Organization Positions further refine Organization Jobs and can include titles such as Philosophy Professor, Physics Professor, and Psychology Professor. Use this window to create, update, activate, and delete all possible positions employees can be assigned to at your organization. You can define the line of responsibility for the position, assign regulatory reporting classifications, desired or required competencies, develop or update contract information, and add and/or review feedback made on an organization position.
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You can create a new organization position titled Administrative Assistant to the English Department, and specify that in order for an employee or applicant to qualify for this position, they must type 120 words a minute and be proficient with MS Office. |
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Organization Job |
Organization Position |
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Administrative Assistant |
Academic Admin. Asst. |
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Student Life Admin. Asst. |
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Professor |
Physics Professor |
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Psychology Professor |
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In order to view the information in each section, you must be assigned to a user group that has been granted permission to the section (Group Permissions window). For more information, see Managing User Group Permissions. |
This section allows you to view, define, and update general information about the organization position.
Official title for the position that appears when an employee is assigned to a position.
| When this checkbox is selected, the organization position is in use. | |
| When this checkbox is not selected, the organization position is not in use. |
Defines the position code.
Select the department to which this position is associated.
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If the department you need isn't listed, right-click and select Maintain Definitions to create a new department. |
Select hourly, salary, or workstudy to indicate if an employee working in this position is paid by an hourly rate, has a salary, or is associated with a workstudy program (also a form of hourly work).
Select the type of workman's compensation associated with this position. This may be helpful for workmen's compensation reports you may need to create. Codes vary from state to state.
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If a needed worker's compensation code isn't listed, right-click and select Maintenance Screen to create a new worker's compensation code. |
Select a classification that can be used to group employees assigned to a select organization position. Classifications may be used for sorting InfoMaker reports you create or for separating positions when generating timecards using Payroll.
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If the classification isn't listed, right-click and select Maintenance Screen to add a new classification. |
Select the availability or status of the position.
Enter the average number of hours an employee in this position would need to accomplish this job.
Select the category in which most employees filling this position will fall. Category codes may be used for sorting InfoMaker reports or separating positions when generating timecards using Payroll.
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If the category isn't listed, right-click and select Maintenance Screen to create a new category. |
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Select the shift in which employees in this position work. You must define your organization's shifts prior to assigning them to positions.
Enter the number of full-time equivalent employees necessary to fill this organization position. The number can be in terms of positions or number of hours per year to fill the position.
Select the sub-category position grouping.
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If the category isn't listed, right-click and select Maintenance Screen to create a new category. |
Select the broad classification code for the position you are defining. This code provides a link for the applicant process and position competency filtering.
| If the position is a full-time position, select this checkbox. | |
| If the position is not full-time, deselect this checkbox. |
Select this checkbox if employees in this position are eligible to receive benefits.
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This checkbox is for information purposes only. |
Select this checkbox if this is a supplemental pay position.
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This checkbox is for information purposes only. |
Select this checkbox if employees in this position are required to take a physical.
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This checkbox is for information purposes only. |
Designate as HR Hiring Administrator?
Select this checkbox if employees assigned to this position serve as HR Hiring Administrators.
Designate as HR Position Administrator?
Select this checkbox if employees assigned to this position serve as HR Position Administrators.
Select the location employees in this position work.
Additional Workstudy Options*
Select the code that identifies the funds which support this workstudy job.
Select the code that identifies the department in which this workstudy job resides.
*These columns only appear if Workstudy is selected from the Types options.
This section allows you to define the line of responsibility for the position.
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Defined position hierarchies can be used to build organization charts using database connections to programs such as Visio. |
Enter or select the position to which this position reports.
Automatically displays the title of the parent position selected.
This section allows you to enter regulatory information for reporting purposes.
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A position can only have one entry for each type of regulatory code such as IPEDS Function/Occupational Activity, IPEDS Staff Type, or EEOC category attached to it; however, multiple positions can use the same regulatory codes. These codes must be in place in order for those reports to be accurate. |
Salary
Lowest salary of salaries earned for employees within the specified position.
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This column is informational only; it does not control anything in the system, nor is it updated by the system. |
Middle salary of salaries earned for employees within the specified position.
