Roles, Positions & Skills...The Roles, Positions & Skills module enables the creation of a hierarchical definition of positions and individuals for an organisational structure. This

C o n n X R o l e s , P o s i t i o n s & S k i l l s I m p l e m e n t a t i o n M a n u a l

Copyright © 2008 - 2018 ConnX Pty Ltd 1 of 98

ROLES, POSITIONS & SKILLS

IMPLEMENTATION MANUAL

VERSION 5.2


2 of 98 Copyright © 2008 - 2018 ConnX Pty Ltd

Copyright © 2008 - 2018 ConnX Pty Ltd ABN 46 108 567 960

Reproduction in whole or in part by electronic, mechanical or chemical means,

including photocopying recording or by any information storage and retrieval system,

in any language, is strictly prohibited except in accordance with the Copyright Act

1968.

The information contained within this document is for illustrative purposes only.

ConnX Pty Ltd and its employees accept no responsibility or liability whatsoever for

any act or omission upon the contents of this document.

ConnX Pty Ltd acknowledges that the product and company names mentioned in this

document may be the trademarks of their respective owners.

ConnX Pty Ltd

Level 8

303 Coronation Drive

MILTON QLD

PO Box 1122

MILTON QLD 4064

AUSTRALIA

Ph: 1300 CONNXHR

1300 266 694

Intl: +61 7 3368 2623

Web: www.connx.com.au

http://www.connx.com.au/



TABLE OF CONTENTS

INTRODUCTION 5

DOCUMENT PURPOSE 5

TYPOGRAPHIC CONVENTIONS 5

GETTING HELP 6

ONLINE HELP 6

DOCUMENTED HELP 6

CONNX SUPPORT 6

1.0 OVERVIEW 7

1.1 WHAT IS CONNX ROLES, POSITIONS & SKILLS? 7

1.2 WHY YOU SHOULD SET UP ROLES, POSITIONS & SKILLS 8

1.2.1 WORKFORCE PLANNING 8

1.2.2 LEARNING & EDUCATION 8

1.2.3 PERFORMANCE REVIEWS 9

1.2.4 RECRUITMENT 9

1.3 TERMINOLOGY 10

2.0 CONFIGURATION 13

2.1 CODE PREFIXES 13

2.2 QUALIFICATIONS 14

2.2.1 ADDING A QUALIFICATION/MAJOR/INSTITUTE CATEGORY 14

2.2.2 EDITING A QUALIFICATION/MAJOR/INSTITUTE CATEGORY 15

2.2.3 DELETING A QUALIFICATION/MAJOR/INSTITUTE CATEGORY 15

2.3 SKILLS STRUCTURE 16

2.3.1 SKILL CATEGORIES 16

2.3.2 SKILL LEVEL SETS 18

2.3.3 SKILLS 22

2.4 LIST ITEMS 25

2.5 ADDITIONAL FIELDS 27

3.0 ROLES 31

3.1 ROLES 31

3.1.1 ADDING ROLES 31

3.1.2 EDITING ROLES 32

3.1.3 DUPLICATING ROLES 32

3.1.4 ABOLISHING ROLES 33

3.2 ROLE DETAILS 34

3.3 QUALIFICATIONS 37

3.4 SKILLS 40



3.5 REQUIREMENTS 42

3.6 LICENCES 44

3.7 VISAS 46

3.8 ATTACHMENTS 48

3.8.1 BROWSING FOR AN ATTACHMENT 49

3.9 ADDITIONAL FIELDS 51

4.0 POSITIONS 53

4.1 ADDING POSITIONS 54

4.2 ASSIGNING EMPLOYEES TO POSITIONS 60

4.3 DUPLICATING A POSITION 64

4.4 EDITING POSITION DETAILS 66

4.5 ABOLISHING A POSITION 66

4.6 REINSTATING A POSITION 66

4.7 TRANSFERRING AN EMPLOYEE 67

4.8 RE-ASSIGNING A POSITION 70

4.9 EDIT EMPLOYEE DETAILS WITHIN POSITIONS 73

4.10 ENDING AN EMPLOYEE’S POSITION 75

4.11 POSITIONAL CHART 77

4.11.1 POSITIONAL CHART DISPLAY OPTIONS 77

4.11.2 EXPORTING THE POSITIONAL CHART TO MICROSOFT VISIO 80

5.0 POSITION HISTORY 83

5.1 VIEWING POSITION HISTORY BY ORGANISATION 83

5.2 VIEWING POSITION HISTORY BY EMPLOYEE 84

5.3 ADDING POSITIONAL HISTORY FOR EMPLOYEES 86

5.4 USING THE FILE IMPORT FUNCTION TO ADD POSITIONAL HISTORY FOR EMPLOYEES 87

5.4.1 DATABASE COLUMNS 88

6.0 ADMINISTRATION & MAINTENANCE 91

6.1 KEEPING ROLES UP TO DATE 91

6.2 KEEPING POSITIONS UP TO DATE 92

7.0 REPORTING 95

7.1 POSITIONAL CHART 95

7.2 DEPARTMENTAL ORG CHART 95

7.3 POSITIONAL HISTORY 95

7.4 CONNX REPORTS MANAGER (IF APPLICABLE) 95



INTRODUCTION

Document Purpose

This manual has been written to assist you with the implementation of ConnX Roles,

Positions & Skills module. This manual is also a resource guide for your reference.

Typographic Conventions

Before you start using this guide, it is important to understand the terms and

typographical conventions that are used throughout the documentation.

The following kinds of text formatting identify specific types of information.

Formatting

Convention Type of Information

Bold

Bold text is used in the procedures in this document to show page

names and user interface items that can be clicked or selected,

such as buttons, or items in a list. For example:

The Positions page is split into two parts.

Select Add Skill Level Set.

Italicised text

Italicised text is used in the procedures in this document to show

menus. For example:

Go to Company Info > Roles & Positions > Skills.

NOTE

A note contains useful information that can help you to get the

most out of ConnX.

WARNING

A warning contains critical information about the configuration

options available to you which have an impact on user access and

security.



Getting Help

Online Help

Immediate help is available in ConnX via the online help system by selecting the ? icon

in the top-right of any screen. This is called “context sensitive help”. The help file shown

is related to the specific page you are using.

Documented Help

This manual, and other manuals related to ConnX, are provided for your use. Please refer

to them if you have any questions about setting up ConnX or using ConnX.

ConnX Support

Please contact your ConnX Support Representative if you require any assistance.

Contact Address

Ph: 1300 CONNXHR

1300 266 694

Intl: +61 7 3368 2623

Email: [email protected]

Level 8

303 Coronation Drive

MILTON QLD 4064

AUSTRALIA

PO Box 1122

MILTON QLD 4064

AUSTRALIA

mailto:[email protected]



1.0 OVERVIEW

This document provides users with a guide to using ConnX Roles, Positions & Skills.

1.1 What is ConnX Roles, Positions & Skills?

The Roles, Positions & Skills module enables the creation of a hierarchical definition of

positions and individuals for an organisational structure.

This module enables an organisation to make a set of role definitions (e.g., a secretary)

and make positions (e.g., CEO, secretary, or legal manager secretary) based on these

roles.

Employees can then be allocated to these positions and are shown on the Positional

Chart.

Any transition between positions by an employee is recorded under the positional

history.

The positional chart can also be incorporated with the Recruitment module, allowing for

the generation of vacancies based on position shortfalls.

The Learning & Education module also integrates with the positional chart, with a skills

gap analysis able to be performed when reviewing an employee’s desired career

progression.

ConnX Roles, Positions & Skills allows you to perform the following functions:

• Make and define organisational roles.

• Make a hierarchical structure of positions based on the roles.

• Assign employees to positions.

• Show the organisational positional structure to employees in ConnX.

• Show a history of positions held by an employee.

The positional chart structure is based upon role definitions made for each unique job

within the company. Roles are created using attributes (e.g., qualifications, skills, and

requirements).

The structure of an organisation is defined by the positions. Positions are based on roles

and uniquely identify a group of people who are serving the same function. A position

also has attributes (e.g., a budgeted figure for salaries, hours worked).



Employees can be assigned to positions and specific details set, including how many

hours they work in this position and the component of their salary that is contributed to

this position.

Employees can be transferred from one position to another position and can be removed

from a position if they end employment with the organisation, ensuring that the

positional chart is kept up to date.

1.2 Why You Should Set Up Roles, Positions & Skills

This section outlines the various ways in which the Roles, Positions and Skills module links

into other ConnX modules.

1.2.1 Workforce Planning

The Workforce Planning module uses the Roles, Positions & Skills module extensively.

You must establish your Roles, Positions & Skills structure before using Workforce

Planning.

Employees make their Career Path from one position to the next, and establish a

Performance Development Plan, which enables them to determine what skills and

qualifications are necessary in order to move to the next position in their Career Path. All

this information is linked directly to the setup of ConnX Roles, Positions & Skills.

In addition, Succession Planning uses the qualifications and skills information created in

Roles and Positions to identify labour trends and potential skill shortages.

You must set up ConnX Roles, Positions & Skills before you use the Workforce Planning

module. Otherwise, ConnX Workforce Planning will not operate correctly.

1.2.2 Learning & Education

ConnX Learning & Education refers to the skills created in ConnX Roles, Positions & Skills.

Skills can be attached to learning classes. When an employee successfully completes the

class, the related skills are automatically attributed to the employee by ConnX. The

employee skills inventory is also used by other modules.

It is highly recommended that you set up the Roles, Positions & Skills module to gain the

most benefit from the Learning and Education module.



1.2.3 Performance Reviews

ConnX Roles, Positions & Skills can be linked to the Performance Review module via a

section that reviews the employees’ positional skills. This section involves an employee

and/or manager comparing the skills an employee must have to perform the duties in

their current position, and to evaluate the employees’ current level of competence.

It is highly recommended that you set up the ConnX Roles, Positions & Skills module in

ConnX to gain the most benefit from the Performance Review module.

1.2.4 Recruitment

ConnX Recruitment is attached to the Roles, Positions & Skills module in a variety of ways,

as shown below:

• Vacancies are linked to positions and roles to assist in streamlining the creation of a

vacancy, as information on skills, qualifications and requirements can be imported

from the Roles, Positions & Skills module.

• Skills Match can be used to search employees and applicants to find suitable

candidates that have the necessary skills.

• The Shortfalls page shows a list of positions that require employees, and whether

there is a current vacancy for the position.

• Links from the positional chart enable vacancies to be created directly from the chart.

It is strongly recommended that you set up the Roles, Positions & Skills module in ConnX

to gain the most benefit from the Recruitment module.



1.3 Terminology

This section provides definitions of some of the most common terms used throughout

the Roles, Positions, and Skills module.

Term Definition

Role A role represents the job function and responsibilities of an employee.

When creating a role, information including qualifications and skills can

be used.

An example of a role:

Business Development Manager (BDM)

Role

Details

Qualifications

Skills

Requirements

Additional

Fields

BDM

ASCO

Bachelor of

Business

Presentation

Sales

Must travel,

have own car,

and Australian

Citizenship

Authority to

hire



Term Definition

Position A position is a place within the organisational structure, and it is linked to

a role.

An example of a position:

BDM in Sydney

BDM in Melbourne

BDM in Brisbane

Each of these positions is linked to the same role as they perform the same

job function.

Position

Role

Reports To

Department

Number of

Members

Total

Positional

Budget

Total Hours

Per Week

BDM Sydney

BDM

BDM Australia

Business

Development

NSW

1

$120,000

40



Term Definition

Skill A skill is an ability that has been acquired through training or experience.

A record of a skill can be attached to an employee either through the

Learning & Education module or entered directly on an employee’s

record.



2.0 CONFIGURATION

This section shows how to set up ConnX Roles, Positions and Skills for the first time.

2.1 Code Prefixes

Each record within the Roles, Positions & Skills module must have a code for easy

identification and reference. To make a structure for these codes, you can create your

own code prefixes. The Code Prefix page is used to set the format of the codes that are

used when you select Generate Code.

The prefix formats use wildcard characters, which are replaced with actual values during

calculation.

To establish code prefixes:

1. Go to the Code Prefixes page via Company Info > Roles & Positions > Code Prefixes.

A screen similar to the following will appear.

2. Key in the Prefix Code Format that you want to use, and key in the percentage

symbol (%) for each sequence number that will be automatically generated by the

system.

3. Select Update Prefix Codes. An example of the Prefix Code is shown in the Example

Code column.



2.2 Qualifications

If a qualification is necessary for a specific role (e.g., an employee must have a Bachelor

of Engineering to fill an Engineering Manager role), this information can be added to

ConnX.

When adding a new qualification, you must specify the qualification, major, and institute

categories. The following procedure shows how to set up these categories.

To get access to the Qualifications Categories page, go to either Admin > Categories >

Qualification Categories or Company Info > Roles & Positions > Qualification Categories.


2.2.1 Adding a Qualification/Major/Institute Category

To add a qualification, major, or institute category:

1. Key in the name of the category in the text box at the bottom of the applicable table.

2. Select Add adjacent to the text box. The new category is added to the list.



2.2.2 Editing a Qualification/Major/Institute Category

To make changes to a qualification, major, or institute category:

1. Click Select adjacent to the category that you want to make changes to. The selected

category is shown in the text box at the bottom of the list.

2. Make any necessary changes.

3. Select Update. The changes you made to the category are saved.

2.2.3 Deleting a Qualification/Major/Institute Category

To delete to a qualification, major, or institute category:

1. Click Select adjacent to the category that you want to delete.

2. Select Delete. ConnX shows a message, asking you to confirm that you want to

delete the item.

3. Select OK. The category is deleted from the list.



2.3 Skills Structure

If a role in your organisation requires a specific skill (e.g., the Business Development

Manager must have sales skills, presentation skills, and the ability to network with people)

these requirements can be added to ConnX.

ConnX uses a three-tier structure for skills:

1. Skill Category (e.g., administration)

2. Skill (e.g., diary coordination)

3. Skill Level Set (e.g., basic, intermediate, advanced)

NOTE

Before you create the skill structure in ConnX, we

strongly recommend that you first draft it on paper to

make sure that it shows the complete and

comprehensive structure for your organisation.

2.3.1 Skill Categories

To make it easy to organise the different types of skills, HR Administrators can create new

skill categories.

