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 Finishing 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.
If this is an option that you would like to pursue then please make a note to bring it up during the System Administration training.
‘Maintain Positions’ Usage and Examples
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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. Position_Code is a 16-character alphanumeric mandatory field you must manually enter or may be auto-generated by HHRMePersonality.
- 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
Define Positions (IDPS) - Definition#
- 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. Description_2 is a 50-character alphanumeric optional field.
- 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_Public_Service is an optional toggle field.
- 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. Provide_Internal_Service is an optional toggle field.
- 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. Unit_Code from IDUN (P2K_CM_UNITS) is a 16-character alphanumeric mandatory field you must manually enter or retrieve from the LOV. The values contained in the LOV were created in the Define Entities (IDUN) form.
- Job
- This field displays the job on which the position is based. Job_Code from IDJB (P2K_CM_JOBS) is a 16-character alphanumeric mandatory field.
- Department
- This field displays the department in which the tasks take place. Department_Code from IDDP (P2K_CM_DEPARTMENTS) is a 16-character alphanumeric mandatory field.
- Group
- This field displays the group to which the position belongs. Group_Code from IDGR (P2K_CM_GROUPS) is a 16-character alphanumeric mandatory field.
- 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. Work_Rule_Code from IDWR (P2K_CM_WORK_RULES) is a 16-character alphanumeric optional field.
- Auth Area
- The authorization area is a security feature that enables an organization to control access to information for this position. Authorization_Code from (P2K_AUTHORIZATION_AREA) is a 16-character alphanumeric optional field.
- Location
- This is the location where the tasks are being performed. Location_Code from (P2K_CM_LOCATIONS) is a 16-character alphanumeric mandatory field.
- 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. Location from (P2K_CM_LOCATIONS) is a 16-character alphanumeric optional field.
- 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. Pers_Id from P2K_HR_IDENTITIES is a 16-character alphanumeric optional field.
- 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 Position_Code from P2K_CM_POSITIONS is a 16-character alphanumeric optional field.
- 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. Org_Chart_Level is an optional user-defined lexicon (X_ORG_CHART_LEVEL).
- 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). Responsibility_Level is an optional fixed 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. Industry_Code from P2K_CM_INDUSTRIES is a 16-character optional alphanumeric field.
- Occupation
- Occupation is a user-definable occupation code which is defined in the IDOC form. Occupation_Code from IDOC} [(P2K_CM_OCCUPATIONS) is an optional user-defined table.
Job Profile Job Profiles is the ‘job posting’ information that is linked to the Recruitment application. Job_Profile_Code from P2K_RE_JOB_PROFILES is an optional user-defined table.
Define Positions (IDPS) - Compensation #
Work Arrangement #
- Authorized FTE
- This field displays the number of full time equivalent positions for which a commitment has been made by the organization. Used by the Forecasting and Costing application to determine the total number of individuals needed.
- Default FTE
- This is the default full time equivalence of positions for which a commitment has been made by the organization. Used by the Forecasting and Costing application to determine the FTE value of an individual budget seat.
- 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
FTE_ Override_ Rule is an optional fixed lexicon (X_FTE_OVERRIDE_RULE).
- 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_Hours_Per_Week is an optional numeric field.
- 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_Hours_Per_Day is an optional numeric field.
- 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. Std_Hours_Per_Pay is an optional numeric field.
Position Control#
- Suspended
- This date field indicates when the position was suspended. Suspended_Date is an optional date field.
- Abolished
- This date field indicates when the position was abolished. Abolished_Date is an optional date field.
- Budget Rule
- This field indicates whether the position is budgeted, not budgeted or encumbered. Budget_Rule is an optional date field.
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. Range_Code from (P2K_SA_SALARY_RANGES)is a 16-character alphanumeric optional field.
- 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. Scale_Code and Step_Code from (P2K_SA_WAGE_SCALES) and (P2K_SA_WAGE_SCALE_STEPS) is a combined 16-character alphanumeric optional field.
- 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. Wage_Rate is an optional numeric field.
- 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. Rate_Basis is a mandatory fixed lexicon (X_RATE_BASIS).
- 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. Use_FTE_Wages is an optional toggle field.
- 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. Overtime_Exempt is an optional toggle field.
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) Position_Type is an optional user-defined lexicon (X_POSITION_TYPE).
- 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. WCB_Class is an optional user-defined lexicon (X_WCB_CLASS).
- Last Review
- This date field indicates the last time the position was reviewed. Last_Review_Date is an optional date.
- Points
- For the purposes of using salary ranges ‘by formula’, position points may be assigned. Position_Points is an optional field you may manually enter.
- 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. Assignment_Required is an optional toggle field. !!Define Positions (IDPS) - Premiums Premium This field holds the user-defined premium code that uniquely identifies this premium within the organization. Premium_Code from P2K_SA_PREMIUMS is a mandatory field. Premium This field shows the premium rate that is defaulted from this premium. Premium_Rate from P2K_SA_PREMIUM_DETAILS is an optional field. 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. Rate_Basis from P2K_SA_PREMIUM_DETAILS is an optional fixed lexicon (X_RATE_BASIS). Override Rate The user may enter the override rate that applies to this premium. Premium_Rate from P2K_SA_PREMIUM_USAGES is an optional field. 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. Rate_Basis from P2K_SA_PREMIUM_USAGES is an optional fixed lexicon (X_RATE_BASIS). !!Define Positions (IDPS) - Distributions Seq # This field defines the sequential order of the distribution codes for this position . The user may define one or multiple distribution codes with splits. Split_Sequence from P2K_CM_DISTRIBUTION is a 5 digit mandatory field. 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. See the section on ‘Distribution Defaulting Logic’ in this manual for more detail. Disrtibution_Code from P2K_CM_DISTRIBUTION is a 50 character alphanumeric mandatory field. 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. Split_Rule from P2K_CM_DISTIRBUTIONS is an optional fixed lexicon (X_SPLIT_RULE) you may use to look up the value. 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 Split_Percent from P2K_CM_DISTRIBUTIONS is a 5-digit optional percentage field. User % This value in this field is for display purposes only and is defaulted once the Dist %. Amount If the split rule is ‘by amount’ then indicate the amount in this field. Split_Amount from P2K_CM_DISTRIBUTIONS is an 18 digit optional numeric 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.
