9.2 Copying and Creating Positions

Purpose: Use this document as a reference for how to copy and/or add positions in ctcLink.

Audience: HR Administrators and HR Specialists.

Copy and Create Positions

Copy a New Position

Navigation: NavBar > Navigator > Organizational Development > Position Management > Maintain Positions/Budgets > Add/Update Position Info

  1. The Add/Update Position Info search page displays.
  2. Select the Add a New Value tab. Accept the default Position Number of 0000000.
  3. Select the Add button.
Add a New Value tab
  1. The Add/Update Position Info page displays.
  2. On the Description tab, select the Initialize button to select the desired position.
  1. The Default Position Data pagelet displays.
  2. The Effective Date will default today's date; change if needed.
  3. Enter or select the appropriate Position Number.
  4. Select the OK button.
Default Postion Data section
  1. The Current Head Count value will default 0 out of 0. This will automatically change once the position has been assigned to an individual. However, the Max Head Count can be assigned on the next tab.
  2. The Status defaults to Active.
  3. The Reason defaults to New, change if needed.
  4. The Position Status  will default to Approved, change if needed.
  5. The Status Date coincides with the Position Status and will default to today's date, change if needed.
  6. NOTE: Select the Key Position checkbox to indicate whether or not this is a key position.
  7. The remaining sections on this tab will include default values directly from the position number:
    • Job Information
    • Work Location
    • Salary Plan Information

NOTE: The Salary Plan Information section will default all salary plan values associated with the Job Code and Salary Admin Plan table.  

It is important to validate that all values align (i.e. Standard Hours and Work Period).  Mis-matches will impact FTE calculation in Job Data when the position is assigned to an employee.

Description tab
  1. Select the Specific Information tab.
  2. The Specific Information page displays.
  3. The Max Head Count field will default to 1, change if needed.
  4. In the Mail Drop ID field, enter the Mailstop number, if applicable.
  5. Leave Update Incumbents boxes unchecked. These boxes apply to changes being made to a position that is already assigned to an individual.
  6. The Budgeted Position box will automatically be checked; uncheck if necessary.
  7. Expand the Education and Government header.
  8. Note: The FTE amount must be updated such that the FTE amount reflects on the Job Data when a Position Number is selected.
  9. Select the Save button.
Specific Information tab
  1. Select the Budget and Incumbents tab.
  2. The Budget and Incumbents page displays.
  3. NOTE: The Budget and Incumbents tab does not require any entry or editing.  The information in this tab will be populated when an individual has been assigned to this position (i.e. Head Count, Empl Record, Name, etc).
budget and incumbents tab
  1. The process to copy an existing position is now complete.
Create a New Position

There must be an active job code created before beginning this process. Please see QRG for Creating a New Job Code

Navigation: NavBar > Navigator > Organizational Development > Position Management > Maintain Positions/Budgets > Add/Update Position Info

  1. The Add/Update Position Info search page displays.
  2. Select the Add a New Value tab.
  3. Accept the default of 0000000 by selecting the Add button. This allows the system to assign the next available number.
Add a New Value tab
  1. The Add/Update Position Info page displays.
  2. The Effective Date will default today's date. Change if needed.
  3. The Current Head Count value will default 0 out of 0. This will automatically change once the position has been assigned to an individual. However, the Max Head Count can be adjusted on the next tab.
  4. The Status defaults to Active.
  5. The Reason defaults to New, change if needed.
  6. The Position Status  will default to Approved, change if needed.
  7. The Status Date coincides with the Position Status and will default to today's date, change if needed.
  8. NOTE: Check the Key Position checkbox to indicate whether or not this is a key position.
  1. From the Job Information section, the Business Unit will default. Ensure the information is correct.
  2. Select the Job Code lookup icon and select the appropriate job code. (this will auto-fill the remaining fields in this section, as well as, the Salary Plan Information section with the default values from the selected job code).
  3. Select the drop-down menu in the Reg/Temp field and select the appropriate work status.
  4. The Regular Shift field will default to Not Applicable, change if needed (i.e. Evening).
  5. The Title will default the title description directly from the Job Code selected, change if needed.
  6. The Full/Part Time field will default to Full-Time, change if needed.  
  7. The Union Code will default to the value associated with the selected Job Code, change if needed.
  8. The Short Title will default the description associated with the Job Code, change if needed.
Job Information section

NOTE: Job Description information can also be stored on this page.

Select the Detailed Position Description hyperlink. This information will be entered manually as free text, but can be copy and pasted from an existing document if applicable.

  1. From the Work Location section, the Reg Region will default to USA.
  2. Select the Department lookup icon and select the appropriate department (Required).
  3. Select the appropriate Location from the lookup menu (Required).
  4. In the Company field select the appropriate Company Description.
  1. The Salary Plan Information section will default all salary plan values associated with the Job Code and Salary Admin Plan table. It is important to  validate that all values align (i.e. Standard Hours and Work Period). Mis-matches will impact the FTE calculation in Job Data when the position is assigned to an employee.
Salary Plan Information section
  1. Select the flag image to expand the USA information.
  2. The FLSA Status will default the value from the Job Code, validate the coding is correct.
  3. The Bargaining Unit will defaults to 8888 which is an unassigned value; change if needed.
Specific Information tab
  1. Select the Specific Information tab.
  2. The Specific Information page displays.
  3. The Max Head Count field will default to 1, change if needed.
  4. In the Mail Drop ID field, enter the Mailstop number, if applicable.
  5. Leave Update Incumbents boxes unchecked. These boxes apply to changes being made to a position that is already assigned to an individual.
  6. The Budgeted Position box will automatically be checked; uncheck if necessary.
Specific Information tab
  1. The Budget and Incumbents tab does not require any entry or editing.  The information in this tab will be populated when an individual has been assigned to this position (i.e. Head Count, Empl Record, Name, etc).
Budget and Incumbents tab
  1. Note the FTE amount.  This must be updated such that the FTE amounts reflects on the Job Data when a Position Number is selected.
  2. Select the Save button.
Education and Government section
  1. The process to create a position is now complete.
  2. End of procedure.

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