Preparing Monthly Forecasts - Individual Positions, Position Pools, and other Pay Pools
KB06004134 •641 Views • Updated 3-Mar-2025
Purpose
The following guide is intended for Operating Entity and Org Planners who are looking to view or complete any of the following actions:
Actions:
· Reviewing Individual Positions Loaded from Workday
· Leveraging Various Position Management Forms
· Updating Open Positions
· Updating Costing Allocations
· Creating Position Pools
· Creating Other Pay Pools
· Changing Base Pay
· Filling and Re-Opening a Position
· Promote Employee
· Closing and Opening New Positions
· Delete a New Position
· Add/Modify/Delete Admin Supplement or Clinical Term Allowance
· Apply Mid-year Increase
· Mass Update Position Allocations
· Mass Update Scheduled Weekly Hours
· Position Comparison
· Navigating Position Review Forms
· Reviewing Position Forecast Reports
· Reviewing Personnel Reports
· Reviewing Position Roster by Home Organization Report
Terminology
· Source Position: A Source Position is a position that an employee currently holds when completing the promotion process.
· Target Position: A Target Position is a position that an employee will be promoted to when completing the promotion process.
Prerequisite
· Recording Financial Transaction in Oracle Cloud: Introduction to the Chart of Accounts and POETAF.
· Oracle Planning 101 & Budget Development Overview.
Reviewing Individual Positions Loaded from Workday
1. Select the OKTA Single-Sign On button and then complete the steps to sign in.
2. Select Position Forecast.
3. Select Manage Positions by Org.
4. Select 1 on the left-side of the page. This page displays individual positions loaded from Workday.
5. Select User_Org.
6. Enter the org number then press enter.
7. Select the checkbox next to the org you wish you use.
8. Select OK.
a. NOTE: Upon selecting the POV, you will be able to review the desired positions in the form
You have now completed the process of Reviewing Individual Positions Loaded from Workday.
Leveraging Various Position Management Forms
1. Select the OKTA Single-Sign On button and then complete the steps to sign in.
2. Select Position Forecast.
3. Select Manage Positions by Org.
4. Select 1 on the left-side of the page. This page displays individual positions loaded from Workday.
5. Select User_Org.
6. Enter the org number then press enter.
7. Select the checkbox next to the org you wish you use.
8. Select OK.
9. The individual positions are the rows of the second column.
10. Select 2: Vertical 2 organizes staffing status (open or filled).
11. Enter or adjust data for each position (each row) as needed.
12. Select Save.
a. NOTE: The Staffing Statuses are Open.
13. The Total Position Amount fields will populate.
14. Right-click on a position field.
a. NOTES
i. The Staffing Statuses are Filled.
ii. Ensure the entire row is highlighted by selecting the field before right-clicking.
15. User can access various position functionality.
a. NOTE: These functions will be reviewed more in later sections.
16. Select 3: Vertical 3 organizes positions by Academic, Faculty, and Staff positions.
17. Academic Positions will display. Select Faculty Positions to view faculty positions. Select Staff Positions to view staff positions.
18. Select 4: Vertical 4 organizes positions by Time Type.
19. Full Time positions will display. Select Part Time Positions to view.
You have now completed the process of Leveraging Various Position Management Forms.
Updating Open Positions
1. Select the OKTA Single-Sign On button and then complete the steps to sign in.
2. Select Position Forecast.
3. Select Manage Positions by Org.
4. Select 2.
5. To calculate an open position - select or update the open default compensation grade by clicking on the drop-down arrow in the Open default Compensation Grade column for a position.
6. Enter or update the default Base Pay Amount, Time Type Status, FTE, Scheduled Weekly Hours, and Earliest Hire Date.
a. NOTE: The open position will be prorated if the Earliest hire date falls in the Forecast year.
7. Select Save.
8. Validate that the forecast amount is reflected in the Total Position Amount column.
9. Right-click a position.
10. Select Position Details.
11. On the right-hand side of the page, go to Position Detail - Allocation. Validate or enter the Allocation.
12. Right-click the appropriate allocation.
13. Select Position Compensation Details.
14. Validate the Position Detail - Allocation Compensation at the bottom middle of the page.
You have now completed the process of Updating Open Positions.
Updating Costing Allocations
1. Select the OKTA Single-Sign On button and then complete the steps to sign in.
2. Select Position Forecast.
3. Select Manage Positions by Org.
4. Select 1 on the left-hand side of the page and then right-click a position.
a. NOTE: Before right-clicking, click on a member in the dimension closest to the grid so that the row is highlighted in blue, then right-click.
