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Adding a New Position

To create a new position, a job code is needed. The position numbers are assigned by the application. Many of the fields automatic defaults, which may require modification. When entering a new position, EmpowHR allows the entry of a PPS Individual Position (IP) number. This field is available for entry if the Status on the position record is:

  • Not Applied
  • NFC Ready
  • Future
  • In Progress

Note: If the NFC Position Number is blank, the field is populated with the EmpowHR position number when the record is saved.

For more information on Position Management, see the Position Management System Online (PMSO) procedure under the HR and Payroll Clients processing category on the NFC Web site.

To Copy a Position:

  1. Select the Position Management menu group. The Position Management Main Menu is displayed.
  2. Select the Position Information menu. The Find an Existing Value page is displayed.
  3. Select the Add a New Value link. The Description tab on the Position Information page is displayed.

Position Information Page

Figure 13: Position Information Page

  1. On the Description tab, select the Initialize button to copy an existing position.

Note: The Initialize button displays only when adding a new position.

Note: Only select the Initialize button if a previous position exists that is identical to the current position.

After selecting the Initialize button, the Default Position Data popup is display.

Default Position Data Window

Figure 14: Default Position Data Window

  1. Enter the position number of the position to be copied.
  2. Select the OK button to populate the position data with the position information of the selected position. Information can be modified on the new position, or the data from the copied position can be used.
  3. Verify the data for each field.

To Add a New Position:

  1. Select the Position Management menu group. The Position Management Main Menu is displayed.
  2. Select the Position Information menu. The Position Information page is displayed.
  3. Select the Add a New Value link. The Description tab on the Position Information page is displayed.

Description Tab

Figure 15: Description Tab

  1. On the Description, tab complete the fields in Position Information as follows:

Field

Description/Instruction

Position Number

Populated based on the job code. The position number is a unique number assigned to the position.

NFC Posn Nbr

Enter the PPS position stored in PMSO. If this field is left blank, EmpowHR assigns a position number when the record is saved.

Headcount Status

Populated by the system.

Current Head Count

Populated by the system.

Eff Date

Required field. Defaults to the current date. This is the date an action begins. This date also determines when the user can view and change the information. The effective date for a position should always be equal to or greater than the job code row.

Status

Required field. Defaults to Active when the user creates a new position. Other valid values are Frozen and Proposed.

Trx Status

Populated based on the status of the transaction.

Reason Code

Required field. Defaults to New. This code can be changed by selecting the Search icon.

Auth Date

Displays the date the position is authorized.

Agency Type

Defaults to information based on the type of Agency (e.g., Federal, county, etc.).

Position Status

Required field. Defaults to Approved.

Status Date

Populated based on the effective date.

Person Type

Populated based upon the selection made on the Person Type field on the Job Code Profile tab.

Key Position

Check this box if applicable.

Initialize

Used to copy an existing position. The button displays only when "Add a New Value" is selected.

  1. Complete the fields in the Job Information section as follows:

Field

Description/Instruction

Business Unit

Required field. Represents an identification code for a high-level organization of business information, or Standard Business Unit(STDBU). The business unit is used to define regional or department units within a larger organization.

Master Record #

Required field. Populated with the master record number from the job code, if applicable.

Job Code

Required field. Enter the applicable job code. This number is created when the job code is entered. The information from the job code populates certain fields for the position. Search data by selecting the search icon.

Job Code Supervisory Status

Populated from the job code.

Position Supervisory Status

Populated from the job code.

 

  1. Select the Tab button to retrieve the following populated fields from the Job Code:

Field

Description/Instruction

Official Title

Populated with the official title name.

Reg/Temp

Required field. From the drop-down list, select whether the position is R:Regular or T:Temporary.

Regular Shift

Required field. From the drop-down list, select the regular shift associated with the position.

Title

Populated from the job code. This is the position title.

Short Title

Enter the short title of the position. When a job code is selected on the Job Information section of the Description tab, this field displays the short title associated with that job code. The default value can be changed.

  1. Complete the fields in the Work Location section as follows:

Field

Description/Instruction

Reg Region

Required field. Defaults to USA (United States). Search by selecting the search icon button.

Agency

Required field. Populated from the job code (Set ID).

Department

Required field. Represents an organization where the position resides. Enter the applicable data or search by selecting the search icon button.

Org Stru

Populated from the Department Code.

Location

Required field. Enter the applicable data or search by selecting the search icon button. This is the actual duty location. This code is determined from the Table Management System (TMGT) or the OPM Duty Location Web site.

Reports To

Populated from the job code. This field establishes reporting relationships among positions. Search for data by selecting the search icon button. This field is required when using the Manager Self Service function of EmpowHR. This allows the manager to submit actions on the incumbent or position. The supervisor's position number is entered in this field.

Reporting Data

Populated based on the Reports To information.

FY

Populated with the fiscal year.

  1. Complete the fields in the Pay Table section as follows:

Field

Description/Instruction

Pay Plan

Required field. Populated from the Job Code.

Salary Admin Plan

Required field. Populated from the Job Code.

Grade

Populated with the grade of the position.

Standard Hours

Enter the standard hours per week to be worked.

  1. Select the arrow next to USA to expand and complete FLSA Status field:

Field

Description/Instruction

FLSA Status:

Required field. Select whether or not the position is exempt from the applicable FLSA status from the drop-down list. Valid values are N:Nonexempt and E:Exempt. This field defaults based upon the grade and occupational series of the position.

  1. Select the arrow next to US Federal to expand and complete the fields in US Federal section as follows:

Field

Description/Instruction

Occupational Series

Populated with the occupational series of the position from the Job Code

Parenthetical Title

Populated based on fields entered on the Job Code.

Organization Posn Title Cd

Enter the applicable information or search by selecting the search icon button. The literal for the code is displayed.

Position Occupied

Required field. Defaults to Competitive. Change by selecting data from the drop-down list. Other valid values are Excepted, SES Career Research, and SES General.

PAR Nbr

Enter the number of the PAR, if applicable.

Competitive Area

Enter the applicable information.

Competitive Level

Required field. Displays jobs in a competitive area which are so similar in all important aspects that the Agency can readily move an employee from one to another without significant training and without loss of productivity during a reduction in force (RIF).

Function Code

Populated from the job code.

Date Position Established

Required field. Enter the date the position is established or select a date from the calendar icon button.

Reason Code

Populated from the job code and is the reason for the function performed by the position.

Position Audited By

Enter the applicable information or search by selecting the search icon button. This field is the assigned auditor for the position.

Not To Exceed Date

Enter the applicable date or select a date by selecting the calendar icon button. This field is the expiration date for temporary positions.

Position Audit Date

Enter the date the position is audited or select a date from the calendar icon button.

Bargaining Unit

Required field. Enter the applicable information. This field indicates when this position is eligible for coverage by a bargaining unit and the union is representing the person in the position. Search for data by selecting the search icon button.

Target Grade

Enter the applicable target grade associated with the position.

Work Schedule

Select the applicable work schedule from the drop-down list.

FLSA Status

Required field. Select whether or not the position is exempt from the applicable FLSA status from the drop-down list. Valid values are N:Nonexempt and E:Exempt. This field defaults based upon the grade and occupational series of the position.

Fund Source

Select the applicable fund source from the drop-down list.

Agency Fund Source

Enter the six-position fund source code.

Obligated To ID

Enter the applicable information or search by selecting the search icon button.

Obligation Expiration

Enter the expiration date or select a date from the calendar icon button. This is the date the obligation for this position expires.

Position Location

Enter the applicable information or select data from the drop-down list. This is the location that is associated with the position. The valid values are:

A - State Office

B - Area Office

F - Field

H - Headquarters

O - Other

P - Center

T - Team-Plan & Implementation

U - Team-Specialized

W - Team-Support

Interdis Assign Code/Series

Enter the applicable information. This code is assigned to the position after selection of an employee for interdisciplinary positions. Search for data by selecting the search icon.

Series

Check this box if applicable. This is the indicator for interdisciplinary series.

POI

Required field. Populated with the POI for the position from the Job Code.

COPR ACT/HHS Title Indicator

Check the box if applicable. This is the indicator for application of the Customers Officer Pay Reform Act.

Sub-Agency

Populated with the sub-Agency for the position from the Job Code.

  1. Select the Position Remarks link to enter position remarks. The Remarks page is displayed. The Remarks page is optional.

Remarks Page

Figure 16: Remarks Page

  1. Select the OK button to save the data. The Detailed Position Description page is displayed.
    OR
    Select the Cancel button to disregard the entry. The Detailed Position Description page is displayed.
  2. Select the Detailed Position Description link to enter or view the details of the position. The Detailed Position Description page is displayed. When adding a new position, complete this page and proceed to the tab for completion.

Detailed Position Description

Figure 17: Detailed Position Description

  1. Select the OK button to save the data. The Add/Update Position Info page - Description tab is displayed.
    OR
    Select the Cancel button to disregard the entry. The Add/Update Position Info page - Description tab is displayed.

Note: The Departmental Hierarchy link enables the user to view the location of the position within the Department. If this link is not necessary to view, proceed to the tab for completion.

  1. Select the Departmental Hierarchy link to view the organizational location. The Departmental Hierarchy page is displayed.

Departmental Hierarchy Page

Figure 18: Departmental Hierarchy Page

  1. Select the OK button. The Add/Update Position Info page - Description tab is displayed.
    OR
    Select the Cancel button to disregard the view. The Add/Update Position Info page - Description tab is displayed.
  2. Select the Justification link. The Comp Level Justification is displayed. This link is optional to add a justification for the competitive level.

Justification

Figure 19: Justification

The following fields are displayed:

Field

Description/Instruction

Position Number

Populated with the position number.

Headcount Status

Populated with the status.

Current Head Count (x out of x)

Populated with the current number.

  1. Select the OK button to save the data.
    OR
    Select the Cancel button to disregard the entry.
  2. Select the Specific Information tab. The Specific Information page is displayed.

    Specific Information PageFigure 20: Specific Information Page

 
  1. Complete the fields as follows:

Field

Description/Instruction

Position Number

Populated with the position number after the record is saved.

Headcount Status

Populated with the status, if applicable.

Current Head Count

Populated with the current number in reference to the total number.

  1. Complete the fields in the Specific Information section as follows:

Field

Description/Instruction

Effective Date

Populated by the system.

Status

Populated by the system.

NFC Posn Nbr

Not used.

Job Profile ID

Not used.

  1. Complete the Budgeted field. All other fields are not being used at this time.

Field

Description/Instruction

Update Incumbents

Not used.

Include Salary Plan/Grade

Check the box if applicable.

Max Head Count

Defaults to 1. Enter the applicable head count.

Mail Drop ID

Not used.

Budgeted

Required field. Defaults to checked. If this position is not budgeted, clear the check box.

Work Phone

Enter the applicable work phone number.

Note: When inquiring on the position, verify if the phone number is the employee, the HR specialist, etc.

Confidential Position

Indicates whether or not the position is confidential.

Health Certificate

Enter the appropriate code or change by selecting the appropriate code from the drop-down list. Valid Values are: 

  • Ear Check
  • Eye Check
  • Full Health Check 
  • Radiation Check

Job Sharing Permitted

Indicates whether or not this position requires job sharing.

Signature Authority

Enter the appropriate code or change by selecting the appropriate code from the drop-down list. Valid Values are: 

  • Credit Competence
  • Procuration 
  • Signature Competence 

Position Pool ID

Not used.

Pre-Encumbrance Indicator

Not used.

Calc Group (Flex Service)

Not used.

Encumber Salary Option

Not used.

Academic Rank

Not used.

Encumber Salary Amount

Not used.

Classified Indicator

Not used.

FTE

Not used.

Adds to FTE Actual Count

Not used.

  1. Select the U.S. Federal button to expand the page.

Field

Description/Instruction

Sensitivity Code

Required field. Select the applicable code from the drop-down list.

Indicates whether or not an Individual Position is sensitive and the extent of the sensitivity.

Valid values are:

Critical sensitive

High risk

Moderate risk

Nonsensitive

Non-critical, sensitive

Special sensitive

NCS/High Risk

Note: If the occupational series code on the Master Record is 0332, 0334, 0335, or 2210, the second position of the position sensitivity code must be C (Computer-ADP).

Seasonal

Check the box if applicable.

