Position Management vs Job Management

Differences and key challenges to implementing position management compared to Job management.
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Content

• Explanation difference position management and job management

• Pros and Cons position management and job management
• Impact position management
• Workforce Structures relationships

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What is Position management What is Job management
(managing seats, then people) (managing people only)
How is a Position + Job mgt used? How is a Job mgt used?

1. You have a yearly high level formation plan

1. You have a yearly high level formation plan
2. Position management you must specify each ‘chair’
2. Job management there is no automated link to this plan,
• E.g. I have 5 seats for assistant store manager scale X and 2 seats for
scale X1 3. The manager can fill jobs – no link with formation plan in this step
3. This position (plan) must be approved upfront • E.g. as manager I can either post a job for a level scale X assistant store
4. Every position can have own definitions and hiring instructions manager as well as a scale X1 Store manager
5. The position has some fixed attributes like department, business unit
and salary grade .
6. It is possible to have multiple positions per job, however it is not
possible to have several jobs on one position.
7. As a manager I am fee to open jobs, as long as the position is
approved.
• E.g. A 3rd scale X1 assistant store manager, needs an approved
position before the manager can start hiring.
8. For hiring, demotion, promotion and transferring employees an open
and approved position is required

4
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8
Workforce Structures: Position/Job

Full
Position
Maintenance Effort vs Need for Control
Control

Role

The company is person-driven, The company is role-driven, mature

dynamic, growing, changing. and stable. FTE is budgeted based on
Roles may be fluid, and norms/allocation.
defined/filled based on personal Roles are clearly defined and
and professional skills and structured. Roles are filled by persons,
preferences of the individual. who then fullfil the role according to
definition.

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Pros and cons
Positions + Jobs are used when (a number of) these In all other cases, it’s advised to
criteria are met: use Jobs only:

Pros Pros
• Create freedom within approved strategic plan – formation planning. • It enables flexibility: if an open position does not exist for a new hire, it
• Budgeting and forecasting are more precise due to combination between is created on the spot.
FTE and salary scale • Less data maintenance
• More insights regarding budgeting/FTE steering and therefore more
transparency regarding organizational structure and positions Cons
• Less time spent on approvals for every hire (internal and external) as long • Allows freedom to exceed approved strategic plan.
as it is withing plan and budget.
• A lot of work for manager and HR regarding external and internal
• Positions route approval workflows, meaning the workflow is linked to approvals and creating insights
positions not the person Positions +
• More administration for HR and Business to have insights in FTE costs.
Jobs • No immediate insights on strategic plan
Cons VS. (only)
• More data maintenance on position plan, on a central level. Jobs
• System prevents any requests outside of the plan, a new approval is
required
• Process needs to be clear and consistent (approval protocols etc).
• There is change management needed to ensure that managers adopt the
‘new way of working’
• In case of reorganizations or other organizational changes the positions
need to be updated otherwise they might not reflect the correct data.

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Impact position management
Implementation workload

Managing positions and -hierarchies

• Create positions and –hierarchies for the entire company
• This lets you manage the various positions across the management hierarchy.
Business Processes
• Develop additional processes around position control and position budgeting
• Existing processes need to be adapted to support positions
Data migration
• Creation of position model leads to additional load and assign positions to (partial) workforce
Change management
• Communications / instructions / training
Reporting
• Create/change position reports
Workflow
• Additional approval flows possibly required
Integrations
• Integration with external systems may be required e.g., workforce planning

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Impact position management – Oracle Recruiting module
How positions are used in Oracle Recruiting

Job Requisition Creation When Requesting a New Position

• You can allow users to create a job requisition while requesting a new position or duplicating an existing one.
• A section called Requisition Details is available. Not all requisition fields are visible in the Requisition Details section, only a small subset of the
standard.
• You can configure job requisitions to be automatically approved if they have been created from a position.

