Full Position Management Project Update 09-13-2021 - ConnectCarolina User Information

Email Communications – Send Date: 09 13 2021

From: Vicki Bradley, Ph.D. Associate Vice Chancellor, Human Resources and Equal Opportunity and Compliance

Subject: Full Position Management Project Update

To: Various Audiences. Scroll to find the email version appropriate to your role: HR Officers, Finance Leads, Funding Swap Originators, PeopleAdmin Users, HR Representatives and Student Originators and ePAR Approvers

HR Officer

With the Oct. 11 go-live date for the changes related to Full Position Management and online SHRA position descriptions only a month away, we are beginning our broader communications and wanted to make you aware that in the next day or so we will be sending communications to these groups:

Finance Leads
HR representatives and Student Originators
Budget approvers and HR approvers
Basic originators
PeopleAdmin users

Because of the number of changes, we felt that sending targeted communications to each group would be the best way to specify the changes each group can expect and to highlight the resources available.

Another round of email messages will be sent to the above groups approximately one week before the Oct. 11 go-live date. If you’d like to read these targeted communications, the text for each can be found on the Full Position Management page on ccinfo.unc.edu.

A slide deck to help spread the word

Implementing positions for every employee and moving position descriptions for SHRA employees online introduce a long list of changes. To help ensure that all staff are prepared, we’ve created the attached slide deck to help you spread the word on the changes.

Feel free to share this resource as needed for your unit. We appreciate whatever you can do to help us spread the word about these changes, and please let us know if there’s anything else we can provide to make spreading the word easier.

Go-live weekend

As we prepare for go-live weekend, here are some key points to keep in mind:

ConnectCarolina will be unavailable from Friday, Oct. 8, through Sunday, Oct. 10.
During this time, positions and reporting relationships will be created for all active employees not in positions.
Planned budget amounts will also be created for those positions:
- For primary jobs, the planned budget amount will be the current incumbent’s salary.
- For secondary jobs, the planned budget amount will be the supplemental pay converted to an annual amount

More details about go-live weekend will be forthcoming.

Reminder

In the meantime, don’t hesitate to reach out to hr@unc.edu if you have questions, concerns or ideas.

Thank you for your support on this project!

Campus Finance Lead

With the Oct. 11 go-live date for the changes related to Full Position Management only a month away, we are beginning our broader communications. We wanted to make you aware that in the next day or so we will be sending a communication to employees who have any kind of role in the ConnectCarolina HR/Payroll System; this includes everyone who has access to do funding swaps and Budget Approvers.

Full Position Management page on ccinfo.unc.edu

Implementing positions for every employee introduces a long list of changes. To help ensure that all staff are prepared, we’ve created a Full Position Management page on ccinfo.unc.edu. On this page you can find resources such as quick reference cards, short videos and full text of all targeted communications. We appreciate whatever you can do to help us spread the word and ensure that all staff are prepared. Please let us know if there’s anything else we can provide to make spreading the word easier.

Go-live weekend

As we prepare for go-live weekend, here are some key points to keep in mind:

ConnectCarolina will be unavailable from Friday, Oct. 8, through Sunday, Oct. 10.
During this time, positions and reporting relationships will be created for all active employees not in positions.
Planned budget amounts will also be created for those positions:
- For primary jobs, the planned budget amount will be the current incumbent’s salary.
- For secondary jobs, the planned budget amount will be the supplemental pay converted to an annual amount.

Up next

On Sept. 29, we’re holding an HR User Group Meeting dedicated to Full Position Management. Everyone who has access to do funding swaps has been invited, but if someone missed the invitation, a calendar notice is posted on the Full Position Management page. Approximately one week before the Oct. 11 go-live date, we’ll also send another email message with a calendar invite to those who work with funding swaps.

In the meantime, don’t hesitate to reach out to hr@unc.edu if you have questions, concerns or ideas.

Funding Swap Originators

You’re receiving this message because you have access to work with funding swaps in ConnectCarolina.

By now you’ve likely heard that starting Monday, Oct. 11, all faculty, staff and student employees will have positions for all their appointments in ConnectCarolina. Since you have access to work with funding swaps, we want to make sure you know what changes to expect and what resources are available to help.

What will be different

Starting Monday, Oct. 11, for every funding swap ePAR you enter, you’ll need to select “Position” in the “Budget Level” field and then type in the position number for which you are doing the funding swap. Once you choose the position you need, the rest of the funding swap form is the same.

You can find an employee’s position number(s) by:

Accessing the UNC Employee Information page in ConnectCarolina, or
At go-live, you will also be able to find a person’s position(s) by running the new “Active Employee Roster” query to generate a list of active employees in your organization and their position numbers. (You may find it will save time to export the results of that query to a spreadsheet that you can use to look up position numbers again in the future.)

