Create - STU waiver
Step / ActionNavigate to the Position Management folder.
You should create a position from scratch when the attributes you wish to create are unique and cloning or modifying a position is not feasible. Please note that this position should be budgeted.
Click theCreate/Modify Positionslink.
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 theCreate New Positionoption.
A sub-menu displays in order for you to select which type of position creation you would like to make.
Click theCreate from Scratchoption.
This message indicates that a new position number, which is automatically generated by the system, will be created once the transaction is submitted.
Click theReturnbutton.
The Position Data details page displays. Enter the position data here.
You should begin by selecting the correct employee classification.
Click theEmpl Classlist.
In this example, the position will be set up for a student worker new hire. All new hires, additional jobs, and competitive promotions/reasignments/transfers for STU, GRD, and SRP must be integrated into Kenexa BrassRing.
In addition, the candidate will be waived into the position. Waivers are not possible with all job codes but are common with graduate students and student workers.
Click theStudent Workerlist item.
Click theJob Code Look upbutton.
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 theStudent Worker Vlink.
The new job code causes several fields to populate with
data tied to that code.
Ensure that the Appointment Type is correct. Some job codes do not offer a Notice of Appointment so this field is not applicable.
Click theAppointment Typelist.
The default is the only selection possible.
Click theAppointment Typelist.
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 theCalendar iconbutton.
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 desired date.
To open remaining fields,
Click theContinuebutton.
Change the standard hours to the appropriate amount. Also, this position should be marked as budgeted; the Max Head Count is not applicable to positions being integrated into Kenexa BrassRing.
Click in theBudgeted FTEfield.
Enter the desired information into theBudgeted FTEfield. Entera valid valuee.g."0.5".
Ensure the Worker's Comp Code is consistent with the job duties.
Click theWorkers' Comp Code Look upbutton.
Make a change if needed.
Click theClosebutton.
Click thescrollbar.
Enter the department the position belongs to. You can type this directly in the field or use the Look up icon to search.
Click in theDepartmentfield.
Enter the desired information into theDepartmentfield. Entera valid valuee.g."b1304".
Press[Tab].
Department details populate.
Enter the position number that this position will report to.
Click in theReports-To Posnfield.
Enter the desired information into theReports-To Posnfield. Entera valid valuee.g."155455".
Press[Tab].
The job title of the report-to position populates.
Click theFull/Part Timelist.
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, the employee is working less than 40 hours.
Click thePart-Timelist item.
Use caution when selecting the Reg/Temp status as this effects benefits eligibility.
Click theReg/Templist.
Click theRegularlist item.
Change the Location if needed.
Click theLocation Code Look upbutton.
In this example, the location will stay the same.
Click theClosebutton.
Select the student work study split code for this position.
Click theSWS Split Code Look upbutton.
Make a change if needed.
Click theClosebutton.
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 thescrollbar.
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 theReady for Recruitmentoption.
The Recruitment Data tab will populate. Access this tab and enter your recruiting information.
Click theRecruitment Datatab.
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 theChange in FTElink.
Click theOKbutton.
The field will be highlighted in red, and you will not be able to save until you correct this error.
Click theReason for Hire Look upbutton.
For new positions, only Increase in Headcount and Temporary are applicable.
Click theIncrease in Headcountlink.
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 thePositions to be Filledfield.
Enter the desired information into thePositions to be Filledfield. Entera valid valuee.g."2".
Press[Tab].
Since a Student Worker V is paid through addional payment, the Approved Hourly Max field is greyed out.
For other job codes, you will 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.
Press [Enter] to continue.
Since a Student Worker V is paid through addional payment, the Approved Hourly Max field is greyed out.
For other job codes, you will 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.
Click theStateoption.
Next, enter justification for the job recruitment. Approvers will review this.
Click in thePosition Justificationfield.
Enter the desired information into thePosition Justificationfield. Entera valid valuee.g."justification for recruitment here".
Click thescrollbar.
Next, select what type of candidates you will be recruiting for.
Click theScope of Searchlist.
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 Clone exercise for an "Additional Hire" example or the Modify exercise for an "Open" example. Waiver of Recruitment means the candidate(s) was preselected.
Click theWaiver of Recruitmentlist item.
Waiver of Recruitment scope requires additional information compared to other scopes. Depending on the empl class, you may need to select a start and end date.
Click theCalendar iconbutton.
Start date are typically the beginning of a pay period.
Click January 6th.
Click theCalendar iconbutton.
Choose an appropriate year.
Click theYearlist.
Click the2014list item.
End dates are typically the end of a pay period.
Click December 21st.
Next, identify the candidate(s) to be waived into the position. If the candidate(s) does not have an affiliate ID, click on the External Staff Hire button and then enter their legal name.
Click theExternal Staff Hirebutton.
Notice that the Legal Name field becomes available for entry and the Waiver Emplid field greys out. In this example, the candidate does have an ID so we will unselect this option.
Click theExternal Staff Hirebutton.
You can type in the candidate's affiliate ID or use the Look up icon to search for it.
Click in theWaiver Emplidfield.
We will use a generic ID for this example.
Enter "1xxxxxxxxx" into the Waiver Emplid field.
Press[Tab].
Once you tab out, the candidate's name populates based on information in PeopleSoft. Please ensure this is the correct person.
Next, you must provide waiver information. These questions replace the paper form.
Click in theWaiver jusficationfield.
Enter the desired information into theWaiver justificationfield. Entera valid valuee.g."enter justification".
Press[Tab].
Enter the desired information into theScope descriptionfield. Entera valid valuee.g."describe the scope".
Press[Tab].
Enter the desired information into theRequirementsfield. Entera valid valuee.g."minimum requirements".
If you recall, in this example we set the positions to be filled amount to 2. Therefore, we will add another candidate.
Click the"+"button.
Please note that it is not possible to enter an affiliate ID number for one candidate and select External Staff Hire for another.
Click in theWaiver Emplidfield.
Enter the desired information into theWaiver Emplidfield. Entera valid valuee.g."12xxxxxxxx".
Press[Tab].
Notice that you only need to answer the waiver questions once for all candidates identified.
Click thescrollbar.
Use the bottom section to make optional selections that will apply to each recruitment.
For more information on these fields please see the Modify exercise or refer to the Position Management BPG.
Press [Enter] to continue.
For this example, we will select Background Check. Normally, Kenexa BrassRing automatically checks if a background check is needed based on University requirements, but if this option is selected here then a background check will be required for every candidate tied to this position in Kenexa (regardless of requirements).
Click theBackground Check Requiredoption.
These additional options require an additional charge. You must enter a chargeback account after making your selection. You may type in the account or use the Look up icon to search for one.
Click in theBackground Chargeback Acctfield.
Enter the desired information into theBackground Chargeback Acctfield. Entera valid valuee.g."wv51023".
Press[Tab].
For Background checks you also need to select a package. If you are unsure of which option to select you should contact Recruitment and Selection.
Click theBackground Check Package Look upbutton.
For this example, select the most basic package, which is the first option.
Click theStandardlink.
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 theReturnbutton.
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 theReturnbutton.
Click theReturnbutton.
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 theAcctfield.
Enter the desired information into theAcctfield. Entera valid valuee.g."aw11001".
Click in theDist %field.
Enter the desired information into theDist %field. Entera valid valuee.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 thescrollbar.
When finished,
Click theSave & Start Workflowbutton.
Click theOKbutton.
Click theOKbutton.
Click theReturnbutton.
This concludes the Create a Position from Scratch 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