Position Data Management

Trainer Introduction Kathleen Cool Title: Principal Trainer Department: HR UCPath Years @ 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?

Your Questions and Input https://tinyurl.com/ucrtraining

Housekeeping Cell Phones Breaks Restrooms

Learning Objectives (1 of 2) 1 2 Identify the roles and tasks for position data management transactions. Understand special considerations for Academic Personnel 3 Demonstrate the ability to request a new position or an update to a position using ServiceLink

Learning Objectives (2 of 2) 4 5 Define the following concepts: Single Position Multi-Headcount Position Position Pool Identify what data resides at the job level vs. at the position level 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 Job record. 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 empty chairs. 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? Position Data Employee 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.

What is a Job Record? Position Data: Department Job Code Salary Admin Plan & Grade Job Data: Employee Class Compensation Rate Expected Appointment End Date Job Record

How does Position Data Work? JOB DATA TABLES Incumbent history is stored in Job Data tables, which allows for reporting of data. POSITION ATTRIBUTES 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 IS STATIC While an employee may change position, position data remains constant. POSITION ATTRIBUTES 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.

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

Single-Headcount Positions Definition Most positions at UCR have a oneto-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. Use Case The HR department is expanding. The department has determined that a Senior Analyst position is needed. *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.

Multi-Headcount Positions Definition Attributes Possible Uses 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

Position Pools Definition Position pools are used to group similar positions in the same department that share Funding. Use Case 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 Programs Set 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 nonpermanent 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.

PDM FOM Process Essential Roles 2: HR/AP Central Office (Approver) ServiceLink 3: Financial Manager (Approver) ServiceLink 4: Shared Services Center Fulfiller(s) UCPath 5: Shared Services Center AWE Approver UCPath 6: Org./Dept./SSC Inquirers ServiceLink 1: HR/AP Staff (Initiator) ServiceLink HR/AP Staff (Initiator) 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

PDM FOM Process Essential Roles HR/AP Central Office (Approver) 1: HR/AP Staff (Initiator) ServiceLink 3: Financial Manager (Approver) ServiceLink 4: Shared Services Center Fulfiller(s) UCPath 5: Shared Services Center AWE Approver UCPath 2: HR/AP Central Office (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. 6: Org./Dept./SSC Inquirers ServiceLink

PDM FOM Process Essential Roles 1: HR/AP Staff (Initiator) ServiceLink 2: HR/AP Central Office (Approver) ServiceLink 4: Shared Services Center Fulfiller(s) UCPath 5: Shared Services Center AWE Approver UCPath 6: Org./Dept./SSC Inquirers ServiceLink 3: Financial Manager (Approver) ServiceLink Financial Manager (Approver) 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.

PDM FOM Process Essential Roles 1: HR/AP Staff (Initiator) ServiceLink 2: HR/AP Central Office (Approver) ServiceLink 3: Financial Manager (Approver) ServiceLink 5: Shared Services Center AWE Approver UCPath 6: Org./Dept./SSC Inquirers ServiceLink 4: Shared Services Center Fulfiller (s) UCPath Shared Services Center Fulfiller(s) 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.

PDM FOM Process Essential Roles 1: HR/AP Staff (Initiator) ServiceLink 2: HR/AP Central Office (Approver) ServiceLink 3: Financial Manager (Approver) ServiceLink 4: Shared Services Center Fulfiller(s) UCPath 6: Org./Dept./SSC Inquirers ServiceLink 5: Shared Services Center AWE Approver UCPath Shared Services Center AWE Approver 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.

PDM FOM Process Essential Roles 1: HR/AP Staff (Initiator) ServiceLink 2: HR/AP Central Office (Approver) ServiceLink Org./Dept./SSC Inquirers 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. 3: Financial Manager (Approver) ServiceLink 4: Shared Services Center Fulfiller(s) UCPath 5: Shared Services Center AWE Approver UCPath 6: Org./Dept./SSC Inquirers ServiceLink

Position Management Processes There 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

Department A new position for Department X has been approved and a funding source has been secured. FAU Change for New Position HR/AP Staff (Initiator) HR/AP Approver (Conditional) Step 1 Step 2 Step 3 Step 4 Step 5 Financial Manager (Approver) Shared Services Center Fulfiller(s) Shared Services Center AWE Approver ServiceLink UCPath Shared Services Center Fulfiller(s) Submits New Position request and provides FAU information in the comments section Task is triggered for FAU approver to review and validate FAU information provided in the request Transacts New Position in UCPath Reviews and approves the New Position transaction. A position number is automatically generated Manually enters FAU information to the newly created position (ServiceLink) (ServiceLink) (UCPath) (UCPath) (UCPath)

Simple FAU Change for Position Update ServiceLink UCPath Department Requests FAU change and provides approval via email. Step 1 Step 2 Step 3 Step 4 Department Analyst (Transactor) Financial Manager (Approver) Automatic Upload Shared Services Center Submits FAU Change request and attaches required documentation. Reviews and Approves or denies request. Automatically uploaded directly to UCPath via a nightly batch process. If there are no errors indicates FAU is complete. Completion notice will be sent the next day to Transactor. (ServiceLink) (ServiceLink) (UCPath) (ServiceLink)

Department Complex FAU Change for Position Update FAU Tool UCPath Requests FAU change and provides approval via email. Step 1 Step 2 Step 3 Step 4 Step 5 Department Analyst (Transactor) Financial Manager (Approver) Shared Services Center Fulfiller(s) Shared Services Center AWE Approver Shared Services Center Submits FAU Change request in FAU Tool. Reviews and Approves request in FAU Tool. Manually enters FAU Change in UCPath Reviews transaction in UCPath for quality assurance. Indicates FAU is complete. Completion notice will be sent to Transactor. (ServiceLink) (ServiceLink) (UCPath) (UCPath) (ServiceLink)

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 established Employees should only be hired into Active Approved Positions Inactive Used 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 Active - Proposed 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 Active - Frozen 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 Statuses Positions 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.

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ServiceLink (New Position)

Scenario: Creating a New Position Description Business Case What you need to know 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 My department is expanding, and we need to hire a new Senior Analyst New Positions will be approved using the AWEenabled 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 ServiceLink request 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 PayPath Actions 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

UCPath Approval Workflow Engine (AWE) 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 AWE Roles Initiator Enters transactions in UCPath and submits for approval Approver Reviews and approves transactions. Adds ad hoc approvers and ad hoc reviewers to AWE workflow when necessary AWE Admin Monitors 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

FOM UCPath Training Team Email FOMUCPathtraining@ucr.edu

Training Resources http://fomucpath.ucr.edu/training/resources.html

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