Overview
The Position Management system is a component of the EPAWeb Personnel Action System. It is designed to work in conjunction with the employee actions portion of EPAWeb to assure that any primary EPA non-faculty ranks added or updated for an EPA employee have an associated and approved EPA non-faculty position. The use of position management is required in order to assign or update a primary EPA non-faculty rank to one or more employees in EPAWeb. Position management is not used to track non-primary EPA administrative titles or secondary ranks nor faculty, student, or post-doctoral positions.
The position management system includes several distinct functions to assist departments in managing and tracking EPA non-faculty positions. These include: searching and reviewing details on existing positions, searching and reviewing the details of prior position management actions, creation of a new EPA non-faculty position, requesting approval to change the status or attributes of an existing filled or vacant position, abolishment of an existing vacant position, changing the supervisory reporting relationship of positions, and adding scanned documentation or other file attachments to the history of existing positions.
This on-line tutorial is intended to provide you with basic step-by-step overview of this system as a new user or as someone already using the system but needing information on how to use a particular feature or function. If you experience technical problems accessing or using the EPAWeb Position Management System, please contact the HRIS Help Desk by submitting a Remedy ticket or contacting the ITS Help Desk and indicating that you have a support request for the EPAWeb System. If you have a question regarding the status of a particular EPA position management action or regarding EPA non-faculty job classification guidelines or procedures, please contact Academic Personnel at 962-1091.
Accessing Position Management
The EPAWeb Position Management System is part of the overall EPAWeb Personnel Action System. It is accessed using the Human Resources Central login page using your UNC-Chapel Hill Onyen and password. Access to EPAWeb is granted at the same time a user is set-up for all other EPAWeb employee actions. If you do not presently have access to EPAWeb or have questions regarding how to establish or adjust your access, contact the HRIS Help Desk.
Like all Human Resources Central applications, you MUST use the Microsoft Internet Explorer (IE) web browser. Use of other browsers such as Netscape, Mozilla, Firefox, etc. may work but can experience unusual screen behaviors or not properly display all screens. If you encounter problems using Position Management and are using any browser other than IE, please switch to using IE and see if the problem persists BEFORE calling the HRIS Help Desk for technical support.
To access position management, point your web browser to the Human Resources Central home page at:
Enter your Onyen and password and click on the Login button.
If you have forgotten your Onyen or password, click the "Forgot Onyen ..." link on the login screen for further assistance.
Navigating to the EPAWeb System from Human Resources Central
Once you are successfully logged into to Human Resources Central, your available applications are displayed on the left side of your screen with announcements and other information displayed at the center of your screen. You should have an EPAWeb option available which you should select with you mouse. This will take you to the EPAWeb Home Page.
Navigating to the Position Management Menu
On the EPAWeb Home page, near the top portion of your screen is the menu bar. The "Position Mgmt" menu item is used to access Position Management functions.
Using the Position Management Menu
The "Position Mgmt" menu is used to access all position management functions. This menu is selected like all other EPAWeb functions by moving your mouse pointer on the screen and clicking the "Position Mgmt" label. After doing so, the position management menu will pull down and be visible on your screen. This menu has eight selections, as follows:
(1) Create Position: Request an entirely new EPA non-faculty position including converting an existing SPA position (vacant or filled) to EPA non-faculty.
(2) Modify Position: Request one or more changes to an existing and previously approved EPA non-faculty position, whether vacant or filled. These changes could include but are not limited to a position title change, change in duties, change in educational or experience requirements, or a change in the position hiring salary range. This menu selection is greyed out until you search for and select a specific position to modify (which is discussed elsewhere in this tutorial).
(3) Modify Position Supervisor: Change next-level supervisory reporting relationships for one or more EPA non-faculty positions from one supervisor to another.
(4) Modify Selected Attributes: This menu selection is always greyed out for departmental, center, dean's offices, or division users. It is for use only by Human Resources staff in OHR, Academic Personnel, or the Office of the Chancellor.
(5) Select Position: To search for and select an existing and approved EPA position including vacant, filled, partially filled, or abolished positions. Once a position is selected, you can view position details or perform specific position actions such as Modify Position or Add Other Documents. These two menu options are ungreyed and available to you once a specific position is selected.
