1. HCM Cloud: How to Utilize the Synchronization of Line Manager
Amy Kust HCM Cloud Delivery Lead Oracle University October 23, 2018
Confidential – Oracle Internal/Restricted/Highly Restricted

2. Program Agenda
Describing position synchronization, hierarchy, and incumbent updates Defining positions Developing position details Working with position updates 1 2 3 4
Confidential – Oracle Internal/Restricted/Highly Restricted

3. Reviewing Position Management
Positions are typically used by industries that use detailed approval rules, and have tight controls over maintaining headcounts, or have high turnover rates.
Organizations use positions to replace a headcount with the same role/position and have a structured workforce planning in place or plan to implement.
The goal of an organization is to implement processes to manage headcount and automatic updates to worker assignments.
The Position Management functionality provides the ability to:
Create and track position data and its history
Maintain Organizational and/or Position structures
Auto update incumbent data based on Position changes
Oracle HCM Cloud: Configure Enterprise and Workforce Structures

4. Examining Position Code Generation
It is possible to create position codes in the following three ways:
Manually
Automatically, before submission
Automatically, at final save
You can use this feature to reduce the effort in manually providing the position code for each position being created. If you select the automatic method, the generated position code will be numeric across the enterprise level. Use the Manage Enterprise HCM Information task in the Setup and Maintenance work area to generate position codes for your enterprise. The default generation method is Manual. 
Oracle HCM Cloud: Configure Enterprise and Workforce Structures

5. Setting Up and Maintaining Jobs and Positions
Jobs are initially set up by using Functional Setup Manager > Workforce Deployment Offering > Define Enterprise Structures > Define Workforce Structures
Define Positions Tasks
Setup tasks in FSM under Define Jobs and Positions:
Manage Position Lookups
Manage Positions
Manage Position Trees
Ongoing job maintenance is performed from the Workforce Structures work area.
The ongoing maintenance tasks for jobs are:
Oracle HCM Cloud: Configure Enterprise and Workforce Structures

6. Reviewing the Position Management Configuration Process Flow
Manage Enterprise HCM Information
Manage Legal Entity HCM Information
Manage Positions
Configuration fields available:
Position Synchronization Configuration
Position Incumbent Validation
Position Hierarchy Configuration
Position Code Generation Method
Configuration fields available:
Position Synchronization Configuration
Configuration tasks:
Manage Positions
Create
Update
Correct
Oracle HCM Cloud: Configure Enterprise and Workforce Structures

7. Synchronizing Positions
Position synchronization is inheritance of values in an assignment from the values specified in the associated position.
The configured attributes are displayed as read-only in the assignment. Note that attributes that are blank in the position can be updated in an assignment.
It is possible to enable position synchronization at the enterprise and legal entity levels.
When editing the position synchronization configuration after person and assignments are created, run the Initialize Position Synchronization job to apply the changes in assignments.
Synchronized Attributes
The assignment can inherit any or all of the following attributes from the position (depending on the configuration) when position synchronization is enabled.
Department
Job
Location
Grade
Manager
Full Time or Part Time
Regular or Temporary
FTE and Working Hours
Start Time and End Time
Probation Period
Bargaining Unit
Oracle HCM Cloud: Configure Enterprise and Workforce Structures

8. Enabling Position Synchronization
Position attributes that need to be synchronized from position to assignments are enabled at the enterprise or legal employer levels:
Automatically updates incumbent assignments with updates made to Positions
Turning this checkbox on allows HR specialists to override any of the fields that were populated through position synch.
Enabling Position Synchronization at the Enterprise Level
Select the Enable Position Synchronization attribute in the Edit Enterprise page to enable position synchronization for the enterprise.
The following attributes are added on Create and Edit Position, and Position Synchronization pages:
Assignment Category
Union
Collective Agreements
Utilize HCM Position Hierarchy (parent position) or Position Manager (Person ID)
Oracle HCM Cloud: Configure Enterprise and Workforce Structures

9. Synchronizing Positions: Synchronizing Mapped Flexfields
When enabled, flexfield synchronization allows fields added to the position to appear on the worker’s assignment if the position flexfields are mapped to the assignment flexfield.
This feature is available for global and context-specific descriptive flexfields.
Synchronize Mapped Flexfields
When you select this option, assignment flexfields are synchronized with the mapped position flexfields.
You must first map position flexfields to assignment flexfields using the Manage Assignment Flexfield Mapping task in the Functional Setup Manager, and then select this option in the Manage Enterprise HCM Information task. When position synchronization is enabled, the position flexfields are inherited in the assignments.
After flexfields sync is enabled, flexfield mapping is defined in Manage Flexfield Mapping tasks within FSM
Enable the Synchronization of Flexfields
Oracle HCM Cloud: Configure Enterprise and Workforce Structures

