Setting Up Position Management

Modified on Sat, 20 Jul at 10:36 AM

Position Management offers a number of powerful functions that make employee recruitment and employee compensation easy to manage and track. Additionally, Position Management enables you to track:

Positions
Position History
Budget FTEs

There are some set up steps required for the Position Management functions that must be completed before you can begin defining the jobs and positions that you’ll then assign to new recruits and existing employees.

Once you set up the initial data for Position Management (job criteria, reason codes, and job functions), you can connect this data to the relevant jobs and positions in your organization. From there, positions are assigned to employees streamlining and simplifying the entire employee recruitment and employee compensation process.

Note: Some of the setup functions within Position Management Setup are also duplicated in the Human Resources Management Setup. To perform the setup procedures for the following, click the links to display the applicable Human Resources Management Setup sections:

Adding Applicable Unions
Setting Up HR Task Types
Defining Miscellaneous Article Types
Assigning Miscellaneous Article Items

Creating HR Job Criteria

The HR Job Criteria option enables you to define the types of skills, qualifications, and challenges that a specific position requires. The job criteria relate to the compensation an employee receives when hired to a position, so it is important that the job criteria required for the position is clearly defined.

To create the required HR Job Criteria:

In the Search field, type HR Job Criteria and select the page from the drop-down list.
The HR Job Criteria page displays.
On the Home Ribbon, click New. A new record is inserted.
In the Code column, enter a unique code for the job criteria.
In the Description column, provide an explanation for the code.
When you finish defining your required job criteria, click OK to close the page.

Defining HR Reason Codes

Reason Codes are attached to the employee’s history via an HR Request and HR Position Ledger Entries. They are used to categorize the type of transaction and the action that is performed when the HR Request is processed (for example, Hire, Assignment change, or Termination). Reason codes enable the Human Resources department to maintain complete status records for an employee and track the individual’s progression or changes throughout their entire tenure with the organization.

These reason codes also link with a background process, which depending on the selected option performs one or multiple updates.

A sample list of reason codes is displayed below, depending on your processes and organization’s needs, this list can be expanded upon.

Field	Field
Hire	Creates new employee record and assigns the employee to a position.
Assignment Changes	Closes current assignment and opens new Position Assignment.
Details Changes	Changes items such as pay rate, FTE on the current position.
Notification	Creates a Notification entry to be viewed by Manager, Payroll, HR, the employee.
Notification -MGR	Creates a notification directed from HR to the employee’s Manager.
Ont-time Payment	Creates an entry for payroll to process a onetime payment using a selected Payroll Control (Bonus request).
Termination	Starts the employee termination workflow.
Payroll Entry	Changes the payroll details for the position.

To define a reason code:

In the Search field, type HR Reason Codes and select the page from the drop-down list.
HR Reason Codes page displays.
In the Home Ribbon, click New. A new record is inserted.
In the Code column, enter a unique code for the ‘reason’ (for example, Hire, Change, Termination).
In the Description column, provide a detailed explanation for the code.
In the Instructions column, enter the details for when the reason code should be applied.
In the Process Type column, select the process type that applies to the reason code.
If portal access is required to apply this reason code, add a checkmark to the Portal Access check box.
If action is required on the part of human resources, add a checkmark to the HR Action Required column.
If action is required on the part of payroll, add a checkmark to the Payroll Action Required column.
If manager approval is required to apply this reason code, add a checkmark to the Manager Approval if Delegate column.
When you finish defining your required reason codes, click OK to close the page.

Adding HR Functions

HR Functions refer to the automated processes that can be performed by the application when an HR Request is processed.

Note: Typically, the HR functions used by your organization are pre-programmed into the system and this list of functions and their corresponding Function IDs are imported at the time of application set up and implementation. Meaning, for the most part, the HR functions you need are pre-populated for you. Generally, additional HR Functions would only be added after that, if specifically instructed by a developer and the specific function ID provided.

To add an HR function:

In the Search field, enter HR Functions, and select the page from the drop-down list.
The HR Functions page displays.
In the Home Ribbon, click New. A new record is inserted. In the Code column, enter a unique code for the HR function (for example, 001CreateEmp, and so on).
In the Description column, provide a detailed explanation for the code.
In the Function ID column, enter the Function No. that corresponds with the desired process. For a list of the current supported processes and their function IDs, contact your consultant or support.
When you finish defining all the required HR functions (tasks) related to any and all positions, click OK to close the page.

Understanding HR Functions

The following table provides a list of HR Functions that would typically be connected with the most commonly used reason codes to assist you in understanding how HR Functions are attached to Reason Codes.

The Function IDs are unique numbers used to distinguish each Reason Code and HR function combination.

Note: The following provides a ‘sample’ of typical HR Functions and Reason Codes. The HR functions used by your organization may be slightly different. For the most part, the HR functions you need are pre-populated for you during implementation; however, additional HR Functions can be added, if specifically instructed by a developer and the specific function ID is provided. Contact your system administrator for details.

HR Reason Codes	HR Function	Function ID
HIRE	Create employee record	15
	Create position entry	10
	Create employee pay structure entry	16
	Create employee HR tasks	19
	Assign benefit plan	20
	Assign employee miscellaneous articles	22
	Assign employee training/qualifications	11
	Insert employee payroll controls	12
	Deactivate payroll controls	13
	Insert payroll entry	14
	Insert employee rates	21
	Insert employee other authorities	17
	Insert employee union	18
	Assign termination date to employee	30
	Close HR position entry upon termination	31
	Collect Misc. Articles from employee	32
	Copy Position ledger entry	33
	Change Access End date pm AEP user when employee terminated	34
	Validate Payroll Status	35
	Insert ROE entry (must be after Functions 36 or 37)	38
Details Change	Close position	31
	Copy position ledger entry	33
	Create employee pay structure entry	16
Assignment Change	Close position	31
	Create position entry	10
	Create employee pay structure entry	16
	Insert employee payroll controls	12
	Deactivate payroll controls	13
	Insert employee rates	21
	Insert employee other authorities	17
	Insert employee tax authorities	42
	Insert employee union	18
	Create employee HR tasks	19
	Assign benefit plan	20
	Assign employee miscellaneous articles	22
	Assign employee training/qualifications	11
Termination	Assign termination date to employee	30
	Close HR position entry when terminated	31
	Insert termination position entry	36
	Collect miscellaneous articles from employee	32
	Change access End Date on AEP user when employee is terminated	34
	Insert ROE entry (must be after Functions 36 or 37)	38
Payroll Entry	Insert payroll entry	14
Termination and Rehire	Close HR position entry when terminated	31
	Insert termination position entry	36
	Insert ROE entry (must be after Functions 36 or 37)	38
	Insert re-hire	41
	Create employee pay structure entry	16
	Insert employee payroll controls	12

Assigning HR Process Functions to Reason Codes

There are a number of activities/functions that need to be performed for any given reason code. For each reason code, you need to assign the appropriate functions that need to be performed and the order in which the activities must be completed.

For example, a ‘Hire’ requires that you create the employee record, create a position entry for the hire, attach a pay structure, etc.

To assign process functions to reason codes:

In the Search field, type HR Reason Codes and select the page from the drop-down list.
The HR Reason Codes page displays.
On the Ribbon, click HR Process Function.
The HR Process Functions page opens.
On the Ribbon, click New. A new record is inserted.
From the HR Reason Code drop-down, select the reason code.
From the HR Function Code drop-down, select the appropriate HR function (task) associated with the reason code.
The HR Function Description column is automatically populated based on the HR Function code.
In the HR Step field, enter the step in the process (hire, termination, etc.) that this task needs to be completed.
When you finish assigning the required process functions for the reason code, click OK.

Attachments (4)

hr_job_criteria.png
42.1 KB

hr_reason_codes.png
196 KB

hr_functions.png
199 KB

HR_process_f....png
147 KB