positions

he position hierarchy allows you to set up one or multiple position structures. 

The position structure defines the job roles that make up your organisation.

Benefits

The benefits to setting up your positional hierarchy in LearningZone:

• More flexible reporting.
• A user’s learning plan can automatically pull in all competencies and courses assigned to their position/job role.

Setting up position hierarchies

There are two main steps to setting up your position hierarchy.

1. Set up the framework: The space ready to capture the details of your organisational positions.
2. Set up the Position items which make up the structure.

 

Creating a position framework

To set up a new position framework:

1. InSite Administration > Hierarchies > Positions.
2. Click Manage positions.
3. Click Add new position framework.
4. Enter a Namefor your position framework.
5. You can also add an ID Numberand Description if you choose.
6. Click Save changes.

Your position framework is now set up and is ready for you to enter your position items or job roles.

Managing position items

Once you have set up your position framework you are ready to add the different job roles in your organisation. These are the position items. You can set your position items up individually, or you can use bulk actions.

Create position items

1. InSite Administration > Hierarchies > Positions.
2. Click Manage Positions.
3. Select the name of the position framework to which you will add position items.
4. Click Add new Position.
5. Set the ‘Parent’ position.

The ‘Parent’ position allows you to build parent/child relationships between the individual positional items in your hierarchy framework. You must have at least one position item set up in your framework for this option to be available. The default value is ‘Top’.

6. Give your position item a name.
7. You can give the position items an ID number and description if required.
8. Set the position type.
9. Click Save changes.

Your new position item now appears in the position framework.

Editing a positional item

1. InSite Administration > Hierarchies > Positions.
2. Click Manage Positions.
3. Click the name of the position framework you want to work in.
4. Click Editin the Actions column for the position Item.
5. Make the required changes.
6. Click Save changes.

Delete a position item

1. InSite Administration > Hierarchies > Positions.
2. Click Manage Positions.
3. Click the name of the position framework you want to work in.
4. Click Deletein the Actions column for the position Item.
5. A warning message is displayed. Click Yesto confirm.

Bulk actions

Bulk actions allow you to add, delete, and move many position items in one action.

Create position items using bulk actions

Add under bulk actions allows you to add multiple position items to the same parent and type in one action.

1. InSite Administration > Hierarchies > Positions.
2. Click Manage Positions.
3. Select the name of the position framework to which you want to add the position items.
4. Select Addfrom the Bulk actions dropdown menu.
5. Select the ‘Parent’ position.

The ‘Parent’ position allows you to build parent/child relationships between the individual positions in your hierarchy framework. You must have at least one position set up in your framework for this option to be available. The default value is ‘Top’.

6. Set the position ‘Type’.
7. Enter each position item you wish to add on a new line.
8. Click Save changes.

Your new position items now appear in the position framework.

Bulk delete position items

Delete under Bulk actions allows you to delete many position items from a framework in one step.

1. InSite Administration > Hierarchies > Positions.
2. Click Manage Positions.
3. Click the name of the position framework from which you wish to delete positional items.
4. Select Deletefrom the Bulk actions dropdown menu.
5. Select the positions you wish to delete from the left hand column and click Addto add them to the right hand column (select multiple items by holding down Ctrl or shift on the keyboard).
6. Click Delete selected Positions.
7. A warning message is displayed, click Yesto confirm.

The selected position items are now deleted.

Bulk move position items

Move under Bulk actions allows you to move many position items from one parent to another in one step.

1. InSite Administration > Hierarchies > Positions.
2. Click Manage Positions.
3. Click the name of the position framework where you wish to move position items in bulk.
4. Select Movefrom the Bulk actions dropdown menu.
5. Select the positions from the left hand column you wish to move and clickAdd to add them to the right hand column (select multiple items by holding down ctrl or shift on the keyboard).
6. From the Move selected positions to:drop down menu, select the Parent position where you wish to move the selected position items.
7. Click Move.
8. A warning message is displayed, click Yesto confirm.

The selected position items are now moved.

Bulk re-classify position items

See Managing position types to learn about bulk reclassification.

Assigning competencies to position items

Once you have set up position items you can assign competencies to them.

Competencies assigned to a position item can have two states:

• Mandatory: Mandatory courses must be completed by the learner. When mandatory competencies (and any linked courses) are automatically pulled into a learning plan the learner is not able to delete them.
• Optional:Optional courses are suggested competencies to help the learner in their role. When optional competencies (and any linked courses) are automatically pulled into a learning plan the learner is able to delete them.

When the learning plan template is set to automatically assign competencies from position, competencies assigned to a learner’s position automatically appear in their learning plan when they create one. See Learning plan templates to learn more.

1. InSite Administration > Hierarchies > Positions.
2. Click Manage Positions.
3. Click the name of the position framework you wish to work in.
4. Click the name of the position item you want to assign competencies to.
5. Click Assign competencies.
6. If you have more than one competency framework, select the framework from the drop down menu and click the name of the competency to select.

If there are more than 100 competencies in the selected framework you can only use the search function to select competencies.

7. The selected competencies appear in the Current selectionlist on the right, repeat step 4 until you have selected all the required competencies. Use the Delete button to remove a selected competency from the list.
8. Click Saveto save the selected competencies.
9. Set the Link typethis affects whether the competency is mandatory or optional. The default state is Optional.
10. You can remove a selected competency by clicking Delete.
11. Click Return to position frameworkwhen finished.

