To define a position:You use the Position window to define positions within your organizations and to add them to position hierarchies. You can add a position to an existing control budget and enter budget data to the period level, using the Budgets tab. You can also enter the skills that position holders require and the grades to which they can be assigned. You can enter position evaluation scores, if you have set up a position evaluation system.
Note: Use the datetracked Position window if you are using any of the Oracle HRMS applications. If you do not use Oracle HRMS at your site, use the non-datetracked version of the Position window.
Use the Position Transaction window for positions that belong to organizations that you have selected for position control.
The check boxes at the top of the window are for information purposes only. They are checked if the position belongs to an organization selected for position control. The check boxes indicate whether the position is:
Open: unfilled
Under Review: changes to the position definition are in process using a position transaction
Approved Future Actions: the position or changes to it are approved for a future effective date
See: Defining a Position with a Position Transaction and Setting up Transaction Templates
To define a position:Set your effective date early enough to handle any historical information about the position that you want to enter.
Note: Consider using a fixed date as a default for your initial setup, for example, 01-JAN-1901. This will simplify your data-entry.
If you are selecting the Active hiring status for the first time (see step 9), enter a Start Date. This is the earliest date on which a person can be hired into this position.
Enter a unique name for the position in the Date Effective Name field in the Position Details tabbed region.
Note: The Name field at the top of the window displays the latest name on record for the position, irrespective of your effective date. This name is used on all other windows, such as assignment.
If there is more than one segment in the Position Name flexfield, a window opens when you enter the Name field. You must enter a unique combination of segments in this window.
Select the position type. The choices are:
Single Incumbent, meaning that only one employee is allowed to hold the position at any time
Shared, meaning there can be several incumbents, up to the value of the FTE field
Pooled (Public Sector only), meaning the position is loosely defined so rules about FTE and hours are not enforced by the system
None, which you can select if you do not need to record position types
If the position is permanent and budgeted every year, select the Permanent check box.
If the position is only used in one season each year (such as a summer teacher), select the Seasonal check box. You can enter the season dates in the Seasonal Information extra information type.
Select the organization and job for this position. They must have a start date on or before the start date of this position.
Note: You cannot change the organization or job once you have saved the definition.
You can set up several positions that have the same job in the same organization. Each position name must be unique.
If you know that the position will be transferred to another organization or job in the future, enter the proposed end dates now, for information.
Select a hiring status. See: Position Hiring Status
The Start Date field indicates when the current hiring status came into effect.
If the status is Frozen, you must enter a proposed end date for the status. Optionally, you can enter a proposed end date for Proposed or Active statuses, for information.
Select a location for the position, or leave the default, which is the location of the organization.
Optionally, select a status for the position.
Selecting Valid or leaving the Status field blank enables employees to be assigned to the position, provided other conditions (such as an Active hiring status) are met. If the status is Invalid or any other status defined at your site, employees cannot be assigned to the position.
Enter the number of Full Time Equivalents to be assigned to this position. If the Position Type is Single Incumbent, FTE must be 1.0 or less.
You can enter the number of incumbents that are planned for the position in the Headcount field.
If appropriate, select a bargaining unit code for the position. This is usually the legally recognized collective negotiating organization.
Note: You set up your different bargaining units as values for the Lookup type BARGAINING_UNIT_CODE.
If required, enter the earliest date at which incumbents can be hired into this position. If you have created a requisition and vacancy for this position, the earliest hire date must be within the vacancy dates.
Enter the date by which the position should be filled. This date must be on or after the Earliest Hire Date.
Use the Permit Recruiting check box to identify, for your own information, a position that is frozen but due to become active in the near future.
Note: The Permit Recruiting check box is for information purposes only.
Select the payroll to which the position's incumbents are normally assigned. This payroll's calendar can be used for calculations of budgeted amounts and commitments.
Select the salary basis to which the position's incumbents are normally assigned.
Select the default grade to be used to determine the entry salary of position incumbents.
