IMPLEMENTATION GUIDE | PUBLIC

Document Version: Q3 2019 – 2019-09-06

Employee Central Position Management

© 2019 SAP SE or an SAP affiliate company. All rights reserved.

THE BEST RUN

Content

1 Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
1.1 What's New in Position Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
1.2 What is Position Management?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
1.3 Data Protection and Privacy Content is Centralized. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

2 Basic Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
2.1 Important Initial Settings for Position Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
2.2 Permissions and Workflows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
General Permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Position-Related Permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Approval Workflows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
2.3 Defining The Position Object. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13
Field Labels and Visibility. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Propagation Of Job-Related Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Default Values. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Automatic Generation of Position Code. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Searchable Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Creating New Positions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
2.4 Sychronization. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Define Synchronization of Common Position and jobInfo Fields for Position Reclassification
and Position Transfer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Defining a Leading Hierarchy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Synchronization Between Position and Incumbent. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
2.5 Define Fields to Be Copied. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
2.6 Automatic Update Of “To Be Hired” Field. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
2.7 Standard Hours. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Determining Standard Weekly Hours. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
2.8 Optimistic Locking. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
2.9 Position Organization Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Setting Up The Position Organization Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Deep Link Parameters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

3 Enhanced Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
3.1 Position Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Workflow for Position To Job Synchronization. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
To whom shall the direct reports report if the manager leaves the position?. . . . . . . . . . . . . . . . . 65
Adapt Reporting Line If Position Hierarchy Is Changed. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

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2 PUBLIC Content
 Synchronize position matrix relationships to job relationships of incumbents?. . . . . . . . . . . . . . .69
Position Type Examples. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Transition Periods in Position Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
3.2 Mass Creation of Positions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .70
3.3 Mass Changes to Positions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
3.4 Shared Positions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .78
3.5 Capacity Control. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .79
3.6 Forward Propagation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .80
3.7 Right to Return. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .80
3.8 Matrix Relationships. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
Matrix Relationships And Sync. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
Restricting Access To Positions Based On Matrix Relationships. . . . . . . . . . . . . . . . . . . . . . . . . 87
3.9 Execute Position Processes During Job Information Import. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .89
Event Reasons. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .92
3.10 Moving Positions When Changing An Employee's Supervisor Assignment. . . . . . . . . . . . . . . . . . . . 93
3.11 Showing Pay Range on Position. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
3.12 Rule Functions in Position Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
3.13 Configuring the Position Default or Supervisor Default. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
3.14 Using the Check Tool. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102
Benefits of the Check Tool. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .103
Check Results. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103
Creating Support Tickets from the Check Tool. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
Using the Quick Fix Feature. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
3.15 Automated Daily Hierarchy Adaptation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
3.16 Transition Periods. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
3.17 Employee Termination. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109

4 Integration with Recruitment Management and Succession Management. . . . . . . . . . . . . . . . 111

4.1 Setting Up Integration with Recruitment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
Viewing Job Requisitions in the Position Organization Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . 119
Mapping Job Requisition Picklist Values in OData Integration. . . . . . . . . . . . . . . . . . . . . . . . . . 122
4.2 Integration with Succession Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125

5 Appendixes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126
5.1 Fields in Position Object. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126
5.2 Functions for Position Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
5.3 Changing Integration with Recruiting from SF API Basis to New Basis. . . . . . . . . . . . . . . . . . . . . . .138
5.4 New Data Model for Right to Return and Data Protection and Privacy. . . . . . . . . . . . . . . . . . . . . . . 139

Employee Central Position Management

Content PUBLIC 3
1 Introduction

What's New in Position Management [page 4]

This document describes changes to this guide for the recent releases.

What is Position Management? [page 6]

Employee Central Position Management makes it easy for you to do a number of things.

Data Protection and Privacy Content is Centralized [page 6]

Go to the central data protection and privacy guide for suite-wide information about our data
protection and privacy features.

1.1 What's New in Position Management

This document describes changes to this guide for the recent releases.

Q3 2019

What's New More Info

We've added some information on what the onSave rule Define Synchronization Position to JobInfo [page 34]
does not do in synchronization.

We've added some detail to the documentation on what hap­ Employee Termination [page 109]
pens to direct reports when a manager is terminated.

We've added some configuration information and a recom­ Execute Position Processes During Job Information Import
mended procedure for the position processes during the job [page 89]
information import.

We've added some information about a limit that applies to Position Types [page 64]
synchronization of matrix relationships using Manage Pend­
ing Hire.

We've revised and corrected the documentation about how Forward Propagation [page 80]
forward propagation is used in Position Management.

We've added some information concerning restrictions on Functions for Position Management [page 130]
what the Jobinfo History UI can do.

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Q2 2019

What's New More Info

We've made some changes in the position organization Position Organization Chart [page 56]
chart:

● If you try to display more than 1000 positions, only the

first 1000 will be displayed.
● Changes to positions accessed from the Position quick­
card are now made in Manage Positions and are
synchronized to the incumbent.

We've added a note to the documentation on mass changes Mass Changes to Positions [page 72]
to positions, warning that the log file is purged after six
months.

We've updated the information on functions in Position Man­ Functions for Position Management [page 130]
agement to reflect the changes in termination and synchro­
nization.

We've made some changes to how Position Management Employee Termination [page 109]
handles employee termination.

There's some important information you need to know about Execute Position Processes During Job Information Import
data purges after job information imports. We've added a [page 89]
note about this to the import documentation.

We've made changes to synchronization from Position to Jo­ Define Synchronization Position to JobInfo [page 34]
bInfo..

Q1 2019

What's New More Info

We've added some information on the effect of the Create Special Handling of the Create Permission [page 11]
permission.

We've clarified what you can and can't do when specifying a Automated Daily Hierarchy Adaptation [page 105]
date for the hierarchy adaptation job run.

We've entered some additional information on what trans­ Employee Termination [page 109]
fers cover in the case of employee termination.

Q4 2018

What's New More Info

There are now two versions of the Is Position Below User's Rule Functions in Position Management [page 98]
Position in Hierarchy rule function.

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Introduction PUBLIC 5
What's New More Info

We've added some information on what the automated daily Automated Daily Hierarchy Adaptation [page 105]
adaptation job is intended for.

1.2 What is Position Management?

Employee Central Position Management makes it easy for you to do a number of things.

You can:

● Create and maintain positions online with appropriate controls.

● Store and track position category (regular, part-time, intern, and so on), current incumbents and previous
employees in that position.
● Configure headcount management to suit your needs (strict position control vs. non-budget-driven
process)
● For to-be-hired positions, you can open requisitions in Recruitment, with the required position information.
● Integrate Succession Management with Employee Central positions so that the successors are planned
based on the existing positions hierarchy.
● Integrate with SAP Fieldglass to create job postings for contingent workers.

1.3 Data Protection and Privacy Content is Centralized

Go to the central data protection and privacy guide for suite-wide information about our data protection and
privacy features.

Data protection and privacy is best when it’s implemented suite-wide, and not product-by-product, so we've
centralized our data protection and privacy information. Refer to the latest centralized content for information
about setting up and using data protection and privacy features.

 Note

SAP SuccessFactors values data protection as essential and is fully committed to help customers
complying with applicable regulations – including the requirements imposed by the General Data
Protection Regulation (GDPR).

By delivering features and functionalities that are designed to strengthen data protection and security
customers get valuable support in their compliance efforts. However it remains customer’s responsibility to
evaluate legal requirements and implement, configure and use the features provided by SAP
SuccessFactors in compliance with all applicable regulations.

Latest setting up and using data protection and privacy content

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6 PUBLIC Introduction
2 Basic Setup

 Remember

As a customer, you do not have access to Provisioning. To complete tasks in Provisioning, contact your
Implementation Partner. If you are no longer working with an Implementation Partner, contact SAP Cloud
Support.

2.1 Important Initial Settings for Position Management

This topic covers some important settings that need to be made in the Admin Center and elsewhere for
Position Management.

Procedure

1. Enable Position Management.

a. Go to the Admin Center and choose Manage Employee Central Settings.
b. In the Others section, move the Position Management switch to On.
2. Add Position field to Succession Data Model.
a. The Position field is new and must be added to your Succession Data Model if it’s not already there. To
do so, download the XML file from Provisioning under Succession Management Import/Export
Data Model .
b. Add the position field in the jobInfo hris-element section. The default visibility is “none,” but if you want
to use the field, you need to set visibility to “both,” as shown below.

<hris-element id="jobInfo">
...
<hris-field max-length="256" id="position" visibility="both">
<label>Position</label>
<label xml:lang="de-DE"> Position </label>
<label xml:lang="en-GB"> Position </label>
...
</hris-field>
...
</hris-element>

As a result, you will be able to make permission settings for positions.

 Note

If you uploaded a Succession Data Model, check that there is no position-id field in the jobInfo hris-
element section. If there is, please change it to position as shown above.

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Related Information

General Permissions [page 8]

2.2 Permissions and Workflows

2.2.1 General Permissions

There are some general permissions you need to set for Position Management.

Procedure

1. Assign Permissions for Position Field

a. To assign permissions for the Position field, click Employee Central Effective Dated Entities and select
the permissions Edit/Insert, Correct, and Delete.
Position is only shown in this list if you have entered the position field in the Succession Data Model.
In addition, you can define that the position generic object is subject to permission checks. For more
information, see Position-Related Permissions.
2. Set Up Permissions for the Metadata Framework (MDF)
Make sure that users have the permissions they need to use generic objects and to configure rules:
a. Go to the Admin Center and choose Manage Permission Roles.
b. Click the role to which you want to assign permissions for generic objects.
c. Click Permission...
d. On the Permission Settings popup window, scroll down to Metadata Framework and select the
checkboxes as required. Take a look at the Metadata Framework documentation for the latest full
information on MDF permissions.
3. Set Up Permissions for Position Management

For users to be able to use Position Management, you must assign the Manage Position permission to that
user's role. On the Permission Settings popup window, click Manage Position and assign the permissions as
required

a. To grant users access to the position organization chart, select Access Position Organization Chart.
b. Optional: If you want to grant users permission to display the position organization chart for a specific
date, select Change Display Date of Position Organization Chart.
c. To grant users permission to create up to 100 new positions by copying an existing position, select the
Mass Copy of Position in Position Organization Chart
d. To grant users permission to create and/or view position requisitions from the position organization
chart, select either Create Requisition in Position Organization Chart or View Requisition in Position
Organization Chart or both.

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8 PUBLIC Basic Setup
 e. To grant users permission to select a job requisition template when a job requisition or job requisition
request is created in the position organization chart Select Job Requisition Template in Position
Organization Chart
f. To enable the option to move an employee's position when he or she gets a new supervisor, select
Option to move Position to New Supervisor on Job Info Change.
g. To grant users permission to create new positions from the v12 Position Organization Chart, select
Create Position from Position Organization Chart
h. To grant permission to make position management settings, select Access Position Management
Settings in Admin Center. Only roles with this setting can see the Permission Management Settings
entry in the Admin Center.
○ The Manage Employee Files permission must also be set for those who have the Access Position
Management Settings permission. To set that permission, go to Administrator Permissions and
choose Manage System Properties Manage Employee Files .

Related Information

Position-Related Permissions [page 9]

2.2.2 Position-Related Permissions

There are some position-related permissions to set.

Context

You can define the Position generic object as subject to permission checks:

Procedure

1. Go to the Admin Center and choose Configure Object Definitions.

2. Search for Position and select Take Action Make Corrections .

3. In the generic object definition, scroll down to the Security section, select Yes for the permission category
Miscellaneous Permissions and save your changes.
4. Go back to the Admin Center and choose Manage Permission Roles.
5. Select the role name, such as System Administrator, whose permissions you want to manage.
6. Click Permissions...
7. On the Permission Settings screen, scroll down to Miscellaneous Permissions and specify which
permissions users with this role should have.

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Basic Setup PUBLIC 9
8. Click Done to go back to the Permission Role Detail page.
9. To further restrict which positions employees with the permission roles that you just maintained are
allowed to view, create, insert, correct, or delete, scroll down on the Permission Role Detail page to the
Grant this role to... section.
10. Click Add... to create a new granting or Edit Granting if you want to change an existing granting.

The Grant this role to page opens.

11. In the Specify the target population for the other objects section, you can restrict the target population as
you want. By default, All is selected which means that the permissions you granted for this role are valid for
all positions in the system.

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10 PUBLIC Basic Setup
  Note

○ Use point 3 to grant users access either to every position in the business or to a specific target
group of positions.
○ You can also restrict access to positions lower in the hierarchy than the granted user's position.
○ If you are using Matrix Relationships on the Position object, you can also restrict access to
positions based on the Matrix Relationships.

2.2.2.1 Special Handling of the Create Permission

By default, granting the Create permission allows the user granted this permission to create any position in the
system. So the target criteria are not respected for the Create permission.

If you want to respect the defined target criteria for the Create permission also, you need to set the Create
Respects Target Criteria flag to Yes for the Position object. You do this in the Admin Center by choosing
Configure Object Definition .

With this setting, it is possible the realize, for example, the following requirement:

Managers need to be able to view all positions in the system but are allowed only to create new positions that
are below their own position.

Here's how you set this up:

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Basic Setup PUBLIC 11
1. Change the Position object definition and set the flag Create Respects Target Criteria to Yes
2. Create a new Permission role with Position permissions View Current and View History and grant this role to
all position as target criteria.
3. Create a new Permission role with Position permission Create and grant this role with position restriction
Include access to Position in the hierarchy below the Granted User’s Position with All levels.

 Note

The Create permission is only validated when the position is saved. If you have restricted permissions on
creating positions, they will only be validated when you save the position or submit the workflow. If you
don't have permission to create the position, the system will not allow you to save or submit.

2.2.3 Approval Workflows

You can use workflows to protect the Position object against changes.

Context

Here's how you do this:

Procedure

1. Create the foundation object Workflow that you want to use for Position.
2. Create a rule by going to the Admin Center and choosing Configure Business Rules.

○ Have Position as the base object.

○ You can use the IF or ELSE-IF statement to specify which conditions must be fulfilled for the workflow
to be triggered.
○ You can use the THEN statement to set the workflow you created in step 1 to the wfConfig field of the
Position.
3. Assign your rule to the event onSave of the position object definition. You do this in the Admin Center by
choosing Configure Object Definitions. For more information, look at the Configuration the Object Definition
section of the Implementing the Metadata Framework (MDF) documentation.
4. Set the Pending Data field in the Position object definition to "Yes", thereby ensuring that, once a workflow
is used, records are not visible in the system unless approved. This setting is a prerequisite for using
workflows in positions.
5. If you want to group workflows of positions in the ToDo portlet by their own category, enter Position
Management Request in the ToDo Category field.

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12 PUBLIC Basic Setup
2.3 Defining The Position Object

2.3.1 Field Labels and Visibility

You can define your own field labels if you do not want to use the default labels, and define the visibility of all the
fields you require.

Procedure

1. Go to the Admin Center and choose Configure Object Definitions.

2. Search for Position and select Take Action Make Correction .

3. Define the field labels if you don’t want to use the default labels, and define the visibility of all needed fields
by clicking Details of the corresponding field. If a field is not needed for Employee Central, you must set the
visibility to Not Visible.

How you need to set the Incumbent field depends on whether you also use Succession Planning.

If you use… Set the Incumbent field to…

Position Management and Succession Planning Not Visible

Position Management only Not Visible

Succession Planning only Editable

The Source of Creation field indicates whether a position was created:

○ By copying an existing position from the Position Org Chart.
○ By import.
○ As a new position during position reclassification or position transfer.

This field is invisible by default.

4. If you want to use the audit report feature, set the MDF Version History to Yes. You will then be able to
capture the MDF Audit data at an object level whenever any operations are performed on the records for an
object.
5. If you want to use the fields jobLevel, employeeClass or regularTemporary, create the MDF picklists
manually with exactly the same names. The external codes used for the MDF picklist values must be the
same as those defined in the csv file for the regular picklists jobLevel, employeeClass, and
regularTemporary. Otherwise, the synchronization between jobInformation and position will not work for
those fields.
6. Remember that, for any of the fields that use a picklist, the picklist values are usually displayed with
external codes. If you want to have the values displayed without these codes, choose Details and enter
displayPickListWithoutExternalCode in the uiFieldRenderer field.
7. Remember also that generic objects are, by default, displayed with external codes. If you want to have the
fields displayed without these codes, choose Details and enter displayGOWithoutExternalCode in the
uiFieldRenderer field.

Employee Central Position Management

Basic Setup PUBLIC 13
8. More about picklists (see step 5 above). "Cascading picklists" allow you to restrict the value of a field
based on a previous selection. Take a look at the chapter Working with Cascading Picklists in the Employee
Central Master Guide for full information on how to use them.

Related Information

Default Values [page 15]

Define Synchronization of Common Position and jobInfo Fields for Position Reclassification and Position
Transfer [page 19]
Fields in Position Object [page 126]

2.3.2 Propagation Of Job-Related Fields

You can specify that relevant jobCode fields are filled automatically when the user enters a jobCode when
creating or changing a position.

Context

To do so, you must define a rule and assign this rule to the jobCode field.

Procedure

1. Go to the Admin Center and choose Configure Business Rules.

2. Click Create New Rule, enter a rule ID, a rule name, select Position from the Base Object dropdown menu,
and select a suitable rule type.
3. Set up the rule as required. The following table shows the default set of common fields that can be filled
automatically. If the jobCode object and the Position object have more common custom fields, these fields
can be added here as well.

Position Field Equivalent JobCode Field

jobTitle jobCode.jobTitle

jobLevel jobCode.jobLevel

regularTemporary jobCode.isRegular

employeeClass jobCode.employeeClass

payGrade jobCode.grade

4. To assign the rule to the jobCode field in the Position generic object, go to the Admin Center and choose
Configure Object Definitions

Employee Central Position Management

14 PUBLIC Basic Setup
5. Search for Position.

6. Click Take Action Make Corrections

7. Scroll down to the jobCode field and click Details.
8. Under Rules assign the rule you've just created.

2.3.3 Default Values

You can define default values for fields in the position that are filled automatically each time a new position is
created.

Procedure

1. Go to the Admin Center and choose Configure Business Rules.

2. Click Create New Rule, enter a rule ID, a rule name, select Position from the Base Object dropdown menu,
and select a suitable rule type.
3. Create the rule as required and save your entries.

To define that the FTE field always has the default value “1” and that the default value for the Company field
is always “Ace Germany”, create a rule as shown in the screenshot:

4. To add the rule to the position generic object, go back to the Admin Center and choose Configure Object
Definitions.

5. Search Position Take Action Make Corrections

6. Scroll down to the Rules section, and click Details.
7. Under initializeRules, enter the name of the rule you've just created.

Employee Central Position Management

Basic Setup PUBLIC 15
2.3.4 Automatic Generation of Position Code
If you have this feature, you do not have to enter position external codes manually. Instead, you can have the
system generate them for you, based on template entries.

Context

There is some setup for you to do before you can use these functions.

Procedure

Setting Up the Number Sequence

1. The first task is to set up the number sequence you want to use. Here's how
a. Go to the Admin Center and choose Manage Sequence.
b. In the resulting screen, choose Create New Sequence , then make these entries:
○ An external name and an external code.
○ The number at which the sequence should start — in the example below, 1. Note that this number
cannot be zero or a minus number, such as —1.
○ How big each step should be. In the example, this is also 1 below, meaning that the first number in
the sequence was 1, the second 2, and so on.
○ In the example, notice that this sequence has already reached 62. This means that the next object
created in the relevant sequence will have number 62.

