Position Database Maintenance

The Position Database Menu gives you access to the modules that maintain and manage the Position Code database. 

The Position Code Database is probably the most critical database item within HR. Almost every sub-system in HR makes use of this item. For this reason, it is important the information entered is accurate and complete, especially when using the assignment and absence systems. Because the position code is required on many screens, it should be one of the first database items set up.

There are a few database items that position codes require. One is mandatory, the others are optional. The one code that Must be attached to a position code is the position type code.The optional codes are:

Employee Category codes

Bargaining unit codes

Department codes

Schedule codes

Subject codes

Level codes

Skill codes

The database codes you plan to use must be defined before creating position codes.

Four screens of information can be entered onto each position code (much of this data is optional). All data fields on screens 2, 3 and 4 are completely optional and need only be entered where you deem necessary.

Positions can be as generic or as specific as you wish. You can for example, set up one position for all teachers, or you can set up many distinguishing on subject, location, or level. It depends on how much detail you want to capture on your reports and how much you want to invest setting up different position codes.

One position for all teachers and another for substitute teachers (TOC's) is probably adequate for most school board's needs. Separate positions for each non-teaching position as defined in your collective bargaining agreements would be reasonable position codes as well. Different positions for management staff grouped by pay or responsibilities and duties would make logical divisions. By looking at the fields required to enter for each position you should be able to determine what positions are logical to group under one position code. NOTE: Much of the information entered under a position code is used as defaults when assigning employees to positions. As the case with all defaults, they can be changed and overridden as needed.

Position Code Additions

The Position Code Additions module lets you add new position codes into HR.

Position Code

The position code can comprise of up to 8 alpha and/or numeric characters. Search on this field and all the position codes entered will display. Leave this field blank and <CR> to exit this module.

Description

Enter a 30-character description that is indicative of the position code.

Enter an Asterisk * After the description to hide it from the list of positions to choose in the assignment module.

Position Type

Enter a 4 character position type code. Search to view position type codes. This code is meant to group positions of a like type together for reporting purposes. Some practical position types may include:

TEAC = Teaching

NONT = Non-Teaching

CASU = Casual or SUBS = Substitutes.

Supervisor Position Code

Enter an 8-character position code that is supervisory to the position you are defining. Search to view a list of positions. This field can be blank.

Replacement Position Code

Enter the 8 character position code of the position that normally replaces the position you are defining. This code will be used in the absence/dispatch module as a default position of the replacement employee. (If defining the teacher position, a possible replacement position could be SUBS.)

Works on Prof Dev Days

Enter 'Y' if employees in this position normally work on professional development days. This information is used in the absence/dispatch module. If you answer 'Y' to this prompt, absences/dispatches will be recorded regardless of whether it is a professional day.

If you answer 'N' to this prompt absences/dispatches will not be recorded on professional days.

Works on Saturdays/Sundays

Enter 'Y' if employees in this position normally work on Saturdays and Sundays. This information is used in the absence/dispatch module. If you answer 'Y', absences will be recorded regardless of whether they fall on the weekend.

If you answer 'N' absences will not be recorded on weekend days.

Works onTeaching Holidays  

Enter 'Y' if employees in this position normally work on teaching holidays. This information is used in the absence/dispatch module. If you answer Yes, absences will be recorded regardless of whether they fall on a teaching holiday.

If you answer 'N' absences will not be recorded on weekend days.

Pay Rate

Enter the pay rate applicable to this position.

Hours/FTE

Enter 'H' to indicate this position will be managed using hours as a common time unit.

Enter 'F' to indicate that FTE or days will be used. This field is critical to the assignment and absence systems and MUST be entered carefully.

Total Hours/FTE

This field represents the total hours or FTE that this position is allowed.

If you entered 'H' in field 10 then you should enter the number of hours.

If you entered 'F' in field 10 then you should enter the number of full time equivalent.

Hours Per Day

Enter the number of hours per day employees in this position work during a normal working day. If this number fluctuates depending on the employee, consider setting up separate position codes for each different hours per day amount. This field is used in the absence/dispatch system as the number of hours an employee will be logged as absent for a full day.

Hours Per Week

Enter the number of hours per week that people employed in this position generally work during a normal working week.

Creation Date

Enter the date as YYMMD or YYYYMMDD this position is created. This field is optional.

Expiry Date

Enter the date (YYMMDD or YYYYMMDD) this position expires. This field is optional.

Absence/Replacement FTE

This field details with how FTE employees are assigned when they work half days (AM or PM). Some districts mark teachers absent in the morning as being absent for .6 of a day. The replacing employee, however, may only get paid for .5 of a day. This field deals with this discrepancy.

Each location has 4 FTE settings: Absent AM FTE, Absent PM FTE, Replacement AM FTE, and Replacement PM FTE. The absence/dispatch system needs to know which of these four FTE amounts to use when employees work half days. EG., you have the location (menu option 10,1,7,1) FTE amounts set up as follows:

FIELD                                   FTE

A. AM FTE (absent emp)          .6

A. PM FTE (absent emp)          .4

R. AM FTE (replacement emp) .5

R. PM FTE (replacement emp) .5

To set up the teaching position to use the .6 and .4 FTE amounts enter 'A' (for absent FTE amounts) to field ABS/REP FTE.

To set up the substitute position to use the .5 FTE amounts enter 'R' (for replacement FTE amounts) in this field.

School Term   

Enter 'Y' if employees in this position only work during the school term.

Enter 'N' if employees work all year round.

Sub/Cas

Enter 'S' if this position is a teaching substitute position (Teacher On Call).

Enter 'C' if this position is a casual position.

Enter 'N' if this position is neither.

NOTE:  To ensure the Automated Dispatching System (ADS) allows for absence entry, this field must be set to 'N'

Employee Category

Enter the employee category code employees in this position belong to. Search to view valid employee category codes.

Bargaining Unit

Enter the bargaining unit code employees in this position belong to. Search to view all valid bargaining unit codes. This field is optional.

Department

Enter the department people employed in this position belong to. Search to display all valid department codes. This field is optional.

User Defined Field 01

This prompt is user definable. Customize it by going into User Defined Field Description Profile and choose the field key of position. You also need to define a database for this field by going into User Defined Pos.

User Defined Field 02

This prompt is user definable. You can customize it by going into User Defined Field Description Profile and choose the field key of position. You also need to define a database for this field by going into User Def Pos 2.

User Defined Field 3

This prompt is user definable. You can customize it by going into User Defined Field Description Profile and choose the field key of position. You also need to define a database for this field by going into User Def Pos 2.

User Defined Field 4

This prompt is user definable. You can customize it by going into User Defined Field Description Profile and choose the field key of position. You also need to define a database for this field by going into User Def Pos 4.

Benefits

Enter 'Y' if people assigned this position are eligible for benefits or 'N' if they are not eligible for benefits.

Min Ben Hours

If employees assigned this position are eligible for benefits depending on how many hours a week they work enter the amount here, if not enter 0.

Payroll ID

Enter the identifier of the payroll employees assigned to this position belong to. This field is mandatory. Search to display valid payroll identifiers.

Numeric Pos Code

Enter a 4 digit code to uniquely identify the position code. This numeric code will be used in the voice mail substitute/casual dispatching system.

Schedule

Enter the default schedule code to be attached to employees assigned this position. This default schedule can be over-ridden at assignment time.

Comment

This field can be used to enter up to 67 characters of descriptive information unique to this position code.

The Payroll Information screen contains information pertinent to the payroll department. All data fields on this screen are optional. Any information entered here will likely be keyed into the employee's master function line. This information will serve as defaults when employee's are being assigned a position.

FTE Code

Enter the FTE code corresponding to this position. Search to view valid FTE codes. This FTE code is needed for the summary reports to work on the FTE Allocation Report.

Lunch Start Time

Enter the start time of the lunch break for employee's that work at this position. The lunch start/end times are used in the absence/dispatch system to more accurately calculate the hours/days based on the start and end times.

Lunch End Time

Enter the end time of the lunch break for employee's that work at this position. The lunch start and end times will be used in the absence/dispatch system to more accurately calculate the hours/days based on the start and end times.

Calendar

Enter the calendar code associated with this position. This value is only used in the MANTE Seniority Report.

MANTE

Enter the MANTE group  code associated with this position. This value is only used in the MANTE Seniority Report.

Role

Enter the default role of employees assigned to this position. The role controls what menu options employees have access to on the web. This default role can be over-ridden with over-ride security. Search to view  valid role codes.

Authorizer

Enter the authorizer code for employees assigned to this position. The code of Authorizer needs to be placed on employees that need to be able to authorize AMS Web weekly records. 

Authorizer Location

It is important to check the Substitute Casual Dispatch Parameter Profile (HR Setup & Maintenance-->Profiles→Substitute Casual Dispatch Parameter Profile) page 4 field Labeled Use Position Authorizer Locations is set to Yes.

Enter the authorizing location associated with this position. Only use this field if all employees assigned to this position will report to that authorizing location. Users will be prompted after entry of Auth Loc to run the Authorizer Location Index Update.  Enter a date range to update the assignment file of existing and future dated assignments with this Auth Loc.  Any new assignments for the position selected after this update will also have this Auth Loc on their assignment file.

