Loan/Borrow a Position

Advantage HRM supports the automatic creation and submission of transactions to support the inter/intra-departmental loaning of positions. Loaning of a position involves the processing of two Position Status Maintenance (PSMT) transactions; the first one to loan the existing position (loaning PSMT) and second to establish the new borrowed position (borrowing PSMT). In this process once the position is loaned, it is frozen for any usage until the position is returned from loan.

The Loan/Borrow scalar in the Position Status Maintenance transaction  tracks the mid-year changes to existing positions.

Upon the submission of a loaning PSMT with a loaning action and other details required for creating a borrowed position, the system automatically creates and processes the remaining transactions (PSMT, Position Authorization Maintenance (PAMT), and Employee Status Maintenance (ESMT)) needed to establish and authorize the new borrowed position.

This process also moves the associated employees. This automation is addressed by utilizing the existing Position Mass Change (PMAS) functionality.

The processing order for the auto-generated transactions are as follows:

  1. PSMT establishing the borrowed position

  2. PAMT authorizing the borrowed position

  3. ESMT(s) to associate an employee with the borrowed position

The loaning position freezes/deactivates when on loan. Similarly, when a borrowed position is returned  it moves to Closed Status and the original loaning position is reactivated.

Field Information and Loaning ProcessField Information and Loaning Process

  • Loan/Borrow Movement: The Loan/Borrow Movement field contains four values: Loan To, Borrow From, Return to, N/A or Blank.

  • This field defaults to Loan To when the Position Action used on PSMT header is configured as Loan on the Loan/Borrow section on the Position Action (POACT) reference page. When the Loan/Borrow Movement field is set to Loan To, the  PSMT is processed as a Loaning PSMT.

  • This field defaults to Borrow From when the Position Action used on the PSMT header is configured as Borrow in the Loan/Borrow section of POACT. When the Loan/Borrow Movement field is set to Borrow From, the PSMT is processed as a Borrowing PSMT.

  • This field defaults to Return To when the Position Action used on PSMT header is configured as Return Borrow on the Loan/Borrow section on POACT. 

  • If the position being processed is a new position (does not exist on the Position History table), the Loan/Borrow Movement field defaults to blank. When the Loan/Borrow Movement field is blank, the PSMT is processed as a regular PSMT, meaning the loan/borrow functionality is not invoked.

  • When the Position Action entered on the PSMT header is configured as anything else other than Loan or Borrow, then the Loan/Borrow Movement field is defaulted depending on the position being processed.

  • If the position being processed is an existing position on the Position History table, then the Loan/Borrow Movement field is defaulted based on the related Consistency Edit on the Position Edit Rules (POEDT) reference page for the Position Action/Reason entered in the header of the PSMT. If the Consistency Edit is Same, the Loan/Borrow Movement field defaults to the Loan/Borrow Movement value on the related Position History record. If the Consistency Edit is Change or Baseline, the Loan/Borrow Movement value defaults to N/A.

  • Loan/Borrow Department: This is an editable field, and the user can enter any valid Department. During a Loaning action, when the Loan/Borrow Movement field is Loan To and the Loan/Borrow Department field is left blank, the Loan/Borrow Department defaults to the Home Department of Loaning Position. This means that this is an Intra- Departmental Loaning and the Borrowed Position will be created within the same department. In case of Inter-departmental transfers, users can provide the Loan/Borrow Department to which the position will be loaned. However, a valid combination of the loaning and borrowing department should exist on the Department Loan/Borrow (DPLB) reference page for this loaning process to be successful.
    When the Loan/Borrow Movement field is set to Borrow From, the Loan/Borrow Department is automatically populated with the Department code of the original Loaning Position that was used to create this borrowed position. When the Loan/Borrow Movement field is N/A, the Loan/Borrow Department should be blank.

  • Loan/Borrow Unit: The Loan/Borrow Unit field defines the Unit used on the Borrowing PSMT generated during the automated position loan process and is the Unit to which the Position will be loaned to.
    This field is required when the Loan/Borrow Movement field is Loan To.
    On a PSMT were Loan/Borrow Movement is Borrow From, this field is populated with the Unit of the original Loaning position used to create the borrowed position.
    On a PSMT where Loan/Borrow Movement is N/A or Null, the Loan/Borrow Unit must be blank.

  • Loan/Borrow Reference Position Number: The Loan/Borrow Reference Position Number field is used on the loaning PSMT (Loan/Borrow Movement = Loan To) to generate the Position ID for the Borrowed PSMT. This can be a manually entered position number or can established using a Configurable Formula (BOFRMLA) to automatically generate in a pattern. This Position ID will be verified against the Position History table to make sure the Position ID does not already exist for the related Loan/Borrow Department and Unit. This field is automatically updated to the original Loaning Position Number on the Borrowing Position (Loan/Borrow Movement = Borrow From). For Positions where Loan/Borrow Movement = N/A this field should be blank.

  • Loan/Borrow Reference Position Number Description: This field on the loaning PSMT identifies the description for the position generated for the borrowed PSMT. This can be manually entered position description or can be set up via using a BOFRMLA. Description can tie to Title or Sub-Title descriptions associated with the positions. This field will be automatically updated to the original Loaning Position Number Description on the Borrowing Position (Loan/Borrow Movement = Borrow From).

  • Loan/Borrow Position Status: The Loan/Borrow Position Status field is required on Loaning PSMT transactions to identify the Position Status to be used on the Borrowed PSMT transaction generated. For loaning a position, the Position Status should be set to Borrow that is used for the borrowed position that gets created. When returning a borrowed position, this field is not needed as it is inferred  from the Position Action (POACT) set up. This field must be blank on the PSMT transactions that have Loan/Borrow Movement as Borrow from or N/A.

  • Loan/Borrow Position Action: While processing a loaning PSMT (Loan/Borrow Movement = Loan To), the Loan/Borrow Position Action field identifies the Position Action to be used on the borrowing PSMT transaction generated. For loaning a position, the Position Action should be established with a Borrow action on POACT. When the borrowed position is created it will be with a Borrow Position Action. When returning a borrowed position this field is not needed as it is inferred from the Position Action.
    This field must be blank for PSMT transactions for which  the Loan/Borrow Movement field is Borrow From or N/A or Null or Return To.

  • Loan/Borrow Position Action Reason: The Loan/Borrow Position Action Reason field is optional on loaning PSMT transactions (Loan/Borrow Movement = Loan To). The field identifies the Position Action Reason used on the Borrowing PSMT transaction generated. When returning a Borrowed position this field is from POACT set up. Personnel Action  is mandatory for successful submission of ESMT created. This field must be blank for the PSMT transactions whose Loan/Borrow Movement field is Borrow From or N/A or Null or Return To.

  • Loan/Borrow Personnel Action: The Loan/Borrow Personnel Action field is required on a Loaning PSMT transaction. This field is used to identify the Personnel Action to be used on the generated ESMT transactions for the Borrowed Position. Personnel Actions such as Transfer can be used for Loaning purpose. This field is not required when returning a borrowed position, it is being used from the current time slice of the ESMT. This field must be blank for the PSMT transactions for which the Loan/Borrow Movement field is Borrow From or N/A or Null or Return To.

  • Loan/Borrow Personnel Action Reason: The Loan/Borrow Personnel Action Reason field is optional on a Loaning PSMT transaction. This field is used to identify the Personnel Action Reason used on the borrowing PSMT transaction generated. This field is not required when returning a borrowed position, it is being used from the current time slice of the ESMT. This field must be blank for the PSMT transactions for which the Loan/Borrow Movement field is Borrow From or N/A or Null or Return To.

  • Active Loan: This is a protected field that identifies the position as currently loaned or not loaned. If the field is selected, the position is currently loaned and therefore cannot be loaned again until it is returned. This flag is not checked for any Borrowed Positions generated. When any Borrowed position is returned to the original position and successful submission is done the Active Loan flag is reset to false for the original position.

  • Loan/Borrow Comment: The Loan/Borrow Comment field is used to enter comments and is only allowed to be entered on a PSMT for which the Loan/Borrow Movement field is Loan To.

The following are some key points for the Loan Borrow functionality:

  • The following additional set ups are required for using this functionality

  • Position Action (POACT) - There should be actions set for using the Loan Borrow process. Refer to the “Position Action (POACT)” topic for more information.

  • Position Status (PSTS) - There should be a Position Status set up with Loan/Borrow Closed Position flag set as true. Refer to the “Position Status (PSTS)” topic for information.

  • The process always starts with the Loaning action.

  • The new borrowed position is a clone of the loaned position. The only difference can be around Position Number, Position Number Description, Department, Unit, Budgeted Flag, Budgeted FTE, Ordinance, Position Status, Position Action, Position Action Reason.

  • The Position Number for the new borrowed position must always be different than the Position Number of the position being loaned.

  • An additional edit is performed to ensure the new Loan/Borrow Reference Position Number does not already exist on the Position History table for the effective date range of the borrowed position. If the position number exists, an error is issued stating “Position number for borrowed position already exists.”.

  • Even if the loaning position is a Budgeted Position (Budgeted Position flag is set to true), the borrowing position will not have Budgeted Position flag checked, as it is not a budgeted position.

  • The Ordinance and Budgeted FTE counts on the Position Authorization Maintenance (PAMT) transaction for the borrowed position are always zero regardless of their value on the loaned position. The Ordinance and Budgeted FTE counts on original position are retained after Loaning.

  • When a loaned position is authorized for overfill at the time of the loan the new borrowed position is established as authorized for overfill as well.

  • The effective date of the loan must be less than or equal to the date on which the loaning PSMT is processed. Therefore, when the transaction is processed, and the From date is greater than the system date, an error is issued stating “Position loan cannot be future dated”.

  • The effective date of the loan cannot begin in a fiscal year other than the current fiscal year. An edit is added to the PSMT processor to compare the fiscal year of the From date of the loaning PSMT to the fiscal year of the system date (today’s date), and if different an error is issued stating “Borrowed Position cannot start in a different fiscal year”.

  • If one or more employees are assigned to the position being loaned during the effective date range of the borrowed position, an informational message is issued stating “Active and future employees will be loaned.” This message is issued on the validate action to allow the user to consider moving the employees to another vacant position before finalizing the loan.

  • If the Loan/Borrow Department is left blank when processing a loaning PSMT, the Loan/Borrow Department automatically defaults to the Home Department from the PSMT header, and the action is considered an intra- departmental loan/ borrow.

  • In case of Inter-departmental transfers, users can provide the Loan/Borrow Department to which the position is loaned. However, a valid combination of the loaning and borrowing department should exist on the Department Loan/Borrow (DPLB) reference page for this loaning process to be successful.