Lesson Overview - admin.ks.govLesson 2: Data Entry in Position Management Lesson Overview In this lesson, you will learn how to navigate through the Position Management module pages

Lesson 2: Data Entry in Position Management

❑ Lesson Overview

In this lesson, you will learn how to navigate through the Position Management

module pages and fields. You will also learn how to enter transactions in Position

Management.

There are four main transaction types in Position Management:

1. Add a new position

2. Reallocate classified position/ Enter title change for unclassified position

3. Inactivate/abolish a position

4. Update a record in the Position Data table

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❑ Lesson Objectives

After completing this lesson, you will be able to:

⚫Navigate to the Position Management Module

⚫Explain how changing a field may trigger changes to another field

⚫ Create a new position correctly

⚫ Make updates/changes to or inactivate positions correctly.

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❑ Lesson Objectives

When updating Position Data, please note that changes to one field may trigger

a change to another field in Position Data. Please remember when you are

changing a field to review and verify all the data before saving.

Changing the Job Code triggers:

• Regular/Temporary field to default to Regular

• FLSA Status field to default to Non-Exempt on all classified positions

• FLSA Status to field to default to the FLSA status designated on the job

code on unclassified positions

• Standard Hours field to default to 40 hours

Changing the Department ID may trigger:

• Changes to the Location field

Changing the Location Code triggers:

• Standard Hours field to default to 40 hours

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❑ Lesson TopicsIn this lesson you will learn about the following topics.

Topic 1: Position Data Pages

Topic 2: Create a New Position

Topic 3: Position Reallocations and

Title Changes

Topic 4: Inactivate/Abolish

Positions

Topic 5: Maintain Position Data

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❑ Position Management

There are four pages used in the Add/Update Position Info page when you add, reallocate,

update or inactivate positions. Not all four pages are used for each type of transaction. The

type of activity you are performing in Position Management will determine which page(s) will

need to be updated.

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❑ Position Data – Description Page

The first page in Position Data

is the Description Page.

Key field definitions for the

Description page can be

found on the next two pages

of this lesson.

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❑ Position Data – Description PageKey Field Definitions on

Description page: Position Number: Automatically assigned by

the system when a new position is added.

Headcount Status: This field indicates whether

the position has reached its allocated number

of incumbents.

Effective Date: Indicates the date that the data

goes into effect.

Status: Indicates whether the position is active

or inactive.

Reason: The reason for the position action. For

a new position, the code will default to NEW.

Action Date: The date the transaction was

entered.

Position Status: Indicates whether the position

is approved.

Status Date: The date the status became

effective.

Business Unit: State of Kansas will

always be SOKBU.

Job Code: The Job Code and title for this

position.

Reg/Temp: Indicates whether the position

is Regular or Temporary.

Full/Part Time: Indicates whether the

position is Full-time or Part-time.

Union Code: Optional – Used by some

agencies to identify the Union that

represents the job classification assigned

to the position

Title: Defaults from the Job Code Table,

but can be changed to a working title.

Short Title: Defaults from the Job Code

table and can be changed if desired.

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❑ Position Data – Description Page Continued

Key Field Definitions on

Description page:

Reg Region: State of Kansas will always use USA.

Department: The department owning the position.

Company: State of Kansas will always use SOK.

Location Code: Indicates the city or building (for

select cities).

Reports To: Indicates the position number of the

supervisor.

Salary Admin Plan: The salary plan for this position

defaulting from the Job Code table.

Grade: The salary grade for this position defaulting

from the Job Code table.

Step: The step for this position defaulting from the Job

Code table. This box will remain blank for Unclassified

job codes.

Standard Hours: The standard number of hours

in a work week; defaults from the Job Code table

based on full-time status.

Work Period: The work period for this position

defaulting from the Job Code table. Work Period

is always 'W'.

Mon-Sun: The standard number of hours worked

each day; defaults from the Job Code table.

FLSA Status: Defaults from the Job Code table

and may be changed by agencies with Delegated

FLSA Authority. Each position should be reviewed

individually to determine exemption status.

Updated On: Displays the most recent date the

position was last updated.

