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| == Add Salary Sources ==
| | #REDIRECT [[iHRIS:Administer Positions (4.0.5)]] |
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| If your organization tracks multiple monetary sources of salaries and/or special payments, add those to the system so the source can be linked to a salary or special payment. Only the HR Manager or System Administrator can add or edit salary sources.
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| {| cellpadding="10" border="1"
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| | From the home page or left menu, click <u>Administer Database</u> under <u>Configure System</u>. <br><br> Under the "Manage Positions" section, select <u>Salary Sources</u>. || [[Image:Positions.png]]
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| | Either click <u>Add New Salary Source</u> or select an existing salary source and then click <u>Update This Information</u> to edit it. || [[Image:SalarySource1.png]]
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| | Enter the '''Name''' of the salary source. Click <code>Confirm</code> and confirm that the name entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it. || [[Image:SalarySource2.png]]
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| |}
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| === Troubleshooting ===
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| '''An error message appears when Confirm is clicked.'''
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| Make sure that the salary source has not already been entered. Change the name and try saving again. If you do not want to add the salary source after all, click <code>Return (do not save changes)</code>.
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| == Add Position Types ==
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| To classify positions by a category or type, add those position types to the system. Examples of position types include Permanent, Temporary, Consultant, Part-time and the like. Only the HR Manager or System Administrator can add or edit position types.
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| {| cellpadding="10" border="1"
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| | From the home page or left menu, click <u>Administer Database</u> under <u>Configure System</u>. <br><br> Under the "Manage Positions" section, select <u>Position Types</u>. || [[Image:Positions.png]]
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| | Either click <u>Add New Position Type</u> or select an existing position type and then click <u>Update This Information</u> to edit it. || [[Image:PositionType1.png]]
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| | Enter the '''Name''' of the position type. Click <code>Confirm</code> and confirm that the name entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it. || [[Image:PositionType2.png]]
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| |}
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| === Troubleshooting ===
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| '''An error message appears when Confirm is clicked.'''
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| Make sure that the position type has been already been entered. Change the name and try saving again. If you do not want to add the position type after all, click <code>Return (do not save changes)</code>.
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| == Add Positions ==
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| 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.
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| # From the home page or left menu, click <u>Administer Positions</u>.
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| # In the "Manage Positions" section, click <u>Add, Update or Discontinue Positions</u>.
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| # Make sure Open and Add New Position are selected in the menus and click the <code>Update</code> button.
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| # Select the '''Job''' for the new position.
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| # 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.
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| # Enter a '''Position Description''' as an addendum to the job description (optional).
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| # 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).
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| # 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).
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| # Enter the position's '''Code'''.
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| # Today's date displays for the '''Post Date''', the date the position was opened. If this is incorrect, change the date.
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| # Enter any comments or notes about the position in the '''Position Comments''' box (optional).
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| # Select the code and title of the position that will supervise this position in the '''Supervisor''' menu (optional).
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| # Select the office or facility where the position is located in the '''Facility''' menu.
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| # Select the '''Department''' where the position is located (optional).
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| # Select the '''Position Type''' (optional).
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| # Select the '''Proposed Hiring Date''' for the position (optional).
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| # If the position is short-term, select the '''Proposed End Date''' for the position (optional).
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| # If an interview has been held for the position, enter any comments or notes about it in the '''Interview Comments''' box (optional).
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| # Click <code>Confirm</code> and confirm that the information entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it.
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| === Troubleshooting ===
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| '''Instead of creating a new position, you want to use a position that was previously created but was discontinued.'''
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| After clicking <u>Add, Create or Discontinue a Position</u>, 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 <code>Open</code> button.
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| '''An error message displays when Confirm is clicked.'''
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| 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 <code>Return (do not save changes)</code>.
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| '''The correct job for the position is not available for selection.'''
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| The HR Manager must create the new job before the position can be added (see Add jobs).
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| '''The supervisor's position is not available for selection.'''
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| 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).
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| '''The correct currency is not available for selection.'''
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| The currency must be added to the system by an HR Manager (see Add a currency).
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| '''The correct salary source is not available for selection.'''
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| The salary source must be added to the system by an HR Manager (see Add salary sources).
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| '''The office or facility for the position is not available for selection.'''
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| The office or facility must be added to the system by an HR Manager (see Add an office or facility).
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| '''The department is not available for selection.'''
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| The department must be added to the system by an HR Manager (see Add a department).
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| '''The position type is not available for selection.'''
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| The position type must be added to the system by an HR Manager (see Add position types).
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| == Edit a Position ==
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| Once a position has been created in the system, an HR Staff person or an HR Manager can change any of the information for the position.
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| # From the home page or left menu, click <u>Administer Positions</u>.
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| # In the "Manage Positions" section, click <u>Add, Update or Discontinue Positions</u>.
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| # From the first '''Status''' menu, select the status of the position: Open, Closed or Discontinued.
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| # Select the position to edit from the second '''Position''' menu and click <code>Update</code>.
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| # Change any field.
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| # Click <code>Confirm</code> and confirm that the information entered is correct. If it is not correct, click <code>Edit</code> to change it. If it is, click <code>Save</code> to save it.
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| === Troubleshooting ===
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| '''An error message displays when Confirm is clicked.'''
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| 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 update the position after all, click <code>Return (do not save changes)</code>.
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| == Discontinue a Position ==
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| If a position is no longer needed and is not filled by an employee, it can be discontinued. This will prevent the position from displaying in open position lists. The position can be re-opened at any time. Either an HR Staff person or an HR Manager can discontinue a position.
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| # From the home page or left menu, click <u>Administer Positions</u>.
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| # In the "Manage Positions" section, click <u>Add, Update or Discontinue Positions</u>.
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| # In the first '''Status''' menu, make sure "Open" is displayed.
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| # Select the position to discontinue from the second '''Position''' menu.
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| # Click <code>Discontinue</code>.
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| === Troubleshooting ===
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| '''The position is not displayed in the selection menu.'''
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| Make certain the position has not been filled by an employee. To see all filled positions, select "Closed" in the '''Status''' menu; the menu underneath will then show all closed positions. You will need to remove the employee from the position before you can discontinue the position (see Record a departure and Record a position change).
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