The Power of Position Control
How to Establish and Leverage Position Control
Within Your Agency
2010 HR-CFO Forum
Presented May 13th, 2010
Brian Kennedy
Scott Skyberg, PMP
Florida Council for Community Mental Health
2010 HR-CFO Forum
What is Position Control?
Position Control:
A system that defines the Organization’s resources
by positions rather than by employees.
Florida Council for Community Mental Health
2010 HR-CFO Forum
Why Position Control?

Framework where Human Resources, Finance and Operations
work to execute the business of the Organization within the
resources allocated

Control Costs

Defined Reporting Structure
Florida Council for Community Mental Health
2010 HR-CFO Forum
Why should I care about Position Control?

Efficiency

Profitability

Accountability

Compliance
Florida Council for Community Mental Health
2010 HR-CFO Forum
Benefits of Using Position Control

Abstracts the Employee

Consistency in Coding

Closed System

Enforce Budgets

Enforce Compliance
Florida Council for Community Mental Health
2010 HR-CFO Forum
The Attributes of Position Control

Encapsulated Positions

Closed System

Date Driven

Transparency
Florida Council for Community Mental Health
2010 HR-CFO Forum
The Attributes of Position Control (cont.)

Encapsulated Positions
◦ Positions are stand-alone, not employee driven
◦ Positions contain all relevant attributes related to human
resources and financial coding
Examples:
Job Codes
Programs
FTE
Cost Centers
Funders
Can include allocations where costs are shared
◦ Employee assignments are independent
Florida Council for Community Mental Health
2010 HR-CFO Forum
The Attributes of Position Control (cont.)

Closed System
◦ Positions can not be added or deleted without proper
approval and sign-off
◦ Employee assignments are dependent upon the existence
of an open position
Florida Council for Community Mental Health
2010 HR-CFO Forum
The Attributes of Position Control

Date Driven
◦ Positions begin and end
◦ Budgetary numbers tied to positions by fiscal periods
◦ FTE numbers tied to positions by fiscal periods
◦ Employee assignments to positions begin and end
independently of the position
Florida Council for Community Mental Health
2010 HR-CFO Forum
The Attributes of Position Control

Transparency
◦ All employees have viewable access to position control
◦ Transfer ownership of position control to the entire
organization while maintaining control at the
administrative level
Florida Council for Community Mental Health
2010 HR-CFO Forum
Consistency

Coding
◦ Positions are coded
◦ Employees inherit the coding of the position ensuring
correct coding
◦ Cascading coding from job code to FLSA status
Florida Council for Community Mental Health
2010 HR-CFO Forum
Consistency: Example

Position 134
◦ Job Code 200, HR Benefits Manager
◦ Salaried
◦ Exempt
◦ Cost Center 800, Human Resources

Assign Mary Smith to Position 134
◦ Mary is now assigned Job Code 200, Cost Center 800 and
has an FLSA status of Salaried Exempt
Florida Council for Community Mental Health
2010 HR-CFO Forum
What we have seen in the Industry

Excel spreadsheets

HR and Finance keeping separate Position Control
“lists”

Budgets tied to Position Control with little or no
means of enforcement or tie-back

Lack of ability to measure financial impact of
open positions
Florida Council for Community Mental Health
2010 HR-CFO Forum
What to expect from Position Control

Organizational Structure with inherent reporting
structure/chain of command

Work flow approval paths

Budget enforcement

FTE control and position control
Florida Council for Community Mental Health
2010 HR-CFO Forum
What to expect from Position Control (cont.)

Real-time vacancy reporting and time-to-hire
metrics

Consistency in coding

Transparency. Complete visibility of the
organizational structure to application workers
and executives

More focus by HR on strategic initiatives, less
clerical
Florida Council for Community Mental Health
2010 HR-CFO Forum
What not to expect from Position Control

Measurement of Pool or PRN staffing. Use of Pool
or PRN staff should be measured by other
metrics.
◦ Pool or PRN hours paid to budget
◦ Pool or PRN hours paid as percentage of all hours paid
Florida Council for Community Mental Health
2010 HR-CFO Forum
A couple of screenshots of what a Position Control
system might look like…
Florida Council for Community Mental Health
2010 HR-CFO Forum
Florida Council for Community Mental Health
2010 HR-CFO Forum
Florida Council for Community Mental Health
2010 HR-CFO Forum
General Questions and Answers:
Please ask what’s on your mind
Thank You for Attending
2010 HR-CFO Forum
Presented May 13th, 2010
Brian Kennedy
Scott Skyberg, PMP
813.289.4451