HR Position Control

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HR: Position Control

Student Guide


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Copyright 2000 University of Virginia and Oracle Corporation. All rights reserved.

HR: Position Control Table of Contentsi

Table of Contents

HR: Position Control - Course Overview......................................................................................................1-1HR: Position Control - Course Overview......................................................................................................1-2

DateTrack.........................................................................................................................................................2-1

DateTrack ......................................................................................................................................................2-2Setting an Effective Date...............................................................................................................................2-3Updating and Correcting Date-Tracked Information.....................................................................................2-4

Setting an Effective Date ...........................................................................................................................2-5Viewing DateTrack History.......................................................................................................................2-7

Summary........................................................................................................................................................2-9

Position Control ...............................................................................................................................................3-1Position Control.............................................................................................................................................3-2

Adding Values to a Key Flexfield Value Set.............................................................................................3-4Positions - Creating ...................................................................................................................................3-6Positions - Creating Positions for Non-UVA Employees ..........................................................................3-11Positions - Changing..................................................................................................................................3-14

Summary........................................................................................................................................................3-19


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HR: Position Control Table of Contentsii


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HR: Position Control - Course OverviewChapter 1 - Page 1

HR: Position Control - CourseOverview

Chapter 1


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HR: Position Control - Course OverviewChapter 1 - Page 2

HR: Position Control - Course Overview

Responsibilities

Having been assigned the Oracle responsibility listed below, you are required to attend this

workshop HR: Positi on Control.

This course is for the following responsibilities:

UVA HRMS Position Control Specialist

UVA HRMS Records Specialist

UVA HRMS Records Manager

Performance Objectives for HR: Position Control

At the completion of this workshop, you should know the following:

Perform date tracking functions

Set or alter an effective date

View date tracked information

Update and correct date tracked information

Add Values to a Key Flexfield Value Set

Create Positions

Change Positions


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DateTrackChapter 2 - Page 1

DateTrack

Chapter 2


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DateTrack

Section Objectives

At the end of this section, you should be able to:

Perform date tracking functions

Set or alter an effective date




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Setting an Effective Date

Toolbar Icons

Alter Effective Date icon

View DateTrack History icon

DateTrack

Using DateTrack, a special feature of Oracle HRMS, you can set an effective date and view, add,

change, or delete information as of that date. All important dynamic information in Oracle

HRMS is date-tracked, including information about people, assignments, payrolls, compensation,and benefits. When you set an effective date for your work, DateTrack ensures that only

information effective on that day is used for any processing and validation. Additionally, youcan view the history of all changes made to date-tracked information.

Setting or Altering an Effective Date

When you log on to Oracle HRMS, your effective date is always todays date. To view

information from another date or to make retroactive or future-dated changes, you must changeyour effective date.

Toolbar Icons

The two DateTrack command icons on your window toolbar are:

Alter Effective Date

View DateTrack History


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Updating and Correcting Date-Tracked Information

Updating and Correcting Date-Tracked Information

When you update date-tracked information, you are prompted to choose between Update and

Correction options. If you select Update, Oracle HRMS changes the record as of your effectivedate but preserves the previous information. If you select Correction, Oracle HRMS overridesthe previous information with your new changes. The start and end dates of the snapshot that you

have corrected remain the same.

Updating a New Record

You cannot create a record and then update it on the same day. If you try to do this, Oracle

HRMS warns you that the old record will be overridden, and then changes Update to Correction.This occurs because DateTrack maintains records for a minimum of a day at a time.


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Setting an Effective Date

Oracle HRMS

N People Enter & Maintain

Decision

How to Set an Effective Date

1. Click on [Yes] in the decision dialog box, or if you are in the application, click on the [Alter

Effective Date] icon on the toolbar. The Alter Effective Date window opens.

2. Complete the effective date field by performing one of the following actions:

Enter a date in the Effective Date field.

If the current Effective Date is not today's date and you want to reset it to today's date,click the Reset button.

3. Click on the [OK] button.

If the current window is a top-level window (one called directly from the Navigator), the

new effective date remains until you reset it or exit Oracle HRMS. If you change youreffective date in a window that is not a top-level window, your new effective date applies

Decision Dialog Box

Toolbar


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only while you are working in that window and any windows subsidiary to it. When you

return to the top-level window, the effective date will revert to the date last used in thatwindow.

As long as your effective date remains different from todays date, it is displayed in the title

bar of every window.