5. Select Position Details.
6. Expand the view of the Position Detail – Allocation section by selecting the Maximize icon.
7. Adjust any of the COA segments by using the dropdown icon and (if applicable) add a row to split the allocation.
8. Select Save.
9. Select the X.
a. NOTE: You must include the percent sign when entering the Allocation Percent and Allocation Percents must equal 100.
10. Right-click an Allocation column field.
11. Select Position Compensation Details.
a. NOTE: Ensure the entire row is highlighted by left clicking before right clicking.
12. Expand the view of the Position Detail – Allocated Compensation section by selecting the Maximize icon.
13. Both allocations will display in the Position Detail – Allocated Compensation section.
14. Select X to return to the Position Details screen.
15. Select the X again to return to the previous screen.
You have now completed the process of Updating Costing Allocations.
Creating Position Pools
1. Select the OKTA Single-Sign On button and then complete the steps to sign in.
2. Select Position Forecast.
3. Select Position Comparison.
a. NOTE: This section will review one vertical. The other verticals in this section function the same. Vertical 1 is Postdoc Pools, Vertical 2 is Seasonal Pools, Vertical 3 is Student Pools, Vertical 4 is Temporary Academic Pools, Vertical 5 is Temporary Staff Pools.
4. Enter an Average Monthly Salary, FTEs per month for each quarter, COA allocations, and an Allocation Percent.
5. Select Save.
6. After saving, the YearTotal Total Position Amount will update.
7. Select Postdoc Pools – Multiple Organizations.
8. Enter an Average Monthly Salary, FTEs per month for each quarter, COA allocations, and an Allocation Percentage for any other orgs.
9. Select Save.
10. After saving, the YearTotal Total Position Amount will update for any orgs with added data.
11. Select Review Postdoc Pools.
12. Review all active Postdoc Pools.
a. NOTE: This web form is review only.
13. The user can then select a different pool by selecting verticals 2, 3, 4, or 5.
a. NOTE: Each vertical functions similarly with the same 3 web form tabs (a Single Organization form, a Multiple Organizations form, and a Review form).
You have now completed the process of Creating Position Pools.
Creating Other Pay Pools
1. Select the OKTA Single-Sign On button and then complete the steps to sign in.
2. Select Position Forecast.
3. Select Manage Other Pay Pools.
a. NOTE: This section will review one vertical. The other verticals in this section function the same. Vertical 2 is International Pools, and vertical 3 is CRSP Pools.
4. Enter an Account, a Time Type, a Pool Annual Amount, a Pool Spread Method, a Monthly Pool Amount, COA allocations, and an Allocation Percentage.
5. Select Save.
a. NOTE: If you select monthly or biweekly for the Pool Spread Method, it will auto-populate the pool monthly amounts.
6. After saving, the YearTotal Total Position Amount will be updated.
7. Select Other Pay Pools – Multiple Organizations.
8. Enter an Account, a Time Type, a Pool Annual Amount, a Pool Spread Method, a Monthly Pool Amount, COA allocations, and an Allocation Percentage.
9. Select Save.
10. After saving, the YearTotal Total Position Amount will update for any orgs with added data.
11. Select Review Other Pay Pools.
12. Review all active Postdoc Pools.
a. NOTE: This web form is review only
.
13. The user can then select a different pool by selecting verticals 2 and 3.
a. NOTE: Each vertical functions similarly with the same 3 web form tabs (a Single Organization form, a Multiple Organizations form, and a Review form).
You have now completed the process of Creating Other Pay Pools.
Changing Base Pay
1. Select the OKTA Single-Sign On button and then complete the steps to sign in.
2. Select Position Forecast.
3. Select Manage Positions by Org.
4. Select 1 on the left-hand side of the page and then right-click the position field of a row.
a. NOTE: Before right-clicking, click on a member in the dimension closest to the grid so that the row is highlighted in blue, then right-click.
5. Select Position Details.
6. Right-click the first column in the Position Detail – Base Pay section.
a. NOTE: Click on the salary grade first to select the rows, then right click on the salary grade to bring up the right click menu.
7. Select Update Salary Rate and then select Update Monthly Salary Rate.
8. Enter a Monthly Rate and enter an End Date (if applicable).
9. Select Launch.
10. The Budget Rate will update with the new salary rate.
11. Select Save.
12. Select the X.
You have now completed the process of Changing Base Pay.
