1. Position Control Prepared by: Rachel Springob, Karen Langston City of Fort Collins Position Control at the City of Fort Collins Session ID#: #JDE-101400 #JDEINFOCUS

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

4. City of Fort Collins (CFC) ■Current: E1 Apps 9.1, Tools 9.1.5.3 ▪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 9.1.5.3, Expense Management ▪2016: Affordable Care Act 4

5. 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?

6. 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)

7. Position Control Setup ■P050015 Form > Position Control

8. Create a Position ■Two Options ▪P08101 – Position Master (manual) ▪R081800 - 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 R081800 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

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

10. Position Master - Add ■Add

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

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

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

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

15. 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)

16. 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

17. Position Activity ■Position Master > Row Exit Activity by Position ▪F08111 ■R081480 – Position Activity Report

18. Position Activity ■R081480 – Position Activity Report ■Data Selection: EE Address number, BU, Position ID

19. Positions by Business Unit ■Position Detail, by BU

20. Year End – Define Position Budgets ■Create Positions (once) ■Run R081820 – 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

21. R081820 Processing Options ■Dates, Process, Options ▪Good Item help!

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

23. Position Control – Clean Up ■Purge Positions Program (R0808151) ▪Removes from F08101 – Position Master ▪Processing options write to archive table F08101P — F08101P is overwritten each time R0808151 runs ▪Purge past years or specific fiscal year ■Purge Position Activity Program (R0808161) ▪Removes from F08101 – Position Master ▪Removes from F08111 – Position Budget Detail ▪Processing options to write to archive table F08111P — F08111P is overwritten each time R0808161 runs

24. 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

25. 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

26. ■Questions?

27. Oracle Docs Advisor Webcast: JD Edwards EnterpriseOne Position Control Process (Doc ID 1522876.1) E1: 08 Overview and Setup of Human Capital Management (Doc ID 1516862.1) E1: 05: Overview of Human Resources Management (HRM) System Options (P05001S) (Doc ID 1517494.1) E1: 05: Overview of Human Capital Management (HCM) Business Unit Constants (P059051A) (Doc ID 1517523.1) E1: ENV: Archive and Purging within JD Edwards EnterpriseOne (Doc ID 1082128.1) EnterpriseOne 8.9 Human Resources (Doc ID 700163.1) 27

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

29. Please complete the session evaluation We appreciate your feedback and insight Session ID# JDE 101-400