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This column is informational only; it does not control anything in the system, nor is it updated by the system. |
Highest salary of salaries earned for employees within the specified position.
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This column is informational only; it does not control anything in the system, nor is it updated by the system. |
IPEDS
Select the academic ranking of the position.
CUPA
Other
Select the standard occupational classification code for the position. Each code is made up of two parts: a two-digit major group and a four-digit minor, broad, or detailed group that classifies the occupation.
This section allows you to select and specify any desired or required competencies such as experience or skills relevant to the position.
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When a job code is associated with a position, any competency information is automatically filtered. |
This section allows you to define or update the wording to appear on an employee's contract for this position. The position name, total payment amount, contract length, effective date, and payment rate can be automatically included.
Enter or update the contract text associated with this position. You can use placeholders to automatically include information such as the position name, total payment amount, contract length, effective date, and payment rate.
Click the Placeholder
button to
access the Select a Placeholder
window where you can select information to be automatically
included.
This section allows you to define or update any budget information related to the position.
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Budget details are informational only. |
This section allows you to define or update any Texas State information related to the position.
If the position is eligible for the Teacher Retirement System of Texas (TRS), select this checkbox.
Select the code from the drop-down list.
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This drop-down list is available only if TRS Eligible Position? is selected. |
Number of Paid Days in Contract
Review the number, which is automatically calculated, and adjust it if necessary.
Review the number, which is automatically calculated, and adjust it if necessary.
If the position is eligible for the Employees Retirement System of Texas (ERS), select this checkbox.
Select the employee's ERS classification in this position.
Select the position's rank related to College Board Manual (CBM) reporting, if applicable.
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This drop-down list does not apply (and is hidden) for ICU (Independent Colleges & Universities) schools. |
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If you change the values in this drop-down list (using the Maintain Definitions right-click option), you must map each changed value to a valid value required for the report. You can use the Institutional Reporting Definitions window to define Institutional Reporting fields and map them to J1 Desktop values. |
Select the position's administrative unit related to CBM reporting, if applicable.
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This drop-down list does not apply (and is hidden) for ICU schools. |
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A selection is required if you selected a CBM Academic Rank. |
Percent of Time Related to Teaching
Enter the percent of time related to teaching (0 to 100) the employee will spend in this position.
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This drop-down list does not apply (and is hidden) for ICU schools. |
This section allows you to define or update any Oklahoma State information related to the position.
Manpower Resource Category
used in the UDS Professional Staff report
OMES Job Code
defined in the Oklahoma OMES Job Definition window
used in the UDS Professional Staff report
Administrative Title
used in the Open Book report
Position Category
defined in the State Position Category Definition window
used in the UDS Professional Staff Report
Classified?
used in the Open Book report
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This feature is available only to public institutions with an Oklahoma state reporting license. |
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Information Exists |
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Information Does Not Exist |
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Add Feedback |
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View and/or Add to Existing Feedback |
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Select Existing Position |
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Insert Placeholder Text |
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View Panel |
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Close Panel |
Create an Organization Position
1. Access the Organization Positions window.
2. Right-click and select Add Row or click the Add Row button.
3. In the Position Code column, enter a unique code for the position being added.
4. In the Position Title column, enter a heading that describes the position being added.
5. If the organization position will be in use, select the Active? checkbox.
6. In the Position Description column, enter a brief definition of the organization position.
7. From the Department drop-down options, select what department within your organization is associated with the position. If the department you need isn't listed:
a. From the Department column, right-click and select Maintain Definitions. The Maintain Definitions window appears.
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In order to add a department, you must have the appropriate permissions. For more information, contact your Module Manager or IT Department. |
b. Right-click and select Add Row. A new row appears.
c. In the Name column, enter the name or title for the department.
d. In the Description column, enter a definition for the department. This description appears in the Department drop-down options list.
e. To make the added department available, select the Active checkbox.
f. Click the Save button.
g. Click the X button. The Maintain Definitions window closes.
8. From the Type drop-down options, select Hourly, Workstudy, or Salary. If you select Workstudy:
a. The Fund Code drop-down options appear. Select the funds which support this work study job.
b. The Workstudy Department drop-down options appear. Select the department in which this work study job resides.
