Chapter 2

Managing Positions

Objectives

By the end of this chapter, you will be able to:

· Enter a position.

· Copy a position.

· Hire into a position.

· Transfer someone into a new position.

· Transfer a position to a new location.

· Reclassify a position with a new job code.

· Run the Exceptions/Override report.

Describing the Concepts That Are Associated With Managing Positions

The main concepts for Managing Positions are:

· Positions.

· Updating position changes to job data.

PeopleSoft Web-Based Learning Assistant

From the table of contents in the PeopleSoft Web-Based Learning Assistant, select PeopleSoft Human Resources, Managing Positions, Concepts.

Select and read the following concepts:

· Understanding Positions.

· Understanding Updating Position Changes to Job Data.

Activity 1: Entering a Position

In this activity, you will review the activity overview and:

· Walk-through: Enter a new position.

· Walk-through: Enter position specific information.

· Walk-through: View budget and incumbents information.

BInstructorNotes

Instructor Notes

Instruct students to use the following information when signing into PeopleSoft:

User ID	Password
Your assigned userID	Your password

If your classroom is set up to use one database rather than an individual database for each student, assign the following values:

Student	Position Number
Murray101	88000001
Murray102	88000002
Murray103	88000003
Murray104	88000004
Murray105	88000005
Murray106	88000006
Murray107	88000007
Murray108	88000008

EInstructorNotes

Activity Overview

Due to an increase of activity in the Customer Services department, you receive a request to add a new Customer Services Specialist position.

Walk-Through: Entering a New Position

To enter a new position:

1. Select Organizational Development, Position Management, Maintain Positions/Budgets, Add/Update Position Info.

The Find an Existing Value page appears.

2. Select the Add a New Value tab.

The Add a New Value page appears.

3. On the Add a New Value page, enter 88000001 in the Position Number field.

4. Click Add.

The Description page appears.

Description page

5. Enter the following information:

Page Element	Value or Status
Job Code	820035
Department	27000
Reports To	19100004
Business unit	Australian Business Unit
Region	Australia
Detailed Position Description	Will be responsible for identifying key customers in the Australian market and managing relationships with them.
Location	Queensland Office
Salary plan information	Automatically filled

Note. The Effective Date field is automatically populated with the current date.

Walk-Through: Entering Position Specific Information

To enter position specific information:

1. Select the Specific Information tab.

The Specific Information page appears.

Specific Information page

2. On the Specific Information page, enter +61-7-289-8899 in the Work Phone field.

Walk-Through: Viewing Budget and Incumbents Information

To view budget and incumbents information:

1. Select the Budget and Incumbents tab.

The Budget and Incumbents page appears.

Budget and Incumbents page

2. Click Save.

This concludes the activity. Do not continue.

BInstructorNotes

Questions: Entering a Position

Question

How can you tell if the position is part-time?

Where on this component can you tell if there is an incumbent attached to this position?

EInstructorNotes

Activity 2: Copying a Position

In this activity, you will review the activity overview and:

· Walk-through: Enter a new position.

· Walk-through: Enter a position number to copy from.

BInstructorNotes

Create a new position with the following new position numbers

Student	Position Number
Murray101	98000001
Murray102	98000002
Murray103	98000003
Murray104	98000004
Murray105	98000005
Murray106	98000006
Murray107	98000007
Murray108	98000008

EInstructorNotes

Activity Overview

Due to the high demand for Customer Services Specialists in your department, you receive a request to add another specialist position. The position information you add, will come directly from the Customer Services Specialist position you entered in Activity 1.

BInstructorNotes

EInstructorNotes

Walk-Through: Entering a New Position

To enter a new position:

1. Select Organizational Development, Position Management, Maintain Positions/Budgets, Add/Update Position Info.

The Find an Existing Value page appears.

2. Select the Add a New Value tab.

The Add a New Value page appears.

3. On the Add a New Value page, enter 98000001 in the Position Number field.

4. Click Add.

The Description page appears.

Description page

Note. The Effective Date and the Status Date fields are automatically populated with the current date.

