Job & Position Actions

1. Job & Position Actions

2. Welcome! Cell Phones Introductions Materials Roster Signing Questions Break/Rest Rooms

3. Evaluations! • To assist the University of Florida’s efforts in sustainability we have moved to electronic evaluations • Within next 3 days you should receive email request to provide feedback on today’s class • Please help us assess the quality of our training by completing the evaluation • Thank you!

4. myUFL Best Practices • Avoid the back button • Use navigation provided by myUFL • Clear cache regularly • Keep password secure • If unsure of process, use Instruction Guides • Call UF Help Desk (392-HELP) with questions

5. Today’s Objectives • To understand job codes and position numbers • To understand and practice position actions • Reclassification, FTE Change (TEAMS), • Change Dept ID, Add a Position • To understand and practice job actions FTE Change (OPS), Pay Increase, Terminations • Provide details of Security Roles required

6. Training Simulation Tool

7. UPK – What is it? • In today’s session we will use UPK (User Productivity Kit) which: • - Is a web-based training tool • - Provides instructions as you go It’s like working on the real system with the added feature of being guided through the task!

8. The Playback Modes Player modes are the different methods available to take you through each of the topics. In the classroom today, I will demonstrate in Try It! To navigate: Click on the first + (Module) then the next + (Lesson). This will expand the section to show all the Exercises. All the simulations you will practice today are available at www.hr.ufl.edu/training/myUFL/toolkits/default.asp

9. Job & Position ActionsOverview

10. Salary Plans • UF has 4 salary plans (SalAdminPlans) • - Relate to position and job specific details • - Hiring Matrix at http://www.hr.ufl.edu/forms/default.asp#h TEAMS (Technical, Executive, Administrative, Managerial & Support) ACADEMIC PERSONNEL (Faculty) USPS (University Support Personnel System: no new USPS after 1/7/03) OPS (Other Personnel Services including students)

11. Job Classification Job Code Position No. 00020011 Position No. 00016531 Job Code 000836 ACCOUNTANT Position No. 00016161 Position No. 00023737 Job Codes Each position is tied to one job code but one job code can be tied to many positions!

12. Who Has Job Codes? Faculty Position Number?YES TEAMS/ USPS Job Code?YES Position Number?NO OPS/Students Job Code?YES

13. Positions Each position is tied to one job code! Job Code Defines/classifies job details - Job Code classification - Position Description - Standard hours, FTE - FLSA status - Health requirements Unique Position Number e.g. 00016531

14. Who Has Positions? Faculty Position Number?YES TEAMS/ USPS Job Code?YES Position Number?NO OPS/Students Job Code?YES

15. Any questions?

16. Position Actions

17. Position Actions • Position actions are modifications to positions • Follow similar steps for all position actions: through Organizational Development in myUFL • Initiated by the department and after approval are sometimes followed by a job action • Use appropriate Reason Code • we will look at these through examples

18. Position Actions • Typical Position Actions include: - Reclassification • - Position Description Update • - Add a New Position • - Change in Department ID • - FTE Change for TEAMS/USPS

19. Position Actions • Example: If a Program Assistant is reclassified to Coordinator, this involves: • Change of job code • Non-exempt (hourly) to exempt (salary) • Higher salary grade • Different benefit options • Update position description • Possible move from USPS to TEAMS (if employee is classified as USPS)

20. Position Action Process Navigate to Organizational Development >Position Management > Maintain Position/Budgets >Add/Update Position Info Search for and select the position Use the plus sign to add a new row Enter an effective date Enter or change data in appropriate fields Enter the reason Initiate approval process (workflow) When approval received, initiate job action (if required)

21. Let’s look at examples of Position Actions…

22. Example 1: Updating a Position Description

23. Updating a Position Description • Why update a position description? • Special Pay Increase • Change in duties • Update position to more closely match job duties (for example, during annual reviews) • Before you begin: • Use Unified Position Description Form to rewrite position description (TEAMS/USPS) We look at this on the next slide... The Unified Position Description Form is located at www.hr.ufl.edu/forms/default.asp#classcomp

24. Position Description Form This form must be completed entirely, including the Summary, Non-Exempt, Exempt, and Information Technology sections. If any sections are incomplete the form will not be considered and will be recycled. It is recommended that no more than 50% is allocated to any one function described on the form.

25. Updating a Position Description • Reason code in Organizational Development We will now walk through the process for updating a position description…

26. Updating a Position Description Navigate to: Organizational Development > Position Management > Maintain Positions/Budgets > Add/Update Position Info

27. Search for the Position: You can use any of the search fields – in this example we search through the Position Number

28. Click the plus sign to Add a Row

29. Enter Effective Date Use the magnifying glass to look up the Reason

30. For updating a position description, select Position Data Update (UPD) as Reason

31. Click Detailed Position Description

32. Paste in a revised position description based upon the Unified Position Description Form Click OK to continue

33. You are now in the 2nd tab: UfHr Position Data If necessary, make any changes to the Health Assessment requirements by checking appropriate boxes

34. Check the relevant boxes for any Background Checks required Click Save & Initiate Workflow

35. Position Action: Reclassification or Title Change

36. Reclassification/Title Change • Why reclassify? – Duties change(‘filled’ position) – New (vacant) position • Before you begin: – Use Unified Position Description Form to rewrite position description (TEAMS/USPS) – Identify new position information (salary admin plan, job code, etc.)

37. Reclassification/Title Change • Reason Code in Organizational Development Note! For all ‘filled’ reclassifications the effective date must be beginning of a pay period

38. Position Action: FTE Change for Faculty and TEAMS/USPS

39. FTE Change for TEAMS/USPS Position Number?YES Faculty What do you do?Position Action TEAMS/ USPS FIRST we will look at the position action for FTE changes to Faculty and TEAMS/USPS

40. Position Number?NO OPS/Students What do you do?Job Action FTE Change for TEAMS/USPS LATER we will look at the job action for FTE changes to OPS(Edit Existing Job ePAF)

41. FTE Change for TEAMS/USPS • Why update an FTE? • Standard hours change • Before you begin: • Identify salary plan for employee • If employee’s total FTE will exceed 1.0 (40 hours) you will need Request for Approval of Additional University Employment – HR600 form • Work with Employee Relations to draft FTE reduction letter for employee, supervisor, and higher level authority to sign Request for Approval of Additional University Employment – HR600 form (when employee’s total FTE will exceed 1.0) located at www.hr.ufl.edu/class_comp/forms/requestaddcomp.pdf

42. FTE Change for TEAMS/USPS • Reason Code in Organizational Development Note! Contact the Benefits Office regarding reductions in FTE as this may impact an employee’s benefits

43. FTE Change for TEAMS/USPS Navigate to: Organizational Development > Position Management > Maintain Positions/Budgets > Add/Update Position Info

44. After Approval of FTE Change • Difference in way compensation rate is processed in myUFL following FTE change approval Non-exempt TEAMS/USPSHourly employees continue to be paid the same hourly rate but for a different # of hours (no compensation rate change needed) FacultyDepartment prepares an ePAF (Edit Existing Job) to change the compensation rate (job action required) Exempt TEAMSClass & Comp change salary to reflect the new number of hours worked at the new FTE (no job action required)

45. Position Action:Add a Position

46. Add a Position • Why Add a Position? • – New position to Department/UF requiring • data input and position number assigned • Before you begin you need: • –Job Code • – Position Description & Position Requirements • – Standard Hours • – Salary Admin Plan

47. Add a Position • Reason Code in Organizational Development

48. Position Action:Change Department ID

49. Change Department ID • Why Change Department ID? • – ‘Position’ moves within large Department or College • Before you begin you need: • – Position Number or Job Title • – Effective Date • – Salary Admin Plan • – New Department ID & Location

50. Change Department ID • Example shows position moving from one department to another • Position number remains same but Dept ID changes Patrol Dept ID 62400000 Patrol Dept ID 62300000 UPD Officer Position Number 00000123 UPD Officer Position Number 00000123