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Manage Positions

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Introduction

The Position hierarchy allows you to set up one or multiple Position structures.

The Position structure defines the job roles that make up your organisation.

Benefits

The benefits to setting up your Positional hierarchy in Totara:

  • More flexible reporting
  • A user’s learning plan can automatically pull in all competencies and courses assigned to their Position/job role.

Setting Up Position Hierarchies

There are two main steps to setting up your Position hierarchy.

  1. Set up the framework: the space ready to capture the details of your organisational positions.
  2. Set up the Position items which make up the structure.

Step One: Set up the Framework

Hierarchy Framework demonstration

 

To set up a new Position framework:

  1. Click ‘Hierarchies’ in the Site Administration menu and click ‘Positions’
  2. Click ‘Manage Positions’
  3. Click ‘Add new Position framework’
  4. Enter a ‘Name’ for your Position framework
  5. You can also add an ID Number and Description if you choose.
  6. Click ‘Save changes’.

Your Position framework is now set up and is ready for you to enter your position items or job roles.

Step Two: Set up Position Items

Managing Positions

 

Once you have set up your Position framework you are ready to add the different job roles in your organisation. These are the Position items. You can set your Position items up individually, or you can use bulk actions.

Create Position Items

  1. Click ‘Hierarchies’ in the Site Administration menu and click ‘Positions’
  2. Click ‘Manage Positions’
  3. Select the name of the Position framework to which you will add Position items.
  4. Click ‘Add new Position’
  5. Set the ‘Parent’ Position. The ‘Parent’ Position allows you to build parent/child relationships between the individual Positional items in your hierarchy framework. You must have at least one Position item set up in your framework for this option to be available. The default value is ‘Top’.
  6. Give your Position item a name.
  7. You can give the Position items an ID number and description if required.
  8. Set the Position ‘Type’. Types are containers for custom fields. When you assign a Position to a type, the Position inherits the custom fields associate with it. This is an optional field; this can be left blank or set later, see Managing Types to learn more.
  9. Click ‘Save changes’.

Your new Position item now appears in the Position Framework.

Editing a Positional Item

  1. Click ‘Hierarchies’ in the Site Administration menu and click ‘Positions’
  2. Click ‘Manage Positions’
  3. Click the name of the Position framework you want to work in
  4. Click ‘Edit’ in the Actions column for the Position Item
  5. Make the required changes
  6. Click ‘Save changes’.

Delete a Position Item

  1. Click ‘Hierarchies’ in the Site Administration menu and click ‘Positions’
  2. Click ‘Manage Positions’
  3. Click the name of the Position framework you want to work in
  4. Click ‘Delete’ in the Actions column for the Position Item
  5. A warning message is displayed. Click ‘Yes’ to confirm.

Bulk Actions

Bulk Actions demonstration

 

Bulk actions allow you to add, delete and move many position items in one action.

Create Position Items using Bulk Actions

Add under Bulk actions allows you to add multiple Position items to the same ‘Parent’ and ‘Type’ in one action.

  1. Click ‘Hierarchies’ in the Site Administration menu and click ‘Positions’
  2. Click ‘Manage Positions’
  3. Select the name of the Position framework to which you want to add the Position items
  4. Select ‘Add’ from the Bulk actions drop down menu
  5. Select the ‘Parent’ Position. The ‘Parent’ Position allows you to build parent/child relationships between the individual Positions in your hierarchy framework. You must have at least one Position set up in your framework for this option to be available. The default value is ‘Top’.
  6. Set the Position ‘Type’. Types are containers for custom fields. When you assign a Position to a type, the Position inherits the custom fields associated with it. This is an optional field and can be left blank or set later - see Managing Types to learn more.
  7. Enter each position item you wish to add on a new line
  8. Click ‘Save changes’.

Your new Position items now appear in the Position Framework.

Bulk Delete Position Items

Delete under Bulk Actions allows you to delete many Position items from a framework in one step.

  1. Click ‘Hierarchies’ in the Site Administration menu and click ‘Positions’
  2. Click ‘Manage Positions’
  3. Click the name of the Position framework from which you wish to delete Positional items
  4. Select ‘Delete’ from the Bulk actions drop down menu
  5. Select the Positions you wish to delete from the left hand column and click ‘Add’ to add them to the right hand column (Select multiple items by holding down ctrl or shift on the keyboard)
  6. Click ‘Delete selected Positions’
  7. A warning message is displayed, click ‘Yes’ to confirm

The selected Position items are now deleted.

Bulk Move Position Items

Move under Bulk Actions allows you to move many Position items from one Parent to another in one step.

  1. Click ‘Hierarchies’ in the Site Administration menu and click ‘Positions’
  2. Click ‘Manage Positions’
  3. Click the name of the Position framework where you wish to move Position items in bulk
  4. Select ‘Move’ from the Bulk actions drop down menu
  5. Select the Positions from the left hand column you wish to move and click ‘Add’ to add them to the right hand column (Select multiple items by holding down ctrl or shift on the keyboard)
  6. From the ‘Move selected positions to:’ drop down menu, select the ‘Parent’ position where you wish to move the selected position items
  7. Click ‘Move’
  8. A warning message is displayed, click ‘Yes’ to confirm.

The selected position items are now moved.

Bulk Re-classify Position Items

See Managing Types to learn about bulk reclassification.

Assigning Competencies to Position Items

Assigning Competencies to Positions demonstration

 

Once you have set up position items you can assign competencies to them.

Competencies assigned to a position item can have two states:

  • Mandatory: Mandatory courses must be completed by the learner. When mandatory competencies (and any linked courses) are automatically pulled into a learning plan the learner is not able to delete them.
  • Optional: Optional course are suggested competencies to help the learner in their role. When optional competencies (and any linked courses) are automatically pulled into a learning plan the learner is able to delete them.

When the learning plan template is set to ‘automatically assign competencies from position’, competencies assigned to a learner’s position automatically appear in their learning plan when they create one. See Learning Plan templates to learn more.

  1. Click ‘Hierarchies’ in the Site Administration menu and click ‘Positions’
  2. Click ‘Manage positions’
  3. Click the name of the position framework you wish to work in
  4. Click the name of the position item you want to assign competencies to
  5. Click ‘Assign competencies’
  6. If you have more than one competency framework, select the framework from the drop down menu and click the name of the competency to select. (If there are more than 100 competencies in the selected framework you can only use the search function to select competencies)
  7. The selected competencies appear in the ‘Current selection’ list on the right, repeat step 4 until you have selected all the required competencies. Use the ‘Delete’ button to remove a selected competency from the list
  8. Click ‘Save’ to save the selected competencies
  9. Set the ‘Link type’ this affects whether the competency is mandatory or optional. The default state is ‘Optional’
  10. You can remove a selected competency by clicking ‘Delete’
  11. Click ‘Return to position framework’ when finished.

 

Still have questions? Why not post them in the forums of the Totara Community.

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