Defining the Rule

2. Now you need to configure the business rule needed for autogenerating the external code. You do this in
the Admin Center too, by choosing Configure Business Rules.

Employee Central Position Management

16 PUBLIC Basic Setup
 This graphic shows an example of the entries you need to make for setting the external code:
○ Rule ID
○ Rule Name
○ Base Object: This must be Position
○ Rule Type
○ The If condition must be as shown above.
In the Then condition, you can use the sequence object and the text template to set the external code.
In the example above, the external codes will be generated as Position1, Position2, and so on. To enter
a text, choose Text and make the entry you need, like the text Position_%d shown above.
○ For the template, you can use the Format String Syntax from Java (see http: docs.oracle.com/
javase/7/docs/api/java/util/Formatter.html). If, for example, your sequence starts with 1, but the code
for the position will always be an 8-digit number starting with 1 and filled with zeros, you would use this
pattern: 1%07d.
Adding Rule to Position Object Definition
3. To add the rule to the Position object definition, go back to the Admin Center and choose Configure Object
Definition. Assign the rule to the Save event.

Additionally, you must set the external code in the Position Object Definition to Read only.
Position External Code
4. Finally, you set the Is the Position External Code Auto Generated? to Yes in Position Management Settings.

2.3.5 Searchable Fields

You can define which fields (of the Position object) the system should take into account when you search for a
position.

Context

You might conduct such searches in, for example, the position organization chart or in the Position field on the
Job Information screen.

Employee Central Position Management

Basic Setup PUBLIC 17
  Note

The more searchable fields there are, the longer the search will take. As such, we recommend that you only
make important fields searchable.

Procedure

1. Go to the Admin Center and choose Configure Object Definitions.

2. Search for Position and select Take Action Make Corrections .

3. Scroll down to the bottom of the Object Definition screen and define searchable fields. If, for example, you
enter jobTitle as a searchable field, users can then type in a job title (such as "UI Designer") to find all
positions with the corresponding job title. If you enter department, users can type the name of a
department (such as "HR Recruiting") to see all the positions within that department.

2.3.6 Creating New Positions

You can create new positions from the Admin Center or the position organization chart.

Context

 Restriction

The first position in the system can be created from the Admin Center, but we recommend you create it
from the position organization chart, from where you can then create any other positions you require. Do
not create positions from the Manage Data UI.

Procedure

1. To create the first position from the Admin Center, choose Manage Positions.

2. Select Create New Position .

3. Enter all mandatory fields as well as other fields as you need them.
4. Save your entries.
5. Once you have created your first position, you can create any others you need from the position
organization chart.

Employee Central Position Management

18 PUBLIC Basic Setup
Results

A new position is created.

2.4 Sychronization

2.4.1 Define Synchronization of Common Position and

jobInfo Fields for Position Reclassification and
Position Transfer

To specify which common fields between the Position generic object and the jobInfo employment object are
synchronized when changes are made in the Position object or the jobInfo object, you need to define
synchronization rules.

Procedure

You can define:

○ Which common fields are synchronized to the jobInfo employment object when changes are made in the
Position object.
○ Which common fields are synchronized to the Position object when changes are made in the jobInfo
employment object. Note that this only applies to changes that the system regards as a position
reclassification or position transfer. To lean more about this, see Position Reclassification and Position
Transfer.

Related Information

Position Reclassification and Position Transfer [page 44]

Employee Central Position Management

Basic Setup PUBLIC 19
2.4.2 Defining a Leading Hierarchy

Context

The leading hierarchy reduces the effort involved in keeping the position hierarchy and reporting line hierarchy
in sync. Changes made to the leading hierarchy are automatically made to the other hierarchy.

You can also opt to have no leading hierarchy. You should do this if you don't want to use hierarchy adaptation,
meaning that neither the position hierarchy nor the reporting line is changed when the other hierarchy is
changed.

Procedure

1. To define a leading hierarchy, go to the Admin Center.

2. Choose Position Management Settings.
3. In the Leading Hierarchy dropdown menu on the Hierarchy Adaptation tab, select the value required.

 Note

○ By default, the position hierarchy is the leading hierarchy. We recommend that you keep it this way,
as many Position Management functions are designed with the assumption that the position
hierarchy is the leading one.
○ You also have the option of suppressing the supervisor/position defaulting in hire, MSS, or history.
To do this, choose No in the Default The Supervisor Or The Position In Hire, MSS Job Information
And History field.

For information on a feature you can use to have the system synchronize hieararchies for you, see the
Automated Daily Hierarchy Adaptation [page 105] documentation.

 Note

When transferring multiple employees of child positions to a new supervisor, the number of employees
might exceed the threshold specified in the Admin Center under Position Management Settings
Hierarchy Adaptation Threshold for running Adoption of Reporting Line and Job Relations as a job .

In this case, the transfer of the employees is executed asynchronously using a job. For performance
reasons, we recommend that you set the threshold to 100.

If you are using business rules to derive event reasons and a threshold is defined for the hierarchy
adaptation, you need to define the event reason to be used for the hierarchy adaptation in the job. To
do this, go to the Admin Center and choose Company System and Logo Settings Default Event
Reason to use when processing direct subordinates and job relationships offline .

Employee Central Position Management

20 PUBLIC Basic Setup
2.4.2.1 Scenarios

Here, we examine the possible leading hierarchy scenarios.

The following scenarios are possible:

If you And you do the following... This happens... Note the following...
choose
this lead­
ing hierar­
chy ...

Position Change the higher-level posi­ The supervisor of all employees assigned to the -

hierarchy tion in the position organiza­ changed position is changed. This means that
tion chart, in the MDF UI (go the system determines the next available super­
to the Admin Center and visor from the changed position hierarchy and
choose Manage Positions), or the incumbents of the changed position will re­
when importing positions. port to this supervisor. If there isn’t a supervi­
sor, the incumbents will no longer report to any
supervisor.

Reporting The reporting line hierarchy is not changed – -

line hierar­ this means that the position hierarchy is now

chy different from the reporting line hierarchy.

Position Change the supervisor in the The position hierarchy is not changed – this -

hierarchy employee’s job information means that the position hierarchy is now differ­
(by selecting Change Job and ent from the reporting line hierarchy.
Compensation Info on the
Update Employee Records
screen) but this change
doesn’t lead to a new posi­
tion

Employee Central Position Management

Basic Setup PUBLIC 21
If you And you do the following... This happens... Note the following...
choose
this lead­
ing hierar­
chy ...

Reporting The position hierarchy is adjusted as follows: -

line hierar­
● The higher-level position of the changed
chy
employee’s position is changed. The new
higher-level position will be the new super­
visor’s position.
If the new supervisor doesn’t have a posi­
tion, the employee’s position won’t have
any higher-level position (anymore). If the
supervisor is changed to No Manager, the
employee’s position won’t have any higher-
level position (anymore) either.
● If the employee’s position is not a shared
position, all lower-level positions will stay
with the position.
● If the employee’s position is a shared posi­
tion, a new position is created (based on
the existing one) below the new supervi­
sor’s position.

 Note
If the field Search for Position in
Position Reclassification is set to Yes in
the Position Management Settings,
then the system searches for a match­
ing position first.

The lower-level positions whose incum­

bents report to the changed employee will
be transferred to the newly created posi­
tion.

Employee Central Position Management

22 PUBLIC Basic Setup
If you And you do the following... This happens... Note the following...
choose
this lead­
ing hierar­
chy ...

Position Change the position in the Effects on the user interface: When the admin *1 Direct reports of the
hierarchy employee’s job information selects a position, the Supervisor field is filled changed employee means
(by selecting Change Job and automatically with the next available supervisor those incumbents in posi­
Compensation Info on the in the position hierarchy. tions below the changed em­
Update Employee Records ployee’s position who ac­
The direct reports *1 of the changed employee
screen). tually report to this changed
will report to the employee's previous supervi­
employee (this means, the
sor *2 irrespective of whether the previous posi­
changed employee is main­
tion was a shared position or not. If there isn’t
tained in the Supervisor field
any supervisor in the position hierarchy, the in­
of the their job information
cumbents won’t report to any supervisor (any­
records).
more).
*2 The employee’s previous
All incumbents of the lower-level positions of
supervisor is not necessarily
the changed employee's newly assigned posi­
the actual supervisor who is
tion will report to the changed employee - pro­
maintained in the Supervisor
vided that this position doesn’t have any incum­
field of the employee’s job in­
bents yet. *3 If the position already has other in­
formation record. It’s the pre­
cumbents, only those incumbents of lower-level
vious supervisor according to
positions who don't report to any of these in­
the position hierarchy, but
cumbents will report to the changed employee.
ideally the position hierarchy
and the reporting line hierar­
chy are in sync. If the hierar­
chies aren’t in sync (that is,
the supervisor maintained in
the Supervisor field is not the
incumbent of the higher-level
position of the employee’s
previous position), the sys­
tem determines the supervi­
sor based on the position hi­
erarchy.

*3 To whom should the direct

reports report? when the
changed employee leaves the
position can be configured
differently from the default
system behavior with the
help of position types, or you
can use one of these op­
tions::

Employee Central Position Management

Basic Setup PUBLIC 23
If you And you do the following... This happens... Note the following...
choose
this lead­
ing hierar­
chy ...

● To no manager
● To another incumbent
on the position (if the
position has other in­
cumbents)

Reporting Effects on the user interface: *4 For each lower-level posi­

line hierar­ tion of the previous position,
● When the administrator selects a supervi­
chy the system checks if all in­
sor, the Incumbent of Parent Position field is
cumbents assigned to this
filled automatically and the Position field is
lower-level position report to
filled automatically with a suitable position.
the changed employee. Only
● When the administrator selects an em­
in this case will the lower-
ployee in the Incumbent of Parent Position
level position become the
field, the Supervisor field is filled automati­
lower-level position of the
cally and the Position field is filled automat­
changed employee’s newly
ically with a suitable position.
assigned position.
If the employee’s previous position was not a
shared position, all lower-level positions will be
transferred to the employee’s newly assigned
position.

If the position already has other incumbents,

only the incumbents of the lower-level positions
who don't report to any of thses incumbents will
rerpot to the changed employee.

If the employee’s previous position was a

shared position, the lower-level positions
whose incumbents report to the changed em­
ployee will be transferred to the employee’s
newly assigned position. *4

Position Hire a new employee and as­ Effects on the user interface: -

hierarchy sign to a position.

● When the administrator selects a position,
the Supervisor field is filled automatically
with the next available supervisor in the po­
sition hierarchy.
● The administrator can decide if all incum­
bents assigned to the lower-level positions
of the selected position should report to
the new hire or not.

Employee Central Position Management

24 PUBLIC Basic Setup
If you And you do the following... This happens... Note the following...
choose
this lead­
ing hierar­
chy ...

Reporting Effects on the user interface: -

line hierar­
● When the administrator selects a supervi­
chy
sor, the Incumbent of Parent Position field is
filled automatically and the Position field is
filled automatically with a suitable position.
● When the administrator selects an em­
ployee in the Incumbent of Parent Position
field, the Supervisor field is filled automati­
cally and the Position field is filled automat­
ically with a suitable position.
● The administrator can decide if all incum­
bents assigned to the lower-level positions
of the selected position should report to
the new hire or not.

Employee Central Position Management

Basic Setup PUBLIC 25
If you And you do the following... This happens... Note the following...
choose
this lead­
ing hierar­
chy ...

Position Position assignment changed The system always searches for a position be­ *5 Direct reports of the
hierarchy in position reclassification low the current higher-level position. changed employee means
because the previous posi­ those incumbents in posi­
The direct reports of the changed employee *5
tion was a shared position. tions below the changed em­
will report to the employee's previous supervi­
An existing position was ployee’s position who ac­
sor. *6 If there isn’t any supervisor in the posi­
found. tually report to this changed
tion hierarchy, the incumbents won’t report to
employee (this means, the
any supervisor (anymore).
changed employee is main­
All incumbents of the lower-level positions of tained in the Supervisor field
the changed employee’s newly assigned posi­ of the their job information
tion will report to the changed employee - pro­ records).
vided that the position that was found doesn’t
*6 The employee’s previous
have any incumbents yet.
supervisor is not necessarily
*7 If the position already has other incumbents, the actual supervisor who is
only those incumbents of lower-level positions maintained in the Supervisor
who don't report to any of these incumbents will field of the employee’s job in­
report to the changed employee. formation record. It’s the pre­
vious supervisor according to
the position hierarchy, but
ideally the position hierarchy
and the reporting line hierar­
chy are in sync. If the hierar­
chies aren’t in sync (that is,
the supervisor maintained in
the Supervisor field is not the
incumbent of the higher-level
position of the employee’s
previous position), the sys­
tem determines the supervi­
sor based on the position hi­
erarchy.

*7 To whom should the direct

reports report? when the
changed employee leaves the
position can be configured
differently from the default
system behavior with the
help of position types, or you
can use one of these options:

● To no manager

Employee Central Position Management

26 PUBLIC Basic Setup
If you And you do the following... This happens... Note the following...
choose
this lead­
ing hierar­
chy ...

● To another incumbent
on the position (if the
position has other in­
cumbents)

Reporting The system always searches for the positoin be­ *8 For each lower-level posi­
line hierar­ low the current higher-level position. tion of the previous position,
chy the system checks if all in­
The lower-level positions whose incumbents re­
cumbents assigned to this
port to the changed employee will be transfer­
lower-level position report to
red to the position that was found.*8
the changed employee. Only
in this case will the lower-
level position become the
lower-level position of the
changed employee’s newly
assigned position.

Employee Central Position Management

Basic Setup PUBLIC 27
If you And you do the following... This happens... Note the following...
choose
this lead­
ing hierar­
chy ...

Position Position assignment changed The system always creates the position below *9 Direct reports of the
hierarchy in position reclassification the current higher-level position. changed employee means
because the previous posi­ those incumbents in posi­
The direct reports of the changed employee *9
tion was a shared position. A tions below the changed em­
will report to the employee's previous supervi­
new position was created. ployee’s position who ac­
sor. *10 If there isn’t any supervisor in the posi­
tually report to this changed
tion hierarchy, the incumbents won’t report to
employee (this means, the
any supervisor (anymore). *11
changed employee is main­
tained in the Supervisor field
of their job information re­
cords).

*10 The employee’s previous

supervisor is not necessarily
the actual supervisor who is
maintained in the Supervisor
field of the employee’s job in­
formation record. It’s the pre­
vious supervisor according to
the position hierarchy, but
ideally the position hierarchy
and the reporting line hierar­
chy are in sync. If the hierar­
chies aren’t in sync (that is,
the supervisor maintained in
the Supervisor field is not the
incumbent of the higher-level
position of the employee’s
previous position), the sys­
tem determines the supervi­
sor based on the position hi­
erarchy.

*11 To whom the direct re­

ports should report when the
changed employee leaves the
position can be configured
differently than the default
system behavior with the
help of position type, or you
can use one of these op­
tions::

● To no manager

Employee Central Position Management

28 PUBLIC Basic Setup
If you And you do the following... This happens... Note the following...
choose
this lead­
ing hierar­
chy ...

● To another incumbent
on the position, provide
that the position has
other incumbents.

Reporting The system always creates the position below *12 For each lower-level posi­
line hierar­ the current higher-level position. tion of the previous position,
chy the system checks if all in­
The lower-level positions whose incumbents re­
cumbents assigned to this
port to the changed employee will be transfer­
lower-level position report to
red to the newly created position. *12
the changed employee. Only
in this case will the lower-
level position become the
lower-level position of the
changed employee’s newly
assigned position.

Employee Central Position Management

Basic Setup PUBLIC 29
If you And you do the following... This happens... Note the following...
choose
this lead­
ing hierar­
chy ...

Position Position assignment changed The system always searches for a position be­ *13 Direct reports of the
hierarchy in position transfer. An exist­ low the supervisor's position. changed employee means
ing position was found. those incumbents in posi­
The direct reports of the changed employee *13
tions below the changed em­
will report to the employee's previous supervi­
ployee’s position who ac­
sor *14 irrespective of whether the previous po­
tually report to this changed
sition was a shared position or not. If there isn’t
employee (this means, the
any supervisor in the position hierarchy, the in­
changed employee is main­
cumbents won’t report to any supervisor (any­
tained in the Supervisor field
more). *15
of their job information re­
All incumbents of the lower-level positions of cords).
the changed employee's newly assigned posi­
*14 The employee’s previous
tion will report to the changed employee - pro­
supervisor is not necessarily
vided that the position that was found doesn’t
the actual supervisor who is
have any incumbents yet.
maintained in the Supervisor
If the position already has other incumbents, field of the employee’s job in­
only those incumbents of the lower-level posi­ formation record. It’s the pre­
tions who don't report to any of those incum­ vious supervisor according to
bents will report to the changed employee. the position hierarchy, but
ideally the position hierarchy
and the reporting line hierar­
chy are in sync. If the hierar­
chies aren’t in sync (that is,
the supervisor maintained in
the Supervisor field is not the
incumbent of the higher-level
position of the employee’s
previous position), the sys­
tem determines the supervi­
sor based on the position hi­
erarchy.

*15 To whom the direct re­

ports should report when the
changed employee leaves the
position can be configured
differently than the default
system behavior with the
help of position types, or you
can use one of these options:

● To no manager

Employee Central Position Management

30 PUBLIC Basic Setup
If you And you do the following... This happens... Note the following...
choose
this lead­
ing hierar­
chy ...

● To another incumbent
on the position, provide
that the position has
other incumbents.

Reporting The system always searches for a position be­ *16 For each lower-level posi­
line hierar­ low the supervisor’s position. tion of the previous position,
chy the system checks if all in­
If the employee’s previous position was not a
cumbents assigned to this
shared position, all lower-level positions will be
lower-level position report to
transferred to the position that was found.
the changed employee. Only
If the employee’s previous position was a in this case will the lower-
shared position, the lower-level positions level position become the
whose incumbents report to the changed em­ lower-level position of the
ployee will be transferred to the position that changed employee’s newly
was found. *16 assigned position.

Employee Central Position Management

Basic Setup PUBLIC 31
If you And you do the following... This happens... Note the following...
choose
this lead­
ing hierar­
chy ...

Position Position assignment changed The system always creates the position below *17 Direct reports of the
hierarchy in position transfer. A new the supervisor's position. changed employee means
position was created. those incumbents in posi­
Direct reports of the changed employee *17 will
tions below the changed em­
report to the employee's previous supervisor
ployee’s position, who ac­
*18 irrespective of whether the previous posi­
tually report to this changed
tion was a shared position or not. If there isn’t
employee (this means, the
any supervisor in the position hierarchy, the in­
changed employee is main­
cumbents won’t report to any supervisor (any­
tained in the Supervisor field
more). *19
of their job information re­
cords).

*18 The employee’s previous

supervisor is not necessarily
the actual supervisor who is
maintained in the Supervisor
field of the employee’s job in­
formation record. It is the
previous supervisor accord­
ing to the position hierarchy,
but ideally the position hier­
archy and the reporting line
hierarchy are in sync. If the
hierarchies aren’t in sync
(that is, the supervisor main­
tained in the Supervisor field
is not the incumbent of the
higher-level position of the
employee’s previous posi­
tion), the system determines
the supervisor based on the
position hierarchy.

*19 To whom the direct re­

ports should report when the
changed employee leaves the
position can be configured
differently than the default
system behavior with the
help of position types, or you
can use one of these options:

● To no manager

Employee Central Position Management

32 PUBLIC Basic Setup
If you And you do the following... This happens... Note the following...
choose
this lead­
ing hierar­
chy ...

