Position Data Management - University of California, Riverside...Data tables, which allows for...
Transcript of Position Data Management - University of California, Riverside...Data tables, which allows for...
Position Data Management
Trainer Introduction
Kathleen Cool Title: Principal TrainerDepartment: HR | UCPathYears @ UC: 7 months +Previous Experience: 10 years of experience in instructional design and training in higher education. Taught Information System Management at the undergraduate and graduate levels.
Participants Introduction
Name:
Title:
Department:
Years at UC:
Expectations for this training:
What has been your experience with position data management, if any?
RestroomsCell Phones Breaks
Housekeeping
Learning Objectives (1 of 2)
Identify the roles and tasks for position data management transactions.
1
Understand special considerations for Academic Personnel
2
3 Demonstrate the ability to request a new position or an update to a position using ServiceLink
Learning Objectives (2 of 2)
Define the following concepts:● Single Position● Multi-Headcount Position● Position Pool
4
Identify what data resides at the job level vs. at the position level
5
6 Articulate the risks of not associating an FAU to a new position prior to the onboarding process
Discover
What is a Position? (1 of 2)
A position represents a role in a department.
Positions dictate some of the Job attributes of the employees who occupy them and helps UCR manage funding.
What is a Position? (2 of 2)
In UCPath, a Position is like a chair. Like chairs, positions…• Can be filled or vacant• Can have different people sitting in them at different times.
Positions can outlast incumbents who “sit” in them.
What is a Job?
Employee Position Job
An employee is hired into a Position and receives a Job.
When an employee is hired, their job inherits the attributes of the Position. During the hire, additional information is added - such as compensation details – that complete an Employee’s Job Record.
If an update is made to the employee’s position, the changes can be cascaded to the Jobrecord. However, if changes are made directly to the Job Record, it will not affect the position.
What is Position Management?
Position Management is the process of managing these “emptychairs”. It is not job classification or recruitment.
• Each position has a unique position number• Fully integrated with Funding • Give a clear picture of the organizational structure, staffing needs, and how
salary expenses attach to both filled and unfilled positions• Report on organizational relationships independent of the employees in those
positions
What is the Relationship between Position Data and Job Data?
• Established key job-related data elements
• Establishes departmental structure and organizational hierarchy, including Reports to Supervisor
• Maintained whether position is filled or vacant
• Key job-related data defaults from position data when employee is assigned to a position.
• Some position changes affect employee job data; for some updates UCPath automatically maintains the current incumbent’s job data.
Employee Job DataPosition Data
What is a Job Record?
• Department• Job Code• Salary Admin Plan &
Grade
Position Data:• Employee Class• Compensation Rate• Expected Appointment
End Date
Job Data:
Job Record
How does Position Data Work?
When an employee is hired, promoted or transferred they are assigned a new position. All position attributes flow to job data; re-entry of data is not required.
POSITION ATTRIBUTES
JOB DATA TABLESIncumbent history is stored in Job Data tables, which allows for reporting of data.
POSITION IS STATICWhile an employee may change position, position data remains constant.
Reclassification and other position changes begin with an update to the position record. If the effective date is a current or future date, the system automatically updates the incumbent’s job data.
POSITION ATTRIBUTES
What are the Advantages of Using Position Management?
You can define job(s) in a department even if people are not in them
Enforces accurate position and reporting information
*An employee/appointee can be assigned to more than one position (e.g., Dean and Professor). In that case, the incumbent would have multiple positions, jobs, and job records in UCPath.
Single-Headcount PositionsDefinition Use Case • Most positions at UCR have a one-
to-one position to employee relationship (one position for one employee)*
• All existing jobs at UCR will be converted to single-headcount positions by go-live.
• The HR department is expanding. The department has determined that a Senior Analyst position is needed.
Multi-Headcount Positions
Jobs with the same attributes can be grouped into one position rather than creating a unique position for every job.
● Business Unit, Dept., Location
● Job Code, Union Code, Employee Relations Code, Special Training Code
● Reports To, Personnel Program
● FTE, Salary Plan, Grade, FAU
● Per Diem, Recreation Program Instructors
● Limited and Students● TAs, Readers, Tutors● Emeriti (WOS),
Summer Session Instructors, UNEX Instructors
Definition Attributes Possible Uses
Position Pools Definition Use Case Position pools are used to group similar positions in the same department that share Funding.
At UCR, all Work Study Positions will be assigned to a designated Position Pool. This mechanism will help manage the split between department funding and work study program funding.
Work Study ProgramsSet ID Pool ID Description Short Desc.
