11.5 Position Management Settings

11.5 Position Management Settings

Quick Answer: Position Management Settings controls PM behavior without back-end access. The General tab covers position types, code generation, and To Be Hired adaptation. Hierarchy Adaptation sets the leading hierarchy and manager defaulting. Synchronization covers position and Job Information sync, Matrix Synchronization covers matrix and job relationships, and UI Customizing covers filtering and copy rules. Transition Period, Right to Return, Integration, and Import complete the tool.

Access requires Manage System Properties > Manage Employee Files and Manage Position > Access Position Management Settings in Admin Center.

General Tab

• Use Position Types: define different behavior for groups of positions (defaults Regular and Shared), for workflows, reporting-line adaptation, or transition periods. Set it to No if all positions should behave the same.
• Position External Code Generation by onSave rule: Yes means codes are generated by a business rule (Section 13.3).
• To Be Hired Status Adaptation: automatically set or reset To Be Hired when an incumbent is assigned or unassigned, when the position's FTE changes, or when an incumbent's FTE changes. THR79's settings are Set TBH if incumbent is unassigned: only if current FTE is below planned value and Reset TBH if incumbent is assigned: only if planned FTE is reached, with Yes for both FTE options.

Hierarchy Adaptation Tab

• Leading Hierarchy:
  • Position Hierarchy (default and recommended): position-to-position relationships determine and update the reporting line.
  • Reporting Hierarchy: manager-to-direct-report relationships lead.
  • None: neither hierarchy updates when the other changes.
• Reassign Direct Reports According to Position Hierarchy on Termination Screen and Internal Hire Screen: No, Yes – Always (leading practice), or Yes – Optional (Section 12.4).
• Defaulting of the Manager or the Position on the Hire UI, MSS Job Information, and Job Information History: with the position hierarchy leading, set Yes, so selecting a position defaults the manager. No lets the hierarchies diverge.
• Threshold for Running Adoption of Reporting Line and Job Relationships as a Job: when the number of incumbents of child or matrix positions reaches the threshold (5 to 20), updates run as a scheduled job. Below it, they run immediately. 0 means never as a job. It applies only when the position hierarchy leads.
• Automated Daily Hierarchy Adaptation: a daily job checks whether each position-assigned employee's supervisor matches the position hierarchy and fixes it. Changes effective today sync immediately, future-dated ones sync on their date, and past-dated ones sync at the next run, but with the job's date as the effective date. It cannot be set to Yes unless a daily Position Management Daily Hierarchy Adaptation job exists (Scheduled Job Manager).

Synchronization Tab

• Position to Job Information Synchronization: Automatic (recommended, runs in the background), User Decision (a pop-up after every change), User Decision If Required (a pop-up only when position and incumbents are out of sync), or Never.
• Rule for Synchronizing Position to Job Information and Rule for Synchronizing Job Information to Position (Section 13.2).
• Search for Position in Position Reclassification / Position Transfer: Yes means the system first looks for a To Be Hired position before creating one.
• Stable Headcount Area for Position Control Mode: SAP recommends No Selection.
• Automated Position to Job Information Synchronization: with the Position to Job Information Synchronization job in Scheduled Job Manager, set Use Automated Job to Yes so future records stay in sync. Offset in Days is 0 to 30. With 0 or blank, the job considers only records starting on the run date.

Matrix Synchronization Tab

• Synchronize Position Matrix Relationships to Job Relationships of Incumbents: Always (recommended), Never, only when the position assignment changes, or only when the matrix relationships change.
• Synchronize Job Relationships for Vacant Matrix Positions:
  • No: transfer options appear on the Termination and Internal Hire pages.
  • Delimit Job Relationships: if no other incumbent exists, the relationship ends on the termination date.
  • To Incumbent On Next Higher-Level Position: the search moves up the hierarchy until an incumbent is found.
• Automated Position Matrix Relationship to Job Relationship Synchronization, with an offset of 0 to 30 days.

UI Customizing Tab

• Rule for Defining Copy-Relevant Position Fields: a Default Position Attributes rule for lower-level and peer positions (Section 13.1).
• Respect Workflow at Copy Position in Position Organizational Chart: usually No.
• Use Company Filter for Positions in MSS Job Information, History and Quick Actions: filters positions by legal entity. The Hire process always filters by company.
• Allow Selection of only Positions that have Status "To Be Hired" in MSS, Hire, and Quick Actions. This does not apply to Job Information History.
• Display "Enter Manager to Filter Positions" field in Hire, MSS, History, and Quick Actions.
• Show "Deactivate Position" Option in Employee Termination Screen (Section 12.4).

Transition Period Tab

Use Transition Period = Yes, with a Period and a Unit (days or months), allows temporary overstaffing by incumbent or FTE, for example a successor starting before the leaver departs. It can be global or by position type. If multiple incumbents are allowed or FTE is shared, Position Controlled must be Yes.

Other Tabs

• Right to Return: rules and event reasons for leaves of absence and global assignments (Section 12.2).
• Integration: Recruiting integration and rules (Section 13.4), and Raise events in Intelligent Services when positions are created or updated.
• Import: follow-up processes after imports (Section 11.6). Often set to No during the initial load for performance, then Yes.

Position Management Checks in the Check Tool

Under System Health, choose the application Position Management. The tool defaults to errors and warnings; add Success to see all checks.

• all mandatory PM settings are made
• matrix picklist values match the job relationship picklist
• the position code generation rule is consistent with the settings and the code field's editability
• the Position to Job Information sync rule does not set supervisor, or company when the company filter is used
• Pending Data is active on the Position object
• mandatory fields are filled on active positions
• the Recruiting mapping rule fields exist in the Job Requisition OData object, using dot notation such as hiringManager.usersSysId
• Migration tab: Basic PM rules that can be migrated to application-specific scenarios with Quick Fix