Maine's Public Universities - University of Maine System

Position Management
in the University of Maine System


What is it?
Position Management is a tool by which the University of Maine System can maintain information on every authorized employment position and funds committed for that position, regardless of whether the position is filled or is vacant. This method allows the organization to track positions in addition to employees.

Does this differ from what we have traditionally done?
Yes. In the University of Maine System we had always tracked our workforce by employee. When an employee left a position, that position often disappeared along with the employee, and the position's funding "disappeared" into other areas of the budget. With a position management system in place, we have a clear picture of our organizational structure, our staffing needs, and how budgets and salary expenses attach to positions, both filled and unfilled.

Why implement Position Management?
Position Management provides an array of information and tools to managers, including:

  • numbers of FTE (full-time equivalency), types of positions, and what positions are filled and unfilled (FTE and Headcount Report)
  • clear documentation of the addition or discontinuation of positions
  • an "Audit Report" to help keep position data consistent and accurate
  • ability to monitor employee turnover and available budget resulting from vacancies
  • ability to monitor budgets by position, and not just by account
  • aggregate reporting on positions for an individual university or for the University System as a whole
  • accurate position records (title, bargaining unit, salary schedule, etc.) attached to new employees at the time of hire
  • aggregation of any savings realized by a vacant position - either at the level of control, or remaining in the unit's budget
  • tools to generate department organizational charts

Who was responsible for implementing Position Management? For maintaining it?
Implementation and maintenance of a position management system is a shared responsibility, with both budget and human resources offices involved. Generally, the budget office maintains the position authorization records and information about funding. The human resource office maintains information related to classification, bargaining unit, pay schedules, and about the employee. Close coordination between the two offices is essential for an effective position management system to function.

How was Position Management implemented?
First, a position was established for each current regular employee. The Project Enterprise Position Management team created position records from the data already in our employee records. Budgets were created from annual salary and pay distribution information. Additional positions were created for groups of temporary employees. After go-live, campuses create position records for those positions that are vacant but either currently in search or authorized to be filled.

Who controls the creation of positions - the University System, or the individual campus?
Each university approves, budgets, and creates its own positions.

How does that work?

  1. The campus follows its position approval process.
  2. The campus Office of Human Resources creates the position.
  3. HR informs the campus budget office that the position has been created.
  4. The budget office creates the budget in Position Management.
  5. The position is advertised and filled (or not).

Does Position Management apply to positions funded by grants or contracts?
Positions are established for regular employees who are funded by grants and contracts, but tracking the budgets attached to these positions is optional. If an institution chooses to track position budget information, that data will not be fed to the General Ledger.

When did Position Management go live?
October 27, 2004.

Are all of Position Management's features available to us now?
No. The day that Position Management went live was not the end of the implementation process. A number of tasks still must be completed before we reap the full benefits of Position Management. For example:

  1. A "Reports To" data field must be populated before organizational charts can be created. Not all campuses will have completed this task before go-live.
  2. At go-live, vacant positions were not in the system. They will need to be added after go-live by human resource departments.
  3. The "Budget Maintenance" piece of Position Management, which allows budget transfers, will not be fully operable until FY2006 data are loaded into PeopleSoft's Financial Management module.
  4. Fiscal year-to-date actual expenses will not be available by position until FY 2006.

Where should I go to get more information about the reports available through Position Management?
The human resource manager and the budget manager at each UMS institution work together on implementation and maintenance of Position Management. Contact either of them at your campus if you have questions or would like more information.

Position Management
October 26, 2004; updated March 2005