12.1 Position Fields in Job Information and Hiring Employees to Positions

12.1 Position Fields in Job Information and Hiring Employees to Positions

Quick Answer: The position field in Job Information links an employee to a position. When a position is chosen, a business rule propagates the position's organizational and job fields, and the supervisor defaults to the incumbent of the parent position. Hire from the Position Org Chart with Add New Employee or, faster, Add New Employee to This Position. The position's FTE and To Be Hired status then adapt according to Position Management Settings.

Position Fields in Job Information

jobInfo stores organization, job, and position data: legal entity, division, job classification, pay grade, location, and so on. Enabling the position field is a prerequisite for Position Management (Section 11.2). Fields are organized in HRIS sections:

• Position Information: position-related fields
• Organizational Information: foundation objects such as legal entity, division, department, and location
• Job Information: job classification, job title, FTE, and so on

Fields can be reordered within sections, but the Position Information section may contain only the Position Management fields. In the Latest People Profile, the Full Profile's Job Data combines organization, job, and employment details. View All shows more position information.

Extra Position Fields

Time in Position requires a job to be created and run once: Initialize job entry date and position entry date in job info, from Scheduled Job Manager or Provisioning. Customers can create this job type themselves in Scheduled Job Manager, but only Provisioning offers every job type.

Setup: in BCUI > jobInfo, add positionEntryDate and timeInPosition (Time in Position with Visibility = View). Grant both under Employee Central Effective Dated Entities > Job Information, switch on Enter Manager to Filter Positions, and run the job. The field then shows years, months, and days. If Create Job Request is missing in Scheduled Job Manager, grant Admin Center Permissions > Manage Scheduled Jobs.

Hiring from the Position Org Chart

Two options:

1. Add New Employee (toolbar): opens the hire wizard for manual entry. Useful when an administrator sees a vacant (To Be Hired) position.
2. Add New Employee to This Position (position card): faster. Hire Date (today or the chart date), Company, and Position are filled in and read-only.

The wizard needs a hire date and company (unless pre-filled), an event reason from the Hire/Rehire event, identity data, and the fields your hire template requires.

Position Assignment During Hire

In Job Information, the employee is assigned to the Position. Fields from the position record propagate to Job Information, such as job classification, job title, pay grade, and regular/temporary, if the propagation rule exists (Section 13.2). The Supervisor defaults to the incumbent of the parent position. For example, choosing Administrative Assistant sets pay grade Hourly Non-Exempt 8 (H-8) and the supervisor automatically.

With Add New Employee, the Enter Manager to Filter Positions field appears if it is enabled. If the Position Entry Date is left blank, the system uses the hire date.

Default Supervisor on Hire: the Hierarchy Adaptation option Defaulting of the Manager or the Position on the Hire UI, MSS Job Information, and Job Information History should always be Yes when the position hierarchy leads. Otherwise the hierarchies diverge.

Direct Reports

If the position has lower-level positions with incumbents, the system asks whether to transfer those direct reports to the new hire or leave them with their current manager.

FTE and To Be Hired

FTE compares the employee's standard weekly hours with the position's. A 40-hour employee in a 40-hour position gives current FTE = planned FTE, so the position is fully staffed. Hiring someone for 20 hours into a 40-hour position makes them part-time with FTE 0.5. Below the target FTE, the position is understaffed and shows the To Be Hired icon. Mass positions can have a planned FTE above 1.

To Be Hired means the position is vacant. In Position Management Settings > General, TBH can be set or reset automatically:

• when an incumbent is assigned or unassigned: Never, Always, or based on the FTE value
• when the position's target FTE changes: Yes/No
• when an incumbent's FTE changes through MSS or a Job Information import: Yes/No

Caution: TBH status does not update when the position assignment or the incumbent's FTE is changed from Job History. For a Job History import, TBH adapts only if the position changes.

With Allow Selection of only Positions that have Status "To Be Hired" set to Yes (UI Customizing), only vacant positions can be chosen in MSS, Hire, and Quick Actions. Job Information History still shows all positions.

Worked Example (THR79)

1. Check the TBH adaptation settings: set TBH on unassign only if current FTE is below planned, reset on assign only if current FTE is reached, and Yes for both FTE options.
2. In the Position Org Chart, open Director of Marketing (DIR_MKT) and choose Add New Employee to This Position. Hire date (today) and company (Ace USA) are read-only.
3. Choose event reason New Hire (HIRNEW), enter the name, and continue to Job Information. The position shows DIR_MKT, and the job classification and other fields are propagated.
4. Submit. An approval workflow starts. Proxy as the approver (Carla Grant) and approve.
5. The position now shows the new incumbent and 1 of 1 FTE (fully staffed).