● To another incumbent
on the position, provide
that the position has
other incumbents.

Reporting The system always creates the position below *20 For each lower-level po­
line hierar­ the supervisor’s position. sition of the previous posi­
chy tion, the system checks if all
If the employee’s previous position was not a
incumbents assigned to this
shared position, all lower-level positions will be
lower-level position report to
transferred to the newly created position.
the changed employee. Only
If the employee’s previous position was a in this case will the lower-
shared position, the lower-level positions level position become the
whose incumbents report to the changed em­ lower-level position of the
ployee will be transferred to the newly created changed employee’s newly
position. *20 assigned position.

None Change the position in the Neither the Supervisor field nor the Position -

employee's job information. field is automatically filled when an employee is

selected in the Incumbent of Parent Position
field.

However, the Supervisor field is filled automati­

cally with the next available manager in the posi­
tion hierarchy when the position is selected.

None Change the supervisor in the Neither the Incumbent of Parent Position field -

employee's job information nor the Position field is filled automatically when
a supervisor is selected

None Enter a reclassification or If a new position has to be created in the context -

transfer. of the position reclassification or position trans­
fer, the new position is created below the super­
visor's position.

 Note

The default setting is for the hierarchy not to be adapted if you carry out a job information import, but you
can switch adaptation on. Take a look at the Execute Position Processes During Job Information Import
[page 89] documentation for more information..

Employee Central Position Management

Basic Setup PUBLIC 33
2.4.3 Synchronization Between Position and Incumbent

Define Synchronization Position to JobInfo [page 34]

To specify which common fields between the Position object and the jobInfo employment object are
synchronized when changes are made in the Position object, you need to define a rule.

Define Synchronization JobInfo to Position [page 38]

You can specify which common fields between the Position object and the jobInfo employment object
are synchronized when changes are made in the jobInfo employment object that the system regards as
a position reclassification or position transfer.

2.4.3.1 Define Synchronization Position to JobInfo

To specify which common fields between the Position object and the jobInfo employment object are
synchronized when changes are made in the Position object, you need to define a rule.

Context

This rule is triggered for backend synchronization whenever a position with incumbents is changed from the
position organization chart and the user wants to update the incumbents‘ job information with the data from
Position fields defined for synchronization.

 Note

If you want to trigger synchronization when you're importing positions, add the technicalParameters
column to your position import file. Enter “SYNC ” as the value for the technicalParameters column for
those position records that are to trigger a synchronization to the jobInfo object.

● The synchronization is carried out on the effective start date of the corresponding position record.
● When defining the position generic object, the technicalParameters field should still have visibility “Not
visible”.
● For position imports, no workflow is triggered for JobInfo due to the synchronization of Position to
JobInfo.
● Synchronization only takes place if the position is changed in the position org chart using Manage Data
or is imported via csv. It does not take place from API.
● If any records in the mass change run contain an optimistic locking exception, then the whole batch will
be rolled back. For more information, see Optimistic Locking [page 55]

Procedure

1. Go to the Admin Center and select Configure Business Rules.

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34 PUBLIC Basic Setup
2. Select Create New Rule and the Synchronize Position Changes to Incumbents scenario.
3. Set up the rule as you require. Here's a screenshot, showing an example of fields that should be
synchronized:

 Note

○ The rule should only be triggered if a position is assigned to the job info (IF-Condition in the rule).
○ The supervisor is set automatically based on the leading hierarchy and is never set by the sync
rule. Take a look at the documentation for more on this. [page 20]
○ If you don't use Youcalc or business rules for event reason derivation, you need to enter the event
reason that should be used for updating the incumbents job info records after position change. You
do this in Position Management Settings, using the field Event Reason for Synchronization
Incumbents after Position Change.
○ If you want to make use of the company in the Position to Jobinfo synchronization rule, set Use
Company Filter for Positions in MSS Job Information and History to "No".

4. To tell the system which rule to trigger when common fields between position and Job Information must be
synchronized, go to the Admin Center and select Position Management Settings. Enter the rule in the Rule
for Synchronizing Position to Job Info field.
There's a setting that governs how position changes can be synchronized with incumbent job information
using the position organization chart. You make this setting in the Admin Center under Position
Management Settings. The settings are on the Synchronization tab.

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Basic Setup PUBLIC 35
 Here are the setting options:
○ Never
If you choose this, no synchronization takes place.
○ User Decision
If you choose this, a popup appears after every position change asking whether the incumbents should
be synchronized.
○ User Decision If Required
If you choose this, a popup appears, but only if the position and incumbents are not in sync.

 Restriction

You can only make this selection if the rule for synchronizing position to job info does not include
ELSE or ELSEIF statements.

○ Automatic
If you choose this, synchronization takes place in the background.

If you want to use this rule also for UI propagation, add the rule as onChange rule to the hris­field Position
in the Succession Data Model. The onChange rule looks like this:

This means that the common fields between jobInfo and Position that you added to this rule are filled with
default values automatically if:
○ The HR admin selects a position on the Add New Employee screen.
○ The manager changes the position assignment of an employee on the Update Employee Records
screen.
○ The HR admin changes the position assignment of an employee through the history.
These values can be overwritten.

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36 PUBLIC Basic Setup
  Note

The onChange rules in Job Info are not triggered in Import or when synchronizing data from Position to
JobInfo.

The onSave rule in Job Info is not triggered:

○ When there is no change in the record data (correction).
○ When there is no change in the record compared with the previous time slice.

You should keep objects in the business rule in sync with the hierarchy structure of these pay scale
objects:
○ Pay Scale Area
○ Pay Scale Type

 Note

If you want, you can swap the order in which Pay Scale Area and Pay Scale Type appear in the
business rule.

○ Pay Scale Group

○ Pay Scale Level
These fields are associated with each other. That means if someone updates the business rule that is
attached to the Position to JobInfo sync with the wrong order, the fields will not be synced and it's
possible that users will be able to create inconsistent data.

Task overview: Synchronization Between Position and Incumbent [page 34]

Related Information

Define Synchronization JobInfo to Position [page 38]

Workflow For Synchronizing Position To Job Information [page 38]

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Basic Setup PUBLIC 37
2.4.3.1.1 Workflow For Synchronizing Position To Job
Information

If you want to use a workflow scenario for the changes to Job Information arising after a position change, you
need to set up Position Types. Take a look at the position type documentation for details.

2.4.3.2 Define Synchronization JobInfo to Position

You can specify which common fields between the Position object and the jobInfo employment object are
synchronized when changes are made in the jobInfo employment object that the system regards as a position
reclassification or position transfer.

For more information see Position Reclassification and Position Transfer.

Note that synchronization only takes place in the following cases:

● The manager changes the job info on the Update Employee Records screen. Note that the sync is not
carried out when changes are made from History.
● A value was maintained in the Follow-Up Activity on Position field for the event reason that is used for the
job info change.
● A position is maintained both in the “old” job info record and in the “new” job info record and the position
wasn't changed manually.

To specify which common fields are synchronized when changes are made in the jobInfo object that the system
regards as a position reclassification or position transfer, follow this sequence:

For information on this step... See the following task...

Step 1: Define a rule Define Rule

This rule is triggered whenever the system is to treat an action performed on Update
Employee Records screen as a position reclassification or position transfer.

Step 2: Change the visibility of the Change Visibility of implicit-position-action Field

implicit-position-action field
If you want to use the implicit-position-action field, you need to set the visibility to
"both” in the Corporate Data Model.

Step 3: Check and upload master Upload EC Master Picklist

EC picklist
Check if the master EC picklist in your system contains the values Position
Reclassification and Position Transfer for the implicit-position-action field on the
screen. If not, upload the latest master EC picklist.

Step 4: Set the Follow-Up Activity in Set Follow-Up Activity in Position Field
Position field to Position
The follow-up activities Position Reclassification or Position Transfer are triggered for
Reclassification or Position Transfer
all event reasons in which you set this field.
in event reasons

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38 PUBLIC Basic Setup
  Note

You should keep objects in the business rule in sync with the hierarchy structure of these pay scale objects:

● Pay Scale Area

● Pay Scale Type

 Note

If you want, you can swap the order in which Pay Scale Area and Pay Scale Type appear in the
business rule.

● Pay Scale Group

● Pay Scale Level

These fields are associated with each other. That means if someone updates the business rule that is
attached to the Position to JobInfo sync with the wrong order, the fields will not be synced and it's possible
that users will be able to create inconsistent data.

Parent topic: Synchronization Between Position and Incumbent [page 34]

Related Information

Define Synchronization Position to JobInfo [page 34]

Define Rule [page 39]
Change Visibility of the implicit-position-action Field [page 42]
Upload Employee Central Master Picklists [page 42]
Set Follow-Up Activity in Position Field [page 43]
Position Reclassification and Position Transfer [page 44]

2.4.3.2.1 Define Rule

Context

Note that this rule is not triggered when an employee’s history is changed.

Employee Central Position Management

Basic Setup PUBLIC 39
Procedure

1. Go to the Admin Center. In the Company Processes & Cycles portlet, select Company Settings
Configure Business Rules .
2. Select Create New Rule and the Synchronize Incumbent's Changes to Position scenario.
3. Set up the rule as you require.

When defining the rule, bear in mind the following:

○ Only the fields configured in the rule are used to search for a matching position for position
reclassification and position transfer.
○ If the system doesn't find a matching position and creates a new position for position reclassification
and position transfer, values are automatically assigned to the fields configured in the rule. This means
that if, for example, the costCenter field is not defined in the rule, the value for the costCenter field
from the jobInfo object will not be assigned to the new position.
○ If an existing position is updated for position reclassification, only the fields configured in the rule are
updated.

 Note

The following screenshot shows an example of fields that should be synchronized:

 Note

The rule should only be triggered if a position is assigned to the job info.

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40 PUBLIC Basic Setup
  Note

You should keep objects in the business rule in sync with the hierarchy structure of these pay scale
objects:
○ Pay Scale Area
○ Pay Scale Type

 Note

If you want, you can swap the order in which Pay Scale Area and Pay Scale Type appear in the
business rule.

○ Pay Scale Group

○ Pay Scale Level
These fields are associated with each other. That means if someone updates the business rule that is
attached to the Position to JobInfo sync with the wrong order, the fields will not be synced and it's
possible that users will be able to create inconsistent data.

4. To tell the system which rule to trigger when common fields between jobInfo and Position must be
synchronized, go to the Admin Center. In the Company Processes & Cycles portlet, select Employee Files
Position Management Settings .
5. Assign the rule that you’ve just created to Rule for Synchronizing Position after Job Information Change.

 Note

If youCalc hasn’t been enabled in Provisioning, you must select two event reasons on the Position
Management Settings screen. The first event reason is then used when a new employee is hired and
assigned to a position with direct reports at the lower-level position. These direct reports are then
automatically assigned to the new employee and their employee records are changed. The second
event reason is used when you change a position from the position organization chart and decide to
update the employee records by clicking Yes on the Synchronize Incumbents popup window.

 Remember

As a customer, you do not have access to Provisioning. To complete tasks in Provisioning, contact
your Implementation Partner. If you are no longer working with an Implementation Partner, contact
SAP Cloud Support.

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Basic Setup PUBLIC 41
2.4.3.2.2 Change Visibility of the implicit-position-action
Field

Context

To use the implicit-position-action field, which controls which followup activities [page 43] are required if job
information is changed with this event reason, you need to set visibility to "both” in the Corporate Data Model.
The default label to be shown on the screen is Follow-Up Activity in Position.

Procedure

1. Download the XML file from Provisioning under Import/Export Corporate Data Model.

 Remember

As a customer, you do not have access to Provisioning. To complete tasks in Provisioning, contact your
Implementation Partner. If you are no longer working with an Implementation Partner, contact SAP
Cloud Support.

2. Change the visibility of the implicit-position-action field in the eventReason HRIS element section as shown
below:

<hris-element id="eventReason">
<hris-field max-length="32" id="implicit-position-action"
visibility="both">
<label>Follow-Up Activity in Position</label>
...
<picklist id="positionActionType"/>

</hris-field>

</hris-element>

2.4.3.2.3 Upload Employee Central Master Picklists

Procedure

1. Download the Employee Central Master Picklists from the Employee Central product page on Help Portal
under Configuration.

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42 PUBLIC Basic Setup
2. Review the picklist and modify, as required.
3. When you’re ready to upload the picklist, go to the Admin Center. In the Company Processes & Cycles
portlet, select Company Settings Picklists Management .
4. Click Import picklist(s).
5. In the Import File field, specify the path to the picklist you’d like to upload.
6. For the question Are all the picklists new?, select Yes.
7. Select the relevant character encoding from the Character Encoding dropdown menu.
8. Click Submit.

For more information about picklists, see the chapter Importing Picklists in the EC Master Handbook.

2.4.3.2.4 Set Follow-Up Activity in Position Field

Procedure

1. Go to Admin Center. In the Company Processes & Cycles portlet, select Employee Files Manage
Organization, Pay and Job Structures .
2. Search for the event reason for which you want the system to carry out a position reclassification or a
position transfer.
3. Click Insert New Record.
4. In the popup window, enter the date when you want the changes to take effect and click Proceed.
5. Set the Follow-Up Activity in Position field to Position Reclassification or Position Transfer as required.
6. Save your changes.
7. Repeat steps 2-6 for all event reasons for which you want the system to carry out a position reclassification
or a position transfer.

Based on the event reasons that you’ve defined (and which can be selected manually or are derived from
YouCalc), a position reclassification or position transfer takes place when a manager makes changes on
the Update Employee Records screen.

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Basic Setup PUBLIC 43
2.4.3.2.5 Position Reclassification and Position Transfer

Sometimes, it is necessary to reclassify or transfer positions.

When is a position reclassification or position transfer required?

When this activity is performed... The following is required...

A manager makes changes on the Update Employee Records Position reclassification or position transfer
screen.

Job info changes are made (new job, new department, and Position reclassification
so on).

The supervisor changes. Position transfer

What does the system do when a position reclassification is required?

The system reacts differently depending on whether more than one employee may be assigned to the position
(shared position):

If only one employee may be assigned at a time If more than one employee may be assigned (shared posi­
tion)

The system changes the assigned position based on the de­ The system does not change the position. By default, the
fined rule. system first searches for an existing position with status To
Be Hired below the higher-level position of the position to
which the employee is assigned. If it doesn’t find a position,
it creates a new position below this higher-level position and
assigns the employee to this new position. This does not af­
fect direct reports and lower-level positions.

Note that if a new position is created, it is created with the

current FTE value of the employee assigned to the position.

 Note

If a position was selected manually while the jobInfo was changed, position reclassification doesn't take
place. Only the jobInfo is saved.

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44 PUBLIC Basic Setup
What does the system do when a position transfer is required?

No matter if only one employee or more employees may be assigned to the position, the system reacts in the
same way.

By default, the system first searches for an existing position with status To Be Hired below the new manager's
position. If it finds one, it assigns the employee to this position.

If the system doesn’t find a suitable position, it creates a new position below the new manager's position and
assigns the employee to this position. Note that the position left behind doesn't get status To Be Hired and the
new position is created without the status To Be Hired.

Note that if a new position is created, it's created with the current FTE of the employee assigned to the
position.

If direct reports were assigned to the transferred employee, these direct reports are assigned to the employee’s
previous manager. Lower-level positions are not changed.

 Note

If another position was selected manually while the jobInfo was changed, position transfer doesn't take
place. Only the jobInfo is saved.

2.4.3.2.5.1 What can you do if you don't want to search for an

existing position?

Procedure

● Position Reclassification Required

● If you want the system to create a new position straight away and not to search for an existing position with
status To Be Hired, proceed as follows:

a. Go to the Admin Center. In the Company Processes & Cycles portlet, select Employee Files
Position Management Settings and go to the Synchronization tab.
b. In the Search for Position in Position Reclassification field, select No.
● Position Transfer Required
● If you want the system to create a new position straight away and not to search for an existing position with
status To Be Hired, proceed as follows:

a. Go to the Admin Center. In the Company Processes & Cycles portlet, select Employee Files
Position Management Settings and go to the Synchronization tab.
b. In the Search for Position in Position Transfer field, select No.

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Basic Setup PUBLIC 45
2.4.3.2.6 Define Stable Headcount Area

If you switch on the positionControlled field, you can define the level on which the headcount must remain
stable when a position transfer or position reclassification takes place and the system searches for a suitable
position or creates a new one.

Procedure

1. To define a stable headcount area, go to the Admin Center.

2. Go to Position Management Settings and open the Synchronization tab.
3. In the Stable Headcount Area for Position Control Mode dropdown menu, select the value as required.

2.4.3.2.6.1 Scenarios

The following scenarios are possible:

When this activity takes place... The system deals with FTE value as follows:

Position reclassification: matching position found If an employee is assigned to a shared position, the position
is not changed. Instead, the system checks if a matching po­
sition that has status To Be Hired exists below the current
higher-level position and assigns the employee to this posi­
tion.

Position reclassification: new position created In a position reclassification activity, the system creates a
new position if no matching position was found or the cus­
tomer defined that a new position is always to be created.
The following scenarios are possible:

● Reclassification within stable headcount area

If the employee is assigned to a newly created position
and both the position left behind and the “receiving” po­
sition belong to the same stable headcount area, the
FTE value of the position left behind is reduced by the
transferred employee’s current FTE value. Note that a
position’s FTE value will never get negative. If automatic
reduction results in a negative FTE value, the FTE value
is always set to 0.
● Reclassification outside stable headcount area
If the employee is assigned to a newly created position
and the position left behind and the “receiving” position
do not belong to the same stable headcount area, the
FTE value of the position left behind is not be reduced.

Employee Central Position Management

46 PUBLIC Basic Setup
When this activity takes place... The system deals with FTE value as follows:

Position transfer: matching position found In a position transfer, the system first checks if a matching
position is found below the new manager’s position. The fol­
lowing scenarios are possible:

● Transfer within stable headcount area

If the employee is transferred to an existing position be­
low the new manager and both the position left behind
and the “receiving” position belong to the same stable
headcount area, the FTE value of the position left be­
hind is not reduced.
● Transfer outside stable headcount area
If the employee is transferred to an existing position be­
low the new manager and the position left behind and
the “receiving” position do not belong to the same sta­
ble headcount area, the FTE value of the position left
behind is not reduced either.

Position transfer: new position created In a position transfer, the system creates a new position be­
low the new manager’s position if no matching position was
found or the customer defined that a new position is always
to be created. The following scenarios are possible:

● Transfer within stable headcount area

If the employee is transferred to a newly created posi­
tion below the new manager and both the position left
behind and the “receiving” position belong to the same
stable headcount area, the FTE value of the position left
behind is reduced by the transferred employee’s current
FTE value.
● Transfer outside stable headcount area
If the employee is transferred to a newly created posi­
tion below the new manager and the position left behind
and the “receiving” position do not belong to the same
stable headcount area, the FTE value of the position left
behind is not reduced.

Employee Central Position Management

Basic Setup PUBLIC 47
2.5 Define Fields to Be Copied

When you create a new position from the position organization chart, you can define which fields are copied
from the current position to the new position.

Context

 Note

Do not copy the Higher-Level Position field from Source Position to New Position. The higher-level position is
derived from the position hiearchy when you create peer positions or lower-level positions in the position
organization chart.

When fields are copied, the permission settings are kept, meaning if permissions for a field on the original
position were restricted, then those restrictions will be kept in the rule. However, the system will only
validate these permissions setting when the rule is saved.

