Position Management
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| Welcome to the Position Management CBT!
To navigate through this CBT, either click the links on the Side Navigation
Menu on the right hand side of your screen, or press the Next button
at the bottom of each page.
To begin learning about Position Management functions, click Introduction
on the Topic Menu.
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place your cursor just on the right side of up/down scroll bar until
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MAJOR CHANGES TO Position Management: Version 8.0-8.9
Navigation has changed. Please go to the Navigation
Changes page for specifics.
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| POSITION MANAGEMENT NAVIGATION CHANGES
POSITION DATA CHANGES
1. Position Data can be reached by clicking Organizational Development
then Position Management
and clicking Add/Update Position Info under the Maintain Positions/Budgets
heading.
2. The number of pages in Position Data have decreased from 6
to just 4 pages. Version 8
Work Location and Job Information pages have been combined and
added to the Description page.
SETUP TABLE CHANGES
1. Setup Tables (Location, Departments) are under Setup HRMS>Foundation
Tables>Organization.
2. The Job Code Table is under Set Up HRMS>Foundation Tables>Job
Attributes
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| INTRODUCTION TO POSITION MANAGEMENT
To fully benefit from the information covered in this
Computer-Based Training (CBT) you should have completed the
Introductory CBT.
The Introductory CBT will teach you how to navigate through
the menus and pages and introduce you to the basics of adding,
updating, and maintaining data in PeopleSoft.
If you have not already done so, please review the Introductory
CBT before proceeding with the Position Management CBT.
NOTE: Please consider that if Regulations,
Bulletins, laws, etc., change some of these scenarios may not
be up-to-date. Continue to monitor the regulation changes and
apply those changes to the following scenarios if applicable.
For the most up to date information (including new or revised
Regulations and Bulletins), please check the following websites:
 SHARP
Customer Services (http://www.da.ks.gov/sharp/)
Division
of Personnel Services (http://www.da.ks.gov/ps/)
Accounts
and Reports (http://www.da.ks.gov/ar/)
After completing this CBT, you should be able to:
Understand
policies and procedures used in Position Management
View
the Location, Departments, and Job Code tables.
Add
new positions.
Reallocate
filled and vacant positions.
Inactivate/abolish
positions.
Update
data in the Position Data table.
Perform
inquiries and generate reports.
Know
and use provided resources in decision making, data entry, and
problem solving.
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| POSITION MANAGEMENT OVERVIEW
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Position Management is used to organize, establish, and
track positions. A "position" is a group of duties and responsibilities
to be assigned to an employee.
Focusing on the position itself allows you to track information
related to the position, regardless of whether it is vacant or
an employee is assigned to that position.
Position Data is the main table used in Position Management. This
is where each position’s information is stored.
There are many different ways in which positions can be set up.
There are many things an agency must consider when performing
position management activities. They must know whether they have
Delegated Classification Authority, what types of positions they
are allowed to add or reallocate, whether they have enough FTE,
whether the position will be classified or unclassified, whether
it will regular or temporary, what the FLSA status is, and if
they have the authority to determine FLSA status. There are numerous
other things to consider when determining positions an agency
will need. Agencies should also be familiar with Human Resource
policies and procedures in order to correctly create and allocate
positions.
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| POSITION MANAGEMENT OVERVIEW
Classified and Unclassified Positions
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Classified positions are all positions in state service,
except those which are specifically placed in unclassified service
by K.S.A. 75-2935. Classified positions are covered under Civil
Service laws and have certain protections that unclassified positions
lack.
When adding an unclassified position, you need to determine first
if it is regular or temporary. Unclassified positions are those
positions specifically designated as unclassified by K.S.A. 75-2935.
Executive branch agencies must have statutory authority to add
unclassified, regular positions.
Unclassified, temporary positions are appointed and pay rate changes
are approved by the governor.
The job code of an unclassified position may be changed to reflect
a change in duties or responsibilities but cannot be reallocated
since unclassified positions do not have job classes. |
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| POSITION MANAGEMENT OVERVIEW
Regular and Temporary Positions
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There are two types of position designations.
1. A regular position is defined in K.A.R. 1-2-70 as any position
other than a temporary position.
2. A temporary position is one that does not affect agency FTE
limits. Classified temporary employees are limited to 999 hours
of work in a 12 month period. |
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| POSITION MANAGEMENT OVERVIEW
Pay Grade and Step
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Pay Grade is the wage matrix for classified employees. Each
job class has a specified pay grade. Classified employees are
paid within the pay grade for their job code.
Pay Step is where on the pay grade an employee is paid. Current
pay grades include pay steps 4-16. When funding is provided for
step movement, employees move up the steps based upon time on
the previous step.
