Position Management

What is Position Management?

Position Management is a structured way for the University to track and review each position. By using a clear workflow for all position-related requests, the process becomes much more efficient, ensures that labor spending is handled responsibly, and that every position directly supports the University's strategic goals. Over time, this tracking also provides a "story" of how positions have changed, helping the University adapt and grow with clarity.

What's New?

The University has acquired Kuali, an electronic workflow product, to assist in facilitating approvals. Kuali should be used for:

• New FTE or position requests
• Refilling a vacant position
• Repurposing a vacant position or FTE
• Position Reclassification
  • Permanent changes to a filled position
  • Includes increasing or decreasing FTE's
  • Salary increases outside of University wide processes
• Elimination of an existing position

All areas will use the new Kuali request workflow to submit a covered transaction. However, the following will not continue through the Budget Office, CFO, and President approvals of the workflow:

• Fully soft-funded positions
• General funded positions less than 50%
• Auxiliary funded positions
• All Union positions - regardless of funding

Important Changes to Note

• The Blue Form (Position Authorization) is officially retired!
  • Do not complete a blue form or gold form if you are using the Kuali workflow.
    • If a transaction comes through on a blue or gold form, and should be submitted through Position Management, HR will return it with instructions for redirection.
  • Do not complete a ticket for this process.
• The Posting Worksheet has been updated.
  • Please disregard all old versions
  • More position facts are being gathered (some new; some previously missing)
  • Some fields from the blue form are now on this worksheet
• The Gold Form (Status Change) and EPAFs still exist...for now
  • There are still limited requests where these would be used.
  • Where it makes sense, we are working to fully integrate these into Kuali as well.
  • Reminder: If the request is available in Kuali, use Kuali!
• Separation/Retirement Acknowledgement for Permanent Employees
  • Resignation/retirement letters must be sent to HR upon Supervisor receipt.
  • HR will acknowledge the separation/retirement via letter to the employee and supervisor.
  • HR will complete the termination EPAF.
• Definition of "Vacant"
  • A position is considered vacant when:
    • The separation has been formally acknowledged by HR to the employee
    • The day after the last day on payroll for the exiting employee

New Workflow Steps

1. Department Prep Work
   1. Contact Human Resources to finalize position details
   2. Gather data as needed
   3. Discuss with your approver chain
2. Submit request form through Kuali
3. Human Resources review and inputs
   1. HR will verify the position is eligible for the action requested
   2. Compensation and Title review; finalize job description
4. If needed
   1. SPA approval
   2. Provost Finance approval
5. Vice President or Dean + Provost approval
   1. Reviews final versions of materials
   2. Review and endorse or deny the final request 
   3. Non general fund positions will exit the workflow after this step if approved
6. Budget Office approval
   1. Reviews if permanent funds are available and financial impact
7. CFO approval
8. President Approval
9. Next Steps
   1. If approved, HR will reconnect with the Hiring Manager or requestor to begin moving the posting or action forward.
   2. If denied, requestors can view reasons for denial in the Kuali workflow. HR will close the transaction after connecting with the department.
   3. If actions are approved in batches by the final approver (i.e. many received at the same time), HR will prioritize them in the order they were originally submitted to HR.
   4. Be sure to review all the notes left in the Kuali workflow by approvers or HR for any adjustments/comments that were made.

Important Links

Employees are encouraged to utilize the links below for more information on the updated Position Management process. The Kuali FAQ's and Staff Posting Worksheet are living documents; updates will be posted directly to these documents.

• HR Kuali Dashboard
• Training Slides

• Position Management Transaction Data Chart

• Kuali/Position Management FAQ's
• Staff Posting Worksheet

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.

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.

1. Log in to WebFOCUS.
2. Navigate to the Workspaces section.
3. Click on Human Resources.
4. Click on Campus.
5. Click on Reports.
6. Click on "Position Management Report by Index" (HRREPT002E).

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.