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DEFINE POSITIONS #

Positions are the building blocks of an organization chart that may be budgeted, filled and scheduled for work. These components define the structure required to run the organization’s operation. Positions are owned by an entity and associated with a department. They identify the need for a specific job to be done in a particular place in the organization, and the reporting relationships, requirements, work and pay rules, etc.

Positions are optional; employees may be hired using job codes only. There are, however, a number of functions of the system that are based on position codes and budgets, therefore, it is recommended that positions be defined.

Employees may be assigned to a position, either permanently through a work assignment record, or temporarily through a payroll transaction. An employee may hold one primary position and may also be authorized to perform the duties of other positions. An employee is hired into a position and the employee will inherit all the definitions from the position and job records.

One employee usually fills one position, whether it’s a full-time or part-time position. An employee may fill more than one position at a time (i.e. one-to-many). Sometimes two or more employees fill a single position, which may be known as job sharing (i.e. many-to-one).

Occasionally, many employees fill a single position where the FTE (full time equivalent) total of the position is greater than one. This type of generic position is known as a pooled position. It is only used when the position's FTE requirements vary frequently (i.e. on a daily, weekly, seasonal or semester basis), making it infeasible to maintain such fluctuating requirements on an individual position per employee basis. In this situation, the FTE factor may be ignored entirely.

A different position definition can be set up for each budgeted head count with an FTE factor of 1.00, or one position with multiple FTE’s may be defined if the information is the same. For example, the Packaging department requires six full-time supervisors with the same skills/requirements to run the 24-hour operation. This may be six separate positions each with a FTE of 1.00, or one position with a FTE of 6.00.

A position’s FTE factor is normally calculated by dividing the number of weekly hours scheduled for the position by the standard number of full-time weekly hours. An FTE factor of 1.0 indicates an employee is required to work full time to perform the responsibilities of that position. An FTE factor of less than 1.0 indicates an employee is only required to work part time to fulfill those responsibilities.

A vacant position may be considered to be a posting, a job opportunity or an opening within a department. A position is a potential commitment of resources by the organization, even if a budget has not been allocated or the position is still vacant.

Position details are date sensitive. This means that as position information changes over time, a complete history of the position may be kept.

Position codes and names may be changed at any time and the effect of the changes will be seen immediately throughout the system. Choosing a numbering scheme for position codes helps to minimize position changes when positions are upgraded, reclassified, or transferred to a different department, or when a whole department is moved to a different place in the organization chart due to restructuring.

You may build a structure within the position code but it is recommended to keep the structure as generic as possible. For example, do not include the department code in the position code structure. If there is a reorganization and a position is reclassified to another department, you will have to change the position code and the position history will be lost since it is associated to the “old” position code.

Position codes may be automatically numbered through the sequence function or manually assigned by the user.

Define Code Sequences: A sequence is a process that allows the users to have the system automatically assign codes to various records. Code sequences are defined on the Define Code Sequences (IMCS) form. The employee code and position code, among other codes, may be defined as system generated. If a sequence record exists for the field, a code will be assigned by the system. If there is no sequence record defined, the user will have to specify the code. Manually assigned numbers may be used with sequences. The manually assigned number must be within the start/end range and less than the last system assigned number.

Position data is stored in the P2K_CM_POSITIONS and P2K_CM_POSITION_DETAILS tables.

Position

The position code is the number, reference code or abbreviation that uniquely identifies this position within the organization.

Part Of Position

For experience tracking purposes, a position may be part of another generic position code.

Entity

This field displays the entity to which the position belongs.

Standing

Standing is used to indicate whether the record is active, frozen or obsolete. Active will default.

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Definition tab#

Title

This field displays the official or formal title of the position, defaulted from the job title.

Description 1

This field holds a brief description of the position including any details other than the title.

Description 2

This field provides a further description of the position.

Provide Public Service

This toggle indicates if the position is to be reported as ‘Provide Public Service’ on specific government reports (e.g. Official Language Report - REOLA). If this toggle is checked on IEAS, it will be checked on this screen.

Provide Internal Service

This toggle indicates if the position is to be reported as ‘Provide Internal Service’ on specific government reports (e.g. Official Language Report - REOLA). If this toggle is checked on IEAS, it will be checked on this screen.

Supervisory

This toggle indicates if the position is to be reported as ‘Supervisory’ on specific government reports (e.g. Official Language Report - REOLA). If this toggle is checked on IEAS, it will be checked on this screen.

