Job and Position Header

Recommendation, 2006 Feb 28

Editors:

Kim Bartkus

Contributors:

Members of the CPO work group

Members of the SIDES work group

©2006 HR-XML. All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher.

Abstract

Many business processes within the HR Industry use the term Job or Position, with each process requiring its own set of elements within the Job or Position. This document focuses on identifying the common Job and Position elements across those business processes.

Status of this Document

2006-Feb: Default values have been removed from the PositionHeader schema in accordance with the Technical Steering Committee's (TSC) Schema Design Guidelines.

The key words "MUST", "MUST NOT", "REQUIRED", "SHALL", "SHALL NOT", "SHOULD", "SHOULD NOT", "RECOMMENDED", "MAY", and "OPTIONAL" in this document are to be interpreted as described in RFC 2119.

Table of Contents

1 Overview.. 3

1.1 Objective. 3

1.2 Relationship to Business Processes. 3

1.3 Scope. 4

1.4 Design Requirements. 5

2 Supported Business Processes. 5

2.1 Vocabulary Requirements. 5

2.2 Business Processes. 5

3 Schema/DTD Design. 7

3.1 JobHeader. 7

3.2 PositionHeader. 10

4 Implementation Considerations. 14

4.1 Data Privacy. 14

4.2 Optional Elements. 14

4.3 Wrappers. 14

5 Appendix A - Revision History. 15

6 Appendix B - Related Documents. 15

7 Appendix C – Reference Examples. 15

7.1 JobHeader. 15

7.2 PositionHeader. 16

1 Overview

A detailed analysis of the Staffing Industry Data Exchange Standards (SIDES) specification and related Cross Process Objects was conducted by a coalition of Staffing Companies in France. The purpose of the analysis was to take a regional implementation perspective and to evaluate how closely the global specifications met localized requirements. Feedback was documented and requests for additions or cardinality changes were structured based on the need for backward compatibility.

The scope section provides a summary of changes made to the Position Header schema, as requested by the review group.

1.1 Objective

Job and Position are high-level entities that may be used within a variety of HRM models and business processes. Both entities may be categorized into fragments such as Duties and Responsibilities, Work Policy, Requirements, and Work Schedule. The purpose of this specification is to define Job and Position information that is common to all business processes. The schemas created from this project are flexible enough to be used within other HR-XML Consortium schemas and suitable for international use.

1.2 Relationship to Business Processes

Job

Jobs are broad based definitions that vary in detail within different companies depending on the labor environment, the industry and the countries the company does business in. Job serves as a template for more specifically defined positions and assignments in a company, in part, to provide equitable opportunity for similar work done across disparate business units inside and outside the organization. Jobs may be refined into steps based on the level of competency or experience required to perform the job’s activities.

Position

Positions are specific instances of jobs. Jobs describe the nature of the work, whereas related positions represent the time, place and organizational structure in which a person or persons actually perform the work. Positions usually have a specific budget associated with them.

1.3 Scope

1.3.1 Within Scope

The JobHeader and PositionHeader Schema are cross-process objects that will be used within other HR-XML Schemas. They will contain:

· Header information necessary to identify the Job.

· Header information necessary to identify the Position.

1.3.2 Outside of Scope

The following list includes items that may be part of Job or Position. However, given the complexity and different requirements of each business process, these items will be addressed in future projects.

· Job Evaluation Details

· Work Policy Details

· Financial Information

· Duties & Responsibilities

· Requirements

· Bargaining Unit Information

· Regulatory Information

· Legal Entity Information

· Organizational Unit Information

· Work Site Information

· Work Schedule Information

· Budget Information

· Work Environment Information

· Audit Details

· Physical Requirements (Person can sit, stand, carry maximum weight)

1.3.3 Summary of Changes

The following elements were added to PositionHeader 1.1:

Component	Details
PositionHeader/RequestedPerson	Tag, 0/* Allows a client to name a specific person they either would like or require to fill a position.
RequestedPerson/PersonName	PersonNameType, 0/1
RequestedPerson/PersonId	EntityIdType, 0/1
RequestedPerson/Supplier	EntityReferenceType, 0/1
RequestedPerson/mandatory	Boolean attribute, 0/1 If “true”, indicates that the RequestedPerson is the only person acceptable to fill the position
RequestedPerson/currentlyAssigned	Boolean attribute, 0/1 If “true”, indicated that the RequestedPerson is currently assigned at the client and would need to be redeployed
PositionHeader/PositionSpecificCondition	0/* Informs that the position includes risks.
PositionSpecificCondition/Code	String, 0/1
PositionSpecificCondition/Description	String, 0/1
PositionSpecificCondition/Value	String, 0/1

1.4 Design Requirements

· Syntax must be self-documenting

· Must take into consideration global requirements

· Must be deployable in existing HR-XML Schemas

2 Supported Business Processes

2.1 Vocabulary Requirements

Consideration has been given to the vocabulary currently being used in all HR-XML Consortium specifications. Elements that are specific to a Job have “Job” prefix. Elements that are specific to a Position have a “Position” prefix. All generic elements have a more universally accepted name so they can be used with the same meaning in other schemas.

2.2 Business Processes

Many HR business processes rely on and exchange information regarding jobs and positions. Below is a list of the business functions that could potentially utilize the JobHeader and PositionHeader Schemas:

Organizational Definition - job is a fundamental component of the organizational definition, which is part of the Main HRM model. Work Roles and Positions define the work to be done in terms of jobs with their related duties and responsibilities.

Job Evaluations - standard job evaluation methods are used to compare jobs, measure job complexity and establish equitable remuneration based on a job’s importance and value to an organization.

Position Control/Budgeting - the establishment and control of the positions within an organization is highly dependent on position status information.

Financial Planning and Control - financial information is frequently captured by function, location and fund designations that are identified by job or position.

Compensation and Benefits - may use job or position as the basis for compensation and benefits determination.

Wage Surveys - jobs are used as the basis for comparing wages in other organizations and locations.

Competency Management - the knowledge, skills and abilities needed to carry out the organizations business are captured as requirements at a job or position level.

Training and Development - development of an individual to meet the requirements of a job or a position requires an awareness of the skills gap between the person and the job or position.

Regulation - regulatory and contractual relationships are sometimes dependent on job related information.

Recruiting and Staffing - recruiters use job and position data for hiring purposes. Postings may be created for jobs or positions. Talent searches are often conducted by job.

Experience Tracking - work experience may be tracked by job or position for promotion, seniority or wage stepping purposes.

Work Scheduling - work areas are manned to meet production needs on the basis of the jobs that need to be done.

Time & Attendance - timesheet details may be provided on a job or position basis.

