# Presentation: 899046

## EHRPPosition Management Concepts

**February 23-27, 2004**

***              ******Presented by Sherri Herndon, BearingPoint***

## Session Outline

**Position Management Basics**

**Procedures and Roles**

**Job Code/Position Number Request Form**

**Q&A             Assessment**

## Position Management Basics

## Position Management Basics

**Job Codes**

**Job Codes are...**

-  Basic building blocks – the “foundation” for positions

-  Generic – are for a type of work (at a particular level and grade)

-  SHARED  - across Institutes/Centers
-  Many positions and many employees may share the same job code

-  Somewhat equivalent to position description numbers formerly used at NIH

## Position Management Basics

**Positions**

**Positions are...**

-  “Seats” that can be filled or empty

-  Specific to each I/C, each admin code, and each location

-  Assigned to only one person at a time (one-to-one relationship between position and employee)
-  The person currently filling a position is the incumbent

## Position Management Basics

**Positions**

## Position Management Basics

**Data Flow – Key Fields**

## Procedures and Roles

**Job Code Procedures**

**When to request a change to an existing job code:**
**NEVER !**

-  Since job codes are SHARED, it is rarely appropriate to change one, as you will likely be affecting someone else
-  Also, do not request to inactivate a job code, since they are shared. Each existing job code remains in “inventory” to be used when needed.

-  If no existing job code is what you need, then request a new job code.

## Procedures and Roles

**Job Code Procedures**

**When to request a NEW job code be created:**

-  When you have searched the list of existing job codes and do not find one that contains the right data

-  When you need a new combination of Occupational Series,  FLSA, Position Title, Manager Level, Pay Plan, Pay Table, Pay Grade, Pay Basis, and Functional Class

## Procedures and Roles

**Job Code Variables**

## Procedures and Roles

**Position Procedures**

**When you do NOT need to change a position or create a new one:**

** **When there is an open, active position that is exactly what you want.
- - It contains the correct job code and correct location, admin code, etc.
-  When you are filling a vacant spot for someone who left, and hiring a replacement who will perform the same job in the same grade.

## Procedures and Roles

**Position Procedures**

**When you need to keep using an existing position, but **_**change**_** it:**

** **Person is being moved and assigned a new job code*, but basically will retain same duties. (No replacement will take over old duties – position will not be back-filled.)
-  Other variables of position are changing (location, admin code, etc. )
- * This is a change to current procedures. Going forward, you may keep the same position, but change the job code attached to it by requesting a modification to the position.

## Procedures and Roles

**Position Procedures**

**When you need to create a **_**new**_** position:**

** **A new** **person will be coming into a “new” position, not replacing someone who left.
-  A person is moved to a distinctly new position, where the old position will be left behind to be back-filled by someone else.

## Procedures and Roles

**Position Procedures**

**When you need to inactivate or activate a position:**

- INACTIVATE a position when it has been vacated, and there are no plans to back-fill it with someone else.
- ACTIVATE a position when it was one of “your” positions (your I/C), it had been vacated and not filled (and inactivated), but now you wish to fill it again.

## Procedures and Roles

**Roles and Responsibilities**

## Procedures and Roles

**Running the Job Code Query – Searching for a Query Name **

- Log on to PeopleSoft.
- Navigate as follows- Home–PeopleTools–Query Manager–Use-Query Manager

## Procedures and Roles

**Running the Job Code Query – Selecting and Running**

- Enter the full name or partial name of the public query in the Search For field and click Search.
- To start the query, select the appropriate query from the search results by clicking Run as shown below. The job code query is **HE0019**.)

## Procedures and Roles

**Running the Job Code Query – Parameter Screen**

- The next screen allows the user to enter the variables that are used to determine if a new Job Code is needed.  If a match is not found, a new job code is needed.

## Procedures and Roles

**Running the Job Code Query -  with sample parameters**

## Procedures and Roles

**Running the Job Code Query - Output**

- The following shows the format of the report:

## Job Code/Position No. Request Form

**I. Request Section**

**Complete basic information in this section:**

**New**

## Job Code/Position No. Request Form

**II. Job Code Information**

**When requesting a new Job Code, each element of this section of the form should be completed by the HRO (except Job Code Number).  The combination of all of the items in this section should make a Job Code unique. **
**Run query HE0019 to determine if a new Job Code needs to be created.  When you want to use an existing Job Code****, provide the Job Code number. ****Only use the new (all numeric) job codes****. **
- Drop down boxes will provide a list of choices for certain fields where appropriate.

## Job Code/Position No. Request Form

**III. Position**

- Fill in each element for a new position.
- Run query HE0018 to determine if a new position needs to be created, if an old position needs to be activated, or if a current position needs to be inactivated.
- If a position needs to be modified, enter only the information that should be changed.

**New**

**Moved from Job Code**

**Moved from Job Code**

## Job Code/Position No. Request Form

**IV. Job Code and Position Numbers**

- The SPT will use the information provided by the HRO in Section I and Section II of the form, for reference purposes, to make necessary additions and/or changes.
- The SPT will then include the numbers of the Job Code or Position that has been created, activated, inactivated or modified and sign the form as shown below.
- SPT will fax the completed form (with numbers and comments) back to the HRO.

