A Quick Guide to .

Manage Positions
Items Covered in this Course:

Creating Positions

Updating Positions Managing Employee Data Review Position/Budget Information Tracking and Reporting

Last Updated: Aug 17, 2012

Course Information
Manage Positions

Instructor(s): Email:

Margaret Goslin margaret.goslin@queensu.ca

Support Resources
Human Resources PeopleSoft Resources

HR PeopleSoft Training Homepage: Online Tutorials: Job-Aids and Training Aids: Training Courseware: PeopleSoft Reference Documents:

https://wiki.queensu.ca/display/quasrsupport/Human+Reso urces+Training https://www.queensu.ca/quasr/HR/toc.html https://wiki.queensu.ca/display/quasrsupport/Human+Reso urces+Training+Documentation https://wiki.queensu.ca/display/quasrsupport/HR+Coursew are+Packages

https://wiki.queensu.ca/display/quasrsupport/HR+PeopleSo ft+Reference+Documents

Course Information

Glossary
Term/Function [-] [+] Actual Salary Appointment / Terms / Funding Campus Continuing Effective Date Employee Category FTE Salary Grade or Rank Hire Include History button Institution Internal Hire Job Branch Job Family Magnifying Glass Employee (EMP) Contingent Worker (CWR) Person of Interest (POI) P, S, T Reasons Payroll Company Position Number Salary Step Supervisor Name/ Position Number Term / Contract Unit View All Link Definition Deletes a row. Adds a row. Pay Rate (e.g. $50,000 x .80 FTE = $40,000) Job Data/ Job Earnings Distribution Can be MAIN or BISC (Bader International Study Centre). Regular (No Employment End Date) The date on which the change in a record is made effective. It can be the current date, or a date in the future. Employee Class Compensation Rate (e.g. $50,000) Salary Plan/ Grade or Academic Rank Hire The Include History button allows you to view historical rows where the effective date is older than todays date. QUNIV, the same as Academic Institution. The highest level of the organizational structure. Transfer (Same Employer/Company) Job Function Job Family Displays valid values that may be selected. A person who provides services to and has a legal employment relationship with the organization A person who provides services to and does not have a legal employment relationship with the organization Not an EMP or CWR but is of interest to the organization. All students are considered POIs as a Campus Solution Person. Action / Action Reason Pay Group Position Number/ Job Code Salary Step Reports to Temporary (Employment End Date) Department Click this link to display all the rows on a page.

Glossary

Module Navigation
Establish and Manage Positions Component Use Add/Update Add or update a specific Position Info position and enter the necessary information. Manage Employee Data Component Use Job Data Update a specific employee and ensure position management is up to date. Review Position Information Component Use Position Summary Select a specific position and view a summary of modifications to the position. Review Budget Information Component Use Budget Status Select a specific position and view a summary of positions budget and incumbent history. Review Vacant Budgeted Positions Component Use Vacant Budgeted Select a specific department Positions and view a summary of budgeted positions currently vacant within the department. Navigation Organizational Development> Position Management> Maintain Positions/Budgets> Add/Update Position Info Navigation Workforce Administration> Job Information> Job Data

Navigation Organizational Development> Position Management> Review Position/Budget Info> Position Summary Navigation Organizational Development> Position Management> Review Position/Budget Info> Budget Status Navigation Organizational Development> Position Management> Review Position/Budget Info> Vacant Budgeted Positions

Module Navigation

Business Process Information

Central Hire and Position Management Process

Business Process Information

CUPE 229 Vacancy Process

Business Process Information

No

Recruitment process begins

START Hiring Executive identifies a vacancy Is an internal candidate identified? Candidate returns signed offer letter Hiring Executive identifies a candidate

Hiring Executive writes offer letter and sends to candidate (Compensation may be consulted to set salary, HR may provide assistance with offer letter)

Hiring Executive sends signed offer letter to HR

Executive (Administration) Hiring Process

Yes

END CST forwards paperwork to File Clerk for filing

CST meets with employee to enrol in benefits (including PeopleSoft entry). CST collects TD1 and banking information if not already provided CST passes file and all paperwork to Payroll for processing

Client Services Team (CST) hires employee directly into PeopleSoft

Compensation adds or updates a position in PeopleSoft

Legend

Grey = Form Input Blue = Decision Step Green = Approval Step Yellow = PeopleSoft Input

Forms Index

N/A

Business Process Information

Vacancy with a Posting External Hire Yes PI or Designate completes HRFRM-039 Position Review form Compensation determines if a full job evaluation is required No Will the job be posted?

