1. HRMS Creating Positions/Adding Assignments/Transfers
The purpose of today’s webinar is to look at creating positions, adding assignments and transferring employees to another position.

2. Learning Objectives Creating Positions Adding Assignments Transfers
LEA Configuration
Position Titles
Local Use Labels (Positions)
Sites
Position Management Console
Adding Assignments
Transfers
The learning objectives for this webinar include creating positions which involves some LEA configuration including position titles, local use fields for positions and site information. We will then look at adding assignments as well as transferring employees to another position.

3. LEA Configuration Position Titles, Local Use Labels, Sites
Creating Positions
LEA Configuration
Position Titles, Local Use Labels, Sites
There are few settings we need to look at that are associated with creating positions. These settings can be found under LEA Configuration.

4. LEA Configuration – Position Titles
Accessed under LEA Configuration from the Setup menu on the HRMS Home Page
LEA Configuration is accessed via the Setup Menu on the HRMS Home Page

5. LEA Configuration – Position Titles
Position Titles is the first option we need to review.

6. LEA Configuration – Position Titles
Position Titles are a way to classify positions with similar characteristics, such as function, level taught (elementary, middle, or high school), content taught, etc. Your LEA must decide how to define Position Titles.
To add a Position Title, complete the following fields at the top of the form and click Add.
To edit a Position Title, click the Title Code link in the first column, update any field as needed, and click Update.
This brings up the Position Titles form.
Position Titles are a way to classify positions with similar characteristics, such as function, level taught (elementary, middle, or high school), content taught, etc. Your LEA must decide how to define Position Titles.
To add a Position Title, complete the following fields at the top of the form and click Add. Position Title Code – Unique code, up to 6 characters.
Position Choice Code – Identifies the Position Choice on the School Jobs Application System.
Position Title – Unique title, up to 30 characters.
Exempt or Non-Exempt – FLSA Status
To edit a Position Title, click the Title Code link in the first column, update any field as needed, and click Update.
The Remove feature has been removed. However, if you need assistance with position title cleanup, removal or conversion, please contact Steve Andrew. He has assisted other LEAs with their position titles.

7. LEA Configuration – Local Use Labels (Position)
Local Use Labels (Position) is the next option we need to review.

8. LEA Configuration – Local Use Labels (Position)
This brings up the Position Local Use Field Labels form.
The Position Local Use Field Labels configuration form allows you to define up to five (5) local use fields to capture information that is not available on the standard Position forms.
To add a new Position Local Use field label, enter the desired values into the fields at the top of the form and click the Add button.
Sort Order determines the order of display on forms and reports, and must be 1–5 for Active fields.
Active Indicator should be set to 'Yes' for all Local Use fields that are currently in use. To stop using a specific Local Use field, set its Active Indicator to 'No'.
Because Inactive fields do not appear within the system, Active and Inactive fields are allowed to have the same Sort Order number.
Label Names cannot be reused, but Inactive fields can be reactivated.
Data associated with Inactive Local Use fields will not be archived with position assignments.
There are two local use fields defined here: Drug Test and CDL

9. LEA Configuration – Sites
Sites is the next option we need to review

10. LEA Configuration – Sites
The Site Settings configuration form allows you to add and maintain a list of Sites, including schools and divisions, within your LEA. You must select a specific Site when defining a Position.
To add a Site, complete the applicable fields at the top of the form and click Add.
Site name is a unique name up to 30 characters long.
Site code is a unique 3-character code.
To edit a Site, click the Site Code link in the first column, update any field as needed, and click Update.
Note: If you change the school name here the system will change the school name throughout HRMS. The system is using the Site Code as the point of reference. Whatever name is associated with that code will display in the system. Archived records will show the school name associated with the site code.
This brings up the Site Settings Form
The Site Settings configuration form allows you to add and maintain a list of Sites, including schools and divisions, within your LEA. You must select a specific Site when defining a Position.
To add a Site, complete the applicable fields at the top of the form and click Add. Site name is a unique name up to 30 characters long.
Site code is a unique 3-character code.
To edit a Site, click the Site Code link in the first column, update any field as needed, and click Update.
Note: If you change the school name here the system will change the school name throughout HRMS. The system is using the Site Code as the point of reference. Whatever name is associated with that code will display in the system. Archived records will show the school name associated with the site code.

