Position Management
Plan positions based on needs and fill them strategically
Manage Workforce Planning Digitally
Your organisation’s development calls for a robust workforce plan. With Rexx Systems, you define your target staffing structure and retain control over capacity, budgets and hierarchies:
Organization Chart & Visualisation
Understand Structures at a Glance
Capacity Planning & FTE Management
Keep Part-Time Arrangements and Shared Positions Under Control
Vacancy Management & Recruiting Sync
Fill Gaps Faster
Change History
Keep Track of Changes
Manager Self-Service
Reduce the Workload for Managers
Position Management
Plan positions before assigning people to them. With Rexx Systems, you first define the roles your organisation needs to succeed, then fill them. This gives you ongoing control over your staffing capacity.
- Real-Time Planned vs. Actual Comparison
See at a glance which positions are planned and who currently occupies them. Any gap between your plan and the actual staffing situation becomes immediately visible.
- Preserve Job Descriptions
Store tasks and requirements directly against each planned position.
When an employee leaves, knowledge about the role stays in your organisation, so their successor knows exactly what the job involves.
- Budget and Cost Centre Control
Assign a specific cost centre or budget to each position. The system prevents more positions from being filled than have been financially approved.
- Staffing Levels and Working Hours
One full-time employee or two part-time employees sharing a role? The Rexx Suite automatically calculates full-time equivalents (FTEs).
You always know how many working hours are available to each team.
Organization Chart & Visualisation of All Positions
The interactive OrgTree in the Rexx Suite lets you explore and manage your entire organisational hierarchy with just a click.
- Interactive Organization Chart
Move smoothly through your entire organisation, from corporate management down to the smallest team. See immediately how departments relate to one another and who reports to whom.
- Drag-and-Drop Workforce Planning
Move employees or entire planned positions with a simple click. The system automatically updates all associated data.
- Create Custom Views
Filter the display to suit your needs, for example by location, cost centre or project team. This gives you exactly the overview you need for the decision at hand.
- One-Click Export
Generate an up-to-date snapshot of your structure as a PDF or image file at any time. Ideal for presentations or for helping new employees understand your team structure.
Capacity Planning & FTE Management: Control Budgets and Working Hours
The Rexx Suite calculates workforce capacity using full-time equivalents (FTEs). This helps you manage complex part-time arrangements and job-sharing teams without calculation errors.
- FTE Monitoring
The system shows immediately when a position is shared by several part-time employees. See whether 100% of the planned capacity has been filled or whether hours remain available for another appointment.
- Prevent Overstaffing
The software warns you if a department is assigned more staff than its budget or workforce plan allows.
- Plan Handover Periods
Allow for temporary overlaps when a successor needs to be trained. The Rexx Suite clearly identifies these periods without permanently distorting your long-term budget planning.
- Working Time Models
Record each employee’s share of working hours. The system automatically compares these hours with the planned position’s target requirements.
Positions. Budgets. Vacancies. All in View.
See how Rexx Systems brings your workforce planning together in one transparent system.
Vacancy Management & Recruiting Sync: Fill Gaps Faster
In the Rexx Suite, your workforce plan provides the starting point for recruitment. As soon as a position becomes vacant or a new one is created, you can start the hiring process straight away.
- Identify Vacancies Immediately
Display all unfilled positions at the click of a button. The system colour-codes gaps by urgency so you can see where action is needed.
- Create Job Advertisements in One Click
Transfer position details (tasks, skills and salary range) directly to the Rexx Recruiting module. There is no need to rewrite advertisements manually because the information is already stored in the system.
- Track Recruitment Status
Follow the recruitment process for each vacancy directly in the workforce plan, from incoming applications to the signed contract.
- Plan Future Staffing Needs
Create new positions for upcoming projects and start recruiting well in advance so the team is ready when the project begins.
Change History: Track Organisational Changes at Any Time
The Rexx Suite automatically documents every workforce restructuring and transfer, so you can see how your organisation was structured at a particular point in time, even years later.
- Travel Back in Time
Jump to any date in the past within the organization chart. The system displays the exact hierarchy, staffing assignments and reporting lines as they were at that time.
- Complete Audit Trail
Every change to the workforce plan, such as creating a department or renaming a position, is logged in an audit-proof record. You can always see who made which change and when.
- Workforce Development Charts
Analyse how team sizes have changed over months or years. This provides valuable data for future budget negotiations and capacity planning.
- Secure Documentation
Transfers and promotions are automatically recorded in the relevant employee’s digital personnel file. There is no need for duplicate data entry.
Empower Managers With Self-Service
Through the My Team portal, managers have direct access to their area of responsibility without contacting HR for every query.
- Your Own Area of Responsibility
Team leaders see only their own team in the organization chart. They have immediate access to staffing levels, employee profiles and the planned positions assigned to them.
- Decentralised Approval Workflows
Need to create a new position or amend an existing one? Managers start the process directly in the system. The request automatically passes through the defined approval stages, such as budget approval by HR or senior management.
- Visibility of Available Capacity
Managers can see in real time how many full-time equivalents (FTEs) are still available. This makes it easier to plan leave, projects and replacement appointments.
- Rexx Go App
Managers can access key team data on their smartphones while on the move and approve urgent workforce planning requests with a single click.
Axel Hofmann
Read Success Story“Choosing Rexx Systems has paid off for Veolia Germany in every respect. Not only have we digitised our HR processes and made them more efficient, we have also created a future-ready platform that can grow with our business. These positive experiences reinforce our decision to expand our partnership with Rexx Systems and implement additional modules so that we can continuously improve our HR management.”
Map Workforce Planning in Line With Data Protection and GDPR Requirements
- Permission Management: Control who can see which information in the OrgTree. For example, a team leader might see employees’ names but not salary bands or confidential position budgets.
- Role-Based Access: Define profiles for HR, senior management and line managers. This ensures that access to your workforce plan always follows the “need-to-know” principle.
Quality, security and GDPR compliance are important benchmarks for us. We have been awarded ISO 27001:2022 certification and are regularly audited against these standards.
Our data centres in Germany and Switzerland also ensure compliance with European data protection requirements under the EU GDPR.
More Features in the Rexx Suite:
Plan Your Organisation Clearly and Proactively
Experience workforce planning and organisation management directly in Rexx Systems.
Workforce Planning – Frequently Asked Questions
What Is a Digital Workforce Plan?
A digital workforce plan is a strategic document for your HR planning. It shows who currently works in your organisation and defines the target structure, including budgets, cost centres and job requirements. Rexx Systems makes this plan dynamic: vacancies are immediately visible, and changes flow directly into recruitment and digital personnel files.
What Is the Difference Between an Organization Chart and a Workforce Plan?
An organization chart is a visual representation of hierarchies and current staffing (the actual situation). A workforce plan is a business planning tool that also includes unfilled positions and approved budgets (the target situation). In the Rexx Suite, the two views are connected, allowing you to generate a graphical organization chart from your workforce plan with a single click.
How Does Rexx Systems Support Capacity Planning (FTE)?
Rexx Systems automatically calculates full-time equivalents (FTEs). This means you can immediately see whether a 100% position is filled by one full-time employee or, for example, by two employees working 50% each. This helps prevent planning errors involving part-time arrangements and gives you a clear picture of actual workforce capacity in every department.
Can Managers View the Workforce Plan Themselves?
Yes. Through Manager Self-Service, managers can access the workforce plan for their own area of responsibility. They can see vacancies, staffing levels and team structures without accessing data from other departments. This significantly reduces routine queries to the HR department.
Can Changes to the Workforce Plan Be Tracked Over Time?
Yes. Rexx Systems stores every change to the organisational structure in an audit-proof record. A timeline function lets you return to any date in the past to see how the organisation was structured or who held a particular position at that time. This is especially useful for audits and statistical analyses.