3 Schema/DTD Design

3.1 JobHeader

3.1.1 Schema Diagram

3.1.2 Schema Elements and Data Types Explained

Elements and Attributes [Global types listed alphabetically in following table.]	ContentModel* Data type Occurrence: Sequence \| Choice \| All (minOccurs/maxOccurs) Attributes	Definition
/ JobHeader	validFrom - AnyDateTimeType - validTo - AnyDateTimeType - JobId - JobIdentifierType - S (1/1) JobTitle - xsd:string - S (0/1) JobDescription - xsd:string - S (0/1) JobStatus - [complexType] - S (0/1) JobLevel - [complexType] - S (0/) JobCategory - [complexType] - S (0/)	Contains common job information to be used within other HR-XML Schemas. [BusinessRule(s): When Job elements are used within a Schema, all elements should be wrapped in a Job wrapper and must include the JobHeader Schema. ]
/ JobHeader/ validFrom	- AnyDateTimeType -	The date the event begins, is active or valid. [BusinessRule(s): This date is inclusive. Dates are represented in accordance with ISO 8601. ]
/ JobHeader/ validTo	- AnyDateTimeType -	The date through which the event is active or valid. [BusinessRule(s): This date is inclusive. Dates are represented in accordance with ISO 8601. ]
/ JobHeader/ JobId	- JobIdentifierType - S (1/1) Id - xsd:string - S (1/1) Domain - [complexType] - S (0/1)	Uniquely identifies a job within an organization.
/ JobHeader/ JobId/ Id	- xsd:string - S (1/1)	A unique identifier used to reference the entity. The Id it is associated with the higher level element.
/ JobHeader/ JobId/ Domain	IdIssuer - xsd:string - S (0/1) IdType - xsd:string - S (0/1)	Contains the domain information for the Id. [Synonym(s): idOwner ]
/ JobHeader/ JobId/ Domain/ IdIssuer	- xsd:string - S (0/1)	The entity responsible for the issuing Id. [Synonym(s): idOwner
/ JobHeader/ JobId/ Domain/ IdType	- xsd:string - S (0/1)	Information that can be used to help identify the job or position. [Synonym(s): EntityIdType ]
/ JobHeader/ JobTitle	- xsd:string - S (0/1)	The name of a job. This might be used for a job posting.
/ JobHeader/ JobDescription	- xsd:string - S (0/1)	A textual description of the job.
/ JobHeader/ JobStatus	Code - xsd:string - S (0/1) Description - xsd:string - S (0/1)	The current status of the job.
/ JobHeader/ JobStatus/ Code	- xsd:string - S (0/1)	A code to further describe the associated element. [Example(s): Position Status Code, Job Family Code, Recourse Code ]
/ JobHeader/ JobStatus/ Description	- xsd:string - S (0/1)	Describes the contextual information relating to a specific element. [Example(s): Description defining an Organization's mission or purpose. Description of stock plan. Description of payment terms and conditions. ]
/ JobHeader/ JobLevel	type - xsd:string - Code - xsd:string - S (0/1) Description - xsd:string - S (0/1) JobLevel - [complexType] - S (0/1)	A grouping of similar jobs in terms of function, job duties, tasks, responsibilities, job evaluation method, or similarity in pay philosophy. [BusinessRule(s): This is a hierarchical model, which enables an organization to define groupings within a structure. ] [Example(s): S1 job step within "Web Site Developer" job type in the "Developer" job family ]
/ JobHeader/ JobLevel/ type	- xsd:string -	Further defines the associated element in the context provided. [BusinessRule(s): Additional values are permitted if preceded by an x: ]
/ JobHeader/ JobLevel/ Code	- xsd:string - S (0/1)	A code to further describe the associated element. [Example(s): Position Status Code, Job Family Code, Recourse Code ]
/ JobHeader/ JobLevel/ Description	- xsd:string - S (0/1)	Describes the contextual information relating to a specific element. [Example(s): Description defining an Organization's mission or purpose. Description of stock plan. Description of payment terms and conditions. ]
/ JobHeader/ JobCategory	type - xsd:string - Code - xsd:string - S (0/1) Description - xsd:string - S (0/1)	A grouping of jobs under one or more classification schemes that is meaningful to an organization.
/ JobHeader/ JobCategory/ type	- xsd:string -	Further defines the associated element in the context provided. [BusinessRule(s): Additional values are permitted if preceded by an x: ]
/ JobHeader/ JobCategory/ Code	- xsd:string - S (0/1)	A code to further describe the associated element. [Example(s): Position Status Code, Job Family Code, Recourse Code ]
/ JobHeader/ JobCategory/ Description	- xsd:string - S (0/1)	Describes the contextual information relating to a specific element. [Example(s): Description defining an Organization's mission or purpose. Description of stock plan. Description of payment terms and conditions. ]