Walk-Through: Entering a Position Number to Copy From

To enter a position number to copy from:

1. Click Initialize.

The Default Position Data page appears.

2. On the Default Position Data page, enter the position number you created first.

3. Click OK.

The Description page appears.

4. Click Save.

This concludes the activity. Do not continue.

BInstructorNotes

Questions: Copying a Position

Question	Answer
What is the difference between the Action Date and the Effective Date fields?	The Action Date field is the date of data entry. The Effective Date field is the date the position came into effect.
What do you use to group jobs into general classifications?	a. Job Code

EInstructorNotes

Activity 3: Hiring Into a Position

In this activity, you will review the activity overview and:

· Walk-through: Enter a new hire.

· Walk-through: Enter address information.

· Walk-through: Enter personal history information.

· Walk-through: Enter identity and diversity information.

· Walk-through: Enter job data and view job information.

· Walk-through: Enter payroll information and view the salary plan.

· Walk-through: Enter compensation information.

BInstructorNotes

Instructor Notes

If your classroom is set up to use one database rather than an individual database for each student, assign the following values:

Student	EmplID	Position Number
Murray101	AX0001	88000001
Murray102	AX0002	88000002
Murray103	AX0003	88000003
Murray104	AX0004	88000004
Murray105	AX0005	88000005
Murray106	AX0006	88000006
Murray107	AX0007	88000007
Murray108	AX0008	88000008

Note that many fields on the Job Data page default down and become unavailable to change. In a later activity you will learn how turning on the Override Position Data will make those fields available again.

Use the links at the bottom to navigate to the Job Data page.

EInstructorNotes

Activity Overview

Your company is in need of a new Customer Service Specialist, you are now hiring an applicant into that position.

Walk-Though: Entering a New Hire

To enter a new hire:

1. Select Workforce Administration, Increase Workforce, Hire Employee.

The Add a New Value page appears.

2. On the Add a New Value page, enter AX0001 in the EmplID field.

3. Click Add.

The Name History page appears.

Name History page

BInstructorNotes

Notes

Use your own names in this activity.

EInstructorNotes

4. Enter the following information:

Page Element	Value or Status
Prefix	Ms
First	Lauren
Last	Blake

Note. In this activity, the Effective Date fields are automatically populated with the current date.

Walk-Through: Entering Address Information

To enter address information:

1. Select the Address History tab.

The Address History page appears.

Address History page

2. Click “Edit Address.”

The Edit Address page appears.

Edit Address page

3. Enter the following information:

Page Element	Value or Status
Address 1	55 Cabrio St.
City	Melbourne
State	Queensland
Postal	4510

4. Click OK.

The Address History page appears.

Walk-Through: Entering Personal History Information

To enter the personal history information:

1. Select the Personal History tab.

The Personal History page appears.

Personal History page

2. Enter the following information:

Page Element

Gender

Highest Education Level

Walk-Through: Entering Identity and Diversity Information

To enter the identity and diversity information:

1. Select the Identity/Diversity tab.

The Identity/Diversity page appears.

Identity/Diversity page

BInstructorNotes

Notes

Choose Australia as country and AGS-ID as the National ID Type. Use the following values:

Student	National ID
Murray101	56800001
Murray102	56800002
Murray103	56800003
Murray104	56800004
Murray105	56800005
Murray106	56800006
Murray107	56800007
Murray108	56800008

EInstructorNotes

2. Enter the following information:

Page Element	Value or Status
Date of Birth	04/20/1968
National ID	56800008

Walk-Through: Entering Job Data and Viewing Job Information

To enter the job data and view the job information:

1. Click “Job Data.”

The Work Location page appears.

Work Location page

2. On the Work Location page, enter 88000001 in the Position Number field.

Note. Enter the position number created in Activity 1.

3. Select the Job Information tab.

The Job Information page appears.

Job Information page

Note. The Job Information page is for viewing.

Walk-Through: Entering Payroll Information and Viewing the Salary Plan

To enter payroll information and view the salary plan:

1. Select the Payroll tab.

The Payroll page appears.

