Position Management Overview
Position Management is part of the PeopleSoft Human Resources Management System (HRMS). The system is in place in order to track positions, do trend analyses and provide information about the work force. Each individual position has been assigned a unique eight-digit position number (example: 00012354). This number can be found in electronic documents (E-Docs), in your budget papers, and in HRMS. The position number is always used to identify the position and, therefore, should appear on any position documents used by HRA such as: the Position Posting Request forms, Position Description form, Notification of Job Classification Review, electronic documents and other payroll documents. The position number will remain the same even as the position becomes vacant and replacements are appointed. The position number will also stay the same regardless of the funding source.
Positions are identified and connected to organizations via their org codes, not account numbers. Some organizations may have several organization codes representing different units of the school/department.
What is the Difference Between a Job and a Position?
A job is a group of duties, tasks or responsibilities constituting the assignment for one or more individuals whose work is of the same nature/responsibility level, whereas a position is a collection of tasks assigned to a specific individual. Many persons may have the same job but generally (except for a job share, for example) only one person has a position. Therefore, many persons on campus will have the same job (e.g., SM07 Custodians have one job code but each position will have a unique position number).
The purpose of job evaluation is to determine the relative value to be placed on jobs within an organization in order to assign jobs to a hierarchy of grades. Job evaluation is a formal process that begins with job analysis, the study of tasks and responsibilities related to the position. This information is used to develop the job description that outlines job content and employee qualifications to perform the job. Using a specific evaluation system, the job content of the individual position is then compared to other jobs in the organization, and arranged by rank, depending on the relative value of the job or group of jobs.
Job evaluation involves these steps:
- The supervisor approves initiation of the process. The incumbent then completes position description form and the supervisor completes the supervisor's section. The incumbent and supervisor are both involved in order to facilitate discussion of the duties and promote agreement on the functions of the job. If there is no incumbent, (such as when a new job is established) the supervisor or a committee completes the position description form.
2. After completion, the department sends the position description form to the appropriate persons within their division, department, or school for approval and signatures.
3. The department sends the completed form to Human Resources Administration either electronically, fax or paper copy to UN 340. The electronic version should have an electronic signature of the incumbent (if any), supervisor/s and fiscal officer or head of department.
4. The job is assigned to a job analyst.
5. The job analyst reviews the position description, performs an initial evaluation and researches comparable jobs within the department and across the university.
6. If needed, the job analyst arranges an interview meeting with the position supervisor or the department administrator (and the incumbent, if there is one) to obtain further details about the job.
7. The job analyst documents the conversation, reviews the classification according to the appropriate method, re-examines comparable jobs and documents the classification decision.
8. The job analyst calls the department with results and prepares a notification letter to be sent to the department to indicate the classification determination. For PA positions, an official position description is also prepared in accordance with HR format
The functional classifications of IUPUI staff positions are listed below. Each includes some examples of the type of work that fits the category
CL Clerical - Assignments where duties, usually referred to as office duties, include one or more of the following: word processing, typing, stenography, filing, public contact, operation of office machines, record keeping and other administrative support tasks. Duties may involve directing the work of employees performing the same or similar work.
GS General Supervision - Assignments requiring a limited degree of skill and knowledge or assignments in skilled crafts categories which require specialized manual skills in a recognized trade area. Due to the fact that these assignments require supervision of service-maintenance staff, the employees in GS positions are ineligible for union membership and are removed from the bargaining unit.
NU Staff Nurses "“ Main function is to provide professional nursing care for the comfort and well-being of patients as described in all applicable standards. These are all classified as NU11, and a generic job description is used.
PN Licensed Practical Nurses "“ Delivers nursing care consistent with an identified plan under the supervision of a Registered Nurse or physician. These are all classified as PN03, and a generic job description is used.
RS Research Technicians - Assignments in which the duties are
primarily geared toward basic research work as opposed to clinical work. A
position with both clinical and research aspects is included if the majority of
the position is research-related.