Procedure

1. To define which fields are copied from the current position to the new position, go to the Admin Center.
2. Select Configure Business Rules.
3. Choose Create New Rule and select the Default Position Attributes in Position Organization Chart scenario.
4. Enter a code and a name for the rule, along with a start date, and click Continue.
5. Set up the rule as required. For example, you may want to define that the Company field is always filled with
the value from the position from which you created this position.
6. Save your changes and go back to the Admin Center.
7. Select Position Management Settings.
8. Select the rule you’ve just created in the Rule for Defining Copy-Relevant Position Fields field on the UI
Customizing tab in Position Management Settings.

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48 PUBLIC Basic Setup
2.6 Automatic Update Of “To Be Hired” Field
There is a feature you can use to automatically update the "To Be Hired" status for the position.

Context

You 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 an employee is assigned to a position, you can When an employee is unassigned from a position, you can
choose from the following options: choose from the following options:

● Never ● Never
Select this option to define that the position status is Select this option to define that the position status is
never reset and remains To Be Hired when an employee never set to To Be Hired when an employee is unas­
is assigned to the position. signed from the position.
● Always ● Always
Select this option to define that the position status To Select this option to define that the position status is al­
Be Hired is always reset as soon as an employee is as­ ways set to To Be Hired when an employee is unas­
signed to a position. signed from the position.
● Only If Planned FTE Value is Reached ● Only If Current FTE Value is Below Planned Value
Select this option to define that the position status To Select this option to define that the position status To
Be Hired is only reset when an employee is assigned to Be Hired is only set when an employee is unassigned
the position if the planned FTE value for the position has from the position if the current FTE value for the posi­
been reached. tion is below the planned FTE value.

You can specify that the position To Be Hired status is automatically set or reset if the position Target FTE is
changed.

● When you choose Yes, the system checks whether the sum of the incumbent's FTE is less than the
position Target FTE. If it is, the system sets the To Be Hired status to "True"; if it is not, the system sets the
To Be Hired status to "False".
● When you choose No, the To Be Hired status is not adapted.

You can specify that the position To Be Hired status is automatically set or reset if the incumbent's FTE is
changed via Manager Self Service (MSS) or a job information import.

● When you choose Yes, the system checks whether the sum of the incumbent's FTE is less than the
position Target FTE. If it is, the system sets the To Be Hired status to "True"; if it is not, the system sets the
To Be Hired status to "False".
● When you choose No, the To Be Hired status is not adapted.
Note that this check only takes place when the position assignment is not changed simultaneously
● You can disable the To Be Hired status adaptation during the job information import.

 Note

The To Be Hired status is not updated if the position assignment or the incumbent's FTE is changed in the
job information history.

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Basic Setup PUBLIC 49
Procedure

1. To define whether the To Be Hired status is updated, go to the Admin Center and choose Position
Management Settings.
2. Go to the General tab.
3. From the Set ‘To Be Hired’ Status if Incumbent is Unassigned from a Position dropdown menu, select the
required setting.
4. From the Reset ‘To Be Hired’ Status if Incumbent is Assigned to a Position dropdown menu, select the
required setting.
5. From the Set or Reset ‘To Be Hired’ Status if Position 'FTE' is Changed dropdown menu, select the required
setting.
6. From the Set or Reset ‘To Be Hired’ Status if an Incumbent's 'FTE' is Changed dropdown menu, select the
required setting.
7. From the Adapt The Position ‘To Be Hired’ Status During Job Information Import dropdown menu on the
Import tab, select the required setting.
8. Save your entries.
9. Remember that you can also set the system to show only positions that have status To Be Hired in the
Manager Self Service (MSS) Job Information UI and Hire UI. To do this, go to the UI Customizing tab and
set the Show only positions that have status To Be Hired in the Hire UI and in the MSS Job Information UI
option to Yes. Even if you do this, all positions, whatever their status, are shown in the Job Information
History UI.

2.7 Standard Hours

2.7.1 Determining Standard Weekly Hours

This section addresses both the derivation of standard weekly hours in Position Management and how they are
reflected in terms of full-time equivalents.

 Caution

If you used standard weekly hours using propagation in earlier releases, you need to delete that from the
propagation XML now before using standard weekly hours determination with Position.

Business Background

The job information section of an employee's Employment Information includes a field showing the standard
number of hours the employee is expected to work. You can enter this number directly in the job information,
or change information already there. However, if you have a lot of employees where you need to enter this
information, this can be time-consuming.

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50 PUBLIC Basic Setup
So it is possible to have the system derive the figure for you from a combination of any or all of the following
fields:

● Company
● Location
● Job Classification
● Position

Here's an illustration of the cascade logic used in such cases.

Figure 1: Cascade Logic in Standard Hours Derivation

When propagating the standard hours information, the system looks first in the most specific object — that is,
the position. If no standard hours information exists there, it looks in the more general ones, proceeding, if
need be, all the way to the most general one — that is, the company.

For this propagation to work, you have some setup to do.

 Note

You must create rules as described here if you are using Position, either alone or with other objects, as part
of standard hours derivation. However, if you are using some or all of the other objects without using
Position, creating rules is optional.

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2.7.1.1 Entering Derivation Rules

You create the derivation rules using the standard rule function.

Go to the Admin Center and choose Configure Business Rules. Choose object Job Information and make the
entries shown here:

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52 PUBLIC Basic Setup
2.7.1.2 Completing the Succession Data Model

With the rules in place, you need to enter them in the Succession Data Model so that they can be triggered from
there.

Procedure

1. First, access the hris-element jobInfo.

2. Then go to the hris­fields Position, JobCode (for the Job Classification), Location, and Company, and
maintain the propagation rule as onChange rule there, like this:

2.7.1.3 What about new hires?

What we've looked at so far applies to existing employees. In the case of new hires, the same entries need to be
made as described above, but you need an additional rule, which is triggered in the event ‘onInit’ when the user
clicks the Job Information step.

This rule uses the Base Object ‘Employee Information’ instead of ‘Job Information’. The standard hours field is
derived from the Company selection discussed above.

The rule should look like this.

Employee Central Position Management

Basic Setup PUBLIC 53
As with the others, you need to include this trigger in the Succession Data Model.

Related Information

Calculating Full-Time Equivalents [page 54]

2.7.1.4 Calculating Full-Time Equivalents

The job information in an employee's profile includes an FTE (full-time equivalent) field.

Context

The system calculates the value for this field by using a formula:

FTE = standard weekly hours in Job Info/standard weekly hours in base object, where the term “base
object” refers to the Position, Company, Location, or Job Classification.

For this to work, you need to define a rule and enter the trigger in the Succession Data Model.

Here's what you do.

Procedure

1. Define the rule you need, like this:

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54 PUBLIC Basic Setup
 Rule implementation cascades through the THEN segment like this:
○ If Standard Hours are defined in the Position and are not zero, then FTE = Weekly Standard Hours /
Standard Hours of Position.
○ If Standard Hours are not defined in the Position or are defined as zero, then FTE = Weekly Standard
Hours / Standard Hours of Job Code.
○ If Standard Hours are not defined in either the Position or the Job Code or if they are defined as zero,
then FTE = Weekly Standard Hours / Standard Hours of Location.
○ If Standard Hours are not defined in either the Position or the Job Code or the Location or if they are
defined as zero, then FTE = Weekly Standard Hours / Standard Hours of Legal Entity.
○ If Standard Hours are not defined in either the Position or the Job Code or the Location or the Legal
Entity, or if they are defined as zero, then FTE = 0 (zero).
2. Now maintain the Succession Data Model. The FTE should be triggered by onChange for the Standard
Hours field in hris-element JobInfo.

2.8 Optimistic Locking

Learn about what happens if two users attempt to edit a position concurrently.

If two users are editing a position at the same time, it becomes a case of “first change wins”. That is, the first
user’s changes will be applied, but the second user will receive an error message and will have to refresh the
screen and submit their changes again once the first user is finished.

This restriction is called optimistic locking, and ensures that no conflicting changes can be made at the same
time. During the mass import of positions, the whole batch will be rolled back if there's an optimistic lock
exception on any of the records.

For details of how to implement optimistic locking, read the Implementing Optimistic Locking section of the
Implementing the Metadata Framework (MDF) documentation.

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2.9 Position Organization Chart

As HR admin responsible for Position Management, the position organization chart is your go-to point for
viewing and maintaining the position hierarchy at your company.

You can view positions and the people who occupy them, see how all the positions relate to each other, and,
depending on your role-based permissions, do the following:

● Create positions.
● Edit positions.
● Change position associations (that is, reassign them to other positions).
● Deactivate positions.
● View positions and position details in the past and future.
● Create a job requisition for a position.
● Start an employee hiring process.

Prerequisites

Depending on your responsibilities and tasks, and in order to access the chart, you need to have been assigned
the necessary permissions as described in General Permissions [page 8].

Accessing and Navigating in the Chart

To find the Position Organization Chart, go to Company Info Position Org Chart . You see all the positions
that you’re responsible for, and all the positions beneath them in the hierarchy. The data shown for each
position depends on how the chart has been configured and on your role-based permissions. Once you've
accessed the chart, it will always be loaded with the last position you viewed and the position directly below
that.

 Note

● If there are a large number of positions in a hierarchy, they’ll be displayed in a compact view in order to
save space. The position organization chart is optimized to work with hierarchies of up to 100 positions
below a maximum of one position.
● If you try to load more than 1000 positions under one parent, only the first 1000 positions will be
displayed. The system considers direct positions first, then matrix positions. You see an information
message to this effect. All this means that, if there are more than 1000 direct positions, only the first
thousand direct positions will be displayed. No matrix positions will be displayed at all.

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Side Panel

Click any position to open the side panel. The exact information displayed here depends on how the panel has
been configured (see Setting Up The Position Organization Chart [page 59]), but here’s everything you can
potentially see and do:

In this section You can

Position Details View the staffing info and whether the position allows multi­
ple incumbents, as well as the current status of the position
(for example, active, inactive, or the incumbent is on global
assignment).

The data displayed for a position is based on the visible

fields defined in Configure Object Definition.

Position History See a record of when the position was created, and the previ­
ous and next change to the position.

Position Hierarchy Details View the data of all positions below the selected position in
the hierarchy. You are shown the number of positions with
planned vs. staffed FTE, the number of positions to be hired,
and the number of incumbents.

Incumbent Details View all the people that are currently assigned to the posi­
tion, and as of when. Today is not included in the calculation
of the number of days the user has been in a position. If you
want to see more details about a particular person, just click
the quickcard beside their name.

Depending on the permissions you’ve been assigned, you

can also edit a person’s details using Take Action.

Job Requisition Details See if a job requisition (or job requisition request) exists for
the position. If so, you can see the status of the job requisi­
tion, the number of candidates, the roles and people respon­
sible for the recruiting process, and the date on which it was
created.

You can also carry out a wide range of tasks directly from Show Menu in the top-right of the side panel.

● Show Incumbent History

See everyone who has held this position in the past, and everyone who is scheduled to hold it in future.
● Add Lower-Level Position
Add a position beneath this one in the hierarchy. Depending on the business rules used at your company,
some of the fields of the new position might be pre­filled. To be able to do this, you need the Create
permission, without restrictions. See the Special Handling of the Create Permission documentation for full
information.
● Add Peer Position
Add a position on the same level as this one in the hierarchy. Depending on the business rules used at your
company, some of the fields of the new position might be pre­filled. To be able to do this, you need the

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 Create permission, without restrictions. See the Special Handling of the Create Permission documentation
for full information.
● Copy Position
Create a duplicate (or duplicates) of this position with the exact same attributes. For more information, see
Mass Creation of Positions [page 70].
● Create Job Requisition
Find a new person to hold the position. For more information, see Setting Up Integration with Recruitment
[page 111].

 Note

The options available under Show Menu depend on your permissions and the Position Management
settings at your company.

Editing Positions from the Quickcard

To see more detailed information about a position, click the quickcard icon beside it. Here you have two options
– Edit and Manage.

With Edit, you can change any attribute of the position (for example, the pay grade or department) and,
depending on the configuration, the changes will be immediately synced to the relevant job information data of
the assigned incumbents.

With Manage, you can see the history of the position (including all past and future changes), and can edit or
delete this historical data if necessary.

Other Options

Up in the top-right of the chart, you see a row of icons with which you can do the following:

● Zoom in and out.

● Choose whether to display child positions, matrix positions, and inactive positions.
● Create a new position.
● Add a new employee (that is, start a hiring process).
● Download the current view of the chart in either PDF or JPG form. Note that, if a position name exceeds a
certain length, the full name is not displayed and no ellipsis (…) appears either. The name is simply cut
short.
● Hide the header section of the screen. This gives you more room in which to display the chart.

Related Information

Deep Link Parameters [page 62]

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2.9.1 Setting Up The Position Organization Chart

The position organization chart is a graphical representation of positions, who occupies them, and how they
relate to other positions, whether those are higher-level positions, lower-level positions, or peer positions. You
can also create positions and job requisitions there.

The position organization chart is a graphical representation of positions, who occupies them, and how they
relate to other positions, whether those are higher-level positions, lower-level positions, or peer positions. You
can also create positions there and job requisitions.

Prerequisites: Positions and Permissions

There's some work to do setting up the position organization chart, but before you can start this, you need to
define the Position object. For more information, see the topics under Related Links at the end of this topic. In
addition, users need the Access Position Organization chart permission.

Display Date Settings

You can determine whether you want to enable date selection in the position organization chart. Take a look at
the General Permissions [page 8] chapter for details of what to do.

If you load the position organization chart on a specific date, the position hierarchy and the data for the
positions is loaded with this date. This is different than loading the position in Manage Data or Manage Position.
Here, the data of the position is always loaded with the effective start date of the position record as there is no
display date selection available.

Let's look at an example. You have maintained this company in your system:

If you load a position that has this company assigned in the position organization chart with display date
07/01/02015, the assigned company is shown with name “SAP SE”.

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If you would load the same position record in Manage Data or Manage Position, the company name is shown as
“SAP AG” as the data is loaded here with effective start date 01/01/2010 from the record shown.

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Customize the Position Tile

If you enable the V12 Position Organization Chart, you determine which fields should be displayed directly on
the position tile. To do this, go to the Admin Center and choose Company Settings Org Chart
Configuration , then open the Position Organization Chart tab.

Here's an example of how that can look:

There are checkboxes at the top for enabling the V12 Position Organization Chart and for determining whether
the incumbent photos appear in the chart.

In the list itself, you can:

● Check the box next to fields that you want displayed in the Position tile in the position organization chart.
● Use the green arrows to move the fields up and down, determining the order in which they appear in the
Position tile.

Configuration UI

If you have configured and assigned a Configuration UI for the position, this is also shown in the Position
Organization Chart as a Quickcard. You can then make use of the advanced features. For example, you can sort

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and group fields so that they are displayed according to your needs.In addition, ad-hoc changes are supported
- for example, customers can define whether fields are visible and/or required.

Customize the Side Panel

Here's how to choose which sections appear on the side panel (and in what order they appear):

1. Go to the Admin Center and choose Org Chart Configuration Position Organization Chart .
2. Under Set the Side Panel Sections that are displayed in the Position Organizational Chart, select the
checkboxes for any sections you want to be displayed in the side panel.
Use the up and down arrows to control the order in which the sections are displayed.
3. Once you save your settings, the new layout of the side panel is immediately available the next time users
log on.

Related Information

Field Labels and Visibility [page 13]

Propagation Of Job-Related Fields [page 14]
Default Values [page 15]
Automatic Generation of Position Code [page 16]
Searchable Fields [page 17]
Creating New Positions [page 18]

2.9.2 Deep Link Parameters

There are two URL parameters you can use to see all the info for a particular position in the position
organization chart.

The URL parameters are as follows:

● selected_user
Here's an example where you want to load the position organization chart for user cgrant:<server>/sf/
orgchart?type=position&selected_user=cgrant
Effect: When you access the position organization chart, the chart for the specified person ID is loaded.
● selected_position
To use this, you enter the external code for the relevant position.
Here's an example, where you want to load the position organization chart for the position with external
code "CEO": <server>/sf/orgchart?type=position&selected_position=CEO
Effect: When you access the position organization chart, the chart for the position with the specified code
is loaded.

 Note

If the code contains special characters, you need to encode it; you can't enter it directly.

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 Here's an example, where you want to load the position organization chart for the position with external
code "CEO&CTO": <server>/sf/orgchart?type=position&selected_position=CEO%26CTO

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3 Enhanced Setup

3.1 Position Types

You can use position types to modify standard system behavior for one or more positions.

Context

Which standard system behaviors can you influence using position types?

● You can opt to trigger a workflow on job information if position changes have been synchronized to
incumbents.
● You can specify to whom direct reports should report if their current manager leaves his or her position.
● You can specify whether the reporting line should be adapted after the position hierarchy has been
changed.
● You can determine whether and how job relationships for this employee are adapted.
● You can set up and manage transition periods for more than one position.

Here's how to go about doing any or all of these:

Procedure

1. In the Admin Center, choose Position Management Settings, then go to the General tab and set the field Use
Position Types to Yes. Once you have done this, the system automatically generates 2 default position
types. These are RP (regular position) and SP (shared position). These represent standard system
behavior for regular positions (one incumbent assigned, if any) and shared positions (more than one
incumbent assigned). You can find the generated position types in the Manage Data function.
2. If you want to create position types of your own in addition to the default position types, go to Manage Data
and choose Create New Position Type . To proceed, you must choose one of the delivered custom
position codes (Custom Position 1, Custom Position 2, and so on).
3. Before you can assign your positions to the position types as you want, you have to make the Type field in
the Position object definition editable. You do this in Configure Object Definitions .
4. Now you can make the assignment by selecting the corresponding position type in the Type field in your
position.
5. If you want to change the standard position types generated in step 1, you need to make sure that all your
positions have been assigned to one of those types. If you change them without making the assignment,
the default behaviors will still apply.

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Workflow for Position To Job Synchronization

Instead of the immediate job info update, you can execute a workflow on job information changes if you need to
synchronize position changes with incumbents.

First, there's some setup work to do.

● Use of position types has to be enabled. You do this by setting the Use Position Types option in Position
Management Settings to Yes.
● Once use of position types has been enabled, a position can be assigned to a position type. A workflow for
synchronization of position changes to incumbents will only be triggered if the configurable option Execute
workflow on Job Information if Position Changes are synchronized to Incumbents? is set to Yes for the
position type assigned to the position in question.
● A further prerequisite is that the workflow to be triggered is assigned to the event reason used for
synchronization of position changes to incumbents. The event reason is determined either in Position
Management Settings or by event reason derivation.

 Note

● Executing the workflow on position changes is an alternative to the immediate update. That means that
it is only triggered if position changes are to be synchronized to incumbents. That is, a workflow
request is only created if synchronization-relevant changes are to be executed. If no synchronization-
relevant job info field has to be changed for a user, no workflow is created.
● If no workflow can be derived by workflow derivation XML or business rules, no workflow is triggered.
Instead, the incumbents’ job info is updated immediately.
● If the update of the position is synced to more than one incumbent, a workflow request is created for
each incumbent.
● If the workflow request is declined, the user’s job info is not synchronized with the position change. The
position changes themselves are not rolled back.
● Functional behavior is the same in the Import Scenario. This means that, when you are importing a
position or position changes, separate workflow requests are created for synchronization to
incumbents.

To whom shall the direct reports report if the manager leaves

the position?

With this field in the position type, you can influence system behavior in the event that a manager leaves his or
her position.

