How to manage positions and employment in Simployer HRM/Classic

Learn how to manage affiliation, employment, positions, and employee numbers for an employee.

In Simployer HRM/Classic, each person has position information under Employment on the person page and an Affiliation. Employees cannot change these details themselves.

How affiliation and positions differ in Simployer HRM/Classic

Affiliation identifies where a person works each day or where the person works most often if they have more than one position.

A person can have only one affiliation and one manager. However, a person can have more than one position and may have employment with multiple legal entities.

When you select a department as the affiliation, the department manager automatically becomes the person’s manager. You can override the department manager by manually specifying a different manager. A manually specified manager remains assigned when the employee changes departments unless you remove the manager manually.

Affiliation is not date-controlled. Changes take effect immediately.

Important

When an employee changes departments, update both the position and the affiliation manually to maintain correct master data.

How employment and employee numbers work in Simployer HRM/Classic

An employee number is always linked to a legal entity. This link is called the employment.

The same employee number cannot be assigned to more than one person, whether active or deactivated, within the same legal entity. The same employee number can be used in different legal entities.

One or more positions can be registered for an employment. If an employment has only one position, the position should belong to the same department as the person’s affiliation.

How to create a new position in a new legal entity

When an employee moves from one legal entity to another, first add an end date to the existing position. The end date can be in the future. Then create a new employment and position in the new legal entity.

1. Open the context menu to the right of the employment and select New position
2. Enter the Personnel category (employment type), From date, any Up to and including date, Position title, Department, and Position percentage

If the position is not available in the dropdown menu, first create it in the position register under Manage → Administration → Fixed registers → Positions.

If both the from date and the up to and including date are in the past, Simployer HRM/Classic automatically registers the position as historical.

How to create a future position in the same legal entity

Select New position (successor) from the position’s context menu. Alternatively, select Successor to an existing position after selecting New position from the employment’s context menu.

This indicates that the new position follows the current position. Simployer HRM/Classic displays the change under Employment when the new position takes effect.

If you do not specify an end date for the current position, the function automatically sets the end date to the day before the new position starts. This keeps the employment continuous.

When to change an existing position or create a new position

When an employee receives a new position or changes an existing position, decide whether to:

• Create a new position to retain the history of all positions held by the employee, which is recommended
• Change the information in the existing position

If your organization has an integration with another system, such as a payroll system, you must create a new position.

Important

If you change the department for a position, you must also update the department under Affiliation manually.

How to end an existing position

To end a position without a successor position, enter the correct future end date and the correct reason for leaving on the position.

How to delete a position

1. Go to the employee’s profile and select About from the top menu, then select Employment
2. Open the context menu, shown as a circle with three dots, on the right and select Change position / Edit position
3. Select Delete position at the bottom of the page

For users with the Employment Contract module, a position may be unavailable for deletion because an employment contract has been created for the position. First cancel and delete the employment contract in the Employment Contract module. You can then delete the position.

Important

Deleting a position permanently removes all data registered for that position.