Maintaining Existing Position Records

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 record directly on the position org chart. Additionally, on the Position Org Chart, when looking at Position Details, you can easily expand the menu to perform additional tasks: Add Lower-Level Position, Create Same-Level Position , Copy Position or Create Job Requisition (the last option requires integration with Recruiting Management).

The Copy Position button allows administrators to easily Mass Copy Positions from the Position Org Chart. When you choose to copy a position, you can state how many copies (up to 100 at a time) will have the same parent position and the same field values, and whether those positions should be set to To Be Hired (vacant positions). The externalCode or Position code will be automatically generated.

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.

Since the Position Object is an MDF object, we can use the Import and Export Data tool to download a template for the position object, and import the CSV file into the system.

When you are ready to import the file, be sure to select the Validate button before importing into the system. Verify the status of the file in the Scheduled Job Manager tool, clicking on the View Result button. You can select Import once the file has been validated correctly and confirm results of the import in the Scheduled Job Manager.

You can use the options in Position Management Settings → Import, to configure how the system behaves in import scenarios. The following options are configurable:

• Adapt Reporting Hierarchy After Position Import. If set to Yes, the system will trigger adaptation of the reporting hierarchy when importing positions.
• Validate Position Assignment During Job Information Import. If set to Yes, the system performs some validations during the position assignment as a result of importing Job History data. Whether the position status is active, whether multiple incumbents are allowed and whether the FTE is not exceeded (capacity control).
• Adapt Position "To Be Hired" Status After Job Information Import. If set to Yes, the system will trigger TBH Status adaptation of the affected positions when importing Job History data. This option is only relevant if the TBH status is adapted when an incumbent is assigned/unassigned from a position (the settings that determine "To Be Hired" Status Adaptation are found in the Position Management Settings → General tab.
• Execute Reclassification or Transfer After Job Information Import. You can determine if the system will execute a Position Reclassification or Transfer when importing job information data with the corresponding event reason value (selected in the Event Reason For Position Assignment Change field). The last option Ignore Event Reason Derivation will determine if the Job Information import should trigger ERD based on the business rule conditions or be derived to the Event Reason selected for Position Assignment Change.
• Adapt Hierarchy After Job Information Import. You can determine if the system will trigger hierarchy adaptation when importing job information data with the corresponding event reason value (selected in the Event Reason For Supervisor/Position Assignment Change field). The last option Ignore Event Reason Derivation will determine if the Job Information import should trigger ERD based on the business rule conditions or be derived to the Event Reason selected for Supervisor/Position Assignment Change.
• Execute Job Relationship Sync After Job Information Import. You can determine if the system should trigger position matrix to job relationship sync when a user's position is modified through Job Information import. This option is only relevant if Matrix Position Relationship is used. Additionally, the option Job Relationship on Position Assignment will allow you to determine how synchronization should be carried out when a position is assigned or changed during a job information import.

As explained previously, it is possible to create up to 100 positions at a time by copying an existing position. You can create 1-100 copied positions. The system will copy the specified number of positions based on the position you are copying. All of the copies have the same attributes as the original, but each copied position will come with their own Position Code (autogenerated by the system or using the sequence(s) defined in the business rule to autogenerate 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 hardcoded within the Copy Position and cannot be removed.

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

There is a mass change feature you can use to make changes simultaneously to a large number of positions. Mass changes have the ability to change the attributes of positions for a target population in one transaction. Mass changes are effective dated, and changes to positions can be synched to incumbents.

Because Positions are built on the MDF, the mass change functionality for positions is a general-purpose mass change that can be used for all MDF Generic Objects. You can set up mass changes that will update dedicated positions with new attribute values from a specified effective date. It simplified changes that impact multiple positions and incumbents.

A mass change for positions is performed in Manage Mass Changes for Metadata Objects as a Mass Change Run. Mass Changes for Metadata Objects is role-base permission secured.

Additionally, the Mass Change Run will require a business rule which will determine which mass changes should be done based on conditions set in the rule. You will be creating a Mass Change Run in an exercise in Unit 4, where you will learn about all the available rule scenarios in Position Management.

You can perform bulk data changes to multiple Position data objects using Mass Data Management. Mass Data Management is a UI-based approach that replaces the traditional method of configuring rules and scheduling jobs to perform mass changes. The feature provides better control over the data you want to modify. Using Mass Data Management, you can:

• Flexibly build a list of positions to modify using extensive filtering and sorting capabilities.
• Modify multiple positions with one change job.
• Review changes (highlighted on UI) and save change requests as drafts.
• Share drafts with colleagues for a review before finalizing the changes.
• Download logs to report on all mass changes performed in the system.
• Configure additional fields in the Position data object that can be modified as part of a mass change request, or used as filters.
• Filter positions based on Matrix Relationship.

Mass Data Management simplifies the data management process, and enables non-technical users to manage mass change requests independently and efficiently.

To perform mass changes and related tasks, you must have the following permissions.

Before you create your first mass change request, you must configure the UI to include data object fields that can be filterable, editable, and visible.