Position Management Software

Position management software can be a valuable tool for any organization to use in order to better understand their employees. By using this type of software, organizations are able to gather important information on employee performance and skill assessment. This will allow them to make better-informed decisions about how well each person is performing within their role or department as well as who might be ready for promotion based on their skillset development needs.

In this guide, we review the aspects of Position Management Software, What is a position management system, How do you implement position management, and What are the benefits of position management.

Position Management Software

Position management software is an effective way to collect and analyze data on employee performance. This information can help organizations determine how well employees are performing in their roles and whether they’re capable of performing the tasks needed for a promotion. It also helps companies identify which employees have the skills needed for future growth opportunities so that training programs can be established accordingly.

Position management software is software that helps companies identify how well employees are performing in their roles.

Position management software is a tool that helps companies identify how well employees are performing in their roles. This can include everything from determining employee skill levels to identifying training needs and career paths.

Position management systems vary widely depending on how complex you want them to be. Many systems can be as simple as creating a spreadsheet or using a basic database, while others offer advanced reporting features like forecasting revenue based on historical data and calculating standard deviations for each employee’s performance metrics over time.

It can also be used to assess if employees are capable of performing the tasks needed for a promotion.

You may be wondering how you can use this software to assess if an employee is ready for a promotion. You’ll start by identifying the skills and competencies needed to perform at their new level. Next, you’ll create a list of all the employees currently in your organization who could be promoted and select those who have the most potential for growth based on their performance history and current skill set.

Once you’ve identified these high-potential employees, run them through our Position Management Software to see where they stand in terms of competency against managers in other organizations within your industry benchmarking survey results.* This will give you valuable insights into what areas need improvement before they’re ready for promotion. We recommend adding some coaching sessions with these individuals so they can work on filling any gaps before applying again next year!

Employees who use position management software for self-assessment can develop a better understanding of how their skills match the needs of their roles and organizations.

  • Employees who use position management software for self-assessment can develop a better understanding of how their skills match the needs of their roles and organizations.
  • Position management software enables employees to compare their skills to job requirements, assess performance against peers, identify areas of strength and weakness, develop their skills and competencies, and create a career plan that matches individual desires with organizational needs.

Position management software can help secure buy-in from managers on training and development projects to ensure that all employees have the right skills to best serve their organizations.

Role-based training and development can help managers:

  • Understand the benefits of training and development.
  • Understand the costs of training and development.
  • Prioritize training and development opportunities based on their impact on business outcomes and employee performance.

Position profiles help establish job requirements, organizational structures and career paths.

Position profiles help establish job requirements, organizational structures and career paths.

The position profile is a tool that defines the requirements for a specific role by listing key responsibilities, knowledge areas and skills. This information can be used to create job descriptions, which are an essential part of any company’s recruitment strategy. It also helps establish a career path so employees know what their next step up will be. The organization structure is created based on where people fit within the hierarchy of roles and tasks required to run a business effectively.

Position management software helps organizations collect and analyze data on employee performance and skill assessment.

Position management software helps organizations collect and analyze data on employee performance and skill assessment. This allows organizations to:

  • Identify skills gaps between employees, positions, and job requirements
  • Identify employees who need training or development opportunities
  • Identify employees that are ready for promotion

What is a position management system

For many HR professionals, when their business increases in size, various time-drains and challenges arise around determining accurate roles and responsibilities.  

But with HR software, you can use position management to make handling a dynamic workforce much easier and less time-consuming.   

What is position management?  

Essentially, position management creates separation between employees and the positions they hold. 

A recognised approach, position management helps handle the intricacies of job roles within businesses, typically used across sectors such as government and education; however, many commercial organisations can benefit significantly from implementing position management.  

How does position management differ from employee management?  

HR systems generally operate in two ways: employee management and position management.  

Employee management is an individual’s details – they come and go with the employee.  

For example, information such as home addresses and bank details are provided by the employee upon joining the business but are removed once they leave.  

Position management, on the other hand, is fixed information that belongs directly to the role, which can consist of aspects such as salary, FTE or reporting lines.  

In most cases, it’s static information that relates directly to the job rather than the employee.  

Why is position management important?  

As businesses grow, so do the internal teams, bringing more structure to your employees’ day-to-day. 

When your business started, individuals may have been informally responsible for tasks across various functions. 

However, once clear departments and job areas form, position management becomes fundamental to ensuring roles and their associating actions are clearly defined. 

What are the benefits of position management? 

