AASBO May /1/17. Posi*on Control as a Management Tool. Posi2on Control Basics Master Posi2on

Transcription

1 AASBO May 2017 Posi*on Control as a Management Tool Objec2ves of Posi2on Control Ensure that all Employees are Assigned to Authorized and Funded Posi*ons Streamline Workflow Between HR and PR Eliminate Redundant Data Input Support Checks & Balances Between Departments Historical Views of Posi*ons and Employee Assignments Track Vacant and Filled Posi*ons Repor*ng of Job & FTE Distribu*on Op*onal Budget Checking Based on FTE Alloca*ons Op*onal Board Agenda Repor*ng Op*onal Approval Process for New Posi*ons Master Posi2on Master Posi*ons are Defined by: Loca*on (Where) Job Code (What) Salary Range determined by lowest and highest salary for the Salary Schedules checked in Job Code Maintenance 1

2 Master Posi2on Funding of Posi*on GL Account and FTE (How Many) Budgeted Salary (How Much) used for Vacancies during budge*ng process when Salary Work table field HR Salary Work Name field is checked. Master Posi2on History Displayed for Employees Assigned to the Posi*on Employee Assignment Posi*ons are Filled by: Employees (Who) Dura*on (When) History Displayed for Posi*ons Held by the Employee 2

3 PR Interface HR Department Enters Personnel Ac*ons (New Hires, Transfers, etc.) Generates Personnel Ac*on Forms (PAFs) PAF Contains Details of the Personnel Ac*on (Before & A_er) PAF is Assigned a Payroll Pull Date (Usually a Future Date) PAF Format is Customized for Each School District PAF Automa*cally Stored as Acached Electronic Document HR s Pending Personnel Ac*ons are Isolated from PR s Data New Employees May be Added Without Affec*ng Current PR Termina*ons and Transfers May be Well Before the PR Effec*ve Date PR Interface Sample PAF PR Interface PR Department PR Receives the Pending Personnel Ac*on Forms (PAFs) from HR PR Reviews PAFs to the Pull (Update) and May Contact HR Regarding Ques*ons or Concerns PAFs are Updated by PR at the Appropriate Time (Based on the PR Processing Schedule) Typically, Termina*ons are Pulled in Early September A_er the Final August Payment Typically, New Hires are Pulled in Early August or September Prior to the Employee s First Payment PR Completes Any Missing Employee Informa*on, Including the Pay Period Salary 3

4 PR Interface Update Payroll from HR (PR Pull) Ac*ve Distribu*on Report Job or GL Loca*on Ac*ve Distribu*on Report Job or GL Loca*on 4

5 Ac*ve Distribu*on Report Job or GL Loca*on Ac*ve Distribu*on Report Job or GL Loca*on Faculty By School Report Posi*on Loca*on/GL Comp 5

6 Faculty By School Report Posi*on Loca*on/GL Comp Faculty By School Report Posi*on Loca*on/GL Comp Op2onal PC Component Budget Checking HR Parameter Maintenance Posi*on Control Op*ons Check Budget for Posi*on Control Restrict/Warn user Exceeding FTE/Budget Alloca*on Component Alloca*on Version 6

7 Op2onal PC Component Budget Checking Alloca*ons for Budget Checking: Cost Center (Where) Object Code (What) Funding Source (Founda*on, Federal, Local, etc.) Total FTE (How Many) Total Salary Budget (How Much) CCTR Enrollment Op2onal PC Component Budget Checking Alloca*on Worksheet Report List of FTEs and Budget Amounts from the Alloca*on Master Op2onal PC Component Budget Checking Budget Checking Op*ons Restrict User Exceeding FTE Alloca*on Warn User Exceeding FTE Alloca*on Restrict User Exceeding Budget Amount Warn User Exceeding Budget Amount 7

8 Op2onal PC Component Budget Checking Budget Checking Op*ons Over Alloca*on Warning is displayed because FTE s have been allocated to and the Posi*on Control Master already contains FTE s funded by Note: If a Vacant Posi*on is being Deleted or Frozen, delete the funding record(s) to reduce the total exis*ng FTE s. Op2onal PC Component Repor2ng Assigned Pos by ObjCCSFund Alloca*on Query Total FTE s for assigned Posi*on Data records funded by = 84.06; Total Amount = $3,872, List of all assigned Posi*on Data records funded by Assigned Pos by ObjCCSFund Alloca*on Query Detail of an assigned Posi*on Data record funded by

9 Posi*on Control by GL Component Report Lists and Counts posi*ons for all or selected Posi*ons Statuses by Loca*on (school) and Job Code and Posi*on Classes Posi*on Control by Object Report PC Analysis Report List summary or detail of Posi*on Control Masters for selected PC Statuses and GL components 9

10 PC Analysis Report The report shows vacancy posi*on detail. Posi*on Control Query Lists Budget FTE and Amount from Posi*on Control Master and Actual FTE and Amount from Posi*on Data Records Op2onal PC Component Board Repor2ng School Board Members are frequently asked to approve personnel change requests submiced by Central Office and the schools in their jurisdic*on. These requests include any number of personnel ac*ons including employee hires, termina*ons, and salary changes. Generally, the Board Agenda Report is produced manually by the Human Resources Department, which can be a *me- consuming task. The Board Agenda Repor2ng module may be used to generate the Board Mee*ng Agenda using the exis*ng Personnel Ac*ons in the Posi*on Control System, therefore freeing up valuable resources. In today s environment, where School Systems are being asked to do more with less, automa*on of clerical tasks is essen*al. 10

11 Op2onal PC Component Board Repor2ng Report Pending Personnel Ac*ons by: Board Ac*on Type (Assignment, Re*rement, Voluntary Transfer, etc.) Board Mee*ng Date Comments Addendum (Op*onal) Op2onal PC Component Board Repor2ng Flexible Board Agenda Repor*ng and Customized Board Agenda Report using Crystal Op2onal PC Component Approval Process Approval Processing for New Posi*ons: Approver (Person or Department) Date Reviewed Approval (Yes or No) Posi*on Remains Unapproved (Cannot Fill) Un*l Final Approval Strongly Suggest Budget Department be Included as Approver 11