You are here: Preceda Modules > Administration > Position Information > Position

Position

Details of the selected employee's position is viewed and maintained on this window. Information such as Position ID and Description, the Position the employee reports to and the current status of that position is displayed. It also displays the Organisation Hierarchy for that particular position.

 

Set-up for this Screen

 

Using this Screen

ClosedAdding a new Position record
  1. Click the Change button.

     

  2. Select the From date for your new record via the Date Picker ('23/04/2018') or manually enter the From date on the second level Toolbar.

    Note that the Effective Start Date of your new Position record cannot occur before employee Hire Date or after the Termination Date. While you can change the From date, the To date is automatically populated.

     

  3. Enter the values for the new employee record, and click Save.

     

  4. You will be prompted with a message that the record has been successfully saved.

     

    *Since the new record being created is the 2nd Position record for the employee (i.e. the first being the record from Hire Date), the To date of this new record is set to infinity; while the To date of the original record is now 'new record From date - 1' or '22/04/2018'.

 

ClosedDeleting a Position record
  1. Identify the Position record that you would like to delete by clicking the Effective Date drop-down list on the first level toolbar and selecting the record.

    Note that you cannot delete the Position record corresponding to employee Hire Date.

     

  2. Once you have selected a record, click the Delete button.

     

  3. Reply Yes to the warning message about previous record becoming effective on this period. Note that once you click Yes and the record has been deleted, the action cannot be undone.

     

  4. You will be prompted with another message that the record has been successfully deleted.

 

ClosedUpdating a Position record
  1. Using the Effective Dating Toolbar, navigate to the record that you intend to update.

     

  2. Click the Change button. Once you click Change, the previously read-only screen will become editable.

     

  3. Adjust the existing values for the employee record, and click Save.

     

  4. Once you click Save, you will be prompted with a warning message that the changes will override the existing record. Click Yes.

     

  5. You will be prompted with another message that the record has been saved successfully.

     

 

ClosedUpdating the Payroll and Costing Defaults of the Position record
  1. Make sure that Program Control PODFT Position 15 is set to 'Y' so that the Payroll Defaults and Costing Defaults fields are enabled.

     

  2. Using the Effective Dating Toolbar, navigate to the record that you intend to update.

     

  3. Click the Change button. 

     

  4. Once you click Change, the previously read-only screen will become editable. However, the Payroll and Costing Defaults are still greyed out.
    • You can only update the Position and Costing Defaults if you are creating a new record (i.e. a record is considered new if the From date or Position ID has been changed).
    • If you only click Change and do not update the From date or the Position ID, the Payroll and Costing Defaults will be read-only while the other fields are still editable.

     

  5. Because the From date of the employee record has been updated (e.g. from '23/04/2018' to '01/05/2018'), this is now considered a new record which enables the Payroll and Costing Defaults fields for update

     

  6. Update the Payroll and Costing Defaults by selecting the values from the drop-down list, and click Save.

     

  7. A message will be displayed confirming that the changes have been saved successfully. Since the Position and Costing Defaults have been updated, a message that new defaults have been assigned will be displayed advising you to review relevant screens.

     

 

 

Screen and Field Information

ClosedToolbar
ClosedSave

This saves your changes.

ClosedDelete

This enables you to delete the selected effective dated record.

  • Note that you cannot bring back any record that has already been deleted.
  • The first effective dated record on this screen cannot be deleted.
  • If you are deleting a record that contains an outstanding leave application, deleting that record will result in the previous record becoming effective for the period.

 

ClosedRefresh

This refreshes the selected record.

ClosedChange

Clicking this option allows you to make modifications on the current effective dated record, or create a new record by selecting new From and To dates.

ClosedCancel

Clicking this option cancels any changes you made on the record.

ClosedEffective Date

This option enables you to select an available effective dated record for viewing or update.

ClosedFrom

This becomes enabled once you click Change. For the record you are creating, select a From date - when the new record will become effective.

ClosedTo

While you can change the From date (i.e. as long it is not before Hire Date or after Termination Date), the To date will always be automatically populated depending on the record already existing. When creating a new record that will occur before the latest record, the To date of the prior record will default to 'latest record From date - 1'.

If you are creating the latest record, To date will automatically be set to '31/12/9999'.

ClosedChange Reason

Select the reason for the change/ creation of new record.

