HOW TO CREATE AND EDIT POSITIONS

IN SAP HR? - SAP HR

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Use
A position represents the concrete form of a job, it is for the most part occupied by a
person and is assigned to an organizational unit (or more than one organizational unit).
An example of a position would be, therefore, secretary in the marketing
department,  whereas secretary  would be a job. A position has a definite profile and can
become vacant.
In accordance with the concept of organizational management, a position is based on
the job which describes it. This means that a position inherits the tasks and
characteristics of a job. This lowers your administrative costs. You only have to describe
the position using tasks which are not inherited.

The main advantage of this concept is to be able to determine agents independently of

individuals using SAP Business Workflow. You can create and edit positions in both
the Basic Organizational Plan  and Reporting Structure areas of Simple Maintenance.
Creating Positions
 Prerequisites
You create positions whenever you want to add new positions to an organizational
structure. You use this function to select the organizational unit to which you want to
assign one or more positions. In Simple Maintenance,  you can create numerous
positions at once.
It is best to create positions by copying jobs. Choose the job which forms the basis of
the position and create a position name using the name of the job. The
position secretary in the marketingdepartment  will be derived from the job secretary. This
procedure offers two clear advantages, the system:
 Automatically creates a relationship between the job and the positions.
This is relationship A/B 007.

 Assigns newly created positions to the organizational unit in use.

This is relationship A/B 003.
Procedure
1. If you are working with staff assignments for a particular organizational unit,
select Edit  _ Create  _ Positions  from the Change Staff Assignments  screen (If you
double click on the correct organizational unit, the Change Organizational
Structure  screen will appear).
The Create Positions  dialog box appears.

2. If you are working with staff assignments for the entire organizational
structure, select the organizational unit where the new position should be
assigned.
3. Choose Edit  _ Create  _ Positions.  The Create Positions  dialog box appears.
4. In the Describing job  field, select the job to be copied.
If a suitable job does not exist, you can create a new job by choosing Create job.
5. In the Position  field, enter data as required.
6. Save your entries.
If the position assignment is inappropriate – that is, some or all of the positions should
be assigned to other organizational units – you can easily re-assign the positions using
the move  feature. (This is only possible from the Change StaffAssignment  screen).
You can also create positions using the Change Position Hierarchy  screen following the
above procedure.
Renaming Positions
Prerequisites
 Rename positions if you want to edit a position’s object abbreviation or object name.

Procedure
1. On the Change Staff Assignments  or Change Position Hierarchy  screen,
choose the position that you want to rename.
2. Choose Edit  ® Change  ® Rename.  The Rename  dialog box appears.
3. In the Object abbr., Name  and Validity period  fields, enter data as required.
4. Save your entries.
Delimiting Positions
Prerequisites
Delimit positions if you want to change their validity periods, so that the end date occurs
sooner than stated.

This can be necessary to eliminate a position due to a corporate downsizing. When you
delimit objects, the system delimits any infotypes appended to the object, to the same
date.

Procedure
1. On the Change Staff Assignments  or Change Position Hierarchy  screen,
choose the position that you want to delimit.
2. Select Edit  ® Delimit  ® Object. The Delimit Object  dialog box appears.
3. Choose Delimit Date. The Delimit Object  dialog box appears.
4. Enter a new end date.
5. Choose Continue.
6. Choose Delimit.
Result
The system delimits the object and the validity period. You can see the changed dates
using View  _ Object Period  or Relationship Period  on the right of th tree structure.
Deleting Positions
Prerequisites
Only delete positions if you want to erase all record of a position from the database.
When you delete positions, the system deletes all infotypes appended to the position as
well. The system keeps no historical information.

Deletions should only be necessary if positions have been created incorrectly or by

accident. To change the validity period, use the delimit  function.
Procedure
1. On the Change Staff Assignments  or Change Position Hierarchy  screen,
choose the position that you want to delete.
2. Select Edit  ® Delete  ® Object. The Delete Object  dialog box appears.
3. Choose Delete.
Moving Positions
Prerequisites
Move positions if you want to change the assignment of positions to organizational
units.

If you are changing the assignment of a position to an organizational unit at a certain

time, delimit the existing relationship (A/B 003) from this time and create a new
relationship between the position and the organizational unit.

You move positions on the Change Staff Assignments  screen. To see the procedure for
moving positions see, Moving Organizational Units.
Rearranging Positions
You can shuffle the sequence in which positions are arranged within a level of the
hierarchy. By doing so, you change the priority of relationship records used in the
structural evaluation.

Procedure
1. On the Change Staff Assignments  or Change Position Hierarchy  screen,
choose the position whose position you want to change.
2. Select Edit  _ Move  _ Sequence.  A screen appears displaying the position you
wish to move using a symbol.
3. Select the organizational unit above or below the one you want to move and
choose Edit  _ Insert above  or Insert below.
Result
The displayed sequence of positions changes. You can also display the changes on the
Maintain Plan Data: Select Infotypes screen in Detail Maintenance.

Displaying Changes in Detail Maintenance

1. On the Change Staff Assignment  screen, choose a position, then
choose Goto  _ Object Description.
The Maintain Plan Data: Select infotype  screen appears in Detail Maintenance.

