Defining position plan rules

The position budget manager can use position plan rules to control whether a budget can be exceeded. They can prevent or force an approval process for any action that might result in a budget being exceeded. Budget position rules can:

  • Impose FTE limits on employees.
  • Exclude non-primary work assignments from certain counts
  • Determine at what step of the process a job requisition or job application begins to be counted for the budgets.
  1. Select Position Budget Manager > Position Plans.
  2. Open the position plan to define a position rule.
  3. Click the Rules tab.
  4. Specify this information:
    Organization Unit Branch

    Select the organization unit branch for which this rule is valid. Actions that trigger an enforcement of budget rules are associated with an organization unit. Their organization unit determines which plan rule applies to the action.

    If you leave this field blank, then the plan rule applies to all organization units within the organization. You can also define plan rules for specific organization unit branches that supersede the default (blank organization unit branch) plan rule for budget actions associated with organization units within those branches.

    Do Not Roll Up Counts
    This field appears only if the position plan has a planning level of Organization Unit Branch.

    Typically, if you choose a planning level of Organization Unit Branch, you can plan at the top level and let all the counts for the children organization units roll up to the parent organization unit. However, you may have some organization unit branches where the parent organization unit includes only the counts for that organization unit. For example, the CEO is in the top organization unit, and the counts for that organization unit include only the employees directly assigned to it. In this case, select Do Not Roll Up Counts.

    Employees
    Select the budget control to be applied for employee actions associated with the selected organization unit branch.
    • Select Do Not Compare to exclude budget controls for employee actions.
    • Select Restrict To Budget to prevent employee actions from exceeding the budget. A message describing the budget constraints is displayed to the requester. The requester cannot submit the request unless they can modify the appropriate values to comply with the budget.
    • Select Allow Variance With Approval for employee actions that exceed the budget to be processed subject to approval. The requester can submit the request, but the request is routed to the position budget manager for approval before it is routed to the final approver. If approved by the position budget manager, then the request can be completed.
    Requisitions
    This field is displayed if the Used In Talent Acquisition check box is selected on the Detail tab for the position plan.

    Select the budget control to be applied for requisitions associated with the selected organization unit branch.

    • Select Do Not Compare to exclude budget controls for requisition actions.
    • Select Restrict To Budget to prevent requisition requests from exceeding the budget. A message describing the budget constraints is displayed to the requester. The requester cannot submit the request unless they can modify the appropriate values to comply with the budget.
    • Select Allow Variance With Approval for requisition requests that exceed the budget to be processed subject to approval. The requester can submit the request, but the request is rerouted to the position budget manager for approval before it is routed to the final approver. If approved by the position budget manager, then the request can be completed.
      Note: If you select Restrict To Budget or Allow Variance With Approval, you must select Requisition Is Approved in the Include Counts When field.
    Applicants
    This field is displayed if the Used In Talent Acquisition check box is selected on the Detail tab for the position plan.

    Select the budget control to be applied for job applications that are associated with the selected organization unit branch.

    Note: The Select Allow Variance With Approval option is not available. Because job application actions are not request actions, they cannot be routed to the position budget manager for approval. The
    • Select Do Not Compare to exclude budget controls for job application actions.
    • Select Restrict To Budget to prevent job application actions from exceeding the budget. A message describing the budget constraints is displayed to the requester. The requester cannot complete the action unless they can modify the appropriate values to comply with the budget.
      Note: If you select Restrict To Budget in this field and Do Not Compare in the Requisitions field, you must select the job application status for the counts to be included in the Include Counts When field.
    Compare To Budget
    Select the budget count fields to be compared with remaining budgets when budget control actions are performed. For example, if you select FTE, the Hire Resource action compares the FTE on the request action with the remaining budgeted FTE. The action evaluates whether adding the resource causes the remaining budgeted FTE to be exceeded.

    You can select any or all of the budget counts. If you have budget controls, then you must select at least one.

    Employee FTE Limits
    You can enforce FTE limits for employees. For example, no less than 0.25 FTE and no more than 1.00 FTE in any given position. You can set up no employee to have more than 1.25 FTE when all the employee's work assignments are added.

    These limits are independent of budget controls. They are enforced for all actions in the system that may affect an employee's FTE, not only actions that are subjected to budget controls. If a requester specifies an FTE that is not compatible with the limits, then the requester must change the FTE to proceed with the request.

    Include Only Primary Work Assignments In Counts
    If your employees have multiple assignments, to include only their primary work assignments in counts, select the counts for that option. For example, you can prevent an employee from being counted multiple times in the headcount numbers.
    Include In Counts When
    This field is displayed if the Used In Talent Acquisition check box is selected on the Detail tab for the position plan.

    Select the starting point in the Talent Acquisition requisition or job application cycle from which requisitions and job applications are included in the budget counts.

    If you select budget control for requisitions, then you must select Requisition Is Approved in this field as the starting point. If you do not select budget control for requisitions but you select it for applicants, then you can select any of the other options as the starting point. This is the point from which the job applications are included in the budget counts.