9. From the Worker's Comp. Code drop-down options, select the type of workman's compensation associated with this position. If the compensation code you need isn't listed:
a. From the Worker's Comp. Code column, right-click and select Maintenance Screen. The Maintain Table Values window appears.
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In order to add a Worker's Comp. Code, you must have the appropriate permissions. For more information, contact your Module Manager or IT Department. |
b. Right-click and select Add Row or click the Add Row button. A new row appears.
c. In the Table Value column, enter a brief title for the compensation code.
d. In the Table Description column, enter a definition for the compensation.
e. Click the Save button.
f. Click the X button. The Maintain Table Values window closes.
10. From the Classification drop-down options, select a classification under which this position falls. This classification can be used to sort reports or separate positions when generating timecards in Payroll. If the classification you need isn't listed:
a. From the Classification column, right-click and select Maintenance Screen. The Maintain Table Values window appears.
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In order to add a classification, you must have the appropriate permissions. For more information, contact your Module Manager or IT Department. |
b. Right-click and select Add Row or click the Add Row button. A new row appears.
c. In the Table Value column, enter a brief title for the classification.
d. In the Table Description column, enter a definition for the classification.
e. Click the Save button.
f. Click the X button. The Maintain Table Values window closes.
11. From the Status drop-down options, select the current status of the position.
12. In the Standard Annual Hours column, enter the average number of hours an employee in this position would need to accomplish this job.
13. From the Category 1 and Category 2 drop-down options, select the category in which most employees filling this position will begin. These codes can be used to sort reports or separate positions when generating timecards in Payroll. If the category you need isn't listed:
a. From the Category 1 or Category 2 column, right-click and select Maintenance Screen. The Maintain Table Values window appears.
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In order to add a classification, you must have the appropriate permissions. For more information, contact your Module Manager or IT Department. |
b. Right-click and select Add Row or click the Add Row button. A new row appears.
c. In the Table Value column, enter a brief title for the category.
d. In the Table Description column, enter a definition for the category.
e. Click the Save button.
f. Click the X button. The Maintain Table Values window closes.
14. From the Shift drop-down options, select the shift in which employees in this position work.
15. In the Total FTE column, enter the number of full-time equivalent employees necessary to fill this organization position. The number can be in terms of positions or number of hours per year to fill the position.
16. If the position if fulltime, select the Fulltime checkbox.
17. If the position is eligible for benefits or supplemental pay, select the appropriate checkboxes.
18. If an employee is required to have a physical in order to qualify for the position, select the Physical Required? checkbox.
19. If an employee in this position will also serve as an HR Hiring Administrator, select the Designate as HR Hiring Administrator? checkbox.
20. If an employee in this position will also serve as an HR Position Administrator, select the Designate as HR Position Administrator? checkbox.
21. From the Location drop-down options, select the location employees in this position work.
22. Click the Save button.
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The collapsible sections are only available once you have entered and saved the general position information. |
23. Use the Reports To section to define the line of responsibility.
a. Click
the Collapse Panel 
icon. The Reports
To options become available.
b. From the Reports to Position column, enter or select the position for this position reports to.
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To
easily search for a reports to position, click the Select
Reports to Position |
24. Use the Regulatory Reporting Information section to associate standardized values used for generating IPEDS, CUPA, and other regulatory reports.
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A position can only have one entry for each type of regulatory code such as IPEDS Function/Occupational Activity, IPEDS Staff Type, or EEOC category attached to it; however, however, multiple positions can use the same regulatory codes. These codes must be in place in order for those reports to be accurate. |
a. Click
the Collapse Panel icon. The Regulatory
Reporting Information options become available.
b. Enter and select the appropriate EEOC, IPEDS, CUPA, and SOC details as associated with this position.
25. Use the Competency Information section to specify required or desired qualifications for the organization position.
a. Click
the Collapse Panel icon. The Competency
Information options become available.
b. Select the appropriate checkboxes for the abilities, education, skill(s), language(s), certification(s), and experience desired or required of an employee filling this position. When the checkboxes are selected, the Required? checkbox appears and the competencies are available for updating.
c. If the competency is required, select the Required? checkbox.
d. To tailor a standard competency for this position, delete the existing competency text and enter the updated competency description. For example, you can select the English checkbox under Language. The competency description becomes available for updating and you can enter another language such as French or German.
