Completing a Maintain Position Form - Quick Reference Guide

Transcription

1 Managers and Payroll Coordinators can use the Maintain Position Form when there is a need to modify/edit/update an existing position in the Org. structure. An example would be updating a position s essential duties or prepping it so that it better matches a candidate who is to replace an employee leaving BU. The on-going maintenance of an existing position serves as a pre-requisite for several PA (Personnel Administration) actions such as Employee Position Update, Transfer etc. In order to take action on the PA side, the OM action of Maintain Position must first be successfully approved in workflow. Click here for a list of scenarios which require an OM action pre-requisite. Contact your HR Compensation analyst anytime maintaining a position involves a change which might impact a position s salary and/or grade. 1. Log on to BUworks Central 2. Based on your privileges, you will see either the Manager Self Service OR the Payroll Coordinator tab. 3. Click on Organization tab 4. Click on Maintain Position 5. Enter the eight digit Position Id. Click on Select Position button to open the Maintain Position form. 1 2/2/2018

2 6. The Maintain Position screen appears. On the left side of the screen you can view a section titled Current Position Data which gives you a reference view of the position s current details with non-editable fields On the right-side, a section titled New Position Data allows you to enter/edit information. Only those tabs for which you are allowed to edit/change information are presented in this section 2 2/2/2018

3 7. Effective Date Enter the date you are want your changes to the position to take effect. They will be reflected on the position once the Maintain Position form is approved via workflow 8. Organizational Unit This will pre-populate based on the position Id you entered in Step 5. In order to change the Org unit you would need to be search for it or enter Org. Unit Id into the text box. Click on Select Org Unit NOTE: Remember that only one chief/manager is allowed for an Org. Unit. A change of Org. Unit for this position may require an Org. Unit Request form to be filled out. Send an to hrsys@bu.edu before changing an Org. Unit assigned to a manager s position. The Job Code field pre-populates based on the job code the position is tied to 9. Position Long Name (Business Card Title) Use this field to change the name of the position as it might appear on a business card. NOTE: Changing a position s long name to Senior Manager level may impact salary, grade and benefits. Contact HR Compensation Analyst to discuss before making such a change 3 2/2/2018

4 10. Recruitment/Hire Indicator - Indicate if (and when) you want to initiate the recruitment process to get the position filled AND if you want your position to be posted to the BU HR Recruitment Website or not A. The No/Remove recruitment or hire selection (Default selection) is for positions that may have an active employee holding them, and for instance, you may simply be updating the Position s essential duties. While I am maintaining/updating info on this position, I have no plans to hire an employee into it. Once the Maintain Position form has been approved, the position will continue to appear in my Org Structure and if I view it, it will reflect the changes I ve made to it (based upon the Effective Date I indicated at the top of this Maintain Position form). I do not want the position posted. B. The second option Mark this Position open for Hire is for opening a position for hire that is NOT posted through Human Resources. Such non-posted positions include: Faculty, Temporary and Non-Compensated Positions, Academic Research, etc. - I want the door to this position to be opened, so that it appears on the Hire form as a vacant and available-for-hire position, allowing me to proceed with getting an employee hired into it. I do NOT want this position posted.. When this option is selected, a date field automatically appears, labeled 4 2/2/2018

5 Earliest Hire Action Date. This is the actual hire date you expect to hire someone into the position C. The third option Mark this Position open for Hire is for opening a position for hire and requesting for it to be posted on the HR website through Human Resources. I am requesting HR Recruitment begin the recruitment process for filling this position. This starts with a Recruiter posting it to the BU Recruitment website. I have indicated the ideal date that I d like the position posted in the Posting Date field. In working with Recruitment, I am opening the door to this position so as to allow Recruitment to eventually hire a Staff employee into it for me. NOTE: Once the position completes Workflow and has all of its approvals, a Recruiter will contact you to discuss the recruiting and posting process 11. Position Overlaps an Existing Position - As a best practice, this box should be checked on the Create Position form as opposed to the Maintain Position form. On the Create Position form, it is selected only in a case of overlap - when the position being created is for the person replacing an employee who is currently holding the 5 2/2/2018

6 same position and will not have yet vacated their position when their replacement starts work. Each employee needs their own position (a 1:1 relationship) and this checkbox addresses that need 12. Weekly Work schedule In the text box, enter the days, work schedule, and average# hours per week (i.e. Mon-Fri, 8:30am-5pm, 40 hours). If the employee will be on a nonstandard schedule (i.e. not Monday-Friday), provide a brief explanation. (NOTE: This is NOT the Work schedule rule. This field is to aid Recruitment in terms of the position posting to the BU Recruitment website).your entry will feed to the Additional Data tab. If you need more text for your explanation, use the Recruitment Comments text area on the Additional Data tab. 13. Assignment Duration Via the dropdown menu, select the appropriate assignment duration. Temporary positions are <= 8.8 months in assignment duration 14. Employment Percentage - Ranges between 100 to 0 (whole numbers) 6 2/2/2018

7 15. Recruitment/Department proposed Amount If you have questions, prior to changing this field contact Compensation. If your intention is to increase an employee s salary, there may be subsequent impacts to the position s grade and employee s benefits, etc. After the Maintain Position form has gone through Workflow and been approved, you would complete an Employee Position Update form on the Personnel Administration (PA) side to formally change employee s record in SAP. 16. Position Budget Enter what you would like to propose to pay the employee (The amount entered may be greater than the actual salary, as this is ultimately determined by Compensation). For exempts and any temporary employees that will be paid monthly, enter the proposed annual salary (e.g ). For hourlypaid employees, enter the proposed hourly pay (e.g ). NOTE: The amount entered cannot be higher than the approved grade for this position 7 2/2/2018