Computer Sensitivity

Required field. Defaults to NonComputer-ADP. Change if applicable by selecting data from the drop-down list. The valid values are NonComputer-ADP and Computer-ADP.

Note: If the occupational series code on the Master Record is 0332, 0334, 0335, or 2210, the second position of the position sensitivity code must be C (Computer-ADP).

Intelligence Position

Check the box if applicable.

Security Clearance

Select the applicable security clearance code from the drop-down list. Valid values are:

0 - Not Required

1 - Confidential

2 - Secret

3 - Top Secret

4 - SCI/Intel Community Director

5 - Q/Atomic Energy Act of 1954

7 - L/Atomic Energy Act of 1954

8 - Other

Mobility Position

Check the box if applicable.

LEO/Fire Position

Defaults to Not Applicable. Change, if applicable, by selecting data from the drop-down list.

Indicates that the position is classified as law enforcement under the Federal Employees Pay Comparability Act of 1990 (FEPCA).

Note: This field must be completed for all law enforcement officers (LEO) positions to ensure correct pay entitlement.

Any change to the LEO indicator requires the processing of a personnel action to document the change in the Payroll/Personnel database. If the LEO indicator is changed, an error is automatically generated to inform the user that a personnel action is needed.

Proc Integ Posn

Required field. Indicates whether the position requires the incumbent to be trained/certified in accordance with the Procurement Integrity Act. Check the box when the position is covered by the Procurement Integrity Act. The box checked is defined as the position requires the incumbent to be trained/certified in accordance with the Procurement Integrity Act. The box unchecked is defined as the position does not require the incumbent to be trained/certified in accordance with the Procurement Integrity Act.

Language Required

Select the applicable language from the drop-down list. This is the language(s) required to be spoken by the employee/applicant/non-employee for the position.

Pres Appt Posn

Required field. Indicates a Presidential appointment with Senate Confirmation (PAS) Indicator for those positions that can only be filled by Presidential appointment and require approval of the U.S. Senate. Check the box used to indicate when the position is a Presidential appointment.

Training Program

Not used.

Emergency Response Official

Check the box if applicable.

Staff/Line Position

Not used.

Continuity of Operations Designee

Indicates whether or not the position is part of Agency's Continuity of Operations (COOP) team. Check the box to designate this position as a COOP position.

Emergency Preparedness Participant

Indicates whether or not the position is an emergency preparedness position. Check the box to designate this position as an emergency preparedness position.

Telework Eligibility

Indicates whether or not the position is eligible for telework. Select the applicable telework eligibility code from the drop-down list. Valid Values are: 

  • N:not Eligible
  • Y:Eligible

Remote/Telework Agreement Type:

Indicates the type of remote or telework arrangement employees has with the employing Agency. Select the applicable code from the drop-down list. Valid Values are: 

NM - Non-teleworker. An employee who is ineligible or who chooses to not participate in the Agency's telework program.

RW - Remote Work Agreement. A written agreement in which an employee is scheduled to perform their work at an alternative worksite and is not expected to report to an Agency worksite on a regular and recurring basis. A  remote work agreement requires a change in duty station to the alternative worksite (e.g., home).

TF - Frequent Routine Telework Agreement. A written telework agreement that occurs as part of an ongoing regular schedule 3 or more days per pay period, but not every workday (e.g., remote work).

TP - Periodic Routine Telework Agreement. A written telework agreement that occurs as part of an ongoing regular schedule 1-2 days per pay period.

TS - Situational Telework Agreement. A written telework agreement that is approved on a case-by-case basis and the hours worked are not part of a previously approved, ongoing, and regular telework schedule. Examples of situational telework include telework as a result of inclement weather, doctor appointment, or special work assignments. Situational telework is sometimes also referred to as episodic, intermittent, unscheduled, or ad-hoc telework.

MW - Mobile Work Agreement. A written agreement supporting work that is characterized by routine and regular travel to customer or other worksites as opposed to a single authorized alternative worksite. Examples of mobile work include site audits, site inspections, investigations, properly management, and work performed while commuting, traveling between worksites, or on Temporary Duty (TDY).