Learn more

To help ensure that you are prepared, we’ve created a Full Position Management page on ccinfo.unc.edu that includes resources like:

A two-minute video that explains how the updated funding swap will work and how to look up position numbers when you do a funding swap.
A two-minute video that shows how to run the new “Active Employee Roster” query that lists faculty, staff and students with their position numbers.
A recording of the Aug. 25 HR User Group Meeting that gives an overview of the changes and why they’re needed.

Why are these changes needed—and why now?

Those managing finances at the Board of Trustees and at the University System level think in terms of positions when discussing budgets. As a result, the University has to translate our appointments (which don’t have positions) into positions. Translating this data is an unstable process that gets increasingly complex as the System Office requests more data. Therefore, having all faculty, staff and student employees in positions will facilitate the next budget planning cycle and will improve the transparency of the information being sent to the System Office. It will also bring benefits like:

Being able to track positions even if there is no incumbent
Setting attributes like Campus Security Authority by position so they don’t have to be set by person.
Retaining organizational rollups even if positions are empty.

For more details about why this project is being done, see the “Full Position Management” video.

Go-live weekend

As we prepare for go-live weekend, here are some key points to keep in mind:

ConnectCarolina will be unavailable from Friday, Oct. 8, through Sunday, Oct. 10.
During this time, positions and reporting relationships will be created for all active employees not in positions.
Planned budget amounts will also be created for those positions:
- For primary jobs, the planned budget amount will be the current incumbent’s salary.
- For secondary jobs, the planned budget amount will be the supplemental pay converted to an annual amount.

Up next

We’re holding an HR User Group Meeting on Sept. 29 in which the project team will demo the changes, provide more resources, and go into detail about the go-live weekend. You should have received an invitation but if not, you can find a calendar notice on the Full Position Management page.

Closer to the Oct. 11 go-live date, we’ll also send another email with more details and resources. In the meantime, if you have questions, concerns or ideas, send a note to hr@unc.edu.

PeopleAdmin Users

You’re receiving this message because you have access to post positions in PeopleAdmin.

Hello:

You may have heard that starting Monday, Oct. 11, all faculty, staff and student employees will have positions for all their appointments in ConnectCarolina. Since you create postings for recruitments in PeopleAdmin, we want to make sure you know what changes to expect and what resources are available to help.

What will be different

Starting on Monday, Oct. 11, before you are able to create any type of posting in PeopleAdmin, you’ll first need to ask a member of your HR team to create a position in ConnectCarolina for that posting. This change will apply to all recruitments

Similar to how SHRA positions have worked in the past, the position will flow from ConnectCarolina to PeopleAdmin at 11:00 a.m., 1:00 p.m., 3:00 p.m., 5:00 p.m. and 11:00 p.m. daily. Once the position is in PeopleAdmin, you’ll notice that you can no longer change some fields, some fields will be new, and other fields will be relabeled.

Learn more

To help ensure that you are prepared, we’ve created a Full Position Management page on ccinfo.unc.edu with updated information and resources.
If you didn’t get a chance to attend the HR User Group Meeting on Aug. 25, you can watch the recording to see an overview of the changes and why they’re needed.

Why are these changes needed—and why now?

Those managing finances at the Board of Trustees and at the University System level think in terms of positions when discussing budgets. As a result, the University has to translate our appointments (which don’t have positions) into positions. Translating this data is an unstable process that gets increasingly complex as the System Office requests more data. Plus, this translated data exists as a point in time, and campus HR and Finance leadership can’t adjust it before it is sent.

Therefore, having all faculty, staff and student employees in positions will facilitate the next budget planning cycle and will improve the transparency of the information being sent to the System Office. It will also bring benefits like:

Being able to track positions even if there is no incumbent
Setting attributes like Campus Security Authority by position so they don’t have to be set by person.
Retaining organizational rollups even if positions are empty.

For more details about why this project is being done, see the “PeopleAdmin” section on the Full Position Management page.

Up next

Closer to the Oct. 11 go-live date, we’ll also send another email with more details and resources. In the meantime, if you have questions, concerns or ideas, send a note to hr@unc.edu.

HR Representatives and Student Originators

You’re receiving this message because you are an HR Representative or have access to work with student actions in ConnectCarolina.

Hello HR Representatives and Student Originators:

With the Oct. 11 go-live date for the changes related to Full Position Management and online SHRA position descriptions is only a month away, we wanted to reach out to make sure you have the information you need.

What will be different

Primary changes include:

All jobs and appointments will have an associated position.
Positions for SHRA employees will be in ConnectCarolina instead of on paper.

