Human Capital Management (HCM) Position Management

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1 Human Capital Management (HCM) Position Management

2 TABLE OF CONTENTS Overview...3 Access the System...4 Create/Modify Positions...9 Maintain Position Accounting...19 Position Cross-Reference...28 Resources...37

3 Overview The purpose of this Reference Guide is to illustrate the procedural steps and the PeopleSoft screens used by Departmental Position Managers to: Create/Modify Positions Maintain Position Accounting View Position Cross-Reference At Go-Live, Position Management will primarily be handled by departments; position management will no longer be centralized within OHR. The paper forms will be a thing of the past. In PeopleSoft there are 3 sections (roles) within position management. They are: 1. Create/Modify Positions ASU_HR_PM_Dept Position Mgr 2. Maintain Position Accounting ASU_HR_PM_Dept Financial Mgr 3. Position Cross-Reference ASU_HR_PM_Dept Position View Those with the Dept Position Mgr or Dept Financial Mgr role will automatically be given the Dept Position View. The Dept Position View role can also be requested by those within your area needing to see this information but who will not be given the access to make changes to the position number or the funding. Depending on the change, the request to modify or create a position number will be routed to OHR for approval. An example requiring OHR approval would be a change to the job title/job class code. Most position changes will not require OHR approval. Some examples would include: Change to Reports To Change to funding Page 3 of 37 Last Revised 06/19/2007

4 Access the System You can access the PeopleSoft system from the link below, You need to use your ASURITE ID and Password to sign in. Page 4 of 37 Last Revised 06/19/2007

5 After signing into PeopleSoft, Position Management is only 3 clicks away. Once you have reached the main Position Management menu, you can click on the Add to Favorites link in the top right hand corner of your computer screen and save that web page link. From then on, Position Management will only be one click away. Let s begin. Text Captions: Select the ASU Customizations link Page 5 of 37 Last Revised 06/19/2007

6 Here is the second click. Text Captions: Select the ASU HCM Custom link Page 6 of 37 Last Revised 06/19/2007

7 One more click and we are there! Text Captions: Select the ASU Position Management link Page 7 of 37 Last Revised 06/19/2007

8 This is the main ASU Position Management Menu. You can see the 3 sections that Position Management is comprised of. Remember to save this page as one of your favorites, making it easy find again. Page 8 of 37 Last Revised 06/19/2007

9 Create/Modify Positions To create/modify a position, please select the Create/Modify Positions link. The role that you will need to create or modify a position number is Dept Position Mgr. First we will find out how to create a position number. Text Captions: Select the Create/Modify Positions link Page 9 of 37 Last Revised 06/19/2007

10 Upon selecting Create/Modify Positions, the following 3 choices appear: 1 Create a New Position 2. Modify Existing Position 3. Return to Work in Progress (will not show for first time user) Text Captions: Select the Create New Position radio button Typically, Create a New Position will be chosen when one or more of the five main criteria for a position number do not correspond to an existing position number within the department. Those five main criteria are: 1. Job Class Code 2. Job Title 3. Job Dept 4. Reports To 5. Funding (accounts and percentages) A position number can be created by cloning an existing position number and then changing attributes of the position number, or can be created from scratch. To change an existing position number s attributes, like the reporting structure for example, select Modify Existing Position. To return to position number updates in progress, select Return to Work In- Progress to see a listing of position numbers that have been saved. Page 10 of 37 Last Revised 06/19/2007

11 This time we are going to clone an existing position number. Text Captions: Select the Clone from Existing Position radio button Page 11 of 37 Last Revised 06/19/2007

12 A message will appear each time you indicate that you will be creating a new position number. Position numbers are auto assigned. It is not possible to choose a specific number for the new position. Text Captions: Click the Return button. Page 12 of 37 Last Revised 06/19/2007

13 Indicate the position number that you want to clone. You can look the position number up if you are unsure what it is. Text Captions: Click the Look Up icon. Page 13 of 37 Last Revised 06/19/2007

14 We are going to clone position number Position numbers in PeopleSoft are six digits long instead of the five digit numbers we have been using in the legacy system. Text Captions: Select the link Page 14 of 37 Last Revised 06/19/2007

15 Upon selecting the position number that you have chosen to clone, the title appears, most of the attributes have been copied to what will be the new position number. Text Captions: Click the Continue >> button Page 15 of 37 Last Revised 06/19/2007

16 Before clicking the scroll bar, take a look at the attributes that have been copied over. The attributes that you can change are easy to identify. Text Captions: Click the scroll bar Attributes of a Position Number The Job Class table in PS contains the HR attributes of a position number like the salary grade or the FLSA status. In that respect, the Job Class modifies the Position. Once a position number has been set up, the position modifies the employee, for example the job department. However, attributes of an employee may change without the need to update the Position. For example, a position may be set to and budgeted as FT but the employee could be working PT. Page 16 of 37 Last Revised 06/19/2007

17 Make sure that all of the fields have been completed and that they match up to your specifications before clicking on the Save and Submit button. If necessary, you could choose to select Save for Later and come back to this position number at a later point in time. Text Captions: Click the Save and Submit button Page 17 of 37 Last Revised 06/19/2007

18 Here is the promised message containing the position number that you have just created. It is a good idea to write this position number down. Text Captions: Click the Return button Page 18 of 37 Last Revised 06/19/2007

