Position Control Prepared by: Rachel Springob, Karen Langston City of Fort Collins Position Control at the City of Fort Collins Session ID#: #JDE #JDEINFOCUS

Agenda ■City of Fort Collins background ■Position Control Setup & City of Fort Collins Use ■What is Working Well ■Wish List ■Oracle References 3

City of Fort Collins (CFC) ■Current: E1 Apps 9.1, Tools ▪Apps & Tools 9.2 upgraded planned for 2017 ■Modules: HCM, Self Service, Payroll, AP/AR/Accounting, Purchasing, Fixed Assets, eSignatures ■User base ~2300 users ▪Role security – all users have Self Service ■Brief History ▪1999: JDE Financials ▪2000: JDE Payroll ▪2003: Applicant Tracking ▪2004: Benefits Open Enrollment ▪2006: Self Service ▪2010: Upgrade to 9.0 ▪2013: JDE 9.1 Upgrade ▪2014: Cloud Recruitment ▪2015: Tools , Expense Management ▪2016: Affordable Care Act 4

What is Position Control? ■The process of Creating, Maintaining and Monitoring position budgets ■Positions are not required for HR and Payroll module functionality ■Why use it? ▪Create tighter controls around adding positions (control headcount creep) ▪Ensure that every Classified employee is assigned to a budgeted/approved position — Not used for Hourlies ■Who uses Position Control today?

Position Control Setup ■Turn it on! ■P05001S – HRM Foundation System Options ▪Check the box for Position Control ▪Turn on Employee History (if not already on)

Position Control Setup ■P Form > Position Control

Create a Position ■Two Options ▪P08101 – Position Master (manual) ▪R Build Position Control Files (F08101 & F08111) ■CFC = P08101 ■Oracle advice: ▪Use P08101 when the initial position budget does not equal the salary, standard hours per year, and FTE’s for an employee who will be assigned the position, and or the identifier for the position will be different from the corresponding job type ▪Use R when the initial position budgets equal the salary, hours, FTE’s, and headcount that already exist in the current employee records, and or the employee job type codes will be used as the position ID’s

P08101 Position Master ■Positions By Home Business Unit and Fiscal Year ■Includes status – Filled, Vacant, etc

Position Master - Add ■Add

Position Budgets - City ■Simple tracking for Salaried positions ▪Track budgeted salaries

Employee Master – Organizational Assignment ■Salaried Employees – Position ID ■Integration with our custom budgeting program ▪JDE  outbound ▪Manual Inbound entry

Position Integration (Custom City) ■Custom Budgeting for Outcomes process/program

Position Budgets – Full Functionality ■Account information per Position ▪Row Exit – Position Account Information ▪Multiple accounts / funding sources if needed ▪Not Labor Distribution!

Position Budgets – Full Functionality ■AAIs to write budget data to GL (GL AAI’s, not HR) ▪AAIs: HRLT, HRSB, HRSE ■Budget data can be transferred at Detailed or Summary level ▪Detail: R08911  writes to F0911Z1  R0911Z1 ▪Summary: R08902  writes to F0902 — Establishes initial salary budget for new year — 3 Types of budgets transferred: Requested, Approved and Final — Transfers BU and BA ledger types (BU = Hours, BA = Wages)

City – Budget Custom Integration ■Each year, data extracted from Custom Budget Program ■Loaded to F0911Z1 ■BA/JA, B1/J1 ledger types by ▪Business Unit.Object.Subsidiary and or including Subledger, Subledger type ▪Not by position

Position Activity ■Position Master > Row Exit Activity by Position ▪F08111 ■R – Position Activity Report

Position Activity ■R – Position Activity Report ■Data Selection: EE Address number, BU, Position ID

Positions by Business Unit ■Position Detail, by BU

Year End – Define Position Budgets ■Create Positions (once) ■Run R – creates future position budget from current fiscal year ▪Can add additional dollars and FTE ▪Position must first exist within Position Master (F08101) ▪Processing Options — Dates, Process, Options ▪City process - Year End

R Processing Options ■Dates, Process, Options ▪Good Item help!

Parent / Child Relationships ■Position Master > Org Structure Revision ■Define children ▪Not used at the City

Position Control – Clean Up ■Purge Positions Program (R ) ▪Removes from F08101 – Position Master ▪Processing options write to archive table F08101P — F08101P is overwritten each time R runs ▪Purge past years or specific fiscal year ■Purge Position Activity Program (R ) ▪Removes from F08101 – Position Master ▪Removes from F08111 – Position Budget Detail ▪Processing options to write to archive table F08111P — F08111P is overwritten each time R runs

City – What is Working Well ■Ability to account for budgeted FTE ■Report accurately on FTE and headcount ■System Controls ▪JDE warnings when — assign someone to a position that either doesn’t exist within the effective date/FY, — isn’t approved, — Or if the employee’s home business unit doesn’t match the position BU ■Recruitment Module & Position Control ▪easily link hired applicants to personnel requisitions in order to fill the position on the requisition

City – Wish List ■Cloud Recruitment – gap between req and position control ■Would like automatic updates to Vacant when a position is vacated (when an EE separates or is promoted/transferred). ▪Currently updates when positions to Filled ▪Results in more data entry to manually update the position record after updating the employee record. — enhancement request logged – Vote! ■Reporting ▪Track position changes: Replaced, Closed/Eliminated ▪Historical reporting — Job Master

■Questions?

Oracle Docs Advisor Webcast: JD Edwards EnterpriseOne Position Control Process (Doc ID ) E1: 08 Overview and Setup of Human Capital Management (Doc ID ) E1: 05: Overview of Human Resources Management (HRM) System Options (P05001S) (Doc ID ) E1: 05: Overview of Human Capital Management (HCM) Business Unit Constants (P059051A) (Doc ID ) E1: ENV: Archive and Purging within JD Edwards EnterpriseOne (Doc ID ) EnterpriseOne 8.9 Human Resources (Doc ID ) 27

Questions? Save the Dates April 2-6, 2017 Mandalay Bay Resort & Casino Las Vegas, NV August 14-16, 2017 Sheraton Downtown Denver Denver, CO

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