How to conduct a Positions Re-Organisation
There are three steps involved in conducting a Positions Re-organisation. They are:
STEP 2 - Select the Positions to be Edited
Note sure what is Position Re-Organisation? Click the link to find out more: What is a Position Re-Organisation?
STEP 1 - Create a New Batch
Navigation: Employees>> Positions>> Positions Re-Organisation
- Select New Record and create a Batch with an Effective Date that has not yet passed. This allows you to group similar Filled Positions that are to be re-organised. You will, however, need to make changes to each need to make changes to each Position in the batch individually.
- Choose if you wish to make any updates to the Position Fill Date, Company Start Date, Department Start Date, Position Start Date or Position Number Effective Date by selecting either ‘Yes’ or ‘No’ from the respective drop boxes.
- Click on the diskette icon to save the batch.
STEP 2 - Select the Positions to be Edited
- Once you have created the Batch, click on the icon to the left of the record
- Next, click on New Record to begin searching for the positions to which you would like to make changes.
- You will notice that the pop-up window is the same used to create positions.
- Click on the 'magnifying glass' icon in the 'Position Number' field and select the Position that you wish to change.
- You can use the search bar to select the position to which you want to make changes. Once the position has been found, click on the Select hyperlink to the left of the record.
- Once the position is selected, all the fields will be populated with the existing information. You can then use the drop boxes to make the necessary changes.
- In this example, we will change Position # BF035 from the West (Port of Spain) Location to the South (San Fernando) Location.
Click on the 'magnifying glass' icon in the 'Location Code' field. From the Location Lookup pop-up, click on the Select hyperlink of the new location to make the change. Click on the diskette icon to save.
- Once selected, the change will be visible in the record.
- Add as many positions as you need and ensure that you have made the necessary changes to them prior to approving the Batch.
STEP 3 - Approve the Changes
- After adding all the positions to be reorganised to the Batch and making the appropriate changes, click on the Approve Batch Button. Notice that once approved, the record is date stamped and also shows the HRplus User ID of the approver.
Should you need to make changes to the batch after it has been Approved but before it has been Posted, click the Unapprove Batch button to do so.
- Finally, when you are certain that you are ready for the changes made to take effect, click on the Post button. Once a batch is posted, the changes cannot be un-done and a further positions re-organise exercise will have to be carried out.
- Note, you must ensure that the positions being changed do not belong to Pay Groups that have UNARCHIVED or RUNNING payrolls.
- If payrolls are in the process of being run or the last run payroll is unarchived, you will receive the follow error message and the changes will not be reflected in the employees’ profiles.
- Here we can see that Batch 6 is awaiting Approval i.e. until it is approved, changes can be made to it. Batches 7 and 8 were both Approved and Posted by HRPLUSUSER on 14/07/2016 and Batch 10 has been Approved but not yet Posted by HRPLUSUSER on 12/05/2017.
- Note, this function cannot be used to transfer a person from one company to another. To do so, see the Company Transfer Tab in Employee Transactions.
- To enter a Company Transfer Record: How to perform a Company Transfer
Once POSTED, the Position re-Organisation is complete!
If necessary, you can check to see if the changes have been updated in the employee's position details. Use this article to see how: How to tell if the Positions Re-Organisation was successful?
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