If an employee leaves a position that has other incumbents assigned, the incumbents of the child positions
need to be assigned to a new supervisor if the position hierarchy is the leading hierarchy.

The permitted values are as follows:

● To manager on next higher-level position.

● To next manager on leaving position if available.
● To no manager.

The default values are as follows:

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● For default position type RP (Regular Position)
To manager on next higher-level position.
● For default position type SP (Shared Position)
To manager on next higher-level position

Now we'll look at some examples, using the reporting line and position structure shown here, where the letter P
means "position", M means "manager", and E means "employee".

1. To manager on next higher-level position

The value is used by default for all positions that have no position type.

If you enter a position type with this value in the To whom shall the direct reports report if the manager leaves
the position? field to position P2 and unassign manager M2 from this position, here's what happens:

1. Read all employees assigned to a direct lower-level position of position P2 and reporting to manager M2,
who is leaving.
2. Read the position hierarchy upward from position P2 until a position with an incumbent is found.
3. Assign all employees from the first step to this new manager.
4. If no new manager is found, the employees from step 1 will not report to any manager.

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2. To next manager on leaving position if available

If you assign a position type with this value in the To whom shall the direct reports report if the manager leaves
the position? field to position P2 and unassign manager M2 from this position, here's what happens:

1. Read all employees assigned to a direct lower-level position of position P2 and reporting to manager M2,
who is leaving.
2. Check whether another incumbent is assigned on the leaving position.
○ If the answer is yes, assign all employees from the first step to this manager.
○ If the answer is no, read the position hierarchy upward until a position with an incumbent is found, then
assign all the employees from the first step to this new manager. If no new manager is found, the
employees from step 1 will not report to any manager.

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3. To no manager

If you assign a position type with this value in the To whom shall the direct reports report if the manager leaves
the position? field to position P2 and unassign manager M2 from this position, here's what happens:

1. Read all employees assigned to a direct lower-level position of position P2 and reporting to leaving
manager M2.
2. Change the manager of all employees from the first step to report to "No Manager".

 Note

Position types are not taken into account if you are terminating a user.

Adapt Reporting Line If Position Hierarchy Is Changed

You can use this field to influence system behavior. How does this work? If the position hierarchy is leading and
is then changed, the system automatically sets the supervisor of all incumbents of the changed position to the
incumbent of the new parent position.

The permitted values are as follows:

● Yes, incumbents of the position should report to the incumbent of the new parent position.
● No, incumbents of the position should report to their existing manager.

The default values are as follows:

● For default position type RP (Regular Position)

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 Yes, incumbents of the position should report to the incumbent of the new parent position.
● For default position type SP (Shared Position)
Yes, incumbents of the position should report to the incumbent of the new parent position.

Synchronize position matrix relationships to job relationships

of incumbents?
You can use this field to determine whether and how the job relationships for this employee are adapted.

Synchronization can be triggered when:

● The position assignment of the employee changes.

● The matrix relationship of the position changes.

Here's a list of the permitted values:

● Always - Synchronization takes place every time either of the above things happens.
● Never
● Only when position assignment of the employee is changed.
● Only when matrix relationships of the position are changed.

There are default values in each case:

● For default position type RP (Regular Position)

○ Always, if matrix relationship is not set to invisible in position object definition.
○ Never, if matrix relationship is set to invisible in position object definition.
● For default position type SP (Shared Position)
○ Always, if matrix relationship is not set to invisible in position object definition.
○ Never, if matrix relationship is set to invisible in position object definition.

 Note

● The inheritance of Job Relations from position to position incumbent isn't triggered during the import
of Job History data - that is, when you are changing the position assignment of an employee using such
an import.
● In all cases, inheritance takes place regardless of the leading hierarchy.
● You can use a new job relationship manager by leveraging the position hierarchy in the workflow.
● Synchronization of matrix relationships does not take place if you change an employee's position using
Manage Pending Hire.

Position Type Examples

So, when might you want to use position types? Here are some examples.

● Regular positions
This is a default position type. You can't add this yourself.
Regular positions would be occupied normally by one employee, or by up to two or three employees in
exceptional cases, such as job sharing or transition periods.

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● Shared position
This is another default position type that you can't add yourself.
Shared positions are positions occupied by two or more employees.
● Mass positions
Mass positions could be occupied by up to 50 or 100 employees. Depending on the requirements, such
mass positions could allow for less inheritance from the position hierarchy. For example the job
classification and/or the supervisor could be skipped in synchronization.
● Internal positions
Internal positions could be dedicated to regular internal employees.
● External positions
External positions could group several external workers on one position.
● Bucket positions
○ Such positions can be used to gather a number of employees on the same position and could make
them count differently on terms of headcount. An example would be "student positions", where you
could gather all student workers on specific positions and exclude these position headcount reports.

 Note

If you assign Mass position or Shared position on the parent position level, the system will assign a
supervisor for all incumbents in the corresponding child positions.

Transition Periods in Position Types

A transition period occurs when an employee leaves a position (for example, due to transfer or termination)
and a successor is appointed to that position before the incumbent leaves it. This means that the position is
overstaffed for that time.

You can manage transition periods for more than one position by making the required settings in the relevant
position type. Take a look at the Transition Periods [page 108] documentation for details.

3.2 Mass Creation of Positions

It is possible to create up to 100 positions at a time by copying an existing position.

Prerequisites

The person wanting to create positions needs the relevant permission. To activate this, go to the Admin Center
and choose Set User Permissions Manage Permission Roles . In the resulting screen, access the Manage
Position role and activate the relevant permission, shown below. The permission only appears if you are using
the v12 Position Org Chart:

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Outcome

Once the permission is activated, the Copy Position option appears in the list you can use on tiles in the v12
Position Org Chart. In the resulting popup, you can enter a number between 1 and 100. If you enter anything
other than that, an error message appears in red.

Take a look at the Setting Up The Position Org Chart [page 56] documentation for full information on
permissions for the v12 chart.

When you click OK, the system creates the specified number of positions, based on the old one. The copies
have all the attributes of the original, except right to return.

Note

When copying a position in the position org chart, you can define that a configured workflow is triggered. To
this end, there is a field on the UI Customizung tab in Position Management Settings called Respect workflow at
copy position in position org chart. Setting this to Yes triggers the configured workflow. A separate workflow is
created for each new position. After approval, the corresponding positions are displayed in the position org
chart.

If you set this to No, copied positions are created without any workflow being triggered.

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The default is for no workflow to be triggered.

3.3 Mass Changes to Positions

There is a mass change feature you can use to make changes simultaneously to a large number of positions.

Overview

● You can use a single rule to define the position target population and the change attributes.
● Changes are effective dated.
● Changes to positions can be synced to incumbents.
● The Mass Change Run object is RBP-secured by default. This means that only permitted users can make
such changes.

Prerequisites

● As stated above, the Mass Change Run object is RBP-secured by default. You can grant access to it by
going to the Admin Center and choosing Set User Permissions Manage Permission Roles from the
Manage Employees portlet.
You can find the permission under Miscellaneous Permissions.
● You allow access to Manage Mass Changes for Metadata Objects also in Manage Permission Roles, this time
under Metadata Framework.

Restrictions

● If a pending position is valid for the change, but the effective start date is before the change date, the
relevant record cannot be updated.
● No role-based permissions are applied to selecting and changing the positions.
● Only Set statements are allowed in the Select And Update Rule THEN condition.
● If any records in the mass change run contain an optimistic locking exception, then the whole batch will be
rolled back. For more information, see the Related Links section below.

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Creating A New Mass Change Run

You create a mass change run by going to the Admin Center and choosing Manage Mass Changes for Metadata
Objects . Here's an example, showing the sort of entries you can make:

Here's what the fields you see here mean:

● Code
Unique code for the new mass change run.
● Name
Translatable name for the new mass change run.
● Object Type To Be Changed
Indicates whether the object is a position or a time object.
● Change Date
This is the date on which the changes will take effect. All records (active, inactive, pending) valid from this
date that match the IF condition of the Select And Update Rule are included.
● Synchronize To Incumbents
This indicates whether the changes in the position objects should be synchronized to the incumbents.
● Select And Update Rule
Enter a rule that defines which objects are selected and what is updated. Use IF conditions to restrict the
number of objects to be changed by this mass change run. Use SET statements in the THEN condition to
define the new values of objects.

 Note

Only rules created with the rule scenario Update Rule for Mass Change Run can be selected. Only SET
statements are supported in the THEN condition.

● Execution Mode
You can select Run or Simulate. When you choose Simulate, the mass changes are not saved, but you
can see the result in the log. When you choose Run, the mass changes are executed and saved, and you
can see the result in the log.
● Execution Status
This field shows the status of the mass change run:
○ Scheduled means that the mass change run is scheduled and will run soon
○ In Progress means that the mass change run is still running.

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 ○ Executed means that the mass change run was successful.
○ Failed means that there were errors in the last mass change run.
● Log
The log shows information about the executed mass change run. The information includes the number of
updated and failed objects/records and CSV field with detailed information about each record.

 Note

The log is purged after six months.

If you select Simulate or Run as the execution mode and then save the mass change run, the system
triggers a QUARTZ Job (Name MassChangeRun_<Code><UniqueNumber>) that will process the change.
So it may take a while before the run starts. You can review the status of the QUARTZ Job if you reload the
mass change run in the Execution Status or the job directly by going to the Admin Center and choosing
Monitor Job.
After the mass change run has finished, the user who started the mass change run receives an email. The
details can be found in the Log section of the mass change run.

 Note

In order to ensure that the mass change runs execute as smoothly as possible, we recommend that you
enable the rule cache.

1. In the Admin Center, go to Configure Object Definitions.

2. For the relevant mass change run, set the Use Rule Cache field to Yes.

The result is that the mass change run is much quicker than before, and you're significantly less like to
encounter a timeout.

Processing Details

Let's assume the mass change run discussed above is executed. The assigned rule "PosJobTitleChange" would
look like this:

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Before the run, the positions data in the system looks like this:

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You set the change date of the mass change run to 12/31/2016. This means that not all position records are
relevant for this mass change run. Only records that are valid as of the change date or records that are valid
after the change date will be relevant for the run. In the chart below, you can see 2 records that are only valid
before the change date. These are not valid for the mass change run.

Once the relevant records are found, they are passed to the rule defined in Select And Update Rule. Only those
matching the IF condition are changed. In the chart below, you can see that Position 2 is not changed at all
because it does not satisfy the IF condition.

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Mass Changes to Composite Objects

It is also possible to modify the data of a composite object, such as Matrix Relationship.The rule shown in the
picture below is an example of such a rule.

The IF condition will return all positions that are assigned to company = SAP and that already have a matrix
relationship maintained with Type = HR Manager Position and Related Positions is not equal to Expert
Developer. The SET statement will update this existing matrix relationship and set the related positions to
Expert Developer.

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  Note

The SET statement on a composite object will create a new record if no record specified by the Select-
Statement in the SET-Condition was found. So, it is important to restrict this in the IF condition as shown in
the screenshot above.

Related Information

Optimistic Locking [page 55]

3.4 Shared Positions

A shared position is a position to which more than one employee may be assigned.

Context

The multipleIncumbentsAllowed field has been added to the position generic object definition. By default, it is
set to Not Visible. To use it to specify that more than one employee may be assigned to a position (shared
position), you must change the visibility.

A position can have, at most, one incumbent if the field is set to Invisible or the field value is “false”.

The system checks the fields if:

● A position is assigned to a new hire.

● An employee’s job Info is changed in the Update Employee Records screen.
● Changes are made in the jobInfo history.
● You try to change a shared position to a position to which only one employee may be assigned.
● A job information import takes place.

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Remember that, if you intend to use shared positions and are using or intend to use integration with other ERP
solutions, assignment of multiple employees to one position is not supported in many ERP solutions. For more
information, take a look at the Organizational Data Replication documentation.

Procedure

1. Go to the Admin Center and choose Configure Object Definitions.

2. Search for Position and select Take Action Make Corrections .

3. Scroll down to the multipleIncumbentsAllowed field and click Details.
4. Change the visibility to Editable and save your changes.

If you want to set positions by default as shared positions, you can use onInit rule on the position object,
which sets the multipleIncumbentsAllowed field to True.

3.5 Capacity Control

If a position is subject to position control, the FTE values of all incumbents assigned to the position may not be
higher than the FTE value assigned to the position.

Context

This is checked when:

● A new employee is hired

● The manager assigns a new position to an employee or changes the FTE of an employee on the Update
Employee Records screen
● The position or FTE value is changed in the History
● The FTE value of the assigned position is changed
● The system searches for a suitable position when a position transfer or position reclassification is required

No such check takes place during a job information import.

The positionControlled field has been added to the Position generic object. If you want to use the field, proceed
as follows:

Procedure

1. Go to the Admin Center and choose Configure Object Definitions.

2. Set the positionControlled field to Editable or Read Only.

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 When you create a new position, you can now specify if the position is subject to position control or not.

3.6 Forward Propagation

Forward propagation of future records means that a change in the value of a field in an object, such as Job
Information or Position, is also made (“propagated”) to future records for the same object.

The forward propagation of this field change stops as soon as one of the future records has a field value
maintained that is different than the original field value.

Forward propagation for positions also supports propagation of composites, such as matrix relationships, and
of valid-when associations, such as the parent position.

There are limits on where forward propagation is supported in Position Management and what for. This table
shows the details.

Position Org Chart Manage Data Manage Position

Insert New Record Supported Supported Supported

Make Correction Supported Not Supported Not Supported

3.7 Right to Return

The term "right to return" describes a situation where an employee on global assignment or leave of absence
can return to their original position.

It might happen that an employee in your business has to leave his or her current position, not permanently,
but for a period longer than mere vacation would account for. Examples might include a leave of absence to
take care of a sick relative, or a global assignment.

In such cases, you need to decide if the employee should be unassigned from their current position and, if yes,
if they have a right to return to the position once their global assignment or leave of absence is over.

 Note

To make use of this feature, you need to have installed some other EC features:

● Global Assignments
Install this if you want to handle the right to return in connection with global assignments.
● Time Off
Install this if you want to handle the right to return in connection with leaves of absence.

You can find out more about Global Assignments and Time Off by referring to the relevant handbooks.

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Visualization of Right to Return in the Position Organization Chart

If a position has a right to return as of the date displayed in the position organization chart, this is highlighted
by means of an icon, as shown here:

The icon shows that a right to return exists. Click the icon and you can see more detailed information in the side
panel under Right to Return Details.

 Note

If an employee is assigned back to the position for which a right to return exists, there is no automatic
check to ensure the position won't be overstaffed by people or FTE. As such, you should check this
manually.

Before you can use the right to return, you need to make some settings in Position Management.

3.7.1 Position Management Settings for Right to Return

There is some setup work to do before you can use the right to return feature.

Context

In Position Management, use of the right to return depends on rules. In addition, if you want to use the right to
return in connection with Global Assignments, you need to enter 2 event reasons.

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Procedure

1. Let's take a look at the fields in Position Management Settings. They're on the Right To Return tab and you
can specify 2 rules each for use with leave of absence and global assignments.

a. The first rule (Unassign from Position) is used to decide whether the employee in question is
unassigned from his or her current position while he or she is away.
b. The second rule (Create Right to Return) is used to decide whether the employee has a right to return
to that position when he or she comes back. The right to return is then automatically created and filled
with the relevant information, as shown for Oden Wa in this example. This rule is only used if the
employee is unassigned from the position based on the first rule.

Choose Show Right to Return to see more details.

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  Note

○ If you change the leave of absence or global assignment start date for a user with the right to
return, the start date in the Right to Return object is changed as well.
○ If a user is unassigned from their position due to a leave of absence or global assignment, they
will still report to their existing supervisor.
○ If a supervisor is unassigned from their position due to a leave of absence (LoA) or global
assignment (GA), and the start/end date of the LoA or GA is changed afterwards, the hierarchy
will not be reset with the new start date.

2. In the case of global assignments, you also need to specify 2 event reasons

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 a. The first event reason (Event Reason for unassign Position) is used to delete the position in the home
user's job info record.
b. The second event reason (Event Reason for assign Position) is used to add the position again for which
a right to return exists in the home user's job info record. This does not happen until the user actually
returns.
3. So what about those rules?

a. Go to the rule maintenance screen. You can do this either by going to the Admin Center and choosing
Configure Business Rules, or by clicking the "+" icon next to the Right to Return rule in the Position
Management settings.
b. On the selection screen, enter a rule name, rule ID, start date and, if you want, a description.
c. The rule shown is used to decide whether an employee is unassigned from a position because of a
global assignment. In this configuration, all employees who work for the company SAP and go on
global assignment are unassigned from the positions they are leaving.
4. Now go to Position Management Settings and make the appropriate entries under Right To Return. For
each scenario, enter the relevant rule in the field Unassign from Position and Create Right to Return. For
Global Assignments, you need to enter event reasons too.

 Caution

Please don't try to enter the right to return manually. It will be created automatically if needed in the
leave of absence process or global assignment process.

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3.8 Matrix Relationships

You can synchronize position matrix relationships with the employee's job relations when you assign an
employee to a position.

You do this by selecting Change Job and Compensation Info on the Update Employee Records screen or when
you hire an employee. When you do this:

● The system updates existing job relations if the employee's newly assigned position has a position matrix
relationship of the same relation type and the related position has at least one incumbent. This means that
the incumbent of the related position will become the manager for the job relation.
● The system makes no changes to existing job relations if the newly assigned position either has no position
matrix relationship of the same relation type or there is no incumbent for that related position.
● Where related positions have at least one incumbent, job relations are added for those position matrix
relationships of the employee's newly assigned position.

You don't see the sync happening on the UI. It happens in the background when you save the employee's job
information.

Remember

You need to set the association positionMatrixRelationship on the position object to editable. Then you need to
create the MDF picklist PositionMatrixRelationshipType and fill it with exactly the same values as the EC picklist
for job relationship types.

3.8.1 Matrix Relationships And Sync

Job Relations are synced when the position matrix relationships of a position are changed, or if an employee is
assigned to a position that has position matrix relationships and/or is referenced by position matrix
relationships of other positions.

By default the sync is always executed. You can switch it off globally in position management settings or for
specific positions by using position types. Take a look at the Synchronize position matrix relationships to job
relationships of incumbents? section of the Position Types [page 64] documentation for details.

But what does this mean in various different scenarios?

● Scenario: The position assignment is changed using the MSS UI or a position assignment is added using
the MSS UI or New Hire UI.
○ Outcome: Position matrix relationships of the employee's newly assigned position are synchronized
with the Job Relations of the employee. Existing Job Relations are preserved if the Job Relation has no
corresponding position matrix relationship on the position side or if the related position of the
corresponding position matrix relationship doesn't have any incumbents.
● Scenario: The position assignment is removed from the employee (without assigning the employee to a
new position) via MSS UI.
○ Outcome: No changes occur to the employee's Job Relations.