Payroll page

2. On the Payroll page, enter L00012 in the Tax Location Code field.

3. Select the Salary Plan tab.

The Salary Plan page appears.

Salary Plan page

Walk-Through: Entering Compensation Information

To enter compensation information:

1. Select the Compensation tab.

The Compensation page appears.

Compensation page

2. Choose Australian Dollars as the currency

3. Click Default Pay Components.

4. Enter the following information:

Page Element	Value or Status
Rate Code	K0GRCH
Comp Rate	20
Currency	AUD
Frequency	H

5. Click Calculate Compensation.

6. Click Save.

Note. If any warnings appear, click OK to accept.

This concludes the activity. Do not continue.

BInstructorNotes

Activity 4: Transferring Someone Into a New Position

In this activity, you will review the activity overview and:

· Walk-through: Transfer into a new position.

· Walk-through: Calculate compensation.

BInstructorNotes

Instructor Notes

Use the following values:

Student	EmplID	Name	Position ID	New Position ID
Murray101	KU0001	Douglas Lewis	19000001	19000003
Murray102	KU0078	Jason Tomita	19000003	19000006
Murray103	KU0112	Larry J McKinney	19000003	19000006
Murray104	KU0051	Dilon Schuster	19000006	19000003
Murray105	KU0064	Benny Wong	19000006	19000003
Murray106	KU0082	Mable Saxon	19000006	19000003
Murray107	KU0006	Arthuro Erickson	19000013	19000004
Murray108	KU0046	Rosanna Channing	19000013	19000004

This activity shows that when transferring an employee, students use the Workforce Administration business process. In the following activity, when the students transfer the position they will use the Organizational Development business process.

EInstructorNotes

Activity Overview

Due to your company’s re-organization, Douglas Lewis must transfer into a new position. You are to enter this information in PeopleSoft.

Walk-Through: Transferring Into a New Position

To transfer into a new position:

1. Select Workforce Administration, Job Information, Job Data.

The Find an Existing Value page appears.

2. On the Find an Existing Value page, enter the following KU0001 in the EmplID field.

3. Click Search.

Note. When you click search, if you get a list of employee record numbers, click “0” in the Empl Rcd Nbr column.

The Work Location page appears.

Work Location page

4. Click Add a New Row.

5. Enter the following information:

Page Element	Value or Status
Action /Reason	Transfer, ROR
Position Number	Choose your number from the table

Note. The Effective Date field is automatically populated with the current date.

Walk-Through: Calculating Compensation

To calculate the compensation:

1. Select the Compensation tab.

The Compensation page appears.

Compensation page

2. Click Default Pay Components.

3. Click Calculate Compensation.

4. Click Save.

Note. If any warnings appear, click OK to accept.

This concludes the activity.

BInstructorNotes

Activity 5: Transferring a Position to a New Location

In this activity, you will review the activity overview and:

· Walk-through: Transfer a position to a new location.

· Walk-through: View updated employee information.

BInstructorNotes

Notes

Use the following values:

Student	EmplID	Name	Position ID	Country	New Location
Murray101	KA0012	Christine Nicole Evers	19100002	AUS	KASA1
Murray102	KN0001	Jeroen an de Berg	19220001	AUS	KN05
Murray103	KN0002	Annemiak Schipper	19220002	NETH	KN05
Murray104	KN0005	Margreet Willemse-Buiten	19220003	NETH	KN05
Murray105	KN0006	Ahmed Abd El Aoui	19220004	NETH	KN05
Murray106	KN0007	Anton Driessen	19220005	NETH	KN05
Murray107	KN0010	Maarten Van Diepen	19220006	NETH	KN05
Murray108	KN0008	Yenni Olcer	19220007	NETH	KN05
Murray101	KN0003	Kees den Bakker	19220008	NETH	KN05

This activity illustrates how making a change to the position will automatically update the incumbent. The following activity will be similar but will not illustrate an example of when the incumbent is not automatically updated because Override Position Data is on. In this activity, when you view the employee’s updated record, you will note that the date is the same, the action is position change and the reason is what you selected on the position. Finally, the Position Management Record check box is on, showing that the row was entered by the system.