Updated By: Displays the SHARP user ID of the

last person that updated the position.

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❑ Position Data – Specific Information Page

The next page in Position

Data is the Specific

Information Page.

Key field definitions for the

Specific Information page

can be found on the next

page of this lesson.

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❑ Position Data – Specific Information PageKey Field Definitions on Specific

Information page: Max Head Count: The number of incumbents

attached to the position.

Mail Drop ID: Optional - Enter any address you

wish to track.

Work Phone: Enter a phone number. Optional

This is not the phone number that is shown in

the on-line communications directories.

Update Incumbents: Will be automatically

defaulted to ON when a position is filled. When

this is checked, the system automatically

updates the incumbent Job and Employment

Data.

Include Salary Plan/Grade: Will be defaulted

to ON when a position is filled. This ensures the

Salary Plan and Grade assigned to the Position

will be updated on the Salary Plan page in Job

Data when position data is changed.

Confidential Position: Used to track

confidential positions for labor relations

purposes as defined in as defined in KSA

75-4322.

Position Pool ID: The funding pool for this

position.

Classified Indicator: Indicates whether

the position is classified or unclassified.

FTE: The full-time equivalency for this

position. Full-time equals 1 while part-time

is indicated by a decimal conversion of

hours. This field is required for all types of

positions.

Adds To FTE Actual Count: Defaults to

ON when a regular position is filled. The

position will be counted against the

agency’s FTE total.

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❑ Position Data – Budget and Incumbents Page

The next page in Position Data is the Budget and Incumbents Page.

Current Incumbents box: Displays the current incumbent(s), if the position is filled.

NOTE: The Current Budget Section of this page is not be used by the State of Kansas.

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❑ Position Data – Kansas Information Page

The last page in

Position Data is the

Kansas Information

page.

Key field definitions

for the Kansas

Information page

can be found on

the next page of

this lesson.

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❑ Position Data– Kansas Information PageKey Field Definitions on Kansas

Information page: Country: Defaults to USA.

State: For most positions will be KS.

County: The county where the position is

located.

Empl Class: Identifies general employee

groups and may affect leave accrual. Please

view a guide of the correct Employee Class for

your position here.

Agency Use Field: Optional – Agencies may

use this field to track agency specific

information.

Supervisory?: Identifies whether the position

supervises or not. Defaults from the Job Code

table. Agencies can update as needed.

Safety Sensitive/Commercial Driver:

Indicates if the position is subject to alcohol

and drug testing based on safety sensitive

positions (law enforcement and direct care)

or commercial drivers (CDL). See K.S.A.

75-4362(g) for more information.

Salary Authorized By: The authority by

which salary is decided.

Employee Type: Indicates whether a

position is salaried or hourly.

GL Pay Type: The default code is based

on the combination of

classified/unclassified and regular/temp.

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https://www.admin.ks.gov/docs/default-source/ops/sharp-documents/employeeclasscodeinfo.pdf?sfvrsn=f605abc7_2

https://www.ksrevisor.org/statutes/chapters/ch75/075_043_0062.html


❑ Add a New Position

You will add a new position in SHARP when your agency authorizes the additional

position due to need or if they gain additional FTE. Agencies should be sure to check

their FTE limit (if applicable) before adding new positions.

Executive Branch agencies with Delegated Classification Authority are authorized to add

classified regular positions. New unclassified positions may also be added when

authorized by the Governor.

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Cloning Positions

If you have a new position that is similar in setup to an existing position, you can “clone” the existing

position to make setup easier.

Cloning an existing position: When adding a new position, the button will appear just to the

right of the Status field. It will prompt you to enter the position number that you want to copy. After

entering the position number, the information from the existing position will copy over to your new

position. Not all fields will be automatically filled in so be sure to review all fields in order to complete

the setup correctly.

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The Add/Update Position Info search page will appear, click Add a New

Value.


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The Add/Update Position Info page will open and “00000000” will appear in the

Position Number box. You should not enter anything in this field as the system will

automatically assign the next available position number. Click Add.


