19 Defining Organizational Structures for Job Competencies

This chapter contains the following topics:

19.1 Understanding Organizational Structures for Job Competencies

Before you can assign jobs and job competencies to the hierarchical levels in the organizational structure, you must define the organizational structure that you will use to track competency information. Although you can use the financials organizational structure to track competency information, we recommend that you create a separate structure. You can also create new business units for job competencies so that you are not using the business units that the organization uses for financial reporting purposes. By maintaining the competency organizational structure and business units separately from the financials structure, the human resources department can revise the competency structure without affecting the structure that the accounting department uses to make financial decisions. Likewise, when the accounting department needs to revise the financials organization structure, the competency structure is not affected.

When you define a separate organizational structure for job competencies, you can either create a new structure or copy and modify an existing structure, such as the financials structure. In most cases, copying an existing structure is probably more efficient; however, if the existing structures are very different from the one that you intend to create, you might decide to create a new organizational structure.

You can create organizational structures to take advantage of the concept of inheritance. Inheritance is the process of attaching job competencies to high levels in the organizational structure so that they also apply to the subordinate levels. Inheritance means that, when you attach a competency to a business unit that is at a high level in the organizational structure, that competency applies to the jobs in that business unit, as well as to all of the jobs that are in subordinate, lower-level business units. You can take further advantage of inheritance by assigning competencies at the company or job-group level.

To help you explore a variety of scenarios, you might create several draft versions of the organizational structure. When you decide which draft you want to use, you can activate that draft and define it as the default organizational structure. When an organizational structure becomes obsolete, you can update date-effective information to indicate that it is no longer the current structure.

19.1.1 Creating New Organizational Structures for Job Competencies

Select Competency Setup (G08BC4), Organization Structure Revision .

To associate jobs and job competencies with the hierarchical levels in the organization, you can create an organizational structure that is specific to job competencies. In many cases, you can base the competency organizational structure on the structure that the accounting department uses for financial reporting (the financial organizational structure). If the financial organizational structure is much different from the organizational structure that you need to create for competencies, creating a new structure is probably more efficient than copying and modifying an existing structure.

To give the human resources department more flexibility in attaching competencies, you might also create new business units for the competency organizational structure. When you create a new business unit for job competencies, enter 1 in the Subledger Inactive field so that no activity about the business unit is reflected in the business units and organizational structure that the organization uses to track financial information.

To create a new organizational structure, use the Organization Structure Definition program (P0050B). To create new business units, use the Business Units by Company program (P0006). You complete the same steps to create the new organizational structure and business units for job competencies as you would to create them for financials. When you create the structure for job competencies, you do not need to run the Organization Structure Build program (R10450).

The new structure that you create is an inactive, or draft, structure that contains no effective dates. You can modify the draft as many times as necessary. When you are ready to begin using this organizational structure, run the Activate Job Competencies report (R080014) to activate the draft structure and set it up as the default structure for job competencies. This program also enters an ending date for the organizational structure that was previously the default structure, if one exists.

19.2 Copying Existing Organizational Structures

This section provides an overview of the Copy Job Competency program and discusses how to:

  • Set processing options for the Copy Job Competency Program (P080020).

  • Copy existing organizational structures.

19.2.1 Understanding the Copy Job Competency Program (P080020)

To associate jobs and job competencies with the hierarchical levels in the organization, you can create an organizational structure that is specific to job competencies. In many cases, you can save time by copying the existing organizational structure for financials and then modifying it so that it is appropriate for tracking job competencies. The business units for the new organizational structure are the same as those that are in the organizational structure that you copied; however, in the new structure, you can change the arrangement of the business units, if necessary.

When you copy an existing structure, the system creates a draft structure that contains no effective dates. You can modify the draft as many times as necessary. When you are ready to begin using this organizational structure, run the Activate Job Competencies report (R080014) to activate the draft structure and set it up as the default structure for job competencies. This program also enters an ending date for the organizational structure that was previously the default structure, if one exists.

You can also copy job competency information from an existing organizational structure to a new organizational structure that does not yet have job competency information associated with it.

