IMPLEMENTATION GUIDE | CONFIDENTIAL

SAP SuccessFactors Employee Central

Document Version: Q4 2018 – 2018-11-30

Employee Central Position Management

© 2018 SAP SE or an SAP affiliate company. All rights reserved.

THE BEST RUN

Content

1 Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
1.1 What is Position Management?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
1.2 What's New in Position Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
1.3 Data Protection and Privacy Content is Centralized. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

2 Basic Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
2.1 Important Initial Settings for Position Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8
2.2 Permissions and Workflows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
General Permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Position-Related Permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Approval Workflows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
2.3 Defining The Position Object. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Field Labels and Visibility. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Propagation Of Job-Related Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Default Values. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Automatic Generation of Position Code. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Searchable Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19
Creating New Positions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19
2.4 Sychronization. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Define Synchronization of Common Position and jobInfo Fields for Position Reclassification and
Position Transfer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Defining a Leading Hierarchy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Synchronization Between Position and Incumbent. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
2.5 Define Fields to Be Copied. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49
2.6 Automatic Update Of “To Be Hired” Field. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
2.7 Standard Hours. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Determining Standard Weekly Hours. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
2.8 Optimistic Locking. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
2.9 Position Organization Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Setting Up The Position Organization Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Deep Link Parameters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

3 Enhanced Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
3.1 Position Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Workflow for Position To Job Synchronization. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
To whom shall the direct reports report if the manager leaves the position?. . . . . . . . . . . . . . . . . . . . 67
Adapt Reporting Line If Position Hierarchy Is Changed. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Employee Central Position Management

2 CONFIDENTIAL Content
 Synchronize position matrix relationships to job relationships of incumbents?. . . . . . . . . . . . . . . . . . 71

Position Type Examples. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

Transition Periods in Position Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

3.2 Mass Creation of Positions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .72

3.3 Mass Changes to Positions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

3.4 Shared Positions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

3.5 Capacity Control. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

3.6 Forward Propagation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .82

3.7 Right to Return. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

3.8 Matrix Relationships. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

Matrix Relationships And Sync. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

Restricting Access To Positions Based On Matrix Relationships. . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

3.9 Execute Position Processes During Job Information Import. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .93

Event Reasons. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .96

3.10 Moving Positions When Changing An Employee's Supervisor Assignment. . . . . . . . . . . . . . . . . . . . . . . 97

3.11 Showing Pay Range on Position. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

3.12 Rule Functions in Position Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102

3.13 Configuring the Position Default or Supervisor Default. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105

3.14 Using the Check Tool. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106

Benefits of the Check Tool. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

Check Results. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

Creating Support Tickets from the Check Tool. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

3.15 Automated Daily Hierarchy Adaptation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109

3.16 Transition Periods. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .111

3.17 Employee Termination. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112

4 Integration with BizX Suite Applications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113

4.1 Setting Up Integration with Recruitment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113

Viewing Job Requisitions in the Position Organization Chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121

Mapping Job Requisition Picklist Values in OData Integration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124

4.2 Integration with Succession Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127

5 Appendixes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128

5.1 Fields in Position Object. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128

5.2 Functions for Position Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132

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. . . . . . . . . . . . . . . . . . . . . . . . . . 140

Employee Central Position Management

Content CONFIDENTIAL 3
1 Introduction

What is Position Management? [page 4]

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

What's New in Position Management [page 5]

This document describes changes to this guide for the recent releases. If the information you are looking
for is not described in this guide or if you find something described incorrectly, please send an email to
[email protected].

Data Protection and Privacy Content is Centralized [page 6]

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

1.1 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.

Employee Central Position Management

4 CONFIDENTIAL Introduction
1.2 What's New in Position Management

This document describes changes to this guide for the recent releases. If the information you are looking for is not
described in this guide or if you find something described incorrectly, please send an email to
[email protected].

Q4 2018

What's New More Info

There are now two versions of the Is Position Below User's Posi­ Rule Functions in Position Management [page 102]
tion in Hierarchy rule function.

We've added some information on what the automated daily Automated Daily Hierarchy Adaptation [page 109]
adaptation job is intended for.

Q3 2018

What's New More Info

We've added a note that it's important to keep the objects in Define Synchronization JobInfo to Position [page 39]
the JobInfo to Position rule in sync with the hierarchy structure
of certain pay scale objects, as otherwise it's possible for users
to create inconsistent data.