See the “Understand the Changes” section on the Full Position Management page for a complete list of all the changes grouped by area (for example, all changes related to recruitment).

For student originators only:

The number of departments you can access will change. We are working with HR Officers to determine which departments within the school/division student originators will be able to access.
For the departments you can access going forward, you will be able see more information and perform more actions such as updating positions in ConnectCarolina.

Resources to help

The Full Position Management page is the best place to find information about the changes and resources like:

Online positions for SHRA employees.
Learning snippet videos to introduce you to key changes.
Ways to prepare for Full Position Management.

Go-live weekend

As we prepare for go-live weekend, here are some key points to keep in mind:

ConnectCarolina will be unavailable from Friday, Oct. 8, through Sunday, Oct. 10.
During this time, positions and reporting relationships will be created for all active employees not in positions.
Planned budget amounts will also be created for those positions:
- For primary jobs, the planned budget amount will be the current incumbent’s salary.
- For secondary jobs, the planned budget amount will be any supplemental pay converted to an annual amount.

Why are these changes needed—and why now?

Those managing finances at the Board of Trustees and at the University System level think in terms of positions when discussing budgets. As a result, the University has to translate our appointments (which don’t have positions) into positions. Translating this data is an unstable process that gets increasingly complex as the System Office requests more data. Plus, this translated data exists as a point in time, and campus HR and Finance leadership can’t adjust it before it is sent.

Being able to track positions even if there is no incumbent
Setting attributes like Campus Security Authority by position so they don’t have to be set by person.
Retaining organizational rollups even if positions are empty.

For more details about why this project is being done, see the “Full Position Management” video.

Up next

On Sept. 29, we’re holding an HR User Group Meeting dedicated to Full Position Management. You should have received an invitation but if not, you can find a calendar notice on the Full Management Position page. We’ll also send another round of email messages with a calendar invite one week before the Oct. 11 go-live date.

Student originators should also attend one of the following information sessions:

Tuesday, Sept. 28 | 9:30–11 a.m.
Thursday, Sept. 30 | 1:30–3 p.m.

In the meantime, don’t hesitate to reach out to hr@unc.edu if you have questions, concerns or ideas. Thank you for your support on this project!

ePAR Approvers

You’re receiving this message because you approve HR transactions in ConnectCarolina.

Good morning:

You may have heard that starting Monday, Oct. 11, all faculty, staff and student employees will have positions for all their appointments in ConnectCarolina. Since you approve HR actions in ConnectCarolina, we want to make sure you know what changes to expect and what resources are available to help.

What will be different for Budget Approvers

If you currently approve Add/Update Position ePARs for budget purposes, starting Oct. 11, you’ll no longer need to do that (and you’ll no longer be notified of these transactions). Funding information has been removed from the Position ePAR; funding information will now only be added using the Hire ePAR and changed using the funding swap ePAR and/or PAATs.

What will be different for HR Approvers

Additional things to check for: If you approve transactions for HR purposes, you’ll continue to do so, but there will be some additional things to watch out for:
- Prior to go-live, there are effective dates to watch out for according to action type. Please consult the Guide for Approvers, ePAR Actions, which explains what to check for before Oct. 11.
- At go-live, another document will be provided with what you should look for post-go-live.
Deadlines: More than ever, it’ll be important to approve actions in a timely way (best practice is every day) because sometimes position actions will need to be fully executed before a second action can be processed.

For example, hiring a faculty member will require creating a position, having that action fully execute and then submitting the Hire ePAR. Similarly, changing the FTE for a job requires submitting an Add/Update Position ePAR, having that action fully execute and then submitting a Job Change ePAR for the compensation amount.

Resources to help

We’ve created a Full Position Management page on ccinfo.unc.edu to help you prepare for the changes. In addition to the guide for approvers mentioned above, you’ll find:

Online positions for SHRA employees.
Learning snippet videos to introduce you to key changes.

Why are these changes needed—and why now?

Those managing finances at the Board of Trustees and at the University System level think in terms of positions when discussing budgets. As a result, the University has to translate our appointments (which don’t have positions) into positions. Translating this data is an unstable process that gets increasingly complex as the System Office requests more data. Plus, this translated data exists as a point in time, and campus HR and Finance leadership can’t adjust it before it is sent.

Being able to track positions even if there is no incumbent
Setting attributes like Campus Security Authority by position so they don’t have to be set by person.
Retaining organizational rollups even if positions are empty.

For more details about why this project is being done, see the “Full Position Management” video.

Up next

We’ll send another reminder communication approximately one week before the Oct. 11 go-live date. In the meantime, don’t hesitate to reach out to hr@unc.edu if you have questions, concerns or ideas.