PROMOTE AN EMPLOYEE FOR: CAREER MANAGERS, HUMAN RESOURCES, FINANCE BUSINESS PARTNERS

Transcription

1 PROMOTE AN EMPLOYEE FOR: CAREER MANAGERS, HUMAN RESOURCES, FINANCE BUSINESS PARTNERS TOPICS COVERED Process Maps Initiate Promotion Job Change (Career Managers) Review/Approve Promotion Job Change (HR Approver) Review/Approve Promotion Job Change (Principal, CSO or GL Approver) Review Promotion Job Change (Finance Business Partner) OVERVIEW Career Managers are advised to socialize candidates amongst their management chain before initiating the process in Workday. Career Managers should reach to multiple sources of input including Job Leaders for performance input and readiness. If the Career Manager is not a Senior Associate or above, the listed steps must be completed by their Career Manager. For more information, view the People Model Performance Management site or view our iexplain video. PROCESS MAPS: Instructions for the steps outlined in gold are included in this document. Career Managers may track a action s progress by typing Employee History in the search field and selecting the employee. Under the Job Profile Changes chart, a history of the employee s job change actions appears Promotions up through Principal, Distinguished Engineer/Scientist/Technologist/Technical Specialist are effective twice a year, January 1 and July 1. Promotion to Level AP5 Promotion Job Change reviewed and approved by Committee Career Manager submits to GL All leaders up to GL and Job Leaders are notified of GL approves the Promotion HR reviews / approves the Promotion the is complete Promotion to Levels through Lead Associate (except AP5) For s from Senior Consultant to Consultant, the Career Manager should reach out to HR to complete the Overtime Navigator (OTN) Survey. Career Manager submits Promotion Job Change to Principal Principal approves the HR Specialist reviews / approves the the is complete cmgr-hrtc-finance-promote-employee Page 1 of 6 Revised on 2/4/2019

2 Promotion to Senior Associate Career Manager submits Promotion Job Change to CSO CSO level approves Promotion Job Change All leaders up to GL and Job Leaders are notified of Finance BP Reviews Talent Advisor reviews / approves the the is complete Non-Compete Agreement (NCA) triggered All leaders up to GL and Job Leaders are notified of Promotion to Principal Promotion Job Change reviewed and approved by CFO/CHRO Career Manager submits to GL All leaders up to GL and Job Leaders notified of GL approves Talent Advisor reviews / approves the is complete Non-Compete Agreement (NCA) triggered INITIATE PROMOTION JOB CHANGE (CAREER MANAGERS) NEED TO KNOW: This process starts by assessing readiness against the Firmwide Behaviors and Performance Expectations (hyperlink to that document), business need/affordability and aspiration of the employee. After you socialize the candidate and al increase with your leadership you can initiate the promote job change transaction in Workday. Notice the Help Text and Guided Tours to assist you with some FAQs. Once the job change is complete and the submit button is clicked, the proposed actions are routed to the appropriate levels for approval and review Promotions up through Principal, Distinguished Engineer/Scientist/Technologist/Technical Specialist are effective twice a year, January 1 and July 1 WORKDAY STEPS 1. Click the My Team worklet on the homepage. 2. Scroll to the bottom of the page to Direct Reports 3. Select the employee for whom you want to make a job change Result: The employee s Profile displays. 4. Click Actions below the employee s name in the left blue bar Result: Actions menu displays. 5. Hover over the Job Change action cmgr-hrtc-finance-promote-employee Page 2 of 6 Revised 2/4/2019