We've updated the information about the Check Tool. Take a look at the new Check Tool section.

We've added some information on restrictions to employee ter­ Employee Termination [page 112]
mination.

We've updated the information on fields in the Position object. Fields in Position Object [page 128]

Q2 2018

What's New More Information

It is now possible in PP3 to move positions when changing an Moving Positions When Changing An Employee's Supervisor
employee's supervisor assignment. Assignment [page 97]

Employee Central Position Management

Introduction CONFIDENTIAL 5
What's New More Information

The section on the Position Organization Chart has been Position Organization Chart [page 58]
moved under Basic Setup, and has been entirely rewritten in
order to provide more detailed information.

Added a note that it's important to keep the objects in the Posi­ ● Define Synchronization Position to JobInfo [page 35]
tion to JobInfo rule in sync with the hierarchy structure of cer­ ● Define Rule [page 40]
tain pay scale objects, as otherwise it's possible for users to
create inconsistent data.

Q1 2018

What's New More Information

There is a new data model available for Right to Return. You can Right to Return [page 85]
continue using the old data model if you like, but please note
that the new data model is necessary for using certain new
data protection and privacy functions (for example, data block­
ing). As such, we strongly recommend that you migrate to the
new model.

You can migrate to the new model in the Upgrade Center.

Once you migrate to the new data model for Right to Return,
it's important that you not longer set the Visibility field for Right
to Return.

In order to ensure that this doesn't happen by accident, the fol­

lowing check is now available in the Check Tool: Visiblity of
Right to Return

There is another new check, Position Management Settings,

that verifies that all mandatory fields have been set.

There are new data protection and privacy functions available. Data Protection and Privacy Content is Centralized [page 6]

1.3 Data Protection and Privacy Content is Centralized

Please 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 is implemented suite-wide, and not product-by-product, so we
centralized data protection and privacy information content. Please see the latest data protection and privacy
content for information about setting up and using data protection and privacy features.

Employee Central Position Management

6 CONFIDENTIAL Introduction
  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

Latest data protection and privacy release information

Employee Central Position Management

Introduction CONFIDENTIAL 7
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.

Employee Central Position Management

8 CONFIDENTIAL Basic Setup
Related Information

General Permissions [page 9]

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
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. Note that, if a user has one or more of the View History, Correct, or Delete position
permissions, he or she also needs the Read/Write Permission on Metadata Framework.
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.

Employee Central Position Management

Basic Setup CONFIDENTIAL 9
 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 10]

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.

Employee Central Position Management

10 CONFIDENTIAL Basic Setup
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.

Employee Central Position Management

Basic Setup CONFIDENTIAL 11
  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 assigned to 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.

Employee Central Position Management

12 CONFIDENTIAL Basic Setup
Here's how you set this up:

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.

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 onValidate of the position object definition. You do this in the Admin Center by
choosing Configure Object Definitions.
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.

Employee Central Position Management

Basic Setup CONFIDENTIAL 13
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 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.
5. 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.
6. 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.
7. 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.

Employee Central Position Management

14 CONFIDENTIAL Basic Setup
Related Information

Default Values [page 16]

Define Synchronization of Common Position and jobInfo Fields for Position Reclassification and Position Transfer
[page 20]
Fields in Position Object [page 128]

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. In the Company
Processes & Cycles portlet, select Company Settings Configure Object Definitions
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.

Employee Central Position Management

Basic Setup CONFIDENTIAL 15
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

16 CONFIDENTIAL Basic Setup
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

Employee Central Position Management

Basic Setup CONFIDENTIAL 17
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.

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.

Employee Central Position Management

18 CONFIDENTIAL Basic Setup
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.

 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.

Employee Central Position Management

Basic Setup CONFIDENTIAL 19
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.

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

Procedure

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. 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.

Before creating new rules in the system, make sure a meaningful entry for picklist ruleType is maintained. In all the
examples below, ruleType PositionManagement is used.

Employee Central Position Management

20 CONFIDENTIAL Basic Setup
Related Information

Position Reclassification and Position Transfer [page 45]

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. In the Company Processes & Cycles portlet, select Employee Files 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.
○ There is also an option to suppress 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 109] 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 Adaption 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.

