Manage Positions

The Position table defines records that can be attached to employee pay rates to enable your district to track the occupancy of positions and distribute salaries in the Fund Accounting System.

Use the Position Control page to search, view, and manage authorized positions in the district. Position records contain the following data:

• The authorized, current, and default occupancy of a position, as expressed in full-time equivalency units (FTE's).

• A location code identifying the position's building or site.

• Text notes regarding the position.

• Budgeted, actual, and projected salary information.

• Account numbers for distributing salaries in the Fund Accounting System.

• Qualifications, certifications, requirements, and degree information for Highly Qualified Teacher tracking.

Identify Position records

Three codes combine to identify an individual position record:

Apply Position Control

Position records lend another dimension to your Human Resources records by addressing staffing and related budgeting. For example, if administrative assistants are on the same salary schedule but are classified into three grades (pay categories), you could set up a single job class and then create three positions, one for each grade.

With full position control, you cannot exceed a position's authorized FTEs, whereas in tracking mode, the limit can be exceeded. In this latter case, the system issues a warning when adding a position to a pay rate overfills the position's maximum FTE's.

Another approach to setting up position records is to use them to control staffing by location. For example, administrative personnel might work at two locations but perform the same general duties and be paid at the same levels within their respective positions. In this case, you could set up several job classes and base the positions within the classes on the work location:

In assigning job classes to employees, you can default salaries, deductions, and leave information to their primary pay rates and salaries to their secondary rates. Any differences between employees within a class can be entered when setting up their rates on the Human Resources Pay Rate Information page. Meanwhile, the positions within the classes enable you to control staffing and budgeting separately for the locations referenced.

Menu path

From the Human Resources menu, select Entry & Processing. From the Position Control menu, select Position Control.

Work with positions

• On the Position Control page, enter the Search Criteria to find the required position records, and then select Search. For information on the As of Date field, refer to How the As of Date field works.
  Refer to Search for records for more information.

  • To add a record, select Add new. Refer to the Field descriptions, enter valid information, and select Accept. When a position is saved:

    • If workflow is not enabled, the position is automatically approved. The approval status is set to Approved (A).

    • If workflow is enabled, a New Position change request is created and routed for approval. The approval status is set to Open (O) until the request is approved.

  • To edit a record, select the record and select Accept. Update the information and select Accept.

  • To delete, select the record and select Delete. Select Yes. A position cannot be deleted if:

    • The position has an associated pay rate (employee is assigned).

    • The position has a future pay rate.

    • The position has an active Employee Position Transfer.

    • The position is linked to a Position Requisition.

    • The position has non-zero FTE.

    • The position status is not Closed.

  • To generate a report, select Print. Select the Report Options and select Accept. Select Sort to change the report sort order.

  • Select a Destination:

    • Select PDF to download the report in .pdf format. The default file name is posn_delete_errlog_<#####>.pdf.

    • Select Excel to download the report in .xlsx format. Select the required Excel Options. The default file name is posn_delete_errlogrpt<#####>.xlsx.

      • Select OK.

        • Save the .pdf or .xlsx file.
          For more information about the Print option, refer to Print Reports.

How the As of Date field works

The As of Date field determines which version of each position is displayed. For each position, the system retrieves the most recent posn_control_info record with an effective date on or before the as-of-date. Changing the As of Date field to a past date displays the position as configured at that time. Changing the As of Date field to a future date shows planned changes with future effective dates.

Field descriptions

The Position Detail page contains the following sections: