9.2 Position Management - Fluid (New, Clone, & Updates)

Purpose:  Position Management, using Fluid tiles, includes the ability to create, manage and clone (copy) positions.  Users will also have the ability to add effective sequencing and view history of updates made to positions in a similar fashion to Job Data updates.

Audience:  HR Administrators, Workforce Administrators

To expand a section, select the chevron (>) to the left of the heading.  

Creating a New Position

Navigation:  Workforce Administration Fluid Homepage

  1. Select Position Management tile.
Position Management tile
  1. Select the Manage Position tile.
Manage Position tile
  1. You may start a new position request and/or search for existing positions.  (The example in this QRG will focus on creating a new position).
  2. Select the Add button.
Search page
  1. Positions are auto numbered.  There is no need to change or update the default Position Number on this page.
  2. The Effective Date is the date that will be used in the system as the start point for that position.  If a position is expected to be requested but not used until the next calendar year, the date should be updated to reflect that timing.  For example, 1/1/2021.  
  3. To continue, select the Continue button.
Create Position page

  The Activity Guide, for this process (outlined on the left side of the screen), will walk you through the main five (5) steps of this process:

  • Position Data
  • Specific Information
  • Attachments
  • Budget Incumbents
  • Review and Submit

When following the steps, the system will automatically move forward to the next step once the Next button is selected.  You will be able to track where you are in the process by reviewing the Activity Guide.  For example, in the screen below, you can see that step 1 (Position Data) has been "visited", but not complete.  Step 2 (Specific Information) shows that it has not been started, etc.

  1. You will be directed to the first step of the Activity Guide.  (Required fields are indicated by an asterisk).
  2. The CTC Budget subsections and the CTC Position Information section are custom fields, you have the option to identify up to three (3) budgets for position funding allocation. (Open CTC Budget #2 by selecting the arrow next to CTC Budget #2, the same for CTC Budget #3 if needed).
  3. At least one budget must be identified and all of that budget's fields are required for an entered budget.
  4. Within the CTC Position fields, add any supporting text that is required to justify the position request.  If full documents are required, there is an attachments section that may be used as well.
  5. Enter Business Unit, Company and Department (or use magnifying glass look up icon), these are required fields.
  6. When all required fields are complete, select the Next button to move forward in the process.
Position Data step page
Position Data step page
Position Data step page
  1. You will be directed to the second step of the Activity Guide.  
  2. At any point in the process, you can navigate to previously accessed steps by selecting Previous or by using the links that are active on the left of the screen.  Please note that you cannot jump ahead in the process until they complete the prior steps.
  3. While the FTE is a delivered field, and does not show an * indicating it is required, it DOES NEED TO BE COMPLETED.
  4. Select the Next button.
Specific Information step page
  1. You will be directed to the third step of the Activity Guide.  
  2. You may include any pertinent attachments that are part of the position request detail or background.
  3. Select the Next button.
Attachments step page
File Attachment page
  1. You will be directed to the fourth step of the Activity Guide.  
  2. You may review budgeted incumbent information related to the position.  It is only pertinent to update incumbents if you are working on managing or updating an existing position with a current incumbent.
  3. Select the Next button.
Budget Incumbents step page
  1. You will be directed to the last step in the Activity Guide.  
  2. You may review the summary information related to what has been added in prior steps.
  3. To submit the request, select the Submit button.
Review and Submit step page
  1. You will be directed to the Submission Confirmation page for the position.

On the page, if approvals are required for the college/entity,  you will see the routing of the approval for the request to the one-to-many potential approvers.  If no approvals are required, the position is created as approved and active as the entered effective date.

NOTE:  if approvals are required, the position will NOT be active until all approval stops have been completed.

This is the last step for the initiating user unless there is push back and changes within the approvals.

  1. To submit the request, select the Submit button.
  2. The reviewing manager name will appear in the Evaluation Approval Chain section.  Approver has to approve the request through the MSS (Manager Self Service) Approval tile.  For more information, refer to the QRG (Quick Reference Guide) titled 9.2 Request Approval Process in Fluid.
Position Confirmation page

Process Complete.  

Cloning (Copying) a Position

Navigation:  Workforce Administrator Fluid Homepage > Position Management tile

  1. Select the Manage Position tile.
  1. Search for existing Position Number by entering a % in the Position Number field to bring up all positions with titles.  (*NOTE:  Do not use Reports To Position Number field)
  2. Select the Search button.
  3. Select desired Position Number from listing you wish to copy/clone.
  1. Select the Clone button.
  1. Make no changes to Position Number.
  2. Make needed changes to Effective Date.
  3. Select Continue.
Clone page
  1. The Activity Guide opens.
  2. Make needed updates, selecting Next to move through Activity Guide.  NOTE: If no changes are needed due to cloning only, continue to select Next until you are at Step 5 of 5:  Review and Submit.  
  3. When complete, select Submit. (A new Position Number will automatically be assigned when saved).

Process to Clone a Position is now complete.

Updating a Position

Navigation:  Workforce Administrator Fluid Homepage > Position Management tile

  1. Select the Manage Position tile.
  1. Search for existing Position Number by entering a % in the Position Number field to bring up all positions with titles.  (*NOTE:  Do not use Reports To Position Number field)
  2. Select the Search button.
  3. Select Position Number for position you would like to update.
  1. To update the position, select the plus (+) button to add a row.  (If correcting history and making edits, select the editing pencil icon).
  1. Change Effective Date if needed.
  2. Select a Reason Code, using the magnifying glass lookup icon for a drop down listing.
  3. Select Continue.
Request details page
  1. Make any necessary updates and move through Activity Guide by selecting the Next button.
  2. Select Submit when complete.

Process Complete.

0 Comments

Add your comment

E-Mail me when someone replies to this comment