Filling and Re-Opening a Position
1. Select the OKTA Single-Sign On button and then complete the steps to sign in.
2. Select Position Forecast.
3. Select Manage Positions by Org.
4. Select 1 on the left-hand side of the page and then right-click a position.
a. NOTES
i. To fill a position, the Position Status must be Open (2nd column).
ii. Before right clicking, click on a member in the dimension closest to the grid so that the row highlights in blue, then right-click.
5. Select Fill Position.
6. Complete all required fields.
7. Select Launch.
a. NOTE: This will not immediately add the position to the Filled Positions form. A process runs overnight to sync the Open and Filled Positions forms.
8. Right-click a position.
9. Select Close/Reopen.
10. Then select Reopen Position.
a. NOTES
i. To open a position, the Staffing Status field must be Filled.
ii. Select the desired position first ensuring the entire row is highlighted blue, then right click.
11. Complete all required fields.
12. Select Launch.
13. The position will now have a Staffing Status of Open.
a. NOTE: This will not immediately add the position to the Open Positions form. A process runs overnight to sync the Open and Filled Positions forms.
You have now completed the process of Filling and Re-Opening a Position.
Promote Employee
1. Select the OKTA Single-Sign On button and then complete the steps to sign in.
2. Select Position Forecast.
3. Select Manage Positions by Org.
a. NOTE: This section will first walkthrough copying the Target Position (the position you wish to promote an employee into).
4. Select 1 on the left side of the page.
5. Right-click on the Position you want to promote an employee into.
a. NOTE: Before right clicking, click on a member in the dimension closest to the grid so that the row highlights in blue, then right click.
6. Select Edit then Copy to save the position for later steps.
a. NOTE: The copied position (Target Position) needs to be an Open Position with a Total Position Amount that has been already budgeted, review this on vertical 2.
7. Right-click on the position the employee currently is filling (Source Position).
8. Select Promote Employee.
a. NOTE: If the popup menu does not display, ensure that you select the field before right-clicking so the entire row highlights blue.
9. Confirm the Source Position is the employee’s current position.
10. Enter or paste the position you want to promote the employee into. This is called the Target Position.
11. Enter the New Salary Rate.
12. Select Launch.
a. NOTE: This will not immediately update Open and Filled Positions forms. A process runs overnight to sync the Open and Filled Positions forms.
13. Find the new position (Target Position) the employee was promoted to and confirm the Employee Name and Chicago ID are now associated with the new position.
14. Find the Source Position and confirm Employee Name and Chicago Position had disappeared or is open.
15. Right-click on the Target Position.
16. Select Position Compensation Details.
17. Validate Position Detail Allocated Compensation.
a. NOTE: See the Change Base Salary section if the salary is incorrect.
You have now completed the process of Promoting an Employee.
Closing and Opening New Positions
1. Select the OKTA Single-Sign On button and then complete the steps to sign in.
2. Select Position Forecast.
3. Select Manage Positions by Org.
4. Select 1 on the left-hand side of the page and then right-click a blank space.
a. NOTE: Before right clicking, click on a member in the dimension closest to the grid so that the row highlights in blue, then right click.
5. Right-click the position.
6. Select the New Position and then select New Position.
7. Complete all required fields.
8. Select Launch.
a. NOTE: Comments are optional.
9. Select the Member Selector icon.
10. Enter the Salary Grade if known.
11. Select the arrows to drill down to the needed salary grade.
12. Select the checkmark next to the Salary Grade.
13. Select OK.
14. Select Launch.
a. NOTE: Comments entered will appear on the last column of the data form.
15. Right-click the position field.
a. NOTE: Before right clicking, click on a member in the dimension closest to the grid so that the row highlights in blue, then right click.
16. Select Close / Reopen and select Close Position.
a. NOTE: The Position Status must be Active to close a position.
17. Select a Start Month.
18. Select Launch.
19. The Position Status will change to Closed.
20. Right-click the position field.
a. NOTE: The Position Status must be Closed to open a position.
21. Select Close / Reopen.
22. Select Reopen Position.
23. Select Launch.
You have now completed the process of Closing and Opening New Positions.
Delete a New Position
1. Select the OKTA Single-Sign On button and then complete the steps to sign in.
2. Select Position Forecast.
3. Select Manage Positions by Org.
4. Select 1 on the left-hand side of the page.
5. Right-click New Position.
6. Select Delete New Position under New Position drop-down.
a. NOTE: Before right clicking, click on a member in the dimension closest to the grid so that the row highlights in blue, then right-click.
