Position Control 25.7 - Frequently Asked Questions (FAQs) - Personnel Budgeting and Human Resources (HRM) integration

What is the relationship between Personnel Budgeting and HRM Position Control?

Personnel Budgeting (Personnel Budgeting) Position Control and Human Resources (HRM) Position Control are two separate but connected components of PowerSchool ERP. They use different database tables and serve different purposes:

Component	Purpose
Personnel Budgeting Position Control	Salary budget planning. Budget staff create and manage positions here for the current budget year.
HRM Position Control	Operational staffing. HR staff manages positions here for employee assignments, transfers, and history.

Personnel Budgeting and HRM positions represent the same organizational roles, but changes in one system do not automatically appear in the other. The Post Positions and Load to Future Pay Rates routine is the primary integration point that synchronizes Personnel Budgeting position data with HRM.

For a conceptual overview, refer to Key concepts in Personnel Budgeting Position Control.

How does the Post Positions and Load to Future Pay Rates routine connect Personnel Budgeting and HRM?

The Post Positions and Load to Future Pay Rates routine is the primary integration point between Personnel Budgeting and HRM in PowerSchool ERP 25.7. When you run the routine, it can perform any combination of the following actions, depending on which options you select:

Action	What happens in HRM
Add new positions to HRM	New Personnel Budgeting positions are inserted as Position Control records in HRM.
Create position change requests for changed positions	HRM Position Change Request records are created for Personnel Budgeting positions whose data differs from the current HRM record. Changes take effect in HRM only after the change request is approved.
Inactivate positions in HRM	HRM Position Control records are set to inactive for Personnel Budgeting positions that have been deleted from Personnel Budgeting.
Load pay rates to Future Pay Rates	Current Personnel Budgeting budget pay rate records are created or updated as Future Payrate records in HRM.

The routine processes positions first and pay rates second. If position processing fails, pay rate loading does not run. Both steps must succeed for the transaction to commit.

For the full procedure, refer to Post Positions and Load to Future Pay Rates.

What is a Position Change Request and when is it created?

A Position Change Request is an HRM record that documents a proposed change to an existing HRM position. In the context of Personnel Budgeting, a Position Change Request is generated automatically by the Post Positions and Load to Future Pay Rates routine when all of the following conditions are true:

The Create position change requests for changed positions option is selected on the posting page.
A Personnel Budgeting position already exists in HRM Position Control.
The Personnel Budgeting position data (such as title, status, location, FTE, or funding distribution) differs from the current HRM position data.

The Position Change Request records the proposed change and routes it through the HRM approval process configured for Position Control. The HRM position record is not updated directly — the change takes effect in HRM only after the change request is approved.

If your district does not use the Position Change Request approval workflow in HRM, change requests are automatically approved on creation, and the HRM position is updated immediately.

For posting option details, refer to Post Positions and Load to Future Pay Rates.

Does Personnel Budgeting update HRM positions automatically when I edit a position?

No. Editing a Personnel Budgeting position in Position Maintenance does not automatically update the corresponding HRM Position Control record. Personnel Budgeting and HRM are separate systems. Changes made in Personnel Budgeting are stored in the pposition table only and are not pushed to HRM until you run the Post Positions and Load to Future Pay Rates routine.

Until the posting routine runs, the HRM position record retains its previous data. If your district requires the updated position data to be reflected in HRM promptly, run the routine after completing your Personnel Budgeting position edits.

For the posting procedure, refer to Post Positions and Load to Future Pay Rates.

What setting must be enabled in HRM before the posting routine can run?

Position Control must be enabled on the Human Resources Profile page in the HRM module before the Post Positions and Load to Future Pay Rates routine can post position data to HRM. The Position Control field on the Human Resources Profile page must be set to Y (Enabled) or T (Training mode).

If Position Control is set to N on the Human Resources Profile page, the routine does not post position data to HRM Position Control, even if the Add new positions to HRM option is selected. Pay rate loading to Future Pay Rates may still proceed in this scenario, depending on your configuration.

This is a system administrator task completed outside of Personnel Budgeting, in the HRM module. Contact your system administrator to verify and update this setting before running the posting routine.

For the full list of prerequisites, refer to Post Positions and Load to Future Pay Rates.

How do Future Pay Rates relate to current Personnel Budgeting pay rate data?

Future Pay Rate records in HRM define an employee's compensation for a future period — typically the next fiscal year. They are used for payroll preparation and loaded into the payroll system when the new fiscal year begins.

Personnel Budgeting budget pay rate records are the source data for Future Pay Rates. When the Post Positions and Load to Future Pay Rates routine runs with the Load pay rates to Future Pay Rates option selected, it creates or updates a Future Pay Rate record for each Personnel Budgeting budget pay rate record, using:

The pay method, pay code, rate, and FTE from the Personnel Budgeting pay rate record.
The effective date determined by the calendar cycle configured for the job class in the Future Job Class record.

If no Future Job Class record exists for a job class, or if the calendar cycle on that record does not have a valid future pay rate effective date, the pay rates for that job class are excluded from the load.

For configuration details, refer to Configure Human Resources - Future Job Classes.

Can I run the Post Positions and Load to Future Pay Rates routine more than once in the same budget cycle?

