Summary

Position Maintenance is used to create and maintain positions. The positions you create do not necessarily have to be the same as the job titles attached to employee records. For example, some Springbrook users create generic positions and apply those positions to different job titles in different departments. You can create a position titled Clerk, and then apply the Clerk position to employees with the job title Payroll Clerk and Billing Clerk. Other Springbrook users create a position for each job title in the organization. These users would create two positions: Payroll Clerk and Billing Clerk.

The Position Control feature (HR> Maintenance> Position Control) is used to set up and control the number and kinds of positions that are allowed in each department. If you are going to use position control (HR> Utilities> Setup> Use position control toggle), all positions and departments must be created before you can set up the positions that are allowed in each department.

A plan attached to a position functions like a template on employee records created or modified using the Applicant Screening process (HR> Applicant Screening). The Applicant Screening process is used to fill a position with either an external applicant or a current employee. When the position is filled through the Applicant Screening process, users can select the plan that is applied to the employee record. The selected plan functions like a template for the employee record. Information attached to the plan (pay code, FTE, pay schedule, workers' compensation, grade, step, hours per year, deductions, benefits and accruals) will populate on the employee record of the hired employee. The plan information will only populate on employee records generated from the Applicant Screening process.

You can attach multiple plans to a single position. This allows Springbrook users that have generic positions to create separate plans for job titles that are grouped together onto a single position. For example, if you have a position titled Clerks, you can create a separate plan for Payroll Clerks and Billing Clerks.

The information attached to a plan generally only applies when an employee record is created or modified using the Applicant Screening process (HR> Applicant Screening). You cannot attach a plan to a position, change the position of an employee in the Employee Maintenance window (PR> Maintenance> Employee) and have the information attached to the plan populate on the Employee Maintenance window. This doesn't apply to the unit attached to the plan (HR> Maintenance> Plan> General tab> Union Unit field). If there is a union unit attached to the plan, the union unit will populate on the employee record when the position and plan combination is attached to an employee record (PR> Maintenance> Employee> General tab> Position field). The validation associated with the union unit will be applied to the employee record when you try to save the changes.

Step by Step

1     View the existing positions.

• Open the Position Selection window (HR> Maintenance> Position).
• The Position Selection window will display a separate line item for each position that has been set up in the application.
• Highlight a position and press DELETE or click the Delete icon if you would like to delete a position.
  • You cannot delete a position that is attached to an employee record.
• Highlight a position and press ENTER or click the Modify icon to modify or view the selected position.
• Press INSERT or click the Create icon to create a new position. This will open the Position Maintenance window.

2     Create or modify a position.

• The General tab of the Position Maintenance window is used to specify the general information for the position.
• Enter a unique Position.
  • The Position field is required and is limited to 30 alphanumeric characters. Once the position has been saved, this field cannot be edited.
• Enter a description of the position in the Description field.
  • The optional position description can be up to 64 alphanumeric characters long.
• The Areas of Interest field displays the available areas of interest.
  • When an applicant applies for this position, they can toggle any of these interests.
  • This field will initially be blank when creating a new position. Once the position has been saved, all the areas of interest will be displayed.
  • Areas of interest are created and maintained on the Area of Interest Maintenance window (HR> Maintenance> Area of Interest).

3     Complete the Description tab.

• The Descriptions tab is used to attach position description headings to the position. Position description headings are attached to positions in order to provide applicants with customized details about the positions through the Applicant Tracking online application.
  • Position description headings are created and maintained on the Position Description Heading Maintenance window (HR> Maintenance> Position Description Heading).
• Click the Create icon to add a position description heading to the position. This will launch the Position Description Heading Selection window.
  • Highlight a position description heading and click the Confirm icon to add it to the position.
  • This will create a new description line item on the tab and enable the Maintenance section to the right.
  • The Code field is specified on the Position Description Heading Maintenance window and cannot be modified.
  • The Order field is used to determine the order in which multiple position description headings are displayed on the Job Description page of the Applicant Tracking online application.
    • The lower the number, the higher the position on the page. For example, a position heading description with a default order of 1 will be displayed above a position heading description with a default order of 4.
  • The Description field is used to provide the details associated with the Heading Title of the position description heading. This information will be displayed below the Heading Title on the Job Description page.
    • For example, the description for a position description heading titled Educational Requirements might include the degrees and coursework you want your applicants to have completed.
  • Highlight a position description heading and click the Delete icon   to remove the description from the position.
  • Only those position description headings that are enabled on the SS Applicant Tracking Setup window (SS> Web Application Setup> Applicant Tracking> Position Description tab) can be displayed on the position. Confirm that the position description appears on both tabs to ensure the position is displayed properly.

4     Complete the Qualifications tab.

• The Qualifications tab is used to attach Type Codes to the position. Type codes can be used to define and record HR-specific employee characteristics that are attached to employee records.
  • Currently, the Applicant Screening process does not consider these qualifications when comparing applicants. This functionality will be implemented in a future Version 7 release. These type codes can, however, be used when manually reviewing and comparing applicants for a position.
• Click the Create icon to add a qualification to the position. This will open the Type Code Selection window.
  • Highlight a qualification and click the Confirm icon to add it to the position.
  • Check the Required toggle to flag a qualification as required for the selected position. When screening applicants for this position, only those applicants that possess the required qualifications will display a check in the Requirements Met column.
  • Enter a Min Rating for the selected qualification. The value in this field is used to limit the applicants being considered for a position by a qualification rating.
  • Enter a Weight for the selected qualification. The value in this field can be between 100 and -100.
    • The weight field is used to establish the importance of the qualification to the position. For example, if a position requires heavy data entry, the Data Entry qualification could be weighted at 100, the highest level. The higher the weight, the more important the qualification is in determining the ranking of applicants.
    • Negative values can also be used to rank applicants. For example, you could use a Discipline Type and a Tardiness Type Code to penalize an applicant that has been reprimanded for chronic tardiness. By entering a negative value in the weight field, the applicant's ranking will drop.
• Highlight a qualification and click the Delete icon to remove it from the position.
• Qualifications are created and maintained using the Type Code Maintenance window (HR> Maintenance> Type Code). 

5     Complete the Plans tab.

• The Plans tab is used to attach default plans to the position.
• Click the Create icon to add a plan to the position. This will open the Plan Selection window.
  • Highlight a plan and click the Confirm icon to add it to the position.
  • The information attached to the plan will function as a template on employee records created or modified using the Applicant Screening process (HR> Applicant Screening).
  • Plans are created and maintained using the Plan Maintenance window (HR> Maintenance> Plan).
• Highlight a plan and click the Delete icon to remove it from the position.

6     Complete the Application Sections tab.

• The Application Section tab is used to attach application sections to the position. Application sections provide applicants with a series of questions and informational narratives needed when submitting an application for the position through online Applicant Tracking.
• Click the Create icon to add an application section to the position. This will open the Application Section Selection window.
  • Highlight an application section and click the Confirm icon to add it to the position.
  • The questions and narratives attached to the application section will now be displayed on the Application page when an applicant is applying for the position.
  • Application sections are created and maintained on the Application Section Maintenance window (HR> Maintenance> Application Section).
• Highlight an application section and click the Delete icon to remove it from the position.
• Click the Save icon when complete to save the position.