SM Service - Maintenance - Assignments requiring limited degrees of skill and knowledge or assignments in skilled crafts categories which require specialized manual skills in a recognized trade area. Duties may include one or more of the following: construct, remodel, repair or maintain campus structures and equipment; maintain campus grounds; keep buildings and equipment clean and orderly; store, prepare, or serve food; receive, store, move, or disburse equipment or supplies; transport students, staff, or equipment and supplies; sort and deliver mail; operate and/or maintain university vehicle; operate printing equipment; protect life and property or enforce laws, rules and regulations. These positions are represented by AFSCME Local 1477.
TE Technical - Assignments requiring specialized knowledge or skills which may be acquired through experience, degree, or certificate programs. Duties may include one or more of the following: carry out or assist in carrying out medical, clinical or research studies; patient-related diagnostic or therapeutic duties; setting up laboratory equipment; coordinating academic laboratories including maintenance and supplies; installation, maintenance and repair of computers and peripheral equipment; operating mainframe computers and other related operations.
Clerical Job Evaluation factors
Job complexity, judgment, and problem-solving - the complexity of the duties involved in the job, the degree of independent action, and the extent to which the employee is required to use judgment in making decisions and solving problems.
Supervision received - the extent and closeness of supervision required and received, including the degree to which the immediate supervisor outlines the methods to be followed, the results to be obtained, and the frequency that work progress is checked. Proximity or immediate availability of supervision is also considered.
Personal contacts - the responsibility for effective handling of any personal contacts or interactions. Consideration is given to the frequency, nature or type, importance and level of stress involved in each contact, and such matters as cooperation, tact, or persuasiveness required to properly fulfill the objectives of the contacts. These contacts may be in person, written or by telephone.
Working conditions - the conditions under which the job must be done and the extent to which the conditions make the job disagreeable or unpleasant. It also measures the physical effort required and the fatigue caused by the intensity and continuity of the work. Tediousness, visual strain, and unusual stress are all considered.
Education - the academic preparation and/or technical training considered to be the minimum prerequisite to learning and performing the job.
Experience - the minimum amount of time usually required for a person with the specified educational background to acquire the related knowledge and skills to perform the job and the minimum required prior experience.
Supervision exercised - the nature and magnitude of responsibility for supervising subordinates.
Impact of errors - the likely effect or consequences of potential errors made by an individual in the regular course of the work and the opportunity for making such errors.
Responsibility for confidential data - the integrity and discretion required in safeguarding confidential data handled or obtained in the normal performance of duties.
PA Job Evaluation factors
Complexity - the outstanding difficulties, diversity and role in analyzing, developing and implementing actions affecting the institution to some degree.
Education - the minimum amount and type of academic study or training necessary to prepare an individual for the job.
Experience - the minimum amount of previous experience needed by an individual having the specified educational background.
Latitude - the requirement to proceed alone and unguided in the performance of assignments and in decision-making processes.
Accuracy - the opportunity for and the probable effect of errors; a measure of the probable loss to the university resulting from errors in accuracy and in decisions.
Supervision of others - the responsibility for organization, leadership, guidance or direction of others, including the number of people, types of responsibilities supervised, and the extent of the supervisory responsibility.
If the department does not agree with the classification rank level recommended by the analyst, their concerns should first be addressed to the job analyst for a second review. If agreement cannot be reached, the supervisor may appeal the job evaluation determination to the HRA Manager of the Employment and Compensation Section.
Appeals of the exempt/non-exempt classification decision (i.e., interpretation of FLSA) are not available.
To initiate appeals of classification determination, the department representative may discuss the issues orally with the Manager of Employment and Compensation or may submit a written request via email. Appeals must be initiated within one month after the Job Analyst has informed the supervisor of the result of the job evaluation.
If the supervisor and department head disagree with the Manager's decision and extraordinary circumstances are present, the supervisor/ department head may forward his/her disagreement to the Assistant Vice Chancellor for Human Resources. The Assistant Vice Chancellor for HR will review the department's request and will issue a final decision.