POSITION EXCEPTION REPORT HR BAIRS Report Job Aid

Transcription

1 POSITION EXCEPTION REPORT HR BAIRS Report Job Aid Position Exception Report Job Aid: This job aid will guide a user through the steps of accessing, running and interpreting the Position Exception Report. Procedure At-a-Glance Category: Position Management Reports Audience: Campus HCM Users, Human Resources Representatives, Finance Representatives Navigation: HR BAIRS (HR Reports > Workforce Detail > Position Data > Position Exception Report) Jump to Procedure Steps Jump to Reading the Report Report Description This report will list current positions and incumbents, where selected mismatches exist between Job Data and Position Data, as well as other Position-to-Job-related exceptions. Key exceptions include Department, Job Code, Location, and Reports To/Supervisor ID mismatch, position overallocation, Job FTE exceeding Position FTE, Override Position Data activation, and positions where the incumbent s Appointment End Date has passed. Business Need Human Resources and Finance representatives need to be able to review and monitor Position and Job Data to ensure accuracy and consistency of data and business process. This report will deliver key Position-to-Job-related exceptions that will enable a department to identify records needing corrective action, as well as track intentional exceptions that exist due to business need. Additionally, the report can identify departments and users generating high volume or repeated exceptions that would benefit from follow-up training and business process review to reduce instances of error. To Run the Report Users can access and run the report by following these basic steps. Additional details are provided later in the document. Log in to HR BAIRS ( Follow this navigation to the report: HR Reports > Workforce Detail > Position Data > Position Exception Report.bqy. Accept defaults or select filters: o Positions o Exception Reasons o Org Nodes o Jobs (Job Code) Roles that can access the Report Users with HR Workforce Detail access can also access the Position Roster Report. Future Modifications Please submit suggested modifications to: hrmshelp@berkeley.edu. Page 1 of 9

2 Procedure Steps: 1. Navigate to the Position Exception Report in HR BAIRS: 2. Open the Position Exception Report file and enter the Report Parameters (Click for more details): 3. Once all Report Parameters are set, click the Process button to run the report. 4. Save Report as a PDF document (.pdf). Report Parameters: 1. As of Date: Snapshot as of today s date (system date). Only data that exist as of this date with be pulled into the report. (Parameter does not appear on dashboard and cannot be modified by user.) 2. All Positions: Enter one (or more) Position Numbers to run the report based on Position Number. Page 2 of 9

3 3. All Exception Reasons: The default value is All Exception Reasons. Positions/Incumbents meeting more than one exception criteria selected will appear in the report under each category. Reason Description A Department ID Job Data Department does not match Position Department B Job Code Job Data Job Code does not match Position Job Code C Location Job Data Location does not match Position Location D Reports To Job Data Supervisor ID does not match Position Reports To incumbent E Position FTE < Job FTE Job Data FTE (Percent Time) is greater than Position FTE (Standard Hours) F Position Override Position Data has been activated in Job Data Override Set G Overallocated Number of incumbents currently filling Position is greater than Position Headcount H Appt End Date Passed Incumbent s Appointment End Date in Job Data has passed but appointment has not been terminated (Position remains filled) 4. Employment Status: The value is currently set only to A/L/P. When showing Incumbent details and calculating FTE amounts, jobs will be included according to the following employment status chart: Employee Code Description A Active Yes L Leave of Absence Yes P Leave with Pay Yes D Deceased No Q Retired with Pay No R Retired No S Suspended No T Terminated No U Terminated with Pay No V Terminated Pension Pay Out No W Short Work Break No X Retired Pension Administration No Included in Report Page 3 of 9

4 5. All Org Nodes: Alphabetical list of all Org Nodes in the system available as report parameters. Org Nodes are associated with the Department field within Position Data in HCM. Options for selecting data include: a. All Org Nodes : Report will include data for all Org Nodes to which the user has security access. This is not suggested for users with access to a large number of Orgs on campus as it will significantly slow report performance. b. Manually Enter Org Codes: Enter the 5 letter code of any control unit, division, or department to which the user has security access. c. Select from list of codes sorted by 5 letter code: Select the List button to show a dynamic list of current codes. Select one Org Code, or several, and click the Add button. d. Select from list of codes sorted by the description: Select Org Node Names button to show a dynamic list of current codes sorted alphabetically by the description. Select one, or several, and click the Add button. e. Select from a combination of the above methods: 6. All Jobs: List of all Job Codes that exist in the system. To run the report for certain Job Codes only, either enter the Job Codes directly in the entry screen (in field 1below) by using the Add one option or use the List option to select certain Job Codes (sorted by either the code itself or the name of the code) Page 4 of 9

5 Reading the Report: Identifier Description 1 Pages & Run Date: The total number of pages for the report along with the time & date the report was run. (Note that this report is always run effective as of the current date.) 2 Parameters: All parameters entered on the original report dashboard Page 5 of 9