Compensation completes evaluation and job description

RG&C Vacancy Process

START Vacancy identified

Principal Investigator (PI) or Designate contacts Compensation for assistance with job description

Recruitment process begins

Client Service Team (CST) verifies information on JPS and approves it

PI or Designate fills out forms on JPS Compensation adds or updates the position in PeopleSoft

Once uploaded, Compensation sends an email to PI or Designate to sign off (electronically) on posting

Compensation uploads the job description to Research Job Posting System (JPS). Compensation sends an email to PI or Designate with job description and the position number and next steps.

Yes

No

Candidate is identified

Client Services Team (CST) assists PI or designate with an offer letter

PI or designate sends offer letter and HR-FRM-038 Biographical Data Sheet to the candidate if nonQueens Employee returns signed offer letter and HR-FRM-038 Biographical data sheet to PI or designate PI or designate hires employee into the PeopleSoft Contract Hire System PI or designate forwards the signed offer letter and HR-FRM-038 Biographical data sheet to CST

Approvals granted through Contract Hire workflow process?

Yes

System returns contract to originator of hire or designate

No

CST completes Manage Hire Queue in PeopleSoft

Legend

Grey = Form Input Blue = Decision Step Green = Approval Step Yellow = PeopleSoft Input END CST forwards paperwork associated with benefit sign-on to the employee file No

Did the employee select other than default rate on TD1?

CST arranges for a meeting with the employee to complete benefit sign-on and the TD1 form.

CST forwards the offer letter and HRFRM-038 Biographical data sheet to Payroll for processing

Forms Index
Payroll to process TD1 requests Yes Note: Budget control is done by Research Accounting through Deficit Monitoring Report

HR-FRM-038 Biographical Data Sheet HR-FRM-039 Position Review Form

Business Process Information

Vacancy Filled by an Internal Candidate

START Internal candidate identified to transfer into role. Position already created in PeopleSoft. CST verfies position details in PeopleSoft and updates as needed. PI or designate sends offer letter to the candidate Employee returns signed offer letter to PI or designate PI or designate forwards the signed offer letter to CST

Client Service Team (CST) assists Principal Investigator (PI) or Designate with an offer letter and salary consultation

CST completes Manage Hire in PeopleSoft Yes Approval granted through Contract Hire Workflow process?

PI or designate hires employee into the Contract Hire System in PeopleSoft

*Are employee benefits impacted? No

No

Yes

END System returns contract to originator of hire or designate

RG&C Vacancy Process (Identified Candidate / Transfer Candidate)

Grey = Form Input Blue = Decision Step Green = Approval Step Yellow = PeopleSoft Input

CST meets with employee to discuss applicable benefit changes

* The benefit eligibility report periodically run by the CST will also indentify employees with benefit impact if not identified during this process.

Forms Index
CST processes benefit changes in PeopleSoft

None

END CST forwards the letter and benefit documents (if applicable) to File Clerk for filing

Note: Budget control is done by Research Accounting through Deficit Monitoring Report

Business Process Information

General Support Staff and CUPE 254, 229 Client Services Team (CST) produces and signs the Renewal/Extension Letter Yes Are the employees benefits inpacted?

START All renewals require a supervisor to submit an approved HR-FRM-028 Employment Requisition with appropriate approvals

CST Assesses if there are changes to terms that affect the position and updates position and/or job data in PeopleSoft.

No Candidate returns signed offer letter

Departmental Assistant prints 2 copies on letterhead and both are sent to the employee (1 to sign and return and 1 to keep)

Meet with employee to discuss benefits

CUPE 229 Renewal or Extension arising out of a Memorandum of Agreement (MOA)

START Client Services Team (CST) receives a signed MOA from Labour Relations to extend one or many employees CST produces the notification of renewal/extension letter from the MOA CST Assesses if there are changes to terms that affect the position and updates position and/or job data in PeopleSoft. Copies of letter are distributed to employee and others as indicated on MOA

END The Renewal/Extension Letter is forwarded to File Clerk and copies are distributed electronically outside HR via Departmental Assistant

Temporary Appointment Renewal or Extension Process

END CST forwards all paperwork to File Clerk for filing

Executive (Administration)

Legend
START Hiring Executive writes a letter extending the employees appointment Candidate returns signed offer letter

Grey = Form Input

Blue = Decision Step Green = Approval Step Yellow = PeopleSoft Input

Hiring Executive sends a copy of extension letter to Client Services Team (CST)

CST Assesses if there are changes to terms that affect the position and updates position and/or job data in PeopleSoft.

