“Positions” scenario
There are two types of positions that can exist in an organization:
• Actual positions (or simply positions) – positions that can be filled by employees. Only one employee can be hired for each position. If you want one work rate to be filled by 2 employees, then you need to register 2 positions in Microsoft Dynamics. The value of the Rate field for such positions cannot exceed 1.
• Budget positions – vacant positions registered in the system for the purpose of determining the staffing structure and planning. Employees can never be hired for such positions. The value of the Rate field for such positions can be any number. To hire an employee for a position defined as a budget position, it must be converted into a working (actual) position. Such splitting of a position can be performed an unlimited number of times (according to the accepted rules for splitting work rates), but the total amount of rates for split positions should not exceed the total number of rates defined in the initially created budget position.
The following sequence of actions is recommended for forming the organizational structure of the enterprise:
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Determine the required number of budget positions by specifying in the Rate field the required number of rates that can be opened and determine the necessary parameters for calculating wages and working conditions for the positions created.
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Approve them and create a staffing list.
When hiring a specific employee, it is necessary to split the budget position (Create from budget) and create a work position. The work position created is linked to the budget position. If you are sure that only one employee will be hired for the position, you can immediately create a work position and use it to form the staffing list and budgeting. The card of the budget and actual position is similar in its appearance and structure.
The General tab displays general information about the position, its occupancy and place in the company hierarchy.
| Field | Description |
|---|---|
| No. | The position number (code) is provided automatically in accordance with the specified number series (General Module Setup scenario). |
| Senior position number | The number of the senior (in terms of subordination) position. Please note that the system does not implement control over the hierarchical subordination of positions within the organization. |
| Subdivision code | The code of the subdivision in which the position is open. |
| Subdivision name | The name of the subdivision in which the position is open. When filling in the code, the subdivision is filled in automatically. |
| Job code | The code of the job of the open position. |
| Job title | The name of the job of the open position. It is filled in automatically upon filling in the job code. |
| Reason for opening | A text field where you can specify the reasons for opening the position. The field is not required. |
| Note | A text field where you can enter an arbitrary comment. |
| Approval date | The position approval date is filled in automatically when approving the position (Actions - Functions - Approve) and is not available for editing. If the position has been processed for approval several times, the last date will be indicated in the field. |
| Start date | The start date of the position. This field is required. |
| Indexation start date | The indexation start date. Specified during data import. By default, it is filled in based on the start date. |
| End date | The end date of the position. The field may be empty. This means that the position is open indefinitely. |
| Freelance position | This field must be enabled if a freelance employee is to be hired for the position. For such positions, a labor contract of the "Civil Contract" type can only be issued. |
| Rate | The number of rates open for this position. Please note that for actual positions, the field value cannot exceed 1. |
| Occupied rates | The field is filled in only for actual positions and reflects the occupancy of the current position. |
| Rate used | The field is filled in only for budget positions and reflects the number of work positions created based on the current budget position. |
| Budget Position No. | The field is filled in automatically only for actual positions and displays the budget position code if the actual position was created from the budget position. The values in the field can be changed manually. If the work position is not linked to a budget position, the field will remain empty. |
| Status | The field displays the position status. Planned – the position has been created but is not yet included in the staffing list, changes can be made to the position. Approved – the position has been approved, included in the staffing list and cannot be changed. Closed – the position is closed. Please note that a position cannot be closed if it has subordinate positions. |
| Organization size | The field is not editable and displays the number of positions subordinate to this position. |
| Newly Created Workplace | The field is filled only for actual positions and is used in reports. |
The Administration tab is similar for the actual and budget positions. The tab contains a group of fields that define the working conditions and probationary period terms for employees hired for this position.
