Navigating the Position Organization Chart

The Position Organization Chart provides a hierarchical representation of positions in an organization.

The Position Org Chart is an area you will use frequently when administering and planning Position Management in your system. You can navigate to the Position Org Chart by using the main navigation menu, selecting Company Info, then clicking on the Position Org Chart tab. The Position Org Chart is more focused on the positional structure of the company, and allows you to take several actions on positions.

The Position Organization Chart is the primary tool through which an administrator or a user can view and interact with positions. You can view positions and the people who occupy them, see how all the positions relate to each other, and easily identify open positions. Because positions are effective dated, you can view the position organization chart in the past, present, or future.

The Position Org Chart allows you to:

• View the position hierarchy as of today's date or at a past/future date using the dynamic calendar.
• View the entire position record details and insert changes in an effective start date or navigate to the position record, depending on your permissions.
• Search by Positions or People.
• Display the position key information, history, hierarchy details, or global assignment details through the position card.
• Show incumbent history including their time assigned to the position.
• Create positions from scratch or from a source position (lower-level/same-level position).
• Mass Copy Positions.
• Edit and manage existing positions.
• Deactivate positions.
• Display inactive positions, matrix positions and child positions.
• Export the Org Chart as a PDF or as an image.
• Zoom in/out the Org Chart for better display.
• Display To Be Hired positions.
• Create a job requisition for a position.
• Start an employee hiring process.

There are several different ways to control the visual aspects of the Position Org Chart as shown in the figure.

1. The first Search By drop-down determines the search criteria for the org chart. You have two options to search the org chart: Positions or People.
2. If you choose to search by Positions in #1, then the second drop-down allows you to search the chart by Position Name, Position ID, or any other searchable fields configured on the Position Object. If you choose People in #1, this allows you to search the chart by a combination of first name, last name, and/or username.
3. When accessing the Position Org Chart, it will show the data as of Today's date, but users with the permission Change Display Date of Position Organization Chart available in Manage Positions, can select a different date in the past or future to display the Position Org Chart setup as of that date.
   Note

   If you start a new login session in your browser and open Company Info, the position start date is always set to Today. This is the case even if you've selected a different date in another login session.

   When you navigate from one tab to another in Company Info, or duplicate a tab in the browser, the position start date you've set previously is retained.

   When opening the Position Org Chart, if the last position you viewed doesn't exist anymore, is invalid, or you don't have permission to view it anymore, the system loads your own position. 

4. You have the ability to Zoom In/Out of the org chart to better see all positions on one screen.
5. The org chart contains additional visibility options, such as:
   • Display Options: Child Positions, Matrix Positions, Show inactive positions.
   • Create Position. A link to create a new position from the Position Org Chart. There might be additional options starting from a specific position card, such as Copy Position, or Create Same-Level or Lower-Level Position.
   • Add New Employee. A link to hire a new employee from scratch. Additionally, the hiring can be initiated from the position card directly.
   • Insights. This panel can be made visible in different areas of the HCM Suite, including Position Org Chart, using the Manage Insights tool. Contains a predefined and context-sensitive analytics and reports from SAP SuccessFactors People Analytics.
   • Export. The Org Chart can be saved as a PDF or as an Image/jpg.
   • Show / Hide top navigation. Expands the Position Org Chart view.
6. This is the "To-Be-Hired" graphic. You can choose when this graphic displays using the To-Be-Hired status adaptation within Position Management Settings.

Other tile icons outside of the To-Be-Hired when a position is understaffed will display, depending on your settings. Additionally, the position org chart may indicate Matrix Relationships (dotted line), when a position has Right to Return, when the incumbent of a position is on a Global Assignment, or a Job Requisition has been created for the position.

When viewing the Position Org Chart, you can select a Position to open the Side Panel display to view a Position Card and its details.

1. Use the Main Navigation Menu, and select Company Info.
2. Select the Position Org Chart tab.
3. To display the different areas of the position options, select a position.
4. To open the Position record, select the Show Position Card button (next to as of Today).
5. The Position Key Information , such as Position Code or Position Title, is displayed by default. To open additional actions you can take on the position, click the Actions button to expand the options. Options may include:
   • Show Incumbent History
   • Create Lower-Level Position
   • Create Same-Level Position
   • Copy Position
   • Add New Employee to This Position
   • Create Job Requisition

To open additional position details, you can select expand icon next to the other sections, like Position History, Position Hierarchy Details, or Incumbent Details.

To make changes on the position, select Show Details, and you may be able to Edit and/or Manage the position.