END The Renewal/Extension Letter is forwarded to File Clerk and copies are distributed electronically outside HR via Departmental Assistant

Forms Index

HR-FRM-028 Employment Requisition

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Business Process Information

Adjunct (Continuing)

Continuing Adjunct Appointment Process

START Member who is eligible submits an application for Continuing Adjunct Status

Modified Appointments Committee reviews the application and submits recommendation to Head

Head reviews and submits recommendation to Dean (In Faculty of Health Science, HR-FRM-041 Data Sheet completed by Department accompanies the application)

If approved, Staffing Officer drafts appointment letter for Deans signature and Faculty Office sends the application package, including the appointment letter to the Provost Office for approval and signatures Provosts Office returns appointment package and signed appointment letter to the Faculty Office for distribution of the letter to member Faculty Office completes data sheet and sends it together with a copy of the letter to HR Client Service Team (in FHS data entry is completed by Faculty Office prior to submission to CST)

END CST updates the position in PeopleSoft

Legend

Grey = Form Input

Blue = Decision Step Green = Approval Step Yellow = PeopleSoft Input

Forms Index

HR-FRM-041 Data Sheet (for Academic positions)

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Business Process Information

New Term Adjunct

START Head identifies need for Term Adjunct appointment and requests approval to proceed from Dean (in Faculty of Health Sciences, Schools of Nursing and Rehab Therapy appoint independent of the Faculty Office) Faculty Office adds position in PeopleSoft and notifies Department of postion number Candidate is identified following due process Is appointment at the rank of Associate Professor or Professor? Department notifies candidate in writing of offer within 10 days of selection Department forwards appointment package to Faculty Office including completed HR-FRM-040 Data Sheet (for Academic Appointment)

Term Adjunct Appointment Process

No

Yes

Faculty Office drafts appointment letter for Deans signature

Faculty Office drafts appointment letter for Provosts signature and package including draft letter of appointment is sent to Provost for approval and signature

Faculty Office completes Template Based Hire in PeopleSoft

Faculty Office obtains approvals on the HR-FRM040 Data Sheet from the Dean or Financial Officer depending on Faculty

Member returns the signed letter of acceptance to the Faculty Office

Faculty Office drafts appointment letter for Deans signature and sends offer to member

Appointment letter is signed by the Provost/Principal and package is returned to the Faculty

Legend

Grey = Form Input Blue = Decision Step Green = Approval Step Yellow = PeopleSoft Input

Data Sheet and copy of appointment letter are sent to Client Services Team (CST) and to Institutional Research & Planning (in FHS data entry is completed in Faculty Office prior to submission to CST)

HR Manages Hire Queue in PeopleSoft and completes hire process (in FHS Manage Hire is completed in the Faculty Office prior to submitting to CST)

* Is the employee eligible for benefits?

Yes

Forms Index
* Benefit eligibility would be indicated on the H-FRM-040 Data Sheet

No

HR-FRM041 Data Sheet (for Academic Appointments)

END All paperwork is sent to payroll for processing

END CST meets with employee. See benefit enrolment process

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Business Process Information

Adjunct 2 Position is advertised Candidate is identified

START Head identifies need and requests approval to proceed from Dean (in FHS Schools of Nursing and Rehab Therapy appoint independent of the Faculty Office) Faculty Office adds the new position in PeopleSoft Department Head sends recommendation to the Dean/ViceDean/Associate Dean. Staffing Officer drafts appointment letter for Deans signature

Adjunct 2, 3 Appointment Process

END Administrative Secretary forwards a copy of the Data Sheet to HR, and Departmental Office No

Administrative Secretary completes Manage Hire Process in PeopleSoft CST meets with employee for Benefit sign on (see benefit enrolment process). CST collects banking and TD1 if not already provided

Administrative secretary in the Faculty Office completes Academic Template Based Hire in PeopleSoft and Data Sheet

Is the appointment at the rank of Professor?