RVCMP A WS – America Reads WS AM-READ
RVCMP C WS – Community Service WS COMM
RVCMP F WS – Federal WS FED
RVCMP E WS – America Counts WS AM-CT
RVCMP T WS – State Teach Int WS STTEACH
RVCMP P WS – President S WS PRESDNT
Contingent Workers
• A Contingent Worker is an individual engaged by the University on a non-permanent basis to complete a specific function or task who does not have an employee relationship with UCR and does not receive remuneration through UCPath. An example for a Contingent Worker is a contractor.
• Contingent Workers will NOT require positions in UCPath unless they are supervising UCR employee(s). If that is the case, a position in UCPath would need to be created.
Essential RolesPDM FOM Process
1: HR/AP Staff (Initiator) ServiceLink
2: HR/AP Central Office (Approver) ServiceLink
4: Shared Services Center Fulfiller(s) UCPath
6: Org./Dept./SSC Inquirers ServiceLink
5: Shared Services Center AWE Approver UCPath
3: Financial Manager (Approver) ServiceLink
First is the Initiator role, who initiates an Position (new or update) request using ServiceLink. The FAU associated with the position should be entered in the comments section.
This is a required role.
Can be assigned to:• HR or AP Business Partner
The Initiator is the individual responsible for correctness of transaction.• Identifies the need to create a
new position or make a position management change
• Obtains appropriate authorization and completes the necessary pre-approval
HR/AP Staff (Initiator)
1: HR/AP Staff (Initiator) ServiceLink
Essential RolesPDM FOM Process
2: HR/AP Central Office (Approver) ServiceLink
4: Shared Services Center Fulfiller(s) UCPath
6: Org./Dept./SSC Inquirers ServiceLink
5: Shared Services Center AWE Approver UCPath
3: Financial Manager (Approver) ServiceLink
The Central Office Approver role is a conditional role. In this case, the approver reviews and approves certain high-risk position transactions.
These include: • Changes to the FLSA status • Change to Employee Relations
Code to ‘Manager Confidential’
Approval process is done in ServiceLink through an assigned task in the Fulfillment queue.
HR/AP Central Office (Approver)
2: HR/AP Central Office (Approver) ServiceLink
Essential RolesPDM FOM Process
1: HR/AP Staff (Initiator) ServiceLink
4: Shared Services Center Fulfiller(s) UCPath
6: Org./Dept./SSC Inquirers ServiceLink
5: Shared Services Center AWE Approver UCPath
3: Financial Manager (Approver) ServiceLink
When initiating the new or updated position request, the initiator should have included correct position FAU.
The FAU Approver must review and approve the FAU changes. If the FAU is incorrect, the FAU Approver needs to add the correct FAU in the comment section and notify the HR/AP Staff (initiator) offline.
Approval process is done in ServiceLink through an assigned task in the Fulfillment queue.
Financial Manager (Approver)
3: Financial Manager (Approver) ServiceLink
Essential RolesPDM FOM Process
1: HR/AP Staff (Initiator) ServiceLink
4: Shared Services Center Fulfiller(s) UCPath
6: Org./Dept./SSC Inquirers ServiceLink
5: Shared Services Center AWE Approver UCPath
2: HR/AP Central Office (Approver) ServiceLink
After FAU Approval, the new/updated position request is received by the Shared Services Center Fulfiller as a task in the ServiceLink Fulfillment queue.
This is a required role.
The Shared Services Center Fulfiller(s) initiates the transaction in UCPath.
The position transaction then goes through the UCPath AWE for quality assurance. Once a position number is generated, the Shared Services Center Fulfiller(s) needs to enter funding for the position in UCPath.
Shared Services Center Fulfiller(s)
4: Shared Services Center Fulfiller (s) UCPath
Essential RolesPDM FOM Process
1: HR/AP Staff (Initiator) ServiceLink
3: Financial Manager (Approver) ServiceLink
6: Org./Dept./SSC Inquirers ServiceLink
5: Shared Services Center AWE Approver UCPath
2: HR/AP Central Office (Approver) ServiceLink
Once the Shared Services Center Fulfiller(s) submit the position transaction, the transaction is forwarded to the designated AWE approver in the Shared Services Center through UCPath AWE.
The SSC AWE Approver cannot be the same person as the Shared Services Center Fulfiller(s).
The SSC AWE Approver serves as Quality Assurance by reviewing and approving the transaction.
Once approved by the SSC AWE Approver, a position number is automatically generated.
Shared Services Center AWE
Approver
5: Shared Services Center AWE Approver UCPath
Essential RolesPDM FOM Process
1: HR/AP Staff (Initiator) ServiceLink
3: Financial Manager (Approver) ServiceLink
6: Org./Dept./SSC Inquirers ServiceLink
4: Shared Services Center Fulfiller(s) UCPath
2: HR/AP Central Office (Approver) ServiceLink
The Inquirer role has the ability to monitor and view the status of the request and assigned tasks.
