Clone - STU additional hire
Step / ActionClick the OK button.
Navigate to the Position Management folder.
You should clone a position when the attributes you wish to create can be found on an existing position but you do not want to modify that position. Cloning will copy over position details for you to edit or leave the same. Please note that this position should be budgeted.
Click the Create/Modify Positions link.
This will take you to the Create/Modify Positions menu where you may elect to create a new position or modify an existing position.
The Return to Work-In-Progress option only displays when you have position transactions currently processing, and it contains a list of these transaction.
Click the Create New Position option.
A sub-menu displays in order for you to select which type of position creation you would like to make.
Click the Clone from Existing Position option.
This message indicates that a new position number, which is automatically generated by the system, will be created once the transaction is submitted.
Click the Return button.
Enter the position number you will clone by typing or you may select the Look up icon to search for it.
Click in the Position Number field.
Enter the desired information into the Position Number field. Enter a valid value e.g. "141551".
Press [Tab].
Once you tab out, the position job title displays.
Click the Continue button.
The Position Data tab displays with the cloned information populating each field. You may elect to change this data, if necessary.
In this example, the position is being created with an "Additional Hire" Scope of Search. This means the position will not be posted and major fields must match the posted position number. Therefore, we will not be changing most of the populated fields. However, we will click on each to reveal the contents.
Click the Empl Class list.
An example of when it may be necessary to change the empl class is when you would like to convert a CLS position to an SRP position. See the Modify exercise for more information.
Click the Empl Class list.
Click the Job Code Look up button.
If you change the empl class you will also
need to enter a new job code.
Notice the last column on the Search
Results menu. If a job code is marked "Y"
then it is a base job code that may be
integrated to Kenexa BrassRing. Job codes
marked as "N" cannot be integrated. If you
cannot find an alternative job code to use,
contact HR Compensation.
You can use the filter to narrow your results.
Click the Close button.
Ensure that the Appointment Type is correct. Some job codes do not offer a Notice of Appointment so this field is not applicable.
Click the Appointment Type list.
The default is the only selection possible.
Click the Appointment Type list.
Next, select the effective date of this position. Please note that this is not the same as the hire date, and this date must be the same as or prior to the hire date.
Click the Calendar icon button.
If possible, select the beginning of a pay period or use today's date. For new positions, this date cannot be in the future or for a prior pay period.
Click December 9th.
Click the scrollbar.
Change the Standard Hours, if applicable. Again, since this will be an Additional Hire we will not change this field.
Also, this position should be marked as budgeted; the Max Head Count is not applicable to positions being integrated into Kenexa BrassRing.
Click the Workers' Comp Code Look up button.
Ensure the Workers' Comp Code is consistent with the job duties.
Click the Close button.
Change the department or change who the position reports to, if needed.
Click the Full/Part Time list.
Make a correction if needed. Part-Time should be selected for standard hours less than 40. PRN is designated for "on-call" jobs where individuals only work as needed.
In this example, Part-Time is correct.
Click the Full/Part Time list.
Use caution when selecting the Reg/Temp status as this effects benefits eligibility.
Click the Reg/Temp list.
In this example, Regular is correct.
Click the Reg/Temp list.
Change the Location if needed.
Click the Location Code Look up button.
Click the Campus: Downtown Phoenix link.
Select the student work study split code for this position.
Click the SWS Split Code Look up button.
Make a change if needed.
Click the Close button.
At this point, if you were planning to take a non-competitive action for this position (such as non-competitive promotion via the PTR) or if the empl class was not compatible with Kenexa, then you could click on the "Save and Submit" button to process your changes and be done.
However, since we are hiring a student in this example we must set up Recruiting data.
Click the scrollbar.
In order for a position to integrate to Kenexa BrassRing, you must select the Ready for Recruitment button. This button will not be available for job codes with an "N" in the base code field.
Click the Ready for Recruitment option.
The Recruitment Data tab will populate. Access this tab and enter your recruiting information.
Click the Recruitment Data tab.
The "Proposed Position Data" section at the top includes a summary of the data entered on the prior page.
In the "Recruiting Data" section, begin by entering the Reason for Hire by typing in an allowable code if you know it.
Otherwise, click the Reason for Hire Look up button.
Depending on the type of transaction you have created, most of these reasons will not apply and cannot be selected.
