Instructor Guide HR Position Management by Ohio

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									                   Ohio Administrative Knowledge
                   System
                   OAKS                  Transforming the Way Ohio Does Business
OAKS Training Guide > Position Management Course




                       OAKS Human Resources
                       Module:
                       Position Management
                       Instructor Guide


                       Ohio Administrative
                       Knowledge System
We have tried to incorporate all applicable laws, rules, bargaining contract provisions, and statewide
policies and procedures; however, at times we may demonstrate OAKS functionality that contradicts
 one of these restrictions. Please be aware that you will continue to be bound by those standards
                    regardless of what the OAKS system may be able to deliver.




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Table of Contents
HR 301 Position Management ............................................................................ 4
Instructor Tips ............................................................................................... 5
   Pre-Class Checklist...................................................................................................5
Instructor Notes ............................................................................................. 6
Introduction to Position Management Course ....................................................... 6
     Performance Support Tools .....................................................................................9
     Legacy and OAKS Terms and Concepts for Position Management Course .......................... 10
  Lesson 1: Managing Positions ..................................................................................... 11
     Process Flow for Managing Positions........................................................................ 13
   Topic 1: Creating a Position ....................................................................................... 14
     Process Flow for Creating a Position ........................................................................ 15
     How To Do It ..................................................................................................... 17
     Lessons Learned (Common Errors) .......................................................................... 34
   Topic 2: Moving a Position ........................................................................................ 38
     Process Flow for Moving a Position .......................................................................... 39
     How To Do It ..................................................................................................... 41
     Lessons Learned (Common Errors) .......................................................................... 50
   Topic 3: Reclassifying a Position with a New Job Code ...................................................... 54
     Process Flow for Reclassifying a Position with a New Job Code ....................................... 55
     How To Do It ..................................................................................................... 57
     Lessons Learned (Common Errors) .......................................................................... 67
   Topic 4: Searching for a Position ................................................................................. 70
     How To Do It ..................................................................................................... 72
     Lessons Learned (Common Errors) .......................................................................... 77
  Lesson 2: Inactive Positions ....................................................................................... 80
     Process Flow for Inactive Positions .......................................................................... 82
   Topic 1: Inactivating a Position ................................................................................... 83
     Process Flow for Inactivating a Position ..................................................................... 85
     How To Do It ..................................................................................................... 87
     Lessons Learned (Common Errors) .......................................................................... 95
   Topic 2: Running a Position Management Report ............................................................. 99
     How To Do It ................................................................................................... 101
     Lessons Learned (Common Errors) ........................................................................ 114
Summary: Position Management Course ..........................................................120
      Performance Support Tools at Your Desk ................................................................ 121




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HR 301 Position Management
Welcome to the OAKS Position Management course, part of the OAKS Human Capital
Management (HCM) curriculum for Release 1. You have already taken the two introductory
courses “OAKS in a Nutshell” and “Intro to HCM”. This course is a pivotal course for all
those who will be creating, maintaining, and approving positions in OAKS (see Curriculum
Map below).




Overview of the Position Management course:
The Position Management course covers setting up a new employee in OAKS. In this course
you will learn how to:
 Create a Position
 Move a Position
 Reclassify a Position with a New Job Code
 Search for a Position
 Inactivate a Position




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Instructor Tips
Pre-Class Checklist
Make sure you have access to these items before your class begins:
   Enough working computers with internet connections so that each learner can use
      one computer. (If this is impossible, see back-up procedures.)
   Post a parking lot list for unanswered questions. This is often on a flip chart page
      which is fastened to the wall for reference throughout the class. Put a marker or pen
      with the parking lot page so both you and learners can add questions to it at any
      time.
   PowerPoint presentation for this class
   Projector which works with the computer you‟re using for the PowerPoint
      presentation
   Learner Guide – one copy for each learner.
   Instructor Guide with your notes, etc.
   Your Instructor Survival Kit (for emergency information, alternate class exercise
      suggestions, etc.)
   Data sheets for each exercise in the training environment – one copy for each
      exercise for each learner. (Do not hand these out until it‟s time for the learners to
      begin an exercise in the training environment.)
   Exercises for the practice environment – one copy for each learner. (Do not hand
      these out until they‟re discussed near the end of the class.)
   Flip chart with markers
            and/or
   Whiteboard with dry erase markers and an eraser or something for cleaning the
      board
   On the whiteboard or the flip chart list a couple of the ground rules for the class. On
      another flip chart page or another area of the whiteboard list the items which
      learners will need to remember for the introductory and needs assessment activities
      you have planned for them. When appropriate, prepare flip chart pages for each
      planned activity before class.
   Index cards: at least 25 for each learner for the planned activities and exercises. Do
      not hand these out until you are ready to begin the exercise.




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Instructor Notes

Introduction to Position Management Course
Slide 1:
                       Prerequisite Courses
                       Make sure all learners are in the correct class. Refer learners to this list
                       of prerequisites in the Learner Guide and explain they must have
                       already completed the WBT and taken these prerequisite courses before
                       taking this course.
                        OAKS in a Nutshell
                        Introduction to HCM

                       Welcome the learners, introduce yourself and the name of the course
                       and lesson.

                       Lessons Taught In This Course
                           Manage Positions: How to create, move, reclassify, and search for
                              a position in OAKS
                           Inactive Positions: How to inactivate a position and run a report
                              to view inactive positions in OAKS.
                       Facility Orientation
                       Unless they‟re already familiar with the building tell learners the
                       locations of:
                          1) Emergency exits
                          2) Restrooms
                          3) Phones
                          4) Vending machines and/or snack shop
                          5) If appropriate: places where they can purchase food, where they
                              may eat, and any special rules for the classroom such as no food
                              or drinks near computers, etc.

                       Class Ground Rules
                       Establish class ground rules (unless they„ve been established in a prior
                       class with this same group), e.g. cell phones are silent during class, all
                       conversations should include the entire class, you may speak without
                       raising your hand.

                       Have one or two ground rules written on a flip chart before class and
                       solicit additional ground rules from the learners. Before moving to the
                       next activity, ask the class to actively commit to observing the ground
                       rules with a show of hands.

                       Class Parking Lot
                        Explain that the class parking lot is reserved for questions that aren‟t
                          answered immediately. Explain that when you don‟t have an

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Introduction to Position Management Course
                         immediate answer, you‟ll write the question on the parking lot list
                         and get back to everyone with the answer later. Invite everyone to
                         add their own questions to the parking lot at any time.
                        Check the parking lot after breaks and lunch and respond to items
                         which learners have added to the list. Mark items as complete once
                         they‟re satisfactorily answered and follow-up on unanswered items
                         using the appropriate procedure: Check the Business Process
                         Reengineering (BPR) list of FAQs. If the question does not already
                         exist then send the questions to the OAKS Training Team who will
                         keep a master list of the FAQs.

                       Transition to the get acquainted/expectations of this course activity
                       (next slide).
Slide 2:               Get-Acquainted and Needs Assessment Activity
                       Conduct an activity that will:
                          1) Get all learners to talk. It‟s important to do this at the beginning
                              of the class to make it easier for learners to ask questions and
                              talk throughout the class. Experts suggest getting all learners to
                              speak in the group within the first five minutes of a class.
                          2) Introduce the learners to one another and to you.
                          3) Create a list of the learner‟s expectations for this class – a quick
                              needs assessment for this particular group of learners.
                          4) Identify key concerns of the learners.

                        You may use this activity for warm-up, introductions, and for
                        identifying the learners‟ expectations and key concerns:

                        Preparation: Before class, list on a board or flip chart the data you will
                        request during this activity and try to conceal it, perhaps behind
                        another flip chart page:
                           1) Your expectations for this class
                           2) Your concerns about using OAKS
                           3) Your work role now and in OAKS
                        Reveal this list to the class when you begin this activity.

                        Team Formation: Divide the learners into three teams. Assign each
                        team to one of the three topics.

                        Planning Session: Ask the teams to retire to convenient corners and
                        spend three minutes devising a strategy for efficiently collecting the
                        information which answers their assigned question from all learners.
                        Warn everyone that they will have only three minutes to collect all the
                        data. Let them begin, give them a warning after two minutes, and end
                        the strategy sessions after three minutes.


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Introduction to Position Management Course
                        Data Collection: Announce the beginning of the three minute data
                        collection period. Ask the teams to collect the data for their question
                        from all learners within the next three minutes using the strategies
                        they devised. Give a warning when only one minute remains in the data
                        collection period.

                        Summarizing Data: After three minutes, stop the data collection
                        activities. Ask the teams to retire to their corners, process the data,
                        and produce a summary report on a flip chart page in the next three
                        minutes. This summary report should succinctly summarize the
                        answers they received for their question from all learners, including
                        themselves. Ask each team to select a spokesperson who will present
                        their results to the whole class in just one minute. Again, give them a
                        warning one minute before this activity ends.

                        Presenting Results: After three minutes announce the start of the
                        show-and-tell period. Call on teams randomly and give each team a
                        minute to make its presentation summarizing the answers to their
                        assigned question.

                        Transition to the What‟s In It For Us? discussion.


                        What’s In It For Us?
                        Ask learners how they hope the Manage Positions process will help
                        them and their agency. List key points on a flip chart or white board.
                        (These are referred to as WIIFU points in the instructor guide, but this
                        acronym is not used in the learner guide.)

                        After this discussion refer learners to the “What‟s In It For Us?” section
                        of their learner guide and discuss any items on the list in their learner
                        guide which were not already discussed:
                        Position management in OAKS:
                         Assigns unique system generated position control numbers.
                         Allows you to search for active and inactive positions.
                         Automatically inactivates positions that are vacant for more than 12
                            months.
                         Uses the same navigational paths to perform the processes.
                         Allows you to search for all vacant positions in your department.
                         Allows you to create positions by filling in a limited amount of fields.
                            (Some fields automatically fill in other fields for you when using the
                            Position management pages).
                         Allows you to easily view incumbent information by clicking the Job
                            Data link. (access is limited by security role)
                         Links Position Management information with Job Data information.
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Introduction to Position Management Course
                        Transition to Course Objectives discussion.

                        Course Objectives
                        At the end of this course you will be able to manage positions in OAKS
                        by:

                              Creating a Position
                              Moving a Position
                              Reclassifying a Position
                              Searching for a Position
                              Inactivating a Position
                              Running a Report for Inactive Positions

                        Discuss the course objectives with the learners. Ask them if there‟s
                        anything else they hope to learn in this course.

                        Transition to the course agenda (next slide).
Slide 3:
                        Course Agenda
                        Refer learners to the agenda located in their Learner Guide as you walk
                        through the flow of the class at this high level.


                         9:00 – 9:15       Introductions, expectations, overview
                         9:15 – 10:45      Lesson 1
                         10:45 – 11:00     Break
                         11:00 – 11:45     Lesson 2
                         11:45 – 12:00     Course summary and evaluation

                        Performance Support Tools
                        Refer learners to resources listed in the Learner Guide which we‟ll use in
                        this class and give a very high level overview of each resource. Explain
                        that some of these tools will be accessible from their own desk after
                        class, too:
                             Learner Guide (Tell the learners that they will take this with them
                               after class. Ask them to please write lots of notes in it to help
                               themselves do these tasks when they‟re back at work, as well as
                               today.)
                             Online help in OAKS (always available in OAKS)
                             OAKS simulation (Also available from your desk, and included in
                               the OAKS online help. OAKS simulations guide you through a
                               simulated process and provide definitions and explanations as
                               you go through the process. OAKS simulations can also be used
                               to check your knowledge: as you go through a process you‟ll be

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Introduction to Position Management Course
                               prevented from making errors and given help as needed.
                              Practice in the OAKS training environment in class and in the
                               OAKS practice environment at your own desk (In these two
                               special environments you‟re in exact copies of OAKS, but the
                               information is totally separate from production so you can
                               practice and experiment safely, without any danger of changing
                               real production records. One difference is that in the training and
                               practice environments you have permission to use many
                               functions which you won‟t use and may not even see in
                               production; another difference is that your work in these
                               environments is erased frequently so that many people can
                               practice here.)
                              Job aids are in your learning guide, but are printed on just one
                               side so that you can put them on your cubicle wall if you‟d like.
                               (also available on the OAKS extranet)

                        Transition to a discussion of old (legacy) and new concepts and terms.



                        Legacy and OAKS Terms and Concepts for Position Management
                        Course
                        Refer learners to the “Legacy and OAKS” table in their Learner Guide.
                        Explain that some of the terms and concepts they will learn about have
                        an equivalent in their legacy systems, while other terms or concepts
                        may be entirely new. These are terms and concepts which apply to this
                        whole course.

                        Be sure that everyone understands that legacy means the systems
                        they‟re currently using which will be replaced by OAKS. (This can be
                        done in a positive way, talking about the usual meaning of legacy as
                        something valuable which you inherit.)

                                  Legacy (Old)                           OAKS
                         PA (Personal Actions)          Action/Reason
                         PCN                            Position Number
                         Classification                 Job Code
                         Transition: Introduce Managing Positions. Ask learners to close their
                         Learner Guides for a few minutes. (This allows you to brainstorm with
                         them for WIIFU before they read the WIIFU list in the Learner Guide.)




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                   Ohio Administrative Knowledge
                   System
                   OAKS                     Transforming the Way Ohio Does Business
OAKS Training Guide > course name > lesson name




Lesson 1: Managing Positions
Slide 4:
                 Overview: Managing Positions
                  In this lesson you will learn how to:
                       o Create a Position
                       o Move a Position
                       o Reclassify a Position with a New Job Code
                       o Search for a Position

                 What’s In It For Us?
                 Ask learners how they hope Managing Positions will help them and their
                 agency. List key points on a flip chart or white board.

                 After this discussion refer learners to the “What‟s In It For Us?” section
                 of their learner guide (below) and discuss any items on the list in their
                 learner guide which were not already discussed:
                 This OAKS process will let you:
                  Search for positions using criteria such as position number, the
                     description of the position, and the department.
                  Search for active and inactive positions.
                  Create positions by filling in a limited amount of fields. Some fields
                     automatically fill in other fields on Position Management pages.
                  View incumbent information by clicking the Job Data link (access is
                     limited by security role)
                  Link Position Management information with Job Data information.

                 Transition to a discussion of where the time administration process
                 impacts the life cycle of an employee. (next slide).
Slide 5:
                 Employment Life Cycle

                 Display the employment life cycle slide and point out the Workforce
                 Maintenance phase. Ask learners how they handle this process in their
                 current systems and discuss how that will occur in OAKS. Tying their
                 new learning to their current systems will help them learn the new
                 process.


                 The Managing Positions process fits into the workforce maintenance of
                 the employment lifecycle.

                                                                       Transition to a
                                                                       discussion of the
                                                                       lesson outline
                                                                       (next slide).




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Slide 6:         Lesson Outline
                 1. Lesson Overview
                 2. Creating a Position
                 3. Moving a Position
                 4. Reclassifying a Position
                 Go to the next slide
                 5. Searching for a Position
                 6. Lesson Summary

                 Transition to a discussion of the Process Flow for Managing Positions.

                 Process Flow for Managing Positions
Slide 7:         Ask learners to look at the high-level process flow in their Learner Guide
                 and discuss it with them. Discuss how each topic in this lesson fits into
                 this flow and how this flow fits into the employment life cycle.
                 This is a high-level overview of the process flow for Managing Positions.



                                                                            Central Position
                   Agency determines need                                  Specialist receives
                  to create/change position        Agency completes          Request Form
                                                     Request Form




                                                                            Central Position
                                                                                Specialist
                                                                              searches and
                                                                            creates/changes
                                                                                 position
                              Dept. Budget           If new, Position is
                             table set-up &           entered on Dept
                            position approval           Budget Table.




                                                                           Position is updated
                                                                                 in OAKS




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Topic 1: Creating a Position

                 Learning Objective for creating a position
                 Refer learners to the topic objectives in their Learner Guide and review
                 these with them:
                 After completing this topic, you will be able to create a position in
                 OAKS.

                 Transition to a discussion of the topic outline (next slide).

Slide 8:
                 Topic Outline
                 1. Overview
                 2. Process Flow
                 3. Demonstration in the Try It Simulation
                 4. Key Points and Review
                 Go to next slide
Slide 9:         5. Try It Simulation: Your Turn
                 6. Lessons Learned (Common Errors)
                 7. Exercise in OAKS Training Environment
                 8. Topic Summary

                 Transition to a discussion of the OAKS terms and concepts for this topic.



                 Transition to the Process Flow for this topic (next slide).




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Process Flow for Creating a Position
Slide 10:        Remind learners that the topic will teach them how to create a position
                 in OAKS.

                 Ask learners to look at the high-level process flow in their Learner Guide
                 and discuss it with them. Discuss how this topic fits into the entire
                 process flow.
                 This is a high-level overview of the process flow for the Creating a
                 Position process.

                 Creating a Position
                    Fiscal Officer




                                                                                                                                Review and
                                                                                  Review
                                                                                               Request          Update status     update
                                                                                request for               Yes
                                                                                              approved?         to “Approved”     position
                                                                                 approval
                                                                                                                                incumbents



                                                                                                 No
                 HR Position
                  Specialist




                                               Request Form     Create/Change
                                                                   Position                     End




                                             Determine
                    Agency




                                              need to
                                                                Complete
                                     Start    create/
                                                              Request Form
                                              change
                                              position




                 Transition to the Try It Simulation Demonstration (next slide).




Try It Simulation – Demonstration of Creating a Position
Slide 11:        Before demonstrating
                 If you are using the recommended activity make sure each table has
                 enough index cards for each learner (about 20-30 per learner).

                 Demonstration Scenario
                 Ask learners to read the scenario in their Learner Guide and explain
                 that you‟re going to demonstrate how to handle this scenario in OAKS:
                 In the Try It Simulation:
                 In this scenario, you are creating an administrative assistant position.
                 The position will use the Administrative Assistant 1 job code and report
                 to the Administrative Assistant 4. The position will be a part of the
                 administrative staff of the Pharmacy Board at the Riffe Tower location.
                 Explain to the learners that as you demonstrate the Creating a position
                 process they should take careful notes in their Learner Guide because
                 they will need to run this procedure themselves in the Try It simulation

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Try It Simulation – Demonstration of Creating a Position
                 after your demonstration. Emphasize that learners should not be using
                 their computers during this demonstration. It‟s important that each
                 learner take notes and mark important points in their own learner
                 guides as you demonstrate so that they‟ll be able to do this exercise on
                 their own after the demonstration. (Note: If some learners are actually
                 doing the exercise as you do it, it‟s quite likely that their computers will
                 lock up because they‟ll be hitting the internet server at almost the exact
                 same time.)

                 Introduce the activity which you‟ll be using during the demonstration to
                 help the learners understand the lesson, remember all the steps,
                 concepts, etc., and be better able to use what they‟ve learned on the
                 job.

                 Tell the learners about the exercise you‟ll be doing with them to help
                 them remember how to do this process: About every five minutes
                 throughout the demonstration you‟ll pause for 30 to 60 seconds and
                 instruct them to write down questions about what you just
                 demonstrated on index cards (one question per card). They need to
                 write a closed-ended question on one side of the index card and the
                 answer on the other side of the card. At the end of the demonstration
                 you‟ll collect all of the cards and have a little quiz show. Ask them to
                 write a question and answer about the first part of the demonstration
                 now.

                 Continue to stop about every five minutes for 30 to 60 seconds while
                 the learners write more questions on index cards. You may want to ask
                 for a volunteer timekeeper(s) who help you remember to stop at five
                 minute intervals.

                 Begin to demonstrate the procedure following the Learner Guide steps
                 (below). Always remember to demonstrate how to use online
                 help during your demonstration. It‟s very important that the
                 learners make a habit of using online help to answer their own
                 questions whenever possible.




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How To Do It




   Step          Action
   1.            Begin by navigating to the Add/Update Position Info page.
                 Click the Organizational Development link.

   2.            Click the Position Management link.
   3.            Click the Maintain Positions/Budgets link.
   4.            Click the Add/Update Position Info link.
   5.            Click the Collapse Menu button.


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   Step          Action
   6.            Use the Add/Update Position Info page to view an existing position or to
                 create a new one.
                 Click the Add a New Value tab.




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   Step          Action
   7.            This Position Number field contains the predefined position that the employee
                 holds. OAKS automatically assigns a position number to a position.

                 Attention: It is similar to the Position Control Number (PCN) because it
                 identifies a specific position. However, it is different from a PCN because you
                 can‟t tell the specific details of the position simply by looking at the number.
                 This detailed information is now captured in specific OAKS fields.
   8.            OAKS automatically fills the Position Number field.
                 Click the Add button.




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   Step          Action
   9.            Use the Position Information tab to enter information about a position, the
                 job, and location.
   10.           Several fields in the Position Information area match Job Data fields in the
                 Human Resources module.

                 When you enter data in the Position Information area and the position is
                 filled, OAKS updates matching fields in the position incumbent's job data
                 record.
   11.           The Effective Date field allows you to record the point in time an event
                 actually occurs. Only one row of information can be current. Effective dates
                 enable you to keep a complete record of all past, present, and future data for a
                 position. To define an event that will occur later, use a future date as the
                 effective date of the action.



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   Step          Action
   12.           The *Effective Date defaults to the current system date, but you can change
                 it if needed.
   13.           There are three ways to enter a date in OAKS:
                  ● Clicking the Calendar button opens a small calendar that displays the month,
                 day, and year allowing you to click the appropriate date on that calendar.
                  ● You may also enter today‟s date by typing “today” in the date field.
                  ● The third option is entering the date using the “ddmmyy” format.
   14.           Click in the *Effective Date field.

   15.           Enter the desired information into the *Effective Date field.

                 Enter "050807".
   16.           The *Status field contains the status of the position and the field defaults to
                 Active.

                 Accept the default.
   17.           Position Status:
                 There are 3 fields that are used to describe the status of a position:
                 • Headcount Status (Open, Filled)
                 • Status (Active, Inactive)
                 • Position Status (Proposed, Approved, Frozen)
   18.           If you are creating a position similar to an existing position, you can use the
                 Initialize button to populate fields on the page with data from the existing
                 position.

                 Attention: After clicking the Initialize button, you need to enter the position
                 number being used to create the similar position.
   19.           The *Position Status field is used to control when a position can be assigned
                 to an employee. A position can only be assigned to an employee when the
                 status is „Approved‟.
   20.           The *Position Status field is disabled for all users except DAS personnel and
                 the Agency Budget Specialist role (which may be someone in the agency‟s
                 business or Fiscal Office) and defaults to Proposed.

                 Accept the default.
   21.           The *Business Unit determines which choices are available in the
                 Department, Location, Job Code, and Salary Plan fields in the job data area.
                 This field displays the default business unit based on your user preferences.

                 Accept the default.


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   Step          Action
   22.           Click in the Job Code field.

   23.           The Job Code field contains the code for the job associated with the position,
                 which in this case is an Administrative Assistant 1.

                 Enter the desired information into the Job Code field.

                 Enter "63121".
   24.           Notice that entering the Job Code automatically enters the information in the
                 other fields in the Job Information field area.
   25.           The *Perm/Temp field defines whether the position is Permanent or
                 Temporary and usually defaults to "Permanent". Positions such as College
                 Interns default as Temporary.

                 You may change this value as necessary.

                 In this scenario, accept the default.
   26.           The *Full/Part Time field defines whether the position is Full or Part Time and
                 always defaults to "Full Time".

                 You may change this value as necessary.

                 Accept the default.
   27.           The Union Code is used to determine eligibility for certain benefits. The field
                 defaults from the job code but may change based on the appointment type
                 (e.g., Temporary vs. Permanent) selected for the position.
   28.           The Title field defaults from the Job Code entered but can be changed as
                 necessary.
   29.           The Detailed Position Description link allows you to input additional
                 information about the position.
   30.           The Department field contains the organizational unit in which the position
                 will be assigned.

                 Click in the Department field.

   31.           Enter the desired information into the Department field.

                 Enter "PRX200000".
   32.           The Location, Company, and County fields automatically fill based on what
                 was entered in the Department field. These fields can be changed as necessary.


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   Step          Action
   33.           The Reports To field contains the position to which this position reports
                 directly.

                 Click in the Reports To field.

   34.           Enter the desired information into the Reports To field.

                 Enter "20001644".
   35.           Click the scrollbar to view more information.




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   Step          Action
   36.           The Salary Admin Plan/Grade/Step fields default from the Job Code and
                 cannot be changed by the user.
   37.           All job codes default to OT Eligible. All positions need to be evaluated by the HR
                 Specialist based on the actual job duties and are changed if necessary.
   38.           Click the scrollbar to view more information.




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   Step          Action
   39.           Click the Specific Information tab.




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   Step          Action
   40.           Use the Specific Information page to enter detailed information, such as the
                 work phone number, Classified Indicator, and FTE (Full Time Equivalent).
   41.           Attention: Only DAS can use or update this field.
   42.           The Max. Head Count field defaults to 1.

                 Attention: This field should be 1 except for special temporary positions such
                 as temporary state fair employees. DAS will control any exceptions to this field.
   43.           Click in the Work Phone field.

   44.           Enter the desired information into the Work Phone field.

                 Enter "6145551234".




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   Step          Action
   45.           Use the Education and Government field area to enter the classified
                 indicator and FTE.

                 Click the Expand section button to view the Education and Government
                 field area.

                 NOTE: Learner‟s Guide screen shot does not show this field area open.
   46.           The *Classified Indicator field allows you to specify whether the position is
                 Classified, Unclassified, or Career Professional.

                 The values available in the dropdown list are:
                  Car Prof (Career Professional)
                  Classified
                  Unclassified

                 Attention: You must select a value. If you leave it blank it will produce an
                 error and will not save.

                 Click the Classified Indicator list.

                 Click "Classified".
   47.           Click in the FTE field.
   48.           Enter 1 if the position is full time and .5 if the position is part time.

                 Enter the desired information into the FTE field.

                 Enter “1”.
   49.           Click the Budget and Incumbents tab.




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   Step          Action
   50.           Use the Budget and Incumbents page to view incumbent data.
   51.           The Agency Position Specialist will manually inform the Fiscal Officer (OBM if
                 applicable) that the position has been created.
   52.           There is a three-step process for approving positions:

                 1. For a position that has been established, check the Max. Head Count and the
                 budget ceiling to make sure that there is funding for the position. (this is
                 performed outside of OAKS)
                 2. Use the Department Budget Table to add the funding information to be
                 charged for the pay and benefits of the position holders. To learn more about
                 setting up funding for a position see the Setting Up Default Position Funding
                 job aid.
                 3. Contact OBM to change the Position Status flag to “Approved”.



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   Step          Action
   53.           Use the Ohio Position Attributes page to view any drug testing
                 requirements. Drug testing flags determine if a test is needed for entry into the
                 new position and random drug testing requirements. Only DAS flags positions
                 for drug testing.

                 Click the Ohio Position Attributes tab.




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   Step          Action
   54.           Click the *Appointment Type list.




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   Step          Action
   55.           The values available in the *Appointment Type list are:

                 A: Fixed Term – Salaried
                 B: Fixed Term – Per Diem
                 E: Emergency
                 F: Established Term – Regular
                 G: Established Term – Irregular
                 H: Intermittent
                 I: Interim – Internal
                 J: Interim – External
                 K: Project
                 P: Permanent
                 S: Seasonal
                 T: Temporary
   56.           Click an entry in the list.

                 Click "P:Permanent".

   57.           The Bargaining Unit Flag defaults from the Appointment Type.
   58.           Click the Save button to create the new position in OAKS.

   59.           Note that OAKS has assigned a position number to the position you have just
                 created.

                 Attention: The Position Number is an eight digit number that begins with "2".
                 You have successfully created an Administrative Assistant position in OAKS.

                 Congratulations!
                 You are now done with this procedure.


Be sure to demonstrate how to use online help during your demonstration of the Creating a
Position process. If you haven‟t done so yet, use online help now to answer a question.


Congratulations!
You have finished creating an Administrative Assistant position in OAKS. You successfully
completed this scenario.
Transition to the review activity (next slide).




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Key Points and Review

Slide 12:        Suggested Review Activity: Group Quiz
                     At the end of the demonstration, collect the index cards on
                      which students have been writing questions and answers every
                      five minutes throughout your demonstration and conduct a
                      short, about ten minutes, quiz activity by asking the questions
                      on the index cards. Use the answer provided by learners unless
                      it‟s radically different from the correct answer. Provide
                      clarification about the exact correct answers when needed. Ask
                      one of the learners to keep score for the class (one point for
                      each correct answer). Explain to the class that they are
                      competing against other classes who have gone through the
                      same activity and tell them the high score earned by a previous
                      class. Or, you could divide the class into teams and have them
                      compete against each other, or have them compete individually
                      and keep their own scores.
                     Discuss the key points from the demonstration, referring the
                      learners to their Learner Guide. Ask the learners if there is
                      anything they would add to the key points and discuss.
                     A position can only be assigned to an employee when the status
                      is “Approved”.
                     The Max. Head Count field should be 1 except for special
                      temporary positions.
                     The Agency Position Specialist manually informs the Fiscal
                      Officer that position has been created.
                     Several fields in the Position Information area match Job
                      Data fields in the Human Resources module.

                 Transition to introduce the Try It Simulation (next slide).




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Try It Simulation – Your Turn

Slide 13:         Ask the learners to read the scenario before beginning the Try It
                  simulation. Answer their questions about doing the Try It simulation.


                  Scenario for Try It Simulation
                  In this scenario, you are creating an administrative assistant position.
                  The position will use the Administrative Assistant 1 job code and
                  report to the Administrative Assistant 4. The position will be a part of
                  the administrative staff of the Pharmacy Board at the Riffe Tower
                  location.
                  While the learners are working through the Try It simulation provide
                  them with assistance as needed. Bring any questions or problems that
                  might help the whole class to the attention of the class; do so without
                  embarrassing any class member.

                  When the learners have completed the Try It simulation: Transition
                  to discuss the lessons they learned while working in the simulation
                  (next slide).




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Lessons Learned (Common Errors)

Slide 14:             Review lessons learned from the Creating a Position process in the
                       Try It simulation. Discuss errors that were made by class members
                       and how they are corrected.
                      Discuss how to prevent these common errors as well.
                      Discuss other common errors and also the critical errors which
                       people make when running the Creating a Position process, using
                       the list in the learner guide (below). Be sure to discuss the error,
                       how to correct it, and how to prevent it.

                     Common or critical       How to correct this      How to prevent this
                     error and                error (steps or          error
                     consequences of the      description of
                     error                    correction process)
                     Using the wrong          Have a position form     Double check position
                     position data            with you when            form is filled out
                                              working in OAKS.         correctly.
                     Overlook the Ohio        Highlight this step in   Choose an
                     Position Attributes      the Learner Guide.       Appointment Type.
                     tab – this will not
                     allow you to save the
                     position being
                     created.

                 Summarize common errors, then Transition to the simulation exercise
                 in the OAKS training environment and the scenario for it (next slide).




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Exercise in OAKS Training Environment

Slide 15:
                  Scenario for Training Environment Exercise
                  In this scenario, you will create a new position in OAKS.

                     Hand out the data sheets for this exercise now. (Only distribute
                      the data sheets for this exercise.)
                     Instruct the learners to practice the Creating a position process
                      using the OAKS training environment and their data sheet for the
                      Creating a Position scenario.
                     Circulate among the learners, providing feedback and assistance
                      as they practice. If someone makes an error or asks a question
                      from which others can benefit, bring it to the attention of the
                      class, positively and tactfully.

                  When the learners have completed the training environment exercise,
                  Transition to the lesson summary activity (next slide).


Topic Summary
Slide 16:        Suggested Topic Summary Activity
                  Divide learners into teams and have each team work together to
                    draw a poster on a piece of flip chart paper representing the
                    Creating a position process. Tell them these posters may be used
                    to help future classes understand the process. They can use
                    pictures but not words on their posters.
                  Ask the teams to show their drawings to the class while other
                    teams guess what the drawing says. Then ask each team to explain
                    their drawing.
                  Clarify any misconceptions about the Creating a Position process.
                 Ask participants to make their own summary notes based on your
                 discussions using these lines.
                 On the lines below please write the steps in the Creating a Position
                 process. Make notes of anything in these steps that you want to be
                 sure to remember when you do this at your own desk.

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

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Topic Summary


                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                 Transition to the self check activity.



                 Self Check
                 Ask learners these questions about the Creating a Position process and
                 have them write their answers down. Discuss the answers that they
                 have written down, correcting any errors in a positive and reinforcing
                 manner.

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Topic Summary
                    1. True or False: OAKS automatically fills in the position
                        number?_____
                        (T)
                    2. True or False: A position can only be assigned to an employee
                        when the status is “Approved”.
                        (T)
                    3. The Max. Head Count field should be        except for special
                        temporary positions.
                        1
                 After the summary activity and the self-check:

                 Review the parking lot items which are still unanswered and discuss
                 with learners how they‟ll get the answers to those items.

                 Review the learners‟ expectations (recorded at the start of the class
                 and displayed on the wall of the classroom) and discuss if they‟ve
                 been met, and if not, what the learner can do to meet his or her
                 expectation.

                 Review the WIIFU for this lesson. Ask the learners for ideas on
                 additional WIIFU about how this OAKS process will help them in their
                 work.

                 Transition to a discussion of this topic‟s objective and how the learners
                 met it or need assistance to meet it.

                 Topic Objectives Review
                 Refer learners to the course objectives in their Learner Guide (LG) and
                 review these objectives with them, possibly by asking them to tell you
                 how to do each objective:
                 You should now be able to create a position.

                 Remind the learners that:
                   o You use a position number rather than a position control
                      number when creating a position in OAKS.
                   o A position can only be assigned to an employee when the status
                      is “Approved”.

                 Transition to the next lesson in this course, telling the learners that in
                 the next topic “Moving a Position,” they will learn how to move a
                 position in OAKS, relating it to this topic and the employment life
                 cycle.

                 In this topic you learned to create a position. In the next topic you will
                 learn to move a position.

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Topic 2: Moving a Position

                 Learning Objective for Moving a Position
                 Refer learners to the topic objectives in their Learner Guide and review
                 these with them:
                 After completing this topic, you will be able to move an unassigned
                 position in OAKS.

                 Transition to a discussion of the topic outline (next slide).

Slide 17:
                 Topic Outline
                    1. Overview
                    2. Process Flow
                    3. Demonstration in the Try It Simulation
                    4. Key Points and Review
                 Go to next slide
                    5. Try It Simulation: Your Turn
                    6. Lessons Learned (Common Errors)
Slide 18:           7. Exercise in OAKS Training Environment
                    8. Summary

                 Transition to a discussion of the OAKS terms and concepts for this topic.




                 Transition to the Process Flow for this topic (next slide).




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Process Flow for Moving a Position
Slide 19:        Remind learners that this topic is used when moving an unassigned
                 position. Moving a Position consists of changing the department,
                 location, and/or reports to fields.

                 Ask learners to look at the high-level process flow in their Learner Guide
                 and discuss it with them. Discuss how this topic fits into the entire
                 process flow.
                 This is a high-level overview of the process flow for the Moving a
                 Position process.

                                 Request                                         Forward
                                                               Update Position
                      Start      to Move     Locate Position                     and File          End
                                                                Information
                                 Position                                         Forms




                 Transition to the Try It Simulation Demonstration (next slide).




Try It Simulation – Demonstration of Moving a Position
Slide 20:        Before demonstrating
                 Have the learners take 5 minutes and formulate 3-4 questions that they
                 have about Moving a Position.

                 Demonstration Scenario
                 Ask learners to read the scenario in their Learner Guide and explain
                 that you‟re going to demonstrate how to handle this scenario in OAKS:
                 In the Try It Simulation:
                 In this scenario, you will move a State Highway Patrol Cadet position
                 number 20056587 from Franklin County to Cuyahoga County. The
                 position is unassigned but will report to position number 20054113.

                 Explain to the learners that as you demonstrate the Moving a Position
                 process they should take careful notes in their Learner Guide because
                 they will need to run this procedure themselves in the Try It simulation
                 after your demonstration. Emphasize that learners should not be using
                 their computers during this demonstration. It‟s important that each
                 learner take notes and mark important points in their own learner
                 guides as you demonstrate so that they‟ll be able to do this exercise on
                 their own after the demonstration. (Note: If some learners are actually
                 doing the exercise as you do it, it‟s quite likely that their computers will
                 lock up because they‟ll be hitting the internet server at almost the exact
                 same time.)

                 Introduce the activity which you‟ll be using during the demonstration to
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Try It Simulation – Demonstration of Moving a Position
                 help the learners understand the lesson, remember all the steps,
                 concepts, etc., and be better able to use what they‟ve learned on the
                 job.

                 Tell the learners about the exercise you‟ll be doing with them to help
                 them remember how to do this process: Throughout the demonstration,
                 write down any answers to your questions. At the end of the
                 demonstration, we will divide into 3 groups and discuss the questions
                 you wrote. During the discussion, point out the questions that were
                 answered and talk about the questions that were not answered.
                 Questions that were not answered could be answered in other topics or
                 may not be relevant to successfully Moving a Position in OAKS.

                 Begin to demonstrate the procedure following the Learner Guide steps
                 (below). Always remember to demonstrate how to use online
                 help during your demonstration. It‟s very important that the
                 learners make a habit of using online help to answer their own
                 questions whenever possible.




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How To Do It




   Step          Action
   1.            Begin by navigating to the Add/Update Position Info page.

                 Click the Organizational Development link.

   2.            Click the Position Management link.
   3.            Click the Maintain Positions/Budgets link.




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   Step          Action
   4.            Use the Add/Update Position Info page to view an existing position or to
                 create a new one.
                 Click the Add/Update Position Info link.
   5.            Click the Collapse Menu button.




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   Step          Action
   6.            Use the Search page to locate a position. The options on the advanced search
                 page enable you to narrow your search by entering values in more than one
                 type of criteria.

                 Attention: Always use some values to limit your search. Clicking the search
                 button without any values in the search fields will return an excess number of
                 search records.
   7.            This Position Number field contains the predefined position that the employee
                 holds. The position Number is similar to the Position Control Number (PCN)
                 because it identifies a specific position.

                 However, it is different from a PCN because you cannot tell the specific details
                 of the position simply by looking at the number. This detailed information is
                 now captured in specific OAKS fields.

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   Step          Action
   8.            Click in the Position Number field.

   9.            Enter the desired information into the Position Number field.

                 Enter "20056587".
   10.           Click the Search button to locate the desired position.




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   Step          Action
   11.           Use the Position Information page to update position information, job
                 information, work location information, reports to information, and salary plan
                 information that may be impacted by the moving of this position.
   12.           OAKS stores information in rows; each row is one record of information. Rows
                 are displayed in order by effective date.

                 If you want to take a new action to change information for a position, you must
                 add a new row.

                 In this scenario, you need to add a new row so you can record position
                 information for the move of this officer.

                 The Add a new row button inserts a new row of information.

                 Click the Add a new row button.




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   Step          Action
   13.           When you enter a new data row OAKS copies the contents of the previous row
                 into the new row so you do not have to retype any information that stays the
                 same. The only information that OAKS automatically changes is the effective
                 date, which is set by default to the current date but can be updated as
                 necessary.
   14.           The Effective Date field allows you to record the point in time an event
                 actually occurs. Only one row of information can be current. Effective dates
                 enable you to keep a complete record of all past, present, and future data for a
                 position. To define an event that will occur later, use a future date as the
                 effective date of the action.
   15.           The *Effective Date defaults to the current system date, but you can change
                 it if needed.
                 Click in the *Effective Date field.




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   Step          Action
   16.           Enter the desired information into the *Effective Date field.

                 Enter "050807".
   17.           Position Status:
                 There are 3 fields that are used to describe the status of a position:
                 • Headcount Status (Open, Filled)
                 • Status (Active, Inactive)
                 • Position Status (Proposed, Approved, Frozen)
   18.           Actions have associated Reasons. The Action tells OAKS what to do; the
                 Reason describes why it should be done. It is important to accurately select the
                 appropriate reason code for reporting purpose.
   19.           Click the Look up Reason button to find and choose an appropriate Reason
                 code.

   20.           Use the Look Up Value page to search for key values to use.
   21.           After selecting a value, OAKS automatically returns you to the original page
                 and inserts the information in the field.

                 Click the desired information Search Results table.

                 Click "XFR - Transfer".

   22.           Click in the Location field.

   23.           Enter the code for Cuyahoga County.

                 Enter the desired information into the Location field.

                 Enter "OHCUYA".
   24.           The Reports To field contains the position to which this position reports
                 directly.
                 Click in the Reports To field.

   25.           Enter the desired information into the Reports To field.

                 Enter "20054113".




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   Step          Action
   26.           Use the Ohio Position Attributes page to view any drug testing
                 requirements. Drug testing flags determine if a test is needed for entry into the
                 new position and random drug testing requirements. Only DAS flags positions
                 for drug testing.

                 Click the Ohio Position Attributes tab.

   27.           Review that the *Appointment Type and *Bargaining Unit Flag fields are
                 correct.




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   28.           Click the Save button to save the position information changes.


                 You have successfully completed the move from Franklin County to Cuyahoga
                 County.

                 Congratulations!
                 You are now done with this procedure.


Be sure to demonstrate how to use online help during your demonstration of the Moving a
Position process. If you haven‟t done so yet, use online help now to answer a question.


Congratulations!
You have finished Moving a Position from Franklin County to Cuyahoga County. You
successfully completed this scenario.


Transition to the review activity (next slide).

Key Points and Review

Slide 21:                    Suggested Review Activity: Group Quiz
                                 At the end of the demonstration, divide the students into 3
                                  groups and explain the activity. Explain to the class that
                                  theyshould discuss their questions the answers to their
                                  questions, and why some of the questions were not
                                  answered. Finally, have them write down any questions
                                  they still have about this process.
                                 Discuss the key points from the demonstration, referring the
                                  learners to their Learner Guide on page 41. Ask the learners
                                  if there is anything they would add to the key points and
                                  discuss.

                                 Use this procedure for unassigned positions.
                                 Positions can be moved by changing the Department,
                                  Location, and/or Reports To fields.
                                 The Location field automatically fills based on what was
                                  entered in the Department field.
                                 The Reports To field contains the position to which the
                                  position being moved reports directly.

                             Transition to introduce the Try It Simulation (next slide).




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Try It Simulation – Your Turn

Slide 22:          Ask the learners to read the scenario before beginning the Try It
                   simulation. Answer their questions about doing the Try It simulation.


                   Scenario for Try It Simulation
                   In this scenario, you will move a State Highway Patrol Cadet position
                   number 20056587 from Franklin County to Cuyahoga County. The
                   position is unassigned but will report to position number 20054113.

                   While the learners are working through the Try It provide them with
                   assistance as needed. Bring any questions or problems which might
                   help the whole class to the attention of the class; do so without
                   embarrassing any class member.

                   When the learners have completed the Try It simulation: Transition
                   to discuss the lessons they learned while working in the simulation
                   (next slide).


Lessons Learned (Common Errors)

Slide 23:             Review lessons learned from the Moving a Position process in the
                       Try It simulation. Discuss errors that were made by class
                       members and how they are corrected.
                     Discuss how to prevent these common errors as well.
                     Discuss other common errors and also the critical errors which
                       people make when running the Creating a position process, using
                       the list in the learner guide (below). Be sure to discuss the error,
                       how to correct it, and how to prevent it.
                     Common or critical        How to correct this   How to prevent this
                     error and                 error (steps or       error
                     consequences of the       description of
                     error                     correction process)
                     Forgetting to add a       Always add a row      Highlight this step
                     new row for the           when updating         in the Learner guide
                     positions record.         position              or attach a note to
                                               management            your computer.
                                               information.
                     Using the wrong           Have a position form Double check
                     position data             with you when         position form is
                                               working in OAKS.      filled out correctly.

                    Summarize common errors, then Transition to the simulation
                    exercise in the OAKS training environment and the scenario for it
                    (next slide).
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Exercise in OAKS Training Environment

Slide 24:
                  Scenario for Training Environment Exercise
                  In this scenario, a position needs to be moved from one location to
                  another. You will move this position in OAKS.

                     Hand out the data sheets for this exercise now. (Only distribute
                      the data sheets for this exercise.)
                     Instruct the learners to practice the Creating a position process
                      using the OAKS training environment and their data sheet for the
                      Moving a Position scenario.
                     Circulate among the learners, providing feedback and assistance
                      as they practice. If someone makes an error or asks a question
                      from which others can benefit, bring it to the attention of the
                      class, positively and tactfully.

                  When the learners have completed the training environment exercise,
                  Transition to the lesson summary activity (next slide).




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Topic Summary
Slide 25:        Suggested Topic Summary Activity
                  Divide learners into teams and have each team work together to
                    develop two sets of two truths and a lie about the Moving a
                    Position process. Have the two teams ask each other which of the
                    statements is a lie.
                  Clarify any misconceptions about the Moving a Position process.
                 Ask participants to make their own summary notes based on your
                 discussions using these lines.
                 On the lines below please write the steps in the Moving a Position
                 process. Make notes of anything in these steps that you want to be
                 sure to remember when you do this at your own desk.

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

Rev. 8/13/2008                 OAKS PMO Training Team                  Page 52 of 122
Topic Summary


                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                 Transition to the self check activity.

                 Self Check
                 Ask learners these questions about the Creating a position process
                 and have them write their answers down. Discuss the answers that
                 they have written down, correcting any errors in a positive and
                 reinforcing manner.
                           1. True or False: You will use this process to move an
                              assigned position.
                              F: This topic is used for moving an unassigned position.
                           2. You can move a position in OAKS by changing the          ,
                              ,           and/or           fields.
                              Department, Location, Reports to


                 After the summary activity and the self-check:

                 Review the parking lot items which are still unanswered and discuss
                 with learners how they‟ll get the answers to those items.

                 Review the learners‟ expectations (recorded at the start of the class
                 and displayed on the wall of the classroom) and discuss if they‟ve
                 been met, and if not, what the learner can do to meet his or her
                 expectation.

                 Transition to a discussion of this topic‟s objective and how the learners
                 met it or need assistance to meet it.


                 Topic Objectives Review
                 Refer learners to the course objectives in their Learner Guide (LG) and
                 review these objectives with them, possibly by asking them to tell you

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Topic Summary
                  how to do each objective:
                  You should now be able to move a position in OAKS.
                  Remind the learners that Moving a Position is for unassigned positions.

                  In this topic you learned to move a position. In the next topic you will
                  learn to reclassify a position with a new job code.




Topic 3: Reclassifying a Position with a New Job Code

                 Learning Objective for Reclassifying a Position with a New Job
                 Code
                 Refer learners to the topic objectives in their Learner Guide and review
                 these with them:
                 After completing this topic, you will be able to reclassify a position with
                 a new job.

                 Transition to a discussion of the topic outline (next slide).

Slide 26:
                 Topic Outline
                    1. Overview
                    2. Process Flow
                    3. Demonstration in the Try It Simulation
                    4. Key Points and Review
                 Go to next slide
                    5. Try It Simulation: Your Turn
                    6. Lessons Learned (Common Errors)
Slide 27:           7. Exercise in OAKS Training Environment
                    8. Summary




                 Transition to the Process Flow for this topic (next slide).



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Process Flow for Reclassifying a Position with a New Job Code
Slide 28:        Remind learners that the Reclassifying a Position with a New Job Code
                 is a two step process used when a position‟s duties evolve and/or
                 change:
                     1. The Agency Position Specialist uses position management to
                        assign the position to a new job code.
                     2. The Agency HR Specialist uses job data to assign a new
                        action/reason for the reassignment.

                 Ask learners to look at the high-level process flow in their Learner Guide
                 and discuss it with them. Discuss how this topic fits into the entire
                 process flow.
                 This is a high-level overview of the process flow for the Reclassifying a
                 Position with a New Job Code process.



                                          Request to                           Update Position
                       Start              Reclassify       Locate Position    Information with
                                           Position                             new Job Code




                                                                                  Forward
                                                                                  and File
                                                                                   Forms




                                                                                    End




                 Transition to the Try It Simulation Demonstration (next slide).




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Try It Simulation – Demonstration of Reclassifying a Position with a New Job Code
Slide 29:        Before demonstrating
                 Make sure each table has enough index cards: (about 10-20 total).

                 Demonstration Scenario
                 Ask learners to read the scenario in their Learner Guide and explain
                 that you‟re going to demonstrate how to handle this scenario in OAKS:
                 In the Try It Simulation:
                 Norbert Weinstein is an Administrative Assistant 2. However, his job
                 duties have evolved and on June 8, 2007 his position is reclassified as
                 an Administrative Assistant 3 position. His position number is 20001673
                 and his EmplID is 10043299. You will reclassify Norbert‟s position.

                 Explain to the learners that as you demonstrate the Reclassifying a
                 Position with a New Job Code process they should take careful notes in
                 their Learner Guide because they will need to run this procedure
                 themselves in the Try It simulation after your demonstration.
                 Emphasize that learners should not be using their computers during this
                 demonstration. It‟s important that each learner take notes and mark
                 important points in their own learner guides as you demonstrate so that
                 they‟ll be able to do this exercise on their own after the demonstration.
                 (Note: If some learners are actually doing the exercise as you do it, it‟s
                 quite likely that their computers will lock up because they‟ll be hitting
                 the internet server at almost the exact same time.)

                 Introduce the activity which you‟ll be using during the demonstration to
                 help the learners understand the lesson, remember all the steps,
                 concepts, etc., and be better able to use what they‟ve learned on the
                 job.

                 Tell the learners about the exercise you‟ll be doing with them to help
                 them remember how to do this process: Throughout the
                 demonstrations have the learners write down key terms and concepts
                 that you feel are the most important to remember for this topic. After
                 the demonstration, have each student review their notes and choose
                 their top 5 terms or concepts. Have each student tell the class their list
                 and keep a tally of the terms and concepts. After the last student reads
                 his/her list, choose the top 3 terms or concepts based on the tally and
                 discuss why those were mentioned the most.

                 Begin to demonstrate the procedure following the Learner Guide steps
                 (below). Always remember to demonstrate how to use online
                 help during your demonstration. It‟s very important that the
                 learners make a habit of using online help to answer their own
                 questions whenever possible.

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How To Do It




   Step          Action
   1.            Begin by navigating to the Add/Update Position Info page.

                 Click the Organizational Development link.

   2.            Click the Position Management link.
   3.            Click the Maintain Positions/Budgets link.
   4.            Click the Add/Update Position Info link.
   5.            Click the Collapse Menu button.



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   Step          Action
   6.            Use the Add/Update Position Info page to locate a position or add a new
                 one. The options on the advanced search page enable you to narrow your
                 search by entering values in more than one type of criteria.

                 Attention: Always use some values to limit your search. Clicking the search
                 button without any values in the search fields will return an excess number of
                 search records.
   7.            This Position Number field contains the predefined position that the employee
                 holds. The position Number is similar to the Position Control Number (PCN)
                 because it identifies a specific position.

                 However, it is different from a PCN because you cannot tell the specific details
                 of the position simply by looking at the number. This detailed information is
                 now captured in specific OAKS fields.
   8.            Click in the Position Number field.


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   Step          Action
   9.            Enter the desired information into the Position Number field.

                 Enter "20001673".
   10.           Click the Search button to locate the desired position.




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   Step          Action
   11.           Use the Position Information page to update position information, job
                 information, work location information, and reports to information that may be
                 impacted by the reclassification of this position.
   12.           OAKS stores information in rows; each row is one record of information. Rows
                 are displayed in order by effective date.

                 If you want to take a new action to change information for a position, you must
                 add a new row.

                 In this scenario, you need to add a new row so you can record position
                 information for the reclassified position.

                 The Add a row button inserts a new row of information.

                 Click the Add a row button.




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   Step          Action
   13.           When you enter a new data row OAKS copies the contents of the previous row
                 into the new row so you do not have to retype any information that stays the
                 same. The only information that OAKS automatically changes is the effective
                 date, which is set by default to the current date but can be updated as
                 necessary.
   14.           The *Effective Date field allows you to record the point in time an event
                 actually occurs. Only one row of information can be current. Effective dates
                 enable you to keep a complete record of all past, present, and future data for a
                 position. To define an event that will occur later, use a future date as the
                 effective date of the action.
   15.           The *Effective Date defaults to the current system date, but you can change
                 it if needed.

                 Click in the *Effective Date field.



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   Step          Action
   16.           Enter the desired information into the *Effective Date field.

                 Enter "060807".
   17.           Position Status:
                 There are 3 fields that are used to describe the status of a position:
                 • Headcount Status (Open, Filled)
                 • Status (Active, Inactive)
                 • Position Status (Proposed, Approved, Frozen)
   18.           Actions have associated Reasons. The Action tells OAKS what to do; the
                 Reason describes why it should be done. It is important to accurately select the
                 appropriate reason code for reporting purpose.
   19.           Click the Look up Reason button to find and choose an appropriate Reason
                 code.

   20.           Use the Look Up Reason page to search for key values to use.
   21.           Click the desired information in the Search Results table.

                 Click "JRC Job Re-Classification".




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   Step          Action
   22.           This position has expanded its duties and is better represented by the
                 Administrative Assistant 3 position.

                 Use the Job Code field to reclassify the Administrative Assistant 2 position as
                 an Administrative Assistant 3 position.

                 Click in the Job Code field.

   23.           Enter the desired information into the Job Code field.

                 Enter "63123".




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   Step          Action
   24.           Use the Ohio Position Attributes page to view any drug testing
                 requirements. Drug testing flags determine if a test is needed for entry into the
                 new position and random drug testing requirements. Only DAS flags positions
                 for drug testing.

                 Click the Ohio Position Attributes tab.

   25.           Review that the *Appointment Type and *Bargaining Unit Flag fields are
                 correct.
   26.           You have completed updating the position information for the reclassification.

                 Click the Save button to enter the new information into OAKS.

                 Attention: The reclassification is automatically updated on the incumbent‟s job
                 data information and records.




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   Step          Action
                 You have successfully reclassified a position to a new job code.

                 Congratulations!
                 You are now done with this procedure.

Be sure to demonstrate how to use online help during your demonstration of the
Reclassifying a Position with a New Job Code process. If you haven‟t done so yet, use
online help now to answer a question.

Congratulations!
You have finished reclassifying Norbert Weinstein‟s position from Administrative Assistant 2
to Administrative Assistant 3. You successfully completed this scenario.


Transition to the review activity (next slide).




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Key Points and Review

Slide 30:             Suggested Review Activity: Group Quiz
                          Have each student review their notes and choose their top 5
                           terms or concepts. Have each student tell the class their list
                           and keep a tally of the terms and concepts. After the last
                           student reads his/her list, choose the top 3 terms or
                           concepts based on the tally and discuss why those were
                           mentioned the most.
                          Discuss the key points from the demonstration, referring the
                           learners to their Learner Guide. Ask the learners if there is
                           anything they would add to the key points and discuss.

                            In some agencies the Agency Position Specialist uses
                             position management to assign the position to a new job
                             code.
                            Use the JRC –Job Re-Classification reason code on the
                             Position Information page

                      Transition to introduce the Try It Simulation (next slide).


Try It Simulation – Your Turn

Slide 31:          Ask the learners to read the scenario before beginning the Try It
                   simulation. Answer their questions about doing the Try It simulation.

                   Scenario for Try It Simulation
                   In this scenario, Norbert Weinstein is an Administrative Assistant 2.
                   However, his job duties have evolved and on June 8, 2007 his
                   position is reclassified as an Administrative Assistant 3 position. His
                   position number is 20001673 and his EmplID is 10043299. You will
                   reclassify Norbert‟s position.
                   While the learners are working through the Try It provide them with
                   assistance as needed. Bring any questions or problems which might
                   help the whole class to the attention of the class; do so without
                   embarrassing any class member.
                   When the learners have completed the Try It simulation: Transition
                   to discuss the lessons they learned while working in the simulation
                   (next slide).




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Lessons Learned (Common Errors)

Slide 32:              Review lessons learned from the Reclassifying a Position with a
                        New Job Code process in the Try It simulation. Discuss errors that
                        were made by class members and how they are corrected.
                       Discuss how to prevent these common errors as well.
                       Discuss other common errors and also the critical errors which
                        people make when running the Reclassifying a Position with a New
                        Job Code process, using the list in the learner guide (below). Be
                        sure to discuss the error, how to correct it, and how to prevent it.

                      Common or critical       How to correct this    How to prevent this
                      error and                error (steps or        error
                      consequences of the      description of
                      error                    correction process)
                      Forgetting to add a      Always add a row       Highlight this step in
                      new row for the          when updating          the Learner guide or
                      positions record.        position               attach a note to
                                               management             your computer.
                                               information.

                  Summarize common errors, then Transition to the simulation
                  exercise in the OAKS training environment and the scenario for it
                  (next slide).



Exercise in OAKS Training Environment

Slide 33:
                  Scenario for Training Environment Exercise
                  In this scenario, an employee‟s job duties have evolved and his/her
                  position needs to be reclassified. You will reclassify the position
                  number in OAKS.
                   Hand out the data sheets for this exercise now. (Only distribute
                      the data sheets for this exercise.)
                   Instruct the learners to practice the Reclassifying a Position with a
                      New Job Code process using the OAKS training environment and
                      their data sheet for the Reclassifying a Position with a New Job
                      Code scenario.
                   Circulate among the learners, providing feedback and assistance
                      as they practice. If someone makes an error or asks a question
                      from which others can benefit, bring it to the attention of the
                      class, positively and tactfully.

                  When the learners have completed the training environment exercise,
                  Transition to the lesson summary activity (next slide).
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Topic Summary
Slide 34:        Suggested Topic Summary Activity
                  Divide learners into teams and have each team pick 10 words or
                    terms that can help everyone remember key points and concepts
                    from this topic. Have each team provide a 1 or 2-sentence
                    explanation for their words. Tell them they do not need 10 but that
                    is just a suggested number.
                  Ask the teams to share their words and explanations to the class
                    while other teams guess what the drawing says. Then ask each
                    team to explain their drawing.
                  Clarify any misconceptions about the Reclassifying a Position with a
                    New Job Code process.
                 Ask participants to make their own summary notes based on your
                 discussions using these lines.
                 On the lines below please write the steps in the Reclassifying a
                 Position with a New Job Code process. Make notes of anything in these
                 steps that you want to be sure to remember when you do this at your
                 own desk.

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________


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Topic Summary


                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                 Transition to the self check activity.

                 Self Check
                 Ask learners these questions about the Reclassifying a Position with a
                 New Job Code process and have them write their answers down.
                 Discuss the answers that they have written down, correcting any
                 errors in a positive and reinforcing manner.
                    1. You use the                    reason code, on the Position
                        Information page, when reclassifying a position.
                        JRC – Job Re-Classification

                 After the summary activity and the self-check:

                 Transition to a discussion of this topic‟s objective and how the learners
                 met it or need assistance to meet it.


                 Topic Objectives Review
                 Refer learners to the course objectives in their Learner Guide (LG) and
                 review these objectives with them, possibly by asking them to tell you
                 how to do each objective:
                 You should now be able to reclassify a position with a new job code.
                 Remind the learners that Reclassifying a Position with a New Job Code
                 is a two-step process involving position management and workforce
                 administration.

                 In this topic you learned to reclassify a position with a new job code.
                 In the next topic you will learn to search for a position.



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Topic 4: Searching for a Position

                 Learning Objective for Searching for a Position
                 Refer learners to the topic objectives in their Learner Guide and review
                 these with them:
                 After completing this topic, you will be able to search for positions in
                 OAKS.

                 Transition to a discussion of the topic outline (next slide).

Slide 35:
                 Topic Outline
                 1. Overview
                 2. Demonstration in the Try It Simulation
                 3. Key Points and Review
                 4. Try It Simulation: Your Turn
                 Go to the next slide
                 5. Lessons Learned (Common Errors)
Slide 36:        6. Exercise in OAKS Training Environment
                 7. Summary

                 Transition to a discussion of the OAKS terms and concepts for this topic.




                 Transition to the Try It Simulation Demonstration (next slide).




Try It Simulation – Demonstration of Searching for a Position
Slide 37:
                 Demonstration Scenario
                 Ask learners to read the scenario in their Learner Guide and explain
                 that you‟re going to demonstrate how to handle this scenario in OAKS:
                 In the Try It Simulation:
                 In this scenario, you need to search for an administrative assistant
                 position in the State Board of Pharmacy.
                 Explain to the learners that as you demonstrate the Searching for a
                 Position process they should take careful notes in their Learner Guide
                 because they will need to run this procedure themselves in the Try It
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Try It Simulation – Demonstration of Searching for a Position
                 simulation after your demonstration. Emphasize that learners should
                 not be using their computers during this demonstration. It‟s important
                 that each learner take notes and mark important points in their own
                 learner guides as you demonstrate so that they‟ll be able to do this
                 exercise on their own after the demonstration. (Note: If some learners
                 are actually doing the exercise as you do it, it‟s quite likely that their
                 computers will lock up because they‟ll be hitting the internet server at
                 almost the exact same time.)

                 Begin to demonstrate the procedure following the Learner Guide steps
                 (below). Always remember to demonstrate how to use online
                 help during your demonstration. It‟s very important that the
                 learners make a habit of using online help to answer their own
                 questions whenever possible.




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How To Do It




   Step          Action
   1.            Begin by navigating to the Add/Update Position Info page.

                 Click the Organizational Development link.

   2.            Click the Position Management link.
   3.            Click the Maintain Positions/Budgets link.
   4.            Click the Add/Update Position Info link.
   5.            Click the Collapse Menu button.


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   Step          Action
   6.            Use the Add/Update Position Info page to view an existing position or to
                 create a new one.

                 The options on this search page enable you to narrow your search by entering
                 values in more than one type of criteria.

                 Attention: Always use some values to limit your search. Clicking the search
                 button without any values in the search fields will return an excess number of
                 search records.




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   Step          Action
   7.            The Description field contains detailed text describing the position as defined
                 in the job code ID.

                 On the search page, you can define your search criteria.

                 Click in the Description field.

   8.            Enter the desired information into the Description field.

                 Enter "Administrative Assistant".
   9.            In OAKS, a Department defines the business entity within your agency to
                 which a position is charged. Departments are used in OAKS to indicate the cost
                 center to which an assigned employee's wages are charged.

                 Click in the Department field.

   10.           Enter the first three characters of the Department ID, which are the same as
                 the agency‟s CAS code. In the scenario the CAS code for the State Board of
                 Pharmacy is PRX.

                 Enter the desired information into the Department field.

                 Enter "PRX".
   11.           Click the Search button to locate the desired position.

   12.           The Search Results table shows all the positions that fit the criteria you have
                 entered.




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   Step          Action
   13.           Click the desired information in the Search Results table.

                 Click "29360017".

   14.           Use the Position Information page to view information about this person.
   15.           You have successfully located an administrative assistant for the State Board of
                 Pharmacy.

                 Good Job!
                 You are now done with this procedure.


Be sure to demonstrate how to use online help during your demonstration of the Searching
for a Position process. If you haven‟t done so yet, use online help now to answer a
question.


Congratulations!
You have finished searching for an administrative assistant for the Pharmacy Board of Ohio.
You successfully completed this scenario.


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Transition to the review activity (next slide).

Key Points and Review

Slide 38:           Suggested Review Activity

                         Discuss the key points from the demonstration, referring the
                          learners to their Learner Guide. Ask the learners if there is
                          anything they would add to the key points and discuss.

                         Always use some values to limit your search. Clicking the search
                          button without any values in the search fields will return an
                          excess number of search records.

                         The first three characters of the Department ID are the same the
                          agency‟s CAS code.

                    Transition to introduce the Try It Simulation (next slide).


Try It Simulation – Your Turn

Slide 39:             Ask the learners to read the scenario before beginning the Try It
                      simulation. Answer their questions about doing the Try It simulation.


                      Scenario for Try It Simulation
                      In this scenario, you need to search for an administrative assistant
                      position in the State Board of Pharmacy.

                      While the learners are working through the Try It provide them with
                      assistance as needed. Bring any questions or problems which might
                      help the whole class to the attention of the class; do so without
                      embarrassing any class member.

                      When the learners have completed the Try It simulation: Transition
                      to discuss the lessons they learned while working in the simulation
                      (next slide).




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Lessons Learned (Common Errors)

Slide 40:                 Review lessons learned from the Searching for a Position process
                           in the Try It simulation. Discuss errors that were made by class
                           members and how they are corrected.
                          Discuss how to prevent these common errors as well.
                          Discuss other common errors and also the critical errors which
                           people make when running the Searching for a Position process,
                           using the list in the learner guide (below). Be sure to discuss the
                           error, how to correct it, and how to prevent it.

                         Common or critical       How to correct this      How to prevent this
                         error and                error (steps or          error
                         consequences of the      description of
                         error                    correction process)
                         Make sure to enter       Enter some sort of       Always use some
                         some sort of search      search criteria (e.g.    values to limit your
                         criteria or an excess    first letter of a last   search.
                         number of search         name or the first few
                         records will appear,     numbers of the
                         which will slow down     position number)
                         OAKS for everyone
                         else.


                     Summarize common errors, then Transition to the simulation
                     exercise in the OAKS training environment and the scenario for it
                     (next slide).


Exercise in OAKS Training Environment

Slide 41:
                 Scenario for Training Environment Exercise
                 In this scenario, you need to search for an Administrative Assistant
                 position in DAS.

                         Hand out the data sheets for this exercise now. (Only distribute the
                          data sheets for this exercise.)
                         Instruct the learners to practice the Searching for a Position process
                          using the OAKS training environment and their data sheet for the
                          Searching for a Position scenario.

                 When the learners have completed the training environment exercise,
                 Transition to the lesson summary activity (next slide).


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Topic Summary




Lesson Summary

                 Suggested Lesson Summary Activity
                 Have the learners split into three groups. Have each group choose 2 or
                 3 key concepts from each topic. Use these concepts or terms to write a
                 poem. Have the learners share their poems with the class. While
                 listening to the poems, the learners should listen for the terms and
                 concepts and write them down. After the final poem is read, have the
                 class discuss the terms and concepts that each group chose to use in
                 their poem.
                 Ask participants to make their own summary notes (using these lines)
                 based on your discussions.

                  _________________________________________________________

                  _________________________________________________________

                  _________________________________________________________

                  _________________________________________________________

                  _________________________________________________________

                  _________________________________________________________

                  _________________________________________________________

                  _________________________________________________________

                  _________________________________________________________

                  _________________________________________________________

                  _________________________________________________________

                  _________________________________________________________

                  _________________________________________________________
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                  _________________________________________________________

                  _________________________________________________________

                  _________________________________________________________


                 Lesson Self Check
                 Ask learners these questions about the Manage positions process and
                 have them write their answers down. Discuss the answers that they
                 have written down, correcting any errors in a positive and reinforcing
                 manner.
                 1. True or False: Searching for a Position without entering a value in the
                    search criteria is the preferred way of searching.
                    F: Always use some values to limit your search. Clicking the search
                    button without any values in the search fields will return an excess
                    number of search records.
                 2. You use the                    reason code, on the Position Information
                    page, when reclassifying a position.
                        JRC – Job Re-Classification
                 3. You can move a position in OAKS by changing the             ,         ,
                    and/or            fields.
                               Department, Location, Reports to
                 4. True or False: A position can only be assigned to an employee when
                    the status is “Approved”.
                        (T)


                 Remind the learners that they can manage positions by creating,
                 moving, reclassifying, and searching positions. The navigational paths
                 are very similar and only a few fields need to be entered to complete
                 position management processes.

                 In this lesson you learned to create, move, reclassify and search for a
                 position. In the next lesson you will learn to run a report of
                 active/inactive positions and inactivate a position in OAKS.




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Lesson 2: Inactive Positions
Slide 43:
                 Overview: Inactive Positions
                 Positions become inactive in OAKS two ways:
                        • Position specialists have the capability of manually inactivating
                        a position.
                        • Unassigned positions become "Inactive" in OAKS after 12
                        months.

                 In this lesson you will learn how to manually change a position to
                 "Inactive" status in OAKS and how to run a report to view
                 active/inactive positions.


                 What’s In It For Us?
                 Ask learners how they hope this process will help them and their
                 agency. List key points on a flip chart or white board.

                 After this discussion refer learners to the “What‟s In It For Us?” section
                 of their learner guide (below) and discuss any items on the list in their
                 learner guide which were not already discussed:
                 Position Management in OAKS will:
                  Allow you to run a report that shows you all the inactive and vacant
                     positions in your departments
                  Automatically inactivates any position that is vacated for more than
                     12 months
                  Manually send you a notice for positions that are inactive for 11
                     months.

                 Transition to a discussion of where the time administration process
                 impacts the life cycle of an employee. (next slide).




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Slide 44:
                 Employment Life Cycle

                 Display the employment life cycle slide and point out the Workforce
                 Maintenance phase. Ask learners how they handle this process in their
                 current systems and discuss how that will occur in OAKS. Tying their
                 new learning to their current systems will help them learn the new
                 process.

                 The Inactive Positions topics fit into the workforce maintenance of the
                 employment lifecycle.



                                                                            Transition to a
                                                                            discussion of
                                                                            the lesson
                                                                            outline (next
                                                                            slide).




Slide 45:        Lesson Outline
                     1. Lesson Overview
                     2. Inactivating a Position
                     3. Running a Position Management Report (Active/Inactive
                        Positions)
                     4. Lesson Summary
                 Review
                 You may refer to the agenda for that lesson or topic in the learner guide
                 for that course. Relate the current lesson to these previous lesson(s):
                       Manage Positions

                 Transition to a discussion of the Process Flow for Inactive Positions.

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                 Process Flow for Inactive Positions
                 Ask learners to look at the high-level process flow in their Learner Guide
                 and discuss it with them. Discuss how each topic in this lesson fits into
                 this flow and how this flow fits into the employment life cycle.
                 This is a high-level overview of the process flow for Inactive Positions.
                                                                                                               Position
                                        Position is        Has position                                       becomes
                  Employee vacates   labeled unfilled    been unfilled for                Yes             inactive in OAKS    End
                      position           in OAKS           12 months?                                       using Position
                                                                                                            Management


                                                                No



                                                                                                            Notification
                                                           Does Position
                                                                                    Position remains         of unfilled
                                                         Specialist need to    No
                                                                                    in unfilled status      status after
                                                        inactivate position?
                                                                                                            11 months




                                                                                    Position Specialist
                                                                                    adds a new row in
                                                                     Yes
                                                                                         OAKS to
                                                                                    inactivate position




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Topic 1: Inactivating a Position

                 Learning Objective for Inactivating a Position
                 Refer learners to the topic objectives in their Learner Guide and review
                 these with them:
                 After completing this topic, you will be able to inactivate a position.

                 Transition to a discussion of the topic outline (next slide).

Slide 46:
                 Topic Outline
                 1. Overview
                 2. Process Flow
                 3. Demonstration in the Try It Simulation
                 4. Key Points and Review
                 Go to next slide
Slide 47:        5. Try It Simulation: Your Turn
                 6. Lessons Learned (Common Errors)
                 7. Exercise in OAKS Training Environment
                 8. Topic Summary

                 Review
                 Review any previous training that‟s related to this topic. Relate the
                 current topic to the Manage Positions lesson. This is a continuation of
                 that lesson.

                 Transition to a discussion of the OAKS terms and concepts for this topic.




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                 Legacy and OAKS Terms and Concepts for inactivating a position
                 The legacy terms have already been taught in this course. However,
                 there are few concepts about inactivating a position that are very
                 important and warrant repetition.
                 Here are some key concepts for this lesson which have different names
                 in OAKS or which are new in OAKS:

                       If a position stays vacant (unassigned) for 12 consecutive
                        months, the Status will become “Inactive” in OAKS.
                       Agencies will receive a report showing the vacant positions after
                        11 months as a warning of their pending inactivation.
                       Positions become inactive in OAKS two ways:
                            o Position Specialists have the capability of manually
                               inactivate a position.
                            o Unassigned positions become "Inactive" in OAKS after 12
                               months.


                 Transition to the Process Flow for this topic (next slide).




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Process Flow for Inactivating a Position
Slide 48:        Remind learners that the topic covers inactivating a position. This is
                 similar to Moving a Position because only position management is
                 needed to successfully perform this process.

                 Ask learners to look at the high-level process flow in their Learner Guide
                 and discuss it with them. Discuss how this topic fits into the entire
                 process flow.
                 This is a high-level overview of the process flow for the Inactivating a
                 Position process.


                                                                                                               Position
                                        Position is        Has position                                       becomes
                  Employee vacates   labeled unfilled    been unfilled for                Yes             inactive in OAKS        End
                      position           in OAKS           12 months?                                       using Position
                                                                                                            Management


                                                                No



                                                                                                            Notification
                                                           Does Position
                                                                                    Position remains         of unfilled
                                                         Specialist need to    No
                                                                                    in unfilled status      status after
                                                        inactivate position?
                                                                                                            11 months




                                                                                    Position Specialist
                                                                                    adds a new row in
                                                                     Yes
                                                                                         OAKS to
                                                                                    inactivate position




                 Transition to the Try It Simulation Demonstration (next slide).




Try It Simulation – Demonstration of inactivating a position.
Slide 49:        Before demonstrating
                 Make sure each learner has 3-5 notecards.

                 Demonstration Scenario
                 Ask learners to read the scenario in their Learner Guide and explain
                 that you‟re going to demonstrate how to handle this scenario in OAKS:
                 In the Try It Simulation:

                 In this scenario, you will inactivate position number 2000970.

                 Explain to the learners that as you demonstrate the Inactivating a
                 Position process they should take careful notes in their Learner Guide
                 because they will need to run this procedure themselves in the Try It
Rev. 8/13/2008                            OAKS PMO Training Team                                                           Page 85 of 122
Try It Simulation – Demonstration of inactivating a position.
                 simulation after your demonstration. Emphasize that learners should
                 not be using their computers during this demonstration. It‟s important
                 that each learner take notes and mark important points in their own
                 learner guides as you demonstrate so that they‟ll be able to do this
                 exercise on their own after the demonstration. (Note: If some learners
                 are actually doing the exercise as you do it, it‟s quite likely that their
                 computers will lock up because they‟ll be hitting the internet server at
                 almost the exact same time.)

                 Introduce the activity which you‟ll be using during the demonstration to
                 help the learners understand the lesson, remember all the steps,
                 concepts, etc., and be better able to use what they‟ve learned on the
                 job.

                 Tell the learners about the exercise you‟ll be doing with them to help
                 them remember how to do this process: During the demonstration,
                 have the learners write down terms or concepts that they would
                 emphasize if they were instructing others on this topic. At the end of
                 the topic, have the learners split into 3 groups and have them develop a
                 mini presentation on the topic using the terms and concepts that the
                 group members wrote down during the demonstration.

                 Begin to demonstrate the procedure following the Learner Guide steps
                 (below). Always remember to demonstrate how to use online
                 help during your demonstration. It‟s very important that the
                 learners make a habit of using online help to answer their own
                 questions whenever possible.




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How To Do It




   Step          Action
   1.            Begin by navigating to the Add/Update Position Info page.
                 Click the Organizational Development link.


   2.            Click the Position Management link.
   3.            Click the Maintain Positions/Budgets link.
   4.            Click the Add/Update Position Info link.
   5.            Click the Collapse Menu button.




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   Step          Action
   6.            Use the Search page to locate a position. The options on the advanced search
                 page enable you to narrow your search by entering values in more than one
                 type of criteria.

                 Attention: Always use some values to limit your search. Clicking the search
                 button without any values in the search fields will return an excess number of
                 search records.
   7.            This Position Number field contains the predefined position that the employee
                 holds. The position Number is similar to the Position Control Number (PCN)
                 because it identifies a specific position.

                 However, it is different from a PCN because you cannot tell the specific details
                 of the position simply by looking at the number. This detailed information is
                 now captured in specific OAKS fields.
   8.            Click in the Position Number field.


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   Step          Action
   9.            Enter the desired information into the Position Number field.

                 Enter "20000970".
   10.           Click the Search button to locate the desired location.




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   Step          Action
   11.           Use the Position Information page to update the reason and status of the
                 inactive position.
   12.           OAKS stores information in rows; each row is one record of information. Rows
                 are displayed in order by effective date. If you want to take a new action to
                 change information for a position, you must add a new row.

                 In this scenario, you need to add a new row so you can inactivate this position.

                 The Add a row button inserts a new row of information.

                 Click the Add a row button.


   13.           When you enter a new data row OAKS copies the contents of the previous row
                 into the new row so you do not have to retype any information that stays the
                 same. The only information that OAKS automatically changes is the effective
                 date, which is set by default to the current date but can be updated as
                 necessary.
   14.           The *Effective Date field allows you to record the point in time an event
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   Step          Action
                 actually occurs. Only one row of information can be current. Effective dates
                 enable you to keep a complete record of all past, present, and future data for a
                 position. To define an event that will occur later, use a future date as the
                 effective date of the action.
   15.           The *Effective Date defaults to the current system date, but you can change
                 it if needed.
   16.           Click in the *Effective Date field.


   17.           Enter the desired information into the *Effective Date field.

                 Enter "050807".
   18.           Use the Reason field to indicate the type of action you are currently updating
                 on this position.

                 Click the Look up Reason button to find and choose an appropriate reason.


   19.           Use the Look Up Reason page to search for key values to use.
   20.           Click the Search Results table.

                 Click "INA...Position Inactivated".


   21.           The *Status field contains the status of the position and this field defaults to
                 Active.

                 In this scenario, you must change the status to Inactive to inactivate the
                 position.
   22.           Click the *Status list.


   23.           Click an entry in the list.

                 Click "Inactive".


   24.           If a position stays vacant (unassigned) for 12 consecutive months, the Status
                 will become “Inactive” in OAKS.

                 Important: Agencies will receive a report showing the vacant positions after
                 11 months as a warning of their pending inactivation.
   25.           Click the scrollbar to view more information.
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Rev. 8/13/2008   OAKS PMO Training Team   Page 92 of 122
   Step          Action
   26.           Click the Save button to save the position information changes.


                 Congratulations! You have successfully inactivated position 20000970.
                 End of Procedure.




Be sure to demonstrate how to use online help during your demonstration of the
Inactivating a Position process. If you haven‟t done so yet, use online help now to answer a
question.




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Congratulations!
You have finished inactivating position number 20000970. You successfully completed this
scenario.


Transition to the review activity (next slide).

Key Points and Review

Slide 50:              Suggested Review Activity: Presentation
                           At the end of the demonstration, have the learners split into 3
                            groups and have them develop a mini presentation on the
                            topic using the terms and concepts that the group members
                            wrote down during the demonstration.
                           Discuss the key points from the demonstration, referring the
                            learners to their Learner Guide. Ask the learners if there is
                            anything they would add to the key points and discuss.

                             If a position stays vacant (unassigned) for 12 consecutive
                              months, the Status will become “Inactive” in OAKS.
                             Agencies will receive a report showing the vacant positions
                              after 11 months as a warning of their pending inactivation.
                             Positions become inactive in OAKS two ways:
                                  o Position Specialists have the capability of manually
                                     inactivate a position.
                                  o Unassigned positions become "Inactive" in OAKS after
                                     12 months.

                       Transition to introduce the Try It Simulation (next slide).


Try It Simulation – Your Turn

Slide 51:             Ask the learners to read the scenario before beginning the Try It
                      simulation. Answer their questions about doing the Try It simulation.

                      Scenario for Try It Simulation
                      In this scenario, you will inactivate position number 2000970.

                      While the learners are working through the Try It provide them with
                      assistance as needed. Bring any questions or problems that might
                      help the whole class to the attention of the class; do so without
                      embarrassing any class member.

                      When the learners have completed the Try It simulation: Transition
                      to discuss the lessons they learned while working in the simulation
                      (next slide).

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Lessons Learned (Common Errors)

Slide 52:              Review lessons learned from the inactivating a position process in
                        the Try It simulation. Discuss errors that were made by class
                        members and how they are corrected.
                       Discuss how to prevent these common errors as well.
                       Discuss other common errors and also the critical errors which
                        people make when running the inactivating a position process,
                        using the list in the learner guide (below). Be sure to discuss the
                        error, how to correct it, and how to prevent it.

                      Common or critical       How to correct this     How to prevent this
                      error and                error (steps or         error
                      consequences of the      description of
                      error                    correction process)
                      Not adding a new row     Always add a new        Use a post-it as a
                      to the position          row when updating       reminder or
                      management record.       the position            highlight this step in
                      This will not allow      information.            the learner guide.
                      you to save the
                      process.

                  Summarize common errors, then Transition to the simulation
                  exercise in the OAKS training environment and the scenario for it
                  (next slide).


Exercise in OAKS Training Environment

Slide 53:
                  Scenario for Training Environment Exercise
                  In this scenario, a position needs to be inactivated. You will inactivate
                  this position in OAKS.

                       Hand out the data sheets for this exercise now. (Only distribute
                        the data sheets for this exercise.)
                       Instruct the learners to practice the inactivating a position process
                        using the OAKS training environment and their data sheet for the
                        Inactivating a Position scenario.
                       Circulate among the learners, providing feedback and assistance
                        as they practice. If someone makes an error or asks a question
                        from which others can benefit, bring it to the attention of the
                        class, positively and tactfully.

                  When the learners have completed the training environment exercise,
                  Transition to the lesson summary activity (next slide).
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Topic Summary
Slide 54:        Suggested Topic Summary Activity
                  Divide learners into teams and have each team work together to
                    draw a poster on a piece of flip chart paper representing the
                    Inactivating a Position process. Tell them these posters may be
                    used to help future classes understand the process. They can use
                    pictures but not words on their posters.
                  Ask the teams to show their drawings to the class while other
                    teams guess what the drawing says. Then ask each team to
                    explain their drawing.
                  Clarify any misconceptions about the Inactivating a Position
                    process.
                 Ask participants to make their own summary notes based on your
                 discussions using these lines.
                 On the lines below please write the steps in the Inactivating a Position
                 process. Make notes of anything in these steps that you want to be
                 sure to remember when you do this at your own desk.

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

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Topic Summary


                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                 Transition to the self check activity.

                 Self Check
                 Ask learners these questions about the Inactivating a Position process
                 and have them write their answers down. Discuss the answers that
                 they have written down, correcting any errors in a positive and
                 reinforcing manner.
                     1. True or False: The Reason code used in this process is INA.
                        True
                     2. Besides the Reason field, what other field on the page needs to
                        be changed to successfully inactivate a position?
                        Change the Status field from Active to Inactive.

                 After the summary activity and the self-check:

                 Review the parking lot items which are still unanswered and discuss
                 with learners how they‟ll get the answers to those items.

                 Transition to a discussion of this topic‟s objective and how the learners
                 met it or need assistance to meet it.


                 Topic Objectives Review
                 Refer learners to the course objectives in their Learner Guide (LG) and
                 review these objectives with them, possibly by asking them to tell you
                 how to do each objective:
                 You should now be able to inactivate a position.

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Topic Summary
                 Remind the learners that there are two ways that a position becomes
                 inactive and this topic covers the manual way to inactivate a position.
                 In addition to this manual operation, a position that is vacant for 12
                 months will automatically become “Inactive” in OAKS.

                 Transition to the next lesson in this course, telling the learners that in
                 the next topic, “Running a Position Management Report,” they will
                 learn how to run a report to view inactive positions relating it to this
                 topic and the employment life cycle.

                 In this topic you learned to inactivate a position. In the next topic you
                 will learn to run a position management report to view active/inactive
                 positions.




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Topic 2: Running a Position Management Report

                 Learning Objective for running a position management report
                 Refer learners to the topic objectives in their Learner Guide and review
                 these with them:
                 After completing this topic, you will be able to run a position
                 management report to view inactive positions.

                 Transition to a discussion of the topic outline (next slide).

Slide 55:
                 Topic Outline
                 1. Overview
                 2. Demonstration in the Try It Simulation
                 3. Key Points and Review
                 4. Try It Simulation: Your Turn
                 Go to next slide
Slide 56:        5. Lessons Learned (Common Errors)
                 6. Exercise in OAKS Training Environment
                 7. Summary




                 Review
                 Review any previous training that‟s related to this topic. Relate the
                 current lesson to the Inactivating a Position topic.


                 Transition to the Try It Simulation Demonstration (next slide).




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Try It Simulation – Demonstration of running a position management report
Slide 57:
                 Demonstration Scenario
                 Ask learners to read the scenario in their Learner Guide and explain
                 that you‟re going to demonstrate how to handle this scenario in OAKS:
                 In the Try It Simulation:
                 In this scenario, you will run a report to view inactive positions as of
                 11/30/05.
                 Explain to the learners that as you demonstrate the Running a report
                 process they should take careful notes in their Learner Guide because
                 they will need to run this procedure themselves in the Try It simulation
                 after your demonstration. Emphasize that learners should not be using
                 their computers during this demonstration. It‟s important that each
                 learner take notes and mark important points in their own learner
                 guides as you demonstrate so that they‟ll be able to do this exercise on
                 their own after the demonstration. (Note: If some learners are actually
                 doing the exercise as you do it, it‟s quite likely that their computers will
                 lock up because they‟ll be hitting the internet server at almost the exact
                 same time.)

                 Begin to demonstrate the procedure following the Learner Guide steps
                 (below). Always remember to demonstrate how to use online
                 help during your demonstration. It‟s very important that the
                 learners make a habit of using online help to answer their own
                 questions whenever possible.




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How To Do It




   Step          Action
   1.            Begin by navigating to the Active/Inactive Positions page.

                 Click the Organizational Development link.

   2.            Click the Position Management link.
   3.            Click the Position Reports link.
   4.            Click the Active/Inactive Positions link.
   5.            Click the Collapse Menu button.


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   Step          Action
   6.            A Run Control ID, along with your User ID, uniquely identifies a report or
                 process you have previously saved in OAKS. This ensures that your preferences
                 are used when you are running a process in OAKS.
   7.            Click the Add a New Value tab to create a Run Control ID using the
                 Active/Inactive Positions page.
                 Click the Add a New Value tab.




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   Step          Action
   8.            Enter a short descriptive name (maximum of 30 letters and numbers) for the
                 report or process you're creating. Spaces are not allowed in the name of the
                 Run Control ID, however you may use underscores as needed
                 (e.g. Report_Name_Date).

                 Click in the Run Control ID field.

   9.            Enter the desired information into the Run Control ID field.

                 Enter "RPT_Name_Date".
   10.           Click the Add button.




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   Step          Action
   11.           Use the Report Request Parameters page to define the date to use for your
                 report.
   12.           There are three ways to enter a date in OAKS.
                 1. Click the Calendar button which opens a small calendar that displays the
                 month, day, and year. Then click the appropriate date on that calendar.
                 2. Enter today‟s date by typing “today” in the date field.
                 3. Enter the date using the “DDMMYY” format.
   13.           Click in the As Of Date field.




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   Step          Action
   14.           In this scenario, you are running a report to view inactive positions as of
                 11/30/05.

                 Enter the desired information into the As Of Date field.

                 Enter "113005".
   15.           Click the Inactive Positions option.

   16.           Click the Save button to save the Run Control ID.

   17.           Click the Run button.




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   Step          Action
   18.           The Server Name field lists the servers available for running this process.

                 Click the Server Name list.

   19.           Click an entry in the list.

                 Click "PSNT".

   20.           The Format field is used to specify the output format. You will want to run
                 your report to a XLS (Microsoft Excel) file. This allows you to sort all of the
                 inactive positions by agency.


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   Step          Action
   21.           Click the *Format field.
   22.           Click an entry in the list.

                 Click “XLS”.
   23.           Click the OK button to go back to the Active/Inactive Positions page.




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   Step          Action
   24.           Click the Process Monitor link.




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   Step          Action
   25.           The Run Status field displays the processing status of the job or report. The
                 processing status may be cancel, error, processing, posted, success, no
                 success, generated, hold, initiated, not posted, posted, cancelled, queued, or
                 resend.

                 View the Run Status field so that it says success. Often, you will need to click
                 the Refresh button before seeing the desired status.
   26.           Click the Refresh button to view the current Run Status.

   27.           The Run Status field indicates the report was run successfully.
   28.           Click the Details link.




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   Step          Action
   29.           Click the View Log/Trace link.




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   Step          Action
   30.           The list of inactive positions as of 11/30/05 has been transferred to a XLS file.

                 Click the XLS link.




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   Step          Action
   31.           The Active and Inactive Position Listing report can be viewed, saved to a
                 secure location, and printed from your local printer.
   32.           You have successfully used the Active and Inactive Position Listing page to view
                 positions that are inactive as of 11/30/05.

                 Good Job!
                 You are now done with this procedure.


Be sure to demonstrate how to use online help during your demonstration of the Running a
report process. If you haven‟t done so yet, use online help now to answer a question.


Congratulations!
You have finished running a report for viewing inactive positions as of 11/30/05. You
successfully completed this scenario.


Transition to the review activity (next slide).
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Key Points and Review

Slide 58:                Discuss the key points from the demonstration, referring the
                          learners to their Learner Guide. Ask the learners if there is
                          anything they would add to the key points and discuss.

                           Format Type: The format type refers to what the output of
                            the report will look like. Normally, reports will be produced as
                            PDFs.
                           Run Control ID: A unique ID, associating each operator with
                            his or her own run control table entries.
                           Process Instance: A unique number that identifies each
                            process request. This value is automatically incremented and
                            assigned to each requested process when the process is
                            submitted to run.
                           If a position stays vacant in OAKS (or unassigned) for a period
                            of 12 months the position will be made inactive. After 11
                            months, a report will go out indicating which positions are
                            about to expire in OAKS.

                  Transition to introduce the Try It Simulation (next slide).




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Try It Simulation – Your Turn

Slide 59:          Ask the learners to read the scenario before beginning the Try It
                   simulation. Answer their questions about doing the Try It simulation.


                   Scenario for Try It Simulation
                   In this scenario, you will run a report to view inactive positions as of
                   11/30/05.

                   While the learners are working through the Try It provide them with
                   assistance as needed. Bring any questions or problems which might
                   help the whole class to the attention of the class; do so without
                   embarrassing any class member.

                   When the learners have completed the Try It simulation: Transition
                   to discuss the lessons they learned while working in the simulation
                   (next slide).


Lessons Learned (Common Errors)

Slide 60:               Review lessons learned from the running a position management
                         process in the Try It simulation. Discuss errors that were made by
                         class members and how they are corrected.
                        Discuss how to prevent these common errors as well.
                        Discuss other common errors and also the critical errors which
                         people make when running the running a position management
                         process, using the list in the learner guide (below). Be sure to
                         discuss the error, how to correct it, and how to prevent it.

                       Common or critical      How to correct this   How to prevent this
                       error and               error (steps or       error
                       consequences of the     description of
                       error                   correction process)
                       Using the wrong As      Confirm the date of   Confirm the date in
                       of Date, this will      which you want to     the As of Date before
                       create a report with    view inactive         saving the
                       the wrong data.         positions.            parameters.

                   Summarize common errors, then Transition to the simulation
                   exercise in the OAKS training environment and the scenario for it
                   (next slide).




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Exercise in OAKS Training Environment

Slide 61:
                  Scenario for Training Environment Exercise
                  In this scenario, you will run a report to view inactive positions as of
                  10/30/05.

                     Hand out the data sheets for this exercise now. (Only distribute
                      the data sheets for this exercise.)
                     Instruct the learners to practice the Running a Position
                      Management Report process using the OAKS training environment
                      and their data sheet for the Running a Position Management
                      Report scenario.
                     Circulate among the learners, providing feedback and assistance
                      as they practice. If someone makes an error or asks a question
                      from which others can benefit, bring it to the attention of the
                      class, positively and tactfully.

                  When the learners have completed the training environment exercise,
                  Transition to the lesson summary activity (next slide).


Topic Summary
Slide 62:        Suggested Topic Summary Activity
                 Ask participants to make their own summary notes based on your
                 discussions using these lines.
                 On the lines below please write the steps in the Running a Position
                 Management Report process. Make notes of anything in these steps
                 that you want to be sure to remember when you run this at your own
                 desk.

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

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Topic Summary


                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                  ________________________________________________________

                 Transition to the self check activity.

                 Self Check
                 Ask learners these questions about the Running a Position
                 Management Report process and have them write their answers down.
                 Discuss the answers that they have written down, correcting any
                 errors in a positive and reinforcing manner.
                    1. What two items need to be updated on the Report Request
                        Parameters page to run a report of positions that have been
                        inactive since 11/14/05?
                        As of date field - 11/14/05 and Inactive Positions option needs
                        to be checked.

                 After the summary activity and the self-check:

                 Review the parking lot items which are still unanswered and discuss
Rev. 8/13/2008                  OAKS PMO Training Team                 Page 116 of 122
Topic Summary
                 with learners how they‟ll get the answers to those items.

                 Transition to a discussion of this topic‟s objective and how the learners
                 met it or need assistance to meet it.


                 Topic Objectives Review
                 Refer learners to the course objectives in their Learner Guide (LG) and
                 review these objectives with them, possibly by asking them to tell you
                 how to do each objective:
                 You should now be able to run a report to view inactive positions.

                 Remind the learners that they are able to view active and inactive
                 positions by running a report.




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Lesson Summary

                 Suggested Lesson Summary Activity
                 Using the word INACTIVE, have the learners think of seven key points
                 or concepts about this lesson. Each of these has to start with I-N-A-C-T-
                 I-V-E. Have the learners share their key points and concepts with the
                 class. This list could also include questions about this lesson.

                 Ask participants to make their own summary notes (using these lines)
                 based on your discussions.

                  _________________________________________________________

                  _________________________________________________________

                  _________________________________________________________

                  _________________________________________________________

                  _________________________________________________________

                  _________________________________________________________

                  _________________________________________________________

                  _________________________________________________________

                  _________________________________________________________

                  _________________________________________________________

                  _________________________________________________________

                  _________________________________________________________

                  _________________________________________________________

                  _________________________________________________________

                  _________________________________________________________

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                  _________________________________________________________


                 Lesson Self Check
                 Ask learners these questions about the Inactive positions process and
                 have them write their answers down. Discuss the answers that they
                 have written down, correcting any errors in a positive and reinforcing
                 manner.
                    1. Besides the Reason field, what other field needs to be changed to
                       successfully inactivate a position?
                       Change the Status field from Active to Inactive.
                    2. What two items need to be updated on the Report Request
                       Parameters page to run a report of positions that have been
                       inactive since 11/14/05?
                       As of date field - 11/14/05 and Inactive Positions option needs to
                       be checked.




                 Transition to the course summary.




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Summary: Position Management Course
Slide 63:
                 What’s In It For Us?
                 Review the WIIFU for this course, also referencing what the learners
                 said at the beginning of the course that they hoped to learn.
                 This OAKS process will let you:
                  Search for positions using criteria such as position number, the
                    description of the position and the department.
                  Search for active and inactive positions.
                  Create positions by filling in a limited amount of fields. Some fields
                    automatically fill in other fields on Position Management pages.
                  View incumbent information by clicking the Job Data link (access
                    limited by security role)
                  Link Position Management information with Job Data information.
                  Allow you to run a report that shows you all the inactive and vacant
                    positions in your departments
                  Automatically inactivates any position that is vacated for 12 months
                  Manually send you a notice for positions that are inactive for 11
                    months.


                 Key Points About the Position Management Course
                 Discuss and review the listed key points and others the learners
                 suggest.
                     A position can only be assigned to an employee when the status
                       is “Approved”.
                     The Max. Head Count field should be 1 except for special
                       temporary positions.
                     Several fields in the Position Information area match Job Data
                       fields in the Human Resources module.
                     Positions can be moved by changing the Department, Location,
                       and/or Reports To fields.
                     The Location field automatically fills based on what was entered
                       in the Department field.
                     The Reports To field contains the position to which the position
                       being moved reports directly.
                     In some agencies the Agency Position Specialist uses position
                       management to assign the position to a new job code.
                     Use the JRC –Job Re-Classification reason code on the Position
                       Information page
                     Always use some values to limit your search. Clicking the search
                       button without any values in the search fields will return an
                       excess number of search records.
                     The first three characters of the Department ID are the same the
                       agency‟s CAS code.
                     If a position stays vacant in OAKS (or unassigned) for a period of
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                       12 months the position will be made inactive. After 11 months, a
                       report will go out indicating which positions are about to expire in
                       OAKS.


                 Self Check
                 1. True or False: Searching for a Position without entering a value in the
                    search criteria is the preferred way of searching.
                    F: Always use some values to limit your search. Clicking the search
                    button without any values in the search fields will return an excess
                    number of search records.
                 2. You use the                    reason code, on the Position Information
                    page, when reclassifying a position.
                        JRC – Job Re-Classification
                 3. You can move a position in OAKS by changing the             ,         ,
                    and/or            fields.
                               Department, Location, Reports to
                 4. True or False: A position can only be assigned to an employee when
                    the status is “Approved”.
                        (T)Besides the Reason field, what other field needs to be changed
                    to successfully inactivate a position?
                        Change the Status field from Active to Inactive.
                 6. What two items need to be updated on the Report Request
                    Parameters page to run a report of positions that have been inactive
                    since 11/14/05?
                        As of date field - 11/14/05 and Inactive Positions option needs to
                        be checked.
                 Suggest to the learners after the self-check that they highlight or
                 bookmark areas in their Learner Guide which they need to give extra
                 attention to.


                 Course Objectives
                 Review the terminal objectives and discuss whether or not this class has
                 met these objectives. Discuss how the learners can continue to improve
                 their skills and prepare for OAKS.
                 You are now able to do the following in OAKS:
                     Create a position
                     Move a position
                     Reclassify a position
                     Search for a position
                     Inactivate a position
                     Run a position management report


                 Performance Support Tools at Your Desk
                 Discuss each of the performance support tools for OAKS users which

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                 learners have in their own workplace. Emphasize that learners need to
                 practice and review every week so they‟ll remember what they learned
                 in this course when OAKS goes live.
                      Learner Guide (Tell the learners that they will take this with them
                        after class. They should have written lots of notes in it to help
                        themselves do these tasks when they‟re back at work.)
                      Online help in OAKS (always available in OAKS)
                      OAKS simulation (Available from your desk and included in the
                        OAKS online help. OAKS simulations guide you through a
                        simulated process and provide definitions and explanations as
                        you go through the process. OAKS simulations can also be used
                        to check your knowledge: as you go through a process you‟ll be
                        prevented from making errors and given help as needed.)
                      Practice in the OAKS practice environment at your own desk (In
                        this special environment, like the training environment, you‟re in
                        an exact copy of OAKS, but the information is totally separate
                        from production so you can practice and experiment safely.
                        Another difference from production is that in the training and
                        practice environments you have permission to use many
                        functions which you won‟t use and may not even see in
                        production; another difference is that your work in these
                        environments is erased frequently so that many people can
                        practice here.)
                      Job aids are in your learning guide, but are printed on just one
                        side so that you can put them on your cubicle wall if you‟d like.
                        (also available on the OAKS extranet)


                 Class Evaluation
                 Before you hand out or call attention to the class evaluation write this
                 information on a whiteboard or flip chart for the learners to use when
                 they fill out the evaluation:
                     1. Course name
                     2. Instructor name
                     3. Date and start time of this class
                     4. Location of this class – city, building, and room
                 Please complete the class evaluation online. You may put your name on
                 your evaluation or leave it anonymous. If you provide your name we
                 will try to respond to your comments appropriately.

                 Thank you for taking the time to complete this evaluation. We‟ll use the
                 information you give us to improve future OAKS classes.




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