Position Management

What is Position Management?

A system and database used for tracking information based on positions rather than employees. Position Management provides a framework for all positions within the University, whether there is an incumbent or not. The database provides a tool to help units manage the finances of their operations by providing a full picture of positions within each department that includes: Position Budget, Funding Source, Account Code, Current Incumbent, FTE, Last Incumbent (Vacant), etc.

Employment Services Representative Guide

Position Management Report FAQs

Who has access to run the PM Report?

Positions with access to run the Position Management Report typically include: Department Coordinators, Administrative Support roles, Managers, and President's Council.

When should the PM Report be reviewed?

Departments should run the Position Management Report on a bi-weekly or monthly basis for review and to report changes.

Why is the PM report necessary?

Department review and ownership of Position Management is crucial for budgetary accuracy.

Events Affecting Position Management

Departmental units can manage the finances of their operations by providing a full picture of positions within each department by reporting changes. The changes include, but are not limited to, the following:

Hire or rehire
Compensation change
Position change
Job change
Leave
Termination
Position Budget
Funding source
Account codes
Full-Time Equivalency (FTE)
Vacancy

How to Run the Position Management Department Report

By following these steps, those with the proper access will have the ability to review the Position Management Department Report in real time and any time.

Log in to WebFOCUS.
Navigate to the Workspaces section.
Click on Human Resources.
Click on Campus.
Click on Reports.
Click on Position Management Department Report (HRREPT002A).

How Should Changes or Corrections be Reported?

Run the Position Management Report for your department. The output will be in an Excel spreadsheet.
Highlight the position changes/corrections to be affected on the Excel spreadsheet.
Submit a ticket, via the HR Support Center Portal, attaching the highlighted Excel spreadsheet and including a description of the changes/corrections that are needed.
The requested changes will be initiated, and Human Resources staff will respond via your ticket with any questions or comments . At the next review cycle, the Position Management Report should reflect the changes requested.

When to use an EPAF vs. Employee Status Change Form

The Electronic Personnel Action File (EPAF) is used when:

Processing an Employee that is a Student.
- Departments can refer to the Student Hiring website for more information on the student hiring process.
Processing an Employee:
- Change Employee Job Index*, INDEX
  - Please note: An EPAF to change an Index only changes the index on the job, not the position.
- Ending an Employee Job, ETERM
- Change Employee Time Entry Information, CETIME
- Merit Lump Sum, MERIT
- Faculty summer teaching, TEACH
- Faculty summer research, RESCH
- Faculty summer other, OTHER
- Change Faculty Summer Compensation, CFACSR

The Employee Status Change Form (Gold Form) is used:

For any change that affects the status of an Employee.
To make changes in regards to an Employee's position (i.e. title, position index, supervisor, etc.)