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The Position Data pages open on the Description page with “00000000” for the

Position Number. The actual position number will be assigned when you save the

new position. When adding a new position or a new row to an existing position the

system will automatically default in the system date as the Effective Date. If that is

not the correct date the user should delete the defaulted date and enter the date

that the data goes into effect.


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❑ Add a New Position The Reason will default

in as “NEW” when

adding new positions.

Other Reason options

will apply when

updating/inactivating an

existing position.

Type in the Job Code.

The information

highlighted in yellow will

default in from the Job

Code Table.

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The Reg/Temp field

defaults to ‘Regular’ and

the Full/Part Time field

defaults to ‘Full-Time’

when you add a new

position. If the position

should be ‘Temporary’

and/or ‘Part-Time ‘you will

need to update the

appropriate fields.

Changing a position to

part-time will also require

updates to the Standard

Hours Field on this page

and the FTE field on the

Specific Information page.

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Fill in the Department. Company and Location will default in for some

department IDs. If this information does not default in, please fill in the

correct information.

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You can also fill in the Reports To field. The “Reports To” value is the position

number of the employee’s supervisor. Agencies that have employees reporting

and approving their time using Employee Self-Service should ensure this value

is correct. Time and Labor uses the Reports To field to determine the person

that will have the security necessary to approve the employee’s self-service

timesheet. In addition, this person will also receive emails when there is time

waiting to be reviewed and approved.

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Check the FLSA field

at the bottom of the

page to ensure it is

correct.

Then Click on the

Specific Information

tab at the top of the

page (You may also

click the Next tab

button or the Specific

Information hyperlink

at the bottom of the

page.)

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Fill in the Position Pool ID (if needed) and the FTE for the position. When the FTE field is

less than 1.0, the Standard Hours and Full/Part-Time fields on the Description page must

also be updated as well. The Classified Indicator field needs to be updated according to

the type of job code (Classified or Unclassified). Turn on the Confidential Position

Checkbox if applicable.

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Click on the Kansas

Information tab at the top

of the page (You may also

click the Next tab button or

the Specific Information

hyperlink at the bottom of

the page.)

NOTE: Since you are

adding a new position you

will not need to view the

Budget and Incumbents

page.

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Update the County, Empl Class https://www.admin.ks.gov/docs/default-

source/ops/sharp-documents/employeeclasscodeinfo.pdf?sfvrsn=f605abc7_2 (can

help you with your selection), Supervisory, Safety Sensitive/ Commercial Driver

(K.S.A. 75-4362(g)), and Salary Authorized By fields.

The Agency Use

Field is optional.

Press the Button

Button.


27

https://www.admin.ks.gov/docs/default-source/ops/sharp-documents/employeeclasscodeinfo.pdf?sfvrsn=f605abc7_2

https://www.ksrevisor.org/statutes/chapters/ch75/075_043_0062.html


If you left the Reports To field blank on the Description page, you will

receive a warning that this is blank. You may either go back to the page

and fill it in by pressing Cancel, or click Ok to bypass the warning.


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The position is now saved and the Position Number will show up on the

Description page where ‘00000000’ was previously. You will want to make

note of this Position Number for position management tracking in your

agency.


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❑ Position Reallocations – Vacant Positions

An agency will reallocate a vacant Classified position when the position has

changed such that a new Job Code is required. Only agencies with Delegated

Classification Authority are authorized to reallocate Classified, Regular

positions.

Before reallocating a position, check to see if there is an incumbent on the

Budget/Incumbent page in Position Data. An incumbent is an employee that is

assigned to a particular position. This will determine whether you must also

update Job Data during your transaction. See the next section, Reallocate a

Filled Position for more information.

When completing a reallocation, be sure you enter the correct Reason Code

in Position Data. This code indicates the reason for making a change to

position data. Use the Action Reason Code Guide to help you choose the

correct code. Reason codes are very useful to HR staff in decision making

and with statistical reports.

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https://www.admin.ks.gov/docs/default-source/ops/sharp-documents/actionreasonuserguide.pdf?sfvrsn=2e05abc7_6


❑ Position Reallocations – Vacant Positions

In Position Data, you will add a new row by clicking the plus sign and then updating

information such as Effective Date, Action/Reason code, Job Code, and other

information that may be changing as a result of the reallocation. Verify fields such as

Department ID, Location Code, Reg/Temp field, Classified Indicator, Salary Plan,

Grade, and Hours.

