Manage Jobs and Positions
Job codes are used to describe jobs within a company. When you set up a job code, you specify a code, description, exempt status, pay grade, EEO classification, job group, and job function. You also associate job codes with one or more organizations and with positions. For example, you might associate the sales manager job code in your sales organization with several positions such as telemarketing sales manager and regional sales manager.
A position is a “seat” within a specific organization in your company. There might be several positions associated with the job code Sales Manager, such as Domestic Sales Manager and International Sales Manager. Each of these positions is unique because it is associated with a specific organization (the domestic and international divisions).
Use Full Time Equivalent (FTE)
In an environment where some or all of your employees work less than full time, it is useful to prorate part-time employee head-count to achieve a more realistic measure of existing resources. A Full Time Equivalent (FTE) is the unit of measure, based on a standard full-time employee which counts as 1 FTE. Other employees are assigned fractional values (for example, 0.25, 0.5, and 0.75) according to a formula created by your employer, labor contracts, and/or government regulations.
The most typical use of FTE is to compare the sum of all employees in a particular position or department against a budgeted amount. This allows managers to monitor head-count and to determine when positions are available. FTE can also be used manually as a threshold for employee benefit assignments. Except for warnings, Workforce HR/Payroll applications do not treat employees differently because of their FTE status.
FTE is normally expressed as a positive decimal value or its percentage equivalent. In most cases, it varies in steps using prescribed cutoff values that can differ by Position. The normal FTE range is 0.0 to 1.0 (inclusive). A half-time employee, for example, can be indicated or counted as 0.5 FTE.
In the Workforce HR/Payroll system FTE values are calculated from work rate and expressed as hours per week. Since Workforce HR/Payroll is a position-based system, the amount of hours that a position requires to be an FTE is stored in the Position record. This value is used as the default when adding an employee position. It can be modified during that process.
Organizations use the FTE feature to manage the number of employees that should be working for the organization at a given time. To set up FTE and FTE budgeting, do the following:
Create FTE definitions
The FTE Definitions page enables you to define the rules that govern how your organization handles Full Time Equivalent (FTE).
In most cases, FTE values vary in steps among a small number of prescribed values; therefore, you apply the FTE definition from a look up table. You can create a different FTE definition for different formula used by your organization, name it for reference, and assign the FTE definition to the appropriate positions. Each definition consists of a set of ranges that form the lookup table.
The Workforce HR/Payroll system contains a non-modifiable FTE definition Default that serves as the default in the Position page. When Default is used, it assigns every employee in a position to 1 FTE. Select the FTE definition named Default, if you do not plan to use FTE values.
The Default definition contains the following:
- A single range record
- Range Start at 0 hours per week
- Range End at 40+ hours per week
- FTE Amount of 1.0
The FTE Definitions page contains a Definition tab and a Ranges tab. When you are finished adding, editing, and/or deleting information to update the selected FTE definition, select Save.
To return to the initial page values before any additions, changes, or deletions to the selected FTE definition, select Refresh.
Note: Selecting Save or Refresh affects both the Definition tab and the Ranges tab for the selected FTE definition.
Definition tab
The FTE Definition tab contains the following fields and controls:
New—Creates a new record and activates the remaining fields on the page for input.
View History—Displays a list of all history records associated with the current record. Select an item in the list for details of the corresponding record.
Refresh—Refreshes the current page and displays the most recently saved values.
Save—Saves the currently specified information.
Record List
When you open the FTE Definitions page, Definition tab, the Record List displays all active FTE Definitions with the following column headers.
Note: When you open the FTE Definitions page, the record list shows only the active FTE definitions. If you need to view or work with FTE definitions that have already expired (i.e. history records), select View History and select the appropriate date.
Effective Dates
Each FTE definition you add or save becomes effective as of the effective from date.
The effective to date is the end date of the selected FTE definition. The default is Forever upon saving a new FTE definition.
Select Update to edit the records.
Name (Required)
Enter the name of the FTE definition. You can enter up to 50 alphanumeric characters.
FTE Hours per Week (Required)
Enter the typical hours per week scheduled for positions that are computed using this FTE definition. The maximum value is 168 hours.
This value is used as the default when assigning an FTE definition to a position.
Description (Required)
Enter information that describes this FTE definition. You can enter up to 255 alphanumeric characters.
Inactive
Select the Inactive check box to set the selected FTE definition to inactive, which makes it ineligible for selection in the Position Code's FTE Definition drop-down list box. The Inactive check box is not selected as the default.
- Name—Name of the FTE definition
- Hours per Week—Typical hours per week scheduled for positions that are computed using this definition
- Description—Text description of the FTE definition
If you want inactive FTE definitions to display, select Show all Codes.
Note: When you open the FTE Definitions page, the record list shows only the active FTE definitions. If you need to view or work with FTE definitions that have already expired (i.e. history records), select View History and select the appropriate date.
Effective Dates
Each FTE definition you add or save becomes effective as of the effective from date.
The effective to date is the end date of the selected FTE definition. The default is Forever upon saving a new FTE definition.
Name (Required)
Enter the name of the FTE definition. You can enter up to 50 alphanumeric characters.
FTE Hours per Week (Required)
Enter the typical hours per week scheduled for positions that are computed using this FTE definition. The maximum value is 168 hours.
This value is used as the default when assigning an FTE definition to a position.
Description (Required)
Enter information that describes this FTE definition. You can enter up to 255 alphanumeric characters.
Inactive
Select the Inactive check box to set the selected FTE definition to inactive, which makes it ineligible for selection in the Position Code's FTE Definition drop-down list box. The Inactive check box is not selected as the default.
Ranges tab
Each FTE definition consists of a series of range records. Each range record has a cutoff value (Range Start) and a corresponding FTE Amount. The cutoff is an hours per week value that serves as the lower limit for the FTE range. When you set up the range records, they are organized in descending order by cutoff value and are properly sequenced when you save the record.
The Ranges tab contains the following fields and controls:
You are viewing range information for
Select the FTE definition list that you want to work with or for viewing purposes.
Select New to create a new range for the FTE definition that is selected in You are viewing range information for.
Select Delete to remove the selected range for the FTE definition that is selected in the You are viewing range information for.
Refresh—Refreshes the current page and displays the most recently saved values.
Save—Saves the currently specified information.
Record List
When you select the Ranges tab on the FTE Definitions page, the Record List shows all FTE range records for the selected FTE definition. Records are in ascending order by Range Start value with the following column headers:
Range Start
Indicates the minimum number of hours per week that define a particular FTE value.
Range End
Automatically populates as less than the next Range Start, for example, <20 if the next range start is 20. Or, defaults as the FTE Hours per Week value with a plus sign, for example, 40+.
FTE Amount
The FTE decimal amount to be applied to the FTE Amount field on the Employee Position page in conjunction with the Range Start field on the FTE Definitions page and the FTE Hours per Week field on the Employee Position page.
Effective Dates
The effective from and to dates of the ranges for each FTE definition that you add to your Workforce HR/Payroll system.
Note: When you add an FTE definition to your Workforce HR/Payroll system, set the effective from date back far enough to cover the effective from date range of all positions and employees in the system. When you click View History, this ensures that the system will properly compute FTE values using the new definition.
Range Start (Hours/Week)
Enter the minimum number of hours per week that defines a particular FTE value.
FTE Amount
Enter the FTE decimal amount used in conjunction with the Range Start field to define an employee's default FTE value based on hours per week.
Set up job codes
Job codes are used to describe jobs within a company. When you set up a job code, you specify a code, description, exempt status, pay grade, EEO classification, job group, and job function. You also associate the job code with one or more organizations and with positions.
Pay grades
Pay grades define a pay range for a job by associating a job code with a pay grade code.
- When setting up a pay grade, you identify the code, specify a new record effective date , description, minimum salary and maximum salary, and pay frequency. The system automatically calculates the pay grade midpoint. You also identify the organizations with which you want this pay grade associated.
- When you have completed adding or editing pay grades, select Save.
From the list, select a pay grade, or use Search to find a specific record.
- New—Use to add a new record.
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Delete—Marks the record for deletion.
- Refresh—Refreshes the current page and displays the most recently saved values.
- View History—View a history of pay grades.
- Save—Saves the currently specified information
Pay grade information
- Effective From Date—Each pay grade code you add or edit becomes effective as of this date.
- Pay Grade Code (Required)—Enter an alphanumeric code for the pay grade.
- Description (Required)—Enter a description of the pay grade.
- Frequency (Required)—Select the frequency that describes the pay grade range. For example, if your pay grade range is set to hourly (for example, $5.50 for minimum, $7.35 for maximum), select hourly from the list. If your pay grade range is set to biweekly (for example, $875.00 for minimum, $1250.00 for maximum), select biweekly from the list. It is used to compute the CompaRatio on an employee's pay status page.
Direct Pay Range
Use the following text boxes to specify the Save pay range for this pay grade code:
Note: If you enter a minimum value that is greater than the maximum value, the system automatically switches the values.
- Maximum Pay Rate—The maximum amount for this pay grade. If the Total Pay Range Maximum text box is empty, the value you enter also automatically appears in there for your convenience.
- Midpoint Pay Rate (Display Only)—Display only text box that shows the midpoint within the pay range. The system automatically calculates the midpoint when you enter the minimum and maximum values.
- Minimum Pay Rate—The minimum amount for this pay grade. If the Total Pay Range Minimum text box is empty, the value you enter also automatically appears there for your convenience.
Total Pay Range
Use the following text boxes to specify the Save pay range for this pay grade code:
- Maximum Pay Rate—The maximum amount for this pay grade. Enter a value or accept the default (maximum value for direct pay range).
- Midpoint Pay Rate (Display Only)—Display only text box that shows the midpoint within the pay range. The system automatically calculates the midpoint when you enter the maximum and minimum values.
- Minimum Pay Rate—Enter a value or accept the default (minimum value for direct pay range).
Organizations Using this Pay Grade
Select the organizations that use the pay grade you are setting up. Select Edit. The organization tree displays all the organizations from the top down to the code group level you defined for the pay grade codes during system setup. Expand the tree, by clicking the plus signs, to see the levels of the tree. Select each organization in which you want this pay grade code to be available. Select OK. To remove one or more organizations, highlight the organization and select Delete. Select Save.