PeopleWerks HRIf there is a change in your organization where a position is not going to be filled in the near future, you can set the status to “Not Filling” or “Hold” or some other status that will differentiate it from the other positions statuses such as “Open” or “Filled”. By using the position status in this way, you have the ability to search on these types of positions for managing your positions and reporting as needed.
From the Positions menu, edit the position and change the Position Fill Status.
There are several different reasons for needing/wanting to make a position title change. Making a position title change is not used in the context of personnel job assignments – it is used for managing the positions in your organization. Use the Positions section of the main menu to manage these titles.
If you want to just change the title to make it easier to find in a list or to clarify its meaning, then just edit the title itself in the titles list. Click on the Add/Edit Titles button and edit the selected title.
If however, you have multiple positions with the same title and you want to change just one of the positions to have a different title, then edit the position and click on the Change Title button to make the title change there. Remember, if it is a new title, you need to add the title first and then you can proceed with making the change.
Positions define the staffing structure of your organization. Positions are managed separate from your personnel so that you can decipher whether you have open positions in your organization to fill or not.
There are multiple ways for managing positions. You may want one employee per position where you can easily see openings when employees leave or transfer. On the other hand, you may want to assign multiple people into a single position when you do not need to differentiate the position in any way. If the same position resides in different work buildings, you may want to consider setting up a position by building and then assign multiple people into it. You will need to decide what works best for your HR management process.
As a note, positions that are assigned to employees are referred to as Jobs or Job Assignments in PeopleWerksHR. It is important to understand this differentiation of Positions and Job Assignments.
Use the System Data Management section in the Admin/Config menu to manage your master lists that are used in dropdown lists for data entry. Position management related lists are:
Click the button for adding a new option to the list or click on the edit icon for modifying the details of one of the existing options. Before deleting an option, you will want to run a report to see if the option is being used in any of the position records.
When an additional position has been added to the organization, it needs to be added into PeopleWerksHR before assigning a person to it. An example would be the addition of another Administrative Assistant position. In this case, the Title is already in the system, you are just adding another “spot” in the organization.
Use the Position section to add a new position in PeopleWerksHR.
If the position title is new, then you need to first add the title. If it is not new, then you need to just add the position.
Add Title
To add a new title, click the Add/Edit Titles button. At the top of the list of titles, click on the Add Position Title button. The only two required fields is the title and the classification. The other fields are used as defaults so that as new positions are created using this title, they will have all the same defaults.
When you click to save the new title, the system will give you the option to add the position at the same time. In most cases, you will want the system to do it for you.
Add Position
If the position title already exists, then click on the Add Position button. Select the title from the dropdown list and proceed entering any other defaults for the position, if needed.
You may want to add a work schedule to show what building the position is to be in. This can streamline data entry in the future. Click on the Add Schedule button to enter work building information. You have the option of using Default or Custom work schedules. Default schedules are those that have been set up in the Master Schedule section in the Admin/Config menu. The Custom Schedule option allows you to enter the work building information as needed.
You can also add the work days and times if it would be helpful. This is particularly true when someone assigned to this position will always work in multiple buildings on a particular schedule such as mornings in one building and afternoons in another.