Assigning positions to users

Positions can be assigned to users in bulk through HR Import position source or individually by editing their profile and Choosing position. Positions can be assigned to each job assignment the user has.

To assign a position to a user:

1. Click the user by clicking the link to the user name.
2. Click Profile.
3. Click Add job assignment.
4. Click Choose position
5. Navigate to the position hierarchy location or select Search to find position.
6. ClickOK to assign the position.

If you attempt to assign a manager that results in a circular management loop then an error message will be displayed and you won't be able to add the circular reference.

For example If User A has User B as their manager, User B has User C as their manager - you will not be able to add User A as the manager of user C as this would create a create unexpected behaviour for manager approvals and management reporting.

Assigning position start and end dates

It is possible to assign a user's position a start and/or an end date. The following are suggestions for how this can be used in different scenarios: 

• User joins company:

account created, assigned a posstartdate, posenddate left blank

posidnumber set to new posidnumber, posstartdate = new position start date, posenddate = blank, upload.

• User is promoted, user account updated to new position, two actions required:

posidnumber set to old posidnumber, posstartdate = blank, posenddate = last date in position, upload.
posidnumber set to new posidnumber, posstartdate = new position start date, posenddate = blank, upload.

• User leaves company:

posidnumber = unchanged, posstartdate = blank, posenddate = date of exit, upload. (or does deleting the account mark posenddate automatically)

Managing position types

Types allow you to set up custom fields and apply those fields to position items set up within your framework. They allow you to apply different custom fields to different items within your position framework, or the same custom fields to all position items.

Types are optional and can be applied in two different ways:

• When the hierarchy item is set up.
• By editing a hierarchy item.

Creating position types

To create a position type:

1. InSite Administration > Hierarchies > Positions.
2. Click Manage Types.
3. Click Add a new type.
4. Complete the required fields and click Save changes.

Your type is now set up and can be used to classify position items in your framework(s).

Editing a position type

1. InSite Administration > Hierarchies > Positions.
2. Click Manage Types.
3. ClickEdit in the Actions column for the position type you wish to edit.
4. Make the required changes.
5. ClickSave changes to save your changes.

Delete a position type

1. InSite Administration > Hierarchies > Positions.
2. Click Manage Types.
3. Click Deletein the Actions column for the position type you wish to edit.
4. A warning message is displayed, click Yesto confirm.

Custom fields

Custom fields are specific to the Type they are set up under. When you assign a type to a position item, the position item inherits the custom fields associated with the type.

1. InSite Administration > Hierarchies > Positions.
2. Click Manage Types.
3. Click the Type name you wish to add a custom field to. Any custom fields already set up display here.
4. Click the Create a new custom fielddropdown box and select the style of custom field you wish to set up:
   • Checkbox
   • Date/time
   • File: Creates a file upload field
   • Location
   • Menu of choices
   • Multi-select
   • Text input
   • Text area
   • URL
5. Give the custom field a full name and a short name. The short name is used for display purposes.
6. Set the other common settings:

1. Is this field required? When set to Yes the field is compulsory.
2. Is this field locked? When set to Yes the field only displays the information set when the field was set up.
3. Should the data be unique? When set to Yes the field only accepts a unique values.
4. Hidden on the settings page? When set to Yes the field is not displayed on the competency framework overview page.

7. Complete the specific settings required for the custom field you have selected.
8. Click Save changes.

Your custom field is now set up, you can set up as many custom fields under each type as required to hold the specific information for your position items.

Assigning types to position items

Once you have set your position Types up, you can assign position items to them. When you create a position item you can set the type field, or you can set the field later.

1. InSite Administration > Hierarchies > Positions.
2. Click Manage Positions.
3. Click the name of the position framework you want to work in.
4. Click Editin the Actions column for the position Item.
5. Select the Type from the drop down box if no Type is assigned. Click Change Typeif a Type is already assigned to the position Item.
6. Click Save changes.

Bulk re-classification

Bulk re-classification allows you to re-classify all position items assigned to a particular position type to another position type.

Re-classifying positions

1. InSite Administration > Hierarchies > Positions.
2. Click Manage Positions.
3. Click the name of the position framework you want to work within.
4. Select Re-classify itemsfrom the Bulk Actions dropdown list.
5. This opens the Manage Position Types
6. Scroll to the bottom of the page to the Bulk re-classification
7. Select the Type you wish to re-classify from the dropdown box (this action reclassifies all position items that currently have this Type assigned to them).
8. The Re-classifyingpage appears and the number of position items you are re-classifying appears in the title.
9. Click Choosenext to the Type that you wish to re-classify.
10. A warning message appears detailing the change. Click Re-classify itemsto complete the process.

The items have now been re-classified.

Re-classifying types

1. InSite Administration > Hierarchies > Positions.
2. Click Manage Types.
3. Go to the Bulk re-classificationsection at the bottom of the Manage Types
4. Select the Type you wish to re-classify from the dropdown box (this action reclassifies all position items that currently have this Type assigned to them).
5. The Re-classifying page appears and the number of position items you are re-classifying appears in the title.
6. Click Choosenext to the Type you wish to have re-classified.
7. A warning message appears detailing the change, click Re-classify itemsto complete the process.

The items have now been re-classified.