Position Management

Initial Introduction - 2026 - updated 3/26/2026

Agenda

• Position Management Overview
• A new position request workflow
• Changes in Supporting Processes
• Introducing Kuali
• The Role of the Requestor
• The Role of the Approver
• Available Resources – Next Steps

What is position management?

• Methodical and detailed tracking and review of each position
• Strengthens financial stewardship in labor expenditures
• Assists in aligning institutional resources with institutional strategic goals
• Over time, position management tracking will tell a story of the evolvement of positions within the university
• Provides a common, institutional wide workflow for position related transactions and requests
• Resulting in efficiency and clarity

Effective Dates �for the new workflows

Which positions are included in the January 1 implementation of Position Management?

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All positions requests that are

50% or more General Funded & Auxiliary Funded

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What transactions are included in the January 1 implementation of Position Management?

Soft-Funded and Union positions

• All areas will use the new request workflow to submit a covered transaction, but will use the form designated for Union of Soft Funded positions.

HOWEVER,

• Fully soft-funded positions,
• General funded positions <50%
• Auxiliary funded <50 %
• all Union positions - regardless of funding

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will use the “Union or Soft Funded” Kuali form.

The Gold Form or EPAFs still exist …. for now

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There are still limited requests where these would be used.

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Where it makes sense, we are working feverishly to fully integrate those into Kuali as well.

Stay tuned!

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Reminder: If the request is available in Kuali,

use Kuali!

Steps of the new WorkFlow

Process Overview - General & Auxiliary Fund (>50%)

Prep Work:

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• Contact HR to finalize position details

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• Gather data as needed

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• Discuss with your approver chain

Process Overview - Soft funded (>50%) and Union

Prep Work:

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• Contact HR to finalize position details

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• Gather data as needed

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• Discuss with your approver chain

What happens in each step?

• Human Resources:
• Establishing the request within Human Resources
• Verifying the position is eligible for the Action requested
• Compensation and Title review; finalize job description
• Vice President / Dean / Provost
• Intentionally placed in the workflow to review the final versions of materials
• Review and endorse or deny the final request using their division / department /college parameters
• Budget Office
• Are permanent funds available? Financial Impact.
• CFO
• Approval
• President
• Final Approval

Where is the SPA approval step?

SPA review and approval is part of the Kuali workflow, and is based on the funding source for the position.

Position Management allows for other changes!!

Important Changes to Note …

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Separation Acknowledgement: Permanent Employees

• HR will acknowledge the separation via letter to employee and supervisor
• HR will complete the termination (from MTU) EPAF (Permanent Employees)
• Resignation letters must be sent to HR upon Supervisor receipt�

*Departments are still responsible for submitting termination EPAFs for Casual/Temporary Employees if separation occurs prior to the original end date.

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Definition of VACANT:

• A position is considered vacant when:
• The separation has been formally acknowledged by HR to the employee
• The day after the last day on payroll for the exiting employee

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The request to fill this position can now be initiated/the FTE is vacant.

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NEW

More Important Changes to Note …

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• The Blue Form (Position Authorization) is officially RETIRED!
• Do not complete a blue form or gold form if you are using this workflow.
• If a transaction comes through on a blue or gold form, and should be through Position Management, HR will return it with instructions for redirection.
• Do not complete a ticket for this process

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• The Posting Worksheet has been updated. Please disregard all old versions.
• More position facts are being gathered (some new - some were just missing previously)
• Some fields from the blue form came to this worksheet (some to posn mgt document)
• Separate training session will be offered on all the worksheet updates
• * WATCH FOR DATES*

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Introducing … KUALI

An Electronic Workflow product

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Newly acquired to assist in facilitating approvals electronically

Log in

Link is available on the HR website

Yikes, my page is blank! Not for long …

• Click on the Human Resources space

Your Landing Page

• Click into the app

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• “Soon” this workspace will house all the HR forms.

Your requests …

Only the requests you generate will be listed here.

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Customize your landing page …

• Adjust Columns showing

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• Save your favorite column collection as a private view for you to always see when you log in

Save your view as private. Public is public.

Customize your landing page …

• Adjust Filters
• Filters help manage a large list of submissions

Document Navigation

A request = a document

Page Navigation

Page Navigation

• Discard
• Discard drafts you don’t want
• Save
• Come back later to finish
• Will show on your landing page
• Make changes until you are ready to submit
• Submit
• Only submit when you have fully completed the form
• Anything requested that is missing will prevent you from submitting
• Once you submit, the document is locked

Page Navigation

• After submission .. .
• Return to your request to check the status

Page Navigation

• Workflow Status Check post submission

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Disclaimer: This view shows system administrative functions requesters will not have.

Page Navigation

Seeing attachments

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• Click on the document

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• This will download into your downloads as a PDF

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Getting Started

What’s needed to get started?

• Posting Worksheet *NEW*
• Posting Waiver (if applicable)
• Who is going to initiate the request
• Position Management Document (Kuali link)

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Role of the Requestor:�Who should initiate the request?

• Anyone within the MTU community can initiate a request.
• The request is connected via SSO to whoever is signed in.
• The requestor should “keep tabs” on the status of the request and communicate to stakeholders as needed.

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• Only the requester and approvers can see the request and its status.

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It is recommended that Supervisors and Hiring Managers create their own requests; however it’s not required.

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Plan, Gather, Proceed

Chart is available on HR Website

Where can I find this information?

Banner Timekeepers, access the following Webfocus reports:

• HRREPT002F- Position Management
• HYOPAYG002B- Department Roster Report
• HREMPL086-Pay Rate Expiration Dates
• HREMPL084A- Leave Balance Report
• HYOPAYE001- Monthly Labor Charges for each Department

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Other position information is determined in the job description creation phase, working with HR.

Creating a request

Start on your landing page…

Create a New Document

Click “New” in Upper Right Corner on your landing page

• Your new request will open

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Select your Request type

from the dropdown menu

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Required Fields

• All fields are required (*)
• Fields change depending on request type
• A field may require additional information and will expand if you select “yes”.

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Remember to save and come back if you can’t finish in one session

Select your request type wisely!! If you change your request type after you started populating, you will lose the data you entered.

Notable Fields

• Overlap of people in a position – request it on the form
• Or the anticipated start date must be after the position is vacant

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• Salary:
• Department Supplied:
• Incumbent’s salary – salary the incumbent was making when they left the position
• Anticipated Salary – what the Hiring Manager expects to actually pay (often what is budgeted)
• Min Posted Salary – the minimum the position will be paid as listed in the job posting

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• Human Resources (or Provost Office for Faculty) Supplied:
• Negotiating Salary Range – Provided by Human Resources or Provost Office (faculty); offers of employment exceeding this max number will need additional approvals
• HR suggested Salary – based on CUPA and other compensation data (non faculty)

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• Any differences between these numbers needs to be addressed in the request.

Narrative Responses

2 questions to answer:

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• Justification of Need

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• Other Staffing Options Considered

Upload

• Upload the completed posting worksheet
• No need to email it to HR
• Upload the completed Waiver form, if applicable
• And a 3^rd optional upload spot for departmental specific things

Submit

• Review
• Submit

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Once submitted, you cannot edit.

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DONE!

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Check Status

• The requester can return to check the status

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Timelines? TBD

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Next time …

• In the future, if you need to resubmit a very similar request…

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DUPLICATE

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Next time …

• Click the three dots on the document you want to duplicate.

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• Duplicate will bring over your entire submission - even attachments … So check it over carefully.

Your

Your new draft will be in your drafts.

The Final Answer is …

Final Decision

• The Requestor and Human Resources will receive an email notification when the President makes his final decision.

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• This email will contain a link and the document number associated with your request.

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Next Steps:

• If approved:
• Human Resources will reconnect with the Hiring Manager to begin moving the posting or action forward.

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• If denied:
• See the workflow for reasons.
• HR will close the transaction after connecting with the department.

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If actions are batched-decided by the final approver

(i.e. many received at the same time),

Human Resources will prioritize them

in the order they were originally submitted to HR.

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Be sure to review

all the notes left by approvers or HR

for any adjustments

and comments

that were made.

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Approver Role

Specific notes for those in approver roles

When it’s your turn

When there is a request for your consideration, you will get an email.

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Click “View Task”

Reminder emails are sent daily

until your step

is complete

Review �the full request

• Add notes
• If you seek more information off-line, include resulting information in your notes for next level approvers
• Save to come back later as needed
• Mark “Complete” when you are ready to adjudicate

Decision Time

• Ensure your comment reflects your decision and reasoning

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• Approve, Deny or Send Back

Have your notes completed before finalizing

Approver Action List

Approve Action List: shows all outstanding items needing your review

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• Click on the row to be taken to the document to review.
• Once you complete your review and finalize with your decision, the item will be removed from your action list.

Seeing what you approved

Approvers can see all the documents they have approved.

Listed in your Documents tab.

Resources

HR Website

• The Kuali Link
• This Powerpoint
• Data Chart - Fields needed for each type of Request
• The Updated Posting Worksheet
• Position Management FAQ �(will be updated routinely)

Spring Sessions

Questions?

All questions will be added to the FAQ …

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