19 Maintain Position Accounting The first half of the position number has been completed. Now it is time to create the second half of the position number, the funding. You cannot have a position number in PeopleSoft without funding. All new position numbers require OHR approval and without the funding section completed, OHR cannot pull up and approve the new position number. The role that you will need to create or modify a position number is Dept Financial Mgr. Identifying the funding for a position number can be done by clicking on the ASU Position Management link and then by selecting Maintain Position Accounting or by clicking on the Create Distribution Funding link in the lower right hand corner of this screen. If you have both the Dept Position Manager and the Dept Financial Manager roles, you can go straight to identifying the funding for a position by clicking on the Create Distribution Funding link in the lower left hand corner. For today, let s pretend that you have both the Dept Position Manager and the Department Financial Manager role. Text Captions: Select the Create Distribution Funding link Page 19 of 37 Last Revised 06/19/2007

20 The Position number will carry over from the previous screen and you will not have to re-enter it. Text Captions: Click the Continue >> button Page 20 of 37 Last Revised 06/19/2007

21 Please make sure that you have correctly identified the current fiscal year that corresponds to the effective date for the new funding distribution. Text Captions: Click to highlight 2008 in the Fiscal year field Page 21 of 37 Last Revised 06/19/2007

22 In this simulation, the effective date is June 12, Text Captions:Type 2007 in the Fiscal year text field Page 22 of 37 Last Revised 06/19/2007

23 You can look up the correct account number, if you don t have it memorized, by clicking on the magnifying glass. Every field with a magnifying glass in PeopleSoft should allow you to perform a lookup (Type the first letter of your account in the search field will narrow the search result). Text Captions: Click the Look Up Icon for the Acct field Page 23 of 37 Last Revised 06/19/2007

24 Select the right account that the new position number should be paid on. Text Captions: Select the AC link Page 24 of 37 Last Revised 06/19/2007

25 The total default distributions must equal 100% as well as the total distributions for each specific optional earning code. If a position number is being paid from more that one account, the total distribution percentages from all accounts must add up to 100%. If a position is paid from more than one account, click the + sign and a new row will appear for entry. Changes to funding do not require an approval in the system. Text Captions: Type 100 in the Dist % text field To indicate different account(s) to use for specific earn type code(s), go to the box marked Optional Earnings: Specific Distributions, select the appropriate Earning Type Code and then indicate the new account(s) and percentage(s). Page 25 of 37 Last Revised 06/19/2007

26 Text Captions: Click the Save and Submit button Page 26 of 37 Last Revised 06/19/2007

27 The position number is now complete. Now it is up to OHR to complete the approval. In most instances, the approval will be completed in less than a day. Once a position number has been initially set up, most positions will need little if any maintenance. We will no longer have to go in and create new pay lines for each fiscal year! Text Captions: Click the Return button Page 27 of 37 Last Revised 06/19/2007

28 Position Cross-Reference After reviewing the completed Position Accounting Distribution, you may want to review some of your other position numbers. To review the details of a position number, or see the employees assigned to a position number, at the main PM menu select Position Cross-Reference. A position number value can be looked up by position number, business unit, department, job code, EmplID, Last Name or Name of an employee. Once a position number has been selected, employees are on that position number are listed as well as links to the Position Data Details and the Fiscal Year Distribution. The role that you will need to view position cross-reference is Dept Position View. Employees who have either the Dept Position Manager or Department Financial Manager roles will automatically be given the Dept Position View role. The Dept Position View role can also be given out separately to others who have a need to see and review this information in your department. Text Captions: Select the Position Cross-Reference link Page 28 of 37 Last Revised 06/19/2007

29 You can find position number values by completing any of the selections shown above with the information that you know. Text Captions: Select the Position Number text field Page 29 of 37 Last Revised 06/19/2007

30 If you know the position number you want to look at, just enter it in. Text Captions: Type in the Position Number text field Page 30 of 37 Last Revised 06/19/2007

31 With the position number identified, the position information will immediately pop up when you click the Search button. Text Captions: Click the Search button Page 31 of 37 Last Revised 06/19/2007

32 General position information will be displayed on the first screen as well as a listing of the employees that are on that position number. To look at all the position number attributes you can click on Position Data Details. Text Captions: Click Position Data Details link Page 32 of 37 Last Revised 06/19/2007

33 Click the Return button to go back to the general information screen. Text Captions: Click the Return button Page 33 of 37 Last Revised 06/19/2007

34 The accounts and the account distribution for the position number can also be viewed. Text Captions: Click Fiscal Year Distribution link Page 34 of 37 Last Revised 06/19/2007

35 Click the Return button to go back to the general information screen. Text Captions: Click the Return button Page 35 of 37 Last Revised 06/19/2007

36 This concludes the computer based training for Position Management. Page 36 of 37 Last Revised 06/19/2007

37 Resources Request Access to PeopleSoft Information About How To Request Access HR Web Site The HR website will continue to be your source for HR information. You can access this site from any web browser connected to the Internet. HCM Web Site This site is your one stop for all information about HCM. You can get here from a link on the HR Web site. AskHR@asu.edu Call the HCM help desk (480) Page 37 of 37 Last Revised 06/19/2007

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