7. Confirm the New Position in the run time prompt.
8. Select Launch.
a. NOTE: The position will then disappear from the screen.
You have now completed the process of Deleting a New Position.
Add/Modify/Delete Admin Supplement or Clinical Term Allowance
1. Select the OKTA Single-Sign On button and then complete the steps to sign in.
2. Select Position Forecast.
3. Select Manage Positions by Org.
4. Select 1 on the left side of the page.
5. Right-click on a filled position.
6. Select Position Details.
a. NOTE: Before right clicking, click on a member in the dimension closest to the grid so that the row highlights in blue, then right click.
7. Expand the Position Detail - Base Pay form by selecting the Maximize icon in the top right corner of the form.
8. Right-click the Salary Grade CG_Academic.
a. NOTE: Click on the salary grade first to select the rows, then right-click on the salary grade to bring up the right-click menu.
9. Select Supplement and Allowance.
10. Select Add Allowance or Supplement.
11. Enter data for applicable fields.
12. Select Launch.
13. Confirm that the Supplement appears on the form.
14. Select Allowance and Supplement Allocations.
15. Populate an Allocation and Allocation Percentage for the allowance or supplement.
a. NOTES
i. Fill in the following Allocated dimensions: Organization, Fund, Purpose, Program, Activity, and Site. Ensure Allocation Percent is also populated.
ii. The red cells in the allocation percent column will turn yellow upon new data entry. When successfully saved, the cells will turn white.
16. Select Save.
17. Right-click on the Allocation and select Position Compensation Details.
18. In the Position Detail - Allocated Compensation, validate the Allocation Supplement or Allowance reflects the Allocation Test User entered.
19. Return to Position Details by selecting the X icon.
20. Right-click on the Supplement and Allowance in the Position Details base pay form.
21. Select Supplement and Allowance. Then select Update Allowance or Supplement Rate under Supplement or Allowance.
22. Enter all required data and an End Date if applicable.
23. Select Launch.
24. Confirm that the supplement reflects the new monthly rate under Position Detail - Base Pay.
25. Right-click the Allocation.
26. Select Position Compensation Details.
27. Confirm the Admin Supplement or Allowance is calculated with the new rate.
28. Select the X icon.
29. Right-click on the Supplement or Allowance.
30. Select Supplement and Allowance.
31. Select Delete Allowance or Supplement Rate under Supplement or Allowance.
32. Confirm the Allowance / Supplement.
33. Select Launch.
34. Confirm that the supplement or allowance is deleted from the form under Position Detail - Base Pay – Forecast.
You have now completed the process of Add/Modify/Delete Admin Supplement or Clinical Term Allowance.
Apply Mid-year Increase
1. Select the OKTA Single-Sign On button and then complete the steps to sign in.
2. Select Position Forecast.
3. Select Manage Positions by Org.
4. Select 1.
5. Right-click on a position that has a Merit Assignment.
6. Select Position Details.
a. NOTE: Before right clicking, click on a member in the dimension closest to the grid so that the row highlights in blue, then right click.
7. Expand the Position Detail - Base Pay Form by clicking the Maximize icon in the top right corner of the form.
8. Right-click the first column in the Position Detail – Base Pay section.
9. Select Apply Midyear Increase.
a. NOTE: Select the row prior to right-clicking.
10. Enter in data for all applicable fields.
11. Select Launch.
a. NOTE: The Midyear Increase Percent must be a whole number.
12. Validate that the Position Midyear Increase Percent is now populated.
You have now completed the process of Applying a Mid-year Increase.
Mass Update Position Allocations
1. Select the OKTA Single-Sign On button and then complete the steps to sign in.
2. Select Position Forecast.
3. Select Mass Position Updates.
4. Select 1.
5. Scroll to the right on the form.
6. Identify which segments you would like to update.
a. NOTE: Any Segments where you can update data in the form will have cells highlighted in white. When entering data, the cell will turn to bright yellow. Upon successfully saving, the color of the cell will revert to white.
7. Update desired segment.
a. NOTE: For the purpose of this training, we are showcasing a change to a single segment. As mentioned above, any cell that is highlighted in white can be updated as desired all at once.
8. Select Save.
9. Ensure the changes you made saved successfully.
You have now completed the process of Mass Updating Position Allocations.
