CAREER MANAGER PROMOTION PROCESS JOB AID The promotion process is initiated when a career manager nominates an employee for a promotion. NOTE: Career mangers are advised to socialize proposed promotion candidates amongst their management chain prior to initiating the promotion process in Workday Promotion is a 2-step process that involves: 1. Promotion Nomination Form to document justification of the promotion 2. Job Change transaction for Promotion to process the level and salary change, as applicable The promotion nomination must be approved before a Senior Associate, Chief Engineer/ Scientist/ Technologist/Technical Specialist or above in the same Supervisory Organization can initiate the Job Change in Workday. NOTE: Promotions up through Principal, Distinguished Engineer/Scientist/Technologist/Technical Specialist are effective twice a year, January 1 and July 1 STEP 1: SUBMITTING A PROMOTION NOMINATION 1. Click on the Team Performance worklet and under Action, click on Start Performance Review Booz Allen Internal Use Only 1
2. Make the following selections: Employee name you wish to nominate for promotion Under Review Template, select Promotion Nomination for the appropriate staff level from the dropdown menu: - Promotion Nomination (Promoting to Staff Level): AP/Technician Lead Associate, Senior Lead Engineer/Scientist/Technologist/Technical Specialist promotions - Promotion Nomination (Promoting to Sr. Staff): Senior Associate, Chief Engineer/Scientist/Technologist/Technical Specialist Principal, Distinguished Engineer/Scientist/Technologist/Technical Specialist Enter the effective date for the promotion in both the Period Start Date and Period End Date fields. For promotions effective January 1, 2018, use 01/01/2018 for both the Period Start Date and the Period End Date. Click Submit Booz Allen Internal Use Only 2
3. On the next screen, click Open to open the Promotion Nomination form. Select the Guided Editor for step-by-step instructions or Summary View to view the entire form at once. 4. The promotion form includes a series of question for completion (e.g., employee s current level, new level, Job Family Group, and business justification, etc.) in the Answer box (free text). Please refer to the Firmwide Behaviors and Performance Expectations for guidance by Job Family Group. 5. The Overtime Navigator (OT) section is a reminder that if the employee is moving from a non-exempt to an exempt position (e.g., promotions to Senior Consultant, Staff Engineer/ Technologist/ Scientist/Technical Specialist), you must contact your HR Talent Consultant to begin the OT Navigator process to validate that the new duties and responsibilities are exempt. You are not expected to attach Booz Allen Internal Use Only 3
or Add documentation in this section. This section is not included for promotions to senior staff positions. 6. In the Senior Staff Promotion Nomination form, you will see two additional sections: 1. Integration Goals - this section only applies to promotions to Principal, Distinguished Engineer/Scientist/Technologist/Technical Specialist and above. You can skip this section by selecting Next at the bottom of the page. If this is not applicable, skip this section of the form by selecting Next at the bottom of the page. 2. Promotion Readiness Due Diligence this section only applies to promotions to the Principal level. The HR Talent Consultant is responsible for assigning promotion readiness due diligence reviewers. Career manages should skip this section of the form by selecting Next at the bottom of the page. 7. Next, review the Acknowledgements, which summarizes the promotion eligibility requirements. Enter comments by selecting the pencil icon, if desired and then to accept the terms, click Next. 8. Review the Summary of the Promotion Nomination. Click Submit or Save for Later. If you save for later, you may add more content and/or update existing content before submitting. If you save for later you will receive a Workday inbox task to use to navigate back to Promotion Nomination form. Booz Allen Internal Use Only 4
9. When the Promotion Nomination is submitted, it will be sent to the career manager s manager for review. The career manager s manager can approve the Promotion Nomination as-is or he/she may send the Promotion Nomination back to the career manager for additional edits (see more guidance in the Sending Back the Promotion Nomination section). 10. When the career manager s manager approves the Promotion Nomination, the next step in the workflow differs between staff and senior staff promotions: For Staff Promotions (AP, Technician through Lead Associate, Senior Lead Engineer/ Scientist/Technologist/Technical Specialist) - the Promotion Nomination will be sent to the career manager s manager up through, at minimum, the Principal, Distinguished Engineer/Scientist/Technologist/Technical Specialist level who can approve as-is or he/she may send it back to the career manager for edits. If approved, the Promotion Nomination is sent to the HR Talent Consultant for final review before initiating the Job Change Task. Upon completion, the employee s Senior Associate, Chief Engineer/ Technologist/ Scientist/Technical Specialist or above will receive a Job Change task to process the level change and associated salary actions. See guidance below in the Job Change for Promotion section for more details. For Senior Staff Promotions (Senior Associate, Chief Engineer/ Scientist/ Technologist/ Technical Specialist through Principal, Distinguished Engineer/ Scientist/ Technologist/ Technical Specialist) the Promotion Nomination will be sent to the career manager s manager up through, at minimum, the Principal, Distinguished Engineer/ Scientist/ Technologist/Technical Specialist level and/or VP/Officer for final approval before going to the HR Talent Consultant for final review. Upon completion, the employee s Senior Associate, Chief Engineer/Technologist/Scientist/Technical Specialist or above will receive a Job Change task to process the level change and associated salary actions. See guidance below in the Job Change for Promotion section for more details. PRINTING/SAVING THE PROMOTION NOMINATION At any point in the process, career managers, managers in the same supervisory organization, or HR Talent Consultants can create a PDF of the employee s Promotion Nomination to print or save. Booz Allen Internal Use Only 5
