Positions

Security

Positions can define the reporting structure of your organization, determine the number of job vacancies, and provide pay rates for check calculations. Positions are completely optional.

Positions can be defined with a supervisor. Doing this helps define a tree of positions based on a position which has no supervisor. You can define multiple trees in this manner. A tree can be traversed starting from any node.

Employees can be assigned to positions. The rate of pay is usually defined on the relationship between the employee and the position.

Employees have one position which is identified as their primary position. The primary position is used on reports such as the EEO-4. The primary position is also used to supply values to the check calculator if the PRCode has no position assigned on it.

Create a position

In the Navigation pane, highlight the Payroll/Human Resources > Setup > Positions folder.
Click . The New Position window opens.
Enter a unique Code for the position.
Enter a Description of the position.
In the Level field, enter the level of this position relative to other positions in your organization.
In the Supervisor field, select the position that supervises this position.
In the Pay Grade field, select the pay grade that applies to this position.
In the Number of Seats table in the Date column, enter the date that the corresponding seat count for the position takes effect.
In the Number column, enter the number of seats available for the position (including currently filled and vacant seats) as of the corresponding effective date.
Repeat steps 8-9 if you need to enter more effective dates with numbers of available seats.
In the Pay Rate table in the Date column, enter the work date that the corresponding pay rate takes effect.
In the Unit of Pay column, select the unit of pay for the position.
In the Amount column, enter the amount of pay per unit of pay.
Repeat steps 11-13 if you need to enter additional pay rates.
When you finish, save the new position.

Positions Listing

Purpose

The Positions Listing provides a list of the positions defined in Human Resources.

Content

For each position included on the report, the listing shows:

position code and description
position held by the supervisor of the position
level
pay grade
seats
unit of pay
pay rate effective date
pay rate.

In addition, you can include one or more of the following:

timestamps
memos
custom fields.

The following total appears on the report:

record count.

Print the report

In the Navigation pane, highlight the Payroll/Human Resources > Setup > Positions folder.
Start the report set-up wizard.
- To report on all or a filtered subset of positions:
  1. Right-click the Positions folder and select Select and Report > Positions Listing from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
- To report on specifically selected positions:
  1. In the HD view, select the positions to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
  2. Click and select Positions Listing from the drop-down menu.
- To report on a particular position from the Position window:
  1. In the HD view, locate and double-click the position to report on. The Position window opens with the position loaded.
  2. Click and select Positions Listing from the drop-down menu.
Select the Options tab.
Mark the checkbox(es) for the additional information to include:
- Timestamps
- Memos
- Custom Fields (only visible if custom fields are set up)
Select the Output tab.
In the Design field, look up and select the report design to use.

In the toolbar, click the icon for the type of output you want:

- Provides access to two preview options.
- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).

Data extensions

The following data extensions are available for the report:

Positions
Position pay rates
Pay grades
Units of pay

Organizational Chart

Purpose

The Organizational Chart shows the hierarchy of positions as tracked in the Human Resources package. Positions are staggered on the chart according to their assigned level.

Content

For each position included on the report, the report shows:

position code and description
position level.

In addition, you can include one or more of the following:

timestamps
memos
custom fields.

The following total appears on the report:

record count.

Print the report

In the Navigation pane, highlight the Payroll/Human Resources > Setup > Positions folder.
Start the report set-up wizard.
- To report on all or a filtered subset of positions:
  1. Right-click the Positions folder and select Select and Report > Organizational Chart from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
- To report on specifically selected positions:
  1. In the HD view, select the positions to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
  2. Click and select Organizational Chart from the drop-down menu.
- To report on a particular position from the Position window:
  1. In the HD view, locate and double-click the position to report on. The Position window opens with the position loaded.
  2. Click and select Organizational Chart from the drop-down menu.
Select the Options tab.
Mark the checkbox(es) for the additional information to include:
- Timestamps
- Memos
- Custom Fields (only visible if custom fields are set up)
Select the Output tab.
In the Design field, look up and select the report design to use.

In the toolbar, click the icon for the type of output you want:

- Provides access to two preview options.
- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).

Data extensions

The following data extension is available for the report:

Positions

Position Vacancies

Purpose

The Position Vacancies report shows the positions with available openings and the number of openings as of a date that you specify.

Content

For each position included on the report, the report shows:

position code and description
the position that supervises the listed position
pay grade
unit of pay
pay range
number of available openings.

In addition, you can include one or more of the following:

timestamps
memos
custom fields.

The following total appears on the report:

record count.

