Position Tracking Status and Enhancements

December 12, 2019

On Friday, November 22nd new position tracking functionality and enhancements were introduced including:

PeopleSoft Position Form Enhancements:

  • Display preparer name and submit date/time when viewing, editing or approving a position
  • Modified summary of changes so it includes all proposed changes after being saved, pushed back or cancelled
  • Modified reports to and dotted line reports field to include incumbent name in the search field and results grid and to only show active positions
  • Added lookup to the position title and department descriptions search fields on view manage/create position to make them case-insensitive searches

Job Position Audit Report – This new report looks at all JOB records with Position Numbers, where the employee is active and compares position driven fields on JOB to the corresponding approved Position Data record.  Since the current notifications are only sent to preparers when there is a mismatch between position and job data, this audit report gives Tub level administrators the ability to monitor for this activity when they are not the preparer.  Access to this new audit report is tied to the existing PS^PAY^TUB^Reports User and PS^PY^ALL^Tub Reports User roles.

View Position Requests Enhancements:

  • Ability to search for positions sent to a specific reviewer or approvers
  • Added position action reason to the grid
  • Last search criteria and results are saved
  • New filters for: position change reason, school/unit and preparer

Position Data Extract/Upload – functionality to allow for mass updates to positions including Jobcode, Department, Business Title, Position Title, Reports To, Dotted Line Reports to, and Location.  It's important to note that the upload does not push data to incumbents for overridable fields (standard hours, location, full/part-time, FLSA).  If you are doing a reorg and a location needs to change, you will also need to do a job data change or job data upload to update these fields on job. In order to use this functionality, you must be granted access to the new role "PS^HR^ALL^POSN Upload Process" through your HR Authorized requestor. This role is typically used by power users as the schools/units and is generally given to only a handful of individuals at each school/unit.  This new functionality is particularly helpful in processing changes related to the job framework project and the new updates that need to be completed by December 13th.  To support this functionality, a new job aid to extract/upload position data has been posted to the Harvard Training Portal and a link to it has been added to the project Wiki site on the Training & Videos page

HUBS Cutovers – HUBS Cutovers have been completed for Harvard Law School, Harvard Business School, Graduate School of Education, Harvard Divinity School and University Health Services.  Others are underway with Allied Institutions and Radcliffe.  The HUBS team is actively working with local financial leadership to determine the cutover timing for the remaining groups which will happen by June 2020.  To support the groups that have cutover to the new forms and reports the HUBS team will be holding office hours through the end of January (excluding holiday weeks).  Hours are: 

  • Tuesdays: 2pm - 3pm in person or via Zoom conference call
  • Fridays:10am - 11:30am and 1pm - 2:30pm via Zoom conference call

Because scenarios are very specific to a school/unit these sessions will not be open.  To request either a 30 minute or 1 hour slot please email hubs@harvard.edu.  If possible, include a brief description of what you would like to discuss so the HUBS team member can be prepared for the session.  

Other changes coming soon include:

  • Faculty Conversion – On Friday, March 20th positions will be created for those schools that have not yet converted faculty.  A complete listing by school/unit of which employee classes require positions and those coming in late March with an effective date of 04/01/2020 may be found here.
  • Position Costing – In late Spring, we will move costing from the employee appointment to the position.  The project team is working with local stakeholders to determine the exact timing.  Adding costing to position will improve the ability to budget and monitor vacant positions.
  • Retroactive Salary Distribution – In January 2020, design discussions for retroactive salary distributions (salary journal entries processed in PeopleSoft instead of Oracle) will begin.  This functionality is targeted to go-live in July 2021.  Throughout 2020 the project team will engage a University-wide advisory group to gather requirements, vet design options and demonstrate functionality.

To receive updates on what is going on with the project, new functionality and tips & tricks watch the project blog space. 

If you have questions regarding the project, your local implementation manager is your best source of information.