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● Scenario: The position assignment is changed in the context of Position Reclassification or Position
Transfer whereby the employee is assigned to an existing position that has position matrix relationships.
○ Outcome: Position matrix relationships of the newly assigned position are synchronized with the Job
Relations of the employee. Existing Job Relations are preserved if the Job Relation has no
corresponding position matrix relationship on the position side or if the related position of the
corresponding position matrix relationship doesn't have any incumbents.
● Scenario: A position is updated with a new position matrix relationship or a position matrix relationship is
changed (meaning that the related position is changed), either using the UI or during the position import,
but only if the related position has an incumbent.
○ Outcome: The new or changed position matrix relationships of the position are synchronized with the
Job Relations of the position incumbents.
● Scenario: A position matrix relationship is removed from a position, either using the UI or during the
position import.
○ Outcome: The corresponding Job Relation will be removed from the Job Relations of the position
incumbents.
● Scenario: An employee is assigned to a position that is referenced in position matrix relationships of other
positions. The position is not a mass position.
○ Outcome: The Job Relations of the incumbents of the referencing positions are synchronized based on
the Position Matrix Relationships referencing the position that was assigned to a new employee. If
some incumbents already have corresponding Job Relations for some reasons, the manager
referenced in these job relations is updated with the new employee.
● Scenario: An employee is assigned to a position that is referenced in Position Matrix Relationships of other
positions. The position is a mass position.
○ Outcome: Corresponding Job Relations referring to the new employee are added, but only for those
incumbents of the referencing positions who do not have them yet.
● Scenario: An employee is removed from a position that is referenced in Position Matrix Relationships of
other positions. The position is not a mass position.
○ Outcome: Those corresponding Job Relations of the incumbents of the referencing positions, which
refer to the employee who left the position, are removed.
● Scenario: An employee is removed from a position that is referenced in Position Matrix Relationships of
other positions. The position is a mass position.
○ Outcome: Those corresponding Job Relations of the incumbents of the referencing positions, which
refer to the employee who left the position, are synchronized so that they refer to another incumbent
of the position. This incumbent is chosen arbitrarily by the system.
● Limitation: When a position record with a position matrix relationship is deleted, the corresponding Job
Relations aren't removed from the Job Relations of the position incumbents.

 Note

The Synchronization tab in Position Management Settings contains Matrix Relationship Synchronization
field. It is visible when the matrix relationship is activated.

You can choose from different synchronization options or use this field to switch off matrix synchronization.

You should particularly note that, if position types are activated, the settings there override the settings
from the Matrix Relationship Synchronization field.

The advantage of this setting is that you can use it to prevent global synchronization for all positions
without having to add the position type for each individual position manually. The default value for this
function is Yes.

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 No sync takes place if the user is modifying the job relations on the user interface (UI).

3.8.2 Restricting Access To Positions Based On Matrix

Relationships

You might need to restrict the access to certain positions or certain allowed position actions for a user to
positions that have a certain matrix relationship to the user's own position.

You do this by defining the MDF object target criteria in an RBP role (see the Position-Related Permissions
[page 9] chapter).

In the target criteria screen, you will find the Include access to Position that have an association with the
specified type below the Granted User's Position section if the matrix relationship association is not set to
invisible in the position object definition.

In this section, you can define the association (currently only Matrix Relationship is supported), the association
type (external codes of MDF picklist PositionMatrixRelationshipType) and the level of child positions that are
relevant for the position target population.

Now let's look at an example.

Let’s assume the position hierarchy shown below is maintained in the system.

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● Position P1 has position P2 as direct child position.
● Position P3 is matrix assigned with type “PM” to position P1 and position P4 is matrix assigned with type
“HR” to position P1.
● Position P4, in addition, has a direct child position P5 and P5 has a direct child position P6.
● Employee E1 is the incumbent of position P1.

If you set up the position target criteria as shown in the screenshot above (with type “HR” and level = 1) it
means that a user assigned to this RBP role has access to positions that reference the user's own position with
matrix relationship type “HR” and additionally 1 level of those found child positions.

In the example above, the user E1 would only have access to position P4 and P5.

 Note

● The target criteria restriction for matrix relationships always excludes the employee's own position.
● If you are checking more than one restriction for a target criteria the restrictions are concatenated with
an AND.

For example, in the setting below, the user will see the positions based on the matrix type and job title =
Developer.

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3.9 Execute Position Processes During Job Information
Import

If you are modifying job information records using file import or API, you might need to trigger position­specific
processes for the modified records.

You can trigger theses processes:

● Adapt the non-leading hierarchy.

● Adapt the to-be-hired status on the position.
● Reclassify or transfer positions.

By default the process to adapt the non-leading hierarchy and reclassify/transfer is not executed, but the to-
be-hired status change on the position is executed by default (if the automatic change is configured). All the
processes are executed asynchronously after the job information records have been successfully imported, so
there might be a short delay until the processes have finished.

The employees configured to receive the email notification about the job information import will also receive an
email about the position­specific follow-up processes and their status. If the position processes are processed
successfully, the system sends a success email notification.

 Caution

The position processes executed during job info import are time consuming and are, therefore, executed
asynchronously. We do not recommend that you to use these processes for initial data setup because the
volume of data to be processed is so great that it could lead to a time out. If you want to do a mass import
of job info, you should switch off this process. To do this, go to the Admin Center and choose Position
Management Settings. Then open the Import tab and set the following to No:

● Adapt Reporting Hierarchy During Position Import

● Validate Position Assignment During Job Information Import
● Adapt The Position 'To Be Hired' Status During Job Information Import

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 ● Execute Reclassification or Transfer During Job Information Import
● Adapt Hierarchy During Job Information Import

 Tip

If you want to import a high amount of user data in an initial set-up in an as short a time as possible, we
recommend that you verify the following in the import files:

● Position and jobinfo attributes are already in sync.

● Position hierarchy (if leading) reflects the supervisor in employees’ job info.
● Positions are only set to ‘to be hired’ = true if the position is not occupied by the employee.
If all of this is correct in the position and jobinfo import file, the Position Management processes are not
required in the jobinfo import.

Once all this is done, you should first upload the positions, then perform the jobinfo import.

Adapt The Non-Leading Hierarchy

To enable this process in import, you need to go to the Admin Center and choose Position Management
Settings. Then go to the Import tab and, under Hierarchy Adaptation During Job Import, set Adapt The Non-
Leading Hierarchy to Yes.

If the position hierarchy is leading, the reporting line is automatically adapted during the job info import:

● If the employee's position assignment is changed, the supervisor is automatically derived based on the
position hierarchy. If the employee's position assignment is removed, the supervisor assignment is
removed too. Note that the employee’s supervisor assignment is also removed if the system can't find a
suitable supervisor.
● In addition, the transfer of the direct reports is triggered in a way similar to when an employee's position
assignment is changed using the MSS UI: The employee's direct reports - that is, the incumbents of the
child positions to the employee's previous position, who actually report to him or her - are transferred
either to the employee's previous supervisor, or to the other position incumbent (if there is one), or to no
supervisor - depending on the Position Type configuration if position types are used. In addition, if the
employee is assigned to a new position, the incumbents of the child positions of the employee's new
position are transferred to the new employee.

If the reporting line is leading, the position hierarchy is adapted automatically during the job info import:

● If the employee’s supervisor assignment is changed, the position is derived automatically, based on the
reporting line. If the employee’s supervisor assignment is removed, the position assignment is also
removed. Note that the employee’s position assignment will also be removed if the system cannot find a
suitable position.
● In addition, the transfer of child positions will be triggered in a similar way as is the case when the
supervisor assignment of an employee is changed via the MSS UI: The child positions of the employee's
previously assigned position are transferred to his or her newly assigned position. Note that a child position
is only transferred by the system if either its parent position - that is, the employee’s previously assigned
position - has no other incumbent or, if there is another position incumbent, if all child position incumbents
report to the employee transferred to the new position.

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  Note

● The imported job information records, whose supervisor/position will be automatically adapted, are
changed as a correction with the defaulted supervisor/position.
● For direct reports, which will be transferred to a new supervisor, a new job information record will be
inserted with the new supervisor.
● For child positions, which will be transferred to a new parent position, a new position record will be
inserted with the new parent position.
● If the system will default the supervisor/position of the imported job information records, the business
rules assigned to Job Information in the Succession Data Model will only be executed when the changes
are saved if you have switched on the Enable rules execution during Job Information import flag reached
from the Admin Center by choosing Company System and Logo Settings.

Adapt the to be hired Status

The system can automatically set the correct to be hired status of the position if an employee is assigned to a
position, unassigned from a position, or if the incumbent's FTE is changed using the job information import.
Take a look at the Automatic Update Of "To Be Hired" Field [page 49] documentation for more on this.

To disable this default process in import, you need to go to the Admin Center and choose Position Management
Settings. On the Import tab, set Adapt The Position 'To Be Hired' Status During Job History Import to No.

Position Reclassification and Transfer

You can opt to have positions reclassified and transferred based on the selected event reason during a job
history import. If you want this to happen, go to the Admin Center and choose Position Management Settings.
On the Import tab, set Execute Reclassification Or Transfer During Job Information Import to Yes.

No reclassification is executed if the imported job info records have already been changed because of a
hierarchy adaptation.

Error Handling

If errors occur while the position logic is being processed, an Import Queue Monitor instance with the
information about the error is created. An email notification is sent with the information about the newly
created Import Queue Monitor object.

You can load the Import Queue Monitor from the Admin Center by choosing Manage Data, select object type
Import Queue Monitor and select the code you received by email.

The object itself has information about the status and the email address to which the error was sent stored at
root level.

A separate item is stored in the monitor for each imported job information record that was a source of the
position process failure. Each item has the following information:

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● Status
The status of the imported records position follow-up process.
● Object Type
The type of the imported source record. At this time, only Job Information is supported.
● Object Key
External business key of the imported source record. It has the format "<userID>|<startDate>|
<sequenceNumber>".
● Data Operation
Operation performed on the source record (INSERT, CORRECT, or DELETE).
● Module
The module that raised the follow-up error. At this time, only Position Management and Time Off use this
feature.
● Message
Detailed error message raised by the module.

You can review the error message items one by one and check whether if you can correct the error manually. If
so, you can manually initiate the re-processing of the failed record by changing the Action of the monitor to
Import Resend. Then save the monitor.

If the system can now process the failed records, the complete monitor is deleted and a success mail will be
sent. If there are still errors, the monitor is updated with the new error information and another error mail is
sent.

 Note

By default, the system sends a result mail for the follow-up processing in cases of both success and error. If
you want to receive the result mail only if there is an error, you can enable this by going to the Admin Center
and choosing Company System and Logo Settings Send result mail for Job Information import follow-up
processing only if an error occurred .

 Note

After a job information import is completed, an ImportQueueMonitor object is created that contains the
failed records with detailed error messages. By checking these details and setting the Action field to Import
Resend, you can trigger the process again once the issues are resolved. You can do this for up to 90 days
after the original import. After 90 days, the ImportQueueMonitor object will automatically be
permanently deleted in order to ensure that too many objects don’t build up and start impacting system
performance.

3.9.1 Event Reasons

There are three configuration options for the event reason to be used for the adaptation of the supervisor when
job history records are being imported.

The event reason can either be a fixed one, or it can be derived using event reason derivation, or it can be the
one from the original import record. There's some setup work to do before all these options are available.

1. If you want to have the event reason derivation option to be available, you need to switch on Enable youCalc
rules engine for HRIS for your company in Provisioning.

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  Caution

Be sure not to activate the Enable Business Rules for Workflow Derivation option directly below event
reason derivation at the same time as you activate event reason derivation.

 Note

 Remember

As a customer, you do not have access to Provisioning. To complete tasks in Provisioning, contact
your Implementation Partner. If you are no longer working with an Implementation Partner, contact
SAP Cloud Support.

2. Now go to Position Management Settings by going to the Admin Center and choosing Position
Management Settings.
On the Import tab, you find the Hierarchy Adaptation During Job Information Import section. You can define
whether the non-leading hierarchy is adapted during the job information import. You can select an event
reason for the supervisor change and you can define whether the derived event reason is ignored.

 Note

The Ignore Event Reason Derivation option does not appear if you don't activate event derivation as
described above.

3. The default sequence looks like this::

○ Event Reason Derivation used
○ If you set the Ignore Event Reason Derivation option to No, the event reason derived by You Calc for
the supervisor/manager change.
○ If you set the Ignore Event Reason Derivation option to Yes, the event reason selected in the Event
Reason For Supervisor/Position Assignment Change field in Posting Management.
○ The original event reason from the job information record.
○ Event Reason Derivation not used
○ The event reason selected in the Event Reason For Supervisor/Position Assignment Change field in
Position Management Settings.
○ The original event reason from the job information record.

3.10 Moving Positions When Changing An Employee's

Supervisor Assignment
It is now possible to set up the system so that, when an employee gets a new supervisor, his or her position is
also moved.

Prerequisites

● The Option to Move Position to New Supervisor on Job Info Change permission must be set in Permission
Settings.
● Users making this change in the Job Info must have the View Current permission for the Position object.
Otherwise, the Move Position button does not appear in the Job Info.

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● The position hierarchy must be the leading hierarchy.
● The employee is assigned to a position and the position assignment isn't changed.
● The employee's new supervisor is assigned to a position.
● The supervisor change is done in MSS.
● The Supervisor field in Jobinfo is configured, using manage business configuration, as part of the Job
Information section.

Effect

● If an employee gets a new supervisor, users with the relevant permission will be asked to decide whether
the employee's position should also be moved to the new supervisor.
○ If the user decides yes, the position is transferred along with the employee. All lower-level positions of
the position will to be moved as well, including their incumbents. If the position to be moved is a mass
position or shared position, all incumbents will be moved at the same time.
○ If the user decides no, then the employee is moved but the position is not.

3.11 Showing Pay Range on Position

You can show the pay range or details of it as transient fields on the position. The calculation of the pay range is
executed with the same derivation as for job info.

Prerequisites

● Pay Range is a transient, invisible field on the Position. "transient" means that the content of the field is not
saved to the database, but is calculated on­the­fly.
Here's how you can change the visibility:
1. Go to the Admin Center and choose Company Settings Configure Object Definitions .
2. Select the Position object and choose Details for the Pay Range field.
3. Change the visibility to Read Only and save the Position object.
● Calculating the pay range for a position depends on the Job Information configuration. This means that all
fields for Job Information need to be configured with the same data types as for the position. If the pay
range depends on a custom MDF object, for example, a field with this data type must exist in both Position
and Job Information.
● You are using the standard UI, meaning that no default screen is entered in the Position object. For details
on this, see KBA 2458839.

Setting Up The Pay Range

Pay Range Calculation Rule

You can use a rule to define how the pay range is calculated. There is a rule function called Get Pay Range By
Position(). Take a look at the rule function documentation [page 98] for details.

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Here's an example of how the rule could look.

Derive Pay Range Attributes

You can also set attributes of the pay range to custom transient field. Before you enhance the rule, add the
custom field to the object definition of the Position.

Show Pay Range When Page is Loaded

If you want the Pay Range to be calculated when the position is shown on the UI, you need to assign the rule as
an onLoad rule for the Position object. Here's what you do to bring this about:

1. Go to the Admin Center and choose Employee Files Manage Data .

2. Create a new objectConfig with object type Position.
3. Add your new pay range calculation in the section manageDataOnLoadRules.

Trigger Pay Range Determination During Edit Mode

When you want to trigger the calculation of the pay range during edit of the Position, you need to add the pay
range calculation rule as onChange rule to all the fields that alter the determination of the pay range such as
location, job code, and legal entity. You do this by going to the Position object definition, clicking Details for a
field, and adding the rule.

Derive Pay Range Attributes at Specific Point in Time

You can define a rule that derives the pay range attributes for a specific date, such as today. There is a new rule
function called Get Pay Range Attributes, which you can use on string fields. Take a look at the Rule Functions
in Position Management [page 98] documentation for details.

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Before creating the rule, you need to add custom fields to the object definition of the Position for the pay range
attributes such as Mid Point. Here's a rule example.

Example for Pay Range Calculation and Pay Range Attributes Derivation with Specific Behavior for
Position Records in the Past and Future

Now we'll look at an example showing a calculation of the pay range calculation and the derivation of its
attributes with different behavior for records in the past and records in the future.

When you view historical records of the position, the pay range is derived for the end date of the record.

When you view future dated records, the pay range is derived with the start date of the record.

If you view records valid on the current date, the pay range is derived with the current date.

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Restrictions

There are some restrictions on using the pay range feature:

● The pay range is only calculated in Manage Data, Manage Positions, or the Position Quickcard in the
Position Org Chart. It is not calculated on other pages such as the workflow approval page.
● You can't configure the pay range field into the Position tile via Org Chart Configuration of the Position
Organization Chart.
● The pay range field is not filled when Positions are exported.
● You can't use the pay range to derive dynamic groups.

3.12 Rule Functions in Position Management

Position Management includes a number of rule functions, making it easy to arrive at certain data.

Get Incumbent By Position

Use this rule function to find out who occupies a particular position as of the specified date. You need to enter a
position code and a date. The rule will look like this:

As the help text says, the rule returns the user ID of the incumbent of the position. If more than one incumbent
satisfies the rule, only one is returned.

Get Matrix Position Code By Type

This rule function returns the code of the matrix position that is assigned by the specified type.

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Get Next Available Manager By Position

Use this rule function to determine the available manager closest in the hierarchy to the current position.

Get Number Of Child Positions

Use this rule function to determine how many positions are child positions to the current position.

Is Position Below User's Position In Hierarchy (Old Version)

Use this rule function to determine whether a position is in a user's hierarchy and, if so, is below that user's own
position in the hierarchy.

 Note

You cannot use this version of the rule function to create new positions - for example, when adding lower-
level positions in the position org chart.

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Is Position Below User's Position In Hierarchy (New Version)

Use this rule function to determine whether a position is in a user's hierarchy and, if so, is below that user's own
position in the hierarchy.

 Note

You can use this version of the rule function to create new positions - for example, when adding lower-level
positions in the position org chart.

Pay Range

There are 2 rule functions associated with the pay range.

Get Pay Range By Position

Use this rule function to determine the pay range of a Position. The pay range is determined using associations
with Foundation Objects, such as Location or Job Code. You need to enter a Position and a date.

Take a look at the EC handbook for details of how the determination works.

Get Pay Range Attributes

Use this rule function to determine the attributes of a pay range such as Minimum Pay, Maximum Pay, Mid
Point, Currency, and Frequency. You need to enter a pay range, the pay range field, and a date.

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Features

It is possible to combine rule functions. Here's an example, combining the Get Incumbent By Position rule
function with the Get Matrix Position Code By Type rule function.

3.13 Configuring the Position Default or Supervisor Default

You can have the system default the supervisor or position from the job information. You can also switch off this
default.

How does this work?

● If the position hierarchy is the leading hierarchy or if you don't have a leading hierarchy, the supervisor is
set to the default value in the event of a change to the position.
● If the reporting line hierarchy is the leading hierarchy and there is a change of supervisor for the position,
the Position Under Manager field is set to the same value as the new supervisor. This means that it is either
cleared or a new position is set.

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You can opt to switch off this defaulting process in the Hierarchy Adaptation tab of the Position Management
Settings. To do this, select No in the Default The Supervisor Or The Position In Hire, MSS Job Information And
History field. None of the processes described above then takes place.

3.14 Using the Check Tool

Use the check tool to find potential problems and errors in your configuration before you call support about an
issue.

Prerequisites

Enable Metadata Framework (MDF). Most customers already use MDF.

Assign Access Check Tool and Allow Configuration Export to your role in Role-Based Permissions (RBP).

● Access Check Tool authorizes users to access the tool.

● Allow Configuration Export authorizes users to attach configuration information to a ticket.

Procedure

1. Go to Admin Center.
2. In the tools search field, type Check Tool.
3. In Application, select the application you want to check.

 Tip

All Applications runs checks in all your applications.

For example, to run checks for Time Off, select Time Off.

You see the checks for the application you selected. The description for each check describes the situation
you hope to find in running the check. For example, in running the check Accrual lookup by seniority is
consistent, you hope to find that the lookup is indeed consistent.
4. Click the check the box at top left in the table to run all checks.
5. If you want to run only some checks, select them individually.