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| POSITION MANAGEMENT OVERVIEW
Fulltime/Part-time and FTE (Full Time Equivalency)
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FTE or Full Time Equivalency indicates whether a positions
is full-time (1.0) or part-time (<1.0).
Some agencies have an FTE Limit where others have an FTE Target.
When the FTE field, located on the Specific Information page
of Position Data, is less than than 1.0, the Standard Hours
field on the Description page must also be updated as well. |
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| POSITION MANAGEMENT OVERVIEW
Delegated Classification Authority (DCA)
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Another thing to consider when adding or reallocating positions
is whether you have DCA.
Delegated Classification Authority (DCA) gives agencies the authority
to add and reallocate regular positions, with the exception of
restricted classes as stated under K.S.A 75-2938 (c). The Secretary
of Administration may delegate DCA to an agency.
All agencies have the authority to add temporary positions (classified
and unclassified).
Agencies without DCA should request assistance from Division of
Personnel Services to add or reallocate regular positions. |
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| POSITION MANAGEMENT OVERVIEW
Restrictions on Position Reallocations and Additions
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Whether your agency has DCA or not, there are certain classes
that agencies are restricted from adding or reallocating such
as Information Technology (IT) positions. The Division of Personnel
Services adds or reallocates all IT positions.
Additionally, the following classes are restricted if the position
duties include Information Technology responsibilities:
Public Service Administrator
Public Service Executive
Examples of IT duties: administering/coordinating IT services,
installing and maintaining computer systems, and/or training end
users to use computer systems
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| POSITION MANAGEMENT OVERVIEW
Max Head Count
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Most positions in PeopleSoft should be set up so that one
employee fills a single position. This allows for more accurate
reporting and better system performance. In a few cases, an agency
may choose to hire up to 10 employees to a single position:
Resident workers at SRS
Student employees at Regents institutions
Acting assignments
Overlapping appointments
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| POSITION MANAGEMENT OVERVIEW
Fair Labor Standards (FLSA)
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All positions must be given an FLSA Status under the the
Fair Labor Standards Act (FLSA). FLSA is a federal law that
covers the issues of overtime pay, hours of work, and compensable
travel time. It requires a position to be examined carefully
for the following:
1) Is the position covered by FLSA?
2) If covered, is the position exempt, non-exempt,
or partial exempt?
FLSA defaults have been established for each classified job
code and should only be changed at the position level by those
who have Delegated Classification Authority and have received
FLSA certification through the Division of Personnel Services
(DPS).
DPS can assist with an FLSA determination for agencies who
do not have staff with FLSA certification.
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| PAGES - POSITION MANAGEMENT
Overview
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There is one major table and three setup tables used in
Position Management. All position data is stored on Position Data,
while setup tables store information that defines standard codes
to be used throughout the PeopleSoft system. There are 3 major
codes that are used in every row of Position Data:
Department ID
Job Code
Location Code |
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| PAGES - POSITION MANAGEMENT
Departments
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The Departments table defines all the Department IDs in
each agency. Each department ID is a 10-digit number corresponding
to a particular organizational structure within your agency hierarchy.
Department IDs are used throughout PeopleSoft for associating
information to a particular organizational structure. Some examples
include Position Data, Job Data, and Paycheck Data.
A Department ID is broken down where the first 3 digits designates
your "Agency Number", the next 2 numbers designate a
division, and the last 5 designate an additional level in your
agency.
For example, the Department ID 1733587120 is a department in
Department of Administration (173), Division of Personnel Services(35),
Information Services unit(87120).
Every agency is on the Department Table, therefore it is quite
large. When searching by Department ID, to receive your results
more quickly and limit your search, you should use your 3-digit
agency number as a starting point. The more digits you provide,
the more you will narrow your search results. |
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| PAGES - POSITION MANAGEMENT
Departments
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Navigation: Setup HRMS> Foundation Tables>
Organization> Departments
For field definitions see the Glossary.
The Comm. Acctg. and EG page is not used by the State of Kansas. |
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| PAGES - POSITION MANAGEMENT
Job Code Table
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A Job Code is a 6 character code that identifies a job or
group of jobs. The Job Code Table defines each code. In Position
Management, you will lookup a Job Code whenever you are adding
a new position or reallocating an existing position. Job Codes
are primarily used in Position Data, Job Data and Recruit Workforce.
Unclassified job codes tend to begin with the number 0, where
classified job codes tend to end with two characters that identify
the job family. These are just examples of a few formats job codes
are created in.
Unclassified Job Code - 011066
Classified Job Code - 4083A6
Contact the Division of Personnel Services if you have questions
about creating new Unclassified Job Codes. |
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| PAGES - POSITION MANAGEMENT
Job Code Table
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Navigation: Setup HRMS> Foundation Tables>
Job Attributes> Job Code Table
The Evaluation Criteria, Market Pay Match, and Non-Base Compensation
tabs are delivered by PeopleSoft but are not used by the State
of Kansas.
For field definitions see the Glossary.
For field definitions see the Glossary.
For field definitions see the Glossary.
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| PAGES - POSITION MANAGEMENT
Locations table
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A Location code is a 5 character code that identifies a
specific location where a position primarily exists. The Locations
tables defines each code. In Position Management, you will lookup
a Location whenever you are adding a new position or making a
change to an existing position. Locations are primarily used in
Position Data and Job Data.
Location codes usually indicate a city where the position is
located. These areas have specifically designated codes for buildings:
Kansas City
Lawrence
Manhattan
Topeka
Wichita
Location Codes that begin with CN, RA, MN, or TN should not be
used..
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| PAGES - POSITION MANAGEMENT
Locations table
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Navigation: Setup HRMS> Foundation Tables>Organization>
Location
The Location Profile tab is delivered by PeopleSoft but is not
used by the State of Kansas.
For field definitions see the Glossary.
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| PAGES - POSITION MANAGEMENT
Position Data
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Navigation: Organizational Development>
Position Management> Maintain Positions/Budgets> Add/Update
Position Info
For field definitions see the Glossary.
For field definitions see the Glossary.
For field definitions see the Glossary.
For field definitions see the Glossary.
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| TRANSACTIONS - POSITION MANAGEMENT
Overview
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In this section, the transactions that can be performed
using Position Management will be discussed.
There are four main transactions in Position Management:
1. Add a new position.
2. Reallocate a position.
3. Inactivate/abolish a position.
4. Update a record in the Position Data table.
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| TRANSACTIONS - POSITION MANAGEMENT
Add A New Position
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You will add a new position in SHARP when your agency authorizes
the additional position due to need or if they gain additional
FTE. Agencies should be sure to check their FTE limit (if applicable)
before adding new positions.
Only agencies with Delegated Classification Authority are authorized
to add regular positions. A new unclassified, temporary position
may also be added when authorized by the Governor.
Cloning Positions
If you have a new position that is similar in setup to an existing
position, you can “clone” the existing position to
make setup easier.
Cloning an existing position: When adding a new position, 
will appear just to the right of the Status field. It will prompt
you to enter the position number that you want to copy. After
entering the position number, the information from the existing
position will copy over to your new position. Not all fields will
be automatically filled in so be sure to review all fields in
order to complete the setup correctly.
See the How
Do I menu for detailed instructions on setting up specific
types of positions.
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| TRANSACTIONS - POSITION MANAGEMENT
Add A New Position
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Navigation: Organizational Development>
Position Management> Maintain Positions/Budgets> Add/Update
Position Info
1. The Add/Update search page will appear, click Add a New Value.
3. The Add/Update Position Info page will open and New will appear
in the Position Number box. PeopleSoft will automatically assign
the next available position number. Click Add.
4. A new Position Data page opens with “New” for
the Position Number. The number will be assigned when you save
the new position.
5. Type in the correct effective date of when the position should
be active. Then type in the Job Code. The information highlighted
in blue below will default in from the Job Code Table.
6. Fill in the Department. Company and Location will default
in for some department IDs. If this information does not default
in, please fill in the correct information. You can also fill
in the Reports To field. Check the FLSA field to ensure it is
correct. Then Click on the Specific Information tab at the top
of the page (You may also click the Next tab button or the Specific
Information link at the bottom of the page.)
7. On the Specific Information page, fill in the Position Pool
ID and the FTE for the position. When the FTE field is less than
than 1.0, the Standard Hours field on the Description page must
also be updated as well.
8. After filling in the information click on the Kansas Information
tab. Enter the County, Empl Class (Employee
Class Code Information can help you with your selection),
Work Schedule, Supervisory, Safety Sensitive/Commercial Driver
(K.S.A.
75-4362(g)), and Salary Authorized By. Press  .
9. If you left the Reports To field blank on the Description
page, you will receive a warning that this is blank. You may either
go back to the page and fill it in by pressing Cancel, or click
Ok to bypass the warning.
10. The position is now saved and the Position Number will show
up on the Description page where the word New was previously.
Also see the How Do I
menu for step by step instructions on adding various types
of positions. |
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| TRANSACTIONS - POSITION MANAGEMENT
Reallocate a Vacant Position
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An agency will reallocate a vacant position when the position
has changed such that a new Job Code is required. Only agencies
with Delegated Classification Authority are authorized to reallocate
Classified, Regular positions.