 

ClosedFields
ClosedPosition ID

This displays the selected Position ID number and description.

ClosedPosition Type

This displays the selected Position Type (e.g. full time).

ClosedLocation

This displays the current Location of the employee.

This is populated based on the Position Definition during the Hire process. This can differ from the Location defined on the Position Definition window.

ClosedFloor

This displays the floor number where the employee works. This field is optional and could be used for reporting purposes.

ClosedWork Phone No

This displays the employee's work telephone number.

Position 15 of Program Control WPHON controls the visibility and source of this field.

ClosedExtension

This refers to the employee's telephone extension number.

This field is displayed on the screen when sourced depending on Position 15 of Program Control WPHON.

ClosedApprentice/Trainee

Indicate if the employee is an Apprentice or a Trainee.

ClosedApply Position Defaults / Positions Defaults Applied

This field is only available when Position 15 of Program Control PODFT is set to Blank. When Program Control PODFT is set to Y, this field will not be displayed, and will be replaced by Payroll Defaults and Costing Defaults fields.

The label on this checkbox changes according to the mode the screen is in. When in Change mode, this is displayed as Apply Positions Defaults while in Read-only mode, it reads as Position Defaults Applied.

  • The checkbox is ticked by default. When the user is performing maintenance to an existing record that will generate an update, the adjustment will not be taken into account as defaults have already been applied to the employee and it is likely that the employee has been paid against the default assigned values.
  • In the case that the user does not have Change access to this checkbox and has to create a new position record where a position has defaults assigned to it, the defaults will be applied to the employee.

 

Note that a record on the Position screen is considered new if:

  • User has changed the Position ID but kept the original From date of the record on the screen.
  • User has kept the Position ID but changed the From date of the record on the screen.
  • User has changed both Position ID and From date of the record on the screen.

 

When any of these conditions apply, users who have Change access to the Apply Position Defaults/ Position Default Applied checkbox can define if they want the defaults to be reapplied to an employee or not.

 

ClosedPayroll Defaults

This field is only available when Position 15 of Program Control PODFT is set to Y.

When in Change mode, Payroll Defaults will only be applied if you are creating a new record. A record is considered new if:

  • User has changed the Position ID but kept the original From date of the record on the screen.
  • User has kept the Position ID but changed the From date of the record on the screen.
  • User has changed both Position ID and From date of the record on the screen.

 

When in Change mode and you are only updating a record (i.e. not creating a new record), this field is editable but the defaults will not be applied upon saving.

This field is only visible and not editable when in Read-only mode.

By default, this is populated by the assigned value on Position Definition.

 

ClosedCosting Defaults

This field is only available when Position 15 of Program Control PODFT is set to Y.

When in Change mode, Costing Defaults will only be applied if you are creating a new record. A record is considered new if:

  • User has changed the Position ID but kept the original From date of the record on the screen.
  • User has kept the Position ID but changed the From date of the record on the screen.
  • User has changed both Position ID and From date of the record on the screen.

 

When in Change mode and you are only updating a record (i.e. not creating a new record), this field is editable but the defaults will not be applied upon saving.

This field is only visible and not editable when in Read-only mode.

By default, this is populated by the assigned value on Position Definition.

 

ClosedPosition FTE Hours Per Week

This displays the FTE value entered on Position Definition window.

ClosedEmployee FTE Hours Per Week

This refers to the number of FTE Hours per week to be updated.

ClosedFTE Factor

The selected FTE Factor for this Employee.

ClosedEmployee FTE

This field is based on the setup of Program Control option FTE .

  • If Program Control option FTE Position 14 is set to Y, the calculation is based on the employee's FTE Hours per Week (divided by) the position FTE Hours per Week (multiplied by) FTE Factor.
  • If Program Control option FTE Position 14 is set to N or blank the Employee FTE value can be entered manually.

 

ClosedBase Hours

This field displays the Base Hours attached to the employee.

ClosedSalary Grade

This field displays the Salary Grade attached to the employee.

ClosedOrganisation Hierarchy

This displays the Company, Division, Location, Department, and Costing Department where the employee belongs to.

ClosedReports To

This displays the Position, ID Number, and Full Name of the manager/ superior that the selected employee is reporting to.

 

 

Rules and Guidelines

 

 

 

 

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