Position Management Tree

The Position tree allows you to set up the organizational hierarchy of your agency and helps you to manage open positions. Employee Positions define the reporting structure and security permissions along with other details of the position, such as work status, location (cost center), and shift.

When an employee leaves a position, the new employee that fills the position will have the same security settings, etc. without making any additional changes to the employee’s (user’s) security settings.

Note: If you have licensed Employee Care, you will use either Employment Tracking or Basic Position Tracking to fill and vacation positions. If you have licensed Client Care only, you will use Basic Position Tracking to fill and vacate positions.

To enter a new or modify a position:

1. SelectEmployee Carefrom the menu and then select Positions from the Main card..

   

2. If this is the first position in the Employee Position Management tree, select the + next to the search box and go to Step 6. Otherwise, continue to Step 3.

   

3. Select the arrow next to a position to view the positions beneath it.

   

4. Select the three dots next to the position where you want to add a new position beneath.

   

5. Select Add Item Here to add a new position - OR-

   Note: You can also Edit, Cut, Copy, Paste or Delete the position as well.

   

   Select Edit icon to view or change the selected position.

   

6. On the Basic Information card, complete or modify the following information:

   

   • Description
   • Active
   • Position Type: The position type groups together multiple job titles for advertising purposes. When this position is filled, the actual job title that the employee will have is set based on the ones assigned in the position type.
   • Filled By: Is read-only and will show the name of the employee who is currently assigned to the position.

7. On the Employment Information card, complete or modify the following information:

   Note: If you have licensed Employee Care and both Employment Tracking and Sync Primary Position Information to Employee is enabled in Position and Placement Options and this position is the employee's primary position, then the * items on this card will sync to the Position Information card on the Employment Information tab of the employee. The primary position is designated when filling a position using the Employment Tracking Wizard.
   

   

   Work Status*	Full-Time, Part-Time, Family Medical Leave, On-Call, On-Leave, Temporary, Subcontract, Resource, Seasonal or Part-Time With Benefits. The work status is also used to determine PTO accruals.
   FTE*	A number that represents the full-time equivalent status for this position (for example, 1 for full-time or 0.5 for half-time).
   Cost Center*	If Payroll is licensed, this is the default payroll cost center for this position.
   Group*	The group for this position.
   Shift*	The shift that this position will be working, such first shift, second shift, third shirt or swing shift.
   Overtime Type*	If Payroll is licensed, enter the overtime type to use when calculating overtime for this position.
   Holiday Non-Worked Type*	If Payroll is licensed, enter the holiday-non-worked type for this position.
   Director	Select if the employee filling this position is a director. If you have licensed Employee Care, Employment Tracking, Sync Primary Position Information to Employee and the Director Sync is enabled in Position and Placement Options, then the employee filling this position will sync to the Employee Information tab as the director for the positions and primary managed positions beneath it.
   Manager	If you have licensed Employee Care, Employment Tracking, Sync Primary Position Information to Employee and the Manager Sync is enabled in Position and Placement Options, then the employee filling this position will sync to the Employee Information tab as the manager for the positions and primary managed positions beneath it.
   Exempt*	If this position is exempt.
   Salary*	If this position is salaried.
   Highly Compensated*	If this position is highly compensated.
   Do Not Enter Begin/End Times*	If Payroll is licensed, select if the wages for this position will be entered in summary or total hours.
   Direct Subordinates	This is the number of positions that report directly to this position based on where this position appears in the tree hierarchy. It does not include employees that report to the position via an employee group. It is read only.

8. On the Employment Care Managed Staff Settings card, complete or modify the following information if you want to use managed positions. (This card only appears if Enabled is selected on the Employment Tracking Settings card of Positions and Placements Options).

   

   Allow Managed Staff	If you have licensed Employee Care, select this option and a position type below to show this position under the Managed Positions Manager Positions in the Employment Tracking wizard.
   Position Type	This will be the managed staff’s position type for their job title. If you are using Employment Tracking you must select a Position Type in order for this position to appear in the list of Managed Position Manager Positions in the Employment Tracking Wizard.
   If Sync Primary Position Information to Employee is enabled in Position and Placement Options, the properties beneath Use with Managed Staff Settings for Syncing will appear (listed below). These settings will sync to the Position Information card on the Employment Information tab for those employees in the employee groups selected in the Managed Employee Groups card below that are marked Use with Managed Staff who have the employee group set as primary.
   Cost Center	If Payroll is licensed as well, this will be the managed staff’s default cost center.
   Overtime Type	If Payroll is licensed as well, this will be the managed staff’s overtime type to use when calculating overtime if the staff has a Payroll Group with a Wage Entry Type of “Detail - Calculate Overtime.”
   Holiday Non-Worked Type	If Payroll is licensed as well, this will be the managed staff’s holiday-non-worked type that determines which holidays the employee will automatically be paid for if  the holiday is set up in the holiday non-worked schedule and that date falls within the pay period.
   Group	This will be the managed staff’s group for reporting and sorting purposes.
   Do Not Enter Begin/End Times	If Payroll is licensed as well, select this option if the wages for the managed staff will be entered in summary or total hours even if an employee has a Payroll Group that is not set to “Summary.”

9. On the Employee Care Manager Security card select the Employee Care Security Role.

   This is the security role group to give managers permissions to the employees that have filled the positions beneath this position, are direct managed employees or in a direct managed employee group. When this field is populated, the Managed Employee Groups card and Direct Managed Employees card appear.

   

10. If you have also licensed Time Tracking or Staff Scheduling, then on the Staff Scheduling Time Tracking Manager Roles card, complete or modify the following information. This information will sync to the Staff Scheduling/TimeTracking Security tab of the employee when the DataPlus sync runs (if your sync is set up to sync from positions). Otherwise, skip to Step 11.

    

    Administrator	If the employee in this position is an administrator for Time Tracking and Staff Scheduling. This does not give them the ability to approve/review or view Time Tracking entries or export them.
    Setup Manager	If the employee in this position can add and edit setup items in Time Tracking and Staff Scheduling.
    Staff Manager Manager Type	If the employee in this position can approve time off requests and edit the Time Tracking and Staff Scheduling settings for their employees, select All - Primary, All - Department or Selected. If you select Selected, the position will have access to the employees in the employee groups selected on the Managed Employee Groups card. Select the + to add the appropriate Employee Group and set the Staff Manager Type as Primary or Department. Primary receives notifications and Department does not. These will sync to the Staff Group Manager card when the DataPlus sync runs.
    Scheduling Location Manager Type	If the employee in this position can manage scheduling locations and shift templates, select All - Primary, All - Department or Selected. If you select Selected, the position will manage the scheduling locations tied to the global location groups that you select on the Scheduling Location Manager Locations card. Select the + on the Scheduling Location Manager Locations card to add the appropriate Global Locations or Global Location Groups and set the Manager Type as Primary or Department. Primary receives notifications and Department does not. These will sync to the Scheduling Location Manager or Scheduling Location Group Manager cards when the DataPlus sync runs.
    Schedule Manager Type	If the employee in this position can generate and publish schedules, select All - Primary, All - Department or Selected. If you select Selected, the position will schedule the scheduling locations tied to the global locations or global location groups that you select on the Scheduler Locations card. Select the + to add the appropriate Global Locations or Global Location Groups and set the Manager Type as Primary or Department. Primary receives notifications and Department does not. These will sync to the Schedule Manager card of the Scheduling Location or the Scheduling Location Group when the DataPlus sync runs.
    Time Tracking Approver Type	If the employee in this position can approve the Time Tracking Entries via the Staff Log and Service Locations Log, select All - Primary, All - Department or Selected. If you select Selected, the position will have access to approve the Staff Logs for the employees that are in an employee group for the Managed Employee Groups card below. Select the + to add the appropriate Employee Group and set the Time Tracking Manager Role to Approver and the Time Tracking Manager Type as Primary or Department. Primary receives notifications and Department does not. These will sync to the Staff Group Approver card when the DataPlus sync runs. The Time Tracking Approver can also approve time with clients and mileage with clients transactions for the service locations and admin time and non-work time for payroll cost centers (for staff that aren't in one of their employee groups) if they are tied to a global location or global location group selected on the Approver Location Groups card. Select the + to add the appropriate Global Locations and Global Location Groups and set the Manager Type as Primary or Department. Primary receives notifications and Department does not. These will sync to the Approver card of the Service Location. Payroll Cost Center, Manager Service Location Group and Payroll Cost Center Group when the DataPlus sync runs.
    Time Tracking Reviewer Type	If the employee in this position can edit and acknowledge flags for time tracking entries via the Staff Log and Service Locations Log, select All - Primary, All - Department or Selected. If you select Selected, the position will have access to review the Staff Logs for the employees that are in an employee group for the Managed Employee Groups card below. Select the + to add the appropriate Employee Group and set the Time Tracking Manager Role to Reviewer and the Time Tracking Manager Type as Primary or Department. Primary receives notifications and Department does not. These will sync to the Staff Group Reviewer card when the DataPlus sync runs. The Time Tracking Reviewer can also review time with clients and mileage with clients transactions for service locations and admin time and non-worked time for payroll cost centers (for staff that aren't in one of their employee groups) if they are tied to a global location or global location group selected on the Reviewer Location Groups card. Select the + to add the appropriate Global Locations and Global Location Groups and set the Manager Type as Primary or Department. Primary receives notifications and Department does not. These will sync to the Reviewer card of the Service Location. Payroll Cost Center, Manager Service Location Group and Payroll Cost Center Group when the DataPlus sync runs.
    Time Tracking Viewer Type	If the employee in this position can view time tracking entries via the Staff Log and Service Locations Log, select All - Primary, All - Department or Selected. If you select Selected, the position will have access to view the Staff Logs for the employees that are in an employee group for the Managed Employee Groups card below. Select the + to add the appropriate Employee Group and set the Time Tracking Manager Role to Viewer and the Time Tracking Manager Type as Primary or Department. Primary receives notifications and Department does not. These will sync to the Staff Group Viewer card when the DataPlus sync runs. The Time Tracking Viewer can also view time with clients and mileage with clients transactions for service locations and admin time and non-worked time for payroll cost centers (for staff that aren't in one of their employee groups) if they are tied to a global location or global location group selected on the Viewer Location Groups card. Select the + to add the appropriate Global Locations and Global Location Groups and set the Manager Type as Primary or Department. Primary receives notifications and Department does not. These will sync to the Viewer card of the Service Location. Payroll Cost Center, Manager Service Location Group and Payroll Cost Center Group when the DataPlus sync runs.
    Time Tracking Exporter	The employee in this position can create an export of the approved Time Tracking log transactions.