 Tip

To understand what a check does, right click the Check ID. The system then displays some information
on the check.

6. Click Run Checks to check your applications for the checks you selected.

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Next Steps

Evaluate the results and resolve the issues. If you encounter an error you cannot resolve, contact Support by
creating a ticket.

Benefits of the Check Tool [page 103]

The SAP SuccessFactors check tool helps you identify and resolve issues when your system doesn’t
work as you expect.

Check Results [page 103]

After you run checks in the check tool, it returns the results of the check so that you can resolve issues
that it found.

Creating Support Tickets from the Check Tool [page 104]

When the check tool reports a serious issue, you might need to contact Support. You can create a
Support ticket from within the check tool.

Using the Quick Fix Feature [page 105]

The Check Tool includes a Quick Fix feature that you can use to immediately correct issues found
during a check run.

3.14.1 Benefits of the Check Tool

The SAP SuccessFactors check tool helps you identify and resolve issues when your system doesn’t work as
you expect.

If your SAP SuccessFactors applications are behaving in unexpected ways, it is likely that it has a configuration
or data conflict: you have some data that is inconsistent or a configuration error. The check tool quickly
identifies these types of problems so that you can avoid support tickets. You might still need to create a
support ticket if the problem is severe, but even in severe cases, the check tool can save you time because it
can export the results of the check and your configuration for support. The support engineer, therefore, can
identify the issue more quickly.

When you run the check tool, you see:

● A list of issues in your configuration or data and the severity of each issue.
● A solution or recommendation to address the issue.

3.14.2 Check Results

After you run checks in the check tool, it returns the results of the check so that you can resolve issues that it
found.

To see the results of the checks, look in the Results column. If you run the checks multiple times to see how you
are resolving issues, look in the Previous Result column to compare the current results to previous results.

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Table 1: Possible Results of Check Tool

Result Action

No issues found If the tool cannot find issues, you see a green check mark the Result.

Issues found If the tool finds issues, it reports the number of issues and a yellow warning icon or a red
alarm icon.

● The yellow icon indicates a low severity issue. The system proposes a solution.
● The red icon indicates a high severity issue. You must take action, which could include
creating a Support ticket.

Related Information

Creating Support Tickets from the Check Tool [page 104]

3.14.3 Creating Support Tickets from the Check Tool

When the check tool reports a serious issue, you might need to contact Support. You can create a Support
ticket from within the check tool.

Prerequisites

Run the check tool. You can find the check tool by going to Admin Center Check Tool . You create the
ticket from the results page of the tool.

Procedure

1. On the results page, look in the Result column for the errors you want to report on.

You usually contact Support for high severity issues not low severity issues.
2. Click the error in the result to open the Detailed Result.

 Note

If you cannot click the error, expand the list of checks from the Description column, and then click the
error from the Result column.

3. In Detailed Result Need Assistance? , copy the component ID.

For example, LOD-SF-EC is the component ID for Employee Central.

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4. Create a customer incident in the relevant category.
5. When you create the ticket, paste the component ID into the ticket.

3.14.4 Using the Quick Fix Feature

The Check Tool includes a Quick Fix feature that you can use to immediately correct issues found during a
check run.

Procedure

1. Run checks as described in Using the Check Tool for one or more components. The tool generates check
results, some of which might be warnings or errors.
2. Select the result of one of the checks where issues were identified. If the check includes a quick fix, you see
the four-step process at the top of the resulting window. You are in step 1, called Found Issues.
3. Choose Step 2 to proceed to Select Correction.
4. The resulting window shows one or more corrections for the issue. Select the one you want and choose
Step 3 to proceed to Final Approval.
5. In the Final Approval step, you can opt to change your mind and not carry out the fix. If you want to
proceed, choose Step 4.
6. The system confirms that the fix is now running. Choose Close to complete the procedure. You can verify
that the fix has run correctly after a short time by running the check again.

3.15 Automated Daily Hierarchy Adaptation

There are some situations in which the hierarchies are not in sync.

Context

For example, if you assign employee E0 to position A today and position A has position B with incumbent E1 as
higher-level position, the system derives E1 as the new supervisor for employee E0. If position A already has a
new higher-level position with incumbent E2 assigned for the future, the assignment of supervisor E1 will be
wrong for employee E0 with the beginning of the new parent position assignment.

To fix such inconsistencies, you can schedule a job that will set the correct supervisor based on the position
hierarchy.

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Procedure

1. Go To Provisioning and schedule the “BizX Daily Rules Processing Batch” job with daily recurrence. Note
also the Modified date since options in the Job Parameters section. If you select the Specify a date: option,
the system uses today's date as the start date from which defective records are corrected for hierarchy
adaptation purposes, even if you enter a different date in the option.

 Remember

As a customer, you do not have access to Provisioning. To complete tasks in Provisioning, contact your
Implementation Partner. If you are no longer working with an Implementation Partner, contact SAP
Cloud Support.

2. Go to the Admin Center and choose Position Management Settings. In the Hierarchy Adaptation tab, you
can switch on the feature in Automated Daily Hierarchy Adaptation. Note this field will only be editable if
you have scheduled the job as mentioned in step 1. Once you have set the flag to Yes and have saved, the
hierarchies are checked for each job run date and are adapted if not in sync.

 Note

The report is designed to adapt the hierarchy on a daily basis, notto maintain, update, or correct data
in bulk and not to adapt supervisor information in the past. The supervisor is set on the date the job
runs. The first time you run the job, make sure that the data has been imported/migrated correctly.

3. You can use the Offset in Days to specify the offset in future days to be considered by the daily hierarchy
adaptation. If you want to adapt the hierarchy at the date on which it gets out of sync, set the value to 0. If
you want to adapt it one week before it gets out of sync, set the value to 7.
4. You can download the result of the “BizX Daily Rules Processing Batch” job from the Admin Center by
choosing Monitor Job.

Results

You get a visualization showing that the hierarchies are out of sync.

● If the hierarchy of an employee is out of sync on a future date and will be adapted by the “BizX Daily Rules
Processing Batch” job, this is shown with an icon next to the effective date in the employee’s job
information history page.

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● Detailed information about the change is displayed if you click this icon. In the example shown below, the
employee’s supervisor will be changed twice in the future. This could be due to a new higher-level position
assignment of the employee’s assigned position or due to a new incumbent assignment of the higher-level
position of the employee’s assigned position.

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  Note

The visualization shown in the example is only available in the PP3 version of the employee's job
information history.

3.16 Transition Periods

A transition period occurs when an employee leaves a position and a successor is appointed to that position
before the incumbent leaves it. This means that the position is overstaffed for that time.

Configuring Transition Periods

There's some setup work to do before transition periods are possible in your system. To make the necessary
settings, go to the Admin Center and choose Position Management Settings, then open the Transition Period
tab. Here's what you do then:

● Set Use Transition Period to Yes.

● Specify how long the transition period should last by entering a number in the Period field and choosing
either Months or Days in the Unit field.

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 For example, to specify a transition period of 3 months, enter 3 in the Period field and choose Months as
the unit.

Transition Periods in Position Types

If you are using position types, you can make the transition period settings in the relevant position types. To do
this, access the relevant position types and make the settings just as described above. Settings entered in this
way always override any settings entered in Position Management Settings.

Take a look at the Position Types [page 64] documentation for full information on how to use them.

3.17 Employee Termination

Specify when and why an employee will be leaving the company.

In the org chart, click the name of the employee and choose Take Action Terminate . On this screen, you
can specify when and why the employee is leaving, as well as any other relevant information such as the date of
their final salary

If the position hierarchy is the leading hierarchy, you can opt-in to transfer directs according to position
hierarchy. This can either be set as default along with the other existing selection options in the transfer direct
reports section or you can opt-in to always transfer direct reports according to position hierarchy. If so, the
other selection options for transferring direct reports are no longer available.

If you default along with the other existing selection options, there are two settings that seem to do the same:

● Everyone to upper manager.

● Everyone according to position hierarchy.

Despite appearances, the settings do not do the same. Everyone to upper manager is purely a user-based
decision, independent of the position hierarchy, whereas Everyone according to position hierarchy selects the
incumbent of the next available position based on the position hierarchy.

 Note

● If you use Automated Daily Hierarchy Adaptation, any transfers you make outside of the position
hierarchy are corrected by the job on the next run date.
● If the employee being terminated is a manager, you have the option to transfer their direct reports
according to position hierarchy. This means that the direct reports to be transferred because a
manager is being terminated will report to the next available manager according to position hierarchy.
This presupposes, however, that all direct reports to be transferred according to position hierarchy as
well as the manager must be assigned to a position. In addition, the employees' supervisor must be in
sync with position hierarchy. Otherwise, a manual correction is needed.
You can make this configuration by going to the Hierarchy Adaptation tab in Position Management
Settings and choosing Reassign Direct Reports According to Position Hierarchy on Termination Screen.
In any case, only the direct reports are transferred, not the positions in the hierarchy. At this time, there
is no option to transfer positions like this. If you want to transfer them, you have to do so manually or
using mass change of positions.
The transfer according to position hierarchy respects the threshold defined in the Threshold for running
Adoption of Reporting Line and Job Relations as a job field on the Hierarchy Adaptation tab in Position
Management Settings.

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 If the position to which the direct reports are being transferred has more than one incumbent, the
direct reports are assigned to the first incumbent the system finds. You do not have the option of
selecting one. Note also that the position the manager is leaving remains in the position organization
chart, even though it is now empty. The position organization chart is not modified.
● By default, you also have the option to deactivate the employee's position. If you don't want this option
to be available, go to the Admin Center and choose Position Management Settings UI
Customizing , and set Show 'Deactivate Position' option in Employee Termination Screen to No.
● If an incumbent of a matrix position is being updated, the job relations for the employees of this matrix
manager are not updated.
● When you select the Everyone according to position hierarchy option, the Transfer Event Reason set in
Position Management Settings is used.

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4 Integration with Recruitment
Management and Succession
Management

Employee Central Position Management can be used together with Recruitment Management and Succession
Management.

Setting Up Integration with Recruitment [page 111]

Integration between Position Management and Recruitment Management (RCM) brings many benefits.

Integration with Succession Management [page 125]

Succession Management offers different options for planning successors for employees.

4.1 Setting Up Integration with Recruitment

Integration between Position Management and Recruitment Management (RCM) brings many benefits.

Context

 Note

The information given here describes oData-based integration. SFAPI integration is no longer supported.
For details of how to migrate, take a look at the Changing Integration with Recruiting from SF API Basis to
New Basis [page 138] documentation.

Once integration is in place, you can:

● Create a requisition from a position in the position org chart:

○ Automatically determine the job profile for the requisition created.
○ If you create on the current date, a job requisition is created immediately in RCM.
○ If you create as of a future date, a job requisition processing request is created immediately. Quartz
Job will automatically create a job requisition in RCM when the creation date is reached.
○ Note that job requisitions can only be created for positions with status Active.
● Show assigned Job Requisition or Position Requisition Processing Request on the position tile (only in v12
Position Organization Chart).
● Show more job requisition data in the position side panel (only in v12 Position Organization Chart).
● Use the Rules Engine to derive the job requisition template to be used for the new requisition.
● Use the Rules Engine to define field mapping between the position and the new requisition.
● Use Job Scheduler to automatically create the job requisition from request objects.

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● Automatically assign the candidate from the requisition in “Pending Hires” to the position linked to that
requisition.

Here's an illustration of how all this works when integration has been set up.

To use integration between EC Position Management and RCM, you need to have a system where both these
modules are enabled and configured. We will now look at what you need to do to set up the integration.

Procedure

1. You need to activate RCM integration. You do this in Position Management Settings by entering Yes in the
Use Recruiting Integration field on the Integration tab.

2.  Note

When carrying out this step we recommend that you always use the default name for the Job
Requisition Template, since changing or translating the name can cause problems when attempting to
load the template later.

You can derive the default name from either the Job Requisition Template XML file or on the Manage
Templates screen in the Admin Center.

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 Next, create the rule to derive the Job Requisition Template. You will need this if you want to create a new
requisition from the Position Org Chart. Create the rule using the Derive Job Requisition Template in
Recruiting Integration scenario. You can derive the Template based on any attributes of the Position. Below
is an example, showing that Template ‘Standard Job Requisition’ will be used if the Position has
company=Terra AG. If the position has jobCode=Consultant, the Template ‘Standard Job Requisition’ will
be used. In all other cases, a message is raised to the effect that you cannot create a job requisition for this
position.

3. If you want to use custom fields in RCM integration, make sure that your custom fields are visible. To do
this, set the attribute "custom" to "true" in the Job Requisition Template XML. If you don't, you will not be
able to map data to this field when you create the requisitions from the position organization chart.

 Note

The templates used for integration must always have the following standard fields.
○ numberOpenings
○ positionNumber

You don't need to map these fields using a rule because the system fills them automatically.

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4. Now create the separate rule required to define field mapping. You do this using the Map Fields from
Position to Job Requisition in Recruiting Integration scenario in Configure Business Rules.

In the rule itself, you can define field mappings based on the Template derived from the first rule or any
other Position attribute.

 Note

○ The value you type in the Requisition Field of the created field mapping object must be the Name of
the corresponding job requisition field, which you can find by going to the Admin Center and
choosing OData API Data Dictionary (under Integration Tools). If the requisition field does not
refer to a simple data type, such as a string, but instead refers to another object via navigation
path, you need to map those fields in the following format:
<fieldNameInJobReq>.<fieldNameInReferringObject>. For example, the field hiringManager refers
to JobRequisitionOperator with field usersSysId and must be mapped like this:
hiringManager.usersSysId.
○ If you want to map fields of type Boolean or Number, you need to use the format () function.
○ If you want to map fields of type Country, you need to map the Country Code (2 char) value - for
example, US for "United States".

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 ○ You need to make sure that all required fields of the corresponding Job Requisition Template are
mapped with a value. Otherwise, the job requisition cannot be created. If you want to create the job
requisition without all required fields filled, you need to add an additional Mapping to the rule with
Requisition Field = isDraft and Field Value = true.

To map fields of type Foundation Object or Generic Object, you do as shown here:

To map fields of type Date or DateTime, the value must be in the format yyyy-MM-dd HH:mm:ss.
Alternatively, you can use the rule function Format Date for Position to Job Requisition Mapping () as shown
here:

To map fields of type PicklistOption, the Field Value must be the optionID of the picklist, you do this as
shown here:

For more information, see Mapping Job Requisition Picklist Values in OData Integration [page 122].

5. With your rules now created, you need to register them. To do this, go to Admin Center Position
Management Settings , then go to the Integration tab and enter the settings as shown below.

6. At this stage, your system is in the default setting, which means that no user is allowed to create or view job
requisitions in the position org chart. To change this, you need to assign the RBP “Create Requisition in
Position Organization Chart” and/or "View Requisition on Position Organization Chart". To do this, go to the

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 Company Processes & Cycles in the Admin Center and choose Employee Files Manage Permission
Roles , then scroll down to Manage Position and make the assignment.
7. To ensure that the requisitions planned for creation in the future are actually created, you need to schedule
a periodic job to take care of this. To do this, go to Provisioning for the relevant company and choose
Manage Scheduled Jobs Create New Job .

 Remember

As a customer, you do not have access to Provisioning. To complete tasks in Provisioning, contact your
Implementation Partner. If you are no longer working with an Implementation Partner, contact SAP
Cloud Support.

Select a “Job Name” and “Job Owner”. The job owner should be an admin user who will be notified when
something goes wrong. Select “Position requisition processing” as job type. Please ensure that the job runs
at least once a day.

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 When the job finishes processing, the admin user is notified whether the creation of the requisitions was
successful or not. An error message will be included in the email as shown in the example below:

4.1.1 Creating Requisitions in the Position Organization Chart

You can save time by creating job requisitions directly from the Position Organization Chart.

If you have the Create Job Requisition in Position Organization Chart RBP and the corresponding position does
not already have a job requisition or position requisition processing request assigned, the Create Job
Requisition option is available in the menu of the position tile, and you can create a job requisition from the
Position Organization Chart.

 Note

When you create a requisition through the Position Organization Chart, the default recruiting team is not
added.

Here's the tile, showing the Create Job Requisition option:

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If you choose this menu option, a popup for creating a job requisition appears:

If you have the Select Job Requisition Template in Position Organization Chart RBP, you can select from the
active job requisition templates when creating your job requisition.

If you choose today's date as the creation date, the system creates a job requisition with values retrieved from
the rule used for field mapping. If you choose a future date as creation date, the system creates a Position

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Requisition Processing Request that will automatically be converted to a Job Requisition on the selected
creation date.

 Note

If the originator is filled in the mapping rule and the recruiting setting Use Originator’s preferred language as
the default language of a new job requisition is enabled, then the default language of the requisition will be
originator’s. If the switch is disabled, it will be the default language of the Job Requisition Template.

4.1.2 Viewing Job Requisitions in the Position Organization

Chart

If you have the role-based permission for View Job Requisition in Position Organization Chart, and the
corresponding position has a job requisition or position requisition processing request assigned, you can see
directly on the Position tile whether a job requisition or job requisition request is assigned.

Here's the tile showing whether a job requisition is assigned:

If you click the right hand icon of the two in the tile, you get this side panel showing the detailed information for
the job requisition.

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Now here's the tile showing that a job requisition request is assigned.

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If you click the right hand icon of the two in the tile, you get this side panel showing the detailed information for
the job requisition request.

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4.1.3 Mapping Job Requisition Picklist Values in OData
Integration

You can manage job requisition picklist values in OData integration.

Let's assume you have the following picklists:

A picklist field in a requisition template XML file

A non-MDF/ regular picklist

A custom field of type Picklist in the Position object definition:

In this scenario, you can use either of these configuration options:

● Use the optionID of the regular picklist as the external code of the MDF picklist.
● Use a wrapper to map the optionID of the regular picklist to the external code of the MDF picklist

Using the optionID of the regular picklist as the external code of the MDF
picklist.

Make the following entry in Rule for Mapping Fields Between Position and Job Requisition.

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And here's the resulting MDF picklist. Note that the external codes of the entries reflect the optionIDs of the
non-MDF picklist.

Using a wrapper to map the optionID of the regular picklist to the external
code of the MDF picklist

1. In Configure Object Definitions, create a custom MDF object as a wrapper for the MDF picklist.

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 Note that it has two fields to map the external code of the MDF picklist to the optionID of the regular
picklist.
2. In Manage Data Entries, maintain the mapping for all picklist entries.

3. In Rule for Mapping Fields Between Position and Job Requisition, make this entry.

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And here's the resulting MDF picklist.

4.2 Integration with Succession Management

Succession Management offers different options for planning successors for employees.

If you want to plan successors based on positions, then succession allows use of the same position object and
hierarchy as Employee Central. By doing so, both modules are integrated and changes in one module show an
immediate result in the other module.

You can use permissions to show different position content to different roles. For example, you might want to
place a focus on succession-relevant fields for succession planners, while showing more job and organization
related fields to an HR administrator in Employee Central.

For further information on how to set up or migrate Succession to work with Employee Central positions, take a
look at the Succession: Implementation and Administration guide.

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5 Appendixes

The appendixes contain detailed additional information.

Fields in Position Object [page 126]

A table listing the most important fields in the Position object and explaining their purpose.

Functions for Position Management [page 130]

A list of functions in Position Management.

Changing Integration with Recruiting from SF API Basis to New Basis [page 138]
If you're changing from the SF API-based integration with Recruiting to the new basis described in the
chapter Setting Up Integration with Recruitment, there's some setup work to do.

