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Add, Update or Discontinue Positions

 

Adding a position creates a new position in the organization that a single employee will fill. The position must be created before it can be assigned to an existing employee or applications can be accepted for the position. A position that is not linked to an employee but for which you intend to hire someone to fill it is called an open position. A position that is not linked to an employee and for which you are not intending to hire someone is called a discontinued position. A position that is filled by an employee is called a closed position. Either an HR Staff person or an HR Manager can add a new position or update an existing position. 

 

1. From the home page or left menu, click Administer Positions

 

2. In the "Manage Positions" section, click Add, Update or Discontinue Positions

 

3. Make sure Open and Add New Position are selected in the menus and click the Update button. 

 

4. Select the Job for the new position. 

 

5. The job title will automatically display as the position title; if the position title is different from the job title, edit it in the Title field. 

 

6. Enter a Position Description as an addendum to the job description (optional). 

 

7. Select a currency for the salary and enter the Proposed Salary amount for the position; this amount will be changed to the actual salary when the position is filled (optional). 

 

8. If there are one or more salary sources to track for the position, select them in the Source box; to select more than one salary source, hold down the CTRL key while clicking the name of each salary source (optional). 

 

9. Enter the position's Code

 

10. Today's date displays for the Post Date, the date the position was opened. If this is incorrect, change the date.

 

11. Enter any comments or notes about the position in the Position Comments box (optional).

 

12. Select the code and title of the position that will supervise this position in the Supervisor menu (optional). 

 

13. Select the office or facility where the position is located in the Facility menu. 

 

14. Select the Department where the position is located (optional). 

 

15. Select the Position Type (optional). 

 

16. Select the Proposed Hiring Date for the position (optional). 

 

17. If the position is short-term, select the Proposed End Date for the position (optional). 

 

18. If an interview has been held for the position, enter any comments or notes about it in the Interview Comments box (optional).

 

19. Click Confirm and confirm that the position entered is correct. If it is not correct, click Edit to change it. If it is, click Save to save it. 

 

Troubleshooting 

 

Instead of creating a new position, you want to use a position that was previously created but was discontinued. 

 

After clicking Add, Create or Discontinue a Position, select "Discontinued" from the Status menu; all discontinued positions will display in the second Position menu. Select the position to re-open and click the Open button. 

 

An error message displays when Confirm is clicked. 

 

Make certain that you have completed all required fields: the job, title, code and facility. Required fields are outlined in red. Fill in all missing information and try saving again. Also make certain that the position code is unique; the system will not save two positions with the same code. If you do not want to create the position after all, click Return (do not save changes).

 

The correct job for the position is not available for selection. 

 

The HR Manager must create the new job before the position can be added (see Add jobs). 

 

The supervisor's position is not available for selection.

 

The supervisor's position must be added to the system before it can be selected. Repeat these steps to add the supervisor's position, then edit the current position to select the correct supervisor (see Edit a position). 

 

The correct currency is not available for selection. 

 

The currency must be added to the system by an HR Manager (see Add a currency). 

 

The correct salary source is not available for selection. 

 

The salary source must be added to the system by an HR Manager (see Add salary sources). 

 

The office or facility for the position is not available for selection. 

 

The office or facility must be added to the system by an HR Manager (see Add an office or facility). 

 

The department is not available for selection. 

 

The department must be added to the system by an HR Manager (see Add a department). 

 

The position type is not available for selection. 

 

The position type must be added to the system by an HR Manager (see Add position types).