1. Using POS for Employee Planning and Budgeting
CHARLOTTE FIDLER

2. Benefits of Position Control
Position Control is an add-on module which enhances your ability to plan and budget your staffing needs and obtain information on your current staff matrix
Allows tracking of filled positions and reporting overstaffed and understaffed positions
Provides current information on salary expenses and benefits of filled positions based on actual employee salaries and benefits
Provides projected expense costs both salary and benefits for overstaffed and understaffed positions for next year’s budget
Position Control interfaces with Salary Administration to provide next year’s projected costs if desired

3. Benefits of Position Control
Allows budgeting for all positions in your organization
Can be used to setup employee pay and employee distribution records when entering new records
Allows monitoring what positions are filled, overstaffed or understaffed
Allows tracking who is currently assigned to a position or who was previously in the position
Position budgets may be loaded into scenarios in the Budget Preparation System (BPS)

4. Position Control Overview of how it works Using Positions
Setup Considerations
2 ways to approach
Profile Key
Jobs and Pay  Positions
Positions  Job and Pays
Using Positions
New Utilities
Position Inquiries
Useful Position Control Reports
Position Control interfacing with Budget Prep

5. Position Control Setup Considerations
Position number is very important – MAJOR DECISION
Position setup decisions depend on reports and info needed on positions AND budgeting requirements
Business Manager and HR Supervisor need input into decision
General/Summary
Pros – easier setup and less upkeep
Cons - Open Positions budget amount goes to summary number – not detailed enough
Detailed
Pros – more detailed information for budgeting and analysis
Cons – More Upkeep – must maintain when employee moves
Choice to use FTE Validation Profile Keys

6. Setting Up Position Number
Up to 20 Character Position Numbers (alpha-numeric)
Use numbers or characters or combination of both
How will it group on a report
First set of characters set the sort
What is the most important division – list first
Fund
Location
Bargaining Unit or Job
SETUP CONSULTATION IS VERY IMPORTANT TO GET DESIRED RESULTS

7. Position Number Examples
FF-LL-B-AREA-JOB
F- Funding Source
LL – Location
BBB – Bargaining Unit
Area – Civil Service Area/Tenure area
JOB – Job Code – Grade level
EXAMPLES:
10-15-TCH-ELEM-003
10-01-ADM-PRIN-HSx
15-04-xxx-CAFÉ-SUP

8. Position Number Examples
LLL-UNIT-CCCC-JJJJ
L = Location
U = Unit, Area/Assignment Code
TCHR, ADMIN, NURS, CUST, SECR
C = Category or Tenure Area
ELEM, READ, ADMN
J = Job Code
KIND, 0001, 0002(grade), PAYX
EXAMPLE:
203-TCHR-ELEM-0001

9. Position Number Examples
BBBB-DEPT-JOBC-LLL
BBBB- Bargaining Unit
TCHR, ADMN, SECR
DEPT – Department
ELEM, PRIN. PAYR, CUST
JOBC – Job Code
1245, 3456
LLL – Location
EXAMPLE
ADMN-PRIN-ASST-203

10. Position Number Examples
Based on Account Numbers
FF-FN-OBJ-LL
FF = Fund
FN = Function
OBJ = Object
LL = Location
JJJJ = Job
EXAMPLE

11. Positions

12. Positions
Positions are created and maintained using the Positions screen
Positions allow you to define
Positions
Position FTE value for the position
Accounting for overstaffed and understaffed pay and benefit
Pay detail for the position for overstaffed and understaffed
Benefits to apply to the overstaffed and understaffed
Analyze financial data on current positions and provide financial data for budgeting

13. Positions – POS FTE Tab

14. Positions – POS FTE Tab

15. Positions – Accounts Tab

16. Positions – Accounts Tab

17. Positions – Pays Tab

18. Assigning Positions to Employees
Assigning positions to employees allows you to analyze a position and see which positions are appropriately staffed, understaffed, or overstaffed
Once a position is assigned to an employee, the employee displays in the Positions - Emps Tab
Use the Employee Pays - Position Detail screen to assign positions to employees
Profile keys allow option to run Position FTE Validation Process
Position is assigned to employee  Employee Pay and Employee Distribution records automatically created based on Position Pays and Accounts
Validates if there are enough open FTEs (warning or error option)
If Position FTE Validation is not selected
Employee Pays and Employee Distribution manually populated  Position is added manually

19. Assigning Positions to Employees

20. Employee Contract Pays (AUTO) – Position FTE = Y Entering new employee = Job entered Position enteredPay populated

21. Employee Contract Pays (AUTO) – Position FTE = YEerror Error message if click Pay Detail without entering position

22. Employee Distributions – Position FTE = Y Employee Pay screen is blank

23. Employee Distributions – Position FTE = Y Employee Account Distribution screen is blank

24. Add Position and Any Optional fields

25. Employee Pays Populated from Position Master

26. Employee Distribution Populated from Position Master

27. Positions – POS FTE Tab

28. Positions – POS Emps Tab
A snapshot of employees assigned to selected positions
Screen filled in when Set FTEs button is clicked after position assigned

29. Positions – Benefits Tab
Use the Positions - Benefits to establish benefits for understaffed and overstaffed positions
This allows you to more accurately budget for those positions by accounting for benefits in addition to pays
The codes must also be setup in the Budget Benefit Master under Salary Administration if calculating benefits as part of the budget
The Budget Benefit Master is used as a staging area for benefit calculations. You can view benefit criteria and make additions, deletions, modifications without affecting payroll processing.
If using Position Control the amounts entered here are used for overstaffed and understaffed positions

30. Positions – Benefits Tab

31. Positions – Analyze Tab
Allows selection of parameters to calculate position budget amounts

32. Positions – Pos Detl Tab
Snapshot of each account associated with a position, the position budgeted amount, the amount used and the position funds available

33. Positions – Pos Emp Accts Tab
Displays each account associated with a position, the employee and over and understaffed amounts and account defaults from the position

34. Positions – Pos Acct Detl Tab
Displays accounts for this position and all position that use this account

35. Positions – Errors
Displays any errors, this position or all positions, received when analyzing positions usually the result of incorrect or missing data.

36. Helpful Utilities

37. Helpful Utilities
Position Master Accounts Update Utility – HEUTL22A.FMX
Position Master Accounts Update Report – HEUTL22A.REP
Roll Jobs and Pays by Category - HPROL11D.FMX
Roll Jobs and Pays by Calendar – HPROL11A.FMX
Jobs and Pays Utility – HPUTL07A.FMX
Jobs and Pays Utility Report – HPUTL07A.REP
Coming in the future
New Utility – when the location in Positions changes – update Employee Work Location and location in Employee Pays and Employee Position Detail

38. Position Master Accounts Update Utility–HEUTL22A.FMX

39. Position Master Accounts Update Utility–HEUTL22A.FMX
Position Master includes option to Update Emp Dist Group
Added validation to verify the sum of all percents for a Distribution Group is 100%
Created new utility to insert new employee distributions and update the Employee Pays and optionally the Employee Position Details Dist group Over Dist Group
Created new report to display Position and Employee Distribution information prior to making changes

40. Position Master Update Utility–Report Only

41. Position Master Update Utility–HEUTL22A.FMX

42. Position Master Update Utility–HEUTL22A.FMX

43. Position Master Update Utility–HEUTL22A.FMX

44. Roll Jobs and Pays by Category - HPROl11D.FMX

45. Roll Jobs and Pays by Category - HPROl11D.FMX
Option to End Date Employee Position Dates
Option to Roll All Position or Roll Active Positions
Options to Update Employee Position Dates
Contract Dates from Calendar Master
Pay Dates from Calendar Master
Increment Year Only
Specified Dates

