Presented by UNCG Financial Planning and Budgets.
Post on 28-Dec-2015
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Electronic Position Action Form
Presented by UNCG Financial Planning and
Budgets
Goals of Electronic PAFSImplements the University’s Mission of more
efficient processesExpands Departmental Control
Improves governance and complianceIncreases controls, accuracy, and processing
speedFuture dating of Position Action Processes
within Fiscal Year (utilizing manual controls within Financial Planning and Budgets)
Emerging Banner to new heights by utilizing EPAF system to update Position Forms as well as Employee Jobs Forms.
Problems with Electronic PAFS
Lack of effective dating on Position Budget Form (NBAPBUD)Does not allow for future dated PAFs
crossing fiscal yearsLack of NBAPBUD history trail as
Banner is an overlay system
UNCG Usage of Electronic PAFS
1. Automated adjustments to Position Budget (NBAPBUD)
2. Automated modifications to both Position Budget (NBAPBUD) and Employee Jobs (NBAJOBS)
3. Automated alterations to “Report To” field on Position Definition (NBAPOSN) form
UNCG Non Usage of Electronic PAFS
Establishment of Positions (NBAPOSN)
Abolishment of Positions
Organizational Changes
Title Changes (NBAPOSN)
Accessing Electronic PAFS
Electronic PAFs are accessed using Self Service.UNCG has two entry portals for electronic personnel
actions, which are located on the “Employee” tab in UNCGenie (UNCG’s Self Service).Position Actions Portal – electronic PAFs that perform
actions that only update the position data on NBAPBUD. Utilizes position number only.
Person, Job, and Position Actions Portal – known as the “Combo PAF” – allows for changes to person or job actions or a combination of person, job, and positions actions, updating both NBAJOBS and NBAPBUD. Utilizes employee identification number and position number associated with current job.
Position Actions Portal
Enter into Self Service/ UNCGenie.
Select Employee Tab.
Select Electronic Personnel Action Forms.
Position Actions Portal
Select Position Actions (Updates position actions only or NBAPBUD).
Requires a position number to begin.
Position Actions Portal Fiscal Year:
Automatically populates Position: Enter 6-digit
position number (Note: System will not populate correctly unless position number is 6 digits.)
Approval Category: PAF Position Labor
Distribution, PAFPLD for changes to NBAPBUD
PAF Supervisor Change, PAFSPV for supervisor change on NBAPOSN
Click radio button “Go” to navigate to the Electronic Personnel Action Form.
Position Actions Portal Fiscal Year:
Automatically populates Position: Enter 6-digit
position number (Note: System will not populate correctly unless position number is 6 digits.)
Approval Category: PAF Position Labor
Distribution, PAFPLD for changes to NBAPBUD
PAF Supervisor Change, PAFSPV for supervisor change on NBAPOSN
Click radio button “Go” to navigate to the Electronic Personnel Action Form.
Electronic Personnel Action Form
Electronic Personnel Action Form Effective Date: Date
action is to be effective. FOAP Change:
Add NEW FOAPAL Remove OLD FOAPAL
Budget Change: Increase/Decrease
Budget: Highlight old budget amount and type in new budget amount.
FTE Change: Increase/Decrease FTE:
Highlight old FTE and type in new FTE
Save. (Note: Amount to post and percent update automatically.)
Electronic Personnel Action Form Routing Queues and Comments
Routing Queue: Select appropriate
routing queues by clicking on the User Name Magnify Glass for each approval level.
Approval levels may be added by clicking on the “Drop Down Arrow” in the blank Approval Level boxes and selecting appropriate Required Actions.
Comments: Allows departments to
communicate additional details to approval levels.
Save PAF. Submittal of PAF.
Position Actions Portal Supervisor Change
Fiscal Year: Automatically populates
Position: Enter 6-digit position number (Note: System will not populate correctly unless position number is 6 digits.)
Approval Category: PAF Position Labor
Distribution, PAFPLD for changes to NBAPBUD
PAF Supervisor Change, PAFSPV for supervisor change on NBAPOSN
Click radio button “Go” to navigate to the Electronic Personnel Action Form.
Position Actions Portal Supervisor Change
Position Reports To: Enter New Supervisor Position Number in the New Value Field.
Routing Queues: Select applicable approval levels.
Comments: Allows departments to communicate additional details to approval levels.
Save.Submit.
Person, Job and Position Actions Portal
In Self Service/UNCGenie, select Employee Tab.
Select Electronic Personnel Action Forms.
Select Person, Job and Position Actions Portal (Changes person or job actions of a combination of person, job and position actions).
Requires the Employee ID number to begin.
Person, Job and Position Actions Portal
ID: Enter an ID, select the link to search for an ID, or generate an ID.
Query Date: Enter date action is to be effective.
Approval Category: Select PAF Labor Distribution, PAFLDS, from the drop down menu.
Click radio button “Go” to navigate to the Electronic Personnel Action Form.
Person, Job and Position Actions Portal
Select current Active Job for the employee.
Click radio button “Go” to navigate to the Electronic Personnel Action Form
Person, Job and Position Actions PortalSection One: NBAPBUD Labor Distribution
Effective Date: Date action is to be effective.
Enter FOAP, Budget and FTE changes as applicable.
Change current FOAP Add New FOAP Remove OLD FOAP Change Budget Change FTE
(Note: Percent and Amount to Post are non enterable fields that are updated by changes to labor distribution.)
Person, Job and Position Actions PortalSection Two: Labor Distribution Job Annual Salary with FTE
Job Effective Date: Should be the same as the Query Date.
Personnel Date: Enter the first day the employee works.
Annual Salary: The total paid to the employee.
FTE: The percent of time the employee will be working in this position. Full-time = 1.0 less than full time adjust accordingly.
Job Change Reason: This code indicates why this job record was created, or changed and what if any additional actions need to be taken depending on specified Jobs Effective and Personnel Dates.
Effective Date: Should be the same as the Query Date.
Jobs Labor Distribution Grid: Update FOAPAL and Percent information as necessary for action.
Save.
Electronic Personnel Action Form Routing Queues and Comments
Routing Queue: Select appropriate routing
queues by clicking on the User Name Magnify Glass for each approval level.
Approval levels may be added by clicking on the “Drop Down Arrow” in the blank Approval Level boxes and selecting appropriate Required Actions.
Comments: Allows departments to
communicate additional details to approval levels.
Save PAF. Submittal of PAF.
Searching for Electronic PAFS Position Only PAFs
Unlike EPAFs that can be searched by an employee name, ID number or transaction number, Position Only PAFs can only be searched by transaction number in Self Service.
However, PAFs will appear first in the list of transactions.
Person, Job and Position Actions Portal
Can be searched by an employee name, ID number or transaction number.
Position Only PAFs
EPAFS and
Person, Job and Position Actions
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