Manage Position Tips
Hiring an employee in the correct position is CRITICAL
because HRIS (Human Resource Information System) is driven
by position. The position is the KEY to providing
information to functions within HRIS and is the KEY to
providing information for the University community. The
position defines essential information that is used to
process time and leave, payroll, budget data, management
reporting, salary surveys, etc.
The position
- designates whether or not it carries department head
responsibilities. If an individual is hired as interim department
head, dean, etc. and is not hired in the position that has been designated
as the "department head," important administrative reports
(i.e.,
salary survey, position compares, etc.) will be incorrect. It is
possible to have two incumbents in the same position in such cases.
- notifies University applications when the incumbent in the position
carries KEAS authority ability to grant employees temporary
access/privileges to e-mail and University databases. If a
personnel
specialist is hired and is not hired in the position that has been
designated as the department personnel specialist, the incumbent
will not possess this unique authority.
- defines the work schedule, holiday schedule, FLSA status, pay group,
etc. used in the HRIS time and leave application. When hiring an
employee, it's important that the individual is hired in the previous
incumbent's position if that valuable information is to be carried over
to the new incumbent.
- identifies budgeted positions and uses the data found within position
data (i.e., job code/title, FTE, etc.) to populate the
University
Budget. It's important to keep position information current so
that when the budget is populated, the information is correct.
- identifies curriculum and instruction program information for
faculty.
- identifies position categories for salary survey reporting and
comparisons.
- identifies campus mail address and telephone number for the incumbent.
The mailing address is used for numerous mailings (i.e., InView, The
Wildcat Tracker, etc.). The telephone number is used in the Campus
Phone Book.
- identifies those who are SSI Designees --those required to annually
complete a Statement of Substantial
Interest.
- identifies the county in which the position is located.
- identifies those positions that have supervisory responsibilities and
identifies the incumbent's supervisor. This information is used to
determine department reporting hierarchy. In the future, this
information will be critical in the HRIS workflow process that will notify
supervisors when their employee's performance reviews are due, and other
similar electronic communications.
The classified Salary Scale may be viewed on-line by using the
following path:
Compensation > Salary Planning > Salary Plan Administration
> Define Salary Grades
Search Criteria: Salary Administration Plan = CLA
Select the "Search" button.
Select the desired grade from the list box. (Example: 018, 026, etc) The
steps, hourly rate,
monthly rate, and annual rate will appear on the panel for the selected
grade.
To avoid retyping the Employee Id,
Department Id, Name, etc. when going
from one HRIS application to another,
use
the following cut and paste
method:
- After entering the Id or name in
a
dialog box, hi-lite and select the
data by holding down on the left mouse button while dragging it across
the selected field. Note: Depending on monitor colors, hi-liting may
not be visible.
- After hi-liting/selecting the Id
or name, use the "Control" and
"Insert" keys together to select and store the data in a
buffer.
- After entering the next HRIS
application
dialog box, place the curser
in the Id or name field, select the
"Shift" and "Insert" keys
together. The stored Id or name will
appear.
To avoid a paper transaction, enter funding changes and hourly student pay rate changes
on-line prior to the final pay calculation.