Select the Occupants action item to access the Occupants as of [date] page. The Occupants action item is displayed only for records with an Approval Status of Approved.
The Occupants page includes records from two sources: current and future pay rate assignments, and approved Employee Position Transfers. When an Employee Position Transfer with a status of A - Approved exists for the position, the transferring employee appears in the occupant list for both the From position and the To position until the transfer is posted.
The Occupants as of [date] page is view-only and displays the employees assigned to the selected position as of the As of Date selected on the Position Control page. It gives staff a point-in-time view of position occupancy, showing who currently holds the position, who is scheduled to leave, and who is scheduled to be assigned, all filtered to the date the position list was retrieved. Occupant records are sourced from both employee pay rate assignments and approved Employee Position Transfers. Approved transfers that have not yet reached their effective date appear as Pending Filled entries for the TO position and Pending Vacancy entries for the FROM position.
This page verifies staffing at a specific point in time, identifies upcoming vacancies, confirms pending assignments, and reviews position occupancy history, all without leaving the Position Control page.
Menu path
From the Human Resources menu, select Entry & Processing. From the Position Control menu, select Position Control.
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On the Position Control page, enter the Search Criteria to find the required position records. In the Approval Status field, select A - Approved, and then select Search.
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To view the occupants for a record, select the record and select the Occupants action item.
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For information about the fields on the Occupants as of [date] page, refer to the Field descriptions.
Field descriptions
The Occupants as of [date] page allows users to toggle between two views.
|
Radio button |
Behavior |
|---|---|
|
Occupants as of [date] |
Displays occupants active as of the As of Date selected on the Position Control page. |
|
All Occupants as of Today |
Displays all occupants (current, pending, and past) regardless of date. |
The following table describes the columns for each occupant record.
|
Column |
Description |
Data source and Valid values |
|---|---|---|
|
Employee Number |
The employee’s identification (ID) number. |
The field value is retrieved from the Employee Number field on the Pay Rate Information page. |
|
Name |
The employee's name. |
The field value is retrieved from the Last Name, First Name, Middle Name, and Suffix fields on the Employee Information page. |
|
Status |
The occupancy status of the employee for this position. |
Retrieved from a calculated value during display. The system determines the status by comparing the position start date, end date, and fill recorded date against the as-of date. For approved Employee Position Transfers, the system uses the transfer approval date as the starting point and the Last Day Worked date (FROM position) or New Position Start Date (TO position) to assign the status. |
|
Start Date |
The date the employee began or is scheduled to begin occupying the position. |
The field value is retrieved from the Position Start field on the Position Assignments tab of the Employee Pay Rates page. |
|
End Date |
The date the employee stopped or is scheduled to stop occupying the position. |
The field value is retrieved from the Position End field on the Position Assignments tab of the Employee Pay Rates page. |
|
FTE |
The FTE allocated to this position for this occupant. |
The field value is retrieved from the FTE field on the Position Assignments tab of the Employee Pay Rates page. |
|
Source |
The origin of the occupant record. |
Valid values:
|
Occupant records are sorted by status in the following order, then by start date within each status group:
|
Status |
Meaning |
|---|---|
|
Pending Vacancy |
The employee currently occupies the position but has a pending departure that has not yet taken effect. This status applies to both pay rate records with a future end date and the FROM position of an approved Employee Position Transfer where the Last Day Worked date has not yet been reached. |
|
Pending Filled |
An employee is scheduled to fill the position but has not yet started. This status applies to both future pay rate records and the TO position of an approved Employee Position Transfer where the New Position Start Date has not yet been reached. |
|
Current Occupant |
The employee actively occupies the position as of the selected date. |
|
Past Occupant |
The employee previously occupied the position but no longer does. |
Approved Employee Position Transfers in the Occupant list
When an Employee Position Transfer is approved, and the approval date has been reached, the transferring employee appears in the Occupants page for both positions involved in the transfer:
|
Position role |
Status displayed |
Condition |
|---|---|---|
|
FROM position (position the employee is leaving) |
Pending Vacancy |
The as-of date is on or after the approval date and on or before the Last Day Worked date. |
|
FROM position (position the employee is leaving) |
Past Occupant |
The as-of date is after the Last Day Worked date. |
|
TO position (position the employee is moving to) |
Pending Filled |
The as-of date is on or after the approval date but before the New Position Start Date. |
|
TO position (position the employee is moving to) |
Current Occupant |
The as-of date is on or after the New Position Start Date. |
Transfer-sourced occupant rows are labeled Employee Transfer Out (FROM position) or Employee Transfer In (TO position) in the Source column, which distinguishes them from pay-rate-sourced rows labeled Current Pay Rate or Future Pay Rate.
Once a transfer is posted (status X - Posted), the employee no longer appears through the transfer. The employee appears through the updated pay rate records instead.