Position Management - User Record

The UserRrecord determines which Organizational Unit the user is associated with, such as Position, Job, Function, Cost Center, Division, Grade, Location or custom OU Types.

With Position Management, the organization is maintained and controlled via a Position structure and essential organizational information of the User is derived from the current Position assignments. The connection between the organizational data and the employee data is now established by assigning users to positions. Reporting Relationships (Manager and Subordinates), and the Organization Structure memberships are derived from User’s current Position assignments.

To access the User Records Administration page, go to ADMIN > TOOLS > CORE FUNCTIONS > USERS.

The following User record information is now derived from all current Position assignments:

  • User’s Positions - All assigned Positions.
  • User’s Jobs - All assigned Jobs (Across all current assigned Positions).
  • User’s Functions - All assigned Functions (Across all current assigned Positions).
  • User’s custom Position OUs - All assigned custom units (Across all current assigned Positions).
  • User’s custom Job OUs - All assigned custom units (Across all current assigned Positions).

The following User record information is now derived from current primary Position assignment:

  • User’s (Legacy) Position* - Assigned primary Position.
  • User’s Manager - Primary incumbent of parent position (Direct Relationship) of assigned primary Position.
  • User’s Cost Center - Assigned Cost Center unit of assigned primary Position.
  • User’s Division - Assigned Division unit of assigned primary Position.
  • User’s Grade - Assigned Grade unit of assigned primary Position.
  • User’s Location - Assigned Location unit of assigned primary Position.

With Position Management, all information above is now assigned to the Position record and no longer directly associated to the User record. As the displayed User record information is now derived from the current Position assignments, all changes must be made in the Position Management environment. It is not possible to update the information directly on the User record when creating or editing a user. The information can only be updated via a valid Position assignment.

The new OU Types Position, Job, and Functions offer a multi-assignment for Users, so Users can be assigned to multiple Position OUs, Job OUs and Function OUs. The Manager and all other existing OU Types are derived from the current primary Position assignment. When an Employee is unassigned from his Position, for example the Employee is changing the internal role and assigned to a new Position, the Organization Structure of the Position remains. After completion of the transition a new Employee is assigned to the existing Position and the Position data is automatically pushed to the new incumbent.

Note: With Position Management, it is also possible to activate the synchronization of the legacy Position OU. If activated, the User’s primary Position is entered on the User record.

Since user record information is derived from the current Position assignments, it is not possible to identify:

  • User’s organizational information (Position, Job, Function, Cost Center, Division, Grade, Location, Manager) if User is currently not assigned to a Position.
  • User’s Job or Function if none of User’s Positions is currently assigned to a Job or Function.
  • User’s OU (Cost Center, Division, Grade, Location) if User’s primary Position is currently no assigned to a Unit.
  • User’s Manager if User’s primary position is currently not assigned to a parent position.
  • User’s Manager if the parent position (Direct) is currently vacant (Parent position of the User’s primary Position is currently not assigned to an employee).