Before reallocating a position, check to see if there is an incumbent
on the Budget/Incumbent page in Position Data. An incumbent is
an employee that is assigned to a particular position. This will
determine whether you must visit Job Data during your transaction.
See the next section, Reallocate a Filled Position for more information.
When completing a reallocation, be sure you enter the correct
Reason Code in Position Data. This code indicates the reason for
making a change to position data. Use the Action
Reason Code Guide to help you choose the correct code. Reason
codes are very useful to HR staff in decision making and with
statistical reports.
Navigation 1: Organizational Development>
Position Management> Maintain Positions/Budgets> Add/Update
Position Info
On Position Data, you will enter the reallocation row and information
such as effective date, Action/Reason code, job code, and other
changing information. Verify fields such as Department ID, Location
Code, Reg/Temp field, Classified Indicator, Salary Plan, Grade,
and Hours. After you have entered and verified all information
on the position, press Save.
For step by step instructions, visit the How
Do I menu.
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| TRANSACTIONS - POSITION MANAGEMENT
Reallocate a Filled Position
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When entering a reallocation on a filled position you must
visit two pages Position Data and Job Data. New rows will be added
to the employee’s Job Data if the effective date in Position
Data is greater than or equal to the effective date in Job Data.
Note: If incumbent is receiving an increase
in pay, after the reallocation is entered on Position, a new Effective
dated row and an Effective Sequence should be entered with the
action of PRO in Job Data. Choose the appropriate reason code.
Navigation 1: Organizational Development>
Position Management> Maintain Positions/Budgets> Add/Update
Position Info
On Position Data, you will enter the reallocation row and information
such as effective date, Action/Reason code, job code, and other
changing information. Verify fields such as Department ID, Location
Code, Reg/Temp field, Classified Indicator, Salary Plan, Grade,
and Hours. The Reg/Temp field will default to "Regular"
so make sure you change this to "Temporary" when appropriate.
After you have entered and verified all information on the position,
press Save. A warning telling you that a row has been added to
the incumbent's job data will appear. Press ok and move to the
Budget and Incumbent's tab to find out the Incumbent's employee
ID. Now you will move to Job Data.
Navigation 2: Workforce Administration>Job
Information> Job Data
On Job Data, you will add a new effective dated row. This row
will be have the same effective date as the previous row that
Position Data automatically inserted. Move to the Effective Sequence
field and type in the appropriate number. Since both rows have
the same effective date, they have to have a different sequence.
Next type in your Action and Reason codes. Make sure to consult
the Action
Reason Code Guide for the appropriate codes relating to your
specific transaction. Next (for classified positions) move to
the Salary Plan tab and enter the appropriate Step. During reallocations,
this step is blank, so the correct value must be entered. Next
you will move to the Compensation Tab and press the Default Pay
Components button. This will update all the employee's pay information.
Verify information on the Kansas Information tab and move to the
Benefit Program Participation link to enter the Annual Benefit
Base Rate.
For step by step instructions, visit the How
Do I menu. |
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| TRANSACTIONS - POSITION MANAGEMENT
Inactivate/Abolish a Position
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Abolishing and inactivating a position are two terms to
describe the same action. The reason an agency will inactivate
a position is that it is either no longer used or its inactivation
is requested by the Legislature. Once a position is inactivated/abolished
it cannot be reactivated or reestablished to be used by an agency.
A new position must be created in order to add the position back
or if additional FTE is granted.
Navigation: Organizational Development> Position
Management> Maintain Positions/Budgets> Add/Update Position
Info
1. Navigate to Position Data.
2. Add a new row by clicking the plus sign. Change the Effective
Date and change the Status to Inactive.
3. Add the Action/Reason code Position Change/Status Change.
4. Save.
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| TRANSACTIONS - POSITION MANAGEMENT
Maintaining Position Data
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An agency will update position information when a change
occurs. Entry of the update should be done at the time the change
takes place.
Some data updated on Position will automatically be updated on
Job and Employment provided that the "Update Incumbents"
checkbox is on.
When adding a new row to Position Data, always be sure to check
the Reg/Temp field. When a new row is added, the field re-defaults
to Regular. Make sure that it says the same thing as the previous
row when you save.
One thing to note when making changes to positions, is that you
should not change an existing position’s Reg/Temp field
from Regular to Temporary or vice versa. This also applies to
the Classified Indicator. Never flip this field from Classified
to Unclassified or vice versa.
If a change has been made to a part-time position's FTE, the
Standard Hours field on the Description page must also be updated
as well.
While most updates use the UPD reason code, there are exceptions.
Consult the specific How Do I for your update if you have questions
about which reason code to use. You may also use the Action
Reason Code Guide to help with your decision.
Navigation: Organizational Development> Position
Management> Maintain Positions/Budgets> Add/Update Position
Info |
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