46. Roll Jobs and Pays by Calendar - HPROl11A.FMX
Option to End Date Employee Position Dates
Option to Roll All Position or Roll Active Positions
Options to Update Employee Position Dates
Contract Dates from Calendar Master
Pay Dates from Calendar Master
Increment Year Only
Specified Dates

47. Roll Jobs and Pays by Calendar - HPROl11A.FMX
Option to End Date Employee Position Dates
Option to Roll All Position or Roll Active Positions
Options to Update Employee Positions with Calendar Dates
Contract Dates
Pay Dates

48. Jobs and Pays Utility – HPUTL07A.FMX

49. Jobs and Pays Utility – HPUTL07A.FMX

50. Jobs and Pays Utility – HPUTL07A.FMX
Important!!!!!
You must uses this utility to update the start and end dates for jobs, pays and positions rolled by category, to recalculate salaries if you are not using schedules and to update any employees who started in the middle of the year in the current contract year.

51. Jobs and Pays Utility – HPUTL07A.FMX
New in Release 19.1
New Filtering options added
Added Verification Report prior to processing

52. Position Inquiries

53. Position Inquiries Position Inquiry by Account – HPINQ01A.FMX
Position Inquiry by Account Drilldown – HPINQ02A.FMX
Position Inquiry – HMPOS03I.FMX

54. Position Inquiry by Account – HPINQ01A.FMX

55. Position Inquiry by Account – HPINQ01A.FMX

56. Position Inquiry by Account Drilldown – HPINQ02A.FMX

57. Position Inquiry – HMPOS03I.FMX

58. Position Inquiry – HMPOS03I.FMX

59. Position Inquiry – HMPOS03I.FMX

60. Position Inquiry – HMPOS03I.FMX

61. Position Inquiry – HMPOS03I.FMX

62. Position Reports

63. Position Reports Position Master Listing Position Control Report
Employee Position Detail
Employee Job/Position Report
Employee Pays Listing with Position Nos
Budget Report with and without Report Specs
Earnings
Earnings Budget Total
Benefits Budget Total and Budget Grand Total
Understaffed Positions, Overstaffed Positions
Salaries and Benefits Register
Position Over and Understaffed
Employees

64. Position Control and Budgeting

65. Position Control – Budget
Position Control alone
Provides tracking of positions and employees in each position
Provides actual salary amounts for employees in each position
Provides default salary and benefit information for overstaffed and understaffed positions
Loads Salary and Benefit information into BPS
Salary Admin and Position Control together
Provides all of above including next year projected salary and benefit information

67. Position Control – Budget Checklist
Complete HRS Begin Year Processing
Create Positions
Positions FTE
Positions Accounts – used for overstaffed and understaffed positions
Position Pays – used for overstaffed and understaffed positions
Position Benefits – used to include benefits in budget
Create Simulation Master
Setup Budget Benefit Master (if including benefits in budget)
Print Employee Position Detail or Employee Job/Positions (optional)
Analyze Positions or Print Budget Report
Load SAD to BPS

68. Budget Report – HMPOS – HABEN03A.REP
Performs the same calculation as the Positions-Analyze window and prints the results in report format.
You must use either this report or the Analyze tab at least once to calculate/extract the amounts into a Simulation to load into BPS
Multiple Simulations can be set, analyzed and combined if desired

69. Budget Report - Salaries

70. Budget Report - Benefits

71. Load Salary into BPS

72. Budget Manager Entry
Populates in Salary Admin field and becomes Req’d Budget
Adjustments can be made using Managed Budget to add to Req’s

73. Implementing Position Control
Training to get it functioning = 2 – 3 Sessions
Session #1 - Setup MOST important
Consultation – what you want to track resulting in “Position Number” and decisions on extra fields to track
PositionJob or JobPosition
Set up Training
Allow time for maintenance before next session
Session #2 – how to use and get information
Including discussion on flowing into SAD and BPS
OR additional Session #3 to cover flow into SAD and BPS at later date depending on budget formulation

74. User Guides User Guides on Infolink https://infolink.hammer.net
POS includes an additional chapter on Position Control Inquiries