Summary: This document provides comprehensive information about position management within the Onahiri Platform. The Position Management functionality allows you to create, manage, and track organizational positions and their assignments to personnel.

Overview

Position Management in Onahiri serves as the bridge between your organizational structure and your personnel. It allows you to define positions within the organization, assign people to those positions, track position history, and manage position-specific permissions.

Position Concepts

Position Definition

A position represents a formal role within the organization and has the following key attributes:

• Title: The formal name of the position
• Level: Numerical indicator of the position’s hierarchical level
• Description: Detailed explanation of the position
• Status: Whether the position is active or inactive
• Requirements: Qualifications and skills needed (optional)

Position Assignment

When a position is assigned to a person, the assignment includes:

• Person: The individual holding the position
• Organization Unit: Where the position exists within the organization
• Start Date: When the assignment began
• End Date: When the assignment ended (if applicable)
• Status: Current status of the assignment (Active/Inactive)
• Primary Flag: Whether this is the person’s primary position
• Roles: Specific application roles granted through this position
• Change Type: The type of position change (New, Update, Transfer, etc.)
• Reason: Documentation of why the change occurred

Position History

The system maintains a complete history of all position assignments, including:

• Assignment Timeline: When positions were assigned and ended
• Status Changes: Changes in position status over time
• Role Changes: Modifications to position-specific roles
• Change Documentation: Reasons and approvals for changes

Position List View

The Position List View provides a scrollable list of all positions in the system:

• Quick Search: Filter positions by title, level, or other attributes
• Pagination: Navigate through multiple pages of results
• Status Indicators: Visual badges showing active/inactive status
• Level Display: Numerical level indicator for each position
• Sorting: Arrange positions by various attributes

Position Detail View

The Position Detail View provides comprehensive information about a selected position:

Basic Information

• Title: Position name
• Level: Hierarchical level in the organization
• Description: Position purpose and details
• Status: Active or Inactive indicator

Active Assignments

Lists all personnel currently assigned to this position:

• Person Name: Full name of the assigned individual
• Organization Unit: Unit where the assignment exists
• Start Date: When the assignment began
• Status: Current assignment status
• Assignment Actions: Operations that can be performed on the assignment

Position Form

The Position Form allows creating and editing positions with the following fields:

• Title: Position name (required)
• Level: Numerical level (required)
• Description: Detailed information about the position
• Status: Active or Inactive (defaults to Active)
• Requirements: Skills, qualifications, and experience needed (optional)

Position Assignment Process

Assigning a Position

The Position Assignment process follows these steps:

1. Select Person: Choose the person receiving the position
2. Select Position: Choose from available positions
3. Select Organization Unit: Specify where the position exists
4. Set Status: Specify initial status (Active/Inactive)
5. Designate Primary: Indicate if this is the primary position
6. Assign Roles: Select application roles granted through this position
7. Document Change: Specify change type and reason
8. Set Effective Date: When the assignment takes effect
9. Submit: Save the assignment

Position Actions

The following actions can be performed on existing position assignments:

• Deactivate: End the assignment with documentation
• Reactivate: Restore a previously ended assignment
• Change Details: Modify the position assignment details
• Set as Primary: Designate as the person’s primary position
• Remove Primary: Change from primary to secondary position
• Adjust Permissions: Modify role assignments for the position
• View History: See all changes made to the position assignment

Permission Adjustment

Position-specific permissions can be modified through:

1. Select Position: Choose the position assignment to modify
2. View Current Roles: See what roles are currently assigned
3. Modify Roles: Add or remove role assignments
4. Document Reason: Provide justification for changes
5. Submit: Save the permission changes

Position History Tracking

The system maintains detailed history of position changes:

Change Types

• New Assignment: Initial position assignment
• Update: Modifications to existing assignment
• Transfer: Movement between organization units
• Promotion: Advancement in level or responsibility
• Demotion: Reduction in level or responsibility
• Termination: End of position assignment

History Viewing

Position history can be viewed in several ways:

• Timeline View: Chronological display of all changes
• Person-Centric: All positions held by a specific person
• Position-Centric: All people who have held a specific position
• Organization-Centric: Position history within an organizational unit

Primary Position Management

The primary position concept has several important aspects:

• Single Primary: A person can have only one primary position at a time
• Automatic Updates: Designating a new primary automatically updates other positions
• Visual Indicators: Primary positions are visually distinguished
• Reporting Hierarchy: Primary positions establish the main reporting line

Position Data Validation

The system performs validation on position data including:

• Required Fields: Ensuring mandatory fields are completed
• Level Constraints: Validating level values against organizational rules
• Status Logic: Enforcing rules about position status changes
• Assignment Validation: Checking for conflicts in assignments
• Primary Position Logic: Ensuring primary position rules are followed

Notifications

The system provides notifications for various position-related events:

• Assignment Changes: Alerts when positions are assigned or modified
• Status Updates: Notifications when positions are activated or deactivated
• Permission Changes: Alerts when position-related permissions change
• Primary Changes: Notifications when primary positions are modified

Best Practices

For optimal position management:

1. Document Changes: Always provide clear reasons for position changes
2. Maintain Accuracy: Promptly update position assignments
3. Review Permissions: Regularly verify position-specific permissions
4. Track History: Use position history to understand organizational evolution
5. Primary Position Clarity: Ensure each person has an appropriate primary position
6. Level Consistency: Maintain consistent level assignments across similar positions