After you have entered and verified all information on the position, press Save.

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❑ Position Reallocations – Filled Positions

When entering a reallocation on a filled classified position you must update data in two

locations - Position Data and Job Data. New rows will be added to the employee’s Job

Data if the effective date in Position Data is greater than or equal to the effective date in

Job Data.

After the reallocation is entered on Position, a new Effective dated row and an Effective

Sequence should be entered in Job Data, with the appropriate action/reason code.

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❑ Position Reallocations – Filled Positions

On Position Data, you will enter the reallocation row and information such as

effective date, Action/Reason code, job code, and other changing

information.

Verify fields such as Department ID, Location Code, Reg/Temp field,

Classified Indicator, Salary Plan, Grade, and Hours. The Reg/Temp field will

default to "Regular" so make sure you change this to "Temporary" when

appropriate.

After you have entered and verified all information on the position, press

save. A warning telling you that a row has been added to the incumbent's job

data will appear. Press ok and move to the Budget and Incumbent's tab to

find out the Incumbent's employee ID. Now you will move to Job Data.

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❑ Inactivate/Abolish Positions

Abolishing and inactivating a position are two terms to describe the same

action. The reason an agency will inactivate a position is that it is either no

longer used or its inactivation is requested by the Legislature. Once a

position is inactivated/abolished it cannot be reactivated or reestablished to

be used by an agency. A new position must be created in order to add the

position back or if additional FTE is granted.

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❑ Inactivate/Abolish PositionsAdd a new row by clicking the plus sign on the Description page. Change the

Effective Date to the date the position is being abolished, then change the Status to

Inactive.

Enter the Action/Reason code Position Change/Status Change and press Save.

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❑ Maintaining Position Data

An agency will update position information when a change occurs. Entry of

the update should be done at the time the change takes place. Some data

updated on Position will automatically be updated on Job and Employment

provided that the "Update Incumbents" checkbox is on.

Important Note: When adding a new row to Position Data, always be sure to

check the Reg/Temp field. When a new row is added, the field re-defaults to

Regular. Make sure that it says the same thing as the previous row when you

save. Also check the Standard Hours field for part-time employees as this

may default back to 40.

One thing to note when making changes to positions, is that you should not

change an existing position’s Reg/Temp field from Regular to Temporary. This

also applies to the Classified Indicator. Never flip this field from Classified to

Unclassified or vice versa.

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❑ Maintaining Position Data

If a change is made to a position's FTE, the Standard Hours field on the

Description page must also be updated as well. Then proceed to Job Data

and add an effective sequence row with the same date using Data

Change/Status Change in order to update the holiday schedule (if needed),

work schedule (if needed), ABBR (always), and benefit program participation

(if needed).

The ABBR in Job Data is calculated using the hourly wage and the standard

hours so it is important to ensure the data is correct.

While most updates use the UPD reason code, there are exceptions. Consult

the specific ‘How Do I’ for your update if you have questions about which

reason code to use. You may also use the Action Reason Code Guide to help

with your decision.

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https://www.admin.ks.gov/docs/default-source/ops/sharp-documents/actionreasonuserguide.pdf?sfvrsn=2e05abc7_6


❑ Lesson Summary

An agency will update position information when a

change to a field value needs to occur. Entry of the

update should be done at the time the change takes

place using the appropriate reason code.

You will add a new position in SHARP when your

agency authorizes the additional position due to

need or if they gain additional FTE.

Agencies will reallocate Classified positions when

duties of the position have changed such that a new

Job Code is required.

In this lesson, you

learned how to

navigate through

the Position

Management

module pages and

fields and how to

enter transactions

in Position

Management.

Agencies should inactivate a position that it is either

no longer used or its inactivation is requested by the

Legislature.

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Documents

Lesson Overview - admin.ks.govLesson 2: Data Entry in Position Management Lesson Overview In this lesson, you will learn how to navigate through the Position Management module pages