Hiring Employees to Positions

You can hire an employee directly from the Position Org Chart screen, using any of these options:

1. Add New Employee button . This makes it easy when an administrator sees that there is a vacant position that needs to be filled. A vacant position is a position that has the "To Be Hired" icon. Usually, the Full-time equivalent (FTE) of a position corresponds to position having a status of "To Be Hired" or not. The option will navigate to the hire wizard, were all the details can be added manually.
2. Add New Employee to This Position. This second option makes it easier to hire an employee to a position, starting the action from the Position card, rather than from the general button on the Position Org Chart. With this action, some of the details on the hire wizard, such as Hire Date, Position or Company, will be auto populated as read-only fields coming from the position details and the date when the action was done (today's date or another date chosen in the Position Org Chart).

The Add New Employee page displays the process flow or steps to add a new employee. You must enter a Hire Date, Company / Legal Entity (unless these are auto-populated from the Add New Employee to This Position action, an Event Reason (from those related to the Hire/Rehire event), an employee’s identity information, and continue through the hiring process. You can fill out the fields as necessary when hiring a new employee.

The areas and fields to fill in during the hiring process might be related to the Hire Template being used, and to which of these details are required.

The most important part to fill out is under Job Information, including the Position that the employee will be assigned to.

When you select a position, fields from the Position record can be propagated onto the Job Information record, such as Job Classification, Job Title, Pay Grade, Regular/Temporary, etc. The FTE should be set to 1 when hiring to a position or will be calculated based on the Standard Hours of the employee (if hiring and employee for a position that the FTE is 40 hours, but the standard hours will be 20h, the employee will be hired part-time and the FTE will be calculated to 0.5).

If the hiring started from Add New Employee to This Position action, the Position field is read-only and you will display already the relevant Job Information and the Manager based on a propagation business rule between the position and job information HRIS Element. Details about this rule and how it is created will be explained in Unit 4.

If the hiring started from Add New Employee button, when selecting the Position, the fields will also be propagated if the business rule exists. Additionally, the Enter Manager to Filter Positions field would show up to allow filtering positions to select from. This option needs to be enabled in Position Management Settings as explained on a previous lesson.

If you are hiring an employee to a position that has lower-level positions with incumbents (direct reports), the system prompts the administrator with a decision on how to handle the incumbents. The administrator can choose between the option to transfer the direct reports to the new hire or to leave them with the current manager they were already reporting to.

If you select a position, the data from the position record you selected can be propagated onto the fields of Job Information. This greatly increases data entry efficiency and accuracy. For example, when selecting the position Administrative Assistant, the Pay Grade field propagates automatically to Hourly Non-Exempt 8 (H-8), among other fields that we see on the screenshot above. Additionally, the Supervisor field is automatically populated with the Manager of the position selected (Incumbent of the Parent Position).

Under the Hierarchy Adaptation section, you can set that the system defaults the Manager on Hire, MSS UI (Manager Self-Service), and when making changes in the Job History of an employee’s Job Information record. Select the option Defaulting of the Manager or the Position on the Hire UI, MSS Job Information, and Job Information History..

As you learned in a previous lesson, the Full time equivalent (FTE) indicates the amount of headcount targeted for a position. FTE is calculated from the standard weekly hours in an employee’s Job Information in comparison to the standard weekly hours of a position. For example, an employee on Standard Hours of 40h/week hired to a Position that requires 40h/week will be fully staffed (current FTE = planned FTE). Typically, each employee represents 1 FTE. Positions can have 1 planned FTE, or sometimes more in case of mass positions.

If the FTE is lower than the target FTE for a position, then the position will be understaffed, and the "To Be Hired" icon will display.

On the Position Key Information details you can see the current status based on current/planned FTE that indicates if the position is understaffed, fully staffed or overstaffed.

"To Be Hired" indicates a position is vacant. You can specify that the To Be Hired status for a position is automatically updated for the position whenever an employee is assigned to the position or unassigned from the position.

You can specify that the position To Be Hired status is automatically set or reset if the position Target FTE is changed, if the incumbent’s FTE is changed via manager self-service, or job information import.

As you learned in the lesson that discussed Position Management Settings tool, administrators can determine how the system behaves in certain scenarios. In the General Settings tab, there is an area to set the "To Be Hired" Status Adaptation to display on the Position Org Chart when certain circumstances occur. For example, the "To Be Hired" Status can be set or reset if an Incumbent's FTE changes.

Administrators can specify that the "To Be Hired" status is automatically updated for the position whenever an employee is assigned to the position or unassigned from the position. When configuring the settings related to assigned/unassigned from a position, you can choose between Never, Always, or based on FTE Value for the position. You can also specify that the position To Be Hired status is automatically set or reset if the position Target FTE is changed. These are configured to a simple Yes/No.

Under UI Customizing tab, available in Position Management Settings, you can set up options on how the UI behaves. For example, you can select Yes for Allow Selection Only of Positions That Have Status "To Be Hired" in Manager Self-Service Job Information, Hire, and Quick Actions.

The result of that setting, would be that only positions that are set "To Be Hired" can be viewed and selected in any of these scenarios (MSS, Hire, Quick Actions). This makes it easier to control position management and assignments in your system.