Workday Transaction Guide Promotion

Transcription

1 Workday Transaction Guide Promotion This Transaction Guide describes the process by which an employee is promoted. A promotion can be within the employee s existing position, or involve a transfer to a new position. The new position can be within the same team or new team, reporting into the same manager or a new manager. Whilst this is a self-service task, there may be occasions when it is necessary for the HR Partner to initiate this on behalf of a Manager. Process Initiator Scope Relevance HR Partner Global Employee Workflow HR Partner: Initiate/Submit Manager's Manager: Approve Finance Partner: Approve Divisional CFO/CEO: Approve Navigation / Search Search for: <Employee Name> Before you start: Ensure you have all the relevant information to hand including the date on which the employee will be promoted as well as any other related data changes such as the change in compensation. If the promotion is within the same position, then position details are updated as per the promotion. If the new position does not yet exist, it can be created as part of this transaction. Step by Step Instruction 1. From the Home page, search for the employee whom you wish to promote and select them from the search results displayed. 2. From the view worker screen, click on the related actions button and select Job Change > Transfer, Promote or Change Job. V1 1

2 Start 3. Click on the Edit button to enter the start details. 4. Change Date: Input the date the promotion will take effect. This may default to the start of the next payroll period but can be updated. 5. Reason: Using the prompt, select the Reason Promotion. 6. New Manager: If the employee is getting a new Manager as a result of this promotion, search for and select the new Manager. 7. New Team: If the Manager name was changed, the name of the new team will default. Use the prompt to search for and select a different team if necessary. 8. Location: If necessary, select a new location. 9. Click on the Start button to continue. Headcount / Position This step is only required if the employee is moving to a new Manager/ Team. 10. Existing Headcount: Workday prompts you to indicate how the existing position (headcount) should be dealt with. Positions are not re-used. Click on the Edit button and using the drop down select the option Close this Headcount even if the position/headcount will be re-filled at a later date. When you have selected the correct reason, click on the Next button. Job Workday displays the employee s existing Job information containing three sections Position, Job Profile and Business Title. Each section has an associated edit button. A promotion may affect different aspects of the employee s job. V1 2

3 11. If the employee s position is changing, click on the Edit button alongside the Position section. If you have chosen a new Manager, then the position details will be blank. If the person s position is not changing skip to step Position: Using the prompt, search for and select the new position. If the position does not yet exist, and you want to create it, check the create new position box. Once complete click the Done button. 13. Close the current position? Positions are not reused. If the employee s position changes, and you are prompted whether or not you wish to close the position, check the close current position box even if the position will be re-filled at a later date. Note: If the employee is being promoted within their current position, the Position Title displayed will be updated to the Job Title specified in the next section once the transaction is complete and approved. 14. Click on the Edit button alongside the Job Profile section. 15. Job Profile: If applicable, use the prompt to search for and select a new job profile. 16. Job Title: Update the Job Title. An employee s job title will usually change when promoted. 17. Click on the Edit button alongside the Business Title section. 18. Business Title: This defaults from the Job Title input in step 16. Update if necessary. 19. When you have finished updating Job details, click on the Next button. Location 20. The location section displays. Verify that the information is correct. If any changes are needed click on the Edit Button to edit the details. When finished editing, click on the Next button. V1 3

4 Details 21. The details section displays. Whilst it is not usual for job classifications and administrative details to change as a result of a promotion, review the data to ensure everything is correct. If any changes are needed click on the Edit Buttons to edit the details. Pay particular attention to: Default Weekly Hours: These may need to be adjusted if the employee s full time hours do not match that of the location. Notify By: Ensure that this is after the date on which the employee will be informed of their promotion. When finished editing, click on the Next button. Attachments 22. Click on the Add button if you would like to attach any documents to this transaction. When finished editing click on the Next button. Organizations 23. If the promotion has resulted in organization changes (company or cost centre) click on the applicable edit button and update as required. When finished editing click on the Next button. V1 4

5 Summary 24. Workday displays a summary of the promotion. Check the information added carefully. If you need to make any adjustments, click on the applicable edit button. 25. If you are not yet ready to submit the promotion, click on the Save for Later button so you can return to it at a later date. Otherwise click on the submit button. Note: If you click Cancel at this stage, the promotion event is cancelled. Read any error or warning messages displayed carefully and take appropriate action. Related Business Process - Compensation The next step in the promotion process is to propose the new compensation. 26. Click on the Open button to start the transaction. 27. Effective Date & Reason: These will have been completed based on your previous selections. Click on the Edit button if you need to make any changes. 28. Employee Visibility Date: By default no date is entered, and unless otherwise specified, the visibility date will be the effective date of the promotion. If you want to specify a different date, edit the section and update. This should be after the date on which the employee is informed, The Compensation details will indicate the employee s current compensation and also indicate the proposed compensation. V1 5

6 Salary If the employee s position was not changed, or you are creating the new position at the same time as processing the promotion, then the proposed salary will be the same as their prior amount. If you selected a new position, then the proposed salary will be based on the default salary assigned to the position chosen. For example, if the new position has a default salary of 75,000, then this will become the proposed base salary. Note: If the change in position has resulted in the employee s compensation basis changing (hourly to salaried or vice versa), then the existing plan will show as deleted. 29. Using the Edit buttons update the base salary details as required. Allowances If the employee s position was not changed, or you are creating the new position at the same time as processing the promotion, then the allowances shown will be the same as that held against their prior position. If you selected a new position, then the proposed allowances will be based on the default allowances assigned to the position chosen. For example, if the new position has a car allowance, then this will automatically be added. 30. If an existing allowance is not applicable use the delete button to remove it. 31. If you need to update the amount of an existing allowance, use the Edit button. 32. If an allowance has automatically been deleted based on the new position s default compensation, but is in fact still applicable, click on the restore button to re-instate it. Do not forget to adjust the amount if required. 33. If you need to add a new allowance, use the Add button. V1 6

7 34. If you are not yet ready to submit the compensation change, click on the Save for Later button so you can return to it at a later date. Otherwise click on the submit button. Note: If you click Cancel at this stage, the promotion event will still have been processed, but the compensation change will not have been. Read any error or warning messages displayed carefully and take appropriate action. Workflow After submitting each part of the transaction (promotion and then compensation) you can review the details you added by expanding the Details and Process section. The Details tab shows the updated details. To view them click on the View Details button. The Process tab summarizes any approval steps that may be required next. You can also click on the Remaining Process button to view all of the remaining steps in the business process as there may be additional tasks required as well as further approvals. When you have finished reviewing the summary details, click on the done button to close the transaction. The promotion and new compensation details will not appear against the employee s record until all necessary approvals have been given and the effective date of the change becomes current. At this point, the position title will also update to that of the Job Title entered during the promotion transaction if the employee s position was not changed, and the position will be closed (if applicable). & Notifications Workday Business Processes may generate system notifications to those involved in the process. If s are generated to prompt review or approval, these will be delivered via a daily digest to the user s account. NOTES V1 7