1. Implementing Recruiting
  2. Configure Job Offers to Respect Positions

Configure Job Offers to Respect Positions

Businesses who use positions to control hiring have several ways to validate that there is enough room for each new job offer, in addition to checking the requisitions' hiring limits.

An offer can be based on a position that has an approved hiring status, and its progress can be checked against the position's headcount and FTE at many points.

You can configure the ways in which positions ensure offers don't exceed various limits.

  • Check Position Hiring Status: This global profile setting controls whether or not offers and all other assignments can be created based on positions in any hiring status, or only those with the hiring status of Approved and not Proposed or Frozen. (This is unrelated to the position's status of Active or Inactive.)

  • Number of Incumbents Validation: This global profile setting controls whether or not all positions' headcount is enforced across your organization. When you enable this setting, many worker-related actions will verify whether a new assignment's position still has enough open headcount and vacant FTE such as adding pending workers, hiring new people, transferring internal workers, and managing candidate job offers, when any of these are based on positions.

  • Allow Overlap: This option is available for each position to control whether or not extra people can be hired when that position's headcount and FTE limits have been reached.

When 's position's headcount and FTE limits considered to be reached? A candidate is considered to be an incumbent as of their proposed start date, as soon as their job application has reached the Offer - Extended status in the recruiting lifecycle (and all later states, except the states Withdrawn by Candidate or Rejected by Employer in any phase). These incumbent candidates are added to all other incumbents as of the offer's proposed start date, to calculate whether or not additional job offers should proceed through the recruiting lifecycle.

To expose the Check Position Hiring Status setting to check position hiring status for all position-based assignments, including offers, you need to enable the profile option ORA_POS_HIRING_STATUS_FILTER at the Site level. Enter Y for yes to perform the validation, or leave it null or enter N to disregard each position's hiring status.

  1. In the Setup and Maintenance work area, click the Tasks icon.
  2. Click Search.
  3. Search for the task Manage Administrator Profile Values.
  4. Click the task name.
  5. On the Manage Administrator Profile Values page, search for the profile option code ORA_POS_HIRING_STATUS_FILTER.
  6. Set the profile value at the Site level. Enter Y for yes to perform the validation, or leave it null or enter N to disregard each position's hiring status.
  7. Click Save and Close.

To expose the Number of Incumbents Validation setting for all position-based assignments, including offers:

  1. In the Setup and Maintenance work area, search for the task Manage Extensible Flexfields.

  2. On the Manage Extensible Flexfields page, search for the profile option code PER_ORGANIZATION_INFORMATION_EFF.

  3. In the Actions menu, click Edit.

  4. Select the classification Enterprise in the Organization category.

  5. In the Enterprise Details section, add the Add Position Incumbent page.

To enable the Number of Incumbents Validation setting for all position-based assignments, including offers:

  1. In the Setup and Maintenance work area, search for the task Manage Enterprise HCM Information.

  2. In the Position Incumbent Validation section, select the option Apply Incumbent Validation.

If the Number of Incumbents Validation settings isn't exposed or is exposed and unchecked, no validations will be done for position-based offers and all other assignments that include a position. If the setting is exposed and checked, validations will be performed across the suite, including Recruiting and any hiring actions directly within HR.

When Are Offer Verifications Done Against Positions

Here's when the requisition's remaining number of openings is checked in the job application's lifecycle:

  • When drafting a job offer based on a position: Only positions whose hiring status is Approved (and not Proposed nor Frozen) as of the offer's projected start date can be found in a search when creating a job offer, if this field is configured to be checked.

  • When users use the Submit button while creating or editing a job offer: A job offer can be drafted for a candidate's job application regardless of how many incumbents its position has. When the user goes to submit it into the approval cycle, they might receive a warning or error message. The draft offer can't be submitted if its position doesn't have sufficient open headcount or sufficient vacant FTE as of its proposed start date (unless the Number of Incumbents Validation is disabled). However, if the position is configured to allow overlap, the user is warned that this candidate will be overfilling the position as of their offer start date, but they're given the choice of continuing anyway and submitting the draft offer for approval.

  • When using the Extend Offer action: By the time the user is ready to extend the draft job offer to the candidate, it's possible that the position was updated or got additional incumbents. There isn't enough headcount or FTE for this candidate. The same validations are performed before the status can be moved to Offer - Extended, displaying the appropriate error or warning message according to the relevant setting and option above.

  • When the Extend Offer action is triggered automatically: If the requisition's candidate selection process is configured to extend job offers, either immediately or after a delay, the position's number of incumbents is checked. The automatic action is successful if the position has sufficient open headcount and vacant FTE, or if it allows overlap. If there is no room and the position doesn't allow overlap, then extend won't be successful, and the candidate's job application will remain in the Offer - Approved status.

  • Never Upon Accept: As long as the job offer is in the state Extended, the candidate isn't prevented from accepting the offer. This is also true for the Recruiting user who might accept the offer on behalf of the candidate. Even in the unlikely case that the position was updated or got more incumbents in the meantime, the candidate and users aren't informed of these limits. It will be the responsibility of the HR specialists to reconcile any problems after this point.

  • Upon Move to HR, manually or triggered automatically: The move into the HR phase is always successful, whether the recruiting user triggers it or, it was automatically triggered within the candidate selection process. However, if the position will already have sufficient headcount or FTE as of the offer's proposed start date and if overlap isn't allowed, the candidate will arrive in the HR phase in the state Error During Processing. It's the responsibility of the HR specialist to handle this situation. But if the position allows overlap, even if it doesn't have enough room, the candidate will be moved into the HR phase without a problem, and the warning will remain visible in the Errors section of the Offer page.