For a definition of each selection, please refer to the Position Management BPG. You will receive an error message if your selection is inappropriate.
Click the Reclassification Backfill link.
Click the OK button.
The field will be highlighted in red, and you will not be able to save until you correct this error.
Click the Reason for Hire Look up button.
For new positions, only Increase in Headcount and Temporary are applicable.
Click the Increase in Headcount link.
Increase the Positions to be Filled amount if more than one person will be hired onto this position number. This is more common with student positions. This amount will be the maximum amount you can recruit for. Once in Kenexa, if you need to hire more than what is listed on the position you will need to create/modify another position.
This is a group position number so we will need to increase the amount.
Click in the Positions to be Filled field.
Enter the desired information into the Positions to be Filled field. Enter a valid value e.g. "5".
Press [Tab].
Notice the salary limitations for the job code selected, indicated by the Low Zone and High Zone. The salary you enter cannot be outside of this range. The Market Reference Point (MRP) indicates the market average.
Enter the desired information into the Approved Hourly Max field. Enter a valid value e.g. "20".
Press [Tab].
This amount entered here is not necessarily the rate that will be offered, but employees hired onto this position cannot be paid more than the amount entered here.
Next, select the Source of Funds. Select all that apply. This is informational only for approvers and there are no checks associated with your selection here.
Click the State option.
Next, enter justification for the job recruitment. Approvers will review this.
Click the Position Justification button.
Enter the desired information into the Position Justification field. Enter a valid value e.g. "justification for recruitment here".
Click the scrollbar.
Next, select what type of candidates you will be recruiting for.
Click the Scope of Search list.
The "Arizona Board of Regents" option should only be used with ABOR job codes and it applies to candidates who are affiliated with the Arizona Universities. See the Create from scratch exercise for a "Waiver of Recruitment" example or the Modify exercise for an "Open" example. Additional Hire means this position will be used in addition to another position that is already posted, but will not be posted itself.
In this example, a student position was created but we discovered while recruiting that we needed to hire more employees. Since the first position already had a limit to the amount of positions to be filled, we had to come back to create this position.
Click the Additional Hire list item.
After selecting this option, you will need to enter the corresponding number of the posted position. You may type this or use the Look up to view currently posted position numbers.
Click in the Posted Position Nbr field.
Enter the desired information into the Posted Position Nbr field. Enter a valid value e.g. "141551".
Press [Tab].
Most of the position details of the Additional Hire must match with the posted position number. These include: Empl Class, Job code, Appointment, Reg Temp and Std Hours.
Use the bottom section to make optional selections that will apply to each recruitment. Refer to the Modify exercise for more details on this section.
Also notice that the fingerprinting and background check selection made on the posted position automatically populate and grey out. You may select to Advertise but this would not make sense for the current example.
Press [Enter] to continue.
You may click back over to the Position Data tab to make any changes or edit any of the fields on this tab if needed.
When finished, click the Save and go to PM Accounting button.
Click the Return button.
You may want to write down the new position number. You will need this as well as the department code and job code in order to proceed in Kenexa BrassRing. You can access this information later in your worklist.
Click the Return button.
Click the Return button.
If you have the HCM Financial Manager role you will automatically be taken to this Maintain Position Accounting page. If you have the HCM Position Manager role you will need to contact a Financial Manager in your department to update this page.
Although this position has been modified and already had an account tied to the position, this account does not apply to the recent change. An account must be submitted to begin the workflow process.
Click in the Acct field.
Enter the desired information into the Acct field. Enter a valid value e.g. "wv11003".
Click in the Dist % field.
Enter the desired information into the Dist % field. Enter a valid value e.g. "100".
You may click the "+" button to add another account and split the funding for the position. The distribution % must add to 100% for all accounts entered.
You may also fill out the optional section to fund a certain earnings code with a different acount/distribution. Please see the Position Accounting exercise for an example of these actions.
Click the scrollbar.
When finished,
Click the Save & Start Workflow button.
Click the OK button.
Click the OK button.
Click the Return button.
This concludes the Clone a Position exercise. Please review the Maintain Accounting and Worklist exercises for more information on the steps that follow. If you have any questions please contact your Data Management representative.
End of Procedure.
Date Created: 2/7/2008 8:59:00 PM / Page 1