| Field | Description |
|---|---|
| Category Code | The employee category code to which employees occupying this position belong and stored in the Employee Work Record table. |
| Statistical Group Code | The statistical group code to which employees occupying this position belong and stored in the Employee Work Record table. |
| Calendar Code | The calendar code set for employees occupying this position. |
| Type of Work | The type of work defined for the position: Permanent, Temporary, Seasonal. |
| Working Conditions | The working conditions set for this position: Normal, Hard, Harmful, Very Hard, Other. |
| Financial Liability | Type of financial liability set for employees occupying this position: None, Collective, Personal. |
| Terms of employment | Terms of employment. Are selected from the corresponding section of the general directory and stored in the Employee Work Record table. |
| Use Probationary Period | Enabling of this option determines whether it is necessary to establish a probationary period for a new employee occupying this position. The setting can be changed when concluding a labor contract with a specific employee. |
| Description of probationary period | If the requirement for a probationary period is set for this position (the "Use Probationary Period" setting is enabled), then in this field you must specify the duration of the probationary period in text form. The value of this field can be used for printed forms. Please note that the value of this field is transferred to the field of the same name in the contract line and then displayed unchanged in the corresponding hiring/transfer orders. |
| Probationary period formula | If a probationary period is required for this position (the "Use Probationary Period" field is enabled), then in this field you must specify the formula for calculating the duration of the probationary period. For example, to set a probationary period of 3 months, specify "3M". |
| IP category | Insured person category code used in reports. |
| Disabled person position | Specify “Yes” if the position will be occupied by a person with disability. |
| Global dimension 1 Value | The value of Global dimension 1 that will be transferred for the employee of this position. |
| Global Dimension 2 Value | The value of Global Dimension 2 that will be transferred for the employee of this position. |
The Wages tab defines the default wage conditions for employees hired for the position.
| Field | Description |
|---|---|
| Calculation Group Code | The code of the calculation group that will be set as the default in the employee card for those hired for this position. |
| Posting Group | The code of the posting group that will be set as the default in the employee card for those hired for this position. |
| Internal Sick Leave Fund Posting Group | The code of the internal sick leave fund posting group that will be set as the default in the employee card for those hired for this position and used for sick leave payments funded by the company. |
| Work Time Norm | The code of the work time norm that will be set as the default in the employee card for those hired for this position. |
| Base Payroll Element Code | The code of the payroll element corresponding to the base payroll element, which will be set for employees hired for this position. The base payroll element code is selected from the job card associated with the position code and can be adjusted for individual positions. |
| Base Salary | The amount of the base salary assigned to the employee occupying this position. By default, the salary amount is taken from the job card associated with the position code and can be adjusted for individual positions. |
| Allowance | The allowance amount assigned to the employee occupying this position. The amount specified in the position field will be added to the employee’s base salary. |
| Monthly Salary | A read-only field displaying the sum of the base salary and the allowance. |
On the History tab, the creation, approval, and closure dates for positions are displayed, along with the user ID of the person who performed these actions. Created by – displays the USER ID of the user who created the position. Created on – displays the date the subdivision was created. Approved by – displays the USER ID of the user who approved the position. Closed by – displays the USER ID of the user who closed the position. Closed on – displays the date the position was closed.
For a position, Contract Terms can be defined, which will be used by default when drafting labor contracts for employees hired for this position. The principles for defining contract terms are similar to those for defining the terms of an individual labor contract. For a position to appear on the staffing list, it must be approved. Depending on the current HR and Payroll Module Setup (the Use staffing list orders field), to generate a staffing list, you can either approve each subdivision card (Actions - Functions – Approve) or use staffing list orders for this purpose. Multiple positions can be approved simultaneously by selecting all the required positions and clicking Functions – Approve.
No fields can be modified in an approved position.
Let’s review the functional buttons of Position Card and their purposes. Tab: Related, Block: Position
| Field | Description |
|---|
Contract Terms | View the list of essential employment terms defined for this position. Employees | A list of employees occupying the actual position. This menu item is only available on the card of an actual position. Applications | A list of actual positions derived from the current budget position. This menu item is only available on the card of a budget position. Dimensions | Dimensions-labels will be transferred for all positions in this subdivision. Posted Staffing List Rows: A list of rows from the posted staffing list.
Tab: Actions, Block: Functions
| Field | Description |
|---|---|
| Approve | Approve the position. |
| Open | Open the position. This function is available until an employee is hired for the position. |
| Close | To close the position, the employee occupying it must either be dismissed or transferred to another position. Note that a closed position cannot be reopened. |
| Copy Position | Copy the position card. The number of new cards to be created must be specified in the "Number of Copies" field. The working conditions related to the original position will also be copied. |
| Create from Budget | Convert a budget position into an actual position. When creating a position from a budget one, the working conditions defined for the budget position are retained but can be modified for the newly created actual position. This menu item is only available on the card of a budget position. |