Employee Central Position Management

Basic Setup CONFIDENTIAL 21
2.4.2.1 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 hi­ Change the higher-level posi­ The supervisor of all employees assigned to the -

erarchy tion in the position organiza­ changed position is changed. This means that the
tion chart, in the MDF UI system determines the next available supervisor

(Admin Center: Employee from the changed position hierarchy and the in­
cumbents of the changed position will report to
Files Manage Positions ),
this supervisor. If there isn’t a supervisor, the in­
or when importing positions.
cumbents won’t report to any supervisor (any­
more).

Reporting The reporting line hierarchy is not changed – this -

line hierar­ means that the position hierarchy is now different

chy from the reporting line hierarchy.

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

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

Employee Central Position Management

22 CONFIDENTIAL Basic Setup
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 em­
chy
ployee’s position is changed. The new higher-
level position will be the new supervisor’s po­
sition.
If the new supervisor doesn’t have a position,
the employee’s position won’t have any
higher-level position (anymore). If the super­
visor is changed to No Manager, the employ­
ee’s position won’t have any higher-level po­
sition (anymore) either.
● If the employee’s position is not a shared po­
sition, 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 supervisor’s po­
sition.

 Note
If the field Search for Position in Position
Reclassification is set to Yes in the Posi­
tion Management Settings, then the sys­
tem searches for a matching position
first.

The lower-level positions whose incumbents

report to the changed employee will be trans­
ferred to the newly created position.

Employee Central Position Management

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

Position hi­ Change the position in the em­ Effects on the user interface: When the admin se­ *1 Direct reports of the
erarchy ployee’s job information (by lects a position, the Supervisor field is filled auto­ changed employee means
selecting Change Job and matically with the next available supervisor in the those incumbents in positions
Compensation Info on the position hierarchy. below the changed employee’s
Update Employee Records position who actually report to
The direct reports *1 of the changed employee will
screen). this changed employee (this
report to the employee's previous supervisor *2
means, the changed employee
irrespective of whether the previous position was
is maintained in the Supervi­
a shared position or not. If there isn’t any supervi­
sor field of the their job infor­
sor in the position hierarchy, the incumbents
mation records).
won’t report to any supervisor (anymore).
*2 The employee’s previous
All incumbents of the lower-level positions of the
supervisor is not necessarily
changed employee's newly assigned position will
the actual supervisor who is
report to the changed employee - provided that
maintained in the Supervisor
this position doesn’t have any incumbents yet. *3
field of the employee’s job in­
If the position already has other incumbents, only
formation record. It’s the pre­
those incumbents of lower-level positions who
vious supervisor according to
don't report to any of these incumbents will report
the position hierarchy, but ide­
to the changed employee.
ally the position hierarchy and
the reporting line hierarchy
are in sync. If the hierarchies
aren’t in sync (that is, the su­
pervisor maintained in the Su­
pervisor field is not the incum­
bent of the higher-level posi­
tion of the employee’s previ­
ous position), the system de­
termines the supervisor based
on the position hierarchy.

*3 To whom should the direct

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

● To no manager
● To another incumbent on
the position (if the posi­

Employee Central Position Management

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

tion has other incum­

bents)

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

line hierar­ tion of the previous position,
● When the administrator selects a supervisor,
chy the system checks if all in­
the Incumbent of Parent Position field is filled
cumbents assigned to this
automatically and the Position field is filled
lower-level position report to
automatically with a suitable position.
the changed employee. Only in
● When the administrator selects an employee
this case will the lower-level
in the Incumbent of Parent Position field, the
position become the lower-
Supervisor field is filled automatically and
level position of the changed
the Position field is filled automatically with a
employee’s newly assigned
suitable position.
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 po­
sition.

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 incum­
bents report to the changed employee will be
transferred to the employee’s newly assigned po­
sition. *4

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

erarchy sign to a position.