To create a new Skill Category, go to the Skill Categories page via Company Info >

Roles & Positions > Skill Categories. A screen similar to the following will appear.



2.3.1.1 Adding a Skill Category

To add a Skill Category:

1. Key the name of the new Skill Category into the New Skill Category text box.

2. Select Add Category. The new Skill Category is added to the Skill Type list.

NOTE

You cannot have two skill categories with the same

name.

2.3.1.2 Editing a Skill Category

To make changes to a Skill Category:

1. Select Edit adjacent to the Skill Category that you want to make changes to.


3. Select the Update or select Cancel to remove all changes and cancel editing.

2.3.1.3 Deleting a Skill Category

To delete a Skill Category:

1. Select Delete adjacent to the Skill Category you want to delete. ConnX shows a

confirmation message.

2. Select OK.



NOTE

Skills must be removed from the Category before a

Skill Category can be deleted.

For ConnX Learning & Education users, you cannot

delete a Skill Category that has courses attached to it.

You must edit the courses with the Course Category

and change the Course Category to another category

first.

2.3.2 Skill Level Sets

There are two parts to setting up a Skill Level Set:

1. Create a name for the set (e.g., able/not able system), and determine how it will be

shown in ConnX (e.g., free text, drop-down list, or radio button).

2. Create the Skill Levels (e.g., able, not able), and make sure it is in the correct order,

from the highest Skill Level to the lowest Skill Level.

To add a Skill Level Set, go to the Skill Level Sets page via Company Info >

Roles & Positions > Skill Level Sets.



2.3.2.1 Adding a Skill Level Set

1. Key in a Skill Level Set Name.

2. Select a Level Set Display Type from the drop-down list. The display types are:

a. Free Text – a plain text box where Skill Levels are entered manually. Free text

is good for Skill Levels such as percentages, or mark-based systems.

b. Drop Down List – a list where you can select a skill from. Drop-down lists are

good for Skill Level Sets with many fixed levels (e.g., advanced, intermediate,

basic).

c. Radio Buttons – shows the list of levels with radio buttons. Radio buttons are

effective as it is easy to see each of the available levels, but they take a lot of

screen space to show a Skill Level Set with many levels. Radio buttons are



good for Skill Level Sets with fewer fixed levels (e.g., advanced, intermediate,

basic).

As you build the Skill Level Set, you can see how the control will be shown in the

example box.

3. Select Add Skill Level Set to add the Skill Level Set to the list.

4. Add the Skill Levels to the new Skill Level Set in the section at the bottom of the

screen.

NOTE

You cannot have more than one Skill Level Set with the

same name.

2.3.2.2 Adding a Skill Level

To add a Skill Level:

1. Select a Skill Level Set to add Skill Levels to.

2. Key the new Skill Level name and description into the New Skill Level fields.

3. Select Add Skill Level to add the Skill Level to the list.



NOTE

Skill levels should be ordered from highest to lowest.

Use the arrows on the left of the data grid to put the

Skill Levels in sequence.

2.3.2.3 Editing a Skill Level

1. Select Edit adjacent to the Skill Level that you want to make changes to.

2. Make any necessary changes to the Skill Level name and/or description.

3. Select Update or select Cancel to remove all changes and cancel editing.

2.3.2.4 Deleting a Skill Level

1. Select Delete adjacent to the Skill Level you want to delete. ConnX shows a


2. Select OK to delete the Skill Level.

NOTE

For ConnX Learning & Education users, you cannot

delete a Skill Level that is linked to a course on the

Course Skills page. You must remove the Skill Level

from the course before you delete the Skill Level.

2.3.2.5 Editing a Skill Level Set

To make changes to a Skill Level Set:

1. Select Edit adjacent to the Skill Level Set you want to make changes to.

2. Make any necessary changes to the Skill Level Set name and/or Display Type.

3. Select Update or select Cancel to remove all changes and cancel editing.

2.3.2.6 Deleting a Skill Level Set

To delete a Skill Level Set:



1. Select Delete adjacent to the Skill Level Set you want to delete. ConnX shows a


2. Select OK.

NOTE

You cannot delete a Skill Level Set that has been used

with a course on the Course Skills page. Remove the

Skill Level Set from the course before attempting to

delete the Skill Level Set.

2.3.3 Skills

Skills are the specific areas of expertise that an employee acquires through job

experience, or by attending learning courses. The skills that are added should be skills

that are relevant to the organisation.

To add Skills that employees can achieve, log in to ConnX as an HR Administrator and

go to Company Info > Roles & Positions > Skills.

2.3.3.1 Adding a Skill

1. Select Add New Skill.



2. Complete the fields with details about the skill.

HTML tags can be used in the Skill Description field so that links can be

added.

a. Select the link icon to open the Insert Link window.

b. Key in the complete URL, the Link Text you want to be shown in the skill

description and select the Target for the link. We recommend that you set the

Target to a new window so that the user can keep the ConnX window open.

3. You cannot have two skills with the same name.

4. If you want to add a new Skill Category:

a. Select Add adjacent to the drop-down list. ConnX shows the Skill Categories

page where you can add a new category.



5. If you want to add a new Skill Level Set:

a. Select Add adjacent to the drop-down list. ConnX shows the Skill Level Sets

page.

b. Add the Skill Level Set.

c. Close the window. The new level set is now available on the drop-down list.

6. Select Save or select Clear to remove all fields and start again.

2.3.3.2 Editing a Skill

To make changes to a skill:

1. Click Select adjacent to the skill you want to make changes to.

2. Make any necessary changes to the skill details. You cannot have more than one

skill with the same name.

3. Select Save.

NOTE

For ConnX Learning & Education users, these changes will

affect current courses immediately. Courses and skills that

have been completed and awarded will not be altered.

2.3.3.3 Deleting a Skill

To delete a skill:

1. Select Delete adjacent to the skill that you want to delete. ConnX shows a


2. Select OK to confirm the deletion.

NOTE

You cannot delete a skill that is being used by

employees or courses. You must edit the employees

and courses using the skill and then remove the skill.



2.4 List Items

List Items are used to specify what items are available in drop-down lists throughout

ConnX. This gives you the ability to configure the system according to your organisational

requirements.

To get access to List Items, go to Company Info > Roles & Positions > List Items. A screen

similar to the following will appear.

Select the List Type that you want to edit from the drop-down list and Apply Filter. The

list items associated with the selected list type are then shown in the grid.

You can move an item up or down, change the display text, or set an Active To date

(effectively ceasing to use a list item).

A description of each List Type associated with the Roles Positions and Skills module are

detailed in the following table.



List Item Function

Attachment

Category Role

Used to classify the category of attachment you are adding to

a role (e.g., role description).

Attachment Type Used to classify the type of attachment you are adding to a

role (e.g., Word document).

Business Stream Used to classify the type of business stream you are adding

to a role (e.g., Engineering, Manufacturing, QC, Shipping).

Contract

Classification

Used to classify the type of contract you are adding to a role

(e.g., Fixed-term, Full-time, Part-time).

Employee Position

Reason

Used in positions to show how the employee came to hold

the position.

Employee Position

Status

Used in positions to show the state of the position (e.g.,

Historical, Current).

This list item is not able to be modified as ConnX uses it

internally.

Employment Type Used in roles to show the employment type of the role (e.g.,

full-time permanent, casual).

