Background
Structures. IRIS HR/Payroll users must have some general knowledge of the structural concepts
in this system to understand the HR view of employees. The system is structured with the
following:
Enterprise Structure
Personnel Structure
Organizational Structure
Enterprise Structure is the framework for legal and reporting requirements and includes
company code, personnel area, and cost objects.
Personnel Areas include: Main Campus, STEPS, Physical Plant, Extension, County
Agents, Hospital, KCTCS, CKMS, House Directors
Personnel Subareas include: Regular FT, Regular PT >.74, Regular PT .5 to .74, etc.
Personnel Structure defines employee type, including employee group (EEG) and employee
subgroup (ESG).
Employee Groups include: Staff, Students, Faculty, Post Docs, House Staff, Retirees,
etc.
Employee Subgroups include: Senior Executive, Executive, Executive Biweekly,
Exempt Monthly, Exempt Biweekly, Non-Exempt 40 hour, Non-Exempt 37.5 hour, etc.
Organizational Structure defines the hierarchical relationship among the organizational
management objects: org units, jobs, and positions.
The Enterprise and Personnel Structures allow for default values for data entry, selection criteria
for reporting, and authorization or security data for validation. The Organizational Structure built
for UK provides a foundation for Organizational Management.
Relationships. Like most everything in IRIS, positions are built upon relationships. The HR
component Personnel Administration connects an employee to a specific position, which is tied
to a specific employee group and subgroup. Further, the position is described by a job. The
position belongs to an organizational unit.
Authorized departmental users can use PPOSE Display Organizational Structure to view the
hierarchical structure and positions within their units.
________________________________________
POSITIONS Section.doc, changed February 17, 2009Page 1 of 15
Tips and Reminders
•
ZPOS is for creating positions only. Maintenance of positions should be processed using
transaction PP01.
•
The Compensation Office is responsible for creating all Jobs.
•
The Compensation Office is responsible for creating all Regular Positions.
•
Departmental users with access to ZPOS can create Faculty, Temporary, and Student
positions only.
•
PPOSE view for a user is limited to the user’s area of responsibility.
•
Users can use screen features such as Column Configuration to create desired display of
information inside transaction PPOSE.
•
Fully display the selected unit’s information by choosing Hide Object Manager from the
Settings menu.
________________________________________
POSITIONS Section.doc, changed February 17, 2009Page 2 of 15
Instructions for Display Organizational Structure (PPOSE)
The PPOSE transaction allows authorized users to display department/unit organizational
structure. Drill-down features permit the display of positions and their detailed information.
To Display Organizational Structure:
Enter PPOSE in the Command field of the Easy Access menu.
Note that the system only displays the unit/department to which the individual has security
access.
To fully display the particular unit's information, close the search and selections areas on the left
side select Settings Hide Object Manager in the Main menu.
To view the structure without the details in the bottom portion, click
The columns displayed can be changed by adjusting the column configuration option. Click the
column configuration icon
. In the column configuration pop-up box, select the boxes to be
displayed. To remove a displayed (checked) column, click on the to deselect it. The icons at
the top can be used to select all or deselect all columns. Click
to proceed. Available columns
include – Code, ID, Relationship text, Chief, Validity period, Relationship period, and
Percentage.
________________________________________
POSITIONS Section.doc, changed February 17, 2009Page 3 of 15
To view details for a specific position, double-click on the position in the structure. The bottom
section of the screen will change and show the details of the position, organized in tabs.
Each tab contains specific information for the selected position. Click on a tab to view details of
this position.
The Basic Data tab contains the position name, job information, chief position indicator (to
signify if the position is the head of the organizational unit), and vacancy information. The
Account Assignment tab identifies the Personnel Area and Personnel Subarea and also identifies
cost objects associated with the organizational unit. The Cost Distribution tab shows how the
position costing is set up to be distributed (this information is similar to the 063 or M63 screens
in HRS). The Work Schedule tab identifies the Employee Group and Employee Subgroup of the
position. The remaining tabs are not applicable to the position.
If you are viewing an organizational unit (rather than a position), the tabs will be different. The
Basic Data tab contains employees related to the organizational unit. The Account Assignment
tab identifies cost objects associated with the organizational unit. The Address tab holds address
information for the organizational unit.
________________________________________
POSITIONS Section.doc, changed February 17, 2009Page 4 of 15
Instructions for Position Creation (ZPOS)
ZPOS allows authorized users to create positions. Compensation staff members are
responsible for creating all Regular Positions. Departmental users with access to ZPOS
can create Faculty, Temporary, and Student positions.
To create a new position:
1. Enter ZPOS in the Command field.
2.
•
•
•
•
Position info:
Enter the word test in the Short text field.
Enter test in the Long text field for Staff positions.
Enter the Rank for Faculty positions. View Title Series and Rank information.
Position begin date: Record date on which the position is valid. Be very careful when
entering this date. If the employee is starting July 1, and you create the position as of July15,
the hire action will result in an error. Make sure the start date coincides with the start date of
the employees filling the position.
________________________________________
POSITIONS Section.doc, changed February 17, 2009Page 5 of 15
•
Position end date: The system will default to 12/31/9999.
•
Copy position and Number to create: Leave blank for single position creation.
If creating multiple positions, click on Copy position and enter number in Number to create
field.
3. Relationship Objects:
• Enter the position number that the new position will report to. This is a required field.
•
Select the correct Organizational unit for the position to be linked to.
•
You may search for the Job key by using the title of job or the Job Classification Code.
•
Be sure to enter an accurate combination of attributes.
4. Cost Distribution:
• Enter UK00 in the CtrA field, enter the correct Cost Center, and 100% in the Pct field.
• Note that split cost distribution is not done here, but rather is handled on PP01. Therefore,
never enter data in the additional lines in the Cost Distribution area of ZPOS.
