Position Authorization Maintenance (PAMT)

Use this tab to enter the Fiscal Year and Department for the position. The Unit and Position Group may also be entered.

The Position Authorization Maintenance captures the following:

• General Information is captured such as the Position Number. The Overfill Authorization can also be entered to indicate Both Incumbents & FTEs, FTEs Only, Incumbents Only, or Not Allowed. Enter the Authorized Budget, Reallocated Budget, Unit Definition, Authorized Units, Reallocated Units fields to assign a set amount of budget and units for a position in a given fiscal year.

• FTE and Incumbent information is captured.

• When the ALLOW UPDATES TO PAMT parameter on Site Specific Parameters (SPAR) is set to Yes, enter a value for the number of employees who currently occupy the position in the Filled Incumbents field, the number of positions that are reserved for recruitment purposes in the Pending Incumbents field, the amount of full-time equivalents that currently fill the position in the Filled FTEs field, and the number of full time equivalents that are reserved for recruitment purposes in the Pending FTEs field .

• The Authorized Incumbents field displays the maximum number of employees who can occupy the position at a given point in time. The Vacant Incumbents field displays the number of authorized incumbent positions that are vacant. The Future Triggers field displays the number of future triggers for the position. When future activity occurs, the position editor automatically creates position triggers and updates this value. The Authorized FTEs field displays the authorized full-time equivalent amount. The number must be positive and can have up to four decimal places. For example, 3.7525 or 1.0000. The Vacant FTEs field displays the number of authorized full time equivalents that are vacant.

• The Authorized Incumbent Change(s), Authorized FTE Change(s), Budgeted FTE Change(s), and Ordinance Change(s) fields are tertiary fields that need to be enabled via designer. There can be changes to the Authorized Incumbents, Authorized FTE, Budgeted FTEs and Ordinance fields for each position in budgeting systems and this information can be entered into HRM manually or via interfaces.

  When the Site Specific Parameter (SPAR) POSN AUTH CHANGES ONLY is set to No (N), user entry is allowed in the Authorized Incumbents, Authorized FTE, Budgeted FTEs and Ordinances fields. The change(s) fields, Authorized Incumbent Change(s), Authorized FTE Change(s), Budgeted FTE Change(s), and Ordinance Change(s) are disabled when the PAMT transaction is created or modified.

  When the SPAR POSN AUTH CHANGES ONLY parameter is set to Yes (Y), entry is allowed in the Authorized Incumbent Change(s), Authorized FTE Change(s), Budgeted FTE Change(s), and Ordinance Change(s) fields for making updates to original authorizations. 

• The Authorized Incumbent Change(s) field will be added to track the changes to the Authorized Incumbents.

• The Authorized FTE Change(s) field will be added to track the changes to the Authorized FTEs.

• The Budgeted FTE Change(s) field will be added to track the changes to the Budgeted FTEs.

• The Ordinance Change(s) field will be added to track the changes to the Ordinances.

  The Authorized Incumbents, Authorized FTE, Budgeted FTEs and Ordinance(s) fields will be disabled, and no values can be entered.

  The system  ensures that the sum of the original fields (Authorized Incumbents, Authorized FTE, Budgeted FTEs and Ordinances) and the change(s) field (Authorized FTE Change(s), Budgeted FTE Change(s), and Ordinance Change(s) fields) on PAMT (for example, Ordinance + Ordinance Change(s)) does not result in a negative number.  If the sum of the original field and the ‘change(s)’ field is a negative number, an error is issued indicating the field cannot be a negative value.

  Authorized Incumbent Change(s), Authorized FTE Change(s), Budgeted FTE Change(s), and Ordinance Change(s) fields are only enabled when the Position Authorization Maintenance (PAMT) transaction is opened in editable mode. These fields are not available under the Position Status Maintenance (POSM) folder. The Position Control Mass Change considers the SPAR setting, if SPAR is selected, the change fields are updated otherwise the original fields are updated. To run Rollover process, POSN AUTH CHANGES ONLY SPAR should be set to N (unchecked) to utilize the standard PAMT authorization fields.

• The Ordinance field represents the number of authorized staff as approved by the Board of Supervisors or CEO. The Site Specific Parameter (SPAR) POSN AUTHCHANGES ONLY set to true does not allow the Ordinance field to be modified and only allows the Ordinance Change(s) field to be used, the value of the Ordinance Change(s) field gets added to the Ordinance field when the PAMT transaction is saved. When the SPAR POSN AUTH CHANGES ONLY is set to false the Ordinance field can be directly updated.

• The Budgeted FTE field represents the positions budgeted in the yearly budget represented as the number of FTEs. The SPAR parameter POSN AUTH CHANGES ONLY set to true does not allow Budgeted FTE field to be modified and only allows the Budgeted FTE Change(s) field to be used, the value of the Budgeted FTE Change(s) field gets added to the Budgeted FTE field when the PAMT transaction is saved. When the SPAR POSITION AUTH CHANGES ONLY is set to false the Budgeted FTE field can be directly updated.

• Optionally records comments.

Apart from the above fields, the PAMT page also has the below User Defined fields: