CAREER MANAGER, HR, FINANCE/SBS, AND GLOBAL MOBILITY JOB AID

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1 CAREER MANAGER, HR, FINANCE/SBS, AND GLOBAL MOBILITY JOB AID JOB CHANGE TRANSFER OR CHANGE JOB The following is a sample list of Job Change transactions that can be made by selecting Transfer, Promote or Change Job: - Update an employee s location between differing location types (e.g. client site to non-client site and vice versa). A Location type is defined as: client site, non-client site, executive suite, direct charge, and telework. - Change an employee s Cost Center (resulting from a change in location) - Correct an employee s Job Profile. NOTE: the CM must ensure that the new job profile aligns to the employee s current management level. Managers should reach to HR for questions or help in determining the appropriate Job Profile. - Change an employee s Career Manager This job aid is for the variety of people who participate in the Job Change process. Select the appropriate links to the role you will perform to understand the step-by-step instructions to take. Career Manager Initiates Senior Manager Approval Finance Business Partner SBS Approval Global Mobility Team Approval HR Approval Finance Business Partner - SBS RC Change Actions CAREER MANAGER INITIATES 1. Click the My Team worklet on the homepage, then click My Org Chart and select employee. Alternately from the homepage, type the employee s name or employee ID into the Search Bar. 2. Next to the employee s name, click Actions 3. Click Job Change, then select Transfer, Promote, or Change Job Booz Allen Internal Use Only 1

2 4. From Start, click the pencil icon to edit the characteristics of the Location or Career Manager: Enter the date the change is to take effect Why are you making this change Reason selected must be Transfer > Job Change Who will be the manager this section is auto-populated with current career manager s name NOTE: If making a career manager change and the person moving is currently a career manger you will be prompted on the next screen asking what should be done with their direct reports. Which team will this person be on Auto populated with the current career manager s Supervisory Organization Where will this person be located If a change is needed for the employee s primary work location as part of the transaction, the details should be updated in the location step further in the process (see Step 8). NOTE: If you need to indicate that the employee is working at a classified location, please select the employee s home Booz Allen office as their location and enter the following in the Comment Box prior to submitting: Employee works at a classified location. 5. Click Start NOTE: if you click Details and check the box Do you want to use the next pay period? the effective date of the change will automatically adjust to the beginning of the next pay period NOTE: steps 6 through 12 will conditionally appear as appropriate for the transaction you are completing. Booz Allen Internal Use Only 2

3 6. If the employee moving is a career manager, you will need to indicate what is to happen with their position and team on the Move screen. The opening left on the team can be moved to the new manager, backfilled, or closed By default, the team will not move with their current manager. As a best practice, the direct reports should be moved to a new manager prior to this transaction if they are not moving with the employee. Otherwise, they will be inherited up to the next level manager and need to have their alignment corrected after the fact. 7. On the Job tab, you can make changes to the Job Profile by clicking the pencil icon. Choose the new Job Profile by typing in all/part of the Job Profile in the search area and hit Enter. Alternately, you can select In This Org or By Job Family from the drop-down menu to narrow your search. The Job Title field will automatically populate once a Job Profile is selected. Click Next to pass by this screen if no changes are needed. NOTE: The employee s Position should not be changed NOTE: The new Job Profile should be at the same level as the current. If you need assistance selecting the correct Profile level, refer to the Groups People Model Job Family Guide (slide 2) for the Job Profile tag and level equivalents (grey shaded column). For further assistance with Profile level selection, contact HR. 8. Within the Location tab you can make changes to the employee s primary Work Location. Make any updates if necessary and click Next. NOTE: If you need to indicate that the employee is working at a classified location, please select their home Booz Allen office and enter the following in the Comment Box prior to submitting: Employee works at a classified location. NOTE: You can use the Location Directory report within Workday to view a listing of currently available locations. Additionally, clicking the Related Actions button next to a location will share the details of that selection, including the location type (e.g. client site, non-client site). Booz Allen Internal Use Only 3

