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Position Management
Reading and Responding to PPDB Reports
An agency Human Resource section will receive a variety of reports generated by the Position and Personnel Database (PPDB) system. Some reports are for information, some must be checked to ensure accuracy, and others require the agency to take action. 
Questions about PPDB reports should be directed to:  group.ppdb@state.or.us.  
The following chart lists a sample of the reports an HR section will receive, what the contents mean and what action the agency needs to take.

Report Name
Action Items
Turn-around PAs
Details recent actions made to employee’s record in PPDB
Review for accuracy
File in the employee’s official personnel file.
Position History
Details changes made in PICS to base position
Review for accuracy, call SABRS if unsure of change
File in the position history file.
Details positions in agency by position classification/number/ REPR code, employee classification/REPR code, salary range, base rate, step, FLSA, etc
Use to view vacancies, number of FTE, number of positions, calculating promotions and WOC, obtain position numbers, etc
File in agency file, replace prior month’s report.  Recycle prior month.
Contains the following audit fields:
  • Due step increase
  • Over/Under/Cross Fill

  • Temp Terminations

  • Work Out of Class (WOC)
  • REPR does not match
  • Check for freeze code, if there is code, verify why and adjust if appropriate

  • Identify reason and remedy

  • Request extension if appropriate

  • Check to make sure still appropriate; also adjust based on steps or colas

  • Determine why, remedy if appropriate
Keep current in agency file.  Keep multiple months if close to PICS freeze or if checking to see if issues are resolved; recycle old reports.
Performance Appraisal Due
Inform supervisor of employee needing performance appraisal. Keep current month, recycle all other related or old reports.
Details employees receiving a fixed differential such as WOC or bilingual differentials
Review for accuracy and continuation of differential
Update agency file, recycle old reports.
Details employees who have disclosed a disability
Update agency file, shred old reports.
Automatic Step Increases - Details who is due a salary step increase
Review for freeze codes, WOC, etc
Keep current copy, recycle old reports.
Quarterly Affirmative Action statistics for the agency
Review for accuracy, general information
File in agency file.
See the following:
Position and Personnel Database