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Competency updates only apply to this position. |
26. Use the Contract Information section to define the wording to appear on an employee's contract.
a. Click
the Collapse Panel icon. The Contract
Information options become available.
b. Enter how you want the contract worded for this position. To automatically include information such as position name, total payment amount, contract length, etc. click the Placeholder button. The Select a Placeholder window appears.
c. Select the automatic text to be displayed and click the Insert Placeholder Tag(s) button. The Select a Placeholder window closes and the placeholder text is added.
27. Use the Budget Information section to define any budget information related to the position.
a. Click
the Collapse Panel icon. The Budget
Information options become available.
b. In the Account Code column, enter or select the General Ledger account number to which this position's labor is applied.
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To easily search for an account number, right-click and select Account Number List. |
c. In the Total Amount column, enter the total annual amount budgeted for this position.
d. From the Project Code drop-down options, select any project to which this position is related.
28. If applicable, use the Texas State Information section to define any Texas State information related to the position.
a. Click
the Collapse Panel icon. The Texas
State Information options become available.
b. If the position is eligible for the Teacher Retirement System of Texas (TRS), select the TRS Eligible Position? checkbox.
c. Select the TRS Position Code from the drop-down list.
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This drop-down list is available only if TRS Eligible Position? is selected. |
d. Review the Number of Paid Days in Contract and Number of Paid Hours per Week values, which are automatically calculated. You can adjust the numbers if necessary.
e. If the position is eligible for the Employees Retirement System of Texas (ERS), select the ERS Eligible Position? checkbox.
f. From the ERS Employee Class drop-down list, select the employee's classification in this position.
g. From the CBM Academic Rank drop-down list, select the position's rank related to College Board Manual (CBM) reporting, if applicable.
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This drop-down list does not apply (and is hidden) for ICU (Independent Colleges & Universities) schools. |
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If you change the values in this drop-down list (using the Maintain Definitions right-click option), you must map each changed value to a valid value required for the report. You can use the Institutional Reporting Definitions window to define Institutional Reporting fields and map them to J1 Desktop values. |
h. From the CBM Administrative Unit drop-down list, select the position's administrative unit related to CBM reporting, if applicable.
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This drop-down list does not apply (and is hidden) for ICU schools. |
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A selection is required if you selected a CBM Academic Rank. |
i. Enter the Percent of Time Related to Teaching (0 to 100) the employee will spend in this position.
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This drop-down list does not apply (and is hidden) for ICU schools. |
29. Click the Save button.
Limit a User Group's Access to Select Panels
1. Access the Group Definition window.
2. Select the user group you are limiting access to select panels on the Organization Position window.
3. Click the Permissions button. The Group Membership window appears.
4. Select the Functions tab.
5. From the Allowed panel, locate Module HR, Description Organization Positions. The following panels are listed:
· Budget Information
· Competency Information
· Contract Information
· Regulatory Reporting Information
· Reports to Information
6. Select the panel you are limiting the user group from viewing and/or updating.
7. To allow the user group to view the information, but deny them the ability to make updates, select the View Only check box.
OR
8. To deny the user
group total access to the panel, click the Remove
Arrow 
button.
9. Repeat steps 5 - 8 for as many panels as needed.
10. Click the Save button.
Update an Organization Position
1. Access the Organization Positions window.
2. Select the position you are updating.
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To
easily search for a position, click the Select
Position |
3. Using the available options, make the appropriate updates.
4. To
access a section, click the Collapse
Panel
icon.
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In order to view the information in each section, you must be assigned to the appropriate user group. For more information, contact your IT Department or Module Manager. |
5. Click the Save button.
Activate an Organization Position
1. Access the Organization Positions window.
2. Select the position you are activating.
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To
easily search for a position, click the Select
Position |
3. Select the Active? checkbox.
4. Click the Save button.
Deactivate an Organization Position
1. Access the Organization Positions window.
2. Select the position you are deactivating.
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To
easily search for a position, click the Select
Position |
3. Deselect the Active? checkbox.
4. Click the Save button.
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Defined position hierarchies can be used to build organization charts using database connections to programs such as Visio. |
1. Access the Organization Positions window.
2. Select the position to which you are assigning a parent position.
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To
easily search for a parent position, click the Select
Position |
3. Click
the Collapse Panel icon. The Reports
To options become available.