3 6. Click on Transfer, Promote or Change Job Result: A page with the text Change Job displays. 7. Read the instructions and tips at the top of the page carefully 8. Click the pencil icon to edit the details on this page Effective date: Enter January 1 or July 1 unless this is an approved outof-cycle Why are you making this change? Enter Promotion Confirm that the correct location has been auto-filled in response to the item Where will this person be located? This field will not need to be updated unless there is a work location change associated with the. Do you want to use the next pay period? Ensure this Checkbox is NOT checked 9. Click Start JOB TAB 10. Click the pencil icon to edit the details on this page Position: Position only needs to be updated for a Post & Promote situation. Contact your HR Talent Consultant or Talent Advisor for guidance on Post & Promote Job Profile: Choose the new job profile by typing in all/part of the job profile in the search area and hit Enter. Or you can select In This Org or By Job Family from the dropdown menu to narrow your search. Ensure you are selecting a new job profile that is associated with the new management level and in the same job family as the current job profile (use the tip sheet hyperlinked in the Help Text at the top of the screen or reach out to your HR Specialist if you need help determining the appropriate Job Profile) If you select a job profile that is outside your org an alert may pop up and you will notice two things: (1) the Details tab is empty, and (2) the pay range, grade profile and total base pay will appear blank. You will enter a compensation action. Contact your HR Specialist if you need assistance. Job Title: This will auto-populate based on the Job Profile selected 11. Click Next LOCATION TAB 12. Enter any changes to the employee s Location details DETAILS TAB To change Location to a classified location, enter the primary location of the employee s BAH home office and then enter the following in the Comment field: Employee works at a classified location Use the Location Directory Report in Workday to view a list of current locations Click Related Actions next to a location to see the details of the location, including the location type 13. Click Next 14. Read the information at the top of the page carefully 15. Review the information on Details tab of the form 16. Click Next ORGANIZATION 17. Read the information at the top of the page carefully 18. Review the information on Organizations tab of the form 19. Make any changes needed 20. Click Next COMPENSATION TAB An Employee Visibility Date that occurs later than the effective date may be assigned. Select a date after the planned debrief meeting but before the next payroll date Compensation changes can be initiated through Job Change. Approvals that include compensation changes will be consolidated to show both the job change information and the compensation change information in the same step on the same page. This applies to all approvals in this Job Change business process All salary increases associated with s should be completed via the job change action in Workday. Separate MSA actions are not required. Promotion increases greater than 5% should be discussed with your leadership outside of Workday prior to being entered. All increases >25% will follow the exceptions approval workflow in Workday. 21. Scroll down to the Guidelines section and click on the pencil icon 22. Make the necessary change to the salary cmgr-hrtc-finance-promote-employee Page 3 of 6 Revised 2/4/2019

4 There are several ways to adjust the salary. You only need to complete one of the following fields. Amount (New salary) Amount Change ($ increase) Percent Change (% increase, not to exceed 5%) 23. Click Next. Review all proposed changes and edits as needed 24. Click Submit or Save for Later If the employee is aligned to the Engineering & Science Career Track, the Career Manager will receive an action or To Do to update the employee s Advancement Step. WHAT HAPPENS NEXT: If Submitting, the Promotion action is routed for approval. A Promotion action with an accompanying increase that exceeds 5% will be reviewed by the Human Resources Specialist as well as the Human Resources Talent Consultant If the job change results in the need for the employee s RC to be updated, Finance receives a task to process the RC change REVIEW/APPROVE PROMOTION JOB CHANGE (HR SPECIALIST OR HR TALENT ADVISOR) WORKDAY STEPS: 25. Review the proposed changes as indicated by the blue dots. Position Position should only be changed for Post & Promote situations Job Profile Ensure Job Profile selected is appropriate for the next management level and exemption status Administrative: Job Exempt Ensure the Job Exempt field is accurately reflected based on the Job Profile selected If the results in an employee being reclassified from Nonexempt to Exempt, confirm that an OTN was completed prior to this action. If it has, in the Comments field, note the OTN evaluation number If OTN has not been completed, click send back and provide comments to manager to contact HR Specialist 26. 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 You should not utilize Deny, as this would cancel the entire transaction and would require reentry by the Senior Associate or Above. If Save for Later is selected, the pending action will remain in your Workday Inbox. 27. Select Event Details tab and review the details under each section. Any information with a blue dot has been changed and should be reviewed If corrections need to be made to the PROMOTION details, the HR Specialist will need to return it to the Career Manager and open the Compensation Event action. Select Send Back and provide reason/comments for what related details need to be corrected. 28. Once the details have been reviewed and/or corrected by the initiator, return to Workday Inbox to review recommended Compensation Change details. 29. If no changes to the recommended Compensation are needed, select Approve cmgr-hrtc-finance-promote-employee Page 4 of 6 Revised 2/4/2019 If any corrections to Compensation need to be made, select Send Back and provide the specific reasons/comments to the initiator If the results in an employee being reclassified from Nonexempt to Exempt, please indicate that the work has been reviewed and confirmed to be exempt in the Comments field before approving

