Position Control Details
Position Control uses the position classification to break down job classes into subcategories, allowing your organization to set occupancy limits, apply specific budget allocations, and further define accounting distribution for salaries. This table only applies if your organization uses Position Control.
Position Control allows you to track and control available positions and their full-time equivalency values (FTE's).
The default file name of the Position Table report starts with posnTableReport. For the procedures for searching for, adding, updating, and printing position records, refer to the Procedures section below.
Menu Path: Human Resources > Entry & Processing > Position Control > Position Control
Position Control Pages
The Position Control System uses the following pages:
Position Control | Enables you to search for and list Position Control records based on an as of date. Using this page, you can delete and print records. You can also access the Position Control - Detail page for adding and updating Position Control records. |
Position Detail | Enables you to review Position Control records. While adding a record, you can use buttons to access pages for linking positions to qualifications, certifications, requirements, and degrees. |
New Position | Enables you to add Position Control records. After adding a record, you automatically access pages for linking positions to qualifications, certifications, requirements, and degrees. |
Change Request | Updates to positions must be made through Change Requests. |
Setting Up Position Control in the Human Resources Profile
The settings that determine how Position Control is used are defined in your Human Resources Profile. The Profile provides three options.
Y - Use Position Control (full control) | Prevents a position from being overfilled when you assign pay rates to employees in Human Resources or create a position requisition. This option also tracks the salary expenditures budgeted for positions. |
T - Tracking Mode | Allows positions to be overfilled. The system issues a warning when you exceed a position's occupancy limit, but it allows you to overfill the position. This option does not support budget tracking. |
N - Do Not Use Position Control | Indicates that Position Control is not installed or you are not using it. You cannot use positions with this option. |
To use Position Control, the Profile must be set to either Y - Use Position Control or T- Tracking Mode.
Adding position records
Select Human Resources > Entry & Processing > Position Control > Position Control.
In the Position Control page, select Add New.
In the New Position page, complete the fields in the Position, FTE, and Salary sections as needed.
Select OK.
In the Financial section, enter the Fund Accounting distributions for the position's salary expenditures. Use <TAB> to advance through the fields.
Select OK to save the record when you complete your distribution entries.
Once the Financial section is complete, the following pages display in the order shown for entering information related to Highly Qualified Teacher requirements:
1.
Link Qualified Area to Position
4.
Degree Linking Selection
2.
Certification Code Setup
5.
General Degree Linking
3.
Link Requirement to Position
6.
Degree Linking
If your district tracks Highly Qualified Teachers by position, complete these pages as needed. The position you entered will be saved when you select Finish in the Degree Linking page.
If your district does not track Highly Qualified Teachers by position, you can select Back three times to skip through these pages.
Review Position Detail
Select Human Resources > Entry & Processing > Position Control > Position Control to display the Position Control page.
In the Search Criteria section, enter criteria identifying the records to list, and then select Find. To run an advanced search, use the Advanced button.
Select the position record to review, and then select OK.
To link the position to qualifications, certifications, requirements, or degrees, use the corresponding actions in the Action Bar.
Select OK to save the record after completing the Financial section.
Deleting position records
Select Human Resources > Entry & Processing > Position Control > Position Control to display the Position Control page.
In the Search Criteria section, enter criteria identifying the records to list, and then select Find. To run an advanced search, use the Advanced button.
Select OK.
In the page's untitled List section, select the positions you want to delete.
Select Delete.
In the Confirmation dialog, select Yes.
You cannot delete a position that is assigned to one or more employee pay rates.
Generating the Position Table report
Select Human Resources > Entry & Processing > Position Control > Position Control to display the Position Control page.
In the Search Criteria section, enter criteria identifying the records to list, and then select Find. To run an advanced search, use the Advanced button.
Select OK.
Select Print.
In the Position Control Report page, select the following checkboxes as needed:
Include Accounts on Report
If Flexible Account Structure is turned on includes the account number and project distributions associated with the positions listed.
Include Notes on Report
Includes notes for in the positions listed.
If needed, select Sort on the Action Bar to display a page for defining the report's sort order. After entering your settings, select OK to return to the Position Control Report page.
Select OK.
In the Print window, specify how to generate the report, and then select OK. The report's default file name starts with posnTableReport.
Fields
Following are descriptions of the fields in the Position Detail and New Position pages. Many of these fields also display in the Position Control page.
