Banner Human Resources

Transcription

1 POS CO1 Banner Human Resources Creating Positions Training Workbook

2 Ivy Tech Community College. All rights reserved. This documentation is proprietary information of Ivy Tech Community College and is not to be copied, reproduced, lent or disposed of, nor used for any purpose other than that for which it is specifically provided without the written permission of Ivy Tech Community College. The unauthorized possession, use, reproduction, distribution, display or disclosure of this material or the information contained herein is prohibited. Prepared By: Banner HR Team Ivy Tech Community College 9301 E. 59th Street, Suite 156 Indianapolis, Indiana Version 2.0 November 2010 i v2.0 NOV10

3 Contents About this workbook... iii Workbook revision history... iii CREATING THE POSITION DEFINITION NBAPOSN... 1 CREATING THE POSITION BUDGET - NBAPBUD... 6 UPDATING THE POSITION BUDGET NBAPBUD VIEWING EMPLOYEE JOBS FORM - NBAJOBS VIEWING POSITION BUDGET HISTORY - NBIBHSP VIEWING POSITION HISTORY NBIPOSH VIEWING POSITION INCUMBENTS - NBIPINC LABOR DISTRIBUTION DATA INQUIRY - NHIDIST ii v2.0 NOV10

4 About this workbook Workbook goal The goal of this workbook is to provide you with the knowledge and practice to learn how to enter/maintain/view position salary and fringe benefit budgets and labor distribution in Banner. Intended audience Staff responsible for entering/updating/viewing salary and fringe benefit budgets for positions and setting up position labor distribution should complete this workbook and use it for reference. Prerequisites Before you can complete this workbook, you should have: Completed the SCT Banner Fundamentals CBT (computer-based training) Workbook revision history VERSION DATE REVISION 1.0 NOV08 November NOV10 November 2010 Initial workbook for end user training Banner 8 Updates iii v2.0 NOV10

5 Creating the Position Definition NBAPOSN The Position Definition Form, NBAPOSN, defines all positions. Positions are defined within a position classification and created through the Position Request Form (PRF) process for full-time positions or via regional requests for part-time positions. Central Office Human Resources creates the position on NBAPOSN. The naming convention for positions is defined as the 1 st character representing the Region and the 2 nd character representing the Site. The last four (4) characters are in reverse numerical order beginning with In the Go To field, enter the Position Description Form NBAPOSN, and then press Enter. 1 v2.0 NOV10

6 2. In the Position Number field, click the drop down menu to view the list of position numbers previously created. 2 v2.0 NOV10

7 3. Perform an Enter Query function. 4. In the Position field, enter the first character (example: A, B, F, Z, etc.) for the region where the position is being created followed by the % sign. 5. Perform an Execute Query function. This will return all positions previously created for the region. The most recent position number created will appear at the top of the list. Note the next position number available to be created. 6. Perform an Exit function. 3 v2.0 NOV10

8 7. In the Position field, enter the new position number. A pop up box will appear with the message Position not found; ADD assumed. Click OK. 8. Perform a Next Block function. 4 v2.0 NOV10

9 9. In the Position Class field, click the drop down arrow to select the position class associated with the employee class. 10. In the Position Title field, enter the approved position title using the established title format. For faculty positions, enter Full-Time Faculty or Adjunct. 11. The Employee Class, Salary Group and Salary Table will default from the Position Class. 12. The Salary Grade identifies the classification of the position. Click the drop down arrow and choose the appropriate grade. All Full-Time Faculty positions will have a generic Salary Grade of F0 since faculty classification/rank is determined by individual. 13. The Probationary Period lists the number of new hire probationary days (calendar) for the position. 14. In the Bargaining Unit field, enter the regional location of the position. This is used with Salary Planner. 15. In the Job Location field, enter the regional location of the position. 16. In the Appointment Percent (FTE) field, if the position is less than 100%, enter the percent (i.e., 75% = 75.00). 17. The Range Low, Range Midpoint, and Range High fields contain the current salary ranges by grade (classification). 18. Perform a Save function. A Compensation and Classification Change Date box will appear with the current system date. Click OK. 5 v2.0 NOV10

10 Creating the Position Budget - NBAPBUD The Position Budget Form, NBAPBUD, is used to input budget information for each position previously created on the Position Definition Form, NBAPOSN. NBAPBUD must be created prior to the employee being assigned to the position on the Employee Jobs Form, NBAJOBS. The Position Budget Form, NBAPBUD will be created by Central Office Human Resources. The Regional Executive Director of Finance will update NBAPBUD with the appropriate Budget Profile and Salary Budget amount. The Labor Distribution should be reviewed for accuracy. 1. In the Go To field, enter the Position Budget Form NBAPBUD, and then press Enter. 6 v2.0 NOV10