5 WHAT HAPPENS NEXT: If the is a result of a proposed Compensation Change (including the job change, org, and comp change info): HR Specialist approves the Job Change as a consolidated approval. For Senior Associates and above the HRTA will receive consolidated approval HR Specialist approves AP level LA or below REVIEW/APPROVE PROMOTION JOB CHANGE (Principal, CSO or GL Approver) NEED TO KNOW: Once a Career Manager has completed the Job Change task, the appropriate level approver and HR receive a notification to complete the process: For Promotion to Level AP5, the GL will approve the job change For Promotion to Levels through Lead Associate (except AP5), the Principal approves the job change For Promotion to Senior Associate, the CSO approves the job change For Promotion to Principal, the is reviewed and approved by the CFO and CHRO, but the GL Approver is the official approver of the job change The Finance Business Partner will receive a Workday action if the results in an RC change. WORKDAY STEPS 1. Review the proposed changes as indicated by the Blue Dots Position Position should only be changed for Post & Promote situations Job Profile Ensure Job Profile selected is appropriate for the planned management level and exemption status Administrative: Job Exempt Ensure the Job Exempt field is accurately reflected based on the Job Profile selected 2. If no changes are needed, select Approve 3. If corrections are needed, select Send Back 4. Provide comments in the Comments field The approver can make the corrections and Approve OR Send Back Do not click Deny unless you want to cancel the entire transaction. Do this in error would require reentry by the Senior Associate or Above If Save for Later is selected, the task will remain in your Workday Inbox 5. Select Event Details tab and review the details under each section. Any information with a blue dot has been changed and should be reviewed If corrections need to be made to the Promotion details, open the Compensation Event task. Click Send Back and provide reason/comments for what related details need to be corrected. Return to your Workday Inbox to review the Compensation Change details once the details have been reviewed and/or corrected by the initiator 6. If no changes to the recommended Compensation is needed, select Approve. If any corrections need to be made, select Send Back and provide the specific reasons/comments to the initiator If the employee is aligned to the Engineering & Science Career Track, the Career Manager will receive a task to update the employee s Advancement Step (see Updating an Employee Advancement Step job aid). cmgr-hrtc-finance-promote-employee Page 5 of 6 Revised 2/4/2019

6 WHAT HAPPENS NEXT: If the job change results in the need for the employee s RC to be updated, Finance receives a task to process the RC change before the CSO receives an action for approval REVIEW PROMOTION JOB CHANGE (Finance Business Partner) NEED TO KNOW: When a is approved, the Finance Business Partner (SBS representative) may receive a task if a change has been made requiring the employee s RC to be updated (location type, management level, Cost Center or new position etc.). WORKDAY STEPS 1. From the Workday homepage, select the employee by name or employee ID 2. Under the Job tab, select the RC Code 3. Click on Related Actions next to the employee s name in the Worker Position section (toward the bottom of the screen) 4. In the Additional Data field, select Edit Effective-Dated Custom Object 5. Enter the Effective Date 6. Click Edit Additional Data 7. Enter the correct 4-digit RC in the My RC Code field 8. Click Submit 9. Return to your Workday Inbox 10. Click on the Update RC task 11. Click Submit cmgr-hrtc-finance-promote-employee Page 6 of 6 Revised 2/4/2019