Assign Employee to an Organization

Explanation

This activity is used to employ a person in an organization unit or add a new organization assignment for someone who is already employed. During this activity you will have an option to assign a position as well.

Employees can be assigned to multiple organization units - production lines, project groups, departments etc. The assignment can determine things such as employee's supervisors,subordinates, and data access. Every employee has to have at least one primary assignment where they are given a primary position.

During the assignment, you will determine what access rights the employee has.

• You assign a self-access role which determines what of their own data an employee can access/edit.
• You can select a position (an optional step for all assignments except the primary one). If it is a supervising position and position access is defined, it can grant supervision over others. Being assigned a subordinate position can have the opposite effect and allow supervisors access to employee's data. Positions you can select are determined by the organization assignment,i.e., in case of a company assignment, you  select positions from the company, and in case of matrix organization assignment, you select positions from the matrix organization.
  Note: A single position can be assigned in multiple organization units.

You can also exclude the employee's assignment from the organization chart if needed. (Aurena Only)

Prerequisites

In order to perform this activity,

• Position and an organization structures have to be defined.
• Assignment types have to be defined in the system (optional).
• Self-access access roles have to be defined in the system (optiona, a default self-access role is automatically available and assigned).

System Effects

As a result of this activity, an employee will be assigned to an organization, possibly with a new position. This determines what data he can register and who are his superiors and subordinates.

Window

Employee File/Employment/Assignments/Positions
Organization and Position Assignments
Personal File

Related Window Descriptions

Employee/Employment/Assignments/Positions
Organization and Position Assignments
Personal File/Employments/Organizations

Procedure

To add new organization assignment for an employee from the Employee File window:

1. Open the Employee File or Personal File window. Search or populate to find the relevant employee.
2. Navigate to the Employment/Assignments/Organization tab and add a new record.
3. In the Organization Code field, enter the ID of an organization unit to which you want to assign the employee.
   Note: You can select a unit from employee's company or matrix organizations connected to it. In the list of values you can see to structures to which the units belong.
4. In the Position ID field, you can enter a position that you will give to the employee. This not a mandatory step unless you create a primary assignment. If position access is defined, this position can determine employees supervisors and subordinates.
5. If you create a primary position, select the Primary check box. This would make this assignment a primary occupation of an employee, and be reported/visible as such in other parts of the application.
6. In the Assignment Type field, you can select what is the nature of employee's assignment. How this field is used depends on system configuration; for example, it can list full time or part time assignment.
7. In the Role ID field, you can enter a self-access role which determines what of his own data an employee can register. Bu default, every employee is given the REG_NO_AUTH role which enables him or her to register but not authorize their own transactions. If other self-access roles are defined, you can select one of them by using the list of values.
8. Enter the validity period for the assignment in the Valid From and Valid To fields.
9. Save the information.

To employ a person in a new organization unit from the Personal File window:

1. Open the Personal File window. Search or populate to find the relevant person.
2. Navigate to the Employments/Organizations tab and add a new record.
3. In the Company ID field, enter the identifier of a company in which you want to employ the person.
   Note: You have to have access to the company in order to add there new employees.
4. In the Employee ID field, enter the employee identifier, which will be assigned to a person employed in the company.
   Note: The ID has to already be registered in the system. New IDs have to be created through the Employment Assistant  or in the Empoyee File window.
5. In the Organization Code field, enter the ID of an organization unit to which you want to assign the employee.
   Note: You can select a unit from employee's company or matrix organizations connected to it. In the list of values you can see to structures to which the units belong.
6. In the Position ID field, you can enter a position that you will give to the employee. This not a mandatory step unless you create a primary assignment. If position access is defined, this position can determine employees supervisors and subordinates.
7. If you create a primary position, select the Primary check box. This would make this assignment a primary occupation of an employee, and be reported/visible as such in other parts of the application.
8. In the Assignment Type field, you can select what is the nature of employee's assignment. How this field is used depends on system configuration; for example, it can list full time or part time assignment.
9. In the Role ID field, you can enter a self-access role which determines what of his own data an employee can register. Bu default, every employee is given the REG_NO_AUTH role which enables him or her to register (but not authorize) their own transactions. If other self-access roles are defined, you can select one of them by using the list of values.
10. Enter the validity period for the assignment in the Valid From and Valid To fields.
11. Save the information.