Position Management 

Position Management is the process of establishing and maintaining accurate information about each position in the official organisational structure at Massey, as recorded in the HR Information System (HRIS). The HRIS records every "position" as reporting to another "position". If you need to do any of the following, you’ll need to let HR know so we can update the record in the HRIS, to keep this information useful to you:

  • Establishing a new position,
  • Changing details for an existing position
  • Closing a position you no longer need

Let HR know about the above actions, using the following forms:

Position Management is important and useful

Key benefits to managers and the University of a reliable, up-to-date organisation hierarchy recorded in the HRIS, include: 

  • Enabling the planning and budget for your organisation (all positions vacant and filled) each year; and
  • Enabling automated online processes for a range of people-management tasks such as: 
    • Online time-sheets
    • Online accident and incident reporting for health and safety
    • Defining each role and where it fits in the organisation
    • Linking manager and staff reporting lines
    • Job sizing and setting pay grades to define the cost of roles
    • Feeding information into the recruitment process
    • Defining capability needs for positions
    • Assessing capability requirements of staff to position (Role) needs
    • Analysing the structure and redesigning this where changing business demands occur either from new or changing academic programmes or research and subsequent changes to the services areas to support changing needs
    • Reporting on the composition of the workforce

Future developments within Position Management will also support managers to manage:

  • Staffing levels within agreed establishment and budgets and enabling monitoring of the status of position numbers against budget at University and business unit levels
  • New staff induction
  • Recruitment
  • Remuneration reviews
  • Performance and development reviews

More information on Position Management

Following is a range of more detailed information related to Position Management:

Viewing your organisation structure online

You can view your organisation structure, based on the recorded reporting lines in the HRIS, in two ways –

  • MyHR – the online portal for a range of HR information (this will include permanent, fixed-term and casual staff)
  • OrgPublisher – a visual, chart-based presentation of your permanent and fixed-term staff

The data in each of the above is refreshed each day, so that users get an up-to-date view of the organisation and staff within it.

Links to OrgPublisher:

For training on the use of OrgPublisher please refer to the Leadership and Staff Development Calendar or talk to your HR Advisor.

Factors to consider when establishing formal structure and reporting relationships

In setting up a reporting relationship through Position Management, the default situation is that each position is recorded as reporting to the “formal” manager – i.e. the position shown in the Job Description as the position to which it reports.

Typically, the formal manager is the manager of the team, but in practice a range of organisational arrangements sometimes exists to reflect how work is organised in some areas. Not all arrangements are suitable for recording in the HRIS.

If you do not intend that the person in the position, to which other positions report, be the person who undertakes manager functions then care should be taken in who is defined and recorded as the manager. The recorded manager is the person who will receive important process notifications and who also will have access to staff details. You should discuss this with your HR Advisor.

Please note carefully – the person in the position to which another position reports (as recorded in the HRIS) – i.e. the direct report will be able to view remuneration information for that direct report (and any others below the direct report).

If you do not consider it appropriate for the person in the “manager” position to see the direct report’s remuneration, then you should consider whether there should be an alternative official reporting relationship, which should see that information and which should undertake the range of people-related activities expected of a manager.

This does not prevent you from operating alternative (off-system) arrangements to reflect practices such a “cluster” leader; “practice” leader; or other organising arrangements, where these roles will not undertake the range of people–related functions. But these cannot be recorded in the HRIS, which will operate on the assumption that the formally recorded manager does see remuneration information and does undertake the management tasks.

Limited range of authorised "alternate" activity-based reporting relationships

A limited number of management tasks are sometimes authorised to be delegated to other people in the team. These include leave administration by “Leave Administrators”; and timesheet approval by “Timesheet Approver” and “Alternate Timesheet Approver”. These roles will not be able to view remuneration information.

If you intend to put in place alternate “approver” arrangements like this, you need to officially record these in the HRIS. In future, as the HRIS Programme of Work introduces new online functionality, new activities will be introduced. Please note - It is undesirable and is discouraged, to have staff experience many different positions undertaking people-related activities in relation to them.

See your HR Advisor for guidance on this.

Components of a "position"

Each position has a position title and a range of attributes.

A position title (or identification) is made up of a combination of the "job title” and the organisation unit (or Org Unit) the job is located in. In the HRIS system the Org unit has a code and description.  

Org unit and job bubble2

A mock-up example is MU00999 – Head of School – Widget Development

Here is a mock-up of a structure showing the staff to position and the position to position reporting lines.

