Many agencies require classified position descriptions (PDs). Agencies recognize valid positions based on different criteria such as:
Timing, the date the position is occupied
Approval, the date the position description is classified
Budget, the date the funds are appropriated
The written PD describes the position's unique responsibilities, requirements, and working conditions. You can attach the PD to a position and maintain it in the document catalog. For example, you can attach:
An existing PD
A modified PD (a copy of an existing description that you've edited and saved)
A new PD
Supporting documents, such as Evaluation Statements and Statements of Differences for career ladder position
If you later find that you need to modify the PD, you can do so by reclassifying it. (You can reclassify the PD more than once, if necessary.)
The application supports secure user view and cross-business group functionality. For example, when you create and then save a PD, the application stores the business group ID attached to your login's responsibility with the PD record. The application then limits access to users whose business group login corresponds to the one saved with the PD.
If you require access to all PDs or need to update related information such as Position Extra Information, use a non-secure responsibility.
In the usual process of classifying a position, you create (initiate) a PD, route it to a Requester, to an Authorizer, and then to the HR Specialist who completes the PD and classifies the position.
When classifying a PD, you can categorize it as a standard PD, canceled, active, or inactive. A PD Occupancy form lists the employees whose current or previous positions were linked to the PD. After classifying a PD, you can attach it to one or more positions by entering the PD identifier in the Position Extra Information.
If you process an RPA for an employee whose position is linked to a PD, the application generates a PD Cover sheet that contains information assembled from the PD, the RPA, and the Position. Personnel working with the RPA can view the Cover sheet from the RPA. When you later print the Notification of Personnel Action for the employee's Official Personnel File, you can also print the PD assigned to that position.
When processing a PD, the workflow roles are similar to those of the RPA as described in the following table.
| Role | Function |
|---|---|
| Initiator | Can initiate and enter information on a PD, but not the Classifier and Supervisor information; can copy PDs, can view unclassified and classified PDs |
| Authorizer, Requester | Can enter PD information and sign Supervisor information, but not the Classifier information; can view unclassified and classified PDs |
| Reviewer | Can view unclassified, classified, and reclassified PDs |
| HR Specialist | Can complete the entire PD, can initiate and classify a PD without having to route it, can reclassify a PD, can view unclassified, classified, and reclassified PDs |
Using the workflow feature, you can route position information, the position description document, and supporting documentation. By routing the information, you can easily obtain the appropriate approvals for the PD.
The Notification message contains the PD Identifier number that the application automatically assigns the PD (this number is entered in Position Extra Information to link the PD to a position).
The Notification lists the position title by the highest classification level. The authorization order from lowest to highest is:
Recommended by Supervisor or Initiating Office
First Level Review
Second Level Review
Department, Agency, or Establishment
Office of Personnel Management
After classifying or reclassifying a position, the application displays a Closed status for the Workflow worklist and a Routing History status of Classified or Reclassified.
If you want to see the full history of the PD, you can display the Routing History for a record of the status and action taken. The following table describes the status and its associated action..
| Status | Action taken |
|---|---|
| Reclassified, Classified | User chooses Classified or Reclassified when Routing the PD |
| Canceled | User cancels a PD (PD can only be canceled after it's first saved to the inbox). |
| Reopened | User reopens and saves a PD that has been previously classified |
| Authorized/Reque4sted | User enters or changes the name and date information in the Supervisor Certification region (The application does not display a status for the second Supervisor Certification, only the first.) |
| Initiated | User starts a new PD |
| Not Routed | User saves the PD to his or her inbox without routing it |
| No Action | User opens a PD from the inbox and routes the PD without making a change that would produce an Action Status of Requested, Authorized, or Reviewed |
| Reviewed | Reviewer opens, reviews (view only), and routes the PD |
The application displays an Action Taken status for the first person listed in the Supervisor Certification region, not the second. The application records an Authorized or Requested status (depending on the user's role) when the user completes both the name and date field in the Supervisor Certification region. If the user changes the date or name, the application enters another status of Authorized or Requested.