Creating a Position (CPR) | GideonSoft Support
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Creating a Position (CPR)

A Position connects a Job, Supervisor and Employee, allows interactions (and reminders) to easily be scheduled, and designates Agents to assist in managing the process.

  • A Position is a unique occurrence of a Job that only one person can hold; there can be multiple Positions performing the same Job.
  • Positions in GideonSoft are managed within Instances, and are assigned to a person within an Instance.
  • Positions have a status associated with them, either Draft, Published or Archived. Only published Jobs will be available for assignment to People.

The Position Manager link is available on the People… Manage screen from within an instance. This functionality is available to GideonSoft users with Proctor permissions and above. Existing Positions are displayed.

 

Add New Position

To create a new Position, click +Add New Position. Select a Job to use as the template to create the new Position.

The Category, Description and Responsibilities from the Job are displayed.

  • Title … The name of the Position, such as “Technical Analyst”.
    • This can be left blank. The Position title can be used as the public facing title for a Position whereas a Job title would be a generic title from HR.
    • For example, the Job title could be ‘Tech Analyst I’ and the Position title could be ‘Marine Depot Tech Advisor I’.
  • Assignment  … This is the next step in the Position process, connecting the Person with a Supervisor.
    • Person … the individual being assigned for this Position
    • Supervisor … the individual responsible for managing this Person
    • Agent … one or more individuals granted access to the Position as well as the ability to add additional Responsibilities to the Position. The list of available people includes anyone with Power User, Data Viewer, Report Viewer, Power Data Entry or Proctor permissions.
    • Start Date … the official beginning date used for Check In scheduling.
  • Check In schedule … The continual part of CPR. On a regular basis, chosen by the Supervisor and Employee, a notification will be sent to the Employee to see if they need to Check In with their Supervisor. They can choose No, but if they want to, they can send a Check In request using GideonSoft and start a Check In. The options include:
    • Weekly, Monthly or Quarterly
    • First weekday of Period or Last weekday of Period
  • Appraisal scheduled … This specifies a date for a reminder to appear on the Employee’s timeline, with a link to complete an Appraisal. An Appraisal navigates the Employee through each Responsibility so he/she can provide a rating and optional comment. The ratings are color based with no other guidance. This is by design and can be used in conversations with their Supervisor.
  • Responsibilities … A duty or significant activity that a person will be accountable to perform or complete; broad and not bound to time; these can be added/edited at a later time.
    • The Position Responsibilities are shown in blue. Other Responsibilities are shown in gray.
    • See ‘Managing Responsibilities’ below for more.

Once a Position has been selected, you can click ‘Save as Draft’ or ‘Publish’, and work through the various Position requirements and options.

 

 

Import a Position

To import an existing Position from elsewhere in the Org, click the dropdown arrow and then ‘Import Position(s)’. Note: You can only import active positions where both the person and the supervisor exist in the Instance. The Job must also exist in this Module or available for the entire organization. 

 

Select one or more positions and click Import. Once imported, you can edit a newly imported position. If a position is not “current”, but is in an active Instance, you will be able to make the position current.

 

 

Managing Responsibilities

Each Responsibility requires a label and a type. Also including a desired outcome is a best practice. There is no limit to the number of Responsibilities a Position can include, and Agents and Supervisors can add or edit Responsibilities at any time. Click +Add New to begin.

  • Responsibility … The text that is displayed.
  • Type … two main types of responsibility are available:
    • Position … directly related to the Job.
    • Other … An auxiliary duty; assigned by someone other than the Supervisor.
  • Desired Outcome … Defines what success looks like or how performance will be measured for the Responsibility.
  • Commitments … A specific task or action associated with a Responsibility that either the team member will “commit” to performing or that a leader recommends should be performed.
    • Click Add Commitment to begin.
    • Enter text to spell out the commitment, and click the save icon or press Enter.
    • There is no limit to the number of Commitments a Responsibility can include.
    • Supervisor, Agent or Employee can each add or edit commitments.

 

Once you’ve added a Responsibility, you can indicate whether it is a Primary Responsibility. It will appear first in the Job’s list of Responsibilities.

 

Once a Person and Supervisor are assigned, a Start Date is set, and the Position is published, the Position will appear on the Employee’s timeline and profile available for them to see. At this point, the Supervisor and Employee should meet to clarify expectations, and the Continual Progress Review process is under way!

 

To remove a Position, simply click the red button with the trash can.

 

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Version(s): GideonSoft 2022 Release 2 and later

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