Create a New Position in My HR Services
INTRODUCTION
Why this is important?
Position management is key:
- To start a recruiting process, internal or external
- To assign new joiners or internal movers their ‘seat’ in our Organization structure
- To reflect our Business Organization’s evolution
The correct and timely creation / maintenance of positions ensures a proper functioning of all HR processes and an org chart that provides a correct view of the organization.
POSITION MANAGEMENT - GUIDELINES & PRINCIPLES FOR MANAGERS
Position creation workflow - A step-by-step guide
Before beginning
- If you are not in a management role yet and this is the first time you will hire a team member, the position needs to be created by your manager, on your behalf.
- Before you create a position, make sure you have reviewed and completed the Manager checklist
- From the Home Page of My HR Services, navigate to the Org Charts
- By default, you are directed to the basic Org Chart. Open the Position Org Chart.
- Click on the position card which you want to use as template for starting the creation of a new position.
Step two:
- In the upcoming side panel, next to the position, choose the ‘Show Menu’ icon.
- Select the position hierarchy
- Add Lower-level position : you will create a position below the one selected
- Add Peer Position : you will create a position at the same hierarchy as the one selected
Step three:
- The Position dialog box opens with most fields pre-filled with the details of the source position chosen
- Complete the Position and Job Information section
- Title - this is the position name. It should be in line with the job family documentation /grading table and may include scope information (name of site, country, market, etc.).
- If you are not logged in US English, you will be asked to enter the position translation: click on the World Map icon and complete the US English field with the proper translation.
- For any position assigned to Brazilian employees, once you clicked on the World Map icon, the ‘Default Value’ must be written in Portuguese (legal requirement).
- Status - position is defaulted Active. Can be changed to Inactive in case a position is obsolete.
- Start Date - date when the position may start to be assigned, but must be set to TODAY if you will use this position in the recruiting process for a Job Requisition.
- Job Function & Job code - domains and subdomains of Syensqo's standard jobs (consult Job catalog)
- Position Grade - grading of the position based on the job grading documentation (consult Job catalog)
- To be Recruited - defaulted to YES so the position can be used to start a recruiting (Internal or External) and assign an employee.
- Title - this is the position name. It should be in line with the job family documentation /grading table and may include scope information (name of site, country, market, etc.).
- Complete the Organization Information section
- Business Unit - GBU or Functions defined by the Group
- Division - subset of a GBU or Function
- Department - people unit that deal with a particular area of work
- Location group - site, location
- Company - legal entity in a country perimeter
- In case of doubts which legal entity to select on a dedicated site, contact the Call Services
- Cost center - budget unit in the financial structure
- In case of doubts regarding which Cost Center to select or for New cost center to be created, please contact the Controller of your site or entity, or the Call Services
- BSA - Business Support Activities
- Higher level position - manager's position
- Make sure the start date is set to today if you will use this position in the Recruiting process for a Job Requisition
- After finishing, save your progress
When you save your position creation, the system generates an approval workflow.
To consult the Workflow Approver, you can select View Workflow Participants and see who needs to approve your request in order for it to be successfully completed.
When you click on Confirm, the request for approval is sent by email to the approver. In case of multiple approvers (for Positions S23+), the 1st approver only is notified at this stage.
FINALLY...The position you have created becomes visible in the Position OrgChart as soon as it is approved.
Note: Vacant positions are not visible in the standard OrgChart accessible to any employee. Only Active Internal employees are displayed in the standard OrgChart.
Important: In case you have created the position to a future date, change the Calendar View in order to see it.
MY HR SERVICES USER GUIDE (ENGLISH)
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