11. Creating Positions
Those are the main configuration settings you want to look at when creating positions (Position Titles, Local Use Labels and Sites). Another setting you might want to look at involves the position groups and those are used for the vacancy permit process when you group different position titles into groups.
Now we will look at creating positions. There are two ways to access this function. From the HRMS Home Page under Positions you can select Position Management or Create Position. The Create Position option takes you directly to the Create Position form whereas the Position Management option takes you to the Position Management Module which has other functionality.
Let’s look at the Position Management option.

12. Creating Positions
The first thing you need to do before creating a new position is always check to see if the position already exists. For example, if someone leaves a position then that position is now vacant so you can hire a new employee and add them to that position. You do not have to create a new position every time you hire a new employee.
You can check the positions at a particular site by clicking show site list to see the positions available at the site. You can search for vacant positions by sorting by Status column so you can view the vacant positions at the top.

13. Creating Positions
To create a position select Create Position from the Actions dropdown list
Click Go
To create a position select Create Position from the Actions dropdown list
Click Go

14. Creating Positions
The New Position form will display. Red asterisk are required fields
The Copy data from an existing position feature allows you to create a new position by defaulting in the values, including Budget Codes, from an existing position.
Position #– Six-character value used to uniquely identify the position. LEAs often use site number for the first three characters and sequential numbers for the last three characters. Example: For positions at Site 304, Position , , etc.
Allow Update– Indicates whether Assignment information can overwrite Position information. If this field is set to 'Yes', Pay Table, Grade, and Budget Codes are updated from Payroll Assignment data in the following instances:
when the Rebuild Position Budget Codes Mass Update is run.
when Assignment Information is imported from the Edit Position form
when the 'Sync Budget Codes to Position' function is run from the Edit Assignment form.
when an assignment is archived (end date passes).
Primary Site – Site location where the majority of position functions are performed. Sites are defined in LEA Configuration.
Position Title – High-level grouping to which the position belongs. Position Titles are locally-defined in LEA Configuration.
Exempt Status– Read-only; inherited from Position Title.
Position Term– Number of months out of the school-year that the position is filled.
Position Status
Vacant – no current assignment
Inactive – position is not in use
Classification– Continuing or Temporary
Title I Designated Position– Unspecified, Yes, or No
Start Date and End Date– Used only if Classification is Temporary
CDL Required– indicates whether position requires a Commercial Driver's License
Time Basis– Full-time or Part-time
Position Type– Licensed, Classified, Bus Driver, or Substitute
Position a core academic subject area(Licensed positions only) – Yes or No
Position governed under NCLB requirements(Classified positions only) – Yes. At federal level, Yes. At local level, or No
Description – Text description of position that may be more specific than Position Title. Although this is a free-text field, you should try to use consistent values since this field will display on other forms and on reports. Example: If Position Title is Teacher Elementary, Position Description could be 1st Grade Teacher.

15. Creating Positions The New Position form continued
SS200 – Classification used to report the position on the SS-200 Report (Full-Time Personnel Report).
SS300– Classification used to report the position on the SS-300 Report (Local Salary Supplement Report).
Census – Classification used to report the position on the old SS-510 Report (Bureau of the Census Supplementary Data Report). Note: The SS-510 report is now obsolete. However, some LEAs use SS-510 data to assist with preparing the E-6 Report (Annual Survey of Public Employment and Payroll - School Systems).
EEO5 – Classification used to report the position on the EEO-5 Report (Elementary and Secondary Staff Information Report). See descriptions below.
Local Use Fields
These local use fields allow you to capture position information that is not available on the standard Position form. These were defined in LEA Configuration under Local Use Labels (Positions)
Salary/Payment Information
Payment Method– Salaried, Hourly, or Flat Dollar.
Base Pay Table– Default Pay Table (Salary Schedule) from which the position is paid.
Grade– Default Grade for position.
Standard Hours– Standard number of hours per work-week.
Hours Funded(Hourly positions only) – Funded hours per work-week.
Percent Funded (Salaried positions only)
You can update Pay Table and Grade on the Edit Position form, or import Pay Table, Grade, and Budget Codes from Payroll for a current position assignment. You may create Position Budget Codes in HRMS or import budget codes from Payroll.
HRMS provides several ways to update a position's Pay Table, Grade, and Budget Codes from Payroll data: Edit Position Form - Click the Import link next to a current assignment in the Assignment Information section.
Run the Position Budget Codes Mass Update and select 'All' or 'Base' for 'Budget Codes Types'.
Edit Assignment Form - Click the 'Sync Budget Codes to Position' button.
Archive Assignment Process - Position data is updated from Payroll automatically when an assignment is archived (the assignment end date passes).
The following conditions must be met for the update to be performed: The HRMS Position Number must be saved in the Payroll Assignment Budget Code.
The position Allow Update field must be set to 'Yes'.
Click Save & Close or Save & Edit to save the Position.