3.2 PositionHeader

3.2.1 Schema Diagram

3.2.2 Schema Elements and Data Types Explained

Elements and Attributes [Global types listed alphabetically in following table.]	ContentModel* Data type Occurrence: Sequence \| Choice \| All (minOccurs/maxOccurs) Attributes	Definition
/ PositionHeader	validFrom - AnyDateTimeType - validTo - AnyDateTimeType - PositionId - PositionIdentifierType - S (1/1) JobId - PositionIdentifierType - S (0/1) PositionTitle - xsd:string - S (0/1) PositionType - xsd:string - S (0/1) PositionDescription - xsd:string - S (0/1) PositionStatus - [complexType] - S (0/1) ReportToPositionId - PositionIdentifierType - S (0/1) SpecialInstructions - xsd:string - S (0/1) TypeOfHours - xsd:string - S (0/1) Quantity - xsd:double - S (0/1) RequestedPerson - [complexType] - S (0/) PositionSpecificCondition - [complexType] - S (0/)	Contains common position information to be used within other HR-XML Schemas. [BusinessRule(s): When Position elements are used within a Schema, all elements should be wrapped in a Position wrapper and must include the PositionHeader Schema. ]
/ PositionHeader/ validFrom	- AnyDateTimeType -	The date the event begins, is active or valid. [BusinessRule(s): This date is inclusive. Dates are represented in accordance with ISO 8601. ]
/ PositionHeader/ validTo	- AnyDateTimeType -	The date through which the event is active or valid. [BusinessRule(s): This date is inclusive. Dates are represented in accordance with ISO 8601. ]
/ PositionHeader/ PositionId	- PositionIdentifierType - S (1/1)	Reference to a uniquely identifiable position.
/ PositionHeader/ PositionId/ Id	- xsd:string - S (1/1)	A unique identifier used to reference the entity. The Id it is associated with the higher level element.
/ PositionHeader/ PositionId/ Domain	IdIssuer - xsd:string - S (0/1) IdType - xsd:string - S (0/1)	Contains the domain information for the Id. [Synonym(s): idOwner ]
/ PositionHeader/ PositionId/ Domain/ IdIssuer	- xsd:string - S (0/1)	The entity responsible for the issuing Id. [Synonym(s): idOwner ]
/ PositionHeader/ PositionId/ Domain/ IdType	- xsd:string - S (0/1)	Information that can be used to help identify the job or position. [Synonym(s): EntityIdType ]
/ PositionHeader/ JobId	- PositionIdentifierType - S (0/1)	Uniquely identifies a job within an organization.
/ PositionHeader/ JobId/ Id	- xsd:string - S (1/1)	A unique identifier used to reference the entity. The Id it is associated with the higher level element.
/ PositionHeader/ JobId/ Domain	IdIssuer - xsd:string - S (0/1) IdType - xsd:string - S (0/1)	Contains the domain information for the Id. [Synonym(s): idOwner ]
/ PositionHeader/ JobId/ Domain/ IdIssuer	- xsd:string - S (0/1)	The entity responsible for the issuing Id. [Synonym(s): idOwner ]
/ PositionHeader/ JobId/ Domain/ IdType	- xsd:string - S (0/1)	Information that can be used to help identify the job or position. [Synonym(s): EntityIdType ]
/ PositionHeader/ PositionTitle	- xsd:string - S (0/1)	A short phrase describing the position the way it would be listed on a business card or in a company directory. [BusinessRule(s): This may be the position currently held by the person, or the contact person's position. ] [Example(s): Vice President of Operations, Chief Information Officer ]
/ PositionHeader/ PositionType	- xsd:string - S (0/1)	Describes the category or nature of the position. [Synonym(s): PositionClassification ] [Example(s): Direct Hire, Contract, Temporary, Volunteer ]
/ PositionHeader/ PositionDescription	- xsd:string - S (0/1)	A description of the duties and responsibilities of the position. [Synonym(s): PositionInformation ]
/ PositionHeader/ PositionStatus	Code - xsd:string - S (0/1) Description - xsd:string - S (0/1)	The current state of the position. [Example(s): Position Filled, Position Active, Position Open ]