EInstructorNotes

Activity Overview

The Australian Business Institute has decided to re-organize, therefore, transfer this position to its new location.

Walk-Through: Transferring a Position to a New Location

To transfer a position to a new location:

1. Select Organizational Development, Position Management, Maintain Positions/Budgets, Add/Update Position Info.

The Find an Existing Value page appears.

2. On the Find an Existing Value, enter 19100002 in the Position Number field.

3. Click Search.

The Description page appears.

Description page

4. Click Add a New Row.

5. Enter the following information:

Page Element	Value or Status
Reason	XFR
Location	KASA1

Note. The Effective Date field is automatically populated with the current date.

6. Click Save.

Walk-Though: Viewing Updated Employee Information

To view the updated employee information:

1. Select Workforce Administration, Job Information, Job Data.

The Find an Existing Value page appears.

2. On the Find an Existing Value page, enter KA0012 in the EmplID field.

3. Click Search.

The Work Location page appears.

Work Location page

This concludes the activity.

Note. View the Location row inserted by Position Management. The Position Management Record check box is on, indicating that the system populated this data.

BInstructorNotes

Activity 6: Reclassifying a Position With a New Job Code

In this activity, you will review the activity overview and:

· Walk-through: Override position data.

· Walk-through: Reclassify a position with a new job code.

· Walk-through: Update employee position related data.

BInstructorNotes

Notes

Use the following values:

Student	EmplID	Name	Position ID	Country	Job Code
Murray101	KS0012	Saimee Iskandar	19270006	Singapore	420050
Murray102	KS0010	John Max Andrews	19270002	Singapore	600085
Murray103	KS0005	Ah Tech Tan	19270003	Singapore	170005
Murray104	KS0013	Kheng Siang	19270004	Singapore	120010
Murray105	KS0016	Osman Abdullah	19270005	Singapore	600085
Murray106	KS0011	Rajan Moorthy	19270001	Singapore	420060
Murray107	KS0009	Ming Yi Wang	19270008	Singapore	170035
Murray108	KW0002	Rudolph Van de Meer	19320002	Switzerland	790000
9	KW0003	Wilfred Daan Goldman	19320003	Switzerland	600045

This activity is intended to illustrate the ramifications of turning on Override Position Data for the employee. That is, if an employee has this on, and the position is updated, unlike the previous activity, the incumbent will not automatically be updated.

The first walk-through involves simple turning on Override Position Data using Correct History mode. Tell students they are not inserting a row because they are going to assume that someone else selected this on a prior occasion. Have them click Override Position Data on and off a few times so they see how the fields become available, and then unavailable when you select Use Position Data.

A reason for turning on Override Position Data is to make the fields on the Job Data page available for change. Most people don’t realize that they should not select this. It is preferable to make changes to the position and have the system automatically update the incumbent.

The only times you should select Override Position Data is if:

· Indeed the employee and position should not match a former employee.

· You have to perform a quick fix to the employee because he/she was not updated by the position due to effective dating issues.

EInstructorNotes

Activity Overview

You have been tasked with updating the job code for this opposition. When you do so, you are surprised to find out that the system did not automatically update the incumbent with the new job code! Of course! Override Position Data was selected previously, therefore blocking the free flow of information between the position and the incumbent. You are forced to manually update the employee with the new job code.

Walk-Through: Override Position Data

To override position data:

1. Select Workforce Administration, Job Information, Job Data.

The Find an Existing Value page appears.

2. Select Correct History.

3. On the Find an Existing Value page, enter KS0012 on the EmplID field.

4. Click Search.

The Work Location page appears.

Work Location page

5. Click Override Position Data.

6. Click Save.

Note. If any warnings appear, click OK to accept.

Walk-Through: Reclassifying a Position With a New Job Code

To reclassify a position with a new job code:

1. Select Organizational Development, Position Management, Maintain Positions/Budgets, Add/Update Position Info.

The Find an Existing Value page appears.

2. On the Find an Existing Value page, enter 19270006 in the Position Number field.

3. Click Search.

The Description page appears.