Effective position management can provide your business with a range of benefits, including:  

How does position management work for employees with multiple roles? 

Position management solidifies key information about specific roles, as well as helping facilitate structure for employees with multiple responsibilities.  

Position management in the commercial sector 

When recruiting for a new position within your business, you can pre-emptively set up all the role-specific information such as salary and reporting lines. 

While the position remains unfilled, a current employee can be added to that new position on an interim basis as well as maintaining their existing role. 

Once a new person is hired, the position and all its information can be reassigned. 

Position management in the education sector 

In a school, as well as being a teacher, staff can also be special needs coordinators and maybe Heads of Year. 

With position management, you can track and assign multiple roles to members of staff, each with separate information regarding responsibilities, i.e. working patterns, contracted hours and reporting lines.   

How do you implement position management?  

Modern HR software is the key to implementing position management. 

Take, for example, our HR and payroll solution, Staffology HR – we’ve now launched a new position management feature that users can seamlessly integrate into their existing HR processes.  

By having technology that specifically enables position management, you can easily implement the tools within your business.  

How do you implement position management

Position management, also called Position Control, is a way of organizing your workforce by position rather than by employee. This method offers some unique advantages to organizations – especially those that have complex workforce structures such as employees split between different roles, or multiple part-time employees that together represent one full-time equivalent. In situations like these, the traditional employee-based HR and Payroll system is simply inadequate in capturing a complete and accurate picture of your workforce.

Position management works differently because it creates the framework of your workforce by position. If you think of your organization like a stadium, each seat represents a position. These seats are organized into different groups, similar to how positions are organized into departments, cost centers, locations, and so on. Over time, you’ll see different people come in and occupy those seats at different times, filling a position. They may stay in that position for many years, be promoted to a box seat, or choose to leave your stadium.

These constant fluctuations and employee movements are difficult to track when your workforce is organized by those constantly moving employees. Position management fixes that problem by looking at position first, which provides your organization with a stable organizational method for better visibility, workforce optimization, and financial sustainability.

Recruitment Without Over-hiring

Position management gives you the information you need to recruit top talent while never over-hiring. All positions, whether open or filled, can be viewed in an organizational chart that creates a complete picture of your organization. With Position Control, an open position must be approved-to-fill before recruiting can begin, ensuring that the position is budgeted for and the appropriate decision-makers have reviewed and approved it.

Because all of your positions are mapped out whether open or filled, comparing budgeted versus actual costs is easily accomplished. Further, our position-based system enables you to run reports on revenue-generating positions to determine the cost of daily lost revenue for open positions at your organization. What this means is that you’ll be able to recruit more strategically, by prioritizing your recruitment efforts based on real numbers rather than guessing.

Additionally, position management enables all applications to be tied to the position itself. This helps organize your candidates in one place so that all decision makers can review each applicant’s resume, check on interview notes, and provide their input before a final decision is made. With position first, this recruiting method also enables you to easily collect and view data on important recruiting statistics for your organization, including cost to fill, time to fill, and number of applicants needed to fill a position. These details, along with information like daily lost revenue for open positions, can help you prioritize effectively and build an evidence-based recruiting strategy to fill key positions faster and more efficiently.

Inheritable Attributes for Better Talent Management

With position management, various attributes can be tied to the position itself. These may include things like department, salary range, funding source, and so on, depending on how your organization is set up. Because these attributes are tied to the position rather than the employee, any employee who fills that position can automatically inherit all of the position attributes. What this means for you is a lot less manual data entry and less risk of human error. Remember how the application is already tied to the position in the recruiting phase? Once you’ve made an offer and your candidate has accepted, their personal information can flow directly from the applicant tracking system into their employee file. And as an employee filling that position, they simply inherit the attributes of that position automatically, including salary range, department, cost center, and any other attributes that your organization wants to designate for a given position. This pattern continues any time you bring a new hire on board or an employee moves from one position to another. Each time, they’ll simply inherit the attributes of the position they’re filling, which allows for a seamless transition and a lot less paperwork. And that adds up to significant time savings when it comes to manual data entry that is now fully automated.

The Administrative Chain of Command Never Breaks 

If you’ve ever had a manager leave the company, you know this can put an entire team of direct reports in limbo. With position management, the chain of command is never broken. Any requests or approvals simply flow up from the now vacant position to the next position in the chain of command. The position remains in place no matter how long it takes to fill again, ensuring no employees end up “orphaned” in the organizational chart. This enables workflows to proceed smoothly, so that your entire organization can maintain continuity of care. With positions used as the framework, your organization maintains stability even as your workforce is constantly changing and evolving.