Note: If you maintain information about valid grades for the position or the position's job, this grade must be one of the valid grades. See: Entering Valid Grades.
Do one of the following, or leave these fields blank:
If the position is paid from a pay scale, select the grade step and scale rate that represent the entry level salary for this position. The system displays the value of the step on the scale rate you selected.
If you maintain a grade rate to hold entry salary for this position, select the appropriate grade rate. The value or range (minimum, maximum and midpoint values) for this grade rate are displayed.
If there is a probation period for this position, you can enter its length in the Probation region.
Select the length of time a new incumbent can overlap with a leaving incumbent for transfer of skills.
Note: You can enter proposed start and end dates for particular periods of overlap using the Extra Information Types window.
Note: The Working Hours and Normal Start and End Times default from the organization, but you can override them.
Enter a number in the Working Hours field, and select the corresponding period of time in the Frequency field. For example, enter 40 and select Week.
Enter the normal start and end times in 24 hour format. For example, for 5.30 p.m., enter 17:30.
Note: If this position operates within a shift system or has an unusual work schedule, you can record the shift pattern or days worked in the Work Choices window. See: Entering Work Choices for a Job or Position.
Select the name of a person who supervises this position. See also the Supervisor field in the Related Positions region if the position is supervised by the holder of a specified position rather than a named person.
Select the Replacement Required field if you want users to be warned that they should enter the name of a replacement when they enter an absence for a holder of this position. You might do this for positions where it is essential that a person is in charge at all times. See also step 31
European users: Select the Works Council Approval check box if the position falls under the jurisdiction of a Works Council.
Select the position held by the supervisor or manager of this position.
In the Relief field, you can select the position that should be held by people who cover this position when the incumbent is absent.
Select the position from which a successor will to move to fill this position.
If required, enter comments, a posting description for recruitment purposes, and any special confidentiality or security requirements, such as a clearance level.
Save your position.
You can add your position to an existing control budget using the Budgets tab. In the Budgets region, in the Budget Name field, select a control budget from the list. The budget must be in force on your effective date. The application displays budget information you defined in Budget Characteristics, such as version, effective dates, and default budget set.
In the Budget Detail region, the application displays the measurement units the budget is tracking. You can enter total allocations for each measurement unit in the Allocated fields.
In the Periods region, you can also enter date ranges in the Start Date and End Date fields to identify budget periods you defined in your budget version. Here you can enter allocations at the period level.
When you update a position, you can edit allocations on the Budgets tab to the period level.
If you attached a default budget set in Budget Characteristics, the budget set provides the element and funding source information found in the budget set. Use the Budget Set and Budget Characteristics windows to make changes.
See: Defining Budget Sets
See: Defining Budget Characteristics
If required, enter comments, a posting description for recruitment purposes, and any special confidentiality or security requirements, such as a clearance level.
Save your position.
If you want to add the position to one or more position hierarchies, choose the Reporting To button. Select a hierarchy and the name of the position to which this position reports.
Choose the Evaluation button to enter evaluation information and an overall evaluation score for the position.
Choose the Valid Grades button to enter the grades to which position holders can be assigned.
Choose the Others button to enter Requirements, Occupancy, Extra Information, Work Choices and Define Survey Mapping.
Choose Requirements to enter position requirements, such as required qualifications or valid experience, to help you match people to roles.
See: Entering Job and Position Requirements
Note: Check with your HR manager or system administrator whether this is the right window for entering position requirements. You use this window if requirements were defined using Special Information Types. Use the Competence Requirements window if you are following the competence approach.
Choose Occupancy to view all those people who have held a selected position or who are applying for it, and the dates of their occupancy. This information could be relevant for selecting people with the necessary skills for similar positions.
Choose Work Choices to enter work choices that can affect an employee's, applicant's, contractor's, or ex-employee's capacity to be deployed within your enterprise (or a customer's).
Choose Define Survey Mapping to link salary survey lines to your position.
Choose Extra Information to enter any additional information required by your enterprise.