POSITION MANAGEMENT OVERVIEW

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POSITION MANAGEMENT OVERVIEW

• Campus Training
• July 26, 2012

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AGENDA

• Flow of Human Resources Activities
• Classification/Compensation Unit
• PS Position Management Process
• Forms Completion
• Job Aids
• HR/FS Contacts

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HR Business Process Flow
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Classification/Compensation

• The review, analysis and monitoring of
• organization positions, salaries and wage
• structures.
• Establish Positions
• Review/Audit Existing Positions
• Salary Surveys Compensation Studies
• Organization Design/Development

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PS Position Management

• Electronic update and tracking of
• position actions
• Allows auto-update of PS Job Data pages for
  current and future dated position actions
• View on-line position information and print
  reports

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Process (Employee Population)

• Types of Employees
• Faculty
• Exempt
• Non-Exempt
• Graduate Assistants
• Students

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Process (Employee Population)

• Status of Employment
• Full-Time
• Part-Time
• Regular (salaried with benefits)
• Temporary (hourly/salaried, no benefits)
• Contingent II
• Contingent I (Temporary/If When Needed)
• PT/Seasonal Faculty

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Process (Position Components)

• Job Code/Job Title
• Non-Exempt
• Example 09APU ACAD PROG SPEC
• First 2 digits of the code indicate salary range
• Exempt/Faculty
• Example 84106A Accompanist
• Code starting with 8 is for Faculty positions
• Example 95310H Academic Advisor
• 93142A Asst Provost Professor
• Code starting with 9 is for 12 month exempt or 12
  month faculty positions

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Process (Position Components)

• Standard Hours/FTE
• Full-Time 40 hrs/100
• Part-Time lt40 hrs/50 - 99
• Regular Faculty/Staff must be at least 20 hrs/50
  or more
• Graduate Assistants always 33 or 17
• Benefits pro-rated based upon FTE
• Temporary Faculty, Contingent I and Students no
  FTE

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EMPL CLASS STATUS FT/PT STANDARD HOURS
Non-Exempt, Regular Regular Full-Time 40
Non-Exempt, Regular Regular Part-Time 20-39
Exempt, Regular Regular Full-Time 40
Exempt, Regular Regular Part-Time 20-39
Faculty, Regular Regular Full-Time 40
Faculty, Regular Regular Part-Time 20 39
Graduate Assistant Regular Part-Time 20 or 10
Contingent II Temporary Full-Time 40
Contingent II Temporary Part-Time 20-39
Contingent I Temporary (If When Needed) Part-Time 1.00
Contingent I Temporary (Salaried) PT/FT 20-40
Faculty Contractual Temporary Part-Time 1.00
Student Temporary Part-Time 1.00
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Process (Position Components)

• Funding Source Combination Code
• Set up through Financial Services (FS)
• Link between HR and FS
• Source for Budget tracking

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Process (Positions vs Employees)
Position 1 50
Position 2 50
Employees are hired into Positions Employees can
be assigned to more than one Position A single
position can not be assigned to more than one
Employee
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Process (PM Activities)

• Establishing new positions
• Modify Existing Vacant Positions
• Modify Occupied Positions

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Process (PM Triggers)

• Hiring for a Position
• Before advertising
• Before job posting
• Before interviewing
• Transferring or Promoting an Employee into a
  Position
• Before payroll action

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Process (Establish a Position)

• Request when no other positions are available
• Existing vacancies already earmarked for use
• Availability of funding for new position
• UMBC Position Request Form

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Process

• Classification Unit Review (Faculty vs Staff)
• All position requests submitted to HR Class/Comp
  Unit for update of PS Position Management (PM)
• Once update is complete, request is forwarded to
  FS for update of Department Budget (DBE) pages
• Position Request Form is returned to department
  with position number and confirmation of DBE setup

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Process (Modify Existing Position)

• Standards for Using Vacant Positions
• Can be modified to use for any position for which
  you are hiring
• Consider vacant positions if not planning to use
  not or in the near future
• Budget considerations and signature authority

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Process (Modify Vacant Position)

• Faculty or Graduate Assistant
• No analysis required by HR Class/Comp Unit
• Exempt/Nonexempt
• Must be approved by HR Class/Comp Unit
• Funding/Budget considerations and signature
  authority
• Classification Action Request (CAR) Form

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Process (Modify Occupied Position)

• Exempt/Nonexempt Position
• Change in assigned duties/responsibilities
• Review by HR Class/Comp Staff
• Budget considerations and signature authority
• Classification Action Request (CAR) Form

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Process (Modify Occupied Position)

• Faculty or Graduate Assistant Position
• HR only verifies accuracy of position attributes
• Change PAR Form to HR
• Budget considerations and signature authority

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Process

• Upon update of PM, CAR Form or Change PAR Form
  delivered to FS for update of DBE pages
• Department Notification
• CAR Form (Vacant Faculty/Graduate Assistant) from
  Financial Services, or
• HR Approval Letter (Exempt/Nonexempt positions)

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OTHER DOCUMENTATION

• Change PAR Form
• to update position data for occupied faculty,
  graduate assistant and student positions
• to ensure update of payroll and job data for all
  other position actions
• Additional approvals

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Process (Updating DBE)

• When all other components of position are correct
  (job title, status, FTE)
• Only DBE Form is required
• Submitted directly to Financial Services
• Financial Services Payroll Accounting Home Page

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Deadlines/Turnaround Time

• New positions
• Existing vacancies
• Occupied positions

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Job Aids

• Position Management Manual
• Job Code Listing
• HR Navigation Reference Sheet
• Position Management/HR Activity Worksheet
• HR Classification/Compensation Home Page

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Other Available Reports

• UMBC Active/Vacant Positions Report
• Time Detail Report
• Detail Leave Report
• Gross Pay Report
• Statement of Payroll Charges

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HR/FS Contacts

• Rochelle Sanders, Director of Classification/
  Compensation (HR, X53842)
• Bobbie Jo Troyer, HR Specialist (HR 52479)
• Pat Jarkowski, Specialist, Classification/Compensa
  tion (HR x53258)
• Carol Pace, Financial Services (FS x52676)
• HR Classification/Compensation Home Page

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Closing

• Questions