Yes

Adjunct 3 END Faculty Office updates the position in PeopleSoft

START Adjunct 2 who has held the appointment for five consecutive years when enters 6th year is converted to Adjunct 3

The appointment package is send to the Provost Office for approval and signature.

Legend

Grey = Form Input

Blue = Decision Step Green = Approval Step Yellow = PeopleSoft Input

Forms Index

The signed appointment letter and appointment package is returned to the Faculty/School for distribution of letter to Candidate

HR-FRM-041 Data Sheet (for Academic positions)

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Business Process Information

START (Budget cycle submissions) Request to fill a position submitted by Faculty through annual budget and staffing submission Provost Office adds the position in PeopleSoft, and completes HR-FRM-040 Academic Position Request indicating the position number on the form. Faculty Office informs the Department that they may begin the recruiting process. Candidate is identified. Department forwards appointment package to the Faculty Office Faculty Office reviews appointment package and informs Department when they can proceed to negotiate with the candidate. Department writes recommendation letter including all appointment details and forwards to Faculty Office (in FHS this includes HRFRM-041 Data Sheet. Provost office returns the budget memo and HRFMR-040 Academic Position Request. (For FHS clinical appointments, Provost indicates approval by initialling and returning file along with completed HRFRM-040 Academic Position Request to Faculty Office.)

Provost office approves position(s) Yes

No

END Process ends

No

Faculty Office completes HRFRM-041 Data Sheet. Faculty Office drafts appointment letter and obtains approvals from the Dean or Financial Officer depending on Faculty. Faculty Office forwards appointment package to Office of the Provost/Principal for approval and signature

Academic and Executive (Academic) Hiring Process

START: Off budget cycle requests and Faculty of Health Sciences (FHS) Clinical appointments: Request to fill a position submitted by Faculty in writing to the Provost along with HR-FRM-040 Academic Position Request on an as-needed basis. Provost office approves position? Yes Budget Office approves position? Provost Office forwards request to Budget Office for review No

Yes

Legend
CST receives the Data Sheet, completes the benefit sign-on in PeopleSoft.

END Process ends

Grey = Form Input Blue = Decision Step Green = Approval Step Yellow = PeopleSoft Input

Provost/Principal signs the appointment letter and returns appointment package to the Faculty Office

Client Service Team (CST)/Faculty Office for FHS verifies template used, account codes against data sheet and Manages the Hire Queue in PeopleSoft

Faculty Office completes the Template Based Hire in PeopleSoft using the information on HRFRM-041 Data Sheet.

No

Forms Index

HR-FRM-040 Academic Position Request HR-FRM-041 Data Sheet (for Academic positions) END CST forwards file to Payroll for processing CST enters the hire directly into PeopleSoft, and completes the benefit sign on in PeopleSoft

Is this an Executive hire?

Signed letter is returned to the Provost Office and the original is sent to the Faculty Office. In FHS letters of offer to clinical Faculty are returned to the Dean. Faculty Office sends a copy of the appointment letter and HR-FRM-041 Data Sheet to HR. Copies of appointment letters for Dean and above are sent to the Budget Coordinator. Yes

Faculty Office sends the appointment letter to the candidate for signature/ approval

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Business Process Information

Forms
HR Forms may be accessed http://www.hr.queensu.ca Name HR-FRM-028 Description Employment Requisition Form Purpose A form granting approval to fill any staff position. The form contains information about a position including salary grade, appointment type, and funding. A form that contains employee information such as date of birth and social insurance number required to enter an employee into PeopleSoft. A form that contains information about a position required by Human Resources Compensation unit to evaluate the position. A form granting approval to fill an academic position and identify the position number.

HR-FRM-038

Bio Data Sheet

HR-FRM-039

Position Review Form

HR-FRM-040

Academic Position Request Form Data Sheet (for Academic Positions)

HR-FRM-041

The purpose of this form is to capture all the necessary information pertaining to an academic appointment.
The purpose of this form is to capture all the necessary information pertaining to the appointment of a post-doctoral fellow.

HR-FRM-045

Post-Doctoral Fellow Appointment Form

Reports
Name Active/Inactive Positions Navigation Organizational Development> Position Management> Reports> Active/Inactive Positions Organizational Development> Position Management> Reports> Incumbent History Purpose A summary list of the current position related data for active positions, inactive positions or both. A summary list of all current and former incumbents organized by position.