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Viewing DateTrack History

Oracle HRMS

N People Enter & Maintain

Decision

Date Tracking

1. If the current effective date is the date you wish to use, click the [No] button. If not, click

the [Yes] button, enter the date you wish to use in the Effective Date field, and click [OK].

Finding an Existing Person

2. Enter all or part of the person's last name in the Full Name field, using the wildcard

character (%) if necessary, to restrict your search.

3. Click the [Find] button.

Viewing Datetracked Information and History

To see all the changes made to a datetracked record over time, use DateTrack History.


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How to View DateTrack History

1. Click on the [DateTrack History] icon on the toolbar.

The DateTrack History Change Field Summary window opens. Each row shows whichfields were changed on the From Date.

2. Click on [Full History] if you want to open a DateTrack History folder showing the value of

each field between the from and to dates. The row for the current snapshot (corresponding toyour effective date) is highlighted.


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Summary

Summary

Having completed this section, you should be able to do the following:

Perform date-tracking functions

Set or Alter an effective date




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Position ControlChapter 3 - Page 2

Position Control

Section Objectives

At the end of this section, you should be able to:


Create Positions

Change Positions


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HR: Position Control Chapter 3

Managing Position Information

You can define and maintain position information independently of employees. You can then

assign employees to positions, and the position information is inherited by the employee. If andwhen an employee transfers, the position information remains unchanged and the employeeinherits a new set of position information, terms, and conditions. When the position details

change, the employees assigned to the position inherit the new details. When an employee

leaves, the position remains as vacant.

Process for Creating a New Position

The School or Department completes the Position Action Request form (PAR). The PAR can befound on the University Human Resources web site at

http://www.hrs.virginia.edu/linksforms.html. The PAR is submitted to the Classification

Division of University Human Resources. The Classification Division reviews the PAR andassigns proper classification to the position. The UVA HRMS Position Control Specialist willenter the new position in Oracle or change an existing position.

Data Entry Standard

When entering free form text into Oracle HRMS, use mixed case text. This means capitalizingthe first letter of each word, or if using full sentences, capitalizing the first word of the sentence.

Do not use all capital letters.

Correct Examples:

Active Status

College Graduate Preferred

Applicant must have experience using word processing software.

Incorrect Examples:

ACTIVE STATUS

college graduate preferred


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Adding Values to a Key Flexfield Value Set

Oracle HRMS

N Flexfield Values

Find Value Set

Find Flexfield

1. Click on the Value Set radio button.

2. Use the list of values to select the name of the value set in the Name field.

When creating positions, add values to the value sets of UVA Position Number and UVA

Work Title.

3. Click on the [Find] button.


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The name of the Value set will be displayed in the Name field at the top of the form.

Enter Values in a Value Set

4. Click in a blank line in the Values region. If there are no blank lines available, click the New

Record icon on the toolbar.

5. Complete the following fields.

Value: Enter the value to appear in the value set.

Description: Leave blank.

Enabled: Check this box.

Effective Dates From: Leave blank.

Effective Dates To: Leave blank.

6. Repeat steps 4 and 5 for all values to be entered.

7. Save your work.

8. Close all forms and return to the Navigator.


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Positions - Creating

Oracle HRMS

N Work Structures Position Description

Position

1. If the current effective date is the date you wish to use, click on the [No] button. If not, click

on the [Yes] button, enter the date you wish to use in the Effective Date field, and click on[OK].

Creating a Position

2. Click on the [New} button.


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3. Complete the following fields:

Dates From: Enter a start date early enough to handle any historical informationyou may want to enter.

End Date: Leave blank.

4. Click in the Name field (at the top of the form) to open the Position Flexfield form.


Organization: Use the list of values to select an Organization. You cannot change

the organization or job once you have saved your definition. Work Title: Use the list of values to select a work title.

Appointment Type: For faculty positions only, use the list of values to select theappointment type.

Position Number: For salaried positions, use the list of values to select a positionnumber from the list.



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7. Continue completing the Position form.

You cannot change the organization or job once you have saved your definition.

Organization: Use the list of values to select the organization. This will mostlikely be the same organization entered in the Position flexfield above.

Job: Use the list of values to enter the job. The job is comprised of the Role Title,

Career Group/Rank, Occupational Family, and Role code. (Hiring Status) Status: Use the list of values to select a status for the position. If

the status is Valid or blank, employees can be assigned to the position. If the status

is Invalid or any other status, employees cannot be assigned to the position.