Ensure Payroll Compliance Every Time 

For Health and Human Services organizations, payroll compliance can be highly complex. You may have workers split between different programs, receiving various pay rates based on the roles they’re filling, or funded through multiple cost centers. These complexities are made simple when you have position management in place. Employees can allot their time based on the cost center or program they’re working in, allowing for the system to automatically calculate their appropriate pay rate. Even shift differentials and secondary pay rates can be automated to accommodate your modern and mobile workforce.

Budget and Forecast Labor Costs Accurately

As we saw with recruiting and budgeting for open positions, position management can make a huge difference in being able to budget and forecast accurately. The budgeting benefits go well beyond simply filling open positions and enables you to get a bird’s eye view of your entire workforce. Information is no longer fragmented or siloed within individual teams or departments. Instead, you can look across programs, evaluate cost centers, and report back to funders. With all of the data in front of you, position management enables you to gain the visibility you need into your entire workforce. And this allows you to spot problem areas at a glance and proactively solve issues to keep your organization running in a financially sustainable manner.

Our HR and Payroll software provides you with the reporting capabilities you need to make sense of all the data in front of you. Our system enables access to big-picture analytics as well as drill-down details that give you exactly the information you need – whether that’s deciding whether to approve a position to fill, a programming report requested by a specific funding source, or some details needed to justify your costs to the board. Position Control puts you in control.

Position Management Works Best as a Foundation

Many HR and Payroll software providers claim to offer position management – often as an add-on module with a separate price tag attached to it. This isn’t true Position Control and will do a poor job of offering you the many benefits just discussed. That’s because these systems are still, at their core, employee-based systems. Anything added to those platforms or built around those platforms exist separately, and may or may not be able to function properly.

Modular systems also tend to fragment your information. Data may need to be entered separately into different modules, as they all work independently of each other. While modular systems appear to provide greater flexibility, they can cause problems when different modules have conflicting information or are not able to integrate effectively. However, when position management forms the basis of a unified system, it creates a single source of truth for your workforce, budgeting, and reporting needs.

True Position Control Available from DATIS

At DATIS, we’ve built our platform with Position Control as the very foundation of our software. All of the features and functionality of our unified system, including payroll, time and attendance, benefits, talent management, and more, are built with Position Control at its core. For Health and Human Services organizations with complex workforce structures and dynamic employee groups, having a unified HR and Payroll system in place with a solid foundation in Position Control is essential for effective workforce management and planning ahead to ensure the organization’s financial sustainability.

If you’d like to learn more about how our unified HR and Payroll software provides a strategic advantage for Health and Human Services organizations, contact us today to see our solution in action.

What Are The Benefits Of Position Management

Position management, also called Position Control, is a way of organizing your workforce by position rather than by employee. This method offers some unique advantages to organizations – especially those that have complex workforce structures such as employees split between different roles, or multiple part-time employees that together represent one full-time equivalent. In situations like these, the traditional employee-based HR and Payroll system is simply inadequate in capturing a complete and accurate picture of your workforce.

Position management works differently because it creates the framework of your workforce by position. If you think of your organization like a stadium, each seat represents a position. These seats are organized into different groups, similar to how positions are organized into departments, cost centers, locations, and so on. Over time, you’ll see different people come in and occupy those seats at different times, filling a position. They may stay in that position for many years, be promoted to a box seat, or choose to leave your stadium.

These constant fluctuations and employee movements are difficult to track when your workforce is organized by those constantly moving employees. Position management fixes that problem by looking at position first, which provides your organization with a stable organizational method for better visibility, workforce optimization, and financial sustainability.

Recruitment Without Over-hiring

Position management gives you the information you need to recruit top talent while never over-hiring. All positions, whether open or filled, can be viewed in an organizational chart that creates a complete picture of your organization. With Position Control, an open position must be approved-to-fill before recruiting can begin, ensuring that the position is budgeted for and the appropriate decision-makers have reviewed and approved it.

Because all of your positions are mapped out whether open or filled, comparing budgeted versus actual costs is easily accomplished. Further, our position-based system enables you to run reports on revenue-generating positions to determine the cost of daily lost revenue for open positions at your organization. What this means is that you’ll be able to recruit more strategically, by prioritizing your recruitment efforts based on real numbers rather than guessing.