/ PositionHeader/ PositionStatus/ Code	- xsd:string - S (0/1)	A code to further describe the associated element. [Example(s): Position Status Code, Job Family Code, Recourse Code ]
/ PositionHeader/ PositionStatus/ Description	- xsd:string - S (0/1)	Describes the contextual information relating to a specific element. [Example(s): Description defining an Organization's mission or purpose. Description of stock plan. Description of payment terms and conditions. ]
/ PositionHeader/ ReportToPositionId	- PositionIdentifierType - S (0/1) Id - xsd:string - S (1/1) Domain - [complexType] - S (0/1)	Identifies the parent position that this position reports to.
/ PositionHeader/ ReportToPositionId/ Id	- xsd:string - S (1/1)	A unique identifier used to reference the entity. The Id it is associated with the higher level element.
/ PositionHeader/ ReportToPositionId/ Domain	IdIssuer - xsd:string - S (0/1) IdType - xsd:string - S (0/1)	Contains the domain information for the Id. [Synonym(s): idOwner ]
/ PositionHeader/ ReportToPositionId/ Domain/ IdIssuer	- xsd:string - S (0/1)	The entity responsible for the issuing Id. [Synonym(s): idOwner ]
/ PositionHeader/ ReportToPositionId/ Domain/ IdType	- xsd:string - S (0/1)	Information that can be used to help identify the job or position. [Synonym(s): EntityIdType ]
/ PositionHeader/ SpecialInstructions	- xsd:string - S (0/1)	Any instructions related to the position. [Example(s): Report to 4th Floor Lobby on First day of Work ]
/ PositionHeader/ TypeOfHours	- xsd:string - S (0/1)	Describes the type of hours for the position. [Synonym(s): PositionSchedule ] [Example(s): Full Time, Part Time ]
/ PositionHeader/ Quantity	- xsd:double - S (0/1)	A numerical quantity that is assigned or determined by calculation or measurement. [Example(s): The number of shares to be vested, number of produced pieces, number of benefit Id cards, or number of positions to be filled. ]
/ PositionHeader/ RequestedPerson	mandatory - xsd:boolean - currentlyAssigned - xsd:boolean - PersonName - PersonNameType - S (0/1) PersonId - EntityIdType - S (0/1) Supplier - EntityReferenceType - S (0/1)	Container to indicate that a particular resource is being identified and requested for the position.
/ PositionHeader/ RequestedPerson/ mandatory	- xsd:boolean -	Flag to indicate that the particular person identified for the position is mandatory, the position is not open to any other person.
/ PositionHeader/ RequestedPerson/ currentlyAssigned	- xsd:boolean -	Flag to indicate that the person identified and requested for the position is currently working on a different assignment for the customer.
/ PositionHeader/ RequestedPerson/ PersonName	- PersonNameType - S (0/1)	The name of a person.
/ PositionHeader/ RequestedPerson/ PersonId	- EntityIdType - S (0/1)	A unique identifier for a person.
/ PositionHeader/ RequestedPerson/ Supplier	- EntityReferenceType - S (0/1)	Information about the supplier of the posting, resume, position, or candidate.
/ PositionHeader/ PositionSpecificCondition	ConditionCode - xsd:string - S (0/1) ConditionDescription - xsd:string - S (0/1) ConditionValue - xsd:string - S (0/1)	Contains information about any factors that could impact on the risk evaluation or work environment of the position.
/ PositionHeader/ PositionSpecificCondition/ ConditionCode	- xsd:string - S (0/1)	A categorization or identifying code for a condition or requirement relating to a particular position.
/ PositionHeader/ PositionSpecificCondition/ ConditionDescription	- xsd:string - S (0/1)	Describes the category or classification of the condition/requirement associated with a particular position. [Example(s): Medical control mandatory, risk exposure, security training mandatory. ]
/ PositionHeader/ PositionSpecificCondition/ ConditionValue	- xsd:string - S (0/1)	Describes the actual condition/requirement associated with the position. [Example(s): Exposure to dust or chemicals or loud noises, etc. ]