2. Choose Relationships  _ Display.  The Add Relationship  screen appears.

Result
 In the Priority  field, the alphabetic characters showing relationship priorities have
changed. Chief positions will be always be displayed first and can only be arranged
again separately.
Prioritizing Positions
Prerequisites
A position designated as the chief position for an organizational unit always appears
first (closest to the top) in its respective level of the tree structure.

Procedure
1. On the Change Staff Assignments  screen, choose the organizational unit you
want to edit.
2. Choose Edit  _ Priority  _ Positions.  The Priority of Positions  dialog box
appears.
3. In the Priority  field, enter priority numbers for each position.
4. Save your entries.
Creating Chief Position Assignments
Prerequisites
A chief position is a position you designate to become the leader of a particular
organizational unit. It is not mandatory to designate leaders of organizational units.
Chief positions are identified in the tree structure by an indicator .

If you decide to designate leaders, you are creating relationship infotype records
between organizational units and positions. (This is relationship A/B 012.)

The system allows you to name numerous positions as chief positions, even though
they are assigned to the same organizational unit. (In some companies, certain areas
may be led by more than one person.) You must make sure that there are only as
many chief positions as would realistically be required.
Having a chief position is important for Workflow applications, amongst other things.
With the help of this indicator, SAP Business Workflow  can address a task to the
superior of a position holder, the authorization of a wage rise for example.
To set up a reporting structure, you must do so in Detail Maintenance,  or in the reporting
structure area of Simple Maintenance.
Procedure
1. On the Staff Assignments  screen, choose the position that becomes the
leader of an organizational unit.
2. Choose Edit  _ Chief Position  _ Create
The Create Chief  screen appears, displaying the organizational unit and the
position.

3. If necessary, choose Period  to adjust the validity period of the chief

relationship between positions and the organizational unit.
The Validity Period  dialog box appears.
a. In the fields, enter data as required.
b. Choose Continue. Otherwise, skip to step 4.

4. Save your entries.

Result
The system saves the change. The Change Staff Assignments  screen appears. An
indicator appears beside the position designated as the leader.
Delimiting/Deleting Chief Position Assignments
Prerequisites
When you delimit a chief position assignment, you are delimiting the infotype record A/B
012 between the position and the organizational unit involved. You delimit when you
want to change the validity period of a position, so that the end date occurs sooner than
stated. You might want to do this, for example, if there is a re-organization at your
company.

When you delete a chief position assignment, you are deleting the infotype record A/B
012 between the position and the organizational unit involved.

Delimiting Chief Relationships

1. On the Change Staff Assignments  screen, choose the position whose chief
position you want to change.
2. Choose Edit  _ Chief Position  _ Delimit
The Delimit Chief  dialog box appears, displaying the organizational unit and the
position concerned.

3. Choose Delimit Date... The Delimit Chief  dialog box appears.

4. In the Validity period  field, enter a new end date.
5. Choose Continue.
6. Choose Delimit.
 You can display the delimited relationship by double-clicking on the symbol for the
chief indicator and entering the relationship period in the Organizational
Assignment screen.
Deleting Chief Relationships
1. On the Change Staff Assignments  screen, choose the position whose chief
relationship you want to change.
2. Choose Edit  _ Chief Position  _ Delete.
The Delete Chief  dialog box appears, displaying the organizational unit and the
position concerned related by relationship A/B 012.

3. Choose Delete.
Assigning Holder Positions
Prerequisites
You use this feature to determine which person (employee) or R/3 user occupies a
position. By assigning a position, R/3 users in Workflow can, directly or indirectly - by
their relationship with employees - be determined as agents of work items.

If you have got Personnel Administration set up, the system knows which employees are
assigned to positions. Employees must be linked with R/3 users so that R/3 users can
be recognized as agents. This relationship must be maintained in
infotype Communication (105)  of the Master Data area.
If you are not using Personnel Administration, users are directly assigned to positions
and are immediately established as agents of particular single-step tasks.

If you assign positions to holders, you create relationship records, this is relationship
A/B 008.

Procedure
1. On the Change Staff Assignments  or Change Position Hierarchy  screen,
choose the position that you want to assign.
2. Choose Edit  ® Assign  ® Holder. The Assign Holder  dialog box appears.
3. In the Type, Name, Staffing percentage,  and Period  fields, enter data as
required.
4. Save your entries. The tree structure displays the holder of the position.
To un-assign a position holder, you must either delimit, or delete, the relationship
record between the position and the holder (employee or system user).
 Determining Staffing Percentages
Prerequisites
The staffing percentage that you enter in Simple Maintenance determines what
percentage of an employee’s time he occupies a position. If a holder has worked, for
example, up to now for 40 hours per week and then works part time for 20 hours a week,
the staffing percentage which relates to him will drop from 100 to 50%.

