The Position Wizard steps you through creating a planning record. There are two different ways to navigate to the Position Wizard in Beacon HR. The first way is to click the plus sign icon on the Front Position List.

The second option is to click the dropdown on the Positions tab and select Planning Record.


Step 1. Identify Who Will Fill the Position

In Step 1, the user will identify who will be filling the position. Choose whether the position will be filled by a person who is new to your institute, an existing employee at your institute, or if the position is unfilled. 



Step 2. Employee Information

Next, you will fill in information about the person filling the position. The information in Step 2 will differ depending on the option you selected in Step 1.


If the person is new to your institute, you will enter his/her name and NED ID.

If the employee already exists at your institute, you can locate him/her by their Last Name or NED ID. Simply enter in the name or NED ID and select Search.

 

If the position is unfilled, select whether it is a Vacant or Recruit position.


Step 3. Vice Information

In Step 3, identify whether this position is being viced from from an existing position in Beacon HR. If this position is not being viced, click Next to continue to Step 4.

If this position is being viced from another employee’s existing position, select the Vice checkbox. Then, enter in either the Last Name or NED ID of the position that’s being viced and click Search.

Step 4. Position Information

In Step 4, you will enter information about the position. Check out the tags in the screenshot below for more information about entering the position information:

  1. First, select a merge source from the dropdown. Selecting the correct merge source is an important part of ensuring the planning record you entered merges with data from the Official Source.

    Select HRDB if the position is for an FTE.
    Select FPS if the position is for a Fellow.
    Select NED if the position is a Contractor, Guest, or Volunteer.

  2. Then, select a Position Title from the dropdown.

  3. Select whether the position is an FTE (Full-Time Equivalent) or Non-FTE position. Positions that are sourced from FPS or are exclusively in NED will be Non-FTE positions.

  4. Select a position type from the dropdown.  This correlates to the pay plan. If the planning record is a FTE position, the default selection is GS – General Schedule. If needed, you may change this selection. If the planning record is a Non-FTE position, select a Position type.  Users have the following selection options:

    NT – Fellow
    NT – Contractor
    NT – Guest
    NT – Volunteer
    NT –Acting

  5. Select to which Organization the position is assigned.

  6. Enter a Start Date for the position. Click in the Start Date textbox and select a date from the calendar.

  7. If the planning record is a GS position, you may type in the Grade, Step, and Salary, or select the planned Grade and Step using the salary wizard.
  8. Designate a Slot number. (Note: This is not a required field.)

  9. Enter in the CAN information.

  10. Click Finish.

After clicking finish, you will see the Position Details for the planning record that you created.


Setting a Reminder

As part of the process of creating a planning record, we recommend that users create a reminder. A reminder is an individual check you can set on a record to ensure you are staying on top of action items and keeping your data fresh. 


To set a reminder, click the red flag icon from the position.


Then, select the plus sign icon on the right of the pop-up.


You can enter in the Reminder text and choose a start date for when you want to be reminded. You can also select how often you want to be reminded and whether you want to receive this reminder by email.