Incumbent History

Forms

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Active Position History Position Status Exception Override Vacant Position

Organizational Development> Position Management> Reports> Active Position History Organizational Development> Position Management> Reports> Position Status Organizational Development> Position Management> Reports> Exception Override Organizational Development> Position Management> Reports> Vacant Position

A report to view information on incumbents currently and previously assigned to this position. A report to inventory the types of positions and list all filled and vacant positions. A report to determine that exception and override information matched for position information and job data. A report to list all budgeted positions that are currently vacant.

Queries
There are no queries identified with Manage Positions. Complete list of Reports and Queries is available at: https://wiki.queensu.ca/display/quasrsupport/HR+PeopleSoft+Reference+Documents

Supplemental Materials
Action/Reason Matrix
Action/ Action Reason POS Descr Position Change Position Change Position Change Position Change Position Change Descr Posn Chg Posn Chg Posn Chg Posn Chg Posn Chg Reason ARC Descr Academic Rank Change Reduction Position Evaluated Position Inactivated New Position Short Desc Acad Rank Reduction PosEval Inactivate ROE Reason K Defn. Identifies the effective date that the academic positions current incumbent is promoted and their academic rank changes. Identifies the effective date of a filled position that has been evaluated and assigned a lower grade. Identifies the effective date that the position was evaluated and a reclassification did not occur. Identifies the effective date that the headcount for the university is reduced by one when position changes from active to inactive status. An Inactive status will prevent it from being filled. Identifies the effective date that the headcount for the university is increased by one when a new position in created. This increase may be permanent or temporary in nature. Identifies staff employees grandfathered with a schedule that permits them to work a portion of the year and their pay is spread over 12 mths. Identifies the effective date of a vacant staff position that has been evaluated resulting in a change to a lower salary grade.

POS POS POS

DEM EVL INA

K K K

POS

NEW

New Posn

POS POS

Position Change

Posn Chg

PRD

PosRclssDn

Queries

Position Change

Posn Chg

P12

Pay spread over 12 Months Position Reclassification Down

Pay12 Month

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POS POS POS POS

Position Change Position Change Position Change Position Change

Posn Chg Posn Chg Posn Chg Posn Chg

PRO

Promotion

Promotion

PRU REA

Position Reclassification Up Position Reactivated Return to Full Responsibility Reduced Prd Responsibility GRD Renewal of Position Reduction of Appointment Reduction of Teaching

PosRclssUp PosReact

K K

RFR

RetFullRes

Identifies the effective date of a filled position that has been evaluated and assigned a higher grade. Identifies the effective date of a vacant staff position that has been evaluated resulting in a change to a higher salary grade. Identifies the effective date that a frozen position is reactivated (i.e. Change status from inactive to active) in order for it be filled. Identifies the effective date that this incumbent returns to their full responsibility after a RRA, RPR or ROT. Identifies the effective date that a staff positions current incumbent starts a Reduced Period of Responsibility involving a reduced level of responsibility typically for a fixed period of time. Identifies the end date of a temporary position that is subsequently renewed for another period of time. Identifies employees grandfathered under the Reduction of Appointment program that was offered in 1996. The conditions of this program include that the FTE cannot be changed by the employer without the employees agreement. Identifies the effective date that an academic positions current incumbent is reduces their teaching load to focus on other activities. The associated salary reduction is used to pay another professor to teach the course load dropped. Identifies the effective date that a staff positions current incumbent starts a Reduced Period of Responsibility involving a reduced number of hours typically for a fixed period of time. Identifies the effective date that an academic positions current incumbent starts a Reduced Responsibility appointment. This is one in which the appointment of a Member, normally with a tenured or continuing appointment, is reduced from the Member's normal workload (part-time or full-time) Identifies the effective date of a position change that is not specifically identified via another action/action reason. Changes may include title, Full/Part-time, FTE, Department etc.

