To define a position:You use the Position window to define positions within your organizations and to add them to position hierarchies.
The check boxes at the top of the window are for information purposes only and indicate whether the position belongs to an organization selected for position control:
Open: unfilled
Under Review: changes to the position definition are in process using a position transaction
Approved Future Actions: the position or changes to it are approved for a future effective date
If your system administrator has implemented the product to use the National Finance Center (NFC) as a provider, the position window includes a Master Record field. You define a master position record and use it as a basis for defining associated individual positions that you assign to employees.
There are several dates on the Position form:
Start date at the top of the form: Displays the earliest date on which a person can be hired into this position
Hiring Status Start Date: Displays the date the position changed to the status shown in the Status field
Hiring Status Proposed End Date: Displays the date the current status is expected to change
Effective From and To Dates at the bottom of the form: Displays the effective date range for the record you are viewing.
To define a position:Set you effective date early enough to handle any historical assignment information you want to enter.
Note: Consider using a fixed date as a default for your initial setup, for example, 01-JAN-1951. This will simplify your data-entry.
If you are selecting the Active hiring status for the first time, enter a Start Date, the earliest date on which you can hire a person into this position.
For non-NFC implementations, enter a unique name for the position in the Date Effective Name field in the Position Details tabbed region.
Note: The Name field at the top of the window displays the latest name on record for the position, irrespective of your effective date. This name is used on all other windows, such as Assignment.
A window opens when you enter the Name field. You must enter a unique combination of segments in this window. For example, if you are creating two similar positions, you can differentiate them by assigning each position a unique sequence number.
Enter a unique name for the Position Title
In general, use the official title from the classified position description.
Enter a Position Description Number
Enter a Sequence Number, if appropriate for your agency
Note: If you enter a Sequence Number that begins with zeros, the application displays them here, but removes them on the RPA and the Notification of Personnel Action, displaying the number only. For example, if you enter 001, the RPA displays 1.
Enter an Agency/Subelement Code
For NFC implementations, if you are defining an individual position, skip to the next step.
If you are defining a Master Record, leave the Master Record field blank. In the Date Effective Name field in the Position Details tabbed region, enter a unique name for the position.
A window opens when you enter the Name field. You must enter a unique combination of segments in this window.
Enter a unique name for the Position Title
Enter an OPM Agency Code
Enter an NFC Agency Code
Enter a Personnel Office ID
Enter a Position Number (the Master Record Number of Individual Position Number)
Enter a Valid Grade
For NFC implementations, if you are defining an individual position record, in the Master Record field, select the master position on which to base your position definition.
The application automatically enters the key data shared between the master and individual position record in the Date Effective Name field. Complete the two remaining fields, but do not change any of the automatically entered information.
Select the Type of position. The choices are:
Single Incumbent, meaning that only one employee is allowed to hold the position at any time
None, which you can select if you do not need to record position types
Shared (Public Sector), meaning there can be several incumbents, up to the value of the FTE field
Pooled (Public Sector only), meaning the position is loosely defined so rules about FTE and hours are not enforced by the system
Note: The two public sector designations Shared and Pooled are not supported in the current release.
If the position is permanent and budgeted every year, select the Permanent check box.
If you select Permanent on the Position record, and your agency uses the National Finance Center as a HR or Payroll provider, the FESI position transmission reports this position as a permanent position for budgetary purposes.
If the position is only used in one season each year, select the Seasonal check box. You can enter the season dates in the Seasonal Information extra information type.
Select the organization and job for this position. They must have a start date on or before the start date of this position.
Note: You cannot change the organization or job once you have saved the definition.
You can set up several positions that have the same job in the same organization. Each position name must be unique.
If you know that the position will be transferred to another organization or job in the future, enter the proposed end dates now, for information.
Select a hiring status.
The Start Date field indicates when the current hiring status came into effect.
Note: When you process a position-related action using an RPA, you can select a Proposed, Active, or Frozen status. This allows you to process future-dated actions. However, at update to HR, the system only updates Active positions.
If the status is Frozen, you must enter a proposed end date for the status. Optionally, you can enter a proposed end date for Proposed or Active statuses, for information.
