Describing Position Management

Objectives

After completing this lesson, you will be able to:
  • Provide an overview of Position Management and position-based nomination methods.
  • List the key advantages of the MDF position model over the legacy position model.

Introduction

This section provides detailed information about using Position-Based Configuration and Position Management to aid you in making decisions for your Succession Management implementation.​

The Position-Based Configuration allows successors to be nominated to positions, not to the person currently in the position. Thus, it also allows nominating successors to positions that are not filled.​

This screenshot shows an example of a position configured in Succession.

Note

The term Position Management is also used by SAP SuccessFactors Employee Central (EC) in a different context, so be careful not to confuse the two. If you use Employee Central, EC manages positions, and position data is shared with Succession using the same Position Object.​

Position-Based Configuration

There are two position-based nomination methods:

  • MDF Position
  • Position (legacy)

Both methods require a sync OR import to update succession data properly.

This PTO emphasizes the MDF Position Nomination Method since it is the leading practice method.

The older Role-Person method (which is not based on an actual position hierarchy) and the Legacy Position nomination methods can be used by customers who want to simplify implementation and are prepared to forgo some functionality to achieve that goal.

MDF Position Nomination Method

The MDF Position Nomination method utilizes the generic objects built with the Metadata Framework and may share fields with Employee Central. The position object is configured and managed in Configure Object Definitions.

MDF Position Management is critical to the Succession process for you to update and maintain the position structure while adding flexibility to the system administrator around custom fields.

You can think of the position object as a table in the SAP SuccessFactors database. This table holds the data of all the active and inactive positions defined in your instance. This table can be exported from and imported into your SAP SuccessFactors instance.

This screenshot shows an example of an EC position object.

There are two main options to create and maintain the MDF Position Model:

  • Option 1: Importing the MDF Position Model
  • Option 2: Syncing the MDF Position Model

Options to Manage the MDF Position Model

Option 1: Importing the MDF Position Model in the Admin Center

Position data imports should be set up as recurring processes if positions are already in place and will continue to be managed in an external HRIS, such as SAP ERP HCM. The MDF import function can modify any MDF objects with their custom fields and effective-dated versions of the records (either past-dated or future-dated). MDF Import supports incremental loads. Only positions included in the file will be updated when a customer imports a file. With the incremental load option, positions not in the file will not be updated or deleted.

Option 2: Syncing the MDF Position Model

Customers not managing position data in an external HRIS system can use the MDF Position-based nomination method by creating (and updating) a position model in SAP SuccessFactors reflecting the employee hierarchy. Generating the MDF Position model from employee data is intended for customers who do not already have a master source for position data. To access the sync tool, go to the Action Search and locate Position Management: Sync Position Model with Employee Data.

Metadata Framework (MDF) Position Advantages

The main advantage of using the MDF Position nomination method over the Legacy Position nomination is the administrator's ability to add custom fields, view effective dating, and make modifications to the position details within the Succession Org Chart.

This screenshot shows a decision tree with decisions for managing positions with MDF.

The MDF Position model is available to all customers. Other key advantages over the Legacy Position model include:

  • Permissions can be applied to the position objects directly—eliminating the need for a placeholder user record behind the position record.
  • MDF positions support up to 200 custom fields of various types (text, date, number, picklist).
  • Effective dating (the capture and tracking of past and future changes to position records) will be supported for position records.
  • Search by position title on the Succession Org Chart.
  • Editing position records from the Succession Org Chart. Users need appropriate read/write position object Role-Based Permissions (RBP) permissions.
  • Succession planning for target populations based on position attributes with RBP.

If you are using Role-Based Permissions (RBP), you can use the Metadata Framework (MDF) functionality. The chart above displays visually the choices and decisions for managing positions with MDF.

MDF Method: Succession Sync Tool

The Admin Center has an option to generate positions using a sync tool. This tool will sync employee records with positions using the following rules.

The position sync feature updates the position model to reflect the employee hierarchy. The sync is designed to update the position model for the following cases:

  • User is Deactivated (e.g., separation, leave of absence):
    • If the user’s position has no successors, the sync will delete the position
    • Otherwise, the sync will update the position to reflect it is vacant
  • User is Activated (e.g., new hire):
    • If an existing vacant position has the same reporting relationship or position title as the active user, the sync will update the vacant position with the active user's details
    • Otherwise, if no matching vacant position exists, the sync will create a new position for the user
  • User’s Manager and/or Position Title Changes (e.g., transfer or promotion):
    • If both the manager and the position title change AND the old position has successors, the sync will create a new position to reflect the new manager/position title
    • Otherwise, the sync will update the user’s position record with the new manager/position title

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