Additionally, position management enables all applications to be tied to the position itself. This helps organize your candidates in one place so that all decision makers can review each applicant’s resume, check on interview notes, and provide their input before a final decision is made. With position first, this recruiting method also enables you to easily collect and view data on important recruiting statistics for your organization, including cost to fill, time to fill, and number of applicants needed to fill a position. These details, along with information like daily lost revenue for open positions, can help you prioritize effectively and build an evidence-based recruiting strategy to fill key positions faster and more efficiently.

Inheritable Attributes for Better Talent Management

With position management, various attributes can be tied to the position itself. These may include things like department, salary range, funding source, and so on, depending on how your organization is set up. Because these attributes are tied to the position rather than the employee, any employee who fills that position can automatically inherit all of the position attributes. What this means for you is a lot less manual data entry and less risk of human error. Remember how the application is already tied to the position in the recruiting phase? Once you’ve made an offer and your candidate has accepted, their personal information can flow directly from the applicant tracking system into their employee file. And as an employee filling that position, they simply inherit the attributes of that position automatically, including salary range, department, cost center, and any other attributes that your organization wants to designate for a given position. This pattern continues any time you bring a new hire on board or an employee moves from one position to another. Each time, they’ll simply inherit the attributes of the position they’re filling, which allows for a seamless transition and a lot less paperwork. And that adds up to significant time savings when it comes to manual data entry that is now fully automated.

The Administrative Chain of Command Never Breaks 

If you’ve ever had a manager leave the company, you know this can put an entire team of direct reports in limbo. With position management, the chain of command is never broken. Any requests or approvals simply flow up from the now vacant position to the next position in the chain of command. The position remains in place no matter how long it takes to fill again, ensuring no employees end up “orphaned” in the organizational chart. This enables workflows to proceed smoothly, so that your entire organization can maintain continuity of care. With positions used as the framework, your organization maintains stability even as your workforce is constantly changing and evolving.

Ensure Payroll Compliance Every Time 

For Health and Human Services organizations, payroll compliance can be highly complex. You may have workers split between different programs, receiving various pay rates based on the roles they’re filling, or funded through multiple cost centers. These complexities are made simple when you have position management in place. Employees can allot their time based on the cost center or program they’re working in, allowing for the system to automatically calculate their appropriate pay rate. Even shift differentials and secondary pay rates can be automated to accommodate your modern and mobile workforce.

Budget and Forecast Labor Costs Accurately

As we saw with recruiting and budgeting for open positions, position management can make a huge difference in being able to budget and forecast accurately. The budgeting benefits go well beyond simply filling open positions and enables you to get a bird’s eye view of your entire workforce. Information is no longer fragmented or siloed within individual teams or departments. Instead, you can look across programs, evaluate cost centers, and report back to funders. With all of the data in front of you, position management enables you to gain the visibility you need into your entire workforce. And this allows you to spot problem areas at a glance and proactively solve issues to keep your organization running in a financially sustainable manner.

Our HR and Payroll software provides you with the reporting capabilities you need to make sense of all the data in front of you. Our system enables access to big-picture analytics as well as drill-down details that give you exactly the information you need – whether that’s deciding whether to approve a position to fill, a programming report requested by a specific funding source, or some details needed to justify your costs to the board. Position Control puts you in control.

Position Management Works Best as a Foundation

Many HR and Payroll software providers claim to offer position management – often as an add-on module with a separate price tag attached to it. This isn’t true Position Control and will do a poor job of offering you the many benefits just discussed. That’s because these systems are still, at their core, employee-based systems. Anything added to those platforms or built around those platforms exist separately, and may or may not be able to function properly.

Modular systems also tend to fragment your information. Data may need to be entered separately into different modules, as they all work independently of each other. While modular systems appear to provide greater flexibility, they can cause problems when different modules have conflicting information or are not able to integrate effectively. However, when position management forms the basis of a unified system, it creates a single source of truth for your workforce, budgeting, and reporting needs.

True Position Control Available from DATIS

At DATIS, we’ve built our platform with Position Control as the very foundation of our software. All of the features and functionality of our unified system, including payroll, time and attendance, benefits, talent management, and more, are built with Position Control at its core. For Health and Human Services organizations with complex workforce structures and dynamic employee groups, having a unified HR and Payroll system in place with a solid foundation in Position Control is essential for effective workforce management and planning ahead to ensure the organization’s financial sustainability.

If you’d like to learn more about how our unified HR and Payroll software provides a strategic advantage for Health and Human Services organizations, contact us today to see our solution in action.

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