10. Enabling Position Hierarchy
HCM Position Hierarchy needs to be enabled at the enterprise level in order for the parent position attribute to be available on the Manage Position pages.
Enabling Position Hierarchy will also trigger validations when a user attempts to inactivate a position.
Enabling Position Hierarchy will also display positions on the My Team pages.
When you enable HCM position hierarchy:
You can specify the parent position for a position on the Create and Edit Position pages in the Workforce Structures work area. When you search for positions based on a parent position, it will show all child positions for the specific parent position.
You can view the positions that are part of the HCM position hierarchy on the My Team page and view the incumbents for a position.
You can inactivate a position only if an incumbent with an inactive assignment exists.
You can only correct the HCM position hierarchy. You can enable or disable the position hierarchy configuration by flattening the existing hierarchy. You must run the Synchronize Person Assignments from Position process to flatten the position hierarchy.
When the position hierarchy is flattened, then schedule to run the Synchronize Person Assignments from Position process. This will apply the manager changes in assignments if the position hierarchy is changed after person and assignments are created. The assignment changes can exist on the current date, date in the future, or in the past.
Enable Position Hierarchy on the Manage Enterprise HCM Information page
The Parent Position attribute displays in the Position task to provide the ability to show relationship between positions without using a Position Tree
Oracle HCM Cloud: Configure Enterprise and Workforce Structures

11. Enabling Position Hierarchy - continued
Enabling Position Hierarchy also triggers validations when a user attempts to inactivate a position:
An error/warning message displays on the Manage Position page depending on the configuration setting discussed.
Oracle HCM Cloud: Configure Enterprise and Workforce Structures

12. Synchronizing Line Managers Based on HCM Hierarchy
Maintaining supervisors for position incumbents is a tedious task. To make this easier, an incumbent’s supervisor should be derived from the position hierarchy.
When a worker terminates or transfers, and is a manager, the workers that report to that position require manager updates. Their Assignments are automatically updated by Position Hierarchy synchronization with the next manager up the hierarchy.
The supervisor hierarchy is never broken; managers are all automatically maintained.
Oracle HCM Cloud: Configure Enterprise and Workforce Structures

13. Enabling Position Synchronization at the Legal Entity
Position synchronization enablement can be inherited by each Legal Entity from the settings on the Manage Enterprise HCM Information page or enabled or disabled by an individual Legal Entity on Manage Legal Entity HCM Information.
Enabling Position Synchronization at the Legal Employer Level
Set the Enable Position Synchronization attribute to Yes in the Position Synchronization page to specify the attributes to be configured with the position for the legal employer.
You can also set the attribute to No to exclude a single or few legal entities from having position synchronization.
You can also use the same settings as defined for the enterprise. In this case, you must select the Use Enterprise option, which is the default value. If position synchronization is configured only at the enterprise level, then the assignment inherits the attribute values from the position selected.
Select Use Enterprise, Yes or No to determine the Position Synchronization option for each Legal Entity
Oracle HCM Cloud: Configure Enterprise and Workforce Structures

14. Reviewing the Position Synchronization Process
The Synchronize Person Assignment from Positions process must be run to update impacted assignments when position synchronization is configured for the first time or changed.
This process must also be run if position changes are loaded by using HCM Data Loader:
You must set the Past Period to Be Considered in Days parameter to an appropriate value. For example, if you set this parameter to 60 days, then any assignment records with start dates during the previous 60 days are synchronized from positions. The default value for this parameter is 30 days. You can either run the process for the enterprise or a specific legal employer.
Oracle HCM Cloud: Configure Enterprise and Workforce Structures

15. Reviewing Position Synchronization Best Practices
A best practice is to enable position synchronization at the beginning of the current calendar year or later. This ensures that year-end processing for payroll or benefits isn’t impacted.
Position synchronization should be enabled before loading worker assignments. If it is enabled after the assignments are loaded, position synchronization can be enabled only for current or future dates.
After the assignments are created by using HCM Data Loader, the Synchronize from Position (PositionOverrideFlag) attribute on the assignment object needs to be set to Y. This is a required step as part of enabling position synchronization even if you don’t want to allow override at the assignment level.
After loading the assignments, run the Synchronize Person Assignments from Position process to synchronize the assignments.
You must set the Past Period to Be Considered in Days parameter to an appropriate value. For example, if you have enabled position synchronization as of 90 days ago, set this parameter to 90 days to synchronize the assignment records from positions. If you have already loaded your assignments before enabling position synchronization, the steps described in the answer of the next question apply.
Oracle HCM Cloud: Configure Enterprise and Workforce Structures

