10. Position Management- Mass Reorganization Last revised: March 2016 Last reviewed: June 2017 Next review: June 2018

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1 Submissin f infrmatin t the HRSC fr mass rerganizatins is t include: Date the re-rganizatin is t ccur The number f psitins affected If the csting is changing ALL CHANGES FOR A MASS REORGANIZATION, INCLUDING THE COSTING CHANGES, ARE NOW SENT TO THE HRSC ON THE SAME SPREADSHEET FOR PROCESSING. SEPARATE TEMPLATES/SPREADSHEETS NO LONGER NEED TO BE COMPLETED. The Discverer reprt, HR Rerg Prep Psitin and Incumbent, is used fr Mass Psitin Management updates related t a Re-Org. After running the Discverer HR Rerg Prep Psitin and Incumbent reprt, exprt it int Excel and update the highlighted clumns with the applicable infrmatin. Cmplete instructins n hw t run the reprt, exprting the data and cmpleting the spreadsheet can be fund later in this dcument. IF THERE ARE COSTING CHANGES, COMPLETE THE NEW COSTING INFORMATION FIELDS BEFORE SENDING SPREADSHEET TO THE HRSC FOR PROCESSING. Refer t the Psitin Management Csting Changes dcument fr further instructins. After the changes are cmplete, the spreadsheet t the MIDAS HR/Pay Help Desk at PSC MIDAS-MHD r PSCMIDAS-MHD@gv.sk.ca. Updated March 10, 2016 Mass Rerganizatins histrically ccur mainly at the beginning f the fiscal year with the new budget. In many rerganizatin situatins there are Csting r budget implicatins. Fr thse situatins the updating f csting in MIDAS HR/Payrll must ccur in advance f the first payrll run within the new fiscal year and after the last run fr the ld fiscal year. The steps nted belw and the accuracy f the data cllectin is f extreme imprtance. The fllwing prcess chart indicates the varius steps that must ccur fr ministry rerganizatins. Each BUSINESS PARTNER is respnsible fr assigning a BUSINESS PARTNER Rerganizatin within their team. - this rle shuld be assigned t an individual with gd knwledge f MIDAS psitin, emplyee and HR Organizatinal structure fr the ministries supprted by the BUSINESS PARTNER. Knwledge f Discverer and Excel is necessary. The individual will be respnsible fr identifying all the changes within the ministries related t the new fiscal year, crdinating the pull f data, adding new data t spreadsheets, meeting timelines and ensuring accuracy f data. 1

2 Majr Task Steps t Cmplete Task Respnsible Typical Timing Identify fr each BUSINESS PARTNER shuld be knwledgeable n MIDAS psitins/emplyees and the current rganizatinal structure f the ministry. Executive Directrs, HR Client Service Team Early March GOS HR Hierarchy - this is the HR Organizatinal hierarchy that is used within the system fr security and reprting Gather changes t Ministry HR Organizatinal Structure thrugh meetings with ministry. At the same time identify any assciated Lcatin table changes. Mid-March Review and identify changes t existing hierarchy fr new fiscal year and submit t MIDAS Technlgy by ing the MIDAS HR/Pay Help Desk at PSC MIDAS-MHD (PSCMIDAS- MHD@gv.sk.ca). Mid-March Review and cnfirm the submitted changes and identify any issues t the. MIDAS Technlgy Mid-March Build and implement GOS HR Hierarchy fr new fiscal year. MIDAS Technlgy End March int April Review new hierarchy fr accuracy. April Identify affected Psitins/Emplyees Using Discverer, pull data in rder t identify all f the affected psitins/emplyees included in the rerganizatin based n infrmatin prvided by BUSINESS PARTNER Rerganizatin. The data pull is nly required fr the Ministries r Organizatins affected by a rerganizatin. See the Psitin Management Mass Rerganizatin Prcess dcument fr instructins. Late March 2