Definition #

Unit

This field displays the name of the unit to which this position belongs.

Job

This field displays the job on which the position is based.

Department

This field displays the department in which the tasks take place.

Group

This field displays the group to which the position belongs.

Work Rule

Work rules are used to determine standard payroll processing information required to create pay headers and transactions for an employee. The value in this field is inherited from the job, department or group in that order. The value may, however, be overridden.

Auth Area

The authorization area is a security feature that enables an organization to control access to information for this position.

Location

This is the location where the tasks are being performed.

Send Pays To

This field identifies the location where an employee's pay checks should be sent. May be left blank if the pays are to be sent to the employee’s ‘work out of’ location. This field may be used for sorting pay advices by location.

Job Family

Job Family is a grouping of jobs used to aid the flex positions functionality. This field allows you to limit the values of the Job LOV on the assignment details to those jobs that matched the identifiers attached to the position that has been assigned to the employee.

Classification #

Manager

This is the employee to whom this position reports. This field may need to be completed after employees have been entered into the system.

Reports To Position

This is the position to which this position reports. This field may be defaulted from the position identified as the department manager's position, but may be overridden

First Manager

This is a derived field based on hierarchical information in the system to show the user what the system will use when the "First Manager" option is chosen in approvals. The order of determination starts with what is entered as the ‘Reports To’ person on the assignment itself.

Org Chart Level

Level or tier of the organization chart on which this position should appear. This level is used to control the layout within Organization Charting software, such as Aquire Org Publisher, and is returned as "Level Number" in the Org Publisher views.

Responsibility Level

Responsibility level is a security feature used to control access to an employee's information. When an employee is hired or transferred, the responsibility level is inherited from the position, but the user may override it. Only a user whose responsibility access matches or is higher than the responsibility level on the employee's assignment record will be able to access that employee. The hierarchy of the responsibility levels is based on the saved value in the lexicon (X_RESPONSIBILITY_LEVEL).

Language Class

Language classification is used to record any special language requirements of a position.

Industry

This field displays the user-defined industry code.

Occupation

This field displays the user-defined occupation code.

Job Profile

Job Profiles is the ‘job posting’ information that is linked to the Recruitment application.

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Compensation tab#

Work Arrangement #

Authorized FTE

This field displays the number of full time equivalent positions for which a commitment has been made by the organization. This field is used by the Forecasting and Costing application to determine the total number of individuals needed. This field is also used by position control logic to ensure that you do not exceed the employee count, based upon the FTE Override rule chosen.

Default FTE

This is the default full time equivalence of positions for which a commitment has been made by the organization. This field is used by the Forecasting and Costing application to determine the FTE value of an individual budget seat. This field is also used in the creation of postings for the Recruiting module, and used as the default FTE value to be applied if an employee is placed into this position.

FTE Override

This is the warning rule to be used if the total FTE of a position exceeds the authorized FTE when placing an employee into the position.

• May not exceed FTE
• Warn if FTE exceeded
• May exceed FTE

Std Hrs/Week

This field shows the standard hours per week required for this position. The hours are inherited from the work rule, group or job in that order. The value may, however, be overridden.

Std Hrs/Day

This field shows the standard hours per day required for this position. The hours are inherited from the work rule, group or job in that order. The value may, however, be overridden.

Std Hrs/Pay

This field shows the standard hours per pay period required for this position. The hours are inherited from the work rule, group or job in that order. The value may, however, be overridden.

Position Control#

Status

Approved On

Approved By

Suspended

This date field indicates when the position was suspended.

Abolished

This date field indicates when the position was abolished.

Budget Rule

This field indicates whether the position is budgeted, not budgeted or encumbered.

Compensation #

Salary Range

This field displays the salary or wage range that will be used to default to an employee’s assignment record. Salary range is defaulted from the Job definition, however, it may be overridden.

Scale Step

This field displays the scale/step code that will be used to default to an employee's assignment record. Scale Code and Step Code are defaulted from the Job definition, and may be overridden.

Wage Rate

This field shows the standard salary or wage amount allocated for this position. It is usually the starting salary or wage that is entered, or the currently budgeted rate, rather than the amount that employee who fills the position is receiving. Wage Rate is defaulted from the Scale/Step definition, if provided or from the job definition. This value, however, may be overridden.