8 17. Attachments - Upload backup documentation from your computer with approval from the department authorizing maintenance of the position. NEVER attach documents containing sensitive, employee- specific information 18. Comments - Enter a meaningful and concise comment (150 characters) in the mandatory Comments section, indicating the changes made to the existing position s budget, proposed work hours, assignment duration and details of any conversation exchange with a Compensation Analyst or HR Business Partner with regard to this position Click on Continue button at the bottom of the page 19. Cost Distributions The existing cost distributions are displayed. It is best practice to keep salary cost distributions on the OM position forms consistent with cost distributions changed via the Personnel Administration form Salary Cost Distribution 8 2/2/2018

9 20. Position Description Details A summary will automatically appear as a blurb. You may make minor edits if needed 21. Essential Duties Existing duties will be prepopulated. Upto six essential functions of the position can be listed. For posted Staff positions, edits made here do not get updated within the posting (see the Additional Data tab). For Staff positions and Temporary employees to be paid monthly, you MUST include the approximate % of time the employee will spend performing each group of functions (this helps HR/Compensation). Entering percentages is recommended, but not required, for Faculty, Non-Comp, Academic Research and weekly paid Temporary employees 22. Position Requirements - (optional) Highlight and select the appropriate value from the Qualification Catalog, Qualification, and Proficiency drop-downs relative to this position. Click on Continue at the bottom of the page 9 2/2/2018

10 23. Additional Data In the Additional Data tab, add Additional Posting related information: 24. Building Select the building the position is located and/or where the employee will work from drop-down 25. Mail Code - Select a mail code from drop-down 26. Office Phone - Enter the employee s phone number, if known. If not known, enter the general building phone NOTE: If the position you re creating is for faculty, temporary, academic research,,non-compensated or other positions which are not hired or posted through Human Resources, scroll to the bottom of the form. Click on Review to review the information. If all the data is correct and there are no errors, click on Next Department to submit the form. Track the request via Request Tracker 10 2/2/2018

11 27. Recruiting Information - For positions that need to be posted on HR website, Recruiting Information is broken into 4 sections: A. Recruiting Department Information B. Planned Work Schedule Info C. Additional Info D. Recruitment Posting Information Hiring Manager Lookup (labeled A) Locate the hiring manager name from the list whose department needs the position filled. This will auto-populate and phone of hiring manager Recruiting Department - Via the drop-down menu, select the Recruiting Department. If you do not find any value in the drop-down, please HROM@bu.edu 28. Assignment Duration - This pre-populates, based on Position Details and can be modified. Temporary positions are <= 8.8 months 29. Weekly Work Schedule This field prepopulates, based on the Position Details and can be modified 11 2/2/2018

12 30. Weekly Work Hours - This non-editable field is entered later, by Compensation 31. Employment Percent - This pre-populates, based on the Position Details and can be modified 32. New/Existing Position - Select Existing Position 33. Grant Funded Select No, Yes, or Partially NOTE: This information is solely to help the Recruitment team and your selection DOES NOT impact/drive actual funding of the position 12 2/2/2018

13 34. Recruitment Posting Information Provide information to the HR/Recruitment team on the position that needs to be posted and filled in the following areas: 35. Posting Description for HR Website (labeled A) - This is a 5-8 sentence description providing the primary function/purpose of the position and is viewable by potential applicants. Format: The 1st sentence is a general opening summary statement about the position Use present tense Each statement should start with an action word that is linked to a value, product, outcome, service or objective There should be an emphasis on connecting the position to the mission of the department Tip: Refer to the following tabs on the Position forms: Descriptions tab: The Position s General Description Blurb provides a good starting point for the description Essential Functions tab: Provides the main position functions to highlight in the description 13 2/2/2018

14 36. Posting Requirements for HR Website (labeled B) - This is a description of the requirements and qualifications needed to perform the position and is viewable by potential applicants Format: 1st requirement is the educational requirements (use abbreviation of B.A. or B.S. for Bachelor s degree and include the specific area of study if necessary i.e. B.A. in Biology or Chemistry) 2nd requirement is years of work experience (include specific type of experience if necessary (i.e. one to three years of related administrative experience working in an academic environment.) Remaining requirements then follow (i.e. excellent communications skills and customer service skills, strong analytical and problem solving skills, experience developing front-end/server side applications using HTML, JavaScript, AJAX, and CSS, experience with content management systems) Tips: Info within the Position Requirements tab of the Position should be consistent with info in the Posting Requirements for HR website text area. If a skill/experience is preferred or desirable, designate it as such. Include any additional, specific information related to the position 14 2/2/2018

15 that a candidate should know about (i.e. this position requires frequent travel) etc. 37. Recruitment Comments (labeled C) These comments are not posted and are intended for communicating directly with HR/Recruitment 38. Click on Validate Form Data and carefully review each tab and the data entered. Tip: To change any info, click BACK button to return to the previous steps or click on the appropriate tab number at the top of the screen 39. Click on Submit to submit request for approval via Workflow 40. Click on Exit to close the window. Track approval via Request Tracker. Remember for Staff positions, if you indicated that the position is to be posted on HR website, a recruiter will contact you once the form completes Workflow to discuss the posting of the position 15 2/2/2018