● When the administrator selects a position,
the Supervisor field is filled automatically
with the next available supervisor in the posi­
tion 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

Basic Setup CONFIDENTIAL 25
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 supervisor,
chy
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 employee
in the Incumbent of Parent Position field, the
Supervisor field is filled automatically and
the Position field is filled automatically 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

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

Position hi­ Position assignment changed The system always searches for a position below *5 Direct reports of the
erarchy in position reclassification be­ the current higher-level position. changed employee means
cause the previous position those incumbents in positions
The direct reports of the changed employee *5
was a shared position. An ex­ below the changed employee’s
will report to the employee's previous supervisor.
isting position was found. position who actually report to
*6 If there isn’t any supervisor in the position hier­
this changed employee (this
archy, the incumbents won’t report to any super­
means, the changed employee
visor (anymore).
is maintained in the Supervi­
All incumbents of the lower-level positions of the sor field of the their job infor­
changed employee’s newly assigned position will mation records).
report to the changed employee - provided that
*6 The employee’s previous
the position that was found doesn’t have any in­
supervisor is not necessarily
cumbents yet.
the actual supervisor who is
*7 If the position already has other incumbents, maintained in the Supervisor
only those incumbents of lower-level positions field of the employee’s job in­
who don't report to any of these incumbents will formation record. It’s the pre­
report to the changed employee. vious supervisor according to
the position hierarchy, but ide­
ally the position hierarchy and
the reporting line hierarchy
are in sync. If the hierarchies
aren’t in sync (that is, the su­
pervisor maintained in the Su­
pervisor field is not the incum­
bent of the higher-level posi­
tion of the employee’s previ­
ous position), the system de­
termines the supervisor based
on the position hierarchy.

*7 To whom should the direct

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

● To no manager
● To another incumbent on
the position (if the posi­

Employee Central Position Management

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

tion has other incum­

bents)

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 transferred
lower-level position report to
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

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

Position hi­ Position assignment changed The system always creates the position below the *9 Direct reports of the
erarchy in position reclassification be­ current higher-level position. changed employee means
cause the previous position those incumbents in positions
The direct reports of the changed employee *9
was a shared position. A new below the changed employee’s
will report to the employee's previous supervisor.
position was created. position who actually report to
*10 If there isn’t any supervisor in the position hi­
this changed employee (this
erarchy, the incumbents won’t report to any su­
means, the changed employee
pervisor (anymore). *11
is maintained in the Supervi­
sor field of their job informa­
tion records).

*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 ide­
ally the position hierarchy and
the reporting line hierarchy
are in sync. If the hierarchies
aren’t in sync (that is, the su­
pervisor maintained in the Su­
pervisor field is not the incum­
bent of the higher-level posi­
tion of the employee’s previ­
ous position), the system de­
termines the supervisor based
on the position hierarchy.

*11 To whom the direct reports

should report when the
changed employee leaves the
position can be configured dif­
ferently than the default sys­
tem behavior with the help of
position type, or you can use
one of these options::

● To no manager
● To another incumbent on
the position, provide that

Employee Central Position Management

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

the position has other in­

cumbents.

Reporting The system always creates the position below the *12 For each lower-level posi­
line hierar­ 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 transferred
lower-level position report to
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

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

Position hi­ Position assignment changed The system always searches for a position below *13 Direct reports of the
erarchy in position transfer. An exist­ the supervisor's position. changed employee means
ing position was found. those incumbents in positions
The direct reports of the changed employee *13
below the changed employee’s
will report to the employee's previous supervisor
position who actually report to
*14 irrespective of whether the previous position
this changed employee (this
was a shared position or not. If there isn’t any su­
means, the changed employee
pervisor in the position hierarchy, the incumbents
is maintained in the Supervi­
won’t report to any supervisor (anymore). *15
sor field of their job informa­
All incumbents of the lower-level positions of the tion records).
changed employee's newly assigned position will
*14 The employee’s previous
report to the changed employee - provided that
supervisor is not necessarily
the position that was found doesn’t have any in­
the actual supervisor who is
cumbents yet.
maintained in the Supervisor
If the position already has other incumbents, onlyfield of the employee’s job in­
those incumbents of the lower-level positions who formation record. It’s the pre­
don't report to any of those incumbents will re­ vious supervisor according to
port to the changed employee. the position hierarchy, but ide­
ally the position hierarchy and
the reporting line hierarchy
are in sync. If the hierarchies
aren’t in sync (that is, the su­
pervisor maintained in the Su­
pervisor field is not the incum­
bent of the higher-level posi­
tion of the employee’s previ­
ous position), the system de­
termines the supervisor based
on the position hierarchy.