POS

Position Change Position Change Position Change

Posn Chg Posn Chg Posn Chg

RLR

RedPrdRes p Renewal

POS POS

RNW

ROA

RedAppt

POS

Position Change

Posn Chg

ROT

RedTeach

POS

Position Change Position Change

Posn Chg Posn Chg

RPR

POS

RRA

Reduced Prd Responsibility FTE Reduced Responsibility Appt

RedPrdRes p RedResp

POS

Position Change

Posn Chg

UPD

Position Data Update

Update

Complete Action/Reason Matrix is available at: https://wiki.queensu.ca/display/quasrsupport/HR+PeopleSoft+Reference+Documents

Supplemental Materials

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Employee Class Matrix Legacy Category Field EMPLOYEE Archivist PeopleSoft Employee Class Archivist (Q08) Librarian (Q16) Academic (Q01) Definition

Prof Lib

Academic

Adjunct

Adjunct (Q04)

Adjunct 1

Adjunct 1 (Q05) Adjunct 2 (Q06)

Adjunct 2

Supplemental Materials

Adjunct 3

Adjunct 3 (Q07)

Employee with an archivist continuing, continuing track or term appointment with appropriate rank and a full range of archivist responsibilities as defined in QUFA collective agreement. Employee with a librarian continuing, continuing track or term appointment with appropriate rank and a full range of librarian responsibilities as defined in QUFA collective agreement. Employee with a faculty tenure, tenure track, nonrenewable appointment (replacement) or special appointment with appropriate rank and a full range of academic responsibilities as defined in QUFA collective agreement or Senate Policy. Employee with an adjunct faculty continuing or term appointment of less than one academic term that may cross an academic term to three years duration, with appropriate rank and a limited range of academic responsibilities as defined in QUFA collective agreement. Employee who gives their services to the University for some or no return; persons who normally teach fewer that the equivalent of two full courses per year. Employee who has served fewer than five years and who normally teach the equivalent of two or more full courses per year, or whose remuneration for teaching duties and related activities is more that 50% of the floor salary for a regular assistant professor. They are typically a physician engaged in to perform a prescribed or limited range of academic/clinical duties. Employee who has served five years or longer as an Adjunct 2 excluding one or more years of approved leave that has been granted reappointment as an Adjunct 3. An appointee hired after retiring from an appointment as a member of the regular academic staff at Queen's University is not normally eligible to become a Group III appointee. They are typically a physician engaged in to perform a prescribed or limited range of academic/clinical duties with additional

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rights and privileges beyond that of an Adjunct 2. Fellows Fellows (Q14) Employee who is currently working on or has completed their doctoral degree and has a 2-3 year contract focused on research with limited or no teaching responsibilities. They work under the supervision of a faculty member and their contract is viewed as preparatory for an academic or research career. Salary is typically paid from external funding agencies. Employee who is not a Queen's student that acts as an assistant to a member of the regular or adjunct academic staff and who performs such duties as tutoring, grading, lab assistance, and research assistance. Academic assistants will normally work under the direct supervision of a member of the academic staff. Employee who is not a Queen's student that provides assistance with labs, research, grading etc. for a credit course and/or teach a non-credit course. They are not under the direct supervision of a faculty member. Employee who is a student health services physician that may participate in certain benefits. Employee who is non-academic and not under the jurisdiction of a certified union local. They are appointed by the University through the Department of Human Resources. Employee who is non-academic and not under the jurisdiction of a certified union local. They are appointed by a principal investigator. Employee covered by the CUPE 254 collective agreement. Employee covered by the CUPE 1302 collective agreement. Employee covered by the CUPE 229 collective agreement. Employees who hold an academic or non-academic senior administrative role that may be in addition to their academic appointment. Employees who hold an academic or non-academic senior administrative role that may be in addition to their academic appointment. Employees who hold an academic or non-academic senior administrative role that may be in addition to their academic appointment.

ACAD-ASS

Acad. Asst. (Q02)

ACAD-REL

Acad. Rel. (Q03)

SHS- PHYS Gen Supp

SHS-PHYS (Q18) Gen. Staff (Q15) Research (Q17) CUPE 254 (Q12) CUPE 1302 (Q10) CUPE 229 (Q10) Executive (Q13) Executive (Q13) Executive (Q13)

Research Tech Uni Libt Uni KH&M Uni Executive 1 Executive 2 Executive 3

Supplemental Materials

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Student

Student (Q19) Survivor Fr. Spouse Retired Casual (Q09)