The Position Key Information section shows a snapshot of information. Here, you can easily view the staffing information and whether the position allows multiple incumbents, as well as the current status of the position. The fields that display here are configurable in the Org Chart Configuration tool, under Position Organization Chart. You can specify which fields will be displayed on the Position tile, and in what order.

The Position History displays how long the position record has been effective from. It shows the Effective as of date, and the length of time elapsed since that date. Here, you can see a record of when the position was created, and the previous and next change of the position.

The Position Hierarchy Details includes information about the position in relation to other positions. It includes how many positions and position levels are below, the FTE, the number of To Be Hired Positions, and the number of Incumbents. Here, you can view the data of all positions below the selected position in the hierarchy.

The Incumbent Details section includes the current incumbent(s), how long have they been assigned to the position, and the length of time elapsed in the position. You can see their picture, FTE, and a link to their Quick Card.

There are several actions that can be taken directly on a Position record, as shown in the figure.

1. Show Details

Show Details allows you to view the entire position record. Within there you can, edit the position which would insert a new record in the Position, or access the Manage Positions tool for additional options, like correcting or deleting existing information.

Hint

If a Configurable UI is built for the Position object, this layout can be displayed when Show Details is selected on the Position Org Chart. You will be creating an Configurable UI for Position in a later exercise in Unit 2.

2. Show Incumbent History

Show Incumbent History shows the incumbent's history over time. You can adjust the date ranges to view which employees held the position during that time. You are able to see everyone who has held this position in the past, and everyone who is scheduled to hold it in the future.

3 and 4. Create Lower-Level / Create Same-Level Position

Create Lower-Level Position allows you to easily add a lower level position directly from this screen. A business rule can be used to determine what fields would copy over from the parent position to the child.

Create Same-Level Position allows you to easily add another position to the Position Org Chart under the same Parent Position as the current position. The Position will be on the same level as the current position in the hierarchy (a Peer Position). A business rule can be used to determine what fields would copy over from the position to the peer position.

5. Copy Position

Copy Position allows you to easily mass create positions on the Position Org Chart. When you choose to copy a position, you can state how many copies will have the same parent position and the same field values (up to 100 positions at a time can be created using this option), and whether these positions should be vacant (To Be Hired) or not. The externalCode or Position code(s) will be system-generated, with the externalCode of the source position, including _Copy and an alphanumeric system code, or based on the sequence in the business rule assigned to generate Position code automatically, if this is the case.

6. Create Job Requisition

With the integration between Recruiting Management and Position Management, a Create Job Requisition option will be available to source a candidate to fill a position. More details about this integration and how to set it up will be learned in Unit 5 of this course.

7. Add New Employee to This Position

A new 1H 2025 Release enhancement allows to hire employees to positions in a more streamlined way, starting directly from the Position card. The advantage with this option is that several fields will be automatically populated on the Hire wizard, reducing manual effort and make it easier to submit a new hire in the system.

Some of the fields that will be defaulted are:

• Hire Date: It takes today's date or the date defined on the calendar in Position Org Chart.
• Company / Legal Entity: According to the position.
• Position. Since it will be already selected, the hire wizard will display the supervisor and the different fields that are propagated using the business rule between Position and Job Information. More details about the business rule will be explained later in this course.

The following example shows how the position and the company are read-only, since these are coming from the initial action Add New Employee to this Position.

Note

Some considerations for this action to work properly:

• Position must be To Be Hired, if the following option is set to Yes in Position Management Settings → UI Customizing → Allow Selection of only Positions that have Status "To Be Hired" In Manager Self-Service, Job Information, Hire and Quick Actions.
• The Company field must be configured for the position object and have a value.

The Position Org Chart display can be configured in Org Chart Configuration tool. This includes the ability to determine if the photo of the incumbent displays, and the fields that are displayed on the position tile. The side panel of the Position Org Chart can also be configured in this menu.

For all of the options on this tool, you can select the checkbox next to the fields that you want displayed in the Position Card/tile in the position organization chart. You can also use the green arrows to move the fields up and down, determining the order in which they appear in the position tile.

Sections within the side panel, such as Position History and Hierarchy Details can be enabled and reordered here.

• The Position Org Chart allows organizations to view the position hierarchy details at a defined date, search for positions, display the position key information and initiate actions such as hiring an employee or creating a job requisition.
• The display options allow for easy identification of To Be Hired positions, the current / planned FTE for a position or who is the incumbent for the position.
• From the position card, organizations can review the Position History, Hierarchy Details, Incumbent Details and create same-level or lower level positions.