Lessons Learned on PeopleSoft Position Management

The University of Texas Medical Branch (UTMB Health) is moving to an environment where Managers will process changes for their employees using Pages in PeopleSoft 9.1/Tools 8.52 Manager Self Service.  The Pages will have approval routing that is based on the level of the Manager submitting the request as well as the “reports to” Manager.  The transactions will be automatically loaded to the core tables in PeopleSoft HCM upon final approval. 

As part of a PeopleSoft upgrade, a custom Employment Authorization Form (EAF) has been developed to allow managers to request new or replacement positions (going from a paper process to electronic AWE enable processed).  As PeopleSoft 9.1 does not delivered complete functionality for request new or replacement positions, UTMB developed a solution that not only delivers the needed “decision” information, it also pulls budget data from Hyperion. This functional specification includes the ability to add additional transactions for future phases using the same “one stop shop” approach.

Why use Position Management?

  • Budget and Track FTEs by Department, Business Unit, Job Code, etc.
  • Budget and Track Filled versus Vacant Positions
  • Pre-encumber Vacant Positions
  • Effective Date of Position
  • Approval Date or Expected Fill date on Job Requisition
  • Budget and Track Headcount
  • Proactive Staffing and Planning
  • Organizational Hierarchy
    • Reports to Position
    • Dotted Line Reports To
    • Organization Charts

Learn More

At the Healthcare Information User Group (HIUG) Interact 13, I will be co-presenting a session on this topic with Scott A. Livanec, Director of Workforce Solutions and Analytics at UTMB, titled: Position Requests via Manager Self Service at UTMB (Session Number: 13011) on Tuesday, June 11, 1:00 p.m.

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