Creating and modifying vacancies
Menu paths
- To create vacancies, go to HRM ➔ Entry ➔ HRM ➔ Vacancy. Alternatively, you can go to HRM ➔ Reports ➔ People ➔ Vacancies, and then click New.
- To modify vacancies, go to HRM ➔ Reports ➔ People ➔ Vacancies, and then click Show. Click the vacancy ID in the ID column, and then click Edit.
Introduction
On this page, you can create, modify, or delete vacancies.
Roles and rights
To create or modify vacancies, function right 147 – Maintain resource card is required.
By default, users with the HR or HR assistant roles have this function right.
Note:
- For more details on function rights, go to System ➔ Setup ➔ Security ➔ Function rights.
- For more details on roles, go to System ➔ Setup ➔ Security ➔ Roles.
What version are you using?
The information in this document is applicable to product update 240 and higher. If you have versions lower than this, certain features explained here will not be applicable.
How do I create vacancies?
- On the Vacancy - New page under the Organization section at Manager, type or select the employment ID to specify the person who is in charge of the vacancy.
- Define other relevant information, and then click Save.
Keep in mind: All fields with the "!" icon are mandatory.
How do I modify vacancies?
- On the HRM: Search - Vacancies page under the Criteria
section, define the search criteria.
- Click Show.
- Click the hyperlink under the ID column.
- Click Edit, and then make the necessary changes.
- Click Save.
How do I delete vacancies?
- On the HRM: Search - Vacancies page under the Criteria
section, define the search criteria.
- Click Show.
- Click the hyperlink under the ID column.
- Click Edit, and then click Delete.
Buttons
Save
Click this to save the entry for the vacancy.
Save + New
Click this to save the details of the vacancy and create another vacancy.
Note: This is available only if you are creating a vacancy.
Delete
Click this to delete the vacancy.
Note: This is available only if you are modifying a vacancy.
Reject
Click this to reject the vacancy. The status of the vacancy will change from Active to Rejected. The vacancy cannot be used if it is rejected.
Note: This is available only if you are modifying a vacancy. Once the vacancy is rejected, this button will change to Reopen. If the vacancy allows more than one employment and an employment for the vacancy has been fulfilled, clicking the Rejected button will reject the vacancy but the fulfilled employment for the vacancy will remain fulfilled. However, this only applies if there is no request type linked to the Request type in the HRM: Settings page (for more information, see Defining HRM general settings) and/or HRM: Division screen (for more information, see Viewing division cards). If all the vacancies are fulfilled this button will be disabled.
Reopen
Click this to reopen the vacancy. The status of the vacancy will change from Rejected to Inactive or To be approved, depending on the request type settings.
Note: This is available only if you are modifying a vacancy. Once the status of the vacancy is Inactive or To be approved, this button will change to Reject. The Authorize button will be available.
Authorize
Click this to authorize the vacancy. The status of the vacancy will change from Inactive to Active.
Note: This is available only if you are viewing or modifying a vacancy.
Copy
Click this to copy the details of the selected vacancy to a new vacancy. For more information, see Copying vacancies.
Note: This is available only if you are modifying a vacancy with an active status.
Close
Click this to exit.
Fields
Organization section
Manager
Type or select the manager ID to specify the person who is in charge of the vacancy.
Division
Select the division of the vacancy. For more information on divisions, see Overview of divisions. Once you have selected a division, you can view the details of the division by clicking the name of the division displayed next to the box. For more information, see Viewing division cards.
Cost center
Type or select the cost center code to specify the cost center of the vacancy. For more information on cost centers, see Overview of cost centers. Once you have selected a cost center, you can view the details of the cost center by clicking the name of the cost center displayed next to the box. For more information, see Creating and modifying cost centers.
Contractual location
Type or select the contractual location code of the vacancy. The contractual location refers to the physical site such as the city, building, or floor where the person will be based. This information is mandatory.
Physical location
Type or select the physical location code of the vacancy. The physical location refers to the physical site such as the city, building, or floor where the person will be based. By default, the contractual location selected at Contractual location is filled in this box if no information is defined upon saving.
Job title
Type or select the job title code to specify the job title of the vacancy. This information is mandatory. For more information on job title, see Overview of job titles.