11 2. In the Fiscal Year field, enter the appropriate Fiscal Year. 3. In the Position Number field, enter or select the appropriate position number. 4. Perform a Next Block function. This will automatically populate the Employee Class and Position Title fields in the Key Block. 5. In the Type field, select the appropriate type: a. Single All full-time positions b. Pooled All part-time positions. 6. In the Begin Date field, enter the begin date of the position. The begin date must be equal or prior to the effective date of any job records to be attached to the position. For positions that are converted, the effective date will be July 1, In the End Date field, enter an end date only when a stated end date has been determined. 8. Perform a Save function. 7 v2.0 NOV10

12 9. Click the Salary Budgets tab. 8 v2.0 NOV10

13 10. In the Fiscal Year field, enter the appropriate fiscal year. 11. In the Status field the default is Approved. 12. In the Organization field, enter the organization provided by the region. 13. In the Budget ID field, enter the Budget ID. (e.g., FY09) 14. In the Phase field, enter Labor for all FY 2009 positions. For positions beginning in FY 2010, enter LBRPH In the Create Date field, the system date will automatically populate into the field. Change the date to the begin date of the position. 16. In the Budgeted Amount field, enter the annual position budget of Zero (0). 17. Verify the Create FTE or Salary Records box is checked. 18. Perform a Save function. 9 v2.0 NOV10

14 19. Click the Labor Distribution tab. 10 v2.0 NOV10

15 Every position MUST have a Labor Distribution record before a job can be assigned to it. The Labor Distribution will default to the Employee Jobs Form, NBAJOBS but can be overridden on NBAJOBS as necessary. The Faculty Overload, Substitute Faculty and Work-Study positions will have a default FOAP (Fund Orgn Account Program) that MUST be changed on NBAJOBS to reflect the appropriate account(s) to expense salaries and fringes. 20. In the Fund, Orgn, Account and Program fields, enter the accounting information (FOAP). The most common Account Codes for salaries are as follows: 2201 Full-Time Faculty 2301 Part-Time Faculty (Adjunct, Faculty Overload, and Substitute Faculty) 2203 Full-Time Salary 2303 Part-Time Salary 2205 Full-Time Hourly 2304 Part-Time Hourly 2401 Federal Work-Study 2405 State Work-Study Enter the Orgn code and the Fund and Program codes will populate. Select the appropriate Account code. 21. In the Percent field, enter the appropriate percentage to be charged to each FOAP. If the position is funded by multiple FOAP s, perform an Insert Record function to enter the additional FOAP s and Percent as appropriate. Total Percent MUST equal 100%. 22. Perform a Save function. 23. Perform an Exit function. The Status on NBAPOSN updates once NBAPBUD is completed. 11 v2.0 NOV10

16 Updating the Position Budget NBAPBUD The Position Budget Form, NBAPBUD, is used to update the status of the position when a restructure or delete is processed via PRF for a full-time position or the region requests the delete of a part-time position. 1. In the Go To field, enter the Position Budget Form, NBAPBUD, and then press Enter. 12 v2.0 NOV10

17 2. In the Fiscal Year field, enter or select the appropriate fiscal year. 3. In the Position field, enter or select the position to be updated. 4. Perform a Next Block function. 5. When a position is restructured or deleted, the Status MUST be changed to Cancelled. This status change can only be entered once the employee s job record is terminated. 6. In the End Date field, enter the end date of the position. 7. Perform a Save function. 8. Perform an Exit function. 13 v2.0 NOV10

18 Viewing Employee Jobs Form - NBAJOBS The Employee Jobs Form, NBAJOBS is used to view an employee s position information. 1. In the Go To field, enter the Employee Jobs Form, NBAJOBS, and then press Enter. 14 v2.0 NOV10

19 2. In the ID field, enter the employee s ID (CXXXXXXXX) or click the drop down arrow and select List for Employee (POIIDEN) to perform a query, and then select the employee. 15 v2.0 NOV10

20 3. In the Position and Suffix fields, enter the position number and suffix of the position assigned to the employee or click the drop down arrow and select List of Employee s Jobs (NBIJLST) to view a list of the employee s jobs. 16 v2.0 NOV10

