Position Management HR

1

• Position Management - HR
• Chalk-Talk
• Jan Jerabek - LogicGate, LLC
• for Arizona State University
• October 2007

2
Topics

• Part 1, HR Aspects of Position Management
• Part 2, Why Should We Use Position Management

3
Topics Part 1, HR Aspects

• Background Job Rows
• The Concepts of Positions and Position
  Management
  
• Position Attributes
• Position Incumbents
• Multiple Jobs / Multiple Positions
• Partial/Full Position Management

4
Background Job Rows

• Every employee has at least one job row - a set
  of data values which describe that employees
  job. These values include department, jobcode,
  paygroup, employee status (active, terminated, on
  leave, ), union code, FICA status, F/P, R/T,
  FTE, compensation rate, etc.

5
Introductory Scenario

• Consider a scenario in which, after many years of
  loyal service, an administrative assistant is
  retiring and we are in the process of hiring a
  replacement.

6
Introductory Scenario (2)

• Comparing the job row of the retiring employee to
  the job row of the replacement, we would expect
  certain values such as compensation rate to be
  different, and other values such as department,
  location, and jobcode to remain constant.

7
Introductory Scenario (3)

• Those values which we expect to differ are
  clearly a function of the individual employee
  themselves, whereas those values which we expect
  to remain constant are a function of
  organizational placement and expected duties
  rather than of the individual.

8
Introductory Scenario (4)

• It is the recognition of the fact that certain
  aspects of a job are not really related to, or
  dependent on, the individual employee who
  occupies that specific job which allows us to
  develop and utilize the concept of position
  management.

9
Simple Definition - Position

• A position is the essence of a job which
  exists independently of any particular employee.

10
Simple Definition Position Mgt

• Position management is a comprehensive
  perspective of the workforce in terms of the
  positions employees may occupy rather than the
  employees themselves.

11
Positions HR Attributes

• Position Number (unique key)
• Department
• Jobcode
• Position Title (default is job title)
• Location

12
Positions HR Attributes (2)

• Reg/Temp
• Full-time/Part-time
• Sal Admin Plan
• FLSA Status
• Class Indicator

13
Positions Own Attributes

• Action / Reason Codes
• Reports-to position
• Reporting Flags
• Budgeted position
• Confidential position
• Adds to actual FTE
• Max Head Count

14
Positions Own Attributes (2)

• Position Status Values
• Proposed
• Approved
• Frozen

15
Positions Own Attributes (3)

• Position Class (translate values)
• Professor
• Associate Professor
• Library Professional
• Dean
• Grad Assistant/Associate
• Student
• Classified Staff

16
Position Incumbents

• An incumbent is an employee in a position
• That employees job is related to a position by
  entering the position number on their job row
  
• (or addl pay row, or payline)

17
Position Incumbents (2)

• Single incumbent position often regular or F/T
  employee
  
• Multiple incumbent position Often temp, student
  employee or affiliate
  
• Vacant position no incumbent in a typically
  single-incumbent position

18
Multiple Jobs / Multiple Positions

• Each of these options is valid and useful in
  certain circumstances
  
• Employee has 1 job tied to 1 position
• Employee has multiple jobs, each tied to the same
  position
  
• Employee has multiple jobs, each tied to a
  different position

19
Multiple Job/Position Examples

• A faculty member who is also a departmental
  chair
  
• A student employee who works in several different
  depts at different hourly rates
  
• An accountant teaching a night class

20
Multiple Job/Position Ex. (2)

• A temp employee with 2 different part-time jobs
• A professor who teaches in both anthropology and
  geology
  
• A campus security guard who also works at
  football games

21
Position / Job Relationships
Empl Rcd
Job
Employee
Position
22
Partial Position Management

• Some jobs, and some transactions through payroll,
  are related to a position.

23
Full Position Management

• Every job, and every transaction through payroll,
  is related to a position.
  
• (If it involves a person and a dollar, then it
  involves a position.)

24
Topic Review Part 1, HR Aspects

• Job Rows
• Positions and Position Management
• Position Attributes
• Position Incumbents
• Multiple Jobs / Multiple Positions
• Full/Partial Position Management

25
Topics Part 2, Why Posn Mgt

• Data Entry on Job
• Vacancy Tracking
• Position History
• Expense by Position
• Budget by Position

26
Data Entry on Job (No Position)

Bus Unit
Full/Part
Company
Reg/Temp
Job
Deptid
Shift
Location
Union Cd
Jobcode
27
Data Entry on Job (Position)

Position
Bus Unit
Full/Part
Company
Reg/Temp
Job
Deptid
Shift
Location
Union Cd
Jobcode
28
Data Entry on Job (Position) (2)

• Note that the facilitation of Job entry (and Job
  data integrity) when using positions is part of
  the reason for preferring Full Position
  Management over Partial, especially in the case
  of multi-incumbent positions

29
Tracking Vacancies

• A Job row only exists because it has a relation
  to a current or former employee
  
• A position exists as an independent entity
  whether there is an incumbent or not

30
Position History

• The history of a position, its attribute changes
  over time, and the progression of
  incumbents/vacancies is available for analysis

31
Expense by Position

• Analysis of expenses can be reported on a
  position or position class basis
  
• This is very useful for multiple incumbent
  positions and employees with multiple positions

32
Position Budgeting

• Similar to expense by position, and in
  conjunction with it, position budgeting allows
  the calculation and reporting of the basic
  budgeting equation on a position-by-position
  basis
• Budget Expense Encumbrance
• /- Redistributions Available

33
Topics Review Part 2, Why

• Data Entry on Job
• Vacancy Tracking
• Position History
• Expense by Position
• Budget by Position

34
Topics Part 3, Custom Work

• Position Cross-Reference Panel
• Create/Modify Position
• Position Mgt Central Process
• View Position Budgets
• View Position Encumbrance

35
Lots to Think About