Note: In the advanced competency mode, the active competency profile of the selected job title will be automatically copied to the vacancy, based on the following rules:
- If a competency profile has been defined for a vacancy, the competency profile of the job title will not be automatically copied to the vacancy.
- If a competency profile has not been defined for a vacancy, the active competency profile of the job title will be automatically copied to the vacancy upon saving. All job groups in the profile and all the norm values under each job group will be copied.
- If a competency profile has not been defined for both the vacancy and the selected job title, upon saving the vacancy, the system will prompt the message, “No competence profile found for this vacancy. Create new one?” Click Yes to create the competency profile, or No if you do not wish to define any.
FTE
Type the Full Time Equivalent (FTE) of the vacancy. A vacancy that requires a person who works full-time has an FTE of 1.00 while a vacancy that requires a person who works part-time will have a pro-rated FTE. This information is mandatory.
Status
This displays the status of the vacancy.
Note: This is available only when you are creating a vacancy.
Start date
Type or select the start date of the vacancy.
End date
Type or select the end date of the vacancy.
Fulfillment date
Type or select the fulfillment date of the vacancy. This fulfillment date refers to the date when the search for the applicants begins. This information is mandatory.
Fulfillment end date
Type or select the fulfillment end date of the vacancy. This fulfillment end date refers to the end date of the applicant to fill up the related vacancy created.
Attachment section
National newspaper advertisement, Local newspaper advertisement, Other references
Type the description of the document that you want to attach in the box next to 
. Click Browse to locate the document where the file is saved. The location of the document will be shown in the second box. Click to view all documents linked to the related medium.
Note: Whenever the description of an attachment is not entered when saving the vacancy, the system will automatically fill the description with the filename of the attachment.
Internet, Homepage
Type the website addresses as references to a particular page on the Internet and to a related homepage. These website addresses must start with a “http://”. For example “http://www.thestarpaper.com”.
Details section
Vacancy type
Select the available options to specify the vacancy type for the vacancy. You can select one from the following:
- Internal — Internal vacancies are vacancies available within your organization.
- External — External vacancies are vacancies available within your customer’s organization.
- Both — Vacancies of this vacancy type are available to both your organization and your customer’s organization.
Customer
Type or select the customer code to specify which customer the vacancy belongs to.
Note: This is available only if you have selected the Customer: Vacancy check box in the general settings or the settings in the division of the vacancy, and enabled if you have selected External or Both at Vacancy type. For more information on the general and division settings, see Defining HRM general settings and Creating and modifying divisions respectively.
Focus
Type or select the job group code of the vacancy. This job group code refers to the job focus of the person who fills in the vacancy. Alternatively, you can type a focus of your own that has not been created. This information is mandatory. For more information on job groups, see Overview of job groups.
Quantity
Type the number of employment that is available for the same vacancy. For example, if you define the quantity as ‘3’, one main vacancy and two child vacancies will be created whereby the child vacancies are linked to the main vacancy. You can change the quantity as long as the quantity is not less than the number of fulfilled vacancies.
Note: Only the main vacancies will be listed in the results of the vacancies report. For more information, see Viewing vacancies.
Note section
Type any additional note in the box provided.
Timestamp
Click this to put a timestamp in the box.
Full screen
Click this to maximize the screen of the box.
Free fields section
This section is available if you have defined the free fields and customized the layout to include the free fields. For more information on defining free fields, see Overview of free fields. To include the Free fields section in the layout, click 
at the top right corner of the screen, and then select the Free fields check box.
The fields displayed are dependent on the free fields defined for the division selected at Division.
Customise
Click Customise at the title bar to customize the information and layout of the information to be displayed in the edit mode of profile(s) of a vacancy (personal level), vacancies in the same division (division level), and all vacancies (corporate level). For more information, see Customizing information and layout in vacancy profiles.
Related documents
| Main Category: |
Support Product Know How |
Document Type: |
Online help main |
| Category: |
On-line help files |
Security level: |
All - 0 |
| Sub category: |
Details |
Document ID: |
15.452.269 |
| Assortment: |
Exact Synergy Enterprise
|
Date: |
11-01-2015 |
| Release: |
|
Attachment: |
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| Disclaimer |