Position Section
Field | Description |
|---|---|
Job Class | Code identifying the class associated with the position you want to create, as defined in Human Resources’ Job Class table. The job class you enter must be under position control. In addition, a new class cannot be assigned to any employee pay rates in Human Resources. |
Position | Code identifying the position. Character/12 |
Description | Description of the position. Character/35 |
Location | Code identifying the primary building or site associated with the position, as defined in Human Resources’ Location table. |
Bargaining Unit | Bargaining unit for this job class and position, if applicable. These codes are defined in the Bargaining Unit table. Leave the field blank if a bargaining unit does not apply to the class and position. |
Notes | Free text notes concerning the position. |
Position Type | Position type associated with the job class as defined in the Position Types table. A job class/position can only be associated with one position type, but a position type can be associated with many job classes/positions. |
Job Description | Description of the job. |
FTE Section
Field | Description |
|---|---|
Authorized FTE | Maximum number of employees who can fill this position as measured in full-time equivalency (FTE) units. An FTE unit is the percentage of time someone works relative to full-time (1.0 = 100%). For example, the FTE value for an employee who works three days of a five-day week would be 0.6. |
Filled FTE | Number of employees who currently occupy this position in FTE units. If the Position Control field in your Human Resources Profile is set to Y-Use Position Control, the occupancy of a position cannot exceed its authorized FTE value. The system updates this field as follows:
|
Pending Adjustment FTE | Includes any Adjust FTE change requests or Transfer FTE change request that have a future Effective Date |
Posting FTE | Any FTE units associated with a non-filled job posting in Recruitment. |
Available FTE | Number of FTE units that are unoccupied, which is calculated as follows: Authorized FTE -Filled FTE +Pending Adjustment FTE + pending vacancy - pending fill Available FTE. |
Pending Vacancy | |
Pending Fill | |
Default FTE | Default value that displays in a pay rate's FTE field when you assign a position to an employee's rate.
|
Salary Section
You can use this section to track salaries. If the setting is T - Tracking Mode, click OK to skip these fields and advance to the Financial section. These fields reset when Create New Year Positions.
Field | Description |
|---|---|
Budget | Amount budgeted for this position in the current fiscal year, which should represent all salaries anticipated under this position. The system updates this value when you run the Personnel Budgeting's Post to Position Control option. Leave the field at its 0.00 default if you do not track salaries or if you intend to run Personnel Budgeting after setting up your position records. |
Actual | Cumulative amount paid to employees who have the position assigned. The system updates this field during payroll processing, provided the pay code is set to update position salaries. In most cases, you should leave the field at its 0.00 default. |
Projected | Cumulative amount paid for this position in the current fiscal year. When you run the Payroll Encumbrance option, salaries for employees in this position are added to the Projected field. For now, you may leave the field at its 0.00 default. Later, after all salaries are accumulated and you begin preparing your budget, you can increase or decrease this amount. |
Financial Section
Use this section to define the distributions of salary expenditures in the Fund Accounting System for the position you are creating. Keep in mind that the distributions for positions can only be modified in Position Control; they cannot be changed in Human Resources.
When you add a position to a pay rate, the information from the Financial section defaults to the rate. Also, if you modify a position's distributions and then post it to Human Resources, the new distributions overwrite the existing ones in pay rates that have the position assigned.
Field | Description |
|---|---|
# | System-generated number identifying the distribution line. |
*Budget Unit* | Low organization used for distributing the gross salaries paid under this position, as defined in Fund Accounting's Organization Chart. As indicated by the asterisks, the titles of the Budget Unit and Project fields are defined in the Human Resources Profile. Displays when flexible account structure is turned off. |
Account | Number identifying the account that should be used to distribute salary costs for this position. Accounts are defined in Fund Accounting's Account List. The combination of the entries in the Budget Unit and Account fields must exist in Fund Accounting's Expenditure Ledger. Displays if flexible account structure is turned off |
Account Number | Displays when flexible account structure is turned on. |
% | Percentage of the position's gross wages to be distributed to the *Budget Unit*/Account, or Account Number. Enter the percentage as a decimal. The entries in this column must equal 100 percent (1.00). |
# | System-generated number identifying the project distribution line. |
*Project* | Code identifying the low project organization to use for distributing the position's gross salary in Fund Accounting. If you do not use project accounting, select OK to leave the fields in this section blank. |
Account | Number identifying the account associated with the project, as defined in Fund Accounting's Account List. The combination of the entries in the Project and Account fields must exist in Fund Accounting's Project Ledger. |
% | Percentage of the position's gross wages to be distributed to the Project/Account. Enter the percentage as a decimal. The entries in this column must equal 100 percent (1.00). |
Attachments can be added or removed from the position. The Attachment Group is POSITION.