Program & Project Mgmt JOBID:

Indicates federal positions with program management, project management and program and project management functions. Select the applicable code from the drop-down list. Valid Values are:

  • 1 -Program Management
  • 2 - Project Management
  • 3 - Program and Project Management
  • 4 - Not applicable

Drug Test (Applicable)

Required field. Indicates whether or not the position requires the incumbent and/or applicant to be drug tested. Select the drug test information from the drop-down list. Valid Values are:

  • A - Applicant & Incumbent
  • C - Comm Motor Vehicle License
  • F - FAA Regulated
  • N - Not Applicable
  • U - Undesignated
  • V - Volunteer
  • W - Incumbent Only

Defaults to Not Applicable for all users except the Department of Housing and Urban Development, the Library of Congress, the Copyright Royalty Tribunal, and the John C. Stennis Center of Public Service Training and Development. Undesignated is generated for these users.

Cybersecurity Code 1

Enter the applicable cybersecurity code associated with the position or select the search icon to select the applicable code. The cybersecurity codes are stored in Table Management System (TMGT) Table 025, AD-350 (Personnel Block and Description), Block 500.

Cybersecurity Code 2

Enter the applicable cybersecurity code associated with the position or select the search icon to select the applicable code. The cybersecurity codes are stored in TMGT Table 025.

Cybersecurity Code 3

Enter the applicable cybersecurity code associated with the position or select the search icon to select the applicable code. The cybersecurity codes are stored in TMGT Table 025.

Cybersecurity Code

System generated. The applicable cybersecurity code associated with the position is displayed. The cybersecurity codes are stored in TMGT Table 025.

  1. Select the Budget and Incumbents tab. The Current Budget and Current Incumbents position information is displayed and contains the information for the current incumbent of the position. The information is populated from the position on this page. This is a view-only page. The Current Incumbents section reflects the employee ID and name.

Budget and Incumbents Tab

Figure 21: Budget and Incumbents Tab

  1. Complete the fields as follows:

Field

Description/Instruction

Position Number

Populated after the position is created. This is a unique number assigned to the position.

Headcount Status

Populated after the position is created.

Current Head Count

(x out of x)

Populated after the position is created.

  1. Select the NFC Fields and Tracking Data tab. The NFC Fields and Position Tracking Data are displayed. The Position Tracking Data box populates when transactions are processed.

NFC Fields and Tracking Data Tab

Figure 22: NFC Fields and Tracking Data Tab

  1. Complete the fields as follows:

Field

Description/Instruction

Position Number

Populated after the position is created. This is a unique number assigned to the position.

Headcount Status

Populated after the position is created.

Current Head Count

(x out of x)

Populated after the position is created.

  1. Complete the fields in the NFC Fields section as follows:

Field

Description/Instruction

Effective Date

Required field. Defaults to the current date. This is the date an action begins. This date also determines when a transaction can be viewed or changed.

Status

Required field. Defaults to Active. The field will change when the position is saved.

NFC Posn Nbr

Populated from the position.

Financial Disclosure

Required field. Defaults to Not Required. The financial disclosure-required field indicates when the duties of the position requires the incumbent to file a conflict-of-interest statement or a financial disclosure statement. Data can be selected from the drop-down list. Valid Values are:

278RAMP

450RAMP

CD 219

CD 220

FSA-324 for County

MSPB 849 Required

Not Required

OGE 450 Required

RAMP ONLY

OGE 278e Required

Classification Review

Required field. Indicates the type of review. Select the applicable information from the drop-down list.

Position Schedule

Select the applicable information from the drop-down list.

Classification Action

Required field. Indicates the action that the Agency wants to take with respect to the position that an employee is vacating. Select the applicable information from the drop-down list.

Must be completed on the personnel document when certain personnel actions, such as a reassignment, promotion, or change to a lower grade, are processed. The purpose of the code is to provide a method for processing a classification and personnel action at the same time.

After a selection is made on the processing personnel action and successfully processed through PINE, the employee is removed from the former position. The status of the vacated position is determined by the classification action.

Whenever the employee is being reassigned to an Agency within the same Department, the losing Agency should inform the gaining Agency of the disposition of the former position.

Note: If the employee is being moved to a new position, information regarding the new position must be entered on the personnel action. The personnel office should make sure that the new position is vacant and active.

Request Received Date

Enter the date the request was received or select a date from the calendar.

