Updating Position data with 1 active incumbent

posted Mar 17, 2016, 4:49 PM by Peyri Herrera   [ updated Mar 17, 2016, 4:49 PM ]
Sometimes updates need to be made to a position after an employee is hired into it. When updating Position Data (Standard Hours, FTE, Title, Department, etc.) with 1 active incumbent, the Effective Date plays an especially critical part in ensuring the Position data updates get reflected on the Job Data of the incumbent.

Here are examples of some recent HEAT tickets the CRC has received:
  • “Position FTE and Standard hours were updated but the Job Data of the incumbent still shows the old value…Help!” 
  • “We changed the Department on the position but it is not reflected on Job Data.” 
Notes:
  • The directions below are pertinent to updating Position data with 1 active incumbent. When updating positions with multiple incumbents please contact the CRC for assistance as position changes affect each and every incumbent’s job data. 
  • Remember, a position should be reviewed and changes should be made prior to hiring someone into it. 
  • This process is different from making changes to a vacant position in that you cannot allow a cushion of time for changes to the position once an employee is hired into it. 
Directions for updating Position data with 1 active incumbent:
  1. Review Job Data. CLICK INCLUDE HISTORY. If the change you are making on Position should take effect in the system from the employee’s start date, note the date of hire. If the change is one that will take effect on a specific date after hire date, note that date. 
  2. Navigate to Add/Update Position Info and add a row. 
  3. Enter the Effective Date (the date you noted in Step 1). 
  4. Enter Reason. Use the reason code that best applies to the change being made (UPD, DPT, etc.). 
  5. Make changes. 
  6. REVIEW CHANGES and Effective Date to be sure all desired changes were made. 
  7. Click Save
  8. Review Job Data for reflected changes. 
Upon saving the record the system should automatically insert a row on the incumbent’s Job Data that reflect the change(s) made. If the changes are not reflected on Job Data contact the CRC.