments page.
    Fill	Selects the rate's Occupied checkbox to indicate the position is filled. This adds the employee to the position and increases the Occupied FTE's in the Position record by the default amount.
    Cancel	Closes the dialog without any effect on the pay rate.

Assigning or updating positions when updating an employee's pay rate

1. Select Personnel Budgeting > Entry & Processing > Personnel Budgeting > Employee Rate Information to display the Employee Rate Information page.
2. In the Search Criteria section, enter criteria identifying the records to list, and then click Find. To run an advanced search, use the Advanced button.
3. Select an employee, and then click OK to display the Pay Rate Information list page. The page displays all pay rates assigned to the employee.
4. Select a pay rate that is under Position Control, and then click OK to display the Pay Rate Information detail page.
   

   Tip

   A pay rate's Job Class determines whether Position Control applies to the rate. For a list of classes and the positions tied to them, run a search in Personnel Budgeting's Position Information Page.

5. Click Positions on the page's Action Bar.
6. In the Position Control window, click Update to display the Position Assignments window.
   If you click Vacate, the rate's Occupied field is cleared and the position is vacated. You can then assign a different job class. However, you can only use the Positions item again if the new class is under Position Control.
7. In the Position Assignments page:
   • Change the Position and FTE fields as needed.
   • Add additional positions using blank rows at the bottom.
   • Delete a position by selecting a row, and then clicking Delete Row.
8. Click OK to return to the Pay Rate Information page.
9. Update other fields as needed.
10. Click OK to save the updated rate, including the new position information.

Assigning positions when adding a new employee pay rate

1. Select Personnel Budgeting > Entry & Processing > Personnel Budgeting > Employee Rate Information to display the Employee Rate Information page.
2. To display the Add Pay Rate Information page:
   • If the rate is for an existing employee, search for and select the employee, click OK to display the Pay Rate Information list page, and then click Add New.
   • If the rate is for an anticipated employee, click Add New.
3. In the Employee Number field:
   • If you selected an existing employee in Step 2, the employee's ID number defaults to this field.
   • If you are adding a rate for an anticipated employee, enter any number that is not currently being used in Human Resources and Personnel Budgeting. You can leave the name fields blank if you wish.
4. In the Class field, select a job class that is under Position Control.
   

   Important

   When you press <Tab> or click OK in the Class field, the Position Assignments window displays automatically but only if the Job Class is under Position Control.

5. In the Position Assignments page's Position field, select a position, and then in the FTE field, enter the number of Full-Time Equivalency units that apply to the position.
6. Repeat Step 5 for each additional position that applies to the pay rate.
7. To close the Position Assignments page, click OK.
8. Complete the page's remaining fields. For field descriptions, refer to the Fields section in Pay Rate Information Pages.
9. To save the rate including its position information, click OK in a blank Project field.