The copy program includes both a form where you specify the information that you want to copy and a batch process. When you click OK on the form, the system automatically runs the batch process and prints a report that lists the information that you want to copy. You can run the batch process in proof mode, which enables you to verify the information before the system updates the database. You must run the copy program from a client workstation (NT), not from an internet or intranet site. Internet and intranet servers do not have the specific application program interfaces (APIs) that the system needs to perform the copy.

19.2.2 Prerequisites

Before you complete the tasks in this section:

19.2.3 Form Used to Copy Existing Organizational Structures

Form Name FormID Navigation Usage
Copy Job Competencies W080020A Competency Mgmt Advanced & Tech Oper (G05BC3), Copy Job Competency

Competency Management Periodic Processing (G05BC2), either Jobs in an Organization or Job Competencies in an Organization, Create Draft from the Report menu

 Copy an existing organizational structure.

19.2.4 Setting Processing Options for the Copy Job Competency Program (P080020)

Processing options enable you to specify the default processing for programs and reports.

For programs, you can specify options such as the default values for specific transactions, whether fields appear on a form, and the version of the program that you want to run.

For reports, processing options enable you to specify the information that appears on reports. For example, you set a processing option to include the fiscal year or the number of aging days on a report.

Do not modify JD Edwards EnterpriseOne demo versions, which are identified by ZJDE or XJDE prefixes. Copy these versions or create new versions to change any values, including the version number, version title, prompting options, security, and processing options.

19.2.4.1 Versions

Use these processing options to specify versions of the job competencies to copy:

1) Copy Job Competencies Report Version

Use this processing option to specify the version of the Copy Job Competency Report (R080015) to use when exiting to the program. Blank uses version XJDE0001.

2) Jobs Competencies in an Organization Version

Use this processing option to specify the version of the Job Competencies In An Organization program (P08006) to use. The default is ZJDE0001.

19.2.5 Copying Existing Organizational Structures

Access the Copy Job Competencies form.

To copy an existing organizational structure:

  1. Complete the From Type Structure and To Type Structure fields.

  2. Select the Proof Mode or Show Report Details option.

  3. If the From Type Structure has job competency information associated with it, select one of these options:

    • Copy Job Competencies

    • Copy Job Competency Descriptions

    • All Translations

  4. If you decide to copy competency descriptions, select one or more of the options in the Copy Specific Descriptions group.

  5. Click Submit.

    The system prints a report that lists the information that it will copy. If you did not turn the Proof Mode option on, the system also runs a batch process that updates the database with the copied information.

From Type Structure

Enter a defined code (00/TS) that identifies the type of organization structure, such as financial or responsibility. Each type of organization structure can have a separate hierarchy.

To Type Structure

Enter a defined code (00/TS) that identifies the type of organization structure, such as financial or responsibility. Each type of organization structure can have a separate hierarchy.

Proof Mode

Select this option to view a report of the job competencies, job competency descriptions, or both to be copied. The copy is not made if this box is checked.

Show Report Details

Select this box to have the details of the copy appear on the report.

Copy Job Competencies

Select this box to copy job competencies associated with a structure type.

Copy Job Competency Descriptions

Select this box to copy job competency descriptions.

All Translations

Select this check box to copy all the translations of the job competency descriptions. If this check box is not selected, only the domestic (blank) language is copied.

19.3 Changing the Default Organizational Structure

This section provides an overview of the default organizational structure and discusses how to change the default organizational structure.

19.3.1 Understanding the Default Organizational Structure

As you work with job competency information, you might create several organizational structures for job competencies. Some of these structures might be draft structures that you have either decided not to use or are planning to use at some time in the future. For example, if the organization plans to acquire an additional company, you might create a draft structure that you use to incorporate jobs from the new company into the existing organizational structure. You might also have some historical organizational structures. Historical structures are those that the organization used at one time but is no longer using. A historical structure remains active, but you cannot use it as the default structure.

The default organizational structure is the structure that the organization currently uses to track job competency information. When managers and employees use self service to review job competency information, they can access only the information for the default structure. For security purposes, only human resources administrators can access draft and inactive structures.

Occasionally, you might need to change the default organizational structure for job competencies. For example, you might have mistakenly activated a draft structure that should not have been activated for another month.

