How to Create a Vacant Position in Form 1.2 or Form 2.2


Overview


Critical Concepts


Steps to Take


Create Vacant Position (New) 

1. From the Oracle Planning and Budgeting Tool home page, click on Tasks 


2. Select Task List 1 Review and Manage Staff Planning, expand the triangle to display Task 1.2 Manage Existing Staff Positions, click to load the form

 

3. In Form 1.2 Manage Existing Staff Positions, update Years to the budget planning year to display your roster, e.g. FY22 or FY23, and update EFinUnit to the Financial Unit you want to view

 

4. Once the Year and EFinUnit have been updated and highlighted in yellow, click the Arrow icon, to save and continue, otherwise your selections will not be saved 

 

5. Right-click on any cell within the form and from the Action menu that appears, select Create Vacant Position

 

6. WFP-CreateVacancy dialog box will display with the Financial Unit already prepopulated, update the information below:

a. Update the Source Project, Fund and Function 

b. Enter a Start Date, generally the first day of the budget planning year i.e. July 1st 

c. Select either a Vacant Recurring or One-Time Position tag

d. In Select Job Code drop down menu, select the applicable Job Code

e. Click Launch

 

7. You will return to Form 1.2, a confirmation dialog box displays indicating the Create Vacancy function was successful, click OK to close the message

 

8. At the bottom of the roster, locate and verify that the Vacant Position line has been added

 

9. Verify that all required information is complete for the Vacant Position line such as Start Date, Compensation Rate, Actual Pay Distribution %, Employee Class, Compensation Frequency and Position Budget Type

10. Click Save, a confirmation dialog box displays, click OK to continue

 


Create Vacancy on Existing Position

1. Locate the Distribution line for the individual that will be vacating their position, right click, on Action menu, select Create Vacancy on Existing Position

 

2. WFP-CreateExistingVacancy dialog box will display populated with information for that individual

3. Enter both a Start Date and an End Date for the Vacancy on Existing Position that are within the budget planning year, generally, the Start Date may be one day after the End Date i.e. Start Date = 2/1/2023 and End Date = 1/31/2023

4. Click Launch


5. You will return to Form 1.2 a confirmation message displays indicating the Create Existing Vacancy function was successful, click OK to close the message  

 

6. Locate the Distribution line for the individual that will be vacating their position. The End Date column populates with the selected End Date

7. The Vacancy (Existing) line below their name displays the Start Date for the vacancy 

 

8. Verify that all required information is complete for the Vacancy (Existing) line such as Start Date, Compensation Rate, Actual Pay Distribution %, Employee Class, Compensation Frequency and Position Budget Type

9. Click Save and a confirmation dialog box displays, click OK to close message

If you still have questions or need additional assistance, please submit a ticket