Page 83 - HCSD SOPandIC Manual

Implement Position Control Codes or Numbers (PCN), and Automatically Update Position Control
Budget Spread Information (Payroll to Personnel)
Utilizing a synchronized Personnel and Payroll application gives the ability to implement position control
codes, as well as automatically update position control budget spread information as necessary. Position
Control Codes or Numbers (PCNs) represent distinct, board-approved, contracted job positions. The
budget spread for each position is defined, providing a powerful in-house management and budgeting
tool. Key benefits of utilizing PCNs include features that allow your district to:
Validate current year budget appropriations against Personnel contracted salaries, by account.
Present salary projection analysis to the board to assist with budget projection for the next fiscal year.
Track and project the district’s vacant positions, allowing for more accurate budget projections.
Import future year salary data directly into Accounting’s Budget Projection Module.
Utilize employee budget spread information from Payroll to generate PCN in Personnel.
In short, a unique code is created to represent each board-approved contracted position within your
district. These codes are referred to as PCNs. The budget spread is attached to these codes, telling the
system which account(s) the position is to be paid from. As the positions are filled, the corresponding
PCN is linked to the employee who is currently filling the position. PCNs that are not linked to any
employees represent vacant positions. For example, if your district has five board- approved positions for
high school math teachers, you would establish five PCNs to represent the five separate positions.
PCNs are independent of employee records. Each PCN represents a separate position within the district,
not the employee who fills it at any particular time. Thus, if an employee leaves a position and the
position remains open, the PCN remains active in the system representing a vacant position to be filled.
Once an employee is hired for that position, the vacant PCN is then assigned to that person.
Vacant PCNs provide an area where a projected estimated salary amount may be entered, providing the
district with the ability to budget for positions that are expected to be filled. When a PCN is linked to an
employee record, the calculated salary for that employee overrides the vacant salary amount entered for
the PCN. As PCNs represent positions within the district, they are only added or deleted when a job
position itself is either created or phased out.

Meaningful vs. Non-Meaningful PCNs
Each PCN must be unique and can be up to 20 characters or digits. A PCN can either be a random string
of numbers with no meaning attached to it – like a PO number – or it can be a string containing
meaningful segments – like an expense account number.
Meaningful PCNs are critical for position control, as they allow the positions they represent to be more
easily identified. They are also easier to relate to when using the PCN associated reports.
Non-meaningful PCNs are a random string of numbers with no meaning attached to it. Position control is
more difficult, as is using the related reports.

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