Individuals in Orgs., Departments and in Shared Services Centers can have an Inquiry role.
Org./Dept./SSC Inquirers
6: Org./Dept./SSC Inquirers ServiceLink
Essential RolesPDM FOM Process
1: HR/AP Staff (Initiator) ServiceLink
3: Financial Manager (Approver) ServiceLink
5: Shared Services Center AWE Approver UCPath
4: Shared Services Center Fulfiller(s) UCPath
2: HR/AP Central Office (Approver) ServiceLink
Position Management ProcessesThere are three Position Management processes:
FAU Change for New Position – Simple and Complex
Simple FAU Change for Update Position, Job Data Change and Payroll Adjustments
Complex FAU Change for Update Position, Job Data Change and Payroll Adjustment
FAU Change for New PositionDepartment
HR/AP Staff (Initiator)
Financial Manager
(Approver)
Shared Services Center Fulfiller(s)
Shared Services Center
AWE Approver
Shared Services Center Fulfiller(s)
A new position for Department X has been approved and a funding source has been secured.
Step 1 Step 2 Step 3 Step 4 Step 5
Submits New Position request and provides FAU information in the comments section
(ServiceLink)
Task is triggered for FAU approver to review and validate FAU information provided in the request
(ServiceLink)
Transacts New Position in UCPath
(UCPath)
Reviews and approves the New Position transaction. A position number is automatically generated
(UCPath)
ServiceLink
UCPath
HR/AP Approver (Conditional)
Manually enters FAU information to the newly created position
(UCPath)
Simple FAU Change for Position UpdateDepartment
Department Analyst
(Transactor)
Financial Manager
(Approver)Automatic Upload Shared Services
Center
Requests FAU change and provides approval via email.
Step 1 Step 2 Step 3 Step 4
Submits FAU Change requestand attaches required documentation.
(ServiceLink)
Reviews and Approves or denies request.
(ServiceLink)
Automaticallyuploaded directly to UCPath via a nightly batch process.
(UCPath)
If there are no errors indicates FAU is complete. Completion notice will be sent the next dayto Transactor.
(ServiceLink)
ServiceLink
UCPath
Complex FAU Change for Position UpdateDepartment
Department Analyst
(Transactor)
Financial Manager
(Approver)
Shared Services Center Fulfiller(s)
Shared Services Center
AWE ApproverShared Services
Center
Requests FAU change and provides approval via email.
Step 1 Step 2 Step 3 Step 4 Step 5
Submits FAU Change request in FAU Tool.
(ServiceLink)
Reviews and Approves request in FAU Tool.
(ServiceLink)
Manually enters FAU Change in UCPath
(UCPath)
Reviews transaction in UCPath for quality assurance.
(UCPath)
Indicates FAU is complete. Completion notice will be sent to Transactor.
(ServiceLink)
FAU Tool
UCPath
When should a new Position be created?
A new position should be created if a need for a position is
identified (e.g., an appointee/employee must be
hired or transferred into a department), and there is not an
appropriate vacant position
When possible, existing vacant positions should be reused to
avoid creating many unnecessary positions
Effective Status Definitions
Active – Approved Used for vacant or filled positions that have been approved and have the correct funding and/or budget establishedEmployees should only be hired into ‘Active –Approved’ Positions
InactiveUsed for vacant Positions that a department does not plan to recruit for in the future.Use Case: An employee retired ad the department eliminated the position
Effective Status Definitions
Active – Approved Used for vacant or filled positions that have been approved and have the correct funding and/or budget establishedEmployees should only be hired into ‘Active –Approved’ Positions
InactiveUsed for vacant Positions that a department does not plan to recruit for in the future.Use Case: An employee retired ad the department eliminated the position
Position Status Definitions
Activ
e -P
ropo
sed • Used exclusively for
AP recruitment• Used for Vacant
Positions where the details of the position may change before hiring or transferring an appointee in the position Ac
tive
-Fro
zen • Used for Vacant
Positions that have had their funding and/or budget revoked (e.g., during a layoff). Position Data is maintained for reporting purposes
Position StatusesPositions should be created in
the ‘Approved’ Status if the details of the position are
finalized (e.g., the department is confident that they will not need to adjust the position’s job code)
Employee should only be hired into Approved positions. All
Proposed or Frozen positions should be vacant
Positions should not be created in a ‘Frozen’ status
Required Information for Creating a New Position
Before creating a new position, the Org Unit/Dept. should obtain approval to create a new position and identify the appropriate FAU(s) to link to the position
WARNING: NOT identifying the appropriate FAU(s) to link to the position will result in the new hire being paid from the default FAU. An additional process would then need to be performed, making the overall process less efficient.
Apply
ServiceLink(New Position)
Scenario: Creating a New Position
Description
New Positions will be created in UCPath when a Department identifies a
need for a position and there is no existing position that
could be modified
Business Case
My department is expanding, and we need to hire a new Senior Analyst
What you need to know
New Positions will be approved using the AWE-enabled Position Control
Form in UCPath
ServiceLink Demo – New Position https://goo.gl/XjHk2u
ServiceLink(Update Existing
Position)
Updating Existing Positions
Position changes are infrequent, but should reflect the actual evolution of a position
The job code of a position should only be changed to a different job code within the same series (e.g., Associate Professor to Professor is ok, but Postdoc to Professor is not)
Changing Position Statuses
Once the details of a Proposed position are finalized, the
Org Unit/Dept. should submit a
ServiceLinkrequest to move the position to the Approved
status
Positions should not be moved
from the Approved to
Proposed status
Vacant positions should be placed in the Frozen status if
the funding or budget is
temporarily lost (e.g., during a
layoff), but the Org Unit/Dept. plans to secure funding for the position in the future. If funding is
restored, the position should be
moved to the Approved status.
However, if funding is not secured, the position should be moved to inactive
Note:Employees
should only be hired into Approved
positions. All Proposed or
Frozen positions should be
vacant
Inactivating the Effective Status of a Position
If an Org Unit/Dept. does not plan to recruit into a
vacant position, the position should be
inactivated
Employees and Academic Appointees may not be hired into inactive positions, and they do not appear in
search results
Academic Promotions
Academic Promotions should be transacted by making an update
in PayPath to the appointee’s position and job record.
Updates can be made using the mass PayPath upload feature
(standard practice for updates approved and ready for upload
during the 7/1 academic advancement cycle) or
individually through the PayPathActions page in UCPath
Promoted appointees should not be transferred
into a new position
Steps for Promoting an Academic Appointee To promote an appointee in UCPath,
the following changes should be made to the appointee’s position:
Job Code should be updated
Salary Plan and grade should be updated after the
Job Code is updated
The following updates should be made concurrently, using the Job data page of
PayPath:
The step should be updated
Once the step is selected, base compensation row(s) should populate in the compensation section. If the appointee has off-scale/above-scale amounts, they should
be added to the compensation section
The appointee’s expected job end date may need to be updated or made blank
The appointee’s Academic Duration of Appointment may need to be updated if the
appointee has been granted tenure or security of employment
Academic Personnel Considerations - PDM
• An Academic Promotion earned through the advancement process is transacted as an update to the existing position and does not require a new position.
• For most jobcodes: Salary Admin Plan = the salary scale table # and Grade = Rank
• For HSCP jobcodes: Salary Admin Plan = the APU scale table and Grade = Rank
• Academic Jobcodes that do not have UC salary scales have a BYA Salary Admin Plan and Blank Grade including Administrative Titles such as Department chair and Divisional Dean. This also includes local tutor & reader job codes and UNEX Contract Teachers.
• The Employee class is automatically defaulted based on the jobcode and is updated on the job record for Academics.
UCPath(Quick Overview)
UCPath System Process
Position Control Request
Definition: AWE is a UCPath functionality that automatically routes certain transactions for review and approval
Approval Workflow Overview:
Note: Transactions require at least one approver; initiators cannot approve their own transactions
UCPath Approval Workflow Engine (AWE)
UCPath AWE Roles
InitiatorEnters
transactions in UCPath and submits for
approval
ApproverReviews and
approves transactions. Adds ad hoc approvers and ad
hoc reviewers to AWE workflow when
necessary
AWE AdminMonitors
transaction routing and
resolves routing errors
Check Your Understanding
Summary
Key Points
• A Position represents a ROLE in a department • When an employee is hired into a Position, they receive a Job• Positions can be Single Headcount, Multiple Headcount, or Position Pool• Position Data + Job Data = Job Record• When submitting a new position ServiceLink request, the Initiator must
manually type the FAU • Departments must hire into Active-Approved Positions• Position Effective Statuses are Active-Approved and Inactive• Position Statuses are Active-Proposed and Active-Frozen
Online Evaluation - https://goo.gl/ouSoJ3
Additional Courses
• UCPath WFAL300 Position Control• Job Aids
Training Resources
http://fomucpath.ucr.edu/training/resources.html
Your Feedback Pleasehttps://tinyurl.com/ucrfomucpathfeedback