The Extra Time module will take in the Authorizer Location on the Position code during entries made in the Extra Time Module.  The ADS Profile needs to be entered into and saved to refresh cached info.  

**Important to ensure that the Default School Year in the PRM Master Profile is set to the current year so that the system can update the Location Authorizer Index File when making changes to this field. 

Start Grid       

Enter the first salary grid in the range of grids this position is associated with. Search to view valid salary grids for the specified payroll.

End Grid         

Enter the last salary grid in the range of grids this position is associated with. Search to view valid salary grids for the specified payroll.

Cycle Code       

Enter the cycle code that employees assigned this position will be paid under. Search to view valid cycle codes for the specified payroll.

Pay Type 

Enter the pay type code to indicate how this employee is paid. Valid pay type codes include:    

Pay Code

Enter the pay code reflective of how this employee is paid. Search to view valid pay codes from the specified payroll.

Pay Rate

Enter the pay rate. See the above pay type/rate/base hours table to see how the pay type, pay rate and base hours fields are related.

Base Hours

Enter the base hours. See the above pay type/rate/base hours table to see how the pay type, pay rate and base hours fields are related.

Occupation Code

Enter the occupation code that applies to this position. Search to view valid occupation codes for the specified payroll.

Employee Type

Enter the employee type code that applies to this position. Search to view valid employee type codes for the specified payroll.

Shift Code

Enter the shift code that applies to this position. Search to view valid shift codes for the specified payroll.

Cost Centre

Enter the cost centre code that applies to this position. Search to view valid cost centre codes for the specified payroll.

GL Code/Dist Grid

Enter the GL account/distribution code that applies to this position.

Overtime Hours

Enter the number of hours or FTE per day employees assigned to this position must work before they will be paid overtime.

Note: In the current version of the software, the Overtime Hours field is not used to impact employee payroll calculations. 

Overtime Pay Code

This field is used by the Staffing Notification Profile Pay Code Calculation field as an alternate pay code to be proposed, depending on the employee's benefits status. 

Enter the alternate pay code which applies to this position based on the setup of the above profile. 

The below subject/skill information screen, contains information on subjects and skills needed/preferred for the position being entered. Some positions like teaching, may be too general to list specific subjects or skills. If so, leave this screen blank. 

Subject

Enter up to 10 subject codes to associate with this position. Search to view valid subject codes.

Level

Enter the level associated with each subject. Search to view valid level codes.

Skill

Enter up to 10 skill codes to associate with this position. Search to view valid skill codes.

The descriptive information screen shown below contains room for two lengthy comments. Possible uses could be skills and qualifications. Information here cn be exported into a mail merge file then imported into a word processing document.

Posting Long Comment

Enter up to 5 long comment codes. Any long comments entered here will be defaulted onto the posting screen as you create new postings. This lets you define comments that apply to specific positions and have them automatically get copied to the postings as you create them.  

Position Code Changes

The Following Prompt Only Appears in This Module

Soft Un/Delete

Click this button to soft delete this position code. A soft delete will not remove the position code from the database but restricts users from selecting it when creating new assignments or updating the demographic screen.

Note: It is important that if the position code has been used when entering historical assignments that it is soft deleted as opposed to the hard delete which removes it from the database completely.

Position Code Report

The Position Code Report lists the contents of the position code database. This report gives you the ability to report on substitute positions, casual positions, or regular positions.

Position Code Range/Selection

Enter the range or selection of position codes to report. Search for position codes.

Position Type Range/Selection

Enter the range or selection of position type codes to report.Search for all position types in the file.

Payroll Id Range/Selection

Enter the range or selection of payroll ID codes to report on. The report will select all position codes attached to each

Payroll ID selection

Department Range/Selection

Enter the range or selection of department codes to report on. The report will select each employee with the department code(s) specified.

Bargaining Unit Range/Selection

Enter the range or selection of bargaining units to report on. The report will select each employee with the bargaining unit(s) specified.

School Term

Enter 'Y' to include position codes flagged as working for the school term.

Enter 'N' to include position codes flagged as not working for the school term.

Benefits

Enter 'Y' to include position codes that are flagged as eligible for benefits.

Enter 'N' to include position codes flagged as not being eligible for benefits.

Substitute/Casual

Enter 'S' to include all position codes for substitutes.

Enter 'C' to include position codes for casual workers.

Enter 'N' to exclude all position codes for substitutes and casuals.

Position Payroll Information Report

This report displays the payroll information entered on page 2 of the position code for each position code listed in alphabetical order. There are no selection criteria when running this report.

Position Role/Authorizer Report

The Position Role/Authorizer Report displays the category, role code and authorizer code entered on each position code in the position code database. There are no selection criteria when running this report.