Select a location for the position, or leave the default, which is the location of the organization.
Enter the number of Full Time Equivalents to be assigned to this position. If the Position Type is Single Incumbent, FTE must be 1.0 or less.
You can enter the number of incumbents that are planned for the position in the Head Count field.
If required, enter the earliest date at which incumbents can be hired into this position. If you have created a requisition and vacancy for this position, the earliest hire date must be within the vacancy dates.
Enter the date by which the position should be filled. This date must be on or after the Earliest Hire Date.
Select the Permit Recruiting check box if the position is not open but you want to enable advertising, job posting and acceptance of applications.
For example, you might select this check box for a position that is frozen but due to become active in the near future.
Select the payroll to which the position's incumbents are normally assigned. This payroll's calendar can be used for calculations of budgeted amounts and commitments.
Note: The Working Hours and Normal Start and End Times default from the organization, but you can override them.
Enter a number in the Working Hours field, and select the corresponding period of time in the Frequency field. For example, enter 40 and select Week.
Enter the normal start and end times in 24 hour format. For example, for 5.30 p.m., enter 17:30.
Note: If this position operates within a shift system or has an unusual work schedule, you can record the shift pattern or days worked in the Work Choices window.
Select the name of a person who supervises this position. See also the Supervisor field in the Related Positions region if the position is supervised by the holder of a specified position rather than a named person.
Select the Replacement Required field if you want to warn users that they should enter the name of a replacement when they enter an absence for a holder of this position. You might do this for positions where it is essential that a person is in charge at all times. See also step 31
For information purposes, you can select the position held by the supervisor or manager of this position.
In the Relief field, you can select the position that should be held by people who cover this position when the incumbent is absent.
Select the position from which a successor will move to fill this position.
For academic positions, if salary can be paid over a longer period than the work term (such as a 9 month appointment paid over 12 months), click the Extended Pay Permitted check box.
If extended pay is permitted, enter the start and end dates of the work and pay terms.
Click the Extra Information button. In each Extra Information type, enter the required information and the information requested by your agency. For example, you might add language details to establish the language proficiency required by applicants who apply for this position.
See: Position Extra Information Types
The application supplies default values for the Position Group 1 and Position Group 2 flexfields that you can change by entering or choosing a different value. When you create a new position, the application automatically enters APPR (Appropriated Fund Position) as the default Position Type in Position Group 2 Extra Information. When the application generates NPAs (batch or individual) or counts records before generating CPDF reports, it acts only on Appropriated positions.
If you are defining non-standard positions (authorized alternative HR systems such as the National Security Personnel System), you can specify the position's regulatory system in the Position System Indicator in the US Federal Alt HR System extra information.
Note: You do not need to enter a Position System Indicator for a standard HR system. The application treats values of null or 00 as positions for standard HR systems.
To simultaneously save and validate the Extra Information, click the Validate button after completing each Extra Information type. (Saving alone does not validate the position data.)
If required, enter comments, a posting description for recruitment purposes, and any special confidentiality or security requirements, such as a clearance level.
To add the position to one or more position hierarchies, choose the Reporting To button. Select a hierarchy and the name of the position to which this position reports.
Save your position.
Click the Evaluation button to enter evaluation information and an overall evaluation score for the position.
Click the Requirements button to enter position requirements, such as required qualifications or valid experience, to help you match people to roles.
See: Entering Position Requirements
Note: Consult your HR manager or system administrator to determine whether this is the right window for entering position requirements. Use this window if requirements were defined using Special Information Types. Use the Competence Requirements window if you are following the competence approach.
Click the Occupancy button to view all those people who have held a selected position or who are applying for it, and the dates of their occupancy. This information could be relevant for selecting people with the necessary skills for similar positions.
Click the Work Choices button to enter work choices that can affect an employee's, applicant's, contractor's, or ex-employee's capacity to be deployed within your enterprise (or a customer's).
When you are done, save your position.
Click the Validate button to have the system perform the necessary edit checks and update the database with the new information.
You can only use valid positions when updating an RPA to the HR database. Each time you change data in the position, validate the position again by clicking the Validate button.