This guide also applies to on-premise implementations

5Employment Processes

This chapter contains the following:

Promote and Transfer Workers

Simple Transfer Process: Explained

As a Line Manager, you can transfer your workers using a simplified process, by accessing your workers from the Manager Resources dashboard and selecting the Transfer action. Human Resource Specialists may also use this process as an alternative, to initiate a simple transfer.

When you transfer a person, the work relationship remains unchanged. You make any necessary changes in the current assignment. If the worker being transferred has other active assignments in the current work relationship, they are terminated and their status is changed to Inactive- Payroll Eligible.

Transfer Actions: Explained

To initiate any type of transfer for a person, select the Manage Employment task in the Person Management work area, update the assignment, and select the relevant transfer action from the Actions list. You can select from the following transfer actions:

  • Transfer

  • Temporary Assignment

  • End Temporary Assignment

  • Global Transfer

  • Global Temporary Assignment

  • End Global Temporary Assignment

Transfers and Temporary Assignments

Use the Transfer or the Temporary Assignment action to initiate a transfer or create a temporary assignment in the same legal employer, respectively. Use the End Temporary Assignment action to terminate a temporary assignment in the same legal employer and reinstate the original assignments automatically on a date that you specify.

Global Transfers and Temporary Assignments

Use the Global Transfer or the Global Temporary Assignment action to initiate a transfer or create a temporary assignment in another legal employer, respectively. Use the End Global Temporary Assignment action to terminate a temporary assignment in another legal employer and reinstate the original assignments in the source legal employer automatically on a date that you specify.

Transfers and Temporary Assignments: How They are Processed

A transfer is the movement of a person within the same legal employer (a change of location from Pleasanton to San Francisco in the US, for example). A temporary assignment is a transfer for a limited term (temporary assignment in another department, for example). To initiate a transfer or temporary assignment for a person, select the Manage Employment task in the Person Management work area, update the assignment, and then select the relevant transfer action from the Actions list.

Settings That Affect Transfers

The type of transfer, whether permanent or temporary, determines how it is processed.

How Transfers are Processed

When you transfer a person within the same legal employer the work relationship remains unchanged. You make any necessary changes in the current assignment. If the worker being transferred has other active assignments in the current work relationship, they are terminated and their status is changed to Inactive- Payroll Eligible by default. If you use employment terms, you can either transfer within the same employment terms or create new employment terms. If you create new employment terms and assignments, the existing set of employment terms and assignments in the current work relationship are terminated and their status is set to Inactive- Payroll Eligible by default. You can override the default by deselecting the assignments that you do not want to terminate; these assignments retain their original statuses. You can deselect all assignments except the primary assignment and the current assignment.

How Temporary Assignