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Setting Up Position Management

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:

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:

1. In the Search field, enter HR Job Criteria.

2. Select the option. The HR Job Criteria window opens.

3. On the Action Pane, click New. A new record is inserted.

4. In the Code column, enter a unique code for the job criteria.

5. In the Description column, provide an explanation for the code.

6. When you finish defining your required job criteria, click OK to close the window.

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 Description
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:

1. In the Search field, enter HR Reason Codes.

2. Select the option. The Edit - HR Reason Codes window opens.

3. On the Action Pane, click New. A new record is inserted.

4. In the Code column, enter a unique code for the ‘reason’ (for example, Hire, Change, Termination).

5. In the Description column, provide a detailed explanation for the code.

6. In the Instructions column, enter the details for when the reason code should be applied.

7. In the Process Type column, select the process type that applies to the reason code.

8. If portal access is required to apply this reason code, click the Portal Access check box to insert a checkmark.

9. If action is required on the part of human resources, click the HR Action Required column to insert a checkmark.

10. If action is required on the part of payroll, click the Payroll Action Required column to insert a checkmark.

11. If manager approval is required to apply this reason code, click the Manager Approval if Delegate column to insert a checkmark.

12. When you finish defining your required reason codes, click OK to close the window.

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 master 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:

1. In the Search field, enter HR Functions.

2. Select the HR Functions option. The Edit - HR Functions window opens.

3. On the Action Pane, click New. A new record is inserted.

4. In the Code column, enter a unique code for the HR function (for example, 001CreateEmp, etc.).

5. In the Description column, provide a detailed explanation for the code.

6. 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.

7. When you finish defining all the required HR functions (tasks) related to any and all positions, click OK to close the window.

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 Code 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:

1. In the Search field, enter HR Reason Codes. The HR Reason Codes window opens.

2. On the Action Pane, click HR Process FunctionThe HR Process Functions window opens

3. On the Action Pane, click New. A new record is inserted.

4. From the HR Reason Code drop-down, select the reason code.

5. 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.

6. In the HR Step field, enter the step in the process (hire, termination, etc.) that this task needs to be completed.

7. When you finish assigning the required process functions for the reason code, click OK.

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