If you want to know what percentage of time a position is occupied, start the
report RHSBES00. The percentage given in this report relates to the position.
Procedure
1. On the Change Staff Assignments  screen, choose the holder whose staffing
percentage you want to change.
2. Choose Edit  _ Change  _ Staff. Percentage.  The Assign Holder  dialog box
appears.
3. Change the staffing percentage and save your entries.
If the staffing percentage is over 100%, an error message or warning appears.Otherwise,
the system warns you that overlapping records will be deleted.To save the new entry,
choose Continue.To change the new entry, choose New entry.
Replacing Users with Employees
Prerequisites
The following describes how to replace the assignment User  _ Position  with the
assignment Employee  _ Position. This function is only necessary under certain
circumstances.
Some customers using Organizational Management  may not necessarily use all of the
functions of Human Resources. In this situation, the customer identifies the holders of
positions by assigning users to positions. However, the customer might later decide to
use the complete Human Resources  package of Organizational Management.
To take full advantage of all Human Resource functions, employees should be directly
related with positions. Employees act as a link between Organizational
Management  and PersonnelAdministration.
When you execute a replacement, the system assigns the employee to the position, and
deletes the original relationship record between the user and the position.
 In order for the system to do this, the Employee  _ User  relationship must be maintained
in the Communication  infotype (0105), in Personnel Administration.
Procedure
1. On the Change Staff Assignments  screen, select the user and
choose Edit  _ Change  _ Replace user.
The Replace User with Person  dialog box appears. Sometimes the dialog box
contains more than one entry for a user, this happens if the user has more than one
user master record. In this case, you must select one record for replacement. If it is
appropriate to replace the remaining records, you must go back and replace them one
at a time.
2. Choose Continue.
This feature handles replacements one assignment at a time. To replace a large
number of replacements, start report RHREPL20.

Delimiting Relationships
Prerequisites
Delimit relationships between organizational units if you want a relationship to end
sooner than stated. This can be necessary, for example, if there is a reorganization at
your company.

Depending on where you are working in Simple Maintenance, you might be delimiting the
relationship between positions and:
 Organizational units (this is relationship A/B 003)
 Holders (this is relationship A/B 008)
 Positions (this is relationship A/B 002)
 Jobs (this is relationship A/B 007)
 Tasks (this is relationship A/B 007)
Procedure
1. On the Change Staff Assignments  or Change Reporting Structure  screen,
choose the infotype record you want to delimit.
2. Choose Edit  ® Delimit  ® Relationship. The Delimit Relationship  dialog box
appears.
3. Choose Delimit Date. The Delimit Relationship  dialog box appears.
4. Enter a new end date.
5. Choose Continue.
6. Choose Delimit.
Result
 The system delimits the relationship period which you can display by
selecting View  _ Relationship Period.
Deleting Relationships
Prerequisites
You delete relationships (assignments) when you want to erase all traces of a
relationship from the database. The system keeps no historical information.

Deletions should only be necessary, for example, when you incorrectly or accidentally
create a relationship record. If the objects involved are being reorganized, then it is more
appropriate to move, or delimit, the objects.

When you work with positions, you might be deleting relationship infotype records
between positions and :

 Organizational units (this is relationship A/B 003)

 Holders (this is relationship A/B 008)
 Positions (this is relationship A/B 002)
 Jobs (this is relationship A/B 007)
 Tasks (this is relationship A/B 007)
If you delete relationship records, the subordinate object is also removed from the tree
structure. The system does not delete the object! However, it cannot display the object
in the tree structure unless there is a relationship. To fix this, you must go into Detail
Maintenance, and create a new relationship record.
Procedure
1. On the Change Staff Assignments  or Change Position hierarchy  screen,
choose the relationship infotype record you want to delete.
2. Choose Edit  ® Delete  ® Relationship. The Delete Relationship  dialog box
appears, displaying the affected objects.
3. Choose Delete.
Assigning Unrelated Positions
Prerequisites
If you create positions in Simple Maintenance,  it is not necessary to assign positions to
an organizational unit. The system automatically carries out the assignment when you
have created an organizational unit or if you are working with an organizational unit.
 However, if you create positions in Detail Maintenance,  they will not automatically be
assigned to an organizational unit. It is therefore possible that your organizational plan
might include unassigned or unrelated positions.
Using the following procedure, you can assign positions to organizational units and
create a relationship this is relationship A/B 003

Procedure
1. On the Change Staff Assignments  or Change Reporting Structure  screen,
choose the organizational unit that is to become the parent of the unassigned
position(s).
2. Choose Edit  ® Assign ® Position. The Choose Position  dialog box appears.
3. In the Search string  field, look up the position(s) you want to assign.
Choose Continue. If the system finds more than one position, a list of all positions
found appears. The search lists all positions in the organizational plan — not just
those that are unrelated.
4. Choose each position you want to assign, and select Transfer. The Position
Assignment  dialog box appears, showing the new assignment.
5. If you decide not to assign the position(s) to the proposed placement, you
can deselect the appropriate Position Assignment  indicator(s).
If the system finds only one position, the Position Assignment  dialog box appears,
showing the proposed placement.
6. If necessary, you can search for positions in the Structure Search  field.
7. If necessary, choose Period  to adjust the validity period of the relationship
between positions and the organizational unit.
The Validity Period  dialog box appears.
a. Enter data as required.
b. Choose Continue. Otherwise, skip to step 8.

8. Choose Assign.