Position Management

Defining Job Positions at UBC

Position Management is a portion of the eRecruit online recruitment and management software. Position Management allows administrators to:

• define job positions at UBC
• identify the unit to which the position belongs
• identify the employment group
• record the organizational hierarchy
• provide a job description
• identify funding (source, amount, duration)
• cross-reference positions to people (via HRMS)
• incorporate this information to the new Budget system

On this page you will find:

• Contact Information

• Manuals and Forms

• Frequently Asked Questions

• Position Management Updates Archive

Position Management Update: June 16, 2011

URGENT: Expired Positions

We have recently discovered a serious issue with term positions (positions with an end-date). People have been hired into these positions with appointments that extend beyond the end of the position’s term.

This is a serious issue that could directly affect the information being uploaded into the Hyperion budget system. New edits are being implemented in eRecruit, eForms and HRMS to prevent hiring beyond the end of a position’s term. If this condition is detected, the hire cannot be completed until the position end-date is extended. Positions with expired term dates will be treated the same as ‘Inactive’ positions (neither one can be used for hiring unless their status and/or term is changed).

All existing positions with this problem must be corrected.

If you have positions with this problem, an Excel spreadsheet will be sent to an individual within your unit with Position Management access. This spreadsheet will contain a list of positions that need their position end-dates corrected. When you get your spreadsheet, please make corrections (extend the position term). In addition to the spreadsheet, a new Position Query is being developed to identify this situation. When doing your clean-up you can run it as often as necessary to ensure you haven’t missed any.

PS: It is highly recommended that you set sessional, post-doc and student positions to be ongoing positions (because you have these every year, even if the appointments associated with them are term appointments).

Reports-To field

Effective the end of June, the Reports-To field will become a mandatory field in Position Management. This field can be found at the bottom-left corner of the Position Information tab. Its purpose is to identify the position number a position reports to (it allows you to develop a hierarchy of positions).

This information is needed for workflow (electronic approvals) where a transaction must be approved by the manager or supervisor of the person entering the transaction.

If you have a pool position attached to multiple people, and these people all report up to different positions, then you may need to assign each person to their own position.

All existing positions must have the Reports-To field added by the end of August. This does not affect the Dotted-Line Reports-To field.

You can check your progress by running Position Query #03, and ensuring that the Reports-To field is present for all positions. Once all Reports-to information is added, you can create an Org Chart of your department by running Position Query #01.

See Past Updates