4 9. On the Details tab, you can make changes to Employee Type, Time Type, etc. as needed. Click Next, to pass by this screen if no changes are needed. 10. Within the Organization tab, the manager must update the Company, Cost Center, and IMT by clicking on the pencil icon and selecting the appropriate option from the dropdown menu. NOTE: All Cost Center changes that involve a Cost Band change require a Cost Band Change Approval Form that can be obtained from your SBS representative. Please fill out the form and return it to your SBS representative to gain Regulatory & Compliance approval. A Cost Band change is when the cost center change does not end in the same number (e.g. CC17 to CC23 is a CB change, CC16 to CC26 is the same CB and therefore not a change). The current cost band list is provided for reference. Cost Band 2 = CC12, CC22 Cost Band 3 = CC13, CC23 Cost Band 4 = CC14, CC24 Cost Band 5 = CC15, CC25 Cost Band 6 = CC16, CC26 Cost Band 7 = CC17, CC27 Cost Band 8 = CC18, CC Click Next, passing by the Compensation tab (if visible). 12. Review Summary of all changes and make any necessary adjustments. 13. Click Submit or Save for Later. POSSIBLE PROCESS: When a work location is changed, the employee may receive a To Do in their Workday Inbox: Employees may be reminded to review or update (as appropriate) their home address and work contact information in the system Employees may be reminded to update Federal and State Tax forms NOTE: If an employee s location is changed to/from one of the following 8 states (California, Hawaii, Massachusetts, Connecticut, Georgia, New Hampshire, Vermont, West Virginia), please be aware that a change in the employee s pay frequency will result (monthly to semi-monthly or vice versa). Booz Allen Internal Use Only 4

5 SENIOR MANAGER REVIEWS/APPROVES Once submitted, the request for change will be routed to the employee s Senior Associate, Chief Engineer/ Scientist/Technologist/Technical Specialist or above to review the details. Access your Workday Inbox and select the pending Action in your Inbox. If a Senior Associate, Chief Engineer/ Scientist/ Technologist/ Technical Specialist or above initiated the Location and/or Cost Center change, then the request will route directly to HR. 14. Review the proposed changes as indicated by the blue dots. 15. If no changes are needed, select Approve. If a correction needs to be made, select Send Back and provide reason/comments. FINANCE BUSINESS PARTNER - SBS REVIEWS/APPROVES (CONDITIONAL) If the changes made are RC related (e.g. location type, IMT, etc.), the request for change will be routed to the employee s Finance Business Partner/SBS to review the details. Access your Workday Inbox and select the pending Action in your Inbox. If no RC related changes were made, this step will be skipped. 16. Review the proposed changes as indicated by the blue dots. 17. If no changes are needed, select Approve. If a correction needs to be made, select Send Back and provide reason/comments. NOTE: If an RC related change is being made along with changes that HR must approve, the RC to-do step will be routed to the Finance Business Partner/SBS following approval by HR GLOBAL MOBILITY REVIEWS/APPROVES (CONDITIONAL) If the request for change involves a US to non-us location change, Non-US to US location change, or Non- US to Non-US location change, it will be routed to the Global Mobility team to review the details. Access your Workday Inbox and select the pending Action in your Inbox. If there are no International related location changes, the request will route directly to HR. 18. Review the proposed changes as indicated by the blue dots 19. If no changes are needed, select Approve. If a correction needs to be made, select Send Back and provide reason/comments. Booz Allen Internal Use Only 5

6 HR REVIEWS/APPROVES (CONDITIONAL) 20. Review proposed changes as indicated by the blue dots 21. If corrections need to be made, HR can either: Click on the pencil icon, make the appropriate changes and select Approve or Select Send Back and provide reason/comments FINANCE BUSINESS PARTNER-SBS RC TO DO/ACTION When an action is made that involves any component of the RC, the Finance Business Partner (SBS representative) will receive an Action or To Do to also update the employee s RC 22. From the homepage, type the employee s name or employee ID into the Search Bar. Select the employee s name from the search results to view their profile. 23. Under the Job tab, select RC Code 24. Under Worker Position (toward the bottom of the screen), click Actions next to the employee s name 25. Click Additional Data. 26. Select Edit Effective-Dated Custom Object 27. Enter the date the RC change is to take effect, click OK 28. Select Edit Additional Data 29. Type the correct 4-digit RC Code in the My RC Code box 30. Click Submit Booz Allen Internal Use Only 6

7 31. Return to your Workday Inbox and click Submit to complete the To Do step and close out the location change business process NOTE: If an employee has open business processes assigned to them, HR may receive an inbox task to Manage Business Processes for that employee. HR should use the Manage Business Process for Worker job aid for assistance with these transactions. Booz Allen Internal Use Only 7