Mass Update Scheduled Weekly Hours
1. Select the OKTA Single-Sign On button and then complete the steps to sign in.
2. Select Position Forecast.
3. Select Mass Position Updates.
4. Select 2.
5. Update the hours within the Scheduled Weekly Hours column.
a. NOTE: Ensure you are updating in the row below the column header
6. Select Save on the top right of the page.
7. Right-click on any position that was updated.
a. NOTE: Before right-clicking, click on a member in the dimension closest to the grid to highlight the row in blue, then right-click.
8. Select Position Compensation Details.
a. NOTE: Hourly rate can be found on the Position Detail - Base Pay form.
9. On the Position Detail - Calculated Base Pay form (top left form in the dashboard), confirm the annual salary calculation.
You have now completed the process of Updating Scheduled Weekly Hours.
Position Comparison
1. Select the OKTA Single-Sign On button and then complete the steps to sign in.
2. Select Position Forecast.
3. Select Position Comparison.
4. In the Position dropdown, select a position you modified on the Manage Positions by Org card.
5. Select desired Position in the drop-down menu at the top left of the page.
6. Select the right pointing Arrow on the top right of the page.
7. Right Click within the Position Comparison - Working form.
a. NOTE: Before right clicking, click on a member in the dimension closest to the grid so that the row highlights in blue, then right click.
8. Click on Sync Position with Workday in the pop-up menu.
9. Select OK.
10. Confirm the Position.
11. Select Launch.
12. Select OK in the pop-up menu.
You have now completed the process of Position Comparison.
Navigating Position Review Forms
Reviewing Position Forecast Reports
1. Select the OKTA Single-Sign On button and then complete the steps to sign in.
2. Select Position Forecast.
3. Select Mass Position Updates.
4. Select the 1 vertical.
5. Select Position Costing Allocations Missing Segments.
6. Review the report.
7. Select the cogwheel.
8. Select Download as PDF or Download as Excel.
9. Select Position Costing Allocations – Not 100%.
a. NOTE: This report provides positions with errors. Return to the position’s position details and ensure all segments have a value.
10. Review the report.
11. Select the cogwheel.
12. Select Save as PDF or Save as Excel.
a. NOTE: This report provides positions with errors. Return to the position’s position details and ensure all segments have a value.
You have now completed the process of reviewing Position Forecast Reports.
Reviewing Personnel Reports
1. Select the OKTA Single-Sign On button and then complete the steps to sign in.
2. Select Reports.
3. Expand the Library folder.
4. Expand the Reports folder.
5. Expand the Operating Budget and Forecast Reports.
6. Expand the Workforce Reports.
7. Select the desired Personnel Report.
a. NOTES
i. We will use the Personnel by Account Report for this example. The steps for viewing each personnel report are the same.
ii. Included next to each report in the App is a brief description of the report.
8. Select the POV for any selectable members desired in Report.
a. NOTE: In this report, the selectable POV is the Years, Scenario, and Organization Dimensions.
9. Select a Year.
a. NOTE: To select, click on the checkmark next to desired selection.
10. Select a Scenario.
a. NOTE: To select, click on the checkmark next to desired selection.
11. Select an Organization.
a. NOTE: You can use the search box to find the desired Organization by Alias or Org #.
12. Select the Go icon.
13. Select the Gear icon.
14. Download Report in one of the desired options.
a. NOTE: Reports can be viewed as a PDF, in Excel or in SmartView.
15. Select Close to exit out of the report.
a. NOTE: The Previous Steps can be completed for all Personnel Reports.
You have now completed the process of Reviewing Personnel Reports.
Reviewing Position Roster by Home Organization Report
1. Select the OKTA Single-Sign On button and then complete the steps to sign in.
2. Select Reports.
3. Expand the Library folder.
4. Expand the Reports folder.
5. Expand the Operating Budget and Forecast Reports.
6. Expand the Workforce Reports.
7. Select Desired Position Roster by Home Organization Report.
8. Select the Organization POV and click on Organization.
9. Select an Organization.
a. NOTE: You can use the search box to find the desired Organization by Alias or Org #.
10. Select the Go Button.
11. Select the Gear icon.
12. Download Report in one of the desired options.
a. NOTE: Reports can be viewed as a PDF, in Excel or in SmartView.
13. Select Close to exit out of the report.
a. NOTE: The Previous Steps can be completed for all Personnel Reports.
You have now completed the process of reviewing Position Roster by Home Organization Report.