POSITION CONTROL APPLICATION

Position Control is a stand-alone application that enables users to extract data from both PS Human Resources and PS Financials, based on a set of user-defined criteria, into an Excel workbook.  Once the data is in Excel, all of Excel’s functionality is available to customize and/or manipulate the data to meet individual needs.

For assistance, please contact Millie Britt in the Budget Office at extension 515-6458 or email: millie_britt@ncsu.edu .

• Access

• Navigation Features

• Report Selection

Access

You may access the application in the following ways:

• From the Novell Application Launcher (NAL), use the "Position Control Rpt Workbook" icon located in the ETSS Applications > Tools folder
  
  
• From the Administrative Portal on the Finance tab, use "Position Control" found under Monitoring Tools & Reports
  
  
• From the Administrative Portal on the HR tab, use "Position Control Application" found under NCSU Reports > Commitment Accounting Reports
  
  
• From the Wolfpack Reporting System (WRS), use "Position Control" found under Links. If you do not see "Position Control" listed under Links, go to My Preferences for WRS to choose it as a Link.
  

Your Position Control User Id is your Unity Id.

• If you have access to PS HR, you should have access to Position Control.
  
  
• Click on the Position Control Rpt Workbook icon.
  • You will be asked if you want to enable macros. Choose "enable macros".
    
    
• Your user name is your PeopleSoft user name.  Key in your user name and password.
  • You will receive a message indicating  “Login Successful”.
    

What data do I have access to in the system?

• Users are authenticated via Perl Script based on individual PeopleSoft HR access.  Ex.  If you are in the College of Engineering you will only have access to DEPTIDs and/or ORGs beginning with 14xxxx

Navigation Features

• Double-click in cell B-1 of any worksheet “pops-up” a navigation menu.

• Excel must not be running prior to starting this application.

• Cell A1 contains a comment with the Extract Parameters you last selected.

• Double-clicking on certain data cells (column heading highlighted in light green) allows “Drill Down” – extract additional detail from the system.  The column headings also have a comment indicating, “where the drilldown will take you.”

Report Selection

• Select the report that you wish to run from the “pull-down” menu.  The following reports are available:

• Position Control Summary Extract

• Lapsed Salary Summary Extract

• Position Control Summary Extract / Future Year

• Position Control FIN Position Control Detail Extract

• Position Control HR Position Control Detail Extract

• Position Control FIN Budget Detail Extract

• Position Control HR Assignment Detail Extract

• Vacant Positions Extract

• List Abolished Positions Extract

• List New Positions Extract

• EPA Tenure / Rank / Appointment Dates Extract

• Click GO.

• The application will open Excel and begin retrieving and formatting data.  You will see several messages indicating that data is being retrieved.  Note:  Excel may not be already running on your PC when you open the Position Control application.

• You will be asked to provide selection criteria for your report.

• Example:  Position Control Summary Extract selection criteria:

• Select Field to Subset Data: (May enter up to 6 digits)

• DEPTID (Home OUC) – who “owns” the position or person.

• ORG (OUC) – relates to funding source  or project.

• PROJECT_ID 

• Enter Value for Selection Criteria #1.

• If entering DEPTID or ORG you may enter 2, 4 or 6 digits.

• Enter As Of Date: Ex 1/31/2004

• Select Account (Object)

• 511x (EPA Regular)

• 512x (SPA Regular)

• 513x (EPA Academic)

• Select Fund

• 16030 Academic Affairs

• 16031 NC Agri Research

• 16032 NC Agri Extension

• 91000 Overhead (26030)

• 91000 Trust Funds

• Click OK.

• Position Control Summary Report, what is included in the following columns:

• FIN PosCtl FTE & Amt – Consist of continuing budget entry amounts plus any one-time budget revisions designated to be included in the continuing budget.

• FIN Budget FTE & Amt – Contain all current year budget entries.

• On the Position Control Summary Report ran by ORG or Project, how are Reserves calculated?

• FIN PosCtl FTE – HR Posn FTE = Reserve FTE

• FIN PosCtl Amt – HR Posn Amt  = Reserve Amt

• When running the Position Control Summary Report Reserves will only be calculated when either ORG or Project is specified as the selection criteria.  Reserves are not calculated when selecting DEPTID.
  

Position Control Tips

• Your Position Control User Id is your PeopleSoft User Id.

• In the selection criteria DEPTID refers to the “owner” of the employee or position.  ORG refers to the funding source.

• The Position Control Application contains Budget Data and Assignment Data only.

• You will not be able to “Drill” to a specific position # or employee ID from financial columns.  This detail is not stored in PS Financials.  However, it is stored in PS HR and can be accessed by “drilling” on HR columns.

• Each time the application is opened, any data accessed previously will be lost.  Therefore, if you would like to SAVE your data for later use and/or formatting, you MUST save to a different workbook.