Change Position ID : RDA Systems Inc

What This Process Does

Creates a new Position Identification, and replaces an existing Position Identification.
Looks throughout the entire database for the current Position ID (FROM), and changes it to the new Position ID (TO).
All occurrences of the current Position ID are marked as deleted, and identical records are created for the new Position ID in the Position Tracking, Substitute Management, Budget Prep, and Application Management modules.
Records where the Position ID is a supporting field are simply updated with the new Position ID (e.g., Payroll Job Master, Budget Job Master, Substitute Contact Master, and Substitute Work Master).
Only available to Enterprise customers and those with PT18 bundle (Change Position IDs); without this bundle, the only option is to create a new Position ID and assign to employee jobs.

The Change Position IDs process does not merge two Position IDs together; therefore, you should NOT create a new Position ID with the new ID prior to running this process.
Query Positions (selecting Active True and False) to make sure the new ID does not already exist.
Due to the fact that the records associated with the current (soon to be former) Position ID will be marked as deleted, it is CRITICAL that those deleted records be removed from the database BEFORE the Change Position IDs process is run because if the process is run using a deleted Position ID in the FROM or TO field, then all records will be marked as deleted, and it is difficult, if not impossible, to undelete those records (* see below for the specific files).
It is recommended that Remove Deleted Records be run again AFTER the Change Position IDs process has been run, once it has been verified that the change was successful.

System Administration → Database/Transaction Processing → Maintenance tab → Remove Deleted Records
Once Remove Deleted Records is accessed, you will see a Library List, which contains each OpenRDA module, and a File list, which contains files in each module.
Referring to the LIBRARY/FILE list below*, highlight the appropriate module from the Library List, and then highlight the file from which deleted records need to be removed, and click the cog (Select).
Continue with this process, highlighting each subsequent module/file, and clicking the cog, until all files in the list below have been selected; at a minimum, Remove Deleted Records must be run for all of these files; if desired, it can be run for all files in the Position Tracking, Substitute Management, Budget Preparation and Application Management modules.
Records that have been deleted via any manner will also be removed when the Remove Deleted Records process is run.

Library	File
POSTRK	POSACC, POSADDA, POSCMST, POSFLD, POSMSTR, POSPER, POSPRMS, POSTYP, POSVAC, POSVACY
SUBMGT	SUBDTYP, SUBPOS
BUDPREP	BUDACC
APPMGT	APPPOS

Once deleted records have been removed, confirmation must be provided to RDA indicating that you queried Positions, and the ID did not exist, and that you have removed deleted records from the above files.
RDA will then provide you with the access code (valid for one day only) you will need to be able to run the Change Position IDs process.

HR → Position Tracking → Maintenance → Change Position IDs
While the process is running, users should not run any other Payroll or Position tracking processes.
The process may take a while depending on the number of records in the Position Tracking, Substitute Management, Budget Preparation and Application Management modules.
Enter the Access Code (Dev_License) on the first screen, then select Continue.
Enter the existing Position ID in the Simple From field.
Enter the desired, new Position ID in the Simple To field.

FIELDS	Opt.	Rec.	Req.	Description
Simple From	—	—	♦	Enter the current Position ID (what you want it changed FROM)
Simple To	—	—	♦	Enter the new Position ID (what you want it changed TO)
Opt. = Optional Rec. = Recommended Req. = Required

Click the Effect Change button.
Once you start the process, do not start another occurrence of the process (do not click the Effect Change button a second time).
Do NOT run this process more than once with the same Position ID in the From or To fields.

Access the Position Masters to confirm that the new ID has been created.
It is recommended that Remove Deleted Records be run again AFTER the Change Position IDs process has been run, once it has been verified that the change was successful.