4 Implementation Considerations

4.1 Data Privacy

Human resources data, by its very nature, is personal data. The laws of many jurisdictions as well as codes of fair information practice require organizations to handle personal data in a way that protects individuals from loss of privacy.

The data exchange specifications developed by the HR-XML Consortium are designed to be useful across many jurisdictions and within a variety of business contexts. It is not feasible for the HR-XML Consortium to develop specific privacy guidance for every jurisdiction or business context in which the Consortium's specifications might be implemented. When implementing data exchanges using the HR-XML Consortium's data definitions (or, for that matter, using any other type of data exchange mechanism), organizations are advised to examine the privacy protections that may be required under applicable law and codes of fair information practice.

For information on protecting personal data, general references include: European Union Data Protection Directive (95/46/EC); the Association Computing Machinery Code of Ethics (1992); Canadian Standards Association Model Code for the Protection of Personal Information (1995 – PIPEDA); and U.S.-EU Safe Harbor Principles and FAQs (2000).

4.2 Optional Elements

Most elements in the Job Header and Position Header schemas are optional; this provides the maximum flexibility for reuse. Receiving systems must perform their own integrity checking and validation.

4.3 Wrappers

When workgroups need to define a Position within their business process, they should include the PositionHeader Schema and any other required schema (WorkPolicy, WorkSchedule, Duties&Responsibilities, etc.) in their Position wrapper. Individual elements may also be included in the wrapper. For example, the Order workgroup requires ReportToPerson and ConfirmToPerson information that is not pertinent to other Position requirements. When building the wrapper, the PositionHeader schema is always required. All other schemas are optional based on the business process being performed.

The same implementation guidelines apply to a Job wrapper.

5 Appendix A - Revision History

Date	Description
2003-Feb-26	Approved recommendation by HR-XML Consortium. The default and targetNamespaces of all HR-XML schemas have been standardized to "http://ns.hr-xml.org". This recommendation is available as part of the HR-XML 2_0 architecture.
2004-Apr-16	Updated overview, diagrams, definitions and examples.
2006-Feb-28	Approved by Consortium

6 Appendix B - Related Documents

Reference	Link
JobHeader schema	http://ns.hr-xml.org/2_4/HR-XML-2_4/CPO/JobHeader.xsd
PositionHeader schema	http://ns.hr-xml.org/2_4/HR-XML-2_4/CPO/PositionHeader.xsd
Staffing Industry Data Exchange Standards	http://ns.hr-xml.org/2_4/HR-XML-2_4/SIDES/SIDES.html
Staffing Exchange Protocol	http://ns.hr-xml.org/2_4/HR-XML-2_4/SEP/StaffingExchangeProtocol.html
Entity Identifiers	http://ns.hr-xml.org/2_4/HR-XML-2_4/CPO/EntityIdentifiers.html http://ns.hr-xml.org/2_4/HR-XML-2_4/CPO/EntityIdType.xsd

7 Appendix C – Reference Examples

7.1 JobHeader

<JobId>

<Id>Programmer</Id>

<IdIssuer>ABC Company</IdIssuer>

</Domain>

</JobId>

<JobTitle>Associate Programmer</JobTitle>

<JobDescription>Program according to design documents. Conduct unit testing on all work. Document changes made to programs.</JobDescription>

<Description>Active</Description>

</JobStatus>

<Code>Salaried</Code>

<Description>Salaried, Non-executive Job Family</Description>

<Description>Programmer</Description>

<Description>Programmer 1</Description>

</JobLevel>

<Code>Technical</Code>

<Description>High Tech Employee</Description>

</JobCategory>

</JobHeader>

7.2 PositionHeader

<Id>Programmer1</Id>

<IdIssuer>ABC Company</IdIssuer>

</Domain>

</PositionId>

<JobId>

<Id>Programmer</Id>

</JobId>

<PositionTitle>Associate Programmer - Financial Group</PositionTitle>

<PositionType>Permanent Placement</PositionType>

<PositionDescription>Program according to design documents. Conduct unit testing of all work. Document changes made to programs. Specific duties include General Ledger, Accounts Payable, and Accounts Receivable.</PositionDescription>

<Description>Active</Description>

</PositionStatus>

<Id>Manager1</Id>

</ReportToPositionId>

<SpecialInstructions>Report to main lobby on first day of work.</SpecialInstructions>

<TypeOfHours>Fulltime</TypeOfHours>

<FormattedName>Jacob Peterson</FormattedName>

</PersonName>

<Name>Elliot Smitte</Name>

</Supplier>

</RequestedPerson>

<ConditionDescription>Low risk exposure</ConditionDescription>

<ConditionValue>Eye Strain</ConditionValue>

</PositionSpecificCondition>

</PositionHeader>