PER Position Upload  Help

PER Position Upload creates and updates positions from Excel, with the fields of the Position window: name, type, organization, job, hiring status, location, FTE and headcount, hiring information, payroll and work terms, supervisor and the supervisor, relief and successor positions. It downloads the positions of a business group as of an effective date for editing, saves each row as a date-tracked change with Oracle’s position validations, and returns a result report with the outcome of every row.

When to use it

• Set up the positions of a new organization or a reorganization in one step.
• Change the hiring status, FTE and headcount of many positions as of one date.
• Move positions to another location, or change their payroll, salary basis, entry grade or work terms.
• Assign supervisors and supervisor, relief and successor positions.
• Rename positions.
• Fill in the Additional Position Details flexfield.

Before you start

• You are signed in to an HR responsibility of the business group, with access to the upload in Blitz Report.
• The organizations, jobs, locations, grades, payrolls and salary bases the positions refer to exist in the business group. Jobs can be loaded with the PER Job Upload, organizations with the PER Organization Upload.
• You know the Position key flexfield structure of the business group. A position name is its segment values joined by the structure’s delimiter, for example HR003.HR Generalist.

Choose a template

The default template is Default.

Step 1 – Set the parameters

Open PER Position Upload in Blitz Report, choose the template and set the parameters. They decide which positions are downloaded and the date they are shown as of.

Step 2 – Run to download the Excel file

Click Run. With Create, Update, the file has one row per position that exists on the Effective Date, with its values as of that date and the Effective Date filled in. Supervisor Name and Business Group are read-only. With Create, the sheet is empty.

Step 3 – Enter the positions

Change the downloaded rows, or add rows for new positions. Each row is saved as of its own Effective Date. To clear a value, empty its cell.

• Name – the position name as the concatenated segments of the Position flexfield. A new name creates the position; a changed name on a downloaded row renames it.
• Effective Date and Datetrack Mode – the date the change takes effect, defaulting from the parameter. Leave Datetrack Mode blank to correct the position when the Effective Date is the start date of its current record, and to insert a change from the Effective Date otherwise. Choose Correction, Update, Update – Insert or Update with Replace to decide yourself.
• Start Date – the date the position becomes effective. Defaults to the Effective Date for a new position.
• Position Type, Permanent, Seasonal, Organization, Job, Hiring Status, Location, Fte, Headcount and Bargaining Unit. Organization and Job are required for a new position and cannot be changed on an existing one.
• Earliest Hire Date, Fill By Date and Permit Recruiting – the hiring information.
• Payroll, Salary Basis and Entry Grade.
• Probation Duration and Probation Units, Overlap Duration and Overlap Units, Working Hours and Frequency, Start Time and End Time – the work terms. Times are entered as HH24:MI, for example 08:00.
• Supervisor Number and Replacement Required. Supervisor Number is the employee number of the supervisor; Supervisor Name is filled in from it.
• Supervisor Position, Relief Position and Successor Position – other positions of the business group.

Permanent, Seasonal, Permit Recruiting and Replacement Required take Yes; a blank cell means No.

Step 4 – Validate and Save

Click Validate and Save. This checks for missing required values and for values that are not in their lists, marks the rows Valid and saves the file. Correct any rows it flags before uploading.

Step 5 – Upload the file

In Blitz Report click Upload and select the saved file. The upload request processes the rows in order. Each row is saved or rejected on its own, so a rejected row leaves nothing behind and does not affect the other rows.

Step 6 – Review the result report

When the request completes, a result report opens listing every uploaded row with its status and a message, Position created., Position updated. or No change., or the reason the row was rejected. The result report shows the values as they were saved in Oracle, as of the row’s Effective Date.

What’s produced

• Positions created, or updated as date-tracked changes from each row’s Effective Date.
• A row that fails leaves nothing behind and does not affect the other rows.
• A result report listing every row with a status (success or error) and a message.

Common questions

How do I rename a position?
Change the Name on the downloaded row. The downloaded row identifies the position, so the new name replaces the old one. The new name must fit the segments of the Position flexfield.

What happens when I add a row with the name of an existing position?
The row updates that position as of its Effective Date. A new position is created only for a name that does not exist in the business group.

Can I change the organization or job of a position?
No. Organization and job cannot be changed once the position exists. Create a new position instead.

How do I make a change from a past or future date?
Set the Effective Date parameter to that date before downloading, so the rows show the position as of the date, or enter the date in the Effective Date column. With a blank Datetrack Mode, a change on the start date of the current record corrects it, and a change on a later date is inserted from that date and keeps any later changes.

Can I delete a position?
No. The upload creates and updates positions. To stop using a position, change its Hiring Status as of the date it ends.

How do I change the hiring status or headcount of many positions?
Use the Hiring Status and Headcount template. Columns that a template does not show keep their stored values.

How do I enter descriptive flexfield values?
Use the Flexfields template. Its attribute columns show the segment prompts of your Additional Position Details setup.

Troubleshooting