How Do I Fix a 0% Position Percentage in People Directory/Account Management?

This article covers why a 0.00% position percentage appears for users in the People Directory/Account Management and the process for getting the position percentage updated to accurately reflect the user's time base.

Why is the Position Percentage Set to 0.00?

This is because a Department IT Coordinator (DITC) entered the position, rather than the position information being imported from a Human Resources database (e.g., CHRS, ASC HR, ASI HR). DITCs are not able to enter a position percentage when they add a position in the People Directory, nor can DITCs update/edit this field.

Note that there are some position types in People Directory who will never have a percentage for the position, such as volunteers, consultants, and other non-employee positions. As a rule of thumb, any user who does not appear in one of the campus HR databases will not have a position percentage.

DITC created position

Indications that a position was created by a DITC:

  1. The Percentage is set to 0.00.
  2. The Source is empty.

How Does the Position Percentage Get Added?

The People Directory gets HR data from the state side Human Resources database (CHRS) as well as the auxiliary Human Resources databases (ASC HR and ASI HR). These HR databases contain the position percentage for employees and will update the People Directory entry to add the position percentage. Typically the People Directory is updated within 24 hours after the employee's position data is entered in the relevant Human Resources database.

Technically speaking, what will happen is that the HR database will add a new position entry/row. For a short time, you may see two similar position entries for the employee. The People Directory periodically looks for duplicate rows and will deactivate the entry that has a 0.00 position percentage if it finds a matching position type in the same department with a non-zero position percentage.

Two positions in same department, one created by DITC and one created by CHRS

In the example above, there are two Part-Time Faculty positions in the ISDS department for this employee.

  1. The first position with a 0.00 percentage and no Source was added by the DITC.
  2. The second position with a 20.00 percentage and CMS as the Source was imported from CHRS.

Eventually, the first position with 0.00 percentage will be deactivated/removed and only the 20.00 percentage Part-Time Faculty position (and the Full-Time Staff position in IT - Administration) will remain.

So How Do I Fix This?

"Fixing" this will depend on what information is showing in the People Directory for the employee.

If You Only See The 0.00 Percentage Position With No Source in People Directory
0.00 Percentage Position With No Source in People Directory

What This Means: This means that the employee is not set up in the appropriate Human Resources database yet.

Solution: Contact the appropriate Human Resources department (Payroll Services, Auxiliary Services Human Resources, or Associated Students Human Resources) to inquire as to when the employee will be added.

What if the employee's position data *is* in the HR database?

If the employee's position data was added today, please allow up to 24 hours for the position information to be added to the People Directory.

What if it's been more than 24 hours?

Contact the IT Help Desk at [email protected] or x7777 for assistance. Be sure to provide them with the employee's Campus-Wide ID and the HR database involved (e.g., CHRS, ASC HR, ASI HR), so the techs can check that data is being imported correctly from that HR database.

If You See Two Positions in the Same Department with the Same Position Type in People Directory, One with 0.00 Percentage and the Other With a Percentage
Two Positions in the Same Department with the Same Position Type in People Directory, One with 0.00 Percentage and the Other With a Percentage

What This Means: This means the employee's position data was successfully imported from the relevant HR database, but the DITC-created position is still active.

Solution: Simply wait. The 0.00 percentage position entry will automatically be deactivated/removed. The duplicate rows should not cause any issues with the employee's access.

What if the duplicate rows *are* creating an issue?

Contact the IT Help Desk at [email protected] or x7777 for assistance. Be sure to provide them with the employee's Campus-Wide ID, the position type, and department and indicate what issue the employee is experiencing. It is possible that removing the duplicate position will not resolve the issue the employee is having, so the more detail you provide, the easier it will be to troubleshoot the issue.

If You See Two Positions in Different Departments with the Same Position Type in People Directory, One with 0.00 Percentage and the Other With a Percentage
Two Positions in Different Departments with the Same Position Type in People Directory, One with 0.00 Percentage and the Other With a Percentage

What This Means: There are two things that this could mean: 1) The employee has two active positions in different departments, or 2) The department is incorrect for one of the positions.

Solutions:

  1. If the employee has two active positions in different departments but only one department has a position percentage/source:
    1. If both positions should have a position percentage, contact the relevant HR department (Payroll Services, Auxiliary Services Human Resources, or Associated Students Human Resources) for assistance as this means that the HR database has not yet been updated.
    2. If this employee is in a position that is funded through Auxiliary Services, but they are working in an academic department, this is normal. The Auxiliary Services position should show a position percentage and the academic department position should show a 0% position percentage. However, if the Auxiliary Services position does not show the correct position percentage, contact Auxiliary Services Human Resources.
  2. If the department is incorrect for one of the positions:
    1. If the department is incorrect for the 0.00 percentage position but correct for the other position, contact [email protected] to ask them to deactivate the 0.00 percentage position. Be sure to provide them with the employee's Campus-Wide ID, the position type, and department so they deactivate the correct position.
    2. If the department is correct for the 0.00 percentage position but incorrect for the other position, contact the relevant HR department (Payroll Services, Auxiliary Services Human Resources, or Associated Students Human Resources) for assistance as this means the error is in the HR database.
If You See Two Positions in the Same Department with Different Position Types in People Directory, One with 0.00 Percentage and the Other With a Percentage
Two Positions in the Same Department with Different Position Types in People Directory, One with 0.00 Percentage and the Other With a Percentage

What This Means: This means that most likely the DITC made an error when entering the position in the People Directory. However, it is also possible that the campus HR department made an error with the position. Brand new position job codes can also cause errors when the People Directory gets the information from a campus HR database as the job codes may not be correctly matched to a position type (e.g., a part-time faculty job code may be matched with a full-time faculty position type).

Solutions:

  1. If the position type is incorrect for the 0.00 percentage position but correct for the other position, contact [email protected] to ask them to deactivate the 0.00 percentage position. Be sure to provide them with the employee's Campus-Wide ID, the position type, and department so they deactivate the correct position.
  2. If the position type is correct for the 0.00 percentage position but incorrect for the other position, contact the relevant HR department (Payroll Services, Auxiliary Services Human Resources, or Associated Students Human Resources) for assistance as this means the error is in the HR database.
    1. If the relevant HR department indicates that their HR database is correctly showing the employee's position type, contact the IT Help Desk at [email protected] or x7777 for assistance. Be sure to provide them with the employee's Campus-Wide ID, the position type, and department. For state-side employees, please provide the employee's job code (e.g., 2360) as that may be the source of the issue.

Important Note About Email Accounts

Remember that campus email accounts should generally be associated with the position created by the relevant Human Resources database (e.g., CHRS, ASC HR, ASI HR), which should have a position percentage.

Use the instructions on modifying an email to change the department associated with an employee's email account. More information can also be found in the guide on updating an employee's Outlook entry.

There are some instances where an employee's position is funded through Auxiliary Services but the employee actually works in an academic department. In those cases, the employee's email account should be associated with the academic department so the DITC of the academic department can submit IT Requests for them.

Example

employee with ASC position at 50% and Physics position at 0%

In the example above, Stephen has a position in Auxiliary Services with a 50% position percentage and a Teaching Associate position in Physics with a 0% position percentage.

employee's email associated with Physics position

Notice that Stephen's email account is currently associated with his Teaching Associate position in Physics. The Auxiliary Services DITC needs to update the Position Type and Department to match his active position in Auxiliary Services. (The Physics DITC is unable to make that change.)

Need More Help?

Questions or issues with an employee's position information

Contact the appropriate Human Resources department: Payroll Services, Auxiliary Services Human Resources, or Associated Students Human Resources.

Technical issues with Account Management

Contact the IT Help Desk at [email protected] or 657-278-7777.