Project Duty Indicator

Check the box if yes.

Accounting Station Code

Required field. Enter the applicable data or search by selecting the search icon button.

Classification Std Applied Date

Populated with the date the classification standard was applied.

Vacancy Review

Required field. Indicates the management process prior to refilling a vacant position. Grade changes take priority over series and title changes. Select the applicable information from the drop-down list.

Valid values are:

Different title and/or series. The applicable code when the position being filled replaces a vacant job that has a different title and/or series.

Higher grade. The applicable code when the position replaces a vacant job that is at a lower grade level.

Lower grade. The applicable code when the position replaces a vacant job that is at a higher grade level.

New position/new (FTE). The applicable code, when the position is new, is not in lieu of any vacant position, and increases the full-time equivalent (FTE) of the immediate unit. This is not applicable when the FTE can be tracked to an abolished position in another unit.

No change. The applicable code for any action in which the vacant position did not change.

Position action no vacancy. The applicable code for any action that does not involve the filling of a vacancy.

Agency Use

Enter the applicable information.

Grade Basis

Select the applicable information from the drop-down list.

The fields in the Position Tracking Data section are displayed as follows:

Field

Description/Instruction

DateTime Stamp

Date and time for the activity of the transaction.

User ID

System identifier for the individual who generates a transaction.

Reason Code

Reason for the change or creation of the position.

Status

Status of the listed transaction.

Description

Description of what is accomplished with the transaction.

  1. Select the drop-down at the Position Management menu, select Office Information Profile and enter a Position number. The Office Information tab is displayed.

Office Information Tab

Figure 23: Office Information Tab

The following fields are displayed:

Field

Description/Instruction

Position Number

Populated with the position number and the literal associated with the position.

Full time/Part time

Populated with either an F (full time) or P (part time).

Dept

Populated with the Department number and the literal associated with the Department.

Curr Incumbent

Populated with the incumbent information, if applicable.

Email Id

Populated with the email address.

  1. Complete the fields in the Office Information section as follows:

Field

Description/Instruction

Effective Date

Required field. Defaults to the current date. This is the date an action begins. The effective date is the same as the newly established position or the updated position if the location is changing. This date also determines when a transaction can be viewed or changed.

Position site status

Defaults to Active. Change if applicable by selecting data from the drop-down list.

  1. Complete the fields in the Primary Address section as follows:

Field

Description/Instruction

Office Id

Required field. Enter the applicable data or search by selecting the search icon button. This is the address where the position is located within the Agency. Information entered in the Office Id field will populate the Site Id, Address, City, State, County, and Zip fields on the bottom portion of the page.

Days at Primary

Enter the number of days the incumbent works at the primary duty location.

Agency

Enter the applicable Agency.

Off Ph

Enter the applicable phone number of a person or organization.

Dept

Enter the applicable Department. This field represents an organization.

Site Id

Enter the applicable site ID.

Address

Populated with the address of the primary office.

City

Populated with the city of the primary office.

County

Populated with the county of the primary office.

State

Populated with the State of the primary office.

Zip

Populated with the ZIP Code of the primary office.

  1. Complete the fields in the Other Address section as follows:

Field

Description/Instruction

Office Id

Enter the applicable data or search by selecting the search icon button. Information entered in the Office Id will populate the Site Id, Address, City, State, County, and Zip fields on the bottom portion of the page. This address should only be completed if this position works at more than one site.

Days at Other

Enter the number of days the incumbent works at the other office.

Agency

Enter the applicable Agency.

Off Ph

Enter the applicable phone number of a person or organization.

Dept

Enter the applicable Department information. This field represents an organization.

Site Id

Enter the applicable site ID.

Address

Populated with the address of the other office.

City

Populated with the city of the other office.

County

Populated with the county of the other office.

State

Populated with the State of the other office.

Zip

Populated with the ZIP Code of the other office.

  1. After completing all fields, the following options are available:

Button

Description

Save

The information entered on the Office Information tab is saved. This creates a position number.

Note: Be sure to make a note of the position number because it is used for inquiry and processing the PAR action.

Return to Search

Returns to the search page.

Notify

Notifies the next individual in the workflow.

Previous Tab

Views the previous position setup.

Next Tab

Views the next position setup.