Survivor Former Spouse Retired Requisition Pay Only

Non-QNS Alma Mater Society Non-QNS Campus Bookstore Non-QNS Canadian Micro. Corp. Non-QNS Faculty Association Non-QNS Graduate Students Society Non-QNS KAIROS Non-QNS Kingston General Hospital Non-QNS PARTEQ Non-QNS Queen's Staff Assoc. Non-QNS Theological College Overload ADJ1QUFA CONTINGENT WORKER

Not applicable

Supplemental Materials

Affiliate (AFF) Affiliate (AFF) Affiliate (AFF) Affiliate (AFF) Affiliate (AFF) Affiliate (AFF) Affiliate (AFF) Affiliate (AFF) Affiliate (AFF) Affiliate (AFF) Not applicable Not applicable

Employee who is also a student at the university working on a temporary basis as either a Research Assistant Teaching Assistant, Teaching Fellow and for non-academic work. A family member/designated beneficiary of a deceased employee that retains certain benefits that may include pension. Former spouse of a current/past Queen's employee entitled to pension once the queen's retires/dies or reaches normal retirement age. Employee who has retired from the university and may receive a pension and/or participate in certain benefits. Employee with no guarantee of hours that works greater than 14 hours per week for a period not to exceed 4 months, or for greater than 4 months where the hours per week does not exceed 14 per week or as defined under the collective agreement. Non-Queens University employee that is paid through the university HRIS system Non-Queens University employee that is paid through the university HRIS system Non-Queens University employee that is paid through the university HRIS system Non-Queens University employee that is paid through the university HRIS system Non-Queens University employee that is paid through the university HRIS system Non-Queens University employee that is paid through the university HRIS system Non-Queens University employee that is paid through the university HRIS system Non-Queens University employee that is paid through the university HRIS system Non-Queens University employee that is paid through the university HRIS system Non-Queens University employee that is paid through the university HRIS system Not applicable

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Not applicable

Volunteer

Not applicable

Guest

Not applicable

Co-op Stud

Not applicable

Associate

Individuals who provide volunteer services at the university in either informally or formally recognized and organized groups (eg. Queen's Alumni Association) on behalf of the university. The placement is approved by the Department Head. System access is required. Individuals who request and are subsequently authorized by the Department Head to use the University's facilities, but who are not employed by Queen's, are not registered as Queen's students, nor viewed as volunteers. System access is required. Individual who is also a student who applies and is subsequently accepted into a formally structured unpaid placement at the university requiring a written agreement by all parties as to the nature of the work assignment. System access is required. Individual who is employed by an organization affiliated with Queen's that provides ongoing support to a Queen's employee or function. System access is required.

This document is also available at: https://wiki.queensu.ca/display/quasrsupport/HR+PeopleSoft+Reference+Documents

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Exercises
Activity 1: Create an Academic Position Activity Scenario Available Data Navigation Test Case Create an Academic Position You have received approval to create a new academic position. Create this position in the PeopleSoft system. None Required Organizational Development Position Management Maintain Positions/Budgets Add/Update Position Info Position Number = any Business Unit = QUNIV Job Code = 10006 Assistant Professor Reg/Temp = Temporary Full/Part-time = Full Time Union Code = QFA Reg Region = CAN Department = 11140 English Reports to = 00000034 Department Head Position Employee Class = Q01 Academic Salary Plan/Grade = ACAD/003 FTE = 1.00

Activity 2: Perform a Re-Evaluation (Promotion) Activity Scenario Action/Action Reason Available Data Test Data Process a Re-Evaluation (Promotion) An occupied Administration/Office Clerk job description is re-evaluated and the salary grade is going up. Position Change / Promotion MP001 MP025 Effective Date: April 01, 2011 Action reason = Promotion Change Job Code = 10440 Administrative Officer Change Salary Grade from 005 to 006 Run Batch Process to Update Incumbent

Exercises

2 2

Activity 3: Update a Position with an Incumbent Reduced Period of Responsibility Activity Scenario Action/Action Reason Test Data Process a Reduced Period of Responsibility An employee is approved for a Reduced Period of Responsibility for 1 year (i.e. 100% to 80% time) Position Change/Reduced Period of Responsibility FTE Effective Date = January 01, 2012 Standard Hours = 28 hours FTE = .80 Run Batch Process to Update Incumbent Position Change/Return to Full Responsibility Effective Date = January 01, 2013 Standard Hours = 35 hours FTE = 1.00 Run Batch Process to Update Incumbent

Action/Action Reason Test Data

Exercises

2 3