Requisition Creation
• Create requisition from (approved) position
• Position data is being copied to the respective fields in the requisition
• Position's headcount and FTE are being validated at the offer stage (see next slide)

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Impact position management – Oracle Recruiting module
How positions are used in Oracle Recruiting

Use positions to control hiring

An offer can be based on a position that has an approved hiring status, and its forward progress can be checked against the position's headcount and FTE
at many points. You can configure the ways in which positions can ensure offers don't exceed various limits:

• Check Position Hiring Status: this setting controls whether or not offers and all other assignments can be created based on positions in any hiring
status, or only those with the hiring status of Approved and not Proposed or Frozen. (This is unrelated to the position's status of Active or Inactive.)
• Number of Incumbents Validation: This global profile setting controls whether or not all positions' headcount is enforced across your organization.
When this setting is enabled, many worker-related actions will verify whether a new assignment's position still has enough open headcount and
vacant FTE such as adding pending workers, hiring new people, transferring internal workers, and managing candidate job offers, when any of these
are based on positions.
• Allow Overlap: This option is available for each position to control whether or not extra people can be hired when that position's headcount and FTE
limits have been reached.
• When are position's headcount and FTE limits considered to be reached? A candidate is considered to be an incumbent as of their proposed start date,
as soon as their job application has reached the status Offer - Extended in the recruiting lifecycle (and all later states, except the states Withdrawn by
Candidate or Rejected by Employer in any phase). So these incumbent candidates are added to all other incumbents as of the offer's proposed start
date, to calculate whether or not additional job offers should proceed through the recruiting lifecycle.

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Impact position management – Oracle Recruiting module
How positions are used in Oracle Recruiting

When Are Offer Verifications Done Against Positions (1/2)

• When drafting a job offer based on a position: Only positions whose hiring status is Approved (and not Proposed nor Frozen) as of the offer's
projected to start date can be found in a search when creating a job offer if this field is configured to be checked.
• When users use the Submit button while creating or editing a job offer: A job offer can be drafted for a candidate's job application regardless of how
many incumbents its position has, but when the user goes to submit it into the approval cycle, they may receive a warning or error message. The draft
offer can't be submitted if its position doesn't have sufficient open headcount or sufficient vacant FTE as of its proposed start date (unless the
Number of Incumbents Validation is disabled). However, if the position is configured to allow overlap, the user is warned that this candidate will be
overfilling the position as of their offer start date, but they're given the choice of continuing anyway and submitting the draft offer for approval.
• When using the Extend Offer action: By the time the user is ready to extend the draft job offer to the candidate, it's possible that the position was
updated or got additional incumbents than before, so there isn't enough headcount or FTE for this candidate. The same validations are performed
before the status can be moved to Offer - Extended, displaying the appropriate error or warning message according to the relevant setting and option
above.

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Impact position management – Oracle Recruiting module
How positions are used in Oracle Recruiting

When Are Offer Verifications Done Against Positions (2/2)

• When the action Extend Offer is triggered automatically: If the requisition's candidate selection process is configured to extend job offers, either
immediately or after a delay, the position's number of incumbents is checked. The automatic action is successful if the position has sufficient open
headcount and vacant FTE, or if it allows overlap. If there is no room and the position doesn't allow overlap then the extension won’t be successful,
and the candidate’s job application will remain in the status Offer – Approved.
• Never Upon Accept: As long as the job offer is in the state Extended, the candidate isn’t prevented from accepting the offer. This is also true for the
Recruiting user who may accept the offer on behalf of the candidate. Even in the unlikely case that the position was updated or got more incumbents
in the meantime, the candidate and users aren’t informed of these limits. It will be the responsibility of the HR specialists to reconcile any problems
after this point.
• Upon Move to HR, manually or triggered automatically: The move into the HR phase is always successful, whether clicked by the recruiting user on
a menu or triggered within the candidate selection process. However, if the position will already have sufficient headcount or FTE as of the offer’s
proposed start date and if the overlap isn’t allowed, the candidate will arrive in the HR phase in the state of Error During Processing. It's the
responsibility of the HR specialist to handle this situation. But if the position allows overlap, even if it doesn't have enough room, the candidate will
be moved into the HR phase without a problem, and the warning will remain visible in the Errors section of the Offer page

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Workforce Structures: Position
Department
Job

Position
Definition
(Structure)

Position
Position Tree
(Structure)

Compensation
Eligibility
Assignment Department
(Person Role)

Performance
Profile
Grade
Job

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Workforce Structures: Department
Cost Center
Organisation
Manager
Manager
Work Frequency

GL Cost Center

Department Standard
Working
Definition Hours
(Structure)

Department
Department Tree
(Structure)

Compensation
Eligibility
Assignment
(Person Role)

Performance
Profile
Grade
Job

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Workforce Structures: Job
Job
Function Job Level
Job Family

Manager
Job Name Level

Full/Part
Job Code Time

Job Definition
(Structure)
Valid Profile
Grades

Job

Compensation
Grade Job Job Function
Assignment
(Person Role)
Performance
Profile
Grade

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Thank You
Name
Title
Department/Contact

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