Reviewing the Position Information of Employees

Objective

After completing this lesson, you will be able to identify the position fields available in the Employee File.

Job Information HRIS-Element (jobInfo)

One of the key elements in the Employee Central data structure from the Succession Data Model / Manage Business Configuration (Person and Employment objects or HRIS-Elements), is the Job Information (jobInfo).

In the Job Information (jobInfo, the data related to the Organization, Job and Position Information is stored and includes the details of the employee (Legal Entity, Division, Job Classification, Pay Grade or Location).

When Position Management is enabled, one of the prerequisites is to ensure the position field is enabled in jobInfo, to assign an incumbent to a position whenever the employee is hired, transferred to another position, etc.

To ensure data accuracy and avoid unnecessary manual work, the data from the position assigned to the employee will auto-populate other fields in the Job Information, such as the organizational and job details. With the usage of business rules, the data coming from the Position will synchronize to the employee's Job Information.

Organization of the fields in Job Information

The organization of the fields have some differences, depending on whether the system is using the Legacy People Profile or the Latest People Profile:

The jobInfo or Job Information HRIS-Element organizes the fields in HRIS Sections. As a standard, the Position related fields will be displayed in the Position Information section, so while they are part of the whole Job Information, the system organizes the fields in this manner.

With this same logic, the Foundation Objects related to Organization, like Legal Entity, Division, Department or Location, are placed in a section called Organizational Information and those fields related to the Job, like Job Classification, Job Title or FTE, will be visible in the Job Information section.

Note

To a certain extent, the fields in the Job Information can be reorganized and reordered within these sections. However, the Position Information section can only include the fields related to Position Management mentioned in this lesson. You can check the following link for more information (requires to log in to the SAP Help Portal): Additional Information about Sections in the Job Information Data Model

The organization in the Full Profile of the Latest People Profile is a bit different. A section called Job Data includes not only the Organization and Job Information details, but also other Employment Information (which was organized as a section in the Legacy People Profile). When choosing View All, more details about Position Information can be found.

Note

As part of a New People Profile experience that started with the Profile Preview and Spotlight View, The Full Profile for the latest People Profile is currently an opt-in feature, available in Company System and Logo Settings. There are plans to make the Full Profile View universal at some stage. More information can be following in the SAP Community (requires log in). See Product and Customer Updates

Position Fields in Job Information

In addition to the position field already enabled, there are other fields that can be added to support the Position Information in the Employee File.

Enter Manager to Filter Positions. A user data field that allows to filter position results based on the Manager (incumbent of the Parent Position). When typing a manager, the results available in the position field will be filtered to display only those positions within their hierarchy (lower-level positions).
Note
The Enter Manager to Filter Positions, although technically a field, it does not come from the Succession Data Model. The field display can be set to Yes or No from Position Management Settings → UI Customizing → Display "Enter Manager to Filter Positions" field in Hire, MSS Job Information, History, and Quick Actions.
Position Entry Date (positionEntryDate): A date field to provide the start date when the employee became the incumbent of the position.
Time in Position (timeInPosition): A transient field that will calculate the time holding the position, based on the Position Entry Date.
The Time in Position calculation requires a job to be submitted and run once from Scheduled Job Manager or via Provisioning: Initialize job entry date and position entry date in job info.
Note
This job is one of the available job types that customers can create and submit themselves from the Scheduled Job Manager tool, in Admin Center. However, all the available job types in SAP SuccessFactors can be only found in Provisioning → Managing Job Scheduler → Manage Scheduled Jobs. More information: Managing Scheduled Jobs in Admin Center and Managing Scheduled Jobs in Provisioning.

Add missing Position Fields in Job Information

You would like to add some additional position fields in the Job Information to filter positions based on incumbent of the Parent Position, set the position entry date and calculate time in position based on this date.

Steps

Enable the positionEntryDate and timeInPosition fields in Position Information section (Job Information)
Permission the Position Entry Date and Time in Position fields in Manage Permission Roles → User Permissions → Employee Central Effective Dated Entities → Job Information.
Enable Display "Enter Manager to Filter Positions" field in Hire, MSS Job Information, History, and Quick Actions in Position Management Settings.
Run a Scheduled Job to calculate the transient field Time in Position based on the Position Entry Date for all existing records, on Scheduled Job Manager → Job Scheduler → Create Job Request . Select Initialize job entry date and position entry date in job info as the Job Type.