Importance Used to show how important an attribute of a role is (e.g., skill

of high importance).

Role Grade Used to show the grade of the role.

Role Status Used to show whether the role is current or not.



2.5 Additional Fields

The purpose of Additional Fields is to include any items regarding roles and persons that

are not present and are relevant and important to your organisation.

To get access to Additional Fields Administration, go to Company Info >

Roles & Positions > Additional Fields. A screen similar to the following will appear.

To add a new Additional Field, select the Add icon at the top of the page. A screen

similar to the following will appear. Complete the fields as required and Save.



A description of each field for the grid and the Add New Additional Field window is

shown in the following table.

Fields Description

Additional Field

Page

The page that the additional fields are displayed on, either

Roles, or Persons.

Additional Field

Items (grid)

List of the current additional fields attached to this page.

Selecting a row will populate the below form with that

additional fields data.

Page Label indicating the page you are attaching additional

fields to.

Sub-Heading The text used to group the pages additional fields.

Select from the existing sub-headings or type in a new

one.

Field Description The text that is shown on the screen.

Database Field

Name

Used by ConnX as a unique field name.

Field Type The type of the control that collects the data.

String – Free text in a box.

Lookup – Drop-down list of items.

Field Size The number of characters that are allocated to store the

value in the database.

This value must always be at least 1.

If you are using a field type of lookup, then the field size

must be large enough to contain your lookup items (e.g.,

if the length of the longest item is 10 characters, make the

field size at least 11).

Required? Is the user required to fill out this additional field?



Fields Description

Default Value The default value that is filled out or selected on loading

the page.

Clear Clear all fields on the form.

Save Add the new Additional Field to the Page.

Close On Save Select the checkbox to automatically close the window

when the Save button is selected.



This page is intentionally blank.



3.0 ROLES

Roles allow for the definition of a person’s job functions, including what skills and

qualifications they should possess.

3.1 Roles

The Roles page shows a list of all current roles. To see roles that have been abolished,

select the Include Abolished Roles checkbox and Apply Filter.

To get access to the Roles page, go to Company Info > Roles & Positions > Roles. A

screen similar to the following will appear.

3.1.1 Adding Roles

To add a new role:

1. Select Add at the top of the screen. ConnX opens the Role Details page.

2. Enter the role details. A description of each section is shown in the following pages.

3. Select Save Role.



NOTE

Default values can be set for all Roles in your organisation,

making it faster and easier to create and update employee

records.

3.1.2 Editing Roles

To make changes to a role:

1. Select the Code link for the role that you want to make changes to or click a role

to select it and select Edit at the top of the screen.



3.1.3 Duplicating Roles

Duplicating roles is a fast and simple way to create multiple roles.

To duplicate a role:

1. Select the Code link for the role that you want to make changes to or click a role

to select it and select Edit at the top of the screen.

2. Select Duplicate Role at the top of the screen. ConnX shows the following window.

3. Key in the name of the new role.

4. Select OK or select Cancel to close the window without duplicating the role.

ConnX shows a message to tell you that the role has been duplicated successfully.

The duplicated role is automatically shown on the screen.



NOTE

ConnX automatically assigns a new Code to the role.

This can be changed manually if necessary.

3.1.4 Abolishing Roles

You can abolish a role if the organisational hierarchy has changed, or the role no longer

exists.

To abolish a role:

1. Select the role that you want to abolish.

2. Select Edit.

3. Change the Status of the role from Current to Abolished.

4. Enter the Date Abolished.


NOTE

A role cannot be abolished if it has current positions

attached to it.



3.2 Role Details

The Role Details tab contains general information about the selected role.

A description of each field is shown in the following table.



Field Description

Code A short alphanumeric code that is used to refer to this role.

Name The name of the role.

Description A concise description of the role.

Responsibilities Details of the responsibilities of the role.

Role Grade The grade of the selected role.

Classification Classification of the role type.

Default Role Values

Employment

Type

The type of Employment that is determined by the assigned role

(e.g., Full-time, Part-time, Casual, etc.). The Employment Types

List Items are set up via Company Info > Roles &Positions >

List Items.

Contract

Classification

The classification of the contract that is determined by the

assigned role. The Contract Classification List Items are set up

via Company Info > Roles & Positions > List Items.

Access Level

The type of user that is determined by the assigned role (i.e.:

Employee, Supervisor, or Manager).

Approver Access Whether the role grants the user approver access.

Normal Hours

Paid

The normal hours paid for the employee’s pay period as

determined by the assigned role.



Field Description

Screening

Template

The selected screening template that is published with any

advertised vacancies to determine an applicant’s suitability for

the position. An applicant can be given a score for each answer

on the screening template.

Status

Status Whether the Role is current or abolished. NOTE: ConnX will not

let you abolish a role if it is used by a current position.

Date Created Date the role was created.

Date Abolished The date that the role was abolished. This field will display when

you set a role to abolished.



3.3 Qualifications

The Qualifications tab contains general information about the qualifications that are

related to a role. You can select a qualification from the drop-down list if it already exists

in ConnX.


Field Description

Qualification There are two options available when you are entering a new

qualification:

1. Select an existing qualification from the drop-down list, which

has been set up by HR.

2. If the desired qualification is not included in the drop-down

list, select Other from the list and key in the information in

the free text box.



Field Description

Major Similar to the Qualification field, you can select an existing major

from the drop-down list or select Other to enter a new major in

the free text box.

Importance This shows how important the qualification is to the role. This can

be used to highlight the necessity of a qualification compared to

other qualification entries.

For example, for some roles, a Medical Doctorate may be

necessary, so the Importance is set as “compulsory”, whereas an

MBA may be set as “high importance”.

The items available on this drop-down list can be configured via

Company Info > Roles & Positions > List Items.

Comments Any comments which are related to the qualification.

Score Set a value for the score given to the applicant if they hold this

qualification. The Score is only visible if the Recruitment module is

in use and the user has Recruitment access.

Roadblock Select the checkbox if this qualification is used as a roadblock to

filter out applicants from the recruitment process.

Indicator Select an icon from the list which is shown at the top of the

Application Details section as a sign that the applicant possesses

this qualification.

Use for

Screening

Select the checkbox if the possession of this qualification is used

for screening applicants.

Save

Qualification

Select this button to add the new entry to the table shown at the

top of the tab above.

New Select this button to clear the selected item so you can add a new

record.



Field Description

Delete

Qualification

Select this button to remove the selected existing qualification

from the role.

This is only shown when you select one of the existing

Qualifications from the table at the top of the tab.



3.4 Skills

The Skills tab contains general information about the skills that are related to a role. You

can select the skill categories, skill and levels from the drop-down list if it already exists

in ConnX.


Field Description

Category Select a category here to filter the available skills by category.

Skill Select an existing skill that is related to the selected category.

Level This will display the applicable level indicator from the skills

previously selected. These can be radio buttons, drop-down lists, or

free text. Select the level desired for the skill you’re entering.



Field Description

Importance Indicate the importance of the skill.

The items in this list can be customised via Company Info >

Roles & Positions > List Items.

Comments Enter any other comments you have relating to this entry.

Score Set a value for the score given to the applicant if they possess this

skill.

Roadblock Select the checkbox if this skill is used as a roadblock to filter out

applicants from the recruitment process.