*15 To whom the direct re­

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

● To no manager
● To another incumbent on
the position, provide that

Employee Central Position Management

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

the position has other in­

cumbents.

Reporting The system always searches for a position below *16 For each lower-level posi­
line hierar­ 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 in
If the employee’s previous position was a shared this case will the lower-level
position, the lower-level positions whose incum­ position become the lower-
bents report to the changed employee will be level position of the changed
transferred to the position that was found. *16 employee’s newly assigned
position.

Employee Central Position Management

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

Position hi­ Position assignment changed The system always creates the position below the *17 Direct reports of the
erarchy in position transfer. A new po­ supervisor's position. changed employee means
sition was created. those incumbents in positions
Direct reports of the changed employee *17 will
below the changed employee’s
report to the employee's previous supervisor *18
position, who actually report
irrespective of whether the previous position was
to this changed employee
a shared position or not. If there isn’t any supervi­
(this means, the changed em­
sor in the position hierarchy, the incumbents
ployee is maintained in the Su­
won’t report to any supervisor (anymore). *19
pervisor field of their job infor­
mation records).

*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 pre­
vious supervisor according to
the position hierarchy, but ide­
ally the position hierarchy and
the reporting line hierarchy
are in sync. If the hierarchies
aren’t in sync (that is, the su­
pervisor maintained in the Su­
pervisor field is not the incum­
bent of the higher-level posi­
tion of the employee’s previ­
ous position), the system de­
termines 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 dif­
ferently than the default sys­
tem behavior with the help of
position types, or you can use
one of these options:

● To no manager
● To another incumbent on
the position, provide that

Employee Central Position Management

Basic Setup CONFIDENTIAL 33
If you And you do the following... This happens... Note the following...
choose
this lead­
ing hierar­
chy ...

the position has other in­

cumbents.

Reporting The system always creates the position below the *20 For each lower-level posi­
line hierar­ 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 newly created position.
the changed employee. Only in
If the employee’s previous position was a shared this case will the lower-level
position, the lower-level positions whose incum­ position become the lower-
bents report to the changed employee will be level position of the changed
transferred to the newly created position. *20 employee’s newly assigned
position.

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

ployee's job information. is automatically filled when an employee is se­

lected 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 nor -

employee's job information the Position field is filled automatically when a su­
pervisor 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 transfer,

the new position is created below the supervisor'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 93]
documentation for more information..

2.4.3 Synchronization Between Position and Incumbent

Define Synchronization Position to JobInfo [page 35]

Employee Central Position Management

34 CONFIDENTIAL Basic Setup
 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 39]

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.
● 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 58]

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 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:

Employee Central Position Management

Basic Setup CONFIDENTIAL 35
  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 21]
○ 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 Admin Tools. In the Company Processes & Cycles portlet, select Employee Files
Position Management Settings and 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 Tools under Position Management Settings.
The settings are on the Synchronization tab.

Employee Central Position Management

36 CONFIDENTIAL Basic Setup
 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.

 Note

If the position is changed in the Manage Data page or Manage Position page, sync to the incumbents is
never executed.

If you want to use this rule also for UI propagation, add the rule as onChange rule to the hris-field 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:

Employee Central Position Management

Basic Setup CONFIDENTIAL 37
 ○ 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.

 Note

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

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 39]

Workflow For Synchronizing Position To Job Information [page 39]

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38 CONFIDENTIAL Basic Setup
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 in chapter 3.1 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 EC Upload EC Master Picklist

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 all
Reclassification or Position Transfer
event reasons in which you set this field.
in event reasons

Employee Central Position Management

Basic Setup CONFIDENTIAL 39
  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 35]

Define Rule [page 40]
Change Visibility of the implicit-position-action Field [page 43]
Upload Employee Central Master Picklists [page 43]
Set Follow-Up Activity in Position Field [page 44]
Position Reclassification and Position Transfer [page 45]

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

40 CONFIDENTIAL Basic Setup
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:

Employee Central Position Management

Basic Setup CONFIDENTIAL 41
  Note

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

 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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42 CONFIDENTIAL Basic Setup
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 44] 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.
2. Review the picklist and modify, as required.

Employee Central Position Management

Basic Setup CONFIDENTIAL 43
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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44 CONFIDENTIAL Basic Setup
2.4.3.2.5 Position Reclassification and Position Transfer

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 so Position reclassification
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 sys­
fined rule. tem 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 affect direct re­
ports and lower-level positions.