School example3

If you have any questions about this, please contact HRHelpdesk@massey.ac.nz

Each position has a set of data – called position "attributes” - associated with it.

For example, “Job Title” is an attribute which is assigned by People and Organisational Development (POD) from an approved list of Job Titles. The Job Title provides a standard classification of similar job types and is critical for organisational analysis and for reporting (both internally and externally) on the composition of the Massey workforce.

At an employee level we also use “Business Title which is assigned by the manager and used to describe the job in a more focused manner that tells prospective employees, colleagues and staff what the focus of the role is. This is the title which appears on a job description and business card. 

A list of the approved job titles and their classifications is available below (this also includes the item codes to help with budget centre coding for Payroll):

Other attributes include:

  • Where in the Organisation Structure the job resides
  • What the respective reporting lines are for the job (Formal Manager, Leave Administrator, Timesheet Approver and Alternate Timesheet Approver)
  • Job evaluation (job evaluation points, grade/salary rage for the position)
  • Standard hours for the position i.e. 37.5 or 40.0
  • Actual FTE by:
    • Position
    • Organisation Unit
    • SLT Group
    • Location
    • Academic/General (Professional Services)/Technical

Requirement of approval for positions

Positions can only be created and changed with the approval of the respective Level 3 SLT member, or a manager to whom this has been delegated.  

Set out below is more information on creating a new position, changing a position, and closing a position.

Creating new positions

A position is regarded as “new” if it currently does not exist in the Organisation Unit that is seeking the resource.  

An increase of FTE, for example, a department currently has 5 lecturers, and they are seeking 6, then this is an increase in FTE, not a new position from a Position Management and Human Resources perspective.

To create a new position, the creating a new position form is needed:

New position process

The Manager identifies a need for additional resourcing in the form of positions and creates a business case to achieve this. Support may be given by Business Managers and HR Advisors to clarify requirements meeting policy and HR practice as well as ensuring the baseline is maintained. The SLT Manager will consider the request and provide approval or decline the request. Once approved, HR Administration will update the HRIS system to reflect the changes. Once established, this is reflected in OrgPublisher and also assists the Recruitment area with information to support the recruitment process.

Changing a position or closing a position

When a change to a position's attributes is to be made or when a position is no longer needed and can be closed, (provided there are no staff currently in the position), then the change to position form can be used for both these purposes:

Typical changes to an existing position include:

  • Change of Budget Centre
  • Organisation unit name
  • Transfer of position (and incumbent(s))
  • Change of reporting line(s)
  • Change to alternate approver roles (Leave Adminstrator or Timesheet Approver)

When a position is closed it will not be deleted in order to maintain historic record, but it will no longer appear on your Org-Chart. Positions will simply be made inactivate in our HRIS. 

Talk to your HR Advisor, particularly is staff are affected by the intended change.

Roles involved in position management

SLT Managers

  • Consider requests for organisational changes from time to time ensuring that changes meet both sound business practice, contributes to the sought after outcomes (strategic fit) and fits within existing budget

Managers

  • Determine how their organisation should be structured
  • Define the duties, delegations and responsibilities assigned to individual positions
  • Understanding that the number of incumbents in the positions is within FTE establishment( the approved budget)

Business Managers

  • Support managers and SLT Managers to understand whether the number of incumbents in the positions is within FTE establishment( the approved budget)
  • Support their managers and SLT manager with advice on staffing levels and vacancy to support any consideration for change

Manager Remuneration and Reporting

  • Overall responsibility for the Position Management Programme
  • Gives approval for job titles and grouping of job families
  • Manage requests for re-classification of roles, especially precedent setting or across organisational units
  • Manages the selection of any periodic assessment of roles and classification types
  • Job Evaluation
  • Provides analysis on position trends at Massey and benchmarking data

HR Advisors

  • Advise managers on good position management practices in the recruitment, classification and employee development processes
  • Provide advice to managers helping them understand their position structure and responsibilities
  • Provide advice to managers on efficient position structures
  • Provide training in position management and classification for managers and team leaders
  • Provide guidance and advice to support managers with modifications to their structure and the flow on actions with staff arrangements

HR Administration

  • Ensure transactional processes allow for the maintenance of records of positions and for staff
  • Updating key data e.g. reporting lines etc.
  • Providing restructuring support and advice to HR Advisors concerning the HRIS System and related processing action

Who do I go to for help?

You can discuss organisational issues with your HR Advisor or send a request to HRHelpdesk@massey.ac.nz 

If you need a form to complete one of the above mentioned processes, please go to HR Forms

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