Application Details section as a sign that the applicant possesses

this skill.

Use for

Screening

Select the checkbox if the possession of this skill is used for

screening applicants.

New This will clear the selected item ready for the entry of a new record.

Save Skill Save the entered detail.

Delete Skill Remove the skill details for the selected skill record.

This field will display when you select one of the existing Skills from

the table at the top of the tab.



3.5 Requirements

The Requirements tab contains any necessary information about the role holder (e.g., a

current passport is required as the role requires international travel).


Fields Description

Description Enter the description of the requirement.

Importance Rate the importance of the item entered.



Score Set a value for the score given to the applicant if they fulfil this

requirement.

Roadblock Select the checkbox if this requirement is used as a roadblock to

filter out applicants from the recruitment process.



Fields Description


Application Details section as a sign that the applicant fulfils this

requirement.

Use for

Screening

Select the checkbox if this requirement is used for screening

applicants.

New Clear all fields and prepare for a new requirement entry.

Save

Requirement

Add the new record to the list or update the selected items

details.

Delete

Requirement

Remove the selected requirement from the list.

This field will display when you select one of the existing

Requirements from the table at the top of the tab.



3.6 Licences

The Licences tab contains general information about the licences that may be necessary

for a role. You can select a licence from the drop-down list if it already exists in ConnX.


Field Description

Licence Type The type of licence (e.g., roads and maritime, technical, trainee,

hospitality). An Administrator can set up extra values for this field

via HR Admin > HR Admin Setup > List Items.

Licence

Classification

The types of vehicle that the holder can drive. An Administrator

can set up extra values for this field via HR Admin > HR Admin

Setup > List Items.



Field Description

Importance This shows how important the licence is to the role. This can be

used to highlight the necessity of a licence compared to other

licence entries.

For example, for some roles, a forklift licence may be necessary,

so the Importance is set as “compulsory”, whereas a Heavy Rigid

licence may be set as “high importance”.

The items available on this drop-down list can be configured via


Comments Any comments which are related to the licence.


licence.

Roadblock Select the checkbox if this licence is used as a roadblock to filter

out applicants from the recruitment process.


Applicants page as a sign that the applicant possesses this licence.

Use for

Screening

Select the checkbox if the possession of this licence is used for


Save Licence Select this button to add the new entry to the table shown at the



record.

Delete Licence Select this button to remove the selected existing licence from

the role.

This is only shown when you select one of the existing Licence

from the table at the top of the tab.



3.7 Visas

The Visas tab contains general information about the visas that may be necessary for a

role. You can select a visa from the drop-down list if it already exists in ConnX.


Field Description

Visa Type The type of visa (e.g., Short-Term Stay, Long-Term Stay, Medical).

The Visa Types List Items are set up via HR Admin > HR Admin >

Setup > List Types.

Visa

Classification

The classification or category that is shown on the visa.

Importance This shows how important the visa is to the role. This can be used

to highlight the necessity of a Visa compared to other Visa entries.

Comments Any comments which are related to the visa.



Field Description


visa.

Roadblock Select the checkbox if this visa is used as a roadblock to filter out

applicants from the recruitment process.


Applicants page as a sign that the applicant possesses this Visa.

Use for

Screening

Select the checkbox if the possession of this visa is used for


Save Visa Select this button to add the new entry to the table shown at the



record.

Delete Visa Select this button to remove the selected existing Visa from the

role.

This is only shown when you select one of the existing Visas from

the table at the top of the tab.



3.8 Attachments

Attachments that are related to a role can be added on the Attachments tab (e.g., a role

description; an interview guide for the role).


Fields Description

Code A short code used to refer to the attachment. This will be unique

throughout the ConnX system and will be used on other pages as

a link via which you can return to this role detail. This is a mandatory

field.

Generate

Code

Generates a code based on the information set in Code Prefixes.

Description Here you can enter a description of the attachment.

Category The category that this attachment falls under.





Fields Description

Attachment

Type

Type of attachment that is being uploaded.



Record Date The date that this record was attached.

Employee

can view

This checkbox enables you to set whether any employees holding

this role will be able to view the attachment via their Employment

Details page.

Resource Select the attachment type, either File or URL.

Filename The location of this attachment on your network. Select

URL The URL of this attachment.

Upload File Select this button to open the file uploader where you can browse

for an attachment.

New Clear the details to allow for a new attachment to be added.

Save

Attachment

Select this button to complete adding a new attachment or update

an existing attachment.

Delete

Attachment

Delete an existing attachment from a role.

This field will appear when you select an existing attachment.

3.8.1 Browsing for an Attachment

To browse for an attachment:

Select Upload File on the Attachments tab. ConnX shows you the following window.




Fields Description

Choose File Search your network for the attachment.

Upload

Selected File

When you have browsed for the selected file, select Upload

Selected File to upload the filename to the Attachments tab.

Close File

Uploader

Select this button to close the window without selecting a file.



3.9 Additional Fields

The Additional Fields tab contains any extra information that is needed for your

organisation. The fields on the Additional Fields tab are user defined fields and can be

used to record customised information. Please refer to the Additional Fields section for

more information about how to create the additional fields that are shown on this tab.






4.0 POSITIONS

This section describes how to establish positions within ConnX.

After positions have been established, employees can be assigned to a position that they

currently hold in the organisation. Positions should be established in a hierarchical

manner, as this information makes the Positional Organisational Chart, available via

Company Info > Org Chart by Position.

To get access to the Positions page, go to Company Info > Roles & Positions > Positions.


The Positions page is split into two parts: the top grid shows a list of all current positions,

and the lower grid shows the employees that are assigned to each position.

If you select a position in the top grid, the employees that are currently assigned to that

position are shown in the lower grid. Each grid has a series of action buttons at the top

right for you to set up and manage positions.



4.1 Adding Positions

To add a position:

1. Select Add Position. The following window will appear.

2. Enter the details of the position. A description of each field is shown in the following

table.

3. Select Save.



NOTE

When adding a new Position, the Department drop-down

list now shows only the departments that the user has

permission to access.

Default values can be set for all Positions in your

organisation, making it faster and easier to create and

update employee records.

Fields Description

Role Select a role from the drop-down list. The position will be linked

to the information entered for the selected role (qualifications,

skills, and requirements that are needed for this job).

Position Name Key in a title for the position (e.g., Business Development

Manager)

Position Code A reference code for the position.

Reports To If this position reports to another position, select this from the

drop-down list. Only one superior position can be entered. It is

recommended that you first add positions at the top of the

organisational hierarchy to populate this field.

Department Select the department this position belongs to.

Screening

Template

The selected screening template that is published with any

advertised vacancies for this position to determine an applicant’s

suitability. An applicant can be given a score for each answer on

the screening template.

Headcount/Shortfalls



Fields Description

Headcount

Members

Key in the number of employees that will occupy this position in

your organisation. This is important, as it allows you to identify

shortfalls, and integrates with ConnX Recruitment to make

vacancies from a shortfall.

FTE Members An automatically calculated value based on the Total Hours Per

Week divided by FTE Hours Per Week.

Members

Allocated

The number of employees that are currently assigned to this

position. This value is calculated automatically.

FTE Allocated An automatically calculated value based on the number of hours

per week that has been allocated to the position divided by the

FTE Hours Per Week.