Rate Basis

The rate basis is the unit of measure in which the associate wage rate is being stored or displayed (i.e.hourly, weekly, biweekly, semi-monthly, monthly or annually). Rate Basis is defaulted from the Scale/Step definition, if provided or from the job or salary range definition.

Fulltime Wage

If the FTE indicated in the Work Arrangement area is less than 1.00, this toggle will indicate if the displayed salary or wage should be converted to a Full Time Equivalent factor (FTE). This value is defaulted from the group definition. Suppose an employee has an FTE of 0.5 and the wage rate indicated is $4,000. If the toggle is OFF, this means that the employee will actually receive the full $4,000. If the toggle is turned ON, the displayed salary or wage is the 1.00 Full Time Equivalent amount. This means that in this case, where the FTE is 0.5, the employee will receive $2,000.

Overtime Exempt

If the toggle is ON, overtime is NOT payable for this position. If the toggle is OFF, overtime is payable for this position. Overtime Exempt is defaulted from the job definition. This field is for documentation purposes only and the information displayed will not be used for processing.

Review#

Position Type

This field shows the type (i.e. executive, management, supervisory, etc.) of position being defined. This field is used in several legislated reports for the categorization of employees (EMIS, TWC).

WC Class

This field shows the Workers’ Compensation classification used to determine the WC category for reporting and WC contribution. This field is defaulted in from the job definition. WC registrations and rates are defined by WCB_CLASS on the Maintain Workers Compensation Information (IPWC) form. This field is defaulted from the job definition.

Review Type

This field will define the type of review (e.g. Yearly, Merit, Bonus, etc.) being performed.

Last Review

This date field indicates the last time the position was reviewed.

Points

For the purposes of using salary ranges ‘by formula’, position points may be assigned.

Evaluation Points

This field displays the amount of evaluation points awarded to this position in order determine a salary range.

Assignment Required

If the toggle is ON, an employee must have a work assignment record (i.e. an authorization) that permits them to work in this position. Without one, the system will not allow their hours to be keyed against the position. If the toggle is OFF, an employee does not need an assignment record to be able to work in this position. Assignment Required is defaulted from the job definition.

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Premiums tab#

Premium

This field holds the user-defined premium code that uniquely identifies this premium within the organization.

Premium Rate

This field shows the premium rate that is defaulted from this premium.

Basis

The rate basis is the unit of measure in which the associated rate is being stored or displayed for the defaulted premium rate. For example: hourly, weekly, biweekly, semi-monthly, monthly, or annual.

Override Rate

The user may enter the override rate that applies to this premium.

Override Rate Basis

The rate basis is the unit of measure in which the associated rate is being stored or displayed for the overridden rate.

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Distributions tab#

Sequence #

This field defines the sequential order of the distribution codes for this position . The user may define one or multiple distribution codes with splits.

Distribution Code

This field shows part or all of the distribution code receiving the portion of costs. This is normally the distribution of the wages associated with the position. The Distribution Editor button in the Distribution tab form on position provides an editor to aid in the creation of the correct distribution code. The information displayed in the Distribution Editor is based on the set up in the G/L Segments form. If segment values are completed for a segment and the ‘Must Validate’ toggle is on, then an LOV will be provided. As each segment is chosen the segments will be concatenated in a display at the bottom of the form. When you are satisfied with the distribution created, choose ‘Return Code’. This will take the full or partial distribution and place it back on the previous form in the Distribution field. If you do not want the newly created distribution to be returned to the previous form then they may choose ‘Cancel Edit’.

Split Rule

The distribution split rule indicates whether the distribution is being split by a percentage, by flat amount or by a Distribution pick list of authorized assignments. There are several choices that may be made, although all these values are specifically used for defaulting down to lower levels.

Dist %

If the split rule is ‘by percent’ then indicate the percent in this field. You must enter the percentage has a whole number, not a decimal. For example, to indicate 6% you would enter 6, not .06

User%

This value in this field is for display purposes only and is defaulted once the Dist % is complete.

Amount

If the split rule is ‘by amount’ then indicate the amount in this field.

Start Date

For Distribution Pick Lists, this is the start date from this distribution may be used. For Funds, this is the start date that the fund becomes available.

End Date

For Distribution Pick Lists, this is the last date that this distribution mat be used. For funds, this is the end of that fund's availability.

Fund / Description / Program /Responsible Person

These fields are used in Fund processing. They are defaulted from the fund definition and may not be changed.