New Data Model for Right to Return and Data Protection and Privacy [page 139]
It is always important to be compliant with your local data protection and privacy laws, so we strongly
recommend that you migrate to the new data model.

5.1 Fields in Position Object

A table listing the most important fields in the Position object and explaining their purpose.

Table 2: Fields in Position Object

Field What it's for

mdfSystemEntityId This is a technical field that should not be set to visible.

mdfSystemRecordId This is a technical field that should not be set to visible.

mdfSystemProxyUser This is a technical field that should not be set to visible.

mdfSystemVersionId This is a technical field that should not be set to visible.

transactionSequence This is a technical field that should not be set to visible.

legacyPositionId This is a technical field that should not be set to visible.

technicalParameters This is a technical field that should not be set to visible.

internalId This is a technical field that should not be set to visible.

mdfSystemRecordStatus This is a technical field that should not be set to visible.

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Field What it's for

code The position code is the unique identifier for the position.
You can have the system generate the code automatically.
Take a look at the Automatic Generation of Position Code
[page 16] documentation for more information on this fea­
ture.

externalName This is the position title also shown in the position organiza­
tion chart. It can be translated into other languages.

effectiveStatus The position status indicates whether this position is active

and can be staffed and used in processes. Setting a position
to inactive is not possible when, for example, the position
has an incumbent or active lower-level positions are availa­
ble.

effectiveStartDate The date from which the position changes are effective in the
system.

effectiveEndDate This is a technical field that could be set to read only but
must never be set to editable.

type You can use position types to drive different behavior for po­
sitions. Take a look at the Position Types [page 64] docu­
mentation for more information on this feature.

positionCriticality This field is relevant for Succession Management only and

should only be set to visible if Succession Management is
used.

targetFTE The target FTE (full-time equivalent) expresses the amount

of accumulated FTE that may be assigned to this position. If
you want the system to control this capacity for overcharg­
ing, please set the positionControlled attribute to True.

positionControlled This attribute controls whether the target FTE is checked

when an employee is assigned to this position. In addition,
the attribute triggers the stable headcount processing when
an employee is assigned to a new position during Position
Transfer or Position Reclassification.

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Field What it's for

multipleIncumbentsAllowed This attribute controls whether the system allows the as­
signment of more than one employee to this position at any
point in time. In EC Position Management, we recommend
that you set this attribute to True.

 Note
Under certain conditions, it is possible to replicate
shared positions - meaning positions with multiple in­
cumbents - from Employee Central (EC) to ERP. Take a
look at the Replicating Organizational Data from Em­
ployee Central to SAP ERP (Integration Guide) for infor­
mation on the conditions.

vacant This field indicates whether anyone will be hired for this posi­
tion. It is shown on the position organization chart if set to
True.

standardHours This is the standard field for the standard hours on job infor­
mation and position and can be included in the synchroniza­
tion between position and employee. In this case, the em­
ployee's FTE value will be calculated based on the standard
hours inherited from the employee's assigned position.

description You can use this field to enter a description for the position.

positionTitle This is a deprecated field. Please use externalName instead.

criticality This field is relevant for Succession Management only and

should only be set to visible if Succession Management is
used.

comment You can use this field to add comments.

incumbent This field is only relevant for Succession Management and

must always be set to invisible. In EC Position Management,
the assignment between a position and the incumbent is
made using the position field on Job Information.

changeReason This field is relevant for Succession Management only and

should only be set to visible if Succession Management is
used.

jobCode This is the standard field for the job classification on job in­
formation and position and can be included in the synchroni­
zation between position and employee. When set, the job
classification can propagate other job-related fields. Take a
look at the Propagation Of Job-Related Fields [page 14] doc­
umentation for more information on this feature.

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Field What it's for

jobTitle This is the standard field for the job title on job information
and position and can be included in the synchronization be­
tween position and employee.

jobLevel This is the standard field for the job level on job information
and position and can be included in the synchronization be­
tween position and employee.

employeeClass This is the standard field for the employee class on job infor­
mation and position and can be included in the synchroniza­
tion between position and employee.

regularTemporary This is the standard field for the type of employment (regular
or temporary) on job information and position and can be in­
cluded in the synchronization between position and em­
ployee.

payGrade This is the standard field for the pay grade on job informa­
tion and position and can be included in the synchronization
between position and employee.

company This is the standard field for the company on job information
and position and can be included in the synchronization be­
tween position and employee.

businessUnit This is the standard field for the business unit on job infor­
mation and position and can be included in the synchroniza­
tion between position and employee.

division This is the standard field for the division on job information
and position and can be included in the synchronization be­
tween position and employee.

department This is the standard field for the department on job informa­
tion and position and can be included in the synchronization
between position and employee.

location This is the standard field for the location on job information
and position and can be included in the synchronization be­
tween position and employee.

costCenter This is the standard field for the cost center on job informa­
tion and position and can be included in the synchronization
between position and employee.

createdBy This field holds the user who created the position.

createdDate This field holds the date when this position was created.

Employee Central Position Management

Appendixes PUBLIC 129
Field What it's for

lastModifiedBy This field holds the user who last modified the position.

lastModifiedDate This field holds the date when this position was last modi­
fied.

mdfSystemObjectType This is a technical field that should not be set to visible.

parentPosition This is the higher-level position for this position.

payRange This is a transient field, showing the pay range for a position.
Take a look at the Showing Pay Range on Position [page 94]
documentation for more information on this feature

positionMatrixRelationship This represents a relationship of this position to another po­

sition of a specific job relation type. Take a look at the Matrix
Relationships [page 85] documentation for more informa­
tion on this feature.

rightToReturn As of the Q1 2018 release, this field is not supported any­

more. If you're still using the old data model for Right to Re­
turn, we recommend that you migrate to the new data model
in the Upgrade Center.

5.2 Functions for Position Management

A list of functions in Position Management.

User Interface

Table 3: Interface: Manage Data

Function Available?

Applying the leading Hierarchy (hierarchy adaptation) Yes. Configurable. Default: Yes; overruling via Position Type
possible.

Synchronization from Position to Job Information (pos2jo­ No

bInfo)

Synchronization from Position matrix relation to Job rela­ Yes. Configurable. Default: No.

tionship

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130 PUBLIC Appendixes
Function Available?

Position Reclassification N/A

Position Transfer N/A

Setting "to be hired" flag after Position Assignment/Unas­ N/A

signment

Setting "to be hired" flag after FTE change of incumbent N/A

Setting "to be hired" flag after target FTE change of Position Yes. Configurable. Default: No

Table 4: Interface: Manage Positions

Function Available?

Applying the leading Hierarchy (hierarchy adaptation) Yes. Configurable. Default: Yes; overruling via Position Type
possible.

Synchronization from Position to Job Information (pos2jo­ Yes

bInfo)

Synchronization from Position matrix relation to Job rela­ Yes. Configurable. Default: No.

tionship

Position Reclassification N/A

Position Transfer N/A

Setting "to be hired" flag after Position Assignment/Unas­ N/A

signment

Setting "to be hired" flag after FTE change of incumbent N/A

Setting "to be hired" flag after target FTE change of Position Yes. Configurable. Default: No

Table 5: Interface: Position Organization Chart (Position Quickcard)

Function Available?

Applying the leading Hierarchy (hierarchy adaptation) Yes. Configurable. Default: Yes; overruling via Position Type
possible.

Synchronization from Position to Job Information (pos2jo­ Yes Configurable: always, never, popup.
bInfo)

Synchronization from Position matrix relation to Job rela­ Yes. Configurable. Default: No.

tionship

Position Reclassification N/A

Employee Central Position Management

Appendixes PUBLIC 131
Function Available?

Position Transfer N/A

Setting "to be hired" flag after Position Assignment/Unas­ N/A

signment

Setting "to be hired" flag after FTE change of incumbent N/A

Setting "to be hired" flag after target FTE change of Position Yes. Configurable. Default: No

Table 6: Interface: MSS

Function Available?

Applying the leading Hierarchy (hierarchy adaptation) Yes. Configurable. Default: Yes.

Synchronization from Position to Job Information (pos2jo­ Job info fields are propagated on change of the position via
bInfo) rule.

Synchronization from Position matrix relation to Job rela­ According to Position Management Settings when assigning
employee to a new position.
tionship

Position Reclassification Yes (event reason with Follow-Up Activity in Position Position
Reclassification)

Position Transfer Yes (event reason with Follow-Up Activity in Position Position
Transfer)

Setting "to be hired" flag after Position Assignment/Unas­ Yes. Configurable. Default: No.
signment

Setting "to be hired" flag after FTE change of incumbent Yes with b1511. Configurable. Default:No

Setting "to be hired" flag after target FTE change of Position N/A

Table 7: Interface: Job Information History

Function Available?

Applying the leading Hierarchy (hierarchy adaptation) No

Synchronization from Position to Job Information (pos2jo­ Job info fields are propagated on change of the position via
bInfo) rule.

Synchronization from Position matrix relation to Job rela­ No

tionship

Position Reclassification No

Position Transfer No

Employee Central Position Management

132 PUBLIC Appendixes
Function Available?

Setting "to be hired" flag after Position Assignment/Unas­ No

signment

Setting "to be hired" flag after FTE change of incumbent No

Setting "to be hired" flag after target FTE change of Position N/A

 Note

The Jobinfo History UI is a kind of correction and expert admin tool. This means that the position validation
feature doesn't work when you make changes using the Job Info History UI. The "Current FTE vs. Target
FTE" check and the "Multiple Incumbents Allowed" checks are only performed when you insert a job info
record using MSS or the New Hire UI.

Table 8: Interface: Hire

Function Available?

Applying the leading Hierarchy (hierarchy adaptation) Yes (direct report section always available)

 Note
In case of internal hire, the hierarchy adaptation of the
previously assigned position is not executed by Position
Management.

Synchronization from Position to Job Information (pos2jo­ Job info fields are propagated on change of the position via
bInfo) rule.

Synchronization from Position matrix relationship to Job re­ According to Position Management Settings when assigning
employee to a new position.
lationship

Position Reclassification Yes (event reason with Follow-Up Activity in Position Position
Reclassification)

Position Transfer N/A

Setting "to be hired" flag after Position Assignment/Unas­ Yes. Configurable. Default: No.
signment

Setting "to be hired" flag after FTE change of incumbent N/A

Setting "to be hired" flag after target FTE change of Position N/A

Table 9: Interface: Rehire

Function Available?

Applying the leading Hierarchy (hierarchy adaptation) Yes (direct report section always available)

Employee Central Position Management

Appendixes PUBLIC 133
Function Available?

Synchronization from Position to Job Information (pos2jo­ Job info fields are propagated on change of the position via
bInfo) rule.

Synchronization from Position matrix relationship to Job re­ Yes. Configurable. Default: No.

lationship

Position Reclassification Yes (event reason with Follow-Up Activity in Position Position
Reclassification)

Position Transfer N/A

Setting "to be hired" flag after Position Assignment/Unas­ Yes. Configurable. Default: No.
signment

Setting "to be hired" flag after FTE change of incumbent N/A

Setting "to be hired" flag after target FTE change of Position N/A

Table 10: Interface: Termination

Function Available?

Applying the leading Hierarchy (hierarchy adaptation) Only the position hierarchy can be applied.

Applying Position Type settings Not possible at this time.

Synchronization from Position to Job Information (pos2jo­ Job info fields are propagated on change of the position via
bInfo) rule.

Synchronization from Position matrix relationship to Job re­ N/A.

lationship

Position Reclassification N/A

Position Transfer N/A

Setting "to be hired" flag after Position Assignment/Unas­ Yes. Configurable. Default: No
signment

Setting "to be hired" flag after FTE change of incumbent N/A

Setting "to be hired" flag after target FTE change of Position N/A

Employee Central Position Management

134 PUBLIC Appendixes
Table 11: Interface: Right to Return from Global Assignment or Leave of Absence

Function Available?

Applying the leading Hierarchy (hierarchy adaptation) Yes, for direct reports.

 Note
● When a user is unassigned from a position, their su­
pervisor will not be changed.
● If the start or end date of the leave of absence (LoA)
or global assignment (GA) is changed, hierarchy
adaptation will not take place.

Synchronization from Position to Job Information (pos2jo­ N/A

bInfo)

Synchronization from Position matrix relationship to Job re­ Matrix relationship changes are not synchronized to job rela­
tionship when reassigning the user to the original position
lationship

Position Reclassification Yes

Position Transfer N/A

Setting "to be hired" flag after Position Assignment/Unas­ Yes, if "to be hired" adaptation has been set up in the Posi­
signment tion Management settings.

Setting "to be hired" flag after FTE change of incumbent N/A

Setting "to be hired" flag after target FTE change of Position N/A

Setting "to be hired" flag after Delete or End Global Assign­ Yes, if "to be hired" adaptation has been set up in the Posi­
ment tion Management settings.

If the leave of absence (LOA) or global assignment (GA) is al­

ready over, the "to be hired" record for the position will not
be moved if the start/end date of the LOA or GA is changed.

Imports and APIs

Table 12: Position Import/MDF OData

Function Available?

Applying the leading Hierarchy (hierarchy adaptation) Yes. Configurable. Default: Yes.

Synchronization from Position to Job Information (pos2jo­ Import: Yes. Configurable. Default: No. technicalParameters
bInfo) = SYNC

API: Not supported.

Employee Central Position Management

Appendixes PUBLIC 135
Function Available?

Synchronization from Position matrix relationship to Job re­ Yes. Configurable. Default: No.

lationship

Position Reclassification N/A

Position Transfer N/A

Setting "to be hired" flag after Position Assignment/Unas­ N/A

signment

Setting "to be hired" flag after FTE change of incumbent N/A

Setting "to be hired" flag after target FTE change of Position Yes. Configurable. Default: No

Table 13: Job History Import

Function Available?

Applying the leading Hierarchy (hierarchy adaptation) Yes. Configurable. Default: No.

Synchronization from Position to Job Information (pos2jo­ Yes, when rules are executed during import. Configurable.
bInfo) Default: No.

Synchronization from Position matrix relationship to Job re­ Yes. Configurable. Default: No.

lationship

Position Reclassification Yes. Configurable. Default: No.

Position Transfer Yes. Configurable. Default: No.

Setting "to be hired" flag after Position Assignment/Unas­ Yes. Configurable. Default: No.
signment

Setting "to be hired" flag after FTE change of incumbent Yes. Configurable. Default: No.

Setting "to be hired" flag after target FTE change of Position N/A

Table 14: Job History Import with Hire Event Reason

Function Available?

Applying the leading Hierarchy (hierarchy adaptation) Yes. Configurable. Default: No..

Synchronization from Position to Job Information (pos2jo­ Yes, when rules are executed during import. Configurable.
bInfo) Default: No.

Synchronization from Position matrix relationship to Job re­ Yes. Configurable. Default: No.

lationship

Position Reclassification Not possible at this time.

Employee Central Position Management

136 PUBLIC Appendixes
Function Available?

Position Transfer N/A

Setting "to be hired" flag after Position Assignment/Unas­ Yes. Configurable. Default: No.
signment

Setting "to be hired" flag after FTE change of incumbent N/A

Setting "to be hired" flag after target FTE change of Position N/A

Table 15: Job History Import with Rehire Event Reason

Function Available?

Applying the leading Hierarchy (hierarchy adaptation) Yes. Configurable. Default: No..

Synchronization from Position to Job Information (pos2jo­ Yes, when rules are executed during import. Configurable.
bInfo) Default: No.

Position Reclassification Not possible at this time.

Position Transfer N/A

Setting "to be hired" flag after Position Assignment/Unas­ Yes. Configurable. Default: No.
signment

Setting "to be hired" flag after FTE change of incumbent N/A

Setting "to be hired" flag after target FTE change of Position N/A

Table 16: Termination Details Import (OData EmpEmploymentTermination)

Function Available?

Applying the leading Hierarchy (hierarchy adaptation) Yes.

Synchronization from Position to Job Information (pos2jo­ N/A

bInfo)

Synchronization from Position matrix relation to Job rela­ N/A

tionship

Position Reclassification N/A.

Position Transfer N/A

Setting "to be hired" flag after Position Assignment/Unas­ Yes. Configurable. Default: No.
signment

Setting "to be hired" flag after FTE change of incumbent N/A

Setting "to be hired" flag after target FTE change of Position N/A

Employee Central Position Management

Appendixes PUBLIC 137
5.3 Changing Integration with Recruiting from SF API Basis
to New Basis

If you're changing from the SF API-based integration with Recruiting to the new basis described in the chapter
Setting Up Integration with Recruitment, there's some setup work to do.

Here's what you need to do:

1. First, disable SFAPI-based integration in Provisioning by unchecking Enable Recruiting Integration with
Position Management there.
You don't need to enter your user from SFAPI -based integration for the new integration.

 Caution

Be careful about this. You cannot enable this integration again once you have disabled it.

 Note

 Remember

As a customer, you do not have access to Provisioning. To complete tasks in Provisioning, contact
your Implementation Partner. If you are no longer working with an Implementation Partner, contact
SAP Cloud Support.

2. Change the rule registered in the Rule for Deriving Job Requisition Template ID field in Position
Management Settings.
In the new integration, job requisition templates can no longer be identified using the ID. The name is used
instead. This means that you need to set the Job Requisition Template Names in the SET condition in rules.

 Note

We recommend that you always use the default name for the Job Requisition Template, since
changing or translating the name can cause problems when attempting to load the template later. You
can derive the default name from either the Job Requisition Template XML file or on the Manage
Templates screen in the Admin Center.

3. Change the rule registered in the Rule for Mapping Fields Between Position and Job Requisition field in
Position Management Settings.
○ In the new integration, job requisition templates can no longer be identified using the ID. The name is
used instead. This means that you need to set the Job Requisition Template Names in the IF condition
in rules.
○ In the new integration, job requisition SFAPI field names in the CREATE statements in rules can no
longer be used. Instead, you need to use the property names from the JobRequisition object in the
OData API Data Dictionary, which can find in the Admin Center by choosing Company Settings
OData API Data Dictionary
○ Some mapping fields have the same name, such as division or location, in both SFAPI-based
integration or the new integration. However, some fields have different names. For example, the field
jobTitle in the SFAPI-based integration needs to be changed to jobReqLocale.jobTitle as the jobTitle is
now a field of the navigation target Job Requisition Locale (jobReqLocale).

Employee Central Position Management

138 PUBLIC Appendixes
 ○ For foundation object fields, such as location, it is now sufficient to map only to external code of the
foundation object and not the string in format <fo_name> (<fo_code>).
○ The originator of the job requisition will be the login user by default. If you don’t want to specify
another originator, you don’t need to map it in the rule.
○ In the new integration, fields referring to PicklistOption must be mapped with the optionId instead of
the picklist code.

5.4 New Data Model for Right to Return and Data

Protection and Privacy

It is always important to be compliant with your local data protection and privacy laws, so we strongly
recommend that you migrate to the new data model.

From the Q1 2018 release, there is a new data model available for Right to Return. Migrating to this new data
model is optional, but please note that it is a prerequisite for using data protection and privacy functions in
Position Management.

To migrate, go to the Upgrade Center and from the Important Upgrades section, select Position Management -
Migrate Data Model for Right to Return.

Employee Central Position Management

Appendixes PUBLIC 139
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Employee Central Position Management

140 PUBLIC Important Disclaimers and Legal Information
Employee Central Position Management
Important Disclaimers and Legal Information PUBLIC 141
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