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

rent 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.

Employee Central Position Management

Basic Setup CONFIDENTIAL 45
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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46 CONFIDENTIAL Basic Setup
2.4.3.2.6 Define Stable Headcount Area

Context

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. In the Company Processes & Cycles portlet, select Employee Files Position Management Settings and go
to 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 position
that has status To Be Hired exists below the current higher-
level position and assigns the employee to this position.

Employee Central Position Management

Basic Setup CONFIDENTIAL 47
When this activity takes place... The system deals with FTE value as follows:

Position reclassification: new position created In a position reclassification activity, the system creates a new
position if no matching position was found or the customer de­
fined 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” posi­
tion belong to the same stable headcount area, the FTE
value of the position left behind is reduced by the transfer­
red 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.

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

● Transfer within stable headcount area

If the employee is transferred to an existing position 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 not re­
duced.
● Transfer outside stable headcount area
If the employee is transferred to an existing position below
the new manager and the position left behind and the “re­
ceiving” position do not belong to the same stable head­
count area, the FTE value of the position left behind is not
reduced either.

Employee Central Position Management

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

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

● Transfer within stable headcount area

If the employee is transferred to a newly created position
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 position
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.

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.

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.

Employee Central Position Management

Basic Setup CONFIDENTIAL 49
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.

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 choose When an employee is unassigned from a position, you can
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 is never set to To Be Hired when an employee is unassigned
assigned to the position. from the position.
● Always ● Always
Select this option to define that the position status To Be Select this option to define that the position status is al­
Hired is always reset as soon as an employee is assigned ways set to To Be Hired when an employee is unassigned
to a position. 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 Be Select this option to define that the position status To Be
Hired is only reset when an employee is assigned to the Hired is only set when an employee is unassigned from the
position if the planned FTE value for the position has been position if the current FTE value for the position is below
reached. 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".

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50 CONFIDENTIAL Basic Setup
● 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.

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.

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Basic Setup CONFIDENTIAL 51
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.

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.

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.

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52 CONFIDENTIAL Basic Setup
  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.

Employee Central Position Management

Basic Setup CONFIDENTIAL 53
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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54 CONFIDENTIAL 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 hris-fields 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 CONFIDENTIAL 55
As with the others, you need to include this trigger in the Succession Data Model.

Related Information

Calculating Full-Time Equivalents [page 56]

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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56 CONFIDENTIAL 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.

Employee Central Position Management

Basic Setup CONFIDENTIAL 57
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.

2.9 Position Organization Chart

As a 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 9].

Accessing and Navigating in the Chart

To find the Position Organization Chart, go to Company Info Position Org Chart . You will 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.

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  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.

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 61]), 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 multiple
incumbents, as well as the current status of the position (for
example, active, inactive, or the incumbent is on global assign­
ment).

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 position,
and as of when. If you want to see more details about a particu­
lar person, just click the quick card 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 requisition, the
number of candidates, the roles and people responsible 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 pre-filled.

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● 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 pre-filled.
● Copy Position
Create a duplicate (or duplicates) of this position with the exact same attributes. For more information, see
Mass Creation of Positions [page 72].
● Create Job Requisition
Find a new person to hold the position. For more information, see Setting Up Integration with Recruitment
[page 113].

 Note

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

Editing Positions from the Quick Card

To see more detailed information about a position, click the quick card 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.

 Note

Any changes made with Manage will not be synced to the job info of the assigned incumbents.

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.
● Hide the header section of the screen. This gives you more room in which to display the chart.

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Related Information

Deep Link Parameters [page 64]

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 9] 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.

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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 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 are immediately available the next time users log
on.

Related Information

Field Labels and Visibility [page 14]

Propagation Of Job-Related Fields [page 15]
Default Values [page 16]
Automatic Generation of Position Code [page 17]
Searchable Fields [page 19]
Creating New Positions [page 19]

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

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 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.

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.

To do any or all of these, go through the process described below.

Procedure

1. In the Admin Center, choose Employee Files 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:

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● For default position type RP (Regular Position)
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.

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 111] 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 58] 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 Employee Files 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.
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 Employee Files
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:

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.

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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 58]

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.

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

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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.