21 4. Perform a Next Block function to view the job information. Below is a list of the tabs information, which can be viewed by clicking the tab: a. Base Job tab contains the Deferred Balance for salary deferral faculty. b. Job Detail tab contains the Effective Date, Personnel Date, Status, Title, Job FTE, Appointment Percent, Employee Class, Leave Category, Change Reason, Pay Plan (Salary Grade,Table, etc.), and Compensation (Rate, Hours per Pay, Assign Salary, Factor, Pays, and Annual Salary). c. Deferred Pay tab contains Deferred Pay details and amounts. d. Default Earnings tab will display regular earnings code and hours for all employees, EXCEPT Part-Time Hourly, Work-Study and Substitute Faculty. Any stipend or other recurring pay information will also be displayed. e. Job Labor Distribution tab contains the FOAP (Fund Orgn Account Program), Percentage and Effective Dates. 17 v2.0 NOV10

22 5. To view all records associated with this position and suffix, from the Menu Bar, choose Options and select View Job Detail Effective Dates. 18 v2.0 NOV10

23 6. A box will appear with all the effective dates for this job. Select the record to view and click OK. 7. Perform an Exit function. 19 v2.0 NOV10

24 Viewing Position Budget History - NBIBHSP The Position Budget History Inquiry Form, NBIBHSP, provides query access to position budget totals on positions already created on the Position Definition Form, NBAPOSN and the Position Budget Form, NBAPBUD. 1. In the Go To field, enter the Position Budget History Inquiry Form, NBIBHSP, and then press Enter. 20 v2.0 NOV10

25 2. In the Position Number field, enter the position number. 3. In the COA field, enter C for the chart of accounts. 4. In the Organization field, enter the organization code for the position. 5. In the Budget ID field, enter the Budget ID (Ex: enter FY09 for the fiscal year). 6. In the Budget Phase field, enter the Budget Phase, LBRPH2 to review current fiscal year information. 7. Perform a Next Block function. 21 v2.0 NOV10

26 8. The Position Budget Basis, Position Annual Basis and Base Units for the position is derived from the Position Budget Form, NBAPBUD, and are either 24 or 26 pay periods depending on the Employee Class. 9. Perform an Exit function. 22 v2.0 NOV10

27 Viewing Position History NBIPOSH The Position History Form, NBIPOSH is used to view information on a position when it is created or changed. The first record will display the position data when it was originally created. Changes to an existing position number will create a new history record that will reflect the new values in the fields changed. 1. In the Go To field, enter the Position History Form, NBIPOSH, and then press Enter. 23 v2.0 NOV10

28 2. In the Position Number field, enter the position number. The Position Status, Position Type, Position Begin Date and Position End Date fields will default in the Key Block. 3. In the Query Date field, enter the query date. The history records displayed will be from the position creation date to the query date. 4. Perform a Next Block function. 5. A list of changes will be displayed. Use the Scroll Bar at the bottom right of the form to view additional fields. 6. Perform an Exit function. 24 v2.0 NOV10

29 Viewing Position Incumbents - NBIPINC The Position Incumbent List Form, NBIPINC, lists current and former position incumbents as of the query date. The data provided includes the ID, name, job suffix, status, FTE, and begin/end dates. 1. In the Go To field, enter the Position Incumbent List Form, NBIPINC, and then press Enter. 25 v2.0 NOV10

30 2. In the Position Number field, enter or select the position number from the drop down list. The Title and Position Begin Date and End Date fields automatically populate. 3. The results displayed will begin with a history of active incumbents as of the Banner HR go-live date of December 8, Perform a Next Block function. The Status, Budget FTE and Filled FTE fields in the Key Block will be automatically populated. In the next block, the ID, Name, Suff, Status, FTE, Begin Date, and End Date fields will also be populated. 5. Perform an Exit function. 26 v2.0 NOV10

31 Labor Distribution Data Inquiry - NHIDIST The Labor Distribution Data Inquiry Form, NHIDIST, provides query access to all payroll distribution information. This form displays earnings and/or benefit/deduction information based on criteria entered in the key block of the form. 1. In the Go To field, enter the Labor Distribution Data Inquiry Form, NHIDIST, and then press Enter. 27 v2.0 NOV10

32 2. In the Key Block, enter any relevant information based on the query being performed. 3. Perform a Next Block function. 4. Perform an Execute Query function, or enter any additional information and then perform an Execute Query function. 5. Use the Scroll Bar to view additional information. 6. Perform an Exit function. 28 v2.0 NOV10