Function documentationPosition Maintenance Locate this document in the navigation structure

 

Position is a structure used to define available slots to which employees can be assigned. The public budget formulation process involves forecasting various expense types to arrive at a final budget. Direct personnel costs such as salaries, taxes, and benefits constitute a large expense area, especially in the public sector.

The various features of position maintenance help users to arrive at the personnel expense area for the overall budget of an agency, department, or an organization.

Prerequisites

  1. You have setup the following master data:

    • Country ID

    • Pay Scale Type

    • Pay Scale Area

    • ES Grouping CAP

    • Pay Scale Group

    • Pay Scale Level

    • Promote Date

    • Salary Override

    • Salary

    • Currency

    • Employee Group

    • Employee Sub Group

    • FM Area

    • Fiscal Year Variant

    • Fund Center

    • Funded Program

    • Grant

    • Functional Area

    • Fund

    • Benefit Area

    • Benefit Plan

  2. You have defined benefit rules. To learn how to maintain benefit rules, see Maintaining Benefit Rules.

  3. Positions must exist in the system before you can search for or edit them.

Features

The Position Maintenance screen allows you to perform the following actions through the available buttons:

Button

Description

New

Enables the creation of a new position.

Copy

Creates a new position record by copying some information from the currently selected position.

Edit

Makes all fields and tables available for changes for the currently selected position.

Save

Saves information entered in all tabs.

Cancel

Ends edit mode for a position without saving changes.

Search

Displays a popup that allows you to search for positions based on attribute values and then once a position is selected, a time interval can be selected as well.

New (Allocations and Benefits tabs)

Creates a new record for maintenance in the respective tables.

Copy (Allocations and Benefits tabs)

Copies information from the selected record and creates a new record for maintenance.

Delete (Allocations and Benefits tabs)

Deletes the selected record from the respective tables.

The position maintenance screen consists of the following areas:

Position Search

  • Filter Selection

    This area displays the various criteria for a user to search for existing positions. To learn how to use the search criteria to filter positions, see Searching for Positions.

  • Matching Positions

    This area lists the available positions based on search criteria values.

    This area lists the available time intervals based on the employee selected in the Matching Positions table.

Position Data

The following tabs are available:

Details

On this tab, you maintain general information for the position in the following fields:

  • Position: The position number is automatically generated by the system. You can enter a description for the new position in the field adjacent to the position number.

  • RPT Position: Specifies the client-defined position number, usually generated in the HR system.

  • Job Class: Specifies the job class of the position. The job class provides default characteristics for the position record.

  • Authorization to Fill: Indicates whether the position is approved to be filled.

  • Authorized Count: Specifies the number of employees that can fill the position. During a personnel projection run, the system first calculates the cost of employees assigned to the position, then the remaining position vacancies are calculated based on the position cost.

  • Start Date and End Date: Indicates the period (in month and year format) for which the position exists.

    Note Note

    A position can have multiple time intervals.

    End of the note.

  • Salary %: A percentage of salary to be projected. For example, an entry of 50% indicates that assigned employees are paid half the salary for the position. This field is used to calculate the number of full-time employees (FTE).

  • Benefit %: A percentage of benefit costs to be projected.

  • Position Status: Indicates the current status of the position. The status must be 3 (Active) in order for the position costs to be projected.

  • FTE Period: Indicates the number of periods within a fiscal year that a position’s costs should be spread over.

  • Performance St. Period: Specifies the starting month of performance for the position when the performance period is less than 12 months.

  • Performance Period: Indicates the number of months for which the position will be funded from the Performance St. Period.

  • Report FTE: Indicates a static FTE amount, entered by the user for use in reports. This value does not impact the projection.

Pay Details

This tab allows you to maintain salary details. If this tab is left blank, then the system calculates the pay from the position job class code maintained on the Position Details tab. The following fields are available for maintenance on the Pay Details tab:

  • Country ID: Indicates the country code for the position.

  • Pay Scale Type: Defines the pay plan used for basic pay.

  • Pay Scale Area: Indicates a specific geographic region. You can use this field to represent local pay or general area as well.

  • ES Grouping CAP: Defines the bargaining unit.

  • Pay Scale Group: This field, together with Pay Scale Level, determines the pay level or pay grade of an employee.

  • Pay Scale Level: Identifies the pay level within the pay scale group.

  • Promote Date: Indicates a date when the position may receive an increased salary either as a percentage increase or a pay-level promotion.

  • Salary Override: Indicates the salary record that should be considered during a projection.

    • Yes – Denotes that the amount in the Salary field on the Pay Details tab is considered for projections.

    • No – Indicates that the salary is determined based on the value found in the Pay Level Maintenance table for the Pay Details values Country ID, Pay Scale Type, Pay Scale Area, ES Grouping for CAP, Pay Scale Group, and Pay Scale Level.

  • Salary: Allows you to enter a salary amount if the Salary Override indicator is set to Yes.

  • Currency: The FM area currency will be defaulted as the position currency. A different currency can be entered if the position currency differs from the FM Area currency.

Organization

On this tab, you maintain organizational information for the position by using the following fields:

  • Employee Group: Indicates the employee group to which the position is assigned.

  • Employee Sub Group: Indicates the employee sub-group to which the position is assigned.

Home Funding

This tab consists of fields that provide details for the position with regard to financial management. The following fields are available to maintain the details:

  • FM Area: Refers to the financial management area for the position. This detail determines the fiscal year variant and currency code for the position. This is a mandatory field.

  • Fund Center: Defines the fund center associated with the position.

  • Funded Program: Indicates the funded program associated with the position.

  • Grant: Mentions the grant associated with the position.

  • Functional Area: Specifies the functional area associated with the position.

  • Fund: Points out the fund that is associated with the position.

Allocations

On this tab, you allocate the position to different FM areas for different time intervals. This tab makes use of all the fields on the Home Funding tab and the following additional fields:

  • Start Period and End Period: Allows you to specify the time interval for a particular allocation.

  • Allocation %: Indicates the percentage allocation of a position to a different funding area. During a personnel projection, personnel cost is calculated and assigned to different funding areas based on allocation details.

You can maintain the allocation table using the New, Copy, Delete, and Save buttons on the tab.

Benefits

On this tab, you maintain various benefit plans for the position using the following fields:

  • Start Period and End Period: Allows you to maintain the start and end period for a particular benefit.

  • Benefit Area: Indicates the benefit area.

  • Benefit Plan: Specifies the benefit plan that is associated with the position.

You can maintain the benefit table using the New, Copy, Delete, and Save buttons on the tab.

Activities

In the Position Maintenance screen, you can do the following:

More Information