16. Creating Positions
For this example, we will copy position so the position information can populate the form.
Enter in the Copy data from an existing position field and click Go.
You will get a message “Copy of was successful. Next we need to enter a position number.

17. Creating Positions
If you know the position number you want to enter just enter the six character code but if you do not know the next position number then enter the same position number you used to copy and the system will give you the next number.
Enter in the position number field. You will get the message “****Position number is in use already, try ***” This is the next available number in the system.

18. Creating Positions
Enter and you see the Position Number is available.
Now you can edit any fields if necessary.
Always remember you can edit the position if necessary these values were copied from the other position so if they don’t apply then just edit whatever you need to correct.
Then Save and Close or Save and Edit.
Now you can add an assignment using this position number.

19. Adding New Assignment
You can add an assignment to an employee by using the Add option under Assignment from the Employee Demographics page.

20. Adding Assignment
To select an employee Click Employee Page under Employees on the HRMS Home Page..

21. Adding Assignment Enter the employee’s name and click Search
Then select the employee

22. Employee Demographics
Click to toggle between Name and SSN

23. Add Assignment Form

24. Add Assignment Form

25. Add Assignment Form

26. Add Assignment Form

27. Add Assignment Form

28. Edit Assignment Form
After adding the assigning the salary information is incomplete!
Click Edit Salary Information and/or Record Promotion/Demotion/Salary Change

29. Edit Salary Information
Complete all required fields and Click Save.
Completing the Salary Information is not a mandatory function in HRMS. However, it is important to record this information in HRMS if you want accurate reporting for the Public Record Reports in the Reporting Tool. Note: Only employees assigned to a position will display in the Public Record Reports (Current or Archived).

30. Edit Assignment Form
After clicking the Salary Information you should still be on the Edit Assignment form. At this point you can Save and Close to return to the Employee Demographic form or you can Save & Edit to continue making changes.

31. Employee Demographics
You return to the Employee Demographics page after clicking Save & Close from the Edit Assignment form.

32. Edit Assignment Form
You can edit the employment status and edit assignment dates on the Edit Assignment Form.

33. Edit Assignment Form
You can edit the start date, the employment status or drop the assignment.

34. Edit Assignment Form
Click Drop Assignment to end the assignment but not separating or transferring to another assignment.

35. Edit Assignment Form
Enter required fields and click Submit.

36. Edit Assignment Form

37. Edit Assignment Form

38. Edit Assignment Form
Under Current Assignments the end date entered on the Drop Assignment form will display.
You can cancel the drop assignment if it was done in error by clicking on Edit for the current assignment.

39. Edit Assignment Form
To get to the form to cancel the drop you can click Edit Assignment Dates or Edit Employment Status. Both options open the subform.

40. Edit Assignment Form
Click Cancel “Drop Assignment”
Click Submit

41. Edit Assignment Form
Confirmation

42. Edit Assignment Form
Click Save & Close

43. Edit Assignment Form
Cancel drop assignment removed the end date from the current assignment.

44. Transfer Assignment
You can transfer an employee from one assignment to another using the Transfer option under Assignment from the Employee Demographics page.

45. Transfer Assignment
These are the same steps as adding a new assignment. From the Employee Demographics Page click Transfer under Assignment.
This brings up the Transfer Assignment form.

46. Transfer Assignment The Transfer Assignment form appears.
Select Assignment to be removed.
Enter Date to Remove
Enter New Position number (The system will indicate the status of the position)
Click Submit

47. Transfer Assignment
The add assignment form appears. Make sure to check the box for “Is Employment Status Correct?”
Note: You have to use the “Correct Employee Dates” link to change the original hire and last hire dates.

48. Transfer Assignment
Complete the required fields
Click Save & Edit

49. Transfer Assignment
The Edit Assignment form will appear. Click Save & Close.

50. Employee Demographics
This brings you back to the Employee Demographics page.

51. QUESTIONS
This concludes today’s webinar. Please let me know if you have any questions.

52. HRMS Support Staff
HRMS Help Desk: (919) 807-HELP Kit Arndt, HRMS Support, (919) ,
HRMS Support Staff