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Describing SAP SuccessFactors Employee Central Position Management

Objectives

After completing this lesson, you will be able to:

Identify the main features, benefits, and tasks in SAP SuccessFactors Employee Central Position Management
Explain how positions relate to jobs and employees in SAP SuccessFactors Employee Central

Introduction to SAP SuccessFactors Employee Central Position Management Academy

Watch the introduction video on SAP SuccessFactors Employee Central Position Management Academy.

SAP SuccessFactors Employee Central Position Management Overview

SAP SuccessFactors Employee Central Position Management (EC Position Management) allows you to create, maintain, staff, and activate positions in administration tools. It offers an easy-to-use interface that can be accessed entirely through the tools in the instance, giving customers more power to control their configurations and maintenance. EC Position Management offers a Position Hierarchy display to view how employees are related to positions, where open positions are, and helps HR identify successors easily.

Note

During the course, you will find some references to SAP SuccessFactors Employee Central Position Management as "EC Position Management"

EC Position Management is a solution for facilitating a company’s organizational management and helps to streamline other integrated areas like Job Information, Recruiting Management, Succession Planning, etc. Customers can maintain a target organizational structure by creating a central repository of authorized positions. A position enables the hiring of one or more employees with the specified job classification onto the position, allowing the planning and assignment of resources that are needed in the organization, independent from actual employee assignments. You can attach further information to positions that can be used beyond employee assignments, such as succession data, requisitions, job profiles and more.

EC Position Management has its own set of tools to configure and administer the system, however many common MDF tools are shared, such as Configure Object Definitions, Configure Business Rules, Manage Data, and Import and Export Data. Understanding how these tools work will be critical for the course.

Note

As a first step in the Configuring SAP SuccessFactors Employee Central Core learning journey, you have learned the fundamentals of Employee Central Core. To successfully complete the SAP SuccessFactors Employee Central Position Management Academy course, a deep understanding of the Employee Central Core concepts, such as Foundation Objects, MDF, Business Rules and Workflows, Role-Based Permissions or Import and Export Data tools will be required.

Benefits of EC Position Management

EC Position Management has a number of benefits enabling organizations to manage the workforce better:

Increased flexibility and simplicity.
Positions hold the same fields on job classification and organization entities as the job information of employees.
Open Positions (To Be Hired) – while positions are vacant, HR can work with them to plan and structure the organization and use the information for recruiting and succession.
Integration with Recruiting Management and SAP Fieldglass – Job requisitions can be created directly from a vacant position and populated with data from the Position details, highlighting the number of open positions, the originators of the job requisitions, the hiring manager, and the elapsed time since the job requisition was created. Position information can also be sent to SAP Fieldglass and be used to recruit and hire contingent workers. Once hired, the contingent worker information can be seen on the Position Organizational Chart as well as the Company Org Chart in SAP SuccessFactors.
Incumbent Tracking – When employees are temporarily out of their positions, this information is tracked, their jobs can be temporarily staffed, and the reporting line is automatically adapted. In some cases, it’s important to track whether an employee on a global assignment or a leave of absence have a right to return into their position.
Positions are flexible in SAP SuccessFactors. Business Rules determine how positions get approved and how they are used in SAP SuccessFactors Employee Central.

EC Position Management Tasks and Responsibilities

Position Management is a data structure which will need maintenance, and it is not maintained on its own. Configuring Position Management is only a small part of implementing Position Management. There are several considerations such as :

Evaluate processes and roles to determine which features are needed.
Establish a Central Administration (and Regional Administration, if needed) to support major restructures and transfers of employees, assess business needs, process requirements, setup and usage.
Establish a training plan for initial and ongoing training to each audience involved in Position Management
Identify key roles to support the entry and maintenance of positions. Role-Based Permission framework allows for a granular control over position actions and position object field permissions, as well as the target population to act upon or which positions are visible based on the hierarchy
Ensure processes are outlined to ensure timely updates and synchronization of data, flowing data to other modules, regular auditing and deactivation of positions.
Standard audit reports are utilized to ensure regular auditing of positions, and deactivation of invalid positions.

Positions

In Position Management, Positions are records that store Position information that can be assigned to employees. Any employee who is hired or transferred into a position inherits the position attributes. The position object supports multiple fields which typically map to parallel fields on an employee’s job information.

Position Management ensures that the employee job information is consistent because the position object stores organizational data such as department, location, and job code, and this data can be shared to the employee’s record. The position object can also store additional information that can relate to succession, recruiting, and additional custom fields to meet any customer requirements.

Positions can be linked together to create a Position Organization Chart or a Position Hierarchy, which is different from the traditional Reporting Hierarchy. A Reporting Hierarchy is the traditional Org Chart, where employees are related to other employees based on their managers/teams.

For example, an engineer might be on a team with many other engineers, all reporting to one manager. Whereas on the Position Org Chart, all of those engineers might be in the same position, with a parent position of senior engineer.

When using and setting up Position Management, you can decide whether your leading hierarchy is the position hierarchy or the reporting hierarchy.

Note

SAP SuccessFactors recommends that the leading hierarchy be set to the Position Hierarchy, to reduce effort involved in keeping the hierarchies in sync, as changes made to the position hierarchy are automatically made in the reporting hierarchy. This training follows the leading hierarchy of the Position Hierarchy, as recommended best practice.

Positions and Jobs

On the SAP SuccessFactors Employee Central Core Academy course, you learned that employees are hired through a process that includes filling out Employee Data, which is made up of Person and Employment data objects. One of the most important objects for Employee Data, is Job Information(jobInfo) , that serves as the center of the HRIS system. Job Information connects employees to the organization, their job, and their manager. The Job Information object specifically stores the Position field and the Job Classification(job-code) field.

When looking at an employee’s Job Information record, there are fields that are connected to other data in the system. For example, Location is a field that references the Location Foundation Object, and displays a list of Location records. The same is for fields like Job Classification and Position.

Job Classification is part of the Foundation Object structure in Employee Central, and references a list of Job Classification records in the system. In Employee Central, when an employee is assigned a Job Classification, typically data that is shared from the Job Classification record can be propagated onto the employee file. This increases data entry efficiency and accuracy, and reduces data misconfiguration.

When data is propagated from the Job Classification record, common field data can be shared to the employee’s Job Information record. Common data includes fields such as the Job Title, Pay Grade, Employee Class, Regular/Temporary and Standard Hours.

The employee’s Job Information is a union of Position and Employee. A Position is a specific instance of a Job Classification. Positions represent a seat in an organization, that is held by one or multiple employees, and these Positions can inherit attributes from the Job Classification. The Job Classification object stores all job codes defined in a company and information associated with the job code, such as job level, pay grade, regular/temporary, job function and other attributes.

The Position Object stores records in the system, just like the Job Classification. These records include organizational and job related data, that is also displayed in the employee’s Job Information record. Whenever the employee is assigned to a position, the information from the position record can propagate to the employee's job information fields using a business rule, to ensure data accuracy and consistency in the system.

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