Position Management requires this mechanism as part of the right-to-return feature. Use the link below to take a
look at the appropriate documentation for full information on that feature.

No configuration setup is required, but this documentation provides you with some background information.

Related Information

Right to Return [page 85]

3.6.1 Example

Let's look at a forward propagation example.

Context

Procedure

1. We display a Position by going to the Admin Center and, on the Company Processes & Cycles portlet, choosing
Employee Files Manage Positions .

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 We see that this position has 2 records. Originally, it had pay grade Z09, but the history shows that a change
has been scheduled to take effect from December 1. From then, the pay grade for this position will be Z11.

2. Now we go to Admin Center again and, on the Company Processes & Cycles portlet, choosing Employee Files
Manage Data then call up the data for Position. We insert a new position record on November 1, between
the first record mentioned above and the second.

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 We make some changes to the Position date, including changing the pay grade from Z09 to Z10.
3. Now we go back to the Position record we looked at earlier.

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 We see that all the changes we made in the data have been propagated to the last position record. The
exception is the pay grade, where the system found a change was already in place and did not change it again in
line with entries made in the data. The History shows a summary of all the changes.

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.

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

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 66] 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.
○ 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.

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

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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
10] 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.

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 position-specific
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.

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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 position-specific 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 Employee Files
Position Management Settings . The relevant switch is on the Import tab.

Adapt The Non-Leading Hierarchy

To enable this process in import, you need to go to the Admin Center and choose Employee Files Position
Management Settings from the Company Processes & Cycles portlet. 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 lemading, 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 Settings 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 50] documentation for more on this.

To disable this default process in import, you need to go to the Admin Center and, from the Company Processes &
Cycles portlet, choose Employee Files 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, from the Company Processes & Cycles, portlet,
choose Employee Files 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 Company Processes & Cycles portlet in Admin Center by choosing
Employee Files Manage Data , select object type Import Queue Monitor and select the code you received by
email.

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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:

● 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 .

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.

 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.

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  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 Employee Files
Position Management Settings from the Company Processes & Cycles portlet.
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
Posting 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.
● 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.

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● 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 on-the-fly.
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 102] for details.

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

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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. Take a look at the Rule Functions in Position Management [page 102]
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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Employee Central Position Management
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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.

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 107]

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

Check Results [page 107]

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 108]

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.

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.

Possible Results of Check Tool

Result Action

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

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Result Action

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 creat­
ing a Support ticket.

Related Information

Creating Support Tickets from the Check Tool [page 108]

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.

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

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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.

Procedure

1. Go To Provisioning and schedule the “BizX Daily Rules Processing Batch” job with daily recurrence.

 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 Employee Files 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 also that the
report is designed to adapt the hierarchy on a daily basis, 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
Employee Files Monitor Job .

Results

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

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● 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.

● 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.

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● 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.
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 66] 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.

 Note

● If the employee is a manager, you have the option to transfer their direct reports to someone else. Please
note that this only transfers the people, not their positions.
● 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 Position Management Settings UI Customizing , and set Show 'Deactivate Position'
option in Employee Termination Screen to No.
● Neither the leading hiearchy nor position type settings are considered in the termination screen.

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4 Integration with BizX Suite Applications

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

Setting Up Integration with Recruitment [page 113]

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

Integration with Succession Management [page 127]

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.
● 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.
● 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.

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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.

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,

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 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.

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.

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 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".
○ 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

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116 CONFIDENTIAL Integration with BizX Suite Applications
 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 124].

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 Company
Processes & Cycles in the Admin Center and choose Employee Files Manage Permission Roles , then
scroll down to Manage Position and make the assignment.

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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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118 CONFIDENTIAL Integration with BizX Suite Applications
 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 Requisition
Processing Request that will automatically be converted to a Job Requisition on the selected creation date.

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  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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122 CONFIDENTIAL Integration with BizX Suite Applications
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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Integration with BizX Suite Applications CONFIDENTIAL 123
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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124 CONFIDENTIAL Integration with BizX Suite Applications
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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Integration with BizX Suite Applications CONFIDENTIAL 125
 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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126 CONFIDENTIAL Integration with BizX Suite Applications
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 128]

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

Functions for Position Management [page 132]

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 140]
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.

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 17]
documentation for more information on this feature.

externalName This is the position title also shown in the position organization
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 available.