19.3.2 Form Used to Change the Default Organizational Structure

Form Name FormID Navigation Usage
Human Resources Additional Options W08043A HRM Setup (G05B4), System Options

On the Work with HRM Foundation System Options form, select HR Addl. Options from the Row menu.

Complete the Type Structure field, and then click OK.

 Change the default organizational structure.

19.3.3 Changing the Default Organizational Structure

Access the Human Resources Additional Options form.

Figure 19-1 Human Resources Additional Options form

Description of Figure 19-1 follows
Description of ''Figure 19-1 Human Resources Additional Options form''

Type Structure

Enter a defined code (00/TS) that identifies the type of organization structure, such as financial or responsibility. Each type of organization structure can have a separate hierarchy.

19.4 Updating Date Effective Information for Organizational Structures

This section provides an overview of date effective information for organizational structures and discusses how to update date effective information for organizational structures.

19.4.1 Understanding Date Effective Information for Organizational Structures

When you create a new organizational structure for job competencies using the Organizational Structures Revisions program (P0050), the system does not recognize the structure as a valid structure for job competencies. To make the structure valid for job competencies, you must update its date effective information. You do not need to enter this information if you used the Copy Job Competencies program (P080020) to create the organizational structure for job competencies, nor do you need to enter this information if you run the Activate Job Competencies program (R080014).

This program updates the Date Effective Organizational Structure table (F0800608).

After you update date effective information for organizational structures, you must run the Activate Job Competencies program (R080014) to complete the process of activating the draft structure.

19.4.2 Form Used to Update Date Effective Information for Organizational Structures

Form Name FormID Navigation Usage
Date Effective Organizational Structure Revisions W0800608C Competency Setup (G05BC4), Date Effective Organizational Structure

On the Work with Date Effective Organizational Structures form, locate the organizational structure you want to update and click Select.

 Update date effective information for organizational structures.

19.4.3 Updating Date Effective Information for Organizational Structures

Access the Date Effective Organizational Structure Revisions form.

Figure 19-2 Date Effective Organizational Structure Revisions form

Description of Figure 19-2 follows
Description of ''Figure 19-2 Date Effective Organizational Structure Revisions form''

Draft Flag

Enter a code that indicates whether an organizational structure is in draft mode and has not yet been activated. Values are:

1: Yes

0: No

Start Effective Date

Enter the date on which the organizational structure becomes active.

Ending Effective Date

Enter the date on which the organizational structure becomes inactive.

19.5 Activating Draft Organizational Structures

This section provides an overview of draft organizational structures and discusses how to:

  • Run the Activate Job Competencies program (R080014).

  • Set processing options for the Activate Job Competencies program (R080014).

19.5.1 Understanding the Activate Job Competencies Program (R080014)

When you create a new organizational structure or copy and modify an existing one, the system maintains that organization structure in draft mode. You can modify the draft organizational structure and add jobs and job competencies to it without affecting the active structure. When you are ready to begin using the draft structure, you can run a program that updates the status of the structure to Active. Activating the draft structure also makes that structure the default structure for the organization (the structure that the organization currently uses to track job competency information).

After you activate a draft structure, you cannot change it back to a draft again. To help you verify that the information in the draft structure is correct before you activate it, you can set processing options to run the program in proof mode and print a verification report. When you run the program in proof mode, the system does not update the tables to indicate that the structure is the default, active structure. When you run the program in update mode, the system performs these functions:

  • Changes the status and date of the draft organizational structure to indicate that it is Active.

    Because you might have more than one draft structure, you must enter in the processing options the name of the structure that you want to activate.

  • Enters an ending effective date for the structure that is currently the default structure for job competencies, if one exists.

    The system maintains a historical record of this structure's status so that you know the dates it was used as the default structure.

  • Updates the system options to indicate that the new structure is the default structure.

  • Updates these tables:

    • HR Additional Constants (F08043).

    • Date Effective Organizational Structure (F0800608).

    • Organizational Business Unit/Job Cross Reference (F0800601).

    • Job Group Competencies (F0800603).

    • Organizational Business Unit Competencies (F0800604).

    • Job Type/Step Competencies (F0800605).

    • Competency Options - Overrides (F0800606).

    • Organizational Competencies (F0800607).

    • Competencies in Structure and Job (F0800610).

    • Job Competency Default - Overrides (F0800611).

