Perform this procedure when a position is no longer needed or funding has ended for a position.

Transcription

1 Introduction Use this procedure to delimit (inactivate) a position. Delimiting a position prevents any hiring and visibility of the position in reports and charts after an effective end date or delimit date is established. Process This task is a part of the Organizational Management process. Trigger Perform this procedure when a position is no longer needed or funding has ended for a position. Prerequisites Position must already exist Understand the impacts of delimiting a position Menu Path Use the following menu path to begin this transaction: To initiate the request: BUworks Central Manager Self-Service Organization Organization Management Actions To track the request:buworks Central Manager Self-Service Team To approve the request: BUworks Central Worklist Transaction Code None Tips and Tricks At times you may need to use your scroll bar to view additional information. Historical reporting on the position is still possible. This document will provide instruction for the most common workflow,which is Initiator Compensation Org Management VP/Dean approval. The request will always funnel to Compensation and Organizational Management. The approval levels will vary depending on the type of position and location in the organizational structure. To save time, know the ID of the position you would like to delimit. On the form, you always click 'select position' when any changes are made to the position ID. Ensure you are delimiting the correct position by reviewing the position attributes on the form. On the form, you click the Enter key to validate data. The form will error if you attempt to delimit a position while an employee is actively hired into the position. If you inactivate a position today, it will still appear on your organizational chart since it is still active today. It will no longer appear on your chart tomorrow. This process begins when a manager or a proxy (initiator) submits a request to delimit a position. To begin, the initiator will log into the BUworks Central portal, and then navigate to the Manager Self-Service tab. 1/41

2 Reports None 2/41

3 Procedure 1. Start the transaction using the appropriate form name, portal, or transaction code. Manager Self-Service 2. Click the Organization tab to view the available organization services. 3/41

4 Organization 3. Click the Organizational Profile link to view your organizational profile. 4/41

5 Organizational Profile 4. Select the Organizational Structure list item from the Organizational Unit Selection field. 5/41

6 Organizational Profile 5. Click the appropriate folder arrow under Organizational Structure to expand the folder to view the sub-units. 6/41

7 Organizational Profile 6. Click the appropriate sub-unit to view positions in that unit. 7/41

8 Organizational Profile 7. Click the appropriate link under Organizational Unit to view additional information. 8/41

9 Organizational Profile 8. Click the Close button to exit from the Organizational Profile screen. The view in the second half of the screen changes and displays information about the selected unit. In this scenario, the Postdoctoral Associate of Biochemistry will be delimited. Note that the holder is currently vacant. Record the value in the Position ID field, as it will be necessary during this delimit process. 9/41

10 Organization 9. Click the Delimit Position link to access the Delimit Position screen. 10/41

11 Delimit Position 10. Click in the Position Id field. 11/41

12 Delimit Position 11. Enter the appropriate position ID in the Position ID field. If you need to search for the position ID, you may do so by clicking the Position ID field's Matchcode button. Notice that the Position Long Name, PositionAbbr, and Begin Date fields are blank, even after entering the position ID. 12/41

13 Delimit Position 12. Click the Select Position button to review additional information. 13/41

14 Delimit Position 13. As required, complete/review the following fields: Field R/O/C Delimit Date Required Description End date or last day an object is active or valid. Example: 6/12/2011 The delimit date should be the last day of activity for the position (for example, if the position should no longer be visible or usable). 14/41

15 Delimit Position 14. Select the appropriate delimit reason from the Reason drop-down menu. 15/41

16 Delimit Position 15. As required, complete/review the following fields: Field Comments R/O/C Required Description Explanation or more information related to the transaction. Example: Grant ended, this position may be inactivated 16/41

17 Delimit Position 16. Click the Submit button to begin processing the delimit request. After submitted, you click the Close button to cancel the close the screen. 17/41

18 Organization 17. Click the Team tab to view additional services. 18/41

19 Team 18. Review the status of the submitted request in the Request Tracking section. The Request Tracking section provides the tracking number (in the first column). This is important. If you have questions about your request, subsequent reviewers will need the tracking number to properly answer questions about the request. The table will also provide the Request Type, Affected Object, and the current agent (what group/who is the request with), and the status of the request. 19/41

20 Team 19. Click the Worklist tab to complete the delimit request. 20/41

21 Worklist 20. Click the appropriate row to begin the process of reviewing/approving the delimit position request. 21/41

22 Delimit Position: Approver View 21. Click in the Comments field. 22/41

23 Delimit Position: Approver View 22. As required, complete/review the following fields: Field Comments R/O/C Required Description Explanation or more information related to the transaction. Example: OK 23/41

24 Delimit Position: Approver View 23. Click the Approve button to approve the delimit request. The Compensation employer reviews the request and may enter any comments for subsequent reviewers/approvers, but they are not allowed to alter any information. They can then approve or deny any request form. 24/41

25 Delimit Position: Approver View 24. Click the Exit button to close the window and return to the BUworks Central screen. 25/41

26 BUworks Central 25. Click the Worklist tab to complete the delimit request. You are now logged in as an Org. Management Employee. 26/41

27 Worklist 26. Click the appropriate row to begin the process of reviewing/approving the delimit position request. 27/41

28 Delimit Position: Approver View 27. Click in the Comments field to enter any additional comments for subsequent reviewers/approvers. 28/41

29 Delimit Position: Approver View 28. As required, complete/review the following fields: Field Comments R/O/C Required Description Explanation or more information related to the transaction. Example: OK 29/41

30 Delimit Position: Approver View 29. Click the Approve button to approve the delimit request. 30/41

31 Delimit Position: Approver View 30. Click the Exit button to forward the request to the next approver. 31/41

32 Team 31. Review the status of your submitted request in the Request Tracking section, and then select the appropriate request type by highlighting the appropriate row. 32/41

33 Worklist 32. Click the Worklist tab to complete the delimit request. Delimit Position: Approver View 33. Click the Exit button to complete the workflow. The VP/Dean reviews the request and may Approve or Reject the request by clicking Approve or Reject. For this demonstration, the request has been approved. 33/41

34 Request Tracking 34. Select the appropriate tracking number and then click the Display History button to review the history of the reviewers/approvers of this delimit request. 34/41

35 Request Tracking 35. Review the displayed information. 35/41

36 Request Tracking 36. Click the Return to Overview button to return to the overview screen. 36/41

37 Request Tracking 37. Review the displayed information. 37/41

38 Request Tracking 38. Click the Organization tab to view available organizational structures. If the request was not approved, the status of the request would be Rejected. You could then click the Display History button to find out who rejected the request and when it was not approved. 38/41

39 Organizational Profile 39. Click the Close button to return to the BUworks Central screen. 39/41

40 BUworks Central 40. The transaction is complete. 40/41

41 Results and Next Steps You have delimited an employee's position. Review your organizational profile after the delimit position request successfully completed, and also a day after the delimit date. You will notice that the position is no longer viewable on the Organizational Profile. 41/41