Position Management - Minnesota

Position Management02/01/2019

ContentsGetting Started. 3Introduction . 4Viewing Job Code Information. 5Establishing a New Position . 15Viewing Position Information . 39Putting a Position on Hold . 45Selecting Reason Codes for Changes to Position Records . 52Correcting Position Information . 78Using Standard Reports on Position Management Information . 83Conclusion . 87Evaluation . 88Refer to SEMA4 Help for the most current SEMA4 information. This learning guide may be lesscurrent than instructions found in SEMA4 Help.To request a reasonable accommodation and/or alternative format of this document, contact theStatewide Administrative Systems Help Line at (651) 201-8100 or accessibility.mmb@state.mn.us.Position ManagementContents2

Getting StartedWelcomeWelcome to the Position Management learning guide, part of the SEMA4 curriculum.Who should complete this guide?Employees who maintain current employee records, process new positions, inactivateobsolete positions, or change information on positions.What skills will I learn?You will develop skills, using SEMA4, to create and maintain position information. After youcomplete this guide, you will be able to perform the following tasks: View job code information Establish a new position in the system and enter position funding information View position information and put a position on hold Select reason codes for changes to position records Inactivate positions and correct position information Use standard reports on position management informationWhat do I need to know before starting?You must have completed SEMA4 Overview.How much time will this take?Actual time will vary, but plan on approximately 4 hours and make sure you have enoughtime to complete this guide in one day.What do I need to proceed?1. Access to SEMA42. Training user ID and password to sign in to the User Training database3. Code (two-digit) to access training recordsHow do I obtain User Training Database information?First you must register for the course. After you do so, you will receive an email messagewith instructions, including a training user ID and password. Access the SEMA4 Trainingwebsite for registration instructions.DirectionsRead the introduction and work through each topic, completing walk-throughs and exercises.Follow-up Complete the evaluation form and send it to SEMA4 HR Services.Follow your agency's procedures for tracking completed training.Position ManagementGetting Started3

IntroductionSEMA4 allows you to keep track of information about a position, independently of theinformation about the incumbents of that position.What is a position, anyway? A position is a group of duties and responsibilities assignedor delegated by competent authority, requiring the full-time or less than full-timeemployment of one person (M.S. 43A.02).Positions may be filled or vacant. When you create a position record, SEMA4 assigns it aposition number. When you hire an employee, you assign the employee to a position.In this guide, you will learn how to use SEMA4 to view job code information, establish anew position, view position information, and select reason codes for changes to positioninformation.The following topics are included in this guide: Viewing Job Code InformationViewing Option and Salary InformationEstablishing a New PositionViewing Position InformationPutting a Position on HoldSelecting Reason Codes for Changes to Position RecordsCorrecting Position InformationUsing Standard Reports on Position Management InformationContinue to the next topic, Viewing Job Code Information.Position ManagementIntroduction4

Viewing Job Code InformationIntroductionA job code must exist in SEMA4 before a position can be established. Creating a job code ispart of the classification process. Minnesota Management & Budget sets up job codes.Although you won’t be creating job codes, you will view the job code pages. You may refer tothese pages to get information about a job classification, such as Salary Plan, Grade, andStep. By the end of this topic, you will be able to view job code information.Let's start with some definitions. Using the following terms, write the term next to itsdefinition.PositionJob FamilySetIDJob Function CodeGradeJob CodePosition NumberBargaining UnitSalary PlanStepTermDefinitionBlankIdentifies the career family associated with a job code. A careerfamily is a group of job classes that share a common kind of work,subject matter, expertise and training and provides generally similarproducts and services. Example: Accounting/Audit/Fin Careers.A number that represents the job classification of the position. Itcorresponds to the classification title as listed in the State Salary Plan.BlankBlankBlankA code identifying a matrix of hourly, monthly, and annual rates ofpay, usually unique to a group of classes, such as those contained in abargaining unit (same as Compensation Grid).A code used for grouping records into various categories.BlankA number identifying a position.BlankA group of employees in similar occupational categories, whoseterms and conditions of employment are set collectively.The minimum and maximum rates of pay for a particularclassification and any intervening steps.An established pay rate or point within a salary grade.BlankBlankBlankBlankPosition ManagementA group of duties and responsibilities assigned or delegated bycompetent authority, requiring the full-time or less than full-timeemployment of one person (M.S. 43A.02).Identifies the career series associated with a job code. Example: 01BViewing Job Code Information5