Print the report

In the Navigation pane, highlight the Payroll/Human Resources > Setup > Positions folder.
Start the report set-up wizard.
- To report on all or a filtered subset of positions:
  1. Right-click the Positions folder and select Select and Report > Position Vacancies from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
- To report on specifically selected positions:
  1. In the HD view, select the positions to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
  2. Click and select Position Vacancies from the drop-down menu.
- To report on a particular position from the Position window:
  1. In the HD view, locate and double-click the position to report on. The Position window opens with the position loaded.
  2. Click and select Position Vacancies from the drop-down menu.
Select the Options tab.
In the Effective Date field, enter the date as of which to include position vacancy information on the report.
Mark the checkbox(es) for the additional information to include:
- Timestamps
- Memos
- Custom Fields (only visible if custom fields are set up)
Select the Output tab.
In the Design field, look up and select the report design to use.

In the toolbar, click the icon for the type of output you want:

- Provides access to two preview options.
- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).

Data extensions

The following data extensions are available for the report:

Positions
Pay grades

Position Record ID

Code

A unique code for the position.

Position tab

Description

A description of the position.

Level

The level of this position relative to other positions.

Supervisor

The position that supervises this position.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Pay Grade

The pay grade that applies to this position.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Number of Seats table

Use this table to track the number of seats for the position at a given time.

Date

The date that the corresponding seat count takes effect.

Number

The number of available seats for the position (including currently filled and vacant seats) as of the effective date.

Pay Rate table

Use this table to maintain the pay rate for the position.

Date

The work date the corresponding pay rate takes effect.

Unit of Pay

The unit of pay for the position as of the effective date.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Amount

The amount of pay per unit of pay as of the effective date.

Custom tab

This tab is visible if custom fields exist for the entity. At a minimum, if there are custom fields, a Fields subtab will be present. One or more additional categories of subtabs may also be visible.

Fields subtab

This tab prompts for values for any custom fields set up for entity records of this entity type. Respond to the prompts as appropriate.

References subtab

This tab is visible if other records reference the current record.

Reference

From the drop-down list, select the custom field to view references for. Reference custom fields have the following format: PackageName.EntityName.CustomFieldName.

Example

Suppose a custom field exists on PRCodes that references an ARCode. On the ARCode record, on the Custom > References subtab, you can view all the PRCodes which reference that ARCode.

Exchange Folder subtab

This tab is visible only if you set up a custom field with a data type of "Exchange Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified Exchange folder.

File subtab

This tab is visible only if you set up a custom field with a data type of "File". The label on the tab is the name assigned to the custom field.

This tab renders the contents of the specified file according to its file type.

Internet Address subtab

This tab is visible only if you set up a custom field with a data type of "Internet Address". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified web page.

Network Folder subtab

This tab is visible only if you set up a custom field with a data type of "Network Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified network folder.

Notes tab

The Notes pane shows the Notes HD view filtered to show all notes that reference the selected position.

Double-click a row in the pane to drill down to its record in the Note window.

Employees tab

The Employees pane shows the Employees HD view filtered to show all employees assigned to the selected position.

Double-click a row in the pane to drill down to its record in the Employee window.

Attachments tab

The Attachments tab is visible if any record for a given entity has an attachment. If the Attachments tab is not visible, this implies that no record of the entity type has an attachment on it; however, once an attachment is added to any record of the entity type, the Attachments tab will become available.

Attachments

The list box shows the files which are attached to the current record. Highlight a file name to preview the file in the adjacent pane. Double-click a file name to open the file in its native editor.

Preview pane

If a file name is highlighted in the Attachments list box, this pane shows a preview of the file contents. Some file types cannot be previewed but can be double-clicked to open in their native editor.

Other tab

Memo tab

To include additional information about this record not collected elsewhere, enter it in this text box. This area supports common keyboard shortcuts such as Ctrl+C to copy and Ctrl+V to paste.

Timestamps tab

This tab shows the user who created this record and the date and time of creation as well as the user, date, and time of the latest modification to the record.

Extras\Human Resources\Import Positions.xls; Import Position Number of Seats.xls; Import Position Pay Rates.xls

Common accesses available on positions

Access	A user with this access can...
Change	Use the mass change action on positions.
Custom Fields	Create and edit custom fields for positions.
Data	Have read-only access to positions from anywhere in the software (e.g., field validations, filters, date expressions).
Delete	Delete positions.
Edit	Edit position records.
Export	Export position records from ActivityHD.
Import	Import position records into ActivityHD.
New	Create new position records.
Read	Have read-only access to position records.
Report	Run reports with position information.
Report Designs	Create and edit report designs with position information. This access enables the Report Designs button on the Output tab of report dialogs.
Shared Answers	Create and edit action profiles and report profiles related to positions.
Shared Filters	Create and edit shared filters on positions.
Visible	View the Positions folder in the Navigation pane.

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