1.2. Update Position Data

 

Atlas Role:       Position Administrator

Responsible:   Portfolio Associates at UNV Headquarters

Description:     The Update Position Data process is to reflect changes to the initial position data.

Depending on the type of change, the following reasons are valid:

Position Data Update (UPD):  to track changes made on non-funding related data values; such as Department, Location, Company, Host Institution or change of agency reference (for non-Atlas agencies).

Position Funding Change (PFC): to reflect changes in the Position Type (funding source) and Position Distribution (Chart of Accounts – CoAs).

 

!

A new position must be created and the UN Volunteer must be transferred/reassigned if any of the following changes happens:  salary administration plan, job description, job title, business unit, job code, company.  Position Data should only be updated by Portfolio Associates at UNV HQ. Please contact your Portfolio Associates for updates accordingly.

 

Step

Activity

Notes

1.

Navigation:  Organizational Development > Position Management > Maintain Positions/Budgets > Add/Update Position Info

 

 

 

 

2.

Under Find an Existing Value tab:

a.    Enter Position Number and

b.    Click the Search button

 

 

 

 

3.

Under the Description tab:

a.      Click the Plus sign to add a new row.

A new page with the same information of the last page will be created as page number ‘1’

 

b.      Enter Effective Date of the change

 

c.      Accept default value for Status Date

Effective date should be the date of position change. 

Effective date and Status date should always be the same.

 

d.      Enter Reason. 

  • PFC – Position Funding Change
  • UPD – Position Data Update

Two reasons cannot be entered on the same date.

 

 

e.      Verify/Modify the information in the following fields:

  • Department
  • Location

IMPORTANT: Please ensure that the correct location is entered as it will be used to trigger elements such as the Post Adjustment Multiplier, Home Visit, and Well-being differential.

 

In the event the location on the position is updated after the hire date, please inform UNV helpdesk so that the corresponding job data is updated.

 

Please ask for the Job Data to be refreshed in order to pick up the new location.

 

 

 

4.

Under UN Position Data tab:

  1. Verify/Modify the information in the following fields:
  • UNV Position Type,
  • Agency Reference, Agency Acct No/Proj Code, ULO
  • Host Institution

 

 

 

 

 

 

5.

Click Save button.

 

 

 

 

6.

In case of:

 

  • UPD – Non-financial data change (except in case of agency references changes):    Once the update has been done, request the Assistant/Focal Point to proceed with Update Job Data

     
  • PFC – Position Funding Change:  Click the Position Distribution Entry link and proceed to Change Position Distribution

 

 

 

 

Section 1.6

Please note that if the change of position COA is retroactive then please follow the advice in the section 1.6.