6 Identifier Description 1 Report Sort: The Report is sorted by the following fields: - Position Department (Level 4 or 5) - Exception Reason 2 Where two column values display, Position Data will appear in the first line while incumbent Job Data will appear in subsequent lines. 3 Posn Nbr: Line will include Position Number. 4 Position Title: Line will include Position Title. 5 Incumbent (Empl ID Empl Rcd) Line will include Employee ID and Record Number for the incumbent. 6 Employee Name: Line will include Employee Name. 7 Posn Dept / Job Dept: Position line will include the Department on Position while the Job Data line will include the Department for the incumbent. 8 Posn Job Code / Job Job Code: Position line will include the Job Code on Position while the Job Data line will include the Job Code for the incumbent. Identifier Description 9 Posn Location / Job Location: Position line will include the Location on Position while the Job Data line will include Location for the incumbent. 10 Posn Reports / Job Supervisor s Posn - Name: Position line will include the Reports To Position Number on the Position while the Job Data line will include Supervisor ID and last name. 11 Posn FTE / Job FTE: Position line will include FTE on Position while the Job Data line will include FTE for the incumbent. 12 Posn HC / Incumbents: Position line will include Maximum Headcount set on the Position, while the Job Data line will include the number of incumbents currently in the Position. 13 Posn Override: Y or N value will indicate whether Override Position Data is currently activated on the incumbent s job record. 14 Pos Eft Date / Job Eft Date: Lines will include the last effective dated row earlier than or equal to the As of Date. 15 Job Eft Seq: Line includes Job Data maximum effective sequence number. 16 Appt End Date: Line will include the appointment end date. (If no end date, 12/31/9999 will display.) Page 6 of 9

7 Interpreting Exceptions: Exception How does this exception occur? What should be done about the exception? By overriding position data on the job record and manually typing in the value. Department, Job Code, Location By updating Position and unchecking the Update Incumbents checkbox, or when Override Position Data is activated in Job Data. By updating Position Department or Location in conjunction with an update to Job Code or Standard Hours (does not auto-insert a row in Job Data). By updating Position Job Code but not completing the corresponding action in Job Data (i.e., Job Reclassification or Academic Promotion). In general, Department, Location, and Job Code should be the same between Position and Job Data, unless there is a legitimate business reason. If any of those values differ, verify that the incumbent is in the correct Position Number and the job record is using current position data. Make updates to Position or Job Data, if needed to ensure values match. Monitor exceptions that your department considers legitimate for business reasons. Potential exceptions may include: A temporary Location or Department change that applies to one or few incumbents on a multiple headcount position. A temporary Job Code change for a staff incumbent receiving a Temporary Job Reclassification. Be sure to complete actions that require transactions in both Position and Job Data. By updating Position and unchecking the Update Incumbents checkbox, or when Override Position Data is activated in Job Data. In general for staff positions, Supervisor ID in Job Data should be the Reports To position incumbent, unless there is a legitimate business reason. Exceptions may include: Reports To By updating Position Reports To in conjunction with an update to Job Code or Standard Hours (does not auto-insert a row in Job Data). By manually updating Supervisor ID in incumbent s Job Data. Reports To position is vacant Temporary supervisor change Additionally, legitimate long-term exceptions are likely if your department has made a business decision to consolidate highturnover, high-volume positions such as Students, GSIs, GSRs, and Lecturers, into fewer multiple headcount positions with incumbents who report to different supervisors. In that case, the Reports To Position may be a placeholder, or may be blank, with the incumbent s actual Supervisor ID maintained in Job Data. Position FTE < Job FTE By overriding position data on the job record (bypassing the rule that Job FTE must be less than or equal to Position FTE), and then increasing Job FTE to an amount greater than Position FTE. In general, Job FTE should not exceed Position FTE unless there is a legitimate business reason. Your department should create and maintain positions at the maximum FTE that any incumbent occupying the position would typically work. If you have Page 7 of 9

8 By decreasing Position FTE but not completing the corresponding percent time reduction in Job Data. reduced Position FTE, complete the corresponding percent time reduction in the incumbent s Job Data. There may be legitimate exceptions where your department considers it appropriate to maintain the Position at an FTE that is standard for the position, and increase incumbent s percent time only, such as: An incumbent with a 50% annual appointment, but who works only ½ the year at 100% time, A GSI with an increase in hours due to section over-enrollment. Position Override Set By clicking the Override Position Data button when entering a transaction in Job Data. By inserting a new row on a job record where Position Override is already set, so that Position Override copies from the previous row. In general, Override Position Data should not be used, because Department, Job Code, and Location, should almost always match position data, and Job FTE should not usually exceed Position FTE. Furthermore, it is not necessary to override position data to update earnings distributions, Supervisor ID, Compensation, or Job FTE to less than or equal to Position FTE. Potential exceptions include temporary Department, Job Code or Location changes, or where Job FTE occasionally exceeds Position FTE, such as those cited above. See the Override Position Data job aid for more details and for instructions on how to correct records with Override Position Data activated inappropriately. Overallocated By hiring more incumbents into the Position than the Maximum Headcount set on the Specific Information tab in Position Data. By hiring new incumbent(s) into a position but not terminating the previous incumbent s appointment (even if there is an End Date on the appointment), or otherwise transferring or reappointing the person using a different Position Number. An increase in Headcount is intended and hires have already occurred, but the Position has not yet been updated. In general, the Maximum Headcount set on Position Data should reflect the expected number of incumbents a department needs to meet its business objectives. However, HCM does not prevent a user from hiring an incumbent that will exceed that number, since HCM assumes the user may have a business reason to do so. For example, a departing employee s replacement may overlap the predecessor in order to be trained, but it would not necessarily be appropriate to increase position headcount since there is only one incumbent planned for the long term. The number of incumbents may fluctuate somewhat from Headcount, in particular for high turnover, semester, seasonal, and parttime jobs. It is not necessary to update Position Headcount on a daily basis. Headcount should be updated when HCP is getting ready to do a data pull from HCM. Page 8 of 9

9 Appointment End Date Passed By not terminating an appointment whose End Date has passed (or otherwise transferring or reappointing the person using a different Position Number). Incumbents whose Appointment End Date has passed, but who have not been terminated, continue to be reflected as incumbents on that position in HCM and HR BAIRS reports. This exception can identify the positions you expect to be vacant that are showing as filled on the Position Roster, because the appointment has not been terminated (or reappointed/transferred, as appropriate). Page 9 of 9