Yes. You can run the Post Positions and Load to Future Pay Rates routine multiple times in the same budget cycle. Each subsequent run updates the data in HRM based on the current state of Personnel Budgeting. The routine replaces existing Future Pay Rate records with the current Personnel Budgeting data when it runs again for the same employee, job class, and effective date.

Use multiple runs when you need to:

Correct errors identified after an initial posting run.
Push additional position or pay rate changes made after the first run.
Update Future Pay Rate records to reflect mid-cycle adjustments to distributions or pay rates.

When re-running the routine, you can reuse the same Control Number or enter a new one. If you reuse the same Control Number, the system warns you but does not block the run.

Because each run replaces Future Pay Rate records for matched employee, job class, and effective date combinations, ensure that Personnel Budgeting data is fully verified before each run. Re-running with incorrect data will overwrite previously correct Future Pay Rate records.

For details, refer to Post Positions and Load to Future Pay Rates.

What reports verify that Personnel Budgeting and HRM data are synchronized after posting?

Use the following reports and verification steps to confirm that Personnel Budgeting and HRM data are synchronized after running the Post Positions and Load to Future Pay Rates routine:

Verification step	Where to do it
Review the posting results summary page, which shows counts of positions added, updated, and deleted, and Future Pay Rate records created and updated.	Displayed automatically after the routine completes.
Review the Position Post Report for individual position-level errors.	Generated automatically after the routine completes. Available in the report output queue.
Review the Personnel Budgeting Pay Rate Post Report for individual pay rate errors.	Generated automatically after the routine completes. Available in the report output queue.
Open several positions in HRM Position Control and compare them to the Personnel Budgeting source data.	HRM Position Control pages.
Run HRM Position Status reports to verify FTE values.	HRM reports menu.
Run the Distribution Detail Report in Personnel Budgeting to confirm distributions are complete and free of asterisk warnings.	Personnel Budgeting > Reports > Distribution Detail.

For the complete verification procedure, refer to Post Positions and Load to Future Pay Rates.

How does the 25.7 posting routine differ from previous releases?

The PowerSchool ERP 25.7 release replaced the previous position posting process with a single, consolidated routine: Post Positions and Load to Future Pay Rates. If you worked with Personnel Budgeting in an earlier release, note the following key changes:

Change	Description
Consolidated routine	The former separate position posting step and Future Pay Rate loading step are now combined into one routine run from Personnel Budgeting > Periodic Routines.
Expanded posting options	The new routine includes selectable options for adding positions to HRM, inactivating positions in HRM, creating position change requests, loading Future Pay Rates, and checking FTE overages — each independently selectable.
FTE overage validation	The 25.7 routine includes an optional FTE overage check that validates that no position's filled FTE exceeds its authorized FTE after loading. Prior releases did not include this validation in the posting routine.
Position management from within posting	The routine can now add new positions to HRM and inactivate positions in HRM as part of the same run, reducing the need for separate HRM-side actions after each budget cycle.
Unapproved position exclusion	As of 25.7, positions with an unapproved status are excluded from position lookups during extraction. Confirm that all Personnel Budgeting positions have the correct approval status before running the routine.

For the full description of 25.7 changes, refer to What's new in Personnel Budgeting 25.7.

Does Personnel Budgeting Position Control integrate with Fund Accounting for budget reporting?

Personnel Budgeting and Fund Accounting (FAM) are connected through the salary budget distribution process. Personnel Budgeting calculates salary and fringe benefit costs for each position and employee pay rate and distributes them to the Fund Accounting expenditure budget accounts identified in the funding distributions.

The connection works as follows:

Budget staff enters funding distributions on Personnel Budgeting position and pay rate records. Distribution lines reference FAM expenditure ledger organization codes and account codes.
When the Personnel Budgeting salary calculation and distribution application processes are run, the calculated salary and fringe amounts are posted to the Fund Accounting budget for the specified accounts.
The Detail Expenditure Budget Report in Personnel Budgeting shows the budgeted expenditure by organization and account with employee-level detail, supporting comparison between Personnel Budgeting salary budget data and Fund Accounting budget amounts.

Personnel Budgeting does not write directly to Fund Accounting transactional records. The distribution application process is a separate step run after pay rates are entered and verified.

For report details, refer to Detail Expenditure Budget Report.

Can Personnel Budgeting Position Control run independently if HRM Position Control is not enabled?

Partially. Budget staff can create and maintain Personnel Budgeting positions and budget pay rate records in Personnel Budgeting regardless of whether HRM Position Control is enabled. Personnel Budgeting position and pay rate entry does not require the HRM profile to have Position Control set to Y or T.

However, the Post Positions and Load to Future Pay Rates routine cannot post position data to HRM Position Control if Position Control is set to N on the HRM profile. In that case:

The Add new positions to HRM, Inactivate positions in HRM, and Create position change requests options have no effect.
The Load pay rates to Future Pay Rates option may still function for creating Future Pay Rate records, depending on your configuration.

Running Personnel Budgeting without HRM Position Control enabled means Personnel Budgeting positions exist only as budget records. They are not available for use in HRM operational staffing, transfers, or position history.

For the HRM profile prerequisite, refer to Post Positions and Load to Future Pay Rates.