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 posi­
tions. Take a look at the Position Types [page 66] documenta­
tion 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 overcharging,
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 attrib­
ute triggers the stable headcount processing when an em­
ployee is assigned to a new position during Position Transfer or
Position Reclassification.

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Appendixes CONFIDENTIAL 129
Field What it's for

multipleIncumbentsAllowed This attribute controls whether the system allows the assign­
ment 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 incumbents -
from Employee Central (EC) to ERP. Take a look at the Rep­
licating Organizational Data from Employee Central to SAP
ERP (Integration Guide) for information 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 employ­
ee'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 infor­
mation and position and can be included in the synchroniza­
tion between position and employee. When set, the job classifi-
cation can propagate other job-related fields. Take a look at the
Propagation Of Job-Related Fields [page 15] documentation
for more information on this feature.

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130 CONFIDENTIAL Appendixes
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 between
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 employee.

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

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

createdBy This field holds the user who created the position.

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

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

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Appendixes CONFIDENTIAL 131
Field What it's for

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

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 98]
documentation for more information on this feature

positionMatrixRelationship This represents a relationship of this position to another posi­

tion of a specific job relation type. Take a look at the Matrix Re­
lationships [page 90] documentation for more information on
this feature.

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

If you're still using the old data model for Right to Return, we
recommend that you migrate to the new data model in the Up­
grade Center.

5.2 Functions for Position Management

A list of functions in Position Management.

User Interface

Interface: Manage Data/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 No

bInfo)

Position Reclassification N/A

Position Transfer N/A

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

ment

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Function Available?

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

Interface: Position Organization Chart (Position Quick Card)

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)

Position Reclassification N/A

Position Transfer N/A

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

ment

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

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.

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/Unassign­ Yes. Configurable. Default: No.
ment

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

Employee Central Position Management

Appendixes CONFIDENTIAL 133
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.

Position Reclassification No

Position Transfer No

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

ment

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

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

Interface: Hire

Function Available?

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

 Note
In case of internal hire, the hierarchy adaption of the previ­
ously assigned position is not executed by Position Man­
agement.

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

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/Unassign­ Yes. Configurable. Default: No.
ment

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

Interface: Rehire

Function Available?

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

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134 CONFIDENTIAL Appendixes
Function Available?

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

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/Unassign­ Yes. Configurable. Default: No.
ment

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

Interface: Termination

Function Available?

Applying the leading Hierarchy (hierarchy adaptation) Not possible at this time.

Applying Position Type settings Not possible at this time.

Synchronization from Position to Job Information (pos2jo­ N/A

bInfo)

Position Reclassification N/A

Position Transfer N/A

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

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

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Appendixes CONFIDENTIAL 135
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
adaption will not take place.

Synchronization from Position to Job Information (pos2jo­ N/A

bInfo)

Position Reclassification Yes

Position Transfer N/A

Setting "to be hired" flag after Position Assignment/Unassign­ Yes, if "to be hired" adaption has been set up in the Position
ment 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" adaption has been set up in the Position
ment 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

Position Import/MDF OData

Function Available?

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

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

Position Reclassification N/A

Position Transfer N/A

Employee Central Position Management

136 CONFIDENTIAL Appendixes
Function Available?

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

ment

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

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. De­
bInfo) fault: No.

Position Reclassification Yes. Configurable. Default: No.

Position Transfer Yes. Configurable. Default: No.

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

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

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. De­
bInfo) fault: No.

Position Reclassification Not possible at this time.

Position Transfer N/A

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

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 CONFIDENTIAL 137
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. De­
bInfo) fault: No.

Position Reclassification Not possible at this time.

Position Transfer N/A

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

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

Termination Details Import (OData EmpEmploymentTermination)

Function Available?

Applying the leading Hierarchy (hierarchy adaptation) Yes.

Synchronization from Position to Job Information (pos2jo­ N/A

bInfo)

Position Reclassification N/A.

Position Transfer N/A

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

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

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.

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138 CONFIDENTIAL Appendixes
  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).
○ 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.

Employee Central Position Management

Appendixes CONFIDENTIAL 139
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

140 CONFIDENTIAL Appendixes
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Employee Central Position Management

Important Disclaimers and Legal Information CONFIDENTIAL 141
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