1. Click on the employee s Profile. 2. Under the Performance Tab, click on the Performance Reviews Tab. 3. Click View to see a printable view of the Promotion Nomination. Click the Printer icon ( ) at the top right of the Promotion Nomination, and return to the Performance Reviews Tab on the employee s Profile and select the hyperlink under Review PDF to download or print. SENDING BACK THE PROMOTION NOMINATION If the Promotion Nomination is not approved or requires edits, leaders or the appropriate HR Talent Consultant should send the Promotion Nomination back to the career manager using Send Back NOTE: A conversation with the career manager should take place to explain the rationale of this decision before following these steps 1. Open the Promotion Nomination action from the Workday Inbox and click Send Back 2. Enter the career manager s name in the To field and briefly summarize the reason for not approving in the Reason field. Both fields are required. When complete, click Submit. Booz Allen Internal Use Only 6
3. The initiating career manager will receive an Inbox action once the Promotion Nomination is sent back. Once the task is open, they can edit the Promotion Nomination and re-submit following the Submitting a Promotion Nomination instructions above. STEP 2: JOB CHANGE FOR PROMOTION SR ASSOCIATE, CHIEF ENGINEER/SCIENTIST/ TECHNOLOGIST/TECHNICAL SPECIALIST OR ABOVE AS THE INITIATOR Once the Promotion Nomination process has been completed and approved, the employee s Senior Associate or Chief Engineer/Scientist/Technologist/Technical Specialist (or above) automatically receives an Inbox action to process the Promotion details using Job Change for Promotion. If the inbox action is accidentally deleted, follow steps 1-3. Otherwise, start at step 4 once you ve opened the Inbox action and see the image below. NOTE: The Job Change transaction for promotions effective 01-01-2018 must be initiated after January 1, 2018 to ensure the Merit, MSA and Merit Lump sum payments effective 01-01-2018 are fully processed in Workday. Promotion increases are a separate salary transaction from Salary Planning (Merit, MSA and Merit Lump Sum) increases. Additionally, reach to your HR Talent Consultant for Post and Promote or any other Promotions outside this timing to analyze the salary impacts. Booz Allen Internal Use Only 7
If you are a HRTC or second level manager, click the link below to skip to the steps you are to perform. HRTC SECOND LEVEL MANAGER 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 on Actions button 3. Click Job Change, then select Transfer, Promotion or Change Job Booz Allen Internal Use Only 8
4. Click the pencil icon to be taken to the screen to complete the required series of questions When do you want this change to take effect? Enter effective date in month/day/year format. Enter the same date selected for the Promotion Nomination form start and end date (e.g., January 1 or July 1) Why are you making this change? The reason selected must be Promotion Who will be the manager after this change? The system should auto-populate with the current Career Manager s name (you do not need to edit, unless you are making a manager change during this promotion process) Which team will this person be on after this change? The system should auto-populate with the Career Manager s Supervisory Organization Where will this person be located after this change? You should not make any changes to location on this page. If you need to update an employee s work location you can during step 7. Do you want to use the next pay period? Check the box to denote yes 5. After completing the questionnaire, click Start which takes you to the Job tab section of the questions for the Promotion Job Change task Booz Allen Internal Use Only 9
6. On the Job tab, click the pencil icon and to make the necessary updates as follows: Position Position only needs to be updated for a Post & Promote situation. Using the dropdown menu, find the Position (positions with or without job requisitions). Do not create a new position or close the current position. Job Profile (REQUIRED) Choose the new Job Profile - one level higher for promotion - by typing in all/part of the Job Profile in the search area and click Enter. Alternately, 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. The Job Title field will automatically populate once a Job Profile is selected. If you need assistance selecting the correct job profile level, refer to the Groups People Model Job Family Guide (slide 2) for the Job Profile tag and level equivalents (grey shaded column). NOTE: If you select a Job Profile that is outside your Job Family Group, an ALERT will 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 be able to enter in a compensation action, but if you need assistance, please contact your HR Talent Consultant. Employee information within some of the remaining tabs may or may not need to be updated 7. Click Next, passing by the Location tab if no changes need to be made to the Work Location or Scheduled Weekly Hours for the employee. NOTE: If you need to change the location to a classified location, enter the primary location of the employee s BAH home office and then enter the following in the Comment Box: 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 10
8. Click Next, passing by the Details tab if no changes need to be made to Employee Type, Time Type, or Pay Type for the employee 9. Click Next, passing by the Organizations tab if no changes need to be made to Company, Cost Center, or IMT for the employee 10. On the Compensation tab, you will notice Employee Visibility Date at the top. Do not make any updates to this field for promotions effective 1/1/2018. During the January 1, 2018 promotion cycle we want to ensure employees can be debriefed on both their promotion and salary increase actions at the same time and steps will be taken to remove salary visibility in Workday for employees, as appropriate. 11. Scroll down to the Salary section and click on the pencil icon. You can either enter in the Amount (New Salary) or Amount Change ($ Increase) or Percent Change (% Increase). You will only want to account for the promotion increase here (0-5%). 12. Click Next. Review all proposed changes and make any further changes 13. Click Submit or Save for Later Booz Allen Internal Use Only 11
NOTE: If the employee is aligned to the E&SP or ETS Job Family Groups, the career manager will receive an Inbox To Do step to update the employee s Advancement Step (see Job Aid for Updating an Employee s Advancement Step found in the Job Aids and Videos worklet the rocket icon - under Performance Management section) after the job change is complete. HR Talent Consultant 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 NOTE: If the employee has any outstanding business processes that may need to be reassigned, the HRTC will receive the Manage Business Processes for Worker task once the job change is complete Second Level Manager 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 Booz Allen Internal Use Only 12