Create and Manage User Positions and the Position Hierarchy
Positions are the default element of the user profile that help define where users fall in the management reporting hierarchy of the organization to which they are assigned. Portal Administrators alone have the ability to create and manage Positions, as well as assign them to LMS user profiles. The relationships between positions, collectively known as the Position Hierarchy, can be defined and managed as needed to best support the training management and reporting requirements of the organization. Positions are globally available and can be assigned to any user profile. Because portal administrators can define superior and subordinate relationships for each position, the position hierarchy drives managerial oversight of user training and reporting, flexing to meet business needs.
IMPORTANT NOTE: The default user reporting hierarchy in the LMS is based on the Position-to-Position Hierarchy. There is alternative user reporting structure called Person-to-Person reporting which must be manually toggled “on” to activate. Even if your organization is enabling the option to use Person-to-Person Reporting, you are still required to establish a Position-to-Position Hierarchy. The Person-to-Person Reporting structure, when enabled, overlays the position hierarchy for many LMS employee management activities. Positions and the position hierarchy remain an important element of other key LMS functions, including Certification and Curriculum Management, regardless of the user management reporting structure you employ in the LMS. See Manage User Reporting Hierarchy: Person-to-Person to learn more about that user reporting hierarchy option.
It is important to understand how you want your organization to oversee training and report on training activities prior to setting up your positions or building a position hierarchy. The position hierarchy’s primary purpose is to provide managerial oversight of training for users in subordinate positions and to ensure that managers have visibility of those users through reporting. It also helps ensure that data visibility is scoped to just the level needed, restricting visibility to only those users whose positions are subordinate at the organizational level to which you are assigned.
Keep in mind:
The positions can, but are not required to represent the job titles of your organization
Not all managerial relationships are concerned with employee training management. When users have a number of direct and dotted-line managers, consider building the hierarchy in the LMS that pertains to just those superiors who are relevant to the training aspect of employee management. Consider which superior position would be the one to:
approve a subordinate position’s enrollments, if necessary
assign training to the employee
get notified of subordinates’ training activities
view employee training history via LMS reporting
Having a position hierarchy that is too complex with extensive numbers of superiors and/or subordinates per position can have an adverse impact on system performance. It is okay to have more than one superior position, but it should be restricted to those relationships that make sense from the perspective of employee training oversight.
The LMS uses Position in conjunction with Organization and Role information to support managerial users in several key ways. This section assumes that Position-to-Position reporting is enabled, not Person-to-Person.
Employees Tab: Users assigned to a position that has subordinates will see this tab on their LMS Home page. It allows a manager to see their employees at their location, all direct reports, employees by user group, and those related to a department certification or curriculum. It can be further filtered by using the dropdown lists for Department or Position.
Approvals: There are three types of Approvals -- Enrollment, Course Interest, and Self-Registration. The Approvals tab automatically appears on a user’s Home page if their position is superior to one or more other positions. A manager can view pending approvals by selecting the appropriate approval type link, then approve or deny as needed.
Other Impacts of Position
Announcements: Portal administrators can use the embedded messaging system to communicate with a targeted set of users based on a wide range of filter options, including their Position assignment. This feature is available on the left navigation menu.
Prerequisites/Course Equivalencies: Use position membership as part of an equivalency or prerequisite rule to restrict course access to users in certain positions only.
Departments: This is one of two ways to group users by position in the LMS. You can find the Department functionality in the left navigation menu under Organizations. It is designed to mimic functional groups in your organization and can be used by the LMS for sending announcements to specific subsets of users.
Position Groups: These are part of the Certification/Curriculum Management feature. Individual Positions that require the same certifications may be organized into groups. Certifications and/or Curriculum requirements can then be assigned to one or more Position Groups, providing automatic assignment of certification/curriculum tracks to all users in a given Position Group.
Add Interest: Use position to find a subset of users to mass enroll in a particular course using the Mass Add Interest function. This is found on the left navigation menu under Interests > Add Interest.
General Search: Position assignment is often used throughout the LMS when searching and targeting specific users, for example, when using tools to batch enroll others, send announcements, and add interests.
Reports: Position, in combination with organization level, contributes to the scoping of report results for a particular user. Managers who can run reports will normally see results only for users in subordinate positions to their own and only at the organizational levels they to which they are assigned.
Follow these steps to add new positions to your LMS and relate them to superior and/or subordinate positions as necessary.
From the left navigation menu, select Organizations > Add Positions.
On the Add Position page, make entries as described below. Asterisks [*] on the page indicate a required field.
Follow these steps to view or edit a position.