3 Majr Task Steps t Cmplete Task Respnsible Typical Timing Csting changes See the Psitin Management Csting Changes Prcess dcument fr instructins. Late March Identify changes t data Fr every psitin and each emplyee tied t the psitin that is t be mved t a new HR Organizatin, prvide the changing infrmatin in the new clumns added t the spreadsheet. If there are n changes t a psitin/emplyee then leave the fields blank. The data in the new clumns must be an exact match (spaces, capitalizatin, etc.) t the values set up in MIDAS r they will reject frm the Mass Rerganizatin Prcess and have t be handled manually. The Csting must als be in place n MIDAS Financials fr the new fiscal year prir t the run. Prir t March 31 Review data Review the cmpleted spreadsheet data fr accuracy Prir t March 31 Frward the spreadsheet t MIDAS Technlgy Final versin f spreadsheet is sent frward fr prcessing t MIDAS Technlgy by ing the MIDAS HR/Pay Help Desk at PSC MIDAS-MHD N later than April 1 st (Dependent n first fiscal year). Send mass prcess results t BUSINESS PARTNER and fall-ut recrds t HRSC Team Lead respnsible fr that ministry MIDAS Technlgy Data Validatin Review errrs and perfrm any manual updates required n psitin and infrm HRSC f any required updates/fixes t assignment. Fall-ut recrds t HRSC HRPA Team Lead respnsible fr that ministry Prir t the first fiscal year 3

4 Majr Task Steps t Cmplete Task Respnsible Typical Timing Crdinate any manual updates t psitins and emplyees with HRSC staff Prir t the first fiscal year Run reprts r perfrm system inquiry t validate updates and t identify whether all rerganizatins have ccurred. Prir t the first fiscal year Cnfirm Organizatinal updates Review the rganizatinal structure and any psitins/emplyees attached t it t identify the rganizatins that can nw be inactivated and that yu have the expected results. Organizatins cannt be remved r inactivated frm the structure until all psitins and emplyees have been attached t ther rganizatins. Submit Organizatin inactivatin requests t MIDAS Technlgy by ing MIDAS HR/Pay Help Desk at PSC MIDAS-MHD. Inactivatin f Organizatins Update the status f rganizatins based n the submitted list. MIDAS Technlgy Validatin f HR Organizatinal Hierarchy Validate the HR Organizatinal Hierarchy. 4

5 1. Run the Discverer reprt HR Rerg Prep Psitin and Incumbent Select Open an existing wrkbk and click the Brwse buttn 2. Highlight the HR Rerg Prep Psitin and Incumbent wrkbk and click the Open buttn 3. Edit Parameters Values Effective Date: Use the current date. Chse Psitin Entity: use the Find buttn n the right t get a list f all ministries Chse Psitin Organizatin: leave as % t include all psitins in the ministry; r click n the Find buttn t select rganizatins. Click the Ok buttn Sample Reprt: 5

6 Additinal fields that can be updated (Lcatin & Supervisr): 6

7 4. Exprt the reprt int Excel: Select File > Exprt and fllw the exprt steps t exprt the dcument t Excel. DO NOT ADD, DELETE OR HIDE COLUMNS IN THE SPREADSHEET. Spreadsheet will be returned t yu if any mdificatins t the frmat have been dne and the changes will nt be prcessed. 5. Updates must be limited t the highlighted clumns in the spreadsheet: New Organizatin Name New Assignment Lcatin** New Supervisr Name** **Nte a) This Prcess will nly update the New Assignment Lcatin and New Supervisr Name fields if the psitin is underging a Re-Org. b) This Prcess will nt update recrds with psitins that are being split (same psitin ging t multiple HR Orgs). 6. Once the spreadsheet has been updated with the applicable infrmatin (step 5 abve), frward a cpy f the spreadsheet by t the MIDAS HR/Pay Help Desk at PSC MIDAS-MHD r PSCMIDAS-MHD@gv.sk.ca, with the Subject Line: Mass Re-Org Changes. IF THERE ARE COSTING CHANGES, COMPLETE THE NEW COSTING INFORMATION FIELDS BEFORE SENDING SPREADSHEET TO THE HRSC FOR PROCESSING. Refer t the Psitin Management Csting Changes dcument fr further instructins. 7