Creating and Maintaining Position Records

The process of creating and maintaining positions is similar to managing other objects in Employee Central, where an administrator can choose to make corrections or insert new records. These records are effective-dated. The benefit of having the Manage Positions tool is that an administrator can have control of administering and maintaining Positions in Position Management, without having access to other data records in the Metadata Framework.

Therefore, in the Manage Position category in Role-Based Permissions, there's an Access Manage Positions permission, to access the position object records only, without having to access other MDF objects, which are handled from the general Manage Data permission located in the Metadata Framework category.

Other examples of this "separation" from the global permission to create and manage records for specific generic objects only, are the permissions Manage Sequence or Manage Mass Changes for Metadata Objects, that will be also used in this training.

Positions can be created in different ways:

• Manage Positions. A tool where administrators can create one or more positions.
• Manage Data. Positions could be also created from this tool, just like in Manage Positions. However, it is not recommended.
• Position Org Chart. An easy option to add individual positions from the hierarchy. A Create Position button is available to add a new position from scratch, but starting from a specific position, and users can also Create a Same-Level Position or Lower-Level Position, which will default the Parent Position value (and hence determine the position/reporting hierarchy). With a business rule, most of the position attributes can be copied over from the source into the new position being created.
• Copy Position. Available in Position Org Chart, administrators can mass copy up to 100 positions at a time based on a specific position. All the attributes, except for the position code, will be copied over from the source position into the new positions (code auto generated by the system or following the sequence(s) defined in the business rule to auto generate position code, as long as this is defined). The Set To Be Hired option can be selected to make those copied positions as vacant. This field is hard-coded within the Copy Position and cannot be removed.

  In order to enable Copy Position, you must grant the permission Mass Copy of Position in Position Organization Chart, available in Manage Permission Roles→Administrator Permissions→Manage Position.

  
• Import and Export Data. Administrators can mass create positions using a CSV file.
• My Team Positions. Managers can create a position within their direct hierarchy, using the following quick actions:
  • Create Same-Level Position (Copy Rule). This option requires of the Rule for Defining Copy-Relevant Position Fields assigned in Position Management Settings→UI Customizing tab.
  • Create Same-Level Position (Copy All Fields). All fields are copied over.
• Joule. With the AI-copilot, it is possible to create positions with the transactional use cases to Create same-level position (copy rule) or Create same-level position (copy all fields). In the transactional user cases, Joule can help users to complete tasks directly from the chat interface.

You can manage already-existing positions through Manage Positions. You can edit existing position records by searching for the position, and selecting the Take Action menu. The following actions will be available (as long as the user has the appropriate permissions):

• Make Correction.
• Permanently Delete Entry would allow to delete records individually from the history, or delete the position entirely (if there is only one record left).
• Add to Transport Bundle. With the Configuration Transport Center tool, there's a possibility to transport configurations and data between instances. If this platform tool is enabled, this option will be available. More information about this option can be found here: Exporting SAP SuccessFactors Application Configurations Using Configuration Transport Center

You can also use the Insert New Record to add a new effective dated record for the position without altering the existing position history.

When viewing the Position Org Chart, you can select a Position to open the Position Card. To open the Position record, select the Show Details button (next to as of Today). Here you can Edit the Position, inserting a new effective-dated change, or select Manage for additional changes, like correcting the history or delete a record permanently.

When editing positions, if there is an incumbent in a position, it is possible to synchronize changes made to the Position record to apply to the employee’s Job Information. This is called "Synchronize Position to Job Information", and is a business rule that can be defined.

Administrators can specify which common fields between the Position object and the Job Information record are synchronized when changes are made to a Position Record. A business rule must be configured to define which fields will sync between the Position Object and the Job Information Object. You can also decide if the sync process is automatic or if it allows the user making the change to the position to decide if the sync should occur. Synchronizations and business rule will be covered later in this course.

• Positions can be created from Manage Positions, Manage Data, Position Org Chart or Copy Position. Also, the import and export functionality available for MDF Objects allow to create multiple positions at once using a CSV file. Managers can create positions within their hierarchy using My Team Positions page, if the use cases are enabled and permissioned to them. The Joule AI-Assistant would allow to create positions with the transactional use cases available.
• When editing positions, users can insert new effective-dated records, make corrections or permanently delete a position record. With Configuration Transport Center, a position can be added to a transport bundle to move over to another instance.
• Changes done for positions can be synchronized to the incumbent's job information to ensure data consistency, if those changes will impact any field value from the incumbent, such as the Cost Center, Department or Pay Grade. A business rule should be defined for that purpose.