Headcount

Shortfall

This is an automatically calculated value which will display the

current shortfall (if any) based on the number of members you

allocate, and the current number of employees assigned to the

position.

FTE Shortfall Shows the difference between the FTE Members and the FTE

Allocated. This value is calculated automatically.

Allow Overfill

Position

Select Yes to allow extra employees to be added to a position

that already has the maximum number of employees, without

changing the headcount total. Any additional positions will be

identified as Overfilled.

Salary Info

Total Position

Budget

Enter the total budget salary you want to allocate to this

position. For example, if the Headcount Members field is five,

each position with a salary of $25,000, the figure entered here is

$125,000.



Fields Description

Total Salary

Allocated

This shows the total salary allocated for each employee holding

this position. This value is calculated automatically.

Remaining

Budget

This field shows the difference between the Total Position

Budget and the Total Salary Allocated. This should allow you to

identify surplus wages or deficiencies present in the current

wage scheme. This value is calculated automatically.

Budgeted

Average Salary

This field shows the average salary which each employee should

hold based on the entered position budget and the number of

anticipated members. This value is calculated automatically.

Hours Info

Total Hours

per Week

Key in the total hours you would like this position to attract (this

is the total hours for all employees serving in this position).

FTE Hours Per

Week

Key in the total hours for the week for one FTE. You can enter

FTE Hours with up to three decimal places so that ConnX is able

to generate more accurate reports.

Total Hours

Allocated

This is a total of the actual hours allocated to current employees

holding this position. This value is calculated automatically.

Hours

Remaining

This will display the difference between the Total Hours Per

Week, and the Total Hours Allocated. This value is calculated

automatically.

Save This icon is used to add new positions or to update the details

of an existing position.

Clear This will clear all the position fields and prepare the creation of

a new position to the chart.



Fields Description

Close on Save Select this checkbox to close the window when you select the

Save icon.

Default Position Values

Access Level The type of user that is determined by the assigned position (i.e.:

Employee, Supervisor, Manager)

Approver

Access

Whether the position grants the user approver access.

Normal Hours

Paid

The default number of normal hours paid for the employee’s

pay period.

Minimum Pay

Grade

The default Minimum Pay Grade that is associated with the

position. (This field will only show if you have a licence to use

ConnX Timecards).

Maximum Pay

Grade

The default Maximum Pay Grade that is associated with the

position. (This field will only show if you have a licence to use

ConnX Timecards).

Business

Stream

The Business Stream that is automatically associated with the

position. The Business Streams are established via Company

Info > Roles and Positions > List Items.

Region The default Region that is associated with the position.

Payroll DB The Payroll DB that the position is associated with by default.

Only one Payroll Database can be selected for each position.



Employment

Type

The default Employment Type that is associated with the

position. The Employment Types are linked to the Payroll

Database and can be found via Admin > Payroll Information >

Employment Types.

Job

Classification

The default Job Classification that is associated with the position.

The Job Classifications are linked to the Payroll Database and

can be found via Admin > Payroll Information >

Job Classifications.

Pay Frequency

Group

The Pay Frequency Group with which the position is associated.

Pay Frequency The Pay Frequency with which the position is associated.

Pay Location The default Pay Location with which the position is associated.

Pay Point The default Pay Point with which the position is associated.



4.2 Assigning Employees to Positions

The second half of the Positions page shows the employees who are currently assigned

to a position.

Select Assign Position to assign new employees to a specific position. After the

employee has been established, select Transfer to assign the employee to the new

position. You can correctly maintain that employee's work history throughout your

organisation.

ConnX can show if an employee occupies multiple positions.

To add an employee to a position:

1. Select the position that you want to add an employee to. ConnX shows information

about this position in the table at the bottom of the screen.

2. Select Assign Position. ConnX opens the following window.

3. Select the employee on the drop-down list and select next. ConnX opens the

Changes for Employees page with the Positions section expanded.



4. Complete each of the fields in the Position section. A description of each field is

shown in the following table.

5. Select Submit or select Save to keep a record of this change so that you can come

back to it later.

Fields Description

Effective Date

From

Shows the date the employee was assigned to the position.

Reason For

Change

Reason can be used to indicate why the employee is changing to

this position. The items in this list can be customised via


Trigger Tasks Trigger the workflow tasks that are associated with this position

change.

Position

Action Select whether you are changing the employee’s position or giving

them an additional position.



Fields Description

Position Select the new position. This field will be auto-populated with the

Position selected under Company Info > Roles & Positions >

Positions.

Position

Assignment

Status

This is the employee’s current status within this position. Only

current and acting employees can have their records accessed here.

Historical data relating to an employee’s work history can be viewed

on the Positional History page by an HR Administrator.



Assignment

Reason

Reason can be used to indicate why the employee is serving in this

position.



Hours

Allocation to

this position

A number of hours this employee works in this position per week.

Salary

Allocation to

this position

Shows the annual salary the employee receives for fulfilling this

position (this could be a portion of the employee’s total salary if the

employee occupies more than one position).

You can add extra employees to a position that already has the maximum number of

employees, without changing the headcount total.

To allow a specific position to be overfilled:

1. Select the position.

2. Select Edit Position at the top of the screen. ConnX opens the following window.



3. Set the Allow Overfill Position setting to Yes, as shown in the following image.

4. Select Save and close the window.

ConnX shows the following message when you add an overfilled employee and the Allow

Overfill Position setting is set to Yes.

The employee who has been overfilled is flagged as an overfilled employee and shown

in ConnX with a different colour.



4.3 Duplicating a Position

To duplicate a position:

1. Select the position you want to duplicate.

2. Select Duplicate. A screen similar to the following will appear.

3. Set your duplication preferences. A description of each field is shown in the

following table.

4. Select Duplicate Position.

Fields Description

Name of

Position to

Duplicate

The name of the position that you want to duplicate

Role Name The name of the role this position is based on.

Duplication

Options

Duplicate

Multiple

Times

Select this checkbox to duplicate the selected

positions as many times as you require. It must

be used in conjunction with the

Positions to Duplicate field.



Fields Description

Duplicate

Entire Sub

Branch

Select this checkbox to indicate that you want to

duplicate the entire branch downwards, starting

at this position. To ensure that too much

duplication does not occur, a branch can only be

duplicated once at any given time.

Positions to

Duplicate

If you intend to duplicate this position more than one time, you

can indicate the number here.

Duplicate

Position

Select this button to activate the duplication details you have

entered.

Cancel

Duplication

Select this button to cancel all duplication activities and return to

the Positions page.



4.4 Editing Position Details

To make changes to a position:

1. Select the position that you want to make changes to.

2. Select Edit Position. Alternately, you can double-click the position.


4. Select Save or select Reset to change any values you added back to the original

settings.

4.5 Abolishing a Position

To abolish a position:

1. Select the position that you want to abolish.

2. Select Abolish. The position is abolished immediately.

NOTE

A position that has employees cannot be abolished. You

must first remove the employees and then abolish the

position. To view employees that are assigned to a

position, select the position. All employees assigned to

that position are shown in the grid at the bottom of the

screen.

