PeopleWerks HRWhen someone is no longer assigned to a job, the job should be archived so that it still shows in the work history for the person. Click on the Archive icon to remove the job assignment and put it into history. 
The archive process gives you an option to delete instead of archive. Choosing to delete should only be done if the job assignment is an error.
When archiving the job, the system will ask for a Job End Date.
Unlike a spreadsheet where you might just change the title for someone, in PeopleWerksHR, you must archive a job that a person no longer is doing and add the new job that the person is going to do.
For a new hire, click on the Add Job button in the Jobs/Evaluations section of their personnel record.
If someone has a job assignment but is moving from that job to another job, there are two options to consider:
This saves you from entering the same information again for the new job. This process combines the archive of the current job with the add for the new job.If a person has more than one job, it is advised that you set the Job Priority Number in the Job Details section to “1” for the primary job and use other numbers for the secondary jobs.
There are two fields related to buildings in the personnel record – Home Building and Work Building.
In the Name & Demographics section of the personnel record, PeopleWerksHR tracks the Home Building which is the primary location designated for a person (ex. where mail would be delivered).
In the Jobs section of the personnel record, PeopleWerksHR tracks the Work Buildings for an individual’s job assignment. Typically, people only have one work building but if they do work in multiple buildings throughout the week, it is important that they be identified so that they can be used for directory reports and emergency call systems. You can also enter day of the week and times of the day as part of the work schedule.
If there is a change in your organization where a position is not going to be filled in the near future, you can set the status to “Not Filling” or “Hold” or some other status that will differentiate it from the other positions statuses such as “Open” or “Filled”. By using the position status in this way, you have the ability to search on these types of positions for managing your positions and reporting as needed.
From the Positions menu, edit the position and change the Position Fill Status.
There are several different reasons for needing/wanting to make a position title change. Making a position title change is not used in the context of personnel job assignments – it is used for managing the positions in your organization. Use the Positions section of the main menu to manage these titles.
If you want to just change the title to make it easier to find in a list or to clarify its meaning, then just edit the title itself in the titles list. Click on the Add/Edit Titles button and edit the selected title.
If however, you have multiple positions with the same title and you want to change just one of the positions to have a different title, then edit the position and click on the Change Title button to make the title change there. Remember, if it is a new title, you need to add the title first and then you can proceed with making the change.
If your organization manages staffing based on the number of budgeted and approved FTEs (Full Time Equivalency), PeopleWerksHR can help. Each position can be defined with a budgeted and approved FTE number. By setting up each position in this manner, you can run reports or search on those positions that are under or over the number of FTEs defined for that position. There are several very good general reports in the Report Area of Position, that show details as well as summaries based on the FTE data.
To set up the budgeted and approved FTE data, use the Positions menu item and click on the edit icon to edit the position. Enter the budgeted and approved FTE number.
If you have not assigned any employees to that position, the Current FTEs will show 0. When you assign a person or people to the position, the Current FTE count will be calculated based on the FTE information that you provide in the Job Assignment for the employee(s).
The Position Fill Status field uses the Current FTE count and the Approved FTE count to set the status to Filled (current = approved), Partially Filled (current < approved), or Over-Filled (current > approved).
Positions define the staffing structure of your organization. Positions are managed separate from your personnel so that you can decipher whether you have open positions in your organization to fill or not.
There are multiple ways for managing positions. You may want one employee per position where you can easily see openings when employees leave or transfer. On the other hand, you may want to assign multiple people into a single position when you do not need to differentiate the position in any way. If the same position resides in different work buildings, you may want to consider setting up a position by building and then assign multiple people into it. You will need to decide what works best for your HR management process.
As a note, positions that are assigned to employees are referred to as Jobs or Job Assignments in PeopleWerksHR. It is important to understand this differentiation of Positions and Job Assignments.
Because supplemental jobs typically require board approval each year, here are a few options for how they can be handled.
You must edit the Title to change the classification for a position. Go to the Positions section and click on the “Add/Edit Titles” button. Find the Title and then edit it.
All positions and job assignments with that title will be updated to that revised classification.
When an additional position has been added to the organization, it needs to be added into PeopleWerksHR before assigning a person to it. An example would be the addition of another Administrative Assistant position. In this case, the Title is already in the system, you are just adding another “spot” in the organization.
Use the Position section to add a new position in PeopleWerksHR.
If the position title is new, then you need to first add the title. If it is not new, then you need to just add the position.
Add Title
To add a new title, click the Add/Edit Titles button. At the top of the list of titles, click on the Add Position Title button. The only two required fields is the title and the classification. The other fields are used as defaults so that as new positions are created using this title, they will have all the same defaults.
When you click to save the new title, the system will give you the option to add the position at the same time. In most cases, you will want the system to do it for you.
Add Position
If the position title already exists, then click on the Add Position button. Select the title from the dropdown list and proceed entering any other defaults for the position, if needed.
You may want to add a work schedule to show what building the position is to be in. This can streamline data entry in the future. Click on the Add Schedule button to enter work building information. You have the option of using Default or Custom work schedules. Default schedules are those that have been set up in the Master Schedule section in the Admin/Config menu. The Custom Schedule option allows you to enter the work building information as needed.
You can also add the work days and times if it would be helpful. This is particularly true when someone assigned to this position will always work in multiple buildings on a particular schedule such as mornings in one building and afternoons in another.