16. Reviewing Positions
A position is an instance of a job in a specific business unit and department, and optional in a location. It offers a well-defined space that is independent of the person performing the job. It exists even when there are no holders:
Oracle HCM Cloud: Configure Enterprise and Workforce Structures

17. Reviewing Position Details
Position details provide values that default to the assignment for a worker. It can be read-only or updated based on the position synchronization configuration.
Key concepts regarding positions:
At a position, you can see the current vacant Full Time Equivalent (FTE), names of incumbents, and history of the incumbents.
You add a position to a specific department and location.
You can associate evaluation criteria and a profile with positions.
Many of the existing fields at the job also exist at the position, and the application populates the Valid Grades region with the grades that you set up for the job on which you are basing the position.
Position Type
Single Incumbent, meaning that only one employee is allowed to hold the position at any time
Shared, meaning there can be several incumbents, up to the value of the FTE field (that is, two teachers both working .5 FTE in a 1.0 FTE position)
Pooled (Public Sector only), meaning the position is loosely defined so rules about FTE and hours are not enforced by the system
None, which you can select if you do not need to record position types
Use these fields along with the Validating Incumbents setting for an enterprise to ensure that there is no overlap or over allocation
If using Parent Position, leave Manager field blank
Oracle HCM Cloud: Configure Enterprise and Workforce Structures

18. Tracking Positions
After a position has been created, analytics appear at the top of the page to show current FTE, Headcount, and Incumbent. The history of the position incumbents can also be viewed by clicking the current incumbents name:
Oracle HCM Cloud: Configure Enterprise and Workforce Structures

19. Updating Positions
When a position is changed in a worker’s assignment, you have a choice whether to inherit values for those attributes that are not synchronized with the position or not. If you choose not to inherit, the previous values remain unchanged.
All active assignments that are synchronized with position automatically inherit changes from a position.
The Review page on the Edit Position page displays the list of impacted assignments with a status for each assignment. The status indicates if there are any issues due to position change. You must resolve all errors before submitting the position changes.
Position Changes
All active assignments that are synchronized from position automatically inherit changes from a position.
The Review page in the Edit Position page displays the list of impacted assignments with a status for each assignment. The status indicates if there are any issues due to the position change. You must correct all errors before submitting the position changes.
Assignment Changes
When you change the position in existing assignments you have a choice whether to inherit the values for those attributes which are different at the position than at the assignment. If you choose not to inherit, the previous values remain unchanged.
Position Synchronization Configuration Changes
You can apply the assignment changes as of the current date or a date in the future. Assignment attributes synchronized from position inherit their values from the position and are not editable. The restriction on editing values in the assignment applies only to the information that is entered in the position. For example, if the Bargaining Unit is not entered in the position, you can edit this value in the assignment even though it is one of the attributes inherited from the position.  If override is allowed at the assignment level, then you can specify at the assignment level whether you want to synchronize from position or not. 
Oracle HCM Cloud: Configure Enterprise and Workforce Structures

20. Updating Positions: Number of Incumbents Validation
The Number of Incumbents validation prevents a user from selecting a position in an assignment that does not have vacant Full Time Equivalents (FTEs) or headcount.
If overlap is allowed at the position, a warning is displayed if the open FTE or headcount is exceeded.
If overlap is not allowed, you will not be able to continue unless you select a different position that has vacant FTE or headcount.
Two predefined reports, Positions Occupancy and Positions Incumbents, are used to identify any over-occupied positions before enabling the validation.
To enable the validation:
Add the predefined organization information extensible flex field Position Incumbent Validation to the Manage Enterprise page.
Select the Apply Incumbent Validation attribute in the Position Incumbent Validation section in the Edit Enterprise page.
Oracle HCM Cloud: Configure Enterprise and Workforce Structures

21. Integrating My Team Parent Positions
My Team displays the Manager’s Position Hierarchy.
Open positions, FTE counts, and incumbents are displayed.
Hybrid teams that include positions and assignments are accommodated.
Oracle HCM Cloud: Configure Enterprise and Workforce Structures

22. 18C Position Graphical Hierarchy
You can now manage the HCM position hierarchy in a graphical layout.
You can easily visualize the position hierarchy layout and move the nodes and perform actions on each position node.
You must enable the Use HCM Position Hierarchy option on the Manage Enterprise HCM Information page to view and manage the hierarchy. All changes you make to the hierarchy are submitted as one.
Using your activity guide, perform the specified practices.
Oracle HCM Cloud: Configure Enterprise and Workforce Structures

23. Additional Resources
Oracle University Launchpad - dad/learn?p=MO:39618:39972:40003:0
Oracle University Cloud Learning Subscription (subscription required to access) - subscription/ls_193
My Oracle Support –HCM Cloud White Paper Library
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