Description page

4. Click Add a New Row.

5. Enter the following information:

Page Element	Value or Status
Reason	JRC
Job Code	420050

Note. The Effective Date field is automatically populated with the current date.

6. Click Save.

Walk-Through: Updating Employee Position Related Data

To update the employee position related data:

1. Select Workforce Administration, Job Information, Job Data.

The Find an Existing Value page appears.

2. On the Find an Existing Value page, enter KS0012 in the EmplID field.

3. Click Search.

The Work Location page appears.

Work Location page

4. Click Add a New Row.

Note. Sometimes you’ll notice that the position name next to the Position Number field changes when you click Add a New Row.

The Effective Date field is automatically populated with the current date.

5. On the Work Location page, enter Position Change, JRC from the Action/Reason drop-down list box.

6. Click Save.

This concludes the activity.

BInstructorNotes

Activity 7: Running Exceptions/Override Report

In this activity, you will review the activity overview and:

· Walk-through: Enter parameters for the exceptions and override report.

· Walk-through: Enter process scheduler request information.

· Walk-through: View report.

BInstructorNotes

Notes

Use the following values:

Student	Run Control ID
Murray101	POS01
Murray102	POS02
Murray103	POS03
Murray104	POS04
Murray105	POS05
Murray106	POS06
Murray107	POS07
Murray108	POS08
9	POS09

EInstructorNotes

Activity Overview

You are concerned that due to the frequent use of Override Position Data, many incumbents are not matching their position data. Run the Exception/Override report to identify all the employees whom have Override Position Data selected.

Walk-Through: Entering Parameters for the Exceptions and Override Report

To enter parameters for the exceptions and override report:

1. Select Organizational Development, Position Management, Position Reports, Exception/Override.

The Find an Existing Value page appears.

2. Select the Add a New Value tab.

The Add a New Value page appears.

3. On the Add a New Value page, enter POS01 in the Run Control ID field.

4. Click Add.

The Parameters page appears.

Parameters page

5. Enter the following information:

Page Element	Value or Status
As of Date	Current date
Exception/Override	Override

Walk-Through: Entering Process Scheduler Request Information

To enter process scheduler request information:

1. Click Run.

The Process Scheduler Request page appears.

Process Scheduler Request page

2. On the Process Scheduler Request page, select PSNT from the Server Name drop-down list box.

3. Click OK.

The Parameters page appears.

Note. A process instance number will appear below the Run button on the Parameters page. Record this number to reference later.

4. Click “Process Monitor.”

The Process List page appears.

Process List page

5. On the Process List page, select PSNT from the Server drop-down list box.

6. Click Refresh until the Run Status reaches success.

7. Click “Details” for the process instance recorded earlier.

The Process Detail page appears.

Process Detail page

Walk-Through: Viewing Report

To view the report:

1. Click “View Log/Trace.”

The View Log/Trace page appears.

View Log/Trace page

2. Launch the PDF file.

The Override Report page appears.

Override Report page

This concludes the activity. Do not continue.

BInstructorNotes

Activity 8: Entering a Position

In this activity, you will review the activity overview and enter a position.

BInstructorNotes

Notes

Use the following values:

Student	Position Number
Murray101	85000001
Murray102	85000002
Murray103	85000003
Murray104	85000004
Murray105	85000005
Murray106	85000006
Murray107	85000007
Murray108	85000008
9	85000009
10	85000010
11	85000011
12	85000012

EInstructorNotes

Challenger Activity

Your Human Resources department (Department 10000) is in need of a clerk (Job Code 290000). The position will be managed by a Senior Manager in Human Resources (19100004). You are to add this position in PeopleSoft.

Review

In this chapter, you learned that:

· The Add/Update Position Info component has many of the same fields as the employee Job Data record.

· Hiring an employee into a position is fairly quick. When you enter the position many values in the Job Data page default in.

· When you update the position, the system will automatically update the incumbent unless you click Override Position Data or there are effective date issues.

· The Exception/Override report identifies incumbents who do not match their position information.