## Job Code/Position No. Request Form

**Commissioned Officer Information Form**

- This form is to be completed and attached to the Job Code/Position Number (JC/PN) Request Form when the supervisor listed in Section III of the JC/PN Request Form is a Commissioned Officer (CO), and he/she is not already in EHRP.
- The Commissioned Officer Information Form serves as an indicator to the SPT group that a position record must first be identified or established for the CO, so that he/she can be hired into EHRP by Flo as a non-employee.

## Job Code/Position No. Request Form

**Common Problems with Forms Submitted**

**Late Forms** – May cause payroll deadlines to be missed and employee pay to be delayed. Deadline is: COB Friday, 30 calendar days (five Fridays) before the effective date.
**Incomplete** – Causes processing delays when SPT must perform research or contact HRO for more information.
**Inaccurate – **Often due to keeping a copy on your hard drive, then just modifying this copy with every new request. (Not all fields get updated as they should when this method is used.)
**Multiple Submissions of Data ** – SPT receives multiple requests for same job code/position, from different team members, or same team member. Be sure that your fax machine gives you a “success” message when you have sent the form. If it does, you are done!
**Title Limits Exceeded** – PeopleSoft will only accept job titles of **30 characters or less**, so please abbreviate appropriately.

## Job Code/Position No. Request Form

**Samples – New Job Code and New Position**

## Job Code/Position No. Request Form

**Samples – Inactivate Position**

## Job Code/Position No. Request Form

**Samples – Change Position Data**

## Flo’s Position Management Responsibilities

**Corrections to Job Code and Position**

**Situation**: An error(s) is discovered on any data on the job code and/or position (wrong position title, manager level, FLSA, series, dept id, work schedule, standard hours, etc.) **AND** the action(s) containing the incorrect data has already been finalized (i.e. PAR status  = PRO Processed by Human Resources).
**Action Required**: A signed, typed SF-52 Request for Personnel Action Correction, along with the OPF, needs to be submitted for processing. The typed SF-52 should reflect the effective date of the last OPM action along with the corresponding NOAC, NOA, Legal Authority Code and Legal Authority that is being corrected.  In the remarks section, please indicate remarks ZZZ (admin code), C11 and C12, if applicable.
-  **NOTE**: If one of the nine elements that make up a job code is incorrect, run HE0019 Job Code query to locate an applicable existing job code. Indicate the new job code in block 15 of the SF-52 as PD. If the correct job code doesn’t exist, follow the instructions for requesting the creation of a new job code. After the job code is created, the correction can be made.

## Flo’s Position Management Responsibilities 

**Change in Work Schedule/Hours**

- When making changes to work schedule/hours, use the **Change in Work Schedule/Change in Hours Request Form** dated February 2004.
- Requests for Personnel Actions must be initiated in EHRP and routed through the appropriate channels.
- Timekeepers/ITAS AOs must enter all changes in ITAS the pay period prior to the effective date.
- The Teams must ensure: 1) the action has been initiated in EHRP, and 2) all required signatures have been obtained and the form contains the correct information (beg. of pay period effective date, hours add up correctly, etc.).
- These forms should be forwarded to Flo at least one week prior to the effective date of the change to allow sufficient time for processing.
-  **NOTE**: Please be sure that all of the blocks at the top of the form are completed, particularly block 6, CSD Contact Person and Phone #.  If the employee is changing to a full time schedule, there is no need to complete the portion on the form that outlines the days and times. This section only applies to PART TIME EMPLOYEES.

## Flo’s Position Management Responsibilities

**Reorganization**

- The **Request for Realignment** (In lieu of SF-52) dated February 2004 is used to request the processing of realignment actions.
- If the CAN or TK# isn’t changing, there is no need to indicate it on the form.
- A ”signed” copy of the NIH-2500 Notification of Organization Change must accompany the Request for Realignment (In Lieu of SF-52). Submit copies of the package (Request for Realignment (In lieu of SF-52) and the NIH-2500) for each person’s OPF.
- If the “Reports To” and/or Duty Station is changing as a result of the reorganization, the JC/PN request form must accompany the package.
*Do not complete every section of the form*. In Section I enter the reason for request as Realignment – Change in “Reports To” and/or Duty Station (whichever is applicable or both if applicable) check “modify” and “position” and complete the other blocks. Skip Section II Job Code Information and in Section III Position Information, complete the following fields: Position Number, Location Code and Position Location if the duty station is changing and/or Official Supervisor Position Number and Name and Title of Official Supervisor for the ‘reports to’.

## Flo’s Position Management Responsibilities

**Change in Duty Station (not in conjunction with Reorganization)**

- Submit the JC/PN request form and *indicate the new information only*.
- Complete Section I and enter Change In Duty Station as the reason for request and check “modify” and “position”.
- Skip Section II Job Code Information and in Section III Position Information, complete the following fields: Position Number, Location Code and Position Location.
- For questions concerning corrections and changes, please contact Flo Andrews on 301-402-0092.

## Sample Scenarios for Discussion

**Scenarios**

**Promotion** – Person will really be performing same duties, but grade will change from 9 to10.
**Promotion**– Tonia is going to be promoted to Director of Important Things in her office. We will have to fill her current position with someone new.
**Reassignment – **Alexander is currently in NCI, but will be reassigned to new duties in NIAID.
**Resignation ** – Takesha has resigned. Her position will not be filled.
**Change of Supervisor **– Sanjiv currently reports to the Director of HR; however, starting next week he will report to the Director of Operations.
**Decrease in grade** – Howard has volunteered to move to a lower grade.