Location: This field defaults to the location associated with the selectedorganization. This location may be changed if necessary.

Additional Position Details

8. Click in the Additional Position Details flexfield to the right of the Further Info field.


Standard Occupational Classification: Use the list of values button on theflexfield form to select the SOC code.

Class Code: Use the list of values to select the Class Code from the list.

Drug Testing Required: Use the list of values to indicate whether drug testing isrequired for this position.

Telecommuting Approved: Use the list of values to indicate whethertelecommuting is approved for this position.

Change Reason: Enter a reason for changing this position. Type of License Required: Use the list of values to select a type of license, if any,

required for this position.

COI: ???

UVA Survey Code: ???



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Work Terms

11. Click on the Work Terms tab.

12. Verify and update the Standard Conditions region. Working hours and Frequency default

from the organization, however you can change the defaults.

Valid Grades

13. Click the Valid Grades button to enter the grades to which position holders can be assigned.



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Grade: Use the list of values to select a grade that is valid for this position.

Dates From: Enter the date from which this grade is valid.

Dates To: Leave blank.

15. Save your work.

16. Close the Valid Grades form.

17. Save your work.



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Positions - Creating Positions for Non-UVA Employees

Oracle HRMS


Position



Creating a Position

2. Click on the [New} button.


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Creating a Position




4. Click in the Name field (at the top of the form) to open the Position Flexfield form.

6. Complete the following fields: Organization: Use the list of values to select an Organization. You cannot change

the organization or job once you have saved your definition.

Work Title: Use the list of values to select a work title. The work title must beunique within the organization in order for the purchasing hierarchy to work

properly.

Appointment Type: Leave blank.


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Position Number: Leave blank.


8. Continue completing the Position form.


Organization: Use the list of values to select the organization. This will mostlikely be the same organization entered in the Position flexfield above.

Job: Use the list of values to select "Non-University Employee".

(Hiring Status) Status: Use the list of values to select a status for the position. Ifthe status is Valid or blank, employees can be assigned to the position. If the status



9. Save your work.



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Positions - Changing

Oracle HRMS


Position



Find the Position to Change

2. Enter search criteria in any of the fields on the screen.

3. Click on the [Find] button.

4. If more than one record is found, use the down arrow on the keyboard to locate the positionyou wish to edit.


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Editing a Position

5. Verify or update the following fields:



6. Click in the Date Effective Name field (in the Position Details region) to open the Position

Flexfield form.


Organization: Use the list of values to select an Organization. You cannot changethe organization or job once you have saved your definition.

Work Title: Use the list of values to select a work title.

Appointment Type: For faculty positions only, use the list of values to select theappointment type.


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Position Number: For salaried positions, use the list of values to select a positionnumber from the list.


9. Continue verifying or updating the Position form.


Organization: Leave as is. Field cannot be updated.

Job: Leave as is. Field cannot be updated.

(Hiring Status) Status: Use the list of values to select a status for the position. Ifthe status is Valid or blank, employees can be assigned to the position. If the status



Additional Position Details

10. Click in the Additional Position Details flexfield to the right of the Further Info field.


Standard Occupational Classification: Use the list of values button on theflexfield form to select the SOC code.

Class Code: Use the list of values to select the Class Code from the list.

Drug Testing Required: Use the list of values to indicate whether drug testing is

required for this position. Telecommuting Approved: Use the list of values to indicate whether

telecommuting is approved for this position.

Change Reason: Enter a reason for changing this position.

Type of License Required: Use the list of values to select a type of license, if any,required for this position.



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Work Terms

11. Click on the Work Terms tab.

13. Verify and update the Standard Conditions alternate region. Working hours and Frequency

default from the organization, however you can change the defaults.

Valid Grades

14. Click the Valid Grades button to update the grades to which position holders can be

assigned.


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15. If the grade is changing, place an end date in the Dates To field for the old grade.

16. Create a new grade by completing the following fields on a new line:

Grade: Use the list of values to select a grade that is valid for this position.

Dates From: Enter the date from which this grade is valid.

Dates To: Leave blank.

17. Save your work.

18. Close the Valid Grades form.

19. Save your work.



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Summary

Summary

Having completed this section, you should be able to do the following:


Create Positions

Change Positions


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HR Position Control

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