4.6 Reinstating a Position

To reinstate a position:

1. Select the Show Abolished Positions Only checkbox.

2. Select Apply Filter. ConnX shows all currently abolished positions.

3. Select the position that you want to reinstate.

4. Select Re-Instate.



4.7 Transferring an Employee

If an employee transfers to another position (e.g., through promotion, or through a

restructuring of the organisation), you can show this change in position, in ConnX.

When employees are transferred via the Position page, their employment history in

ConnX is updated.

To transfer an employee from one position to another position:

1. Select the position which the employee is assigned to.

2. Select the employee from the lower grid.

3. Select Transfer. A screen similar to the following will appear.

The Original Value for each field is shown on the left; the settings for the New

Values are shown on the right.

4. Complete all fields in the Position section. A description of each field is shown in

the following table.


back to it later.



Fields Description

Effective Date

From

Set an effective date for the transfer.

Reason for

Change

Here you can allocate the reason for an employee’s allocation to

a new position. The items in this list can be customised via


Trigger Tasks Triggers the relevant workflow task set for a transferred

employee.

Positions

Action Select whether you are changing the employee’s position or

giving them an additional position.

Position There are two Position fields, the first showing the Position the

employee is currently assigned to and will be moving from. The

second is the new Position the employee will be transferring to.

Position

Assignment

Status


current and acting employees can have their records accessed

here. Historical data relating to an employee’s work history can

be viewed on the Positional History page by an HR

Administrator.



Assignment

Reason

Reasons can be used to indicate why the employee is serving in

this position.



Hours

Allocation to

this position




Fields Description

Salary

Allocation to

this position


position (this could be a portion of the employee’s total salary if

the employee occupies more than one position).



4.8 Re-assigning a Position

An employee can be reassigned to their original or previous position after they have

been assigned to the different position.

When employees are re-assigned via the Position page, their employment history in

ConnX is updated.

To re-assign an employee to their previous position:

6. Select the position which the employee is assigned to.

7. Select the employee from the lower grid.

8. Select Re-assign. A screen similar to the following will appear.

The Original Value for each field is shown on the left; the settings for the New





back to it later.



Fields Description

Effective Date

From

Set an effective date for the re-assignment.

Reason for

Change

Here you can allocate the reason for an employee’s reassignment

to their previous position. The items in this list can be customised

via Company Info > Roles & Positions > List Items.

Trigger Tasks Triggers the relevant workflow task set for reassigning employee.

Positions

Action Select whether you are changing the employee’s position or

giving them an additional position.

Position In the position (to) field, select the position to which they will be

reassigned.

Position

Assignment

Status


current and acting employees can have their records accessed

here. Historical data relating to an employee’s work history can

be viewed on the Positional History page by an HR

Administrator.



Assignment

Reason

Reason can be used to indicate why the employee is serving in

this position.



Hours

Allocation to

this position




Fields Description

Salary

Allocation to

this position


position (this could be a portion of the employee’s total salary if

the employee occupies more than one position).



4.9 Edit Employee Details within Positions

Employee positional details can be edited whilst they are still attached to their current

position.

To make changes to the positional details:

1. Select the position. Employees assigned to the position are shown in the lower table

at the bottom of the screen.

2. Select the employee.



3. Select Edit Position. Alternatively, you can double-click the employee’s name.

ConnX opens the following window.


5. Select Save.



4.10 Ending an Employee’s Position

An HR Administrator can end an employee’s position via the Position page if the

employee has more than one position. This action is staged and may be manually

processed into your payroll system via the Process Requests page.

To end an employee’s position:

1. Select the position that the employee is assigned to.

2. Select the employee on the grid at the bottom of the screen.

3. Select End Position. A screen similar to the following will appear.

4. The Original Value for each field is shown on the left; the settings for the New





back to it later.



Fields Description

Effective

Date

From

Set an effective date for the end of the employee’s position.

Reason

for

Change

Here you can allocate the reason for ending the employee’s position. The

items in this list can be customised via Company Info > Roles & Positions

> List Items.

Trigger

Tasks

Triggers the relevant workflow task set for ending an employee’s

position.

Positions

Action Select whether you are changing the employee’s position, giving them

an additional position, or ending their position. End is selected by default.

Position Select the employee’s position that you are ending.



4.11 Positional Chart

The Positional Chart is a positional based chart of the organisation and shows the

information that is entered into the Positions page.

To get access to the Positional Chart page, go to Company Info > Roles & Positions >

Positional Chart. A screen similar to the following will appear.

4.11.1 Positional Chart Display Options

There are four options for controlling what is shown on the positional chart. Select a

position on the Start At drop-down list to set the top node of the Positional Chart.



4.11.1.1 Show/Hide Entire Hierarchy

Select the Show/Hide Entire Hierarchy checkbox to expand the entire positional

structure. It then shows every position underneath the selected Start at position. Clear

the checkbox to collapse the entire structure and show only the Start at position.

4.11.1.2 Show/Hide Position Details

Select the Show/Hide Position Details checkbox to show the job details for each

position.



4.11.1.3 Show/Hide Employees

Select the Show/ Hide Employees checkbox to show the employee that currently holds

this position and the hours allocated.



4.11.2 Exporting the Positional Chart to Microsoft Visio

Select Export Entire Org Chart to Visio to open a window which shows the procedure

for exporting the Organisational Chart to Visio. This will export the positional level data

under the position selected on the Start At drop-down list.



Select Export Entire Org Chart to Visio.

NOTE

You must have Microsoft Visio installed on your

computer.

The exported file includes only the employee

information as shown on the Positional Chart in ConnX

when you select the Export Entire Org Chart to Visio

button.

This function is also available via Company Info >

Roles & Positions > Position.

The visibility of the Positional Org Chart is controlled on

the Welcome - Links tab of the Display page

(accessible via Admin > Settings > Display).






5.0 POSITION HISTORY

You must have HR Administrator access to see the history for all positions and the

employees that are or were assigned to positions. Alternatively, a Manager can see an

employee’s positional history via My Team > List Employees.

5.1 Viewing Position History by Organisation

To view the organisation’s positional history:

1. Go to Company Info > Roles & Positions > Positional History. A screen similar to the

following will appear.

2. You can use the filters at the top of the screen to search for a specific position history.


Fields Description

Employee The name of the employee whose history you want to see.

Role The role that you want to see history for.



Fields Description

Role

Grade

The grade of the role that you have selected.

Position The position that you want to see history for.

Status The status that you want to search for. The items in this list can be

customised via Company Info > Roles & Positions > List Items.

Reason The reason that was selected for the change in employment.



Apply

Filter

Select this button when you have nominated your desired filter

criteria.

NOTE

You can export the grid to Microsoft Excel, and CSV by

using the Export Grid function/icon at the bottom right

corner of the grid.

5.2 Viewing Position History by Employee

Employees can view their own positional history in ConnX.

To view your positional history:

1. Go to My Details > Employment Details.

2. Select on the Position History accordion heading.





5.3 Adding Positional History for Employees

HR Administrator and Administrators can add positional history for employees via the

Positional History page.

To add positional history for an employee:

1. Go to My Team > List Employees.

2. Select an employee on the grid.

3. Select the Personal accordion heading on the right-side of the screen.

4. Select the Employment Details link to open the Employment Details window.

5. Select the Position History accordion heading.

6. Select Add Position. The following window appears.

7. Enter the details of the past position.

8. Select Save or select Clear to remove all values and start again.

NOTE

These controls should only be used to enter historical position

information when setting up ConnX for the first time. When an

employee is established, ConnX Roles, Positions and Skills will

automatically make positional history for employees as they

move throughout your organisation.