11. Select the + on Managed Employee Groups card.

    

12. Select the employee groups of the employees this position can access.

    

13. Complete the following information for each employee group selected and select Next.

    

    In this field:	Enter
    Employee Care Primary Manager	Leave this set to yes if the selected manager position should be designated as a primary manager for the employees who have this employee group set as Primary in regards to employee care for approving requirements, receiving workflow related notifications and filtering Employee cards via the Managed By Me toggle.
    Staff Manager Type	If the selected manager position has the Staff Scheduling/Time Tracking Staff Manager Type set to "Selected," set this option to Primary or Department. Otherwise, this setting is ignored.
    Time Tracking Manager Role	If the selected manager position has the Time Tracking Approver Type, Time Tracking Reviewer Type or Time Tracking Viewer Type is set to "Selected," set this option to None, Approver, Reviewer or Viewer as appropriate. Otherwise, this setting is ignored.
    Time Tracking Manager Type	If the selected manager position has the Time Tracking Approver Type, Time Tracking Reviewer Type or Time Tracking Viewer Type is set to "Selected," set this option to Primary or Department. Otherwise, this setting is ignored.
    Use For Managed Staff	If you have licensed Employee Care and Employment Tracking is enabled in Position and Placement Options, then if this position has the Use Managed Staff check box selected as well, select this check box so that this Employee Group appears as a choice in the Employment Tracking Wizard when assigning Managed Positions to employees that will report to this manager. In addition if the Sync Primary Position Information to Employee and Sync Manager to Employee are enabled in Position and Placement Options, then the manager position's Managed Staff Settings will copy to the Employment Information tab of the employee and the employee has then the employee filling this position will sync to the manager field on the Employment Information tab of the employee for those employees who have designated this employee group as primary. Only one manager position can be set to Use for Managed Staff for the employee group.

    When you save position, a SURAG- security group will be generated for the employee filling this position (if they are set up as a Client Care/Employee Care user) giving them security access to the employees in this employee group. Additionally, depending on the Staff Scheduling/Time Tracking Security settings the user will also have the appropriate security settings to the employees in this group after the DataPlus sync runs.

14. Select the + on the Managed Departments, Managed Programs and/or Managed Placements card to determine which clients the employee in this position will have manager security access to.

    

    Select the Departments, Programs or Placements of the clients the employee in this position should have manager security access and select Accept. (Only Departments, Programs and Placements that have a Manager Security Group set will appear as choices to select).

    

    When you save the position (if it is already filled) or fill the position (if it is open now), a SURAG- security group will be generated for the employee, giving them manager security access to the associated clients (if the employee is set up as a Client Care/Employee Care user).

15. Finally, if there are additional security groups need for the employee in this position select the + on the Security Groups card.

    Additional security groups are needed to give the employee access to the employee menu or to set a placement as a caregiver under Tasks for example.

    

16. Select the appropriate security groups and select Accept.

    

    When you save this position, the security groups selected will be added to the user account of the employee filling this position (if they are set up as an Employee Care/Client Care user).

17. When finished, entering or modifying the information, scroll back to the top of the screen and select Save.

18. If Basic Position Tracking is enabled in Position and Placement Options, you will also see these read-only status cards:

    Current card	From here you can view the following read-only information about who is currently filling the position: Employee Effective Date: The date the current employee started this position. Job Title: The job title of the current employee that holds this position (it will be one of the job titles associated with the position type for this position). Job Order: The job order for the current employee's job title above. If it is set to "1", then it is the employee's primary job title. Force Pay Level: If this position/job title should always be paid at a certain level (Pay Rate 1 -8) for the current employee.
    Pending Vacancy card	From here you will see this read-only information if the employee filling this position is vacating it in the future: Pending Vacancy Effective Date: The future date that the employee in this position will be leaving or vacating the position. Pending Vacancy Notes
    Pending Employee card	From here you will see this read-only information if the employee filling this position begins on a future date: Employee Effective Date: The date the pending employee is starting this position. Job Title: The job title of the pending employee that will hold this position (it will be one of the job titles associated with the position type for this position). Job Order: The job order for the current employee's job title above. If it is set to "1", then it is the pending employee's primary job title. Force Pay Level: If this position/job title should always be paid at a certain level (Pay Rate 1 -8) for the pending employee. Notes

• ZendeskEmployeeCare.5.log-1181344801.zip3 KB