(6) Search Actions: To search for and view specific position management actions previously entered into the Position Management System. For example, you may have entered several Create Position Actions within your department. This search enables you to view these actions and if necessary delete them, retract them, or add additional documentation. The latter functions can be performed after a position action is submitted but prior to it receiving final approval.
(7) Add Other Documents: Enables you to add a non-routing action to a specific position's action history that includes document attachments. These attachments can be scanned documents, Microsoft Word documents, and so forth. This uses the document attachment functionality that is standard through the rest of the EPAWeb System. This menu selection is greyed out until you search for and select a specific position to to work with.
(8) Reports: Lists available position management reports.
The Position Management Home Page
The "Select Position" screen is considered the home page for the Position Management system. This is the page you will use to search for existing positions, whether filled, unfilled, or abolished. From this screen, you also have access to the full "Position Mgmt" menu in order to access all other position functions. The details on how to use the search function on this screen are described elsewhere in this on-line tutorial.
Clicking on the "Position Mgmt" title on the EPAWeb menu bar will always bring you to the Select Position screen. This screen can also be accessed by clicking on the "Select Position" item from the "Position Mgmt" pull-down menu.
Cut and Paste to Streamline Data Entry
The Position Management system does require data entry into on-screen text boxes for the position summary, educational requirements, professional experience requirements, and principal functions. Some of this information may come from existing Microsoft Word documents or PDF files. You may cut and paste from these formats directly into the appropropriate text field within EPAWeb Position Management, if desired. This may be helpful in streamlining data entry and avoid re-typing of information that already exists in electronic format.
System Help
Above the menu bar is a link titled "Help". This link will launch a seperate browser window displaying the on-line help tutorial that you are using now. If you have questions or problems which are not answered in the on-line tutorial, please contact the HRIS Help Desk for assistance.
The HR Central Inbox and Position Management
All position management action approval routing and FYI only notifications are accomplished using the common Inbox within Human Resources Central. This inbox is shared among all EPAWeb Personnel Action System subsystems including position management as well as the SPA RecruitmentWeb System and the Employment Eligibility Vertification (EEV) Tool. For additional information on how the HR Central Inbox functions, please refer to the following informational page:
http://hrisguide.unc.edu/epaweb/human-resources-central.htm
There are three primary sections to the HR Central Inbox as labeled on the screenshot below: (1) Awaiting Approval or Action, (2) Paused, Retracted, or Disapproved, and (3) FYI Notifications.
Please note that the Inbox has a "Filter By:" function which permits you to limit the display to actions and FYIs coming from any one of the multiple component systems for which HR Central provides access. Among the Inbox filters selections are "EPAWeb Position Actions" which when selected will result in only Position Management-related actions or FYIs being displayed in your inbox.
Inbox Notifications from the Position Management System
The EPAWeb Position Management System issues notifications to the appropriate HR Central Inbox in the following circumstances:
(1) When a position action is awaiting someone's approval.
(2) When a position action is deleted or retracted, an FYI notification is sent to any approvers of the action so they are aware of the action having been deleted or retracted since approval processing.
(3) When a position action is disapproved, the action originator and all other approvers of the action receive an FYI notification of the disapproval.
(4) When a position action is approved, the action originator and Level 2 approvers receive an FYI notification of the approval. This approval FYI is the only notification that will be sent, as written position approval memos are no longer issued.
Additional EPA Non-Faculty Position Classification Information
The Academic Personnel web site contains additional information on business procedures associated with the EPA non-faculty position management and classification process.
A detailed document which describes the criteria for EPA non-faculty status including the various classification categories (e.g., research, instructional, senior academic and administrative officers) and research/instructional subcategories may be viewed on the web at:
http://hr.unc.edu/EPA/epa-nf/class_postmgmt/epanfclassguide
Also, a seperate document provides a general overview of the procedures to create or change EPA non-faculty positions and is available at:
http://hr.unc.edu/EPA/epa-nf/class_postmgmt/epa-nf-position-mgmt
