Hiring Employees to Positions

You can hire an employee directly from the Position Org Chart screen, using the 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 Add New Employee page displays the process flow or steps to add a new employee. You must enter a Hire Date, Company / Legal Entity, 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. Here we can link the employee to a position, by assigning a position to them. 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 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 Director of Marketing, the Pay Grade field propagates automatically to Salary Grade 16. Additionally, the Supervisor field is automatically populated with the incumbent of the Parent Position of the position selected.

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

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 might have the standard weekly hours of 40, and the position requires 40 weekly hours of work to be done. The employee is able to fill the position as 1 full time equivalent since they can do as many hours as the position requires. Typically, each employee represents 1 FTE. Positions can have 1 Target FTE, or sometimes more.

If the FTE is lower than the target FTE for a position, then the position needs to be staffed, and it would display a "To Be Hired" graphic. When an administrator sees this, they can assign an existing employee to this position, or choose to hire a new employee. If the admin selects the Add New Employee button, it directs to the Add New Employee page, used to hire employees into the system.

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.

In the 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.