Employees can edit positional history details by going to My

Details > Employment Details and double-clicking on an entry in

the Positional History section.



5.4 Using the File Import Function to Add Positional History for

Employees

ConnX can import Employee Position History via the File Import page, which is accessible

via HR Admin > File Import. Multiple records can be imported in the one step as text, CSV

(comma separated values), or Microsoft Excel files.

The Data fields of the external source can be mapped to specific ConnX database column

fields. These mapped fields can be saved as a template for future use.



5.4.1 Database Columns

The following table shows a list of the database columns in ConnX that are used when

you import positional history. Your source data must have the corresponding columns

before it can be imported into ConnX.

5.4.1.1 Employee Position History

Column Name Required?

Employee Code Yes

Date Held From Yes

Date Held To Yes

Position Name Yes

Email Address No

First Name + Surname No

Surname, First Name No

AD Username No

Role Code No

Allocated Hours No

Allocated Wage No

Effective to Date No

Department ID No

Comments No

Position Code No



A validation process is run before the import procedure to make sure the source data is

in the necessary format for ConnX. If errors are found, a log is shown which lists the

differences between the source data and ConnX.

At this stage, you can correct the source data, or select Confirm to import the records

that have passed validation.

To perform an import:

1. Select the Type of import from the drop-down list.

2. Select the File type.

3. If the file is a text or CSV file, select either Comma or Tab as the Delimiter, or select

Other and enter the delimiter in the field.

4. Select the Date format.

5. Select whether the file contains column headers.

6. Select the field that identifies the Employee.

7. Select Browse and select the source file.

8. Select OK.

9. Select Upload Import File.

10. Select OK.

11. If the file is an Excel file, select the Excel sheet number that contains the data.

12. Select the Show column mapping link to open the section for mapping the Import

File Column Headers in the source file to ConnX Database Columns.



a. Click Select adjacent to an Import File Column Header field.

b. Click Select adjacent to the matching ConnX Database Column field.

c. Select the right-arrow to map the fields.

13. Select Validate data.

14. Select Confirm to complete the import if the data passes validation.

A log of the import results is displayed showing how many records have been

updated.



6.0 ADMINISTRATION & MAINTENANCE

This section outlines the suggested maintenance to make sure the information in Roles,

Positions & Skills is kept up to date. Keeping these areas up to date will ensure all details

within ConnX are correct and avoid any confusion for employees and staff.

6.1 Keeping Roles Up to Date

When your Roles, Positions & Skills structure has been set up for your organisation, you

will need to occasionally amend items as circumstances change.

The following example shows some items that you must maintain from time to time, and

how you can do it.

Item Keep it up to date by...

New job function added

to organisation

Add a new role.

Also, check if you need to edit any existing roles.

A job function is no

longer used

Abolish the role.

Do this by editing and then changing the status to

abolished.

You cannot abolish a role that is attached to a current

position.

A job function has

changed

Edit the role details.

This includes any of the following: qualifications; skills;

requirements; attachments; or additional fields.



6.2 Keeping Positions Up to Date

This section outlines how to keep your positions details up to date. This involves editing

positions, changing the employees attached to the position, and abolishing positions.

Item Keep it Up to Date by...

New position added to

organisation

Add the new position to the Positions page. Attach

the role to it and any employees that may be in the

position.

A position is no longer used Abolish the position by editing and changing the

status to abolished. If you are reinstating a position,

you will be asked to select a new role, if the old role

has been abolished.

A position has changed. Change the position by editing it.

Number of Headcount

Members has changed

Change the position by editing it.

Position budget has

changed

Change the position by editing it.

Position hours have changed Change the position by editing it.

Employee Changes Position

(manually update primary

department information)

Change the employee positional details by

selecting the position, and then by transferring the

person attached.

Employee Position Ends End the employee’s position by selecting the

position and ending the position.

Employee Salary Changes Change the employee positional details by

selecting the position, and then by editing the

person attached.



Item Keep it Up to Date by...

Employee Hours for Position

Changes

Change the employee positional details by

selecting the position, and then by editing the

person attached.

NOTE

You may currently be using an ‘Easy Linking’ setting of All

Employees to move employees into departments. ConnX

Roles, Positions & Skills enables you to manage these

movements within ConnX; therefore, you may want to

disable the Easy Linking setting. Go to Admin > Settings >

Import to see if you are using Easy Linking.

If you are unsure of the changes required, it is strongly

recommended you contact your ConnX Support

Representative for advice.






7.0 REPORTING

This section shows the reporting capabilities of the Roles, Positions & Skills module. These

tools are useful when you are monitoring the information that is stored in this module.

7.1 Positional Chart

This chart shows the organisational structure of your company. Please refer to the

previous section for more information about the positional chart.

7.2 Departmental Org Chart

This chart shows the departmental structure of your company.

7.3 Positional History

The Positional History can be used to monitor employee movements throughout your

organisation. Please refer to the previous section for more information about the

positional history.

7.4 ConnX Reports Manager (if applicable)

There are a number of Roles & Positions reports contained in the Reports Manager

module. These reports, shown in the following table, allow reports users to manage the

Roles & Positions module with greater ease.

Report Name Report Description

Skills Learnt By Employee

(ID 259)

List of current employees by first name and skills

that they have achieved.

Skills Not Achieved By

Employee (ID 261)

List of current employees by first name and skills

that they have yet to achieve.

Skills Report by Skills

(ID 266)

The report shows skills of an employee by skills.

Current Employee by

Position (ID 350)

Displays a list of Employees by Position and the

Department.




Employee Position History

(ID 351)

Displays a list of all Positions which an Employee

has held.

Employee Position History

by Position (ID 352)

Displays a list of Employees by current and

historical Positions and the associated Department.

Position Shortfalls (ID 353) Displays a list of Positions, the numbers of

members allowed, the number of currently

allocated members, and the derived shortfall.

Top 20 Positions by

Number of Hours (ID 354)

Displays the top twenty positions based on the

highest total employee allocated hours.

Top 20 Positions by

Number of Members

(ID 355)

Displays the top 20 Positions with the highest

number of employees allocated.

Top 20 Positions by Salary

(ID 356)

Displays the top twenty positions based on the

highest total employee allocated salaries.

Roles without Positions

(ID 357)

Displays a list of Roles which do not have a

Position.

Budget Differences (ID 358) Displays a list of Positions including the budgeted,

allocated and difference values for members, salary

and hours.

Employee FTE

Establishment (ID 359)

Displays the FTE grouped by Departments and

Positions/Sub-departments with employee details.

Position Chart Visio Export

(ID 360)

Lists employee positions in a format ready to

import into Microsoft Visio




Monthly Actual FTE Report

by Employee Position (ID

362)

This report will display FTE value at month end for

Employee Positions

Position Description (id

363)

Shows a list of position descriptions

If you do not have access to these reports, please contact your internal ConnX

Administrators.

If your organisation has not purchased this module, then please contact your ConnX

Support Representative.




Documents

Roles, Positions & Skills...The Roles, Positions & Skills module enables the creation of a hierarchical definition of positions and individuals for an organisational structure. This