    • Defined Job Competency Description Reference (F0800612).

19.5.2 Running the Activate Job Competencies Program (R080014)

Select Competency Mgmt Advanced & Tech Oper (G05BC3), Activate Job Competencies.

19.5.3 Setting Processing Options for the Activate Job Competencies Program (R080014)

Processing options enable you to specify the default processing for programs and reports.

For programs, you can specify options such as the default values for specific transactions, whether fields appear on a form, and the version of the program that you want to run.

For reports, processing options enable you to specify the information that appears on reports. For example, you set a processing option to include the fiscal year or the number of aging days on a report.

Do not modify JD Edwards EnterpriseOne demo versions, which are identified by ZJDE or XJDE prefixes. Copy these versions or create new versions to change any values, including the version number, version title, prompting options, security, and processing options.

19.5.3.1 Display

This processing option specifies the level of detail that appears on the report.

1) Show Detail

Use this processing option to enter a code that specifies whether the system prints a detailed report. Values are:

0: No, the system does not print a detailed report.

1: Yes, the system prints a detailed report.

If you leave this processing option blank, the system prints a detailed report.

19.5.3.2 Defaults

These processing options specify the dates on which old organizational structure ends and the new one becomes active, as well as the new organizational structure that you want to apply.

1) Active Organizational Structure End Date

Use this processing option to specify an ending date for the organizational structure that is currently active.

Blank: The end date for the active organizational structure is the current date.

2) New Organization Structure

Use this processing option to specify a new organizational structure. The new structure name is needed for updating the Beginning/End Dates for the new structure.

3) New Organizational Structure Begin Date

Use this processing option to specify a beginning date for the new organizational structure.

4) New Organizational Structure Ending Date

Use this processing option to specify an ending date for the new organizational structure.

19.5.3.3 Process

This processing option specifies whether you want to process the activation in final mode.

1) Final Mode

Use this processing option to specify the mode in which the system runs the process. Values are:

0: Run the process in proof mode. Do not update the tables.

1: Run the process in final mode and update all appropriate tables.

Blank: Run the process in final mode and update all appropriate tables.

19.6 Running the Delete Job Competency Report Program (R080017)

This section provides an overview of the Delete Job Competency Report program and discusses how to:

  • Run the Delete Job Competency Report program (R080017).

  • Set processing options for the Delete Job Competency Report program (R080017).

19.6.1 Understanding the Delete Job Competency Report Program (R080017)

This report deletes any attachments or overrides to a specified structure type. For example, Company A carefully evaluates its business needs and decides to include six job competencies in the company. The company creates these six job competencies in the Job Competency program (P08009) and sets up default descriptions and options for these job competencies. Next, Company A creates three draft organizational structures and tests some "what if" scenarios, in which it attaches or overrides the job competencies in different business units, jobs, and so on. When the company determines which scenario best meets its business needs, it runs the Delete Job Competency report (R080017) to delete the two draft organizational structures that it does not plan to use. The report deletes the connection of the competencies and their overrides in just the organization that is deleted. Default information about the six job competencies that the company created remains in the Job Competency program.

19.6.2 Running the Delete Job Competency Report Program (R080017)

Select Competency Mgmt Advanced & Tech Oper (G05BC3), Delete Job Competency Report.

19.6.3 Setting Processing Options for the Delete Job Competency Report (R080017)

Processing options enable you to specify the default processing for programs and reports.

For programs, you can specify options such as the default values for specific transactions, whether fields appear on a form, and the version of the program that you want to run.

For reports, processing options enable you to specify the information that appears on reports. For example, you set a processing option to include the fiscal year or the number of aging days on a report.

Do not modify JD Edwards EnterpriseOne demo versions, which are identified by ZJDE or XJDE prefixes. Copy these versions or create new versions to change any values, including the version number, version title, prompting options, security, and processing options.

19.6.3.1 Defaults

This processing option specifies the organization structure to delete.

1. Organization Structure to Delete

Use this processing option to specify the organizational structure to be deleted.

19.6.3.2 Process

This processing option specifies the amount of detail to print on the report.

1. Print Report Detail

Use this processing option to print a report of the items being deleted. Values are:

Blank: Print report.

1: Print report

0: Do not print report.