SolutionCompare your answers to the solution below.TermDefinitionJob FamilyIdentifies the career family associated with a job code. A careerfamily is a group of job classes that share a common kind of work,subject matter, expertise and training and provides generally similarproducts and services. Example: Accounting/Audit/Fin Careers.A number that represents the job classification of the position. Itcorresponds to the classification title as listed in the State Salary Plan.Job CodeSalary PlanSetIDA code identifying a matrix of hourly, monthly, and annual rates ofpay, usually unique to a group of classes, such as those contained in abargaining unit (same as Compensation Grid).A code used for grouping records into various categories.Position NumberA number identifying a position.Bargaining UnitA group of employees in similar occupational categories, whoseterms and conditions of employment are set collectively.The minimum and maximum rates of pay for a particularclassification and any intervening steps.An established pay rate or point within a salary grade.GradeStepPositionJob Function CodePosition ManagementA group of duties and responsibilities assigned or delegated bycompetent authority, requiring the full-time or less than full-timeemployment of one person (M.S. 43A.02).Identifies the career series associated with a job code. Example: 01BViewing Job Code Information6

View the Job Code Table – Walk-throughIn the following walk-through, you will look at job code information online. You will viewthree pages on the Job Code Table: Job Code ProfileDefault CompensationBarg Unit/Job EvaluationActionResult1. Sign in in to the User Training database, using thetraining User ID and Password.Main Menu displays2. Select Set Up HCM Foundation Tables Job Attributes Job Code Table.Job Code Table searchpage displays3. Tab down to the Job Code field, enter 008747 and selectSearch.A list of search resultsdisplays Alternatively, you can enter the title or part of thetitle in the Description field and select Search.4. Select Job Code 008747 with the MAP SetID, from thelist of search results. Job Code Profile page forProject Team LeaderdisplaysJob codes can be linked to one or more than oneSetID. For example, a job code can be linked to theSetIDs MAP (Minnesota Association of ProfessionalEmployees) and NUE (Non-managerialunrepresented).5. Review the information on the Job Code Profile page.Information on this pageidentifies the job code anddescribes the job6. In the upper right corner of the page, select BusinessUnits that use this Setid.A list of business units /state agencies that mayuse this job code display The Business Unit is the Agency Code and twocharacters representing a bargaining unit orcompensation plan to which the job code is linked.Example: B04MP for Agriculture-MAPE.Scroll down and select Return to return to the JobCode Profile page.Position ManagementViewing Job Code Information7

FieldDefinitionSetIDSetIDs are control fields used to categorize largeamounts of information. The SetID ties a job code to abargaining unit or plan.One job code can be linked to one or many SetIDs.Job TitleThe specific title associated with a job code.Job Function CodeIdentifies the career series associated with a job code.Example: 01B. A career series is a group of job classeswithin a career family that form a logical and uniquecareer path. For example, Auditing is a career serieswithin the Accounting/Audit/Fin Careers career family.Job FamilyIdentifies the career family associated with this jobcode. A career family is a group of job classes that sharea common kind of work, subject matter, expertise andtraining and provides generally similar products andservices. For example, Accounting/Audit/Fin Careers.Position ManagementViewing Job Code Information8

ActionResult EEO and FLSA informationdisplaysSelect the USA flag button. Review this data.FieldDefinitionEEO-4 Job CategoryIdentifies an employment group (such as professional,technicians and office/clerical) as defined by the federal EEOC.FLSA StatusIdentifies the Fair Labor Standards Act status for the Job Code.This value will fill in on the position record. On the positionrecord, you can change the value that fills in, unless it is“Nonexempt.” If the value that fills in is “Mixed,” you mustchange it.TippedPosition ManagementSet to Not Tipped. This field is applicable to companies thathave employees who receive tips.Viewing Job Code Information9

Select the Default Compensation page.FieldDefinitionSalary SetIDA code used for grouping records into categories (on theJob Code Table it is always STATE).Sal PlanA code identifying a matrix of hourly, monthly, andannual rates of pay, usually unique to a group of classes,such as those contained in a bargaining unit (mostcontracts or plans refer to this as the CompensationGrid). MAPE example: 14GGradeThe minimum and maximum rates of pay for a particularclassification and any intervening steps. In contracts, it’sthe Comp Code number.StepThe maximum step assigned to the job code. The numberof steps in the range, grade or comp code for this jobcode.Position ManagementViewing Job Code Information10

Select the Barg Unit/Job Evaluation page.FieldDefinitionBargaining UnitA group of employees in similar occupational categories,whose terms and conditions of employment are setcollectively. Example: 214 identifies MAPEThe bargaining unit the job code would be assigned to, if itwere represented. Examples: The owner of a bargainingunit for Accounting Officer Series would be 214 (MAPE).The date a job code is Hay rated.Owning Barg UnitHay Rating DateKnowhow (rating and points)Problem SolvingAccountabilitySpecial ConditionsPosition ManagementIn the Hay rating of a job class, the amount of knowhowrequired by the job and the number of points for thatrating.In the Hay rating of a job class, a measurement of problemsolving required by the job and the number of points forthat rating.In the Hay rating of a job class, the amount ofaccountability required by the job and the number ofpoints for that rating.In the Hay rating of a job class, the special conditions ofthe job and the number of points for that rating.Viewing Job Code Information11