4. From the Reports to Position column, enter or select the position for which this position reports to.
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To
easily search for a position, click the Select
Reports to Position |
5. Click the Save button.
Assign Regulatory Reporting Codes to the Position
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A position can only have one entry for each type of regulatory code such as IPEDS Function/Occupational Activity, IPEDS Staff Type, or EEOC category attached to it; however, however, multiple positions can use the same regulatory codes. These codes must be in place in order for those reports to be accurate. |
1. Access the Organization Positions window.
2. Select the position to which you are assigning regulatory reporting codes.
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To
easily search for a position, click the Select
Position |
3. Click
the Collapse Panel icon. The Regulatory
Reporting Information options become available.
4. Enter the Minimum, Median, and Maximum salaries allowed for the position.
5. From the EEOC Category drop-down options, select the code that best classifies the position.
6. From the Occupational Activity drop-down options, select the code that best describes the position.
7. From the Staff Type drop-down options, select the appropriate option if the position is full or part time, medical or non-medical.
8. From the CUPA Code drop-down options, select the salary group for this position.
9. From the FLSA Type drop-down options, select if this position is exempt or nonexempt from FLSA.
10. From the CIP Code drop-down options, select the CIP code that applies to this position.
11. From the SOC Code drop-down options, select the SOC code that applies to this position.
12. Click the Save button.
Select and Refine Position Competencies
1. Access the Organization Positions window.
2. Select the position to which you are assigning competencies.
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To
easily search for a position, click the Select
Position |
3. Click
the Collapse Panel icon. The standard Competency
Information options become available.
4. Select the appropriate checkboxes for the abilities, education, skill(s), language(s), certification(s), and experience desired or required of an employee filling this position. When the checkboxes are selected, the Required? checkbox appears and the competencies are available for updating.
5. If the competency is required, select the Required? checkbox.
6. To tailor a standard competency for this position, delete the existing competency text and enter the updated competency description. For example, you can select the English checkbox under Language. The competency description becomes available for updating and you can enter another language such as French or German.
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Competency updates only apply to this position. |
7. Click the Save button.
Develop Position Contract Information
1. Access the Organization Positions window.
2. Select the position for which you are developing position contract information.
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To
easily search for a position, click the Select
Position |
3. Click
the Collapse Panel icon. The standard Contract
Information options become available.
4. Enter how you want the contract worded for this position.
5. To automatically include information such as position name, total payment amount, and/or contract length:
a. Click the Placeholder button. The Select a Placeholder window appears.
b. Select the automatic text to be displayed and click the Insert Placeholder Tag(s) button. The Select a Placeholder window closes and the placeholder text is added.
6. Click the Save button.
Add Feedback to an Organization Position
1. Access the Organization Positions window.
2. Select the position to which you are adding feedback.
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To
easily search for a position, click the Select
Position |
3. Click
the Add Feedback 
icon. The Review/Add Comments and
Attachments window appears.
4. To add a comment, enter it in the Comment box and click the Add button.
5. To add an attachment, click the Add Attachment button. The Select the File to Attach window appears. Locate the file, select it, and click the Open button. The file appears as an attachment.
6. To print the comments, click the Print button. The Print window appears. Select the appropriate printer and settings, and click the Print button.
View Feedback to an Organization Position
1. Access the Organization Positions window.
2. Select the position for which you are reviewing feedback.
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To
easily search for a position, click the Select
Position |
3. Click
the Review Feedback 
icon. The Review/Add Comments and
Attachments window appears automatically displaying any existing
comments and attachments.
4. To view an attachment, click on the attachment name hyperlink.
5. To print the comments, click the Print button. The Print window appears. Select the appropriate printer and settings, and click the Print button.
Delete an Organization Position
1. Access the Organization Positions window.
2. Select the position being deleted.
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To
easily search for a position, click the Select
Position |
3. Right-click and select Delete Row or click the Delete Row button. The delete confirmation pop-up window appears.
4. Click the Yes button. The position is deleted.
Defining Organization Jobs and Positions
Defining Applicant Requirements
Defining Organization Positions Categories
