When classifying a position, you can choose to create a new position description or you can copy an existing description and then make changes. If necessary, you can cancel the PD before you update the PD to the HR database.

If you have more than one responsibility, when you classify a new position description, choose the responsibility where the business group is the same as new position's business group. The application saves the business group ID associated with your current login responsibility with the newly created PD record. From then on, the only users who can view or update the PD are those whose login responsibility corresponds to the business group of the stored PD.

After you classify a position, if details about that position require you to update the position description, you can reclassify the position.

See: Reclassifying a Position.

Use the Position Description to create or update PDs.

   To classify a new position description:

1. In the Find Position Descriptions window, choose New.

   Fields in the new record are populated by default values that you can change.

2. Enter a start date early enough to handle any historical information you want to enter.

3. Choose the Category of the position description:

   • Active (position is currently occupied by one or more employees)

   • Inactive (position was occupied, but is no longer occupied)

   • Standard (generic agency position description)

   • Canceled (position no longer displays in the database).

4. Enter Position Description information:

   • Choose the Position Status.

   • In the Position Is field, choose the type of position that corresponds to this position description. For example, choose Supervisor or Non-Supervisory depending upon whether this position requires management responsibility.

   • Choose an FLSA type, either Exempt or Nonexempt.

   Note: The FLSA type you choose on the Position Description window must correspond to the FLSA Category you choose on the Extra Position Information window.

   • Enter the Competitive Level.

   • Choose the Position Sensitivity.

   • Choose the Financial Stmt Req type. If no type is required, choose N/A.

   • Check the Subject to IA Action (Identical Additional) check box if the position is subject to an IA Action.

   • Check the Career Ladder check box if this position is associated with a career ladder.

5. In the PD Classifications region:

   • In the Classified/Graded By field, choose the Office responsible for completing the position classification

   • Enter the Position Title.

   • Choose the Pay Plan, Occupational Code, and Grade associated with the position you are describing.

   Note: Make sure that the Pay Plan, Occupational Code, and Grade you choose on the Position Description window is the same as the ones you choose when completing the Position Extra Information.

6. In the Supervisor Certification region, choose the name of one or more employees responsible for certifying that this position description is valid, and enter the date.

7. In the Miscellaneous region, enter:

   • OPM Certification Number

   • Position Classification Standards

   • Any appropriate Remarks

8. If necessary, route the PD to the next destination to obtain any additional authorizations.

   If a PD is routed using a routing list, the application displays a message asking whether to use the routing list. If you choose Yes, the application routes the action to the next destination on the routing list.

   If you choose No and route it to another destination within the same routing group, when that user routes the PD, the system asks whether to resume the routing list. If the user responds yes, the application displays the list of the routing destinations.

9. In the Classifier region, choose the name of the employee responsible for certifying that the classification is valid, and enter the date.

10. To complete the classification, choose Complete PD Classification from the Routing Dialog.

    The application sends an FYI Notification to the classifier's worklist noting that the system has recorded the PD as classified. (You can remove FYI Notifications from your worklist by choosing the Close button.)

   To copy an existing PD and classify it:

1. Navigate to the Position Description window.

2. In the Find Position Descriptions window, query an existing position description that you want to copy and modify by entering the specific search criteria.

   The application displays search results in the Position Description window.

3. Choose the Copy button to copy the record information.

   Note: Only users with the role of Initiator in their default routing group can copy a PD.

   The new record displays all of the populated data excluding the Supervisor Certification, Classifier, OPM Certification Number, Remarks, Office of Personnel Management Classified/Graded by information, First and Second Level Review classified/Graded by, Routing History and Routing Group.

   The application does not duplicate attachments. Use the attachment process to include an attached document..

4. Complete the classification and update the position description to the database by following the steps described in classifying a new position.

   To cancel a position description:

You cancel a PD that you have not yet updated to the HR database the same way that you cancel an RPA action.

1. Open the PD from your worklist.

   You must have routed the PD at least one time either by routing it or by saving it to your worklist.

2. Choose the Delete icon from the toolbar.

   Note: After you cancel a PD, you may retrieve and copy it, but you cannot change it. For example, you could not change the category to active to reactivate it.