Result

The available position fields in Job Information.

The additional fields have been added in the Job Information and the Time In Position will be calculated based on the Position Entry Date.

Exercise - Add Position Fields in Job Information

You would like to add some additional position fields in the Job Information to filter positions based on the manager entered, set the position entry date and calculate time in position based on this date.

ExerciseStart Exercise

Steps

Enable the Position Entry Date and Time in Position fields in Position Information section (Job Information)
1. Navigate to Manage Business Configuration using Action Search.
2. Click on jobInfo to display all the fields in Job Information
3. Scroll down to the bottom of the HRIS Fields, and locate the Identifier positionEntryDate from the dropdown list.
4. Add Position Entry Date as the label and select Yes on the Enabled column, to enable the field.
5. Locate the Identifier timeInPosition in the same dropdown to add the field.
6. Add Time In Position as the label and select Yes on the Enabled column, to enable the field. Click on Details and set the Visibility to View. Click Done to save changes.
7. Click Save to save all changes in Job Information.
Permission the Position Entry Date and Time in Position fields.
1. Navigate to Manage Permission Roles using Action Search, and select the System Admin role.
2. Click on Permission... and locate the Employee Central Effective Dated Entities section.
3. Scroll down to Job Information and locate the new fields Position Entry Date and Time In Position, and enable all the permissions.
4. Click Done and Save Changes. Log out and back in to reflect the permission changes.
Enable Display "Enter Manager to Filter Positions" field in Hire, MSS Job Information, History, and Quick Actions in Position Management Settings.
1. Navigate to Position Management Settings using Action Search.
2. Click on the UI Customizing tab, and locate the option Display "Enter Manager to Filter Positions" field in Hire, MSS Job Information, History, and Quick Actions.
3. Make sure it is set to Yes. Click Save to save the changes.
Create, submit and run the job type Initialize job entry date and position entry date in job info in Scheduled Job Manager, to populate the Position Entry Date in the employee's job information, and trigger the calculation of the transient field Time in Position based on the Position Entry Date value.
Note
If you cannot find the option Create Job Request in the Job Scheduler tab, verify the following permission is granted for the System Admin role: Administrator Permissions → Admin Center Permissions → Manage Scheduled Jobs
1. Navigate to Scheduled Job Manager using Action Search. and select the Job Scheduler tab.
2. Select Create Job Request.
3. In the Job Name, type Position Entry Date in Job Info.
4. Select the Job Type: Initialize job entry date and position entry date in job info.
5. Occurrence should be set as One-Time.
6. Set Start as today's date, and set the time to 5 minutes ahead of the current local time of your server.
7. Add your own email address in the Recipients field.
8. Select Submit.
9. You will now display the Job Request. The job will run at the time set, but you can also select on the Actions column, to Run It Now to run the job immediately.
Verify the new Position fields display in the Employee File and the value for Time In Position is calculated.
1. Log into the instance and navigate to My Employee File from the Home menu.
2. Click on the employee name to search for another employee in the organization.
3. Search for Marcus Hoff, Sales Director NE to navigate to their Employee File.
4. Click on the Employment Information section dropdown and locate the subsection Organizational Information. Click to navigate to the subsection (you can alternatively scroll down within the Employee File).
5. Verify you can see now the fields Position Entry Date and Time In Position and values are populated. Remember that the job scheduled needs to be completed in order to see these values. You can check in Scheduled Job Manager → Job Monitor to verify that the job has a Completed status.
6. Verify Time In Position field displays the time in years, months and days, based on the Position Entry Date value.
7. Select the Edit icon to make changes in the Position Information.
8. Select today's date as effective date.
9. Verify you can see the option Enter Manager to Filter Positions field. Try typing Carla Grant, Marcus' manager, to verify the available positions are filtered based on the Parent Position incumbent's hierarchy.
10. Click Cancel and Don't Save.

Summary

In the context of the Incumbent's employment information, the Position related fields will be displayed in the Position Information section, which belongs to the Job Information HRIS Element (jobInfo).
In addition to the main Position field, organizations can store the Position Entry Date and Time In Position that will calculate the employee's tenure based on the entry date.
An additional option to filter positions based on the Manager can be enabled from Position Management Settings and become available in the Position Information section.

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