5. After completing the required fields in all three areas, press Enter and then click on the Execute
icon.
Take note of the bottom section of the screen. This area will display the position number(s)
created as a result of executing ZPOS.
Errors. When an invalid combination of employee group/subgroup and/or personnel area/subarea
attributes is entered, an error message will appear. Correct the error, and execute again.
________________________________________
POSITIONS Section.doc, changed February 17, 2009Page 6 of 15
Instructions for Maintain Object (PP01)
Transaction PP01 can be used to maintain data related to positions. Compensation staff members
and employees with the Business Officer role that includes position creation maintain position
data.
To maintain Position information:
1.
Enter PP01 in the Command field on the SAP Easy Access Screen.
2.
The Maintain Object screen will appear. Verify that the Object Type is Position. If it is
not, click on the Object Type field and choose Position from the drop-down menu.
Type the position number in the Object ID field. A search can be performed on the
Object ID by clicking the Possible Entries icon. Press Enter.
________________________________________
POSITIONS Section.doc, changed February 17, 2009Page 7 of 15
3.
The position title will appear, along with green check marks to indicate active Infotypes.
4.
Determine the appropriate method for maintaining an object:
Change
No history is created. Use only to correct an error in an attribute. This icon is used
to change the Infotype of the related position.
Copy
This icon is used to copy a specific Infotype for an object; it copies only the
Infotype highlighted.
Create
This icon is used for the creation of a position; an object should not be created
from scratch using this transaction. When using the create icon here, you should be creating a
new attribute as of a point in time. This will delimit the previous attribute and create a historical
record.
5. Select the Infotype to be changed.
6. Choose the method for maintaining the object: (
menu bar and choose from the pull-down menu.
7. Enter the effective date.
8. Make the needed change and save
________________________________________
POSITIONS Section.doc, changed February 17, 2009Page 8 of 15
,
,
) or click on Object from the
Infotype Information
For Jobs and Positions, the Object Abbreviation field is used as the Job Class Code.
1st Position = EEO Classification:
A - H10 Executive, Administrative, Managerial
F - H20 Faculty
P - H30 Professional
C - H40 Office and Clerical
T - H50 Technical/Paraprofessional
K - H60 Skilled Craft
S - H70 Service and Maintenance
N - Not Classified
Positions 2-5 = Randomly assigned numbers
6th Position = Area:
M - Campus
H - Hospital
7th Position = EEO Subcode:
1 - Executive - Only used with A above.
2 - Administrative -Only used with A above
3 - Managerial - Only used with A above
4 - Health - Only used with P above
5 - Administrative Support - Only used with P above
6 - Student Support - Only used with P above
7 - Technical Support - Only used with P above
8 - Clerical Non-administrative - Only used with C above
9 - Clerical Administrative - Only used with C above
0 - No subcode
The following information is constant for each Infotype.
Position:
Planning Status:
Validity:
Change Information:
Job Class Code and Position Title
Indicates this is an active position
Beginning and ending dates of the position.
Indicates the ID of the user who initiated the last change to this
Infotype
________________________________________
POSITIONS Section.doc, changed February 17, 2009Page 9 of 15
Object
Object Abbr:
Object Name:
Record:
Job Class Code
Position Title
The number of historical records for this Infotype and
position.
________________________________________
POSITIONS Section.doc, changed February 17, 2009Page 10 of 15
Relationships
ID of related object: Organizational Unit
number
Abbreviation: HRS Department Number
Name: Organizational Unit Name
Record: Indicates how many relationships are
established for this position and which record
is currently being displayed.
Click the Next Screen button (
each associated relationship.
) to view
ID of related object: Employee ID of the
employee in the position.
Abbreviation: Last name of employee in the
position.
Name: Name of employee in the position.
Staffing Percentage: FTE
Record: Indicates that this is record 2 of 3.
ID of related object: Job key used when
creating the position. ID of related object:
Abbreviation: Job Class Code and EEOC
designations.
Name: Job title
Record: Indicates this is record 3 of 3.
________________________________________
POSITIONS Section.doc, changed February 17, 2009Page 11 of 15
Acct Assignment Features
Personnel area: The location of the position.
Pers. subarea: Indicates the FTE status of the
position
________________________________________
POSITIONS Section.doc, changed February 17, 2009Page 12 of 15
Employee Group/Subgroup
Employee Group: Indicates whether the position is Faculty, Staff, Student, House staff, Post
Doctorate, Retiree, etc.
EE Subgroup (Employee Subgroup): Describes the type of position (i.e., exempt and nonexempt) and pay frequency (i.e. biweekly and monthly). Also indicates if the position is
Civil Service (CSRS and FERS) and nine- and ten-month deferred pay faculty.
________________________________________
POSITIONS Section.doc, changed February 17, 2009Page 13 of 15
Cost Distribution
Master Cost Center:
The cost center where payroll charges will be incurred if the
IT0027 and Cost Distribution of the position are invalid.
CO:
Company Code – UK00
Cost Center:
Cost center where payroll charges will be incurred if there is no
valid IT0027 established. There may be multiple cost centers
and percentages on this screen.
WBS Element:
Should not be used as a primary funding source.
Pct:
Percentage of funding to be charged to the cost center.
________________________________________
POSITIONS Section.doc, changed February 17, 2009Page 14 of 15
Troubleshooting
•
An attribute change on a position does not update an employee’s record if the position is
filled. The employee’s records can be updated with PA40.
•
If the Org unit for a position needs to be changed, the user needs to use Possible Entries
icon in the process. Using the Object Manager causes the user to get backed out of the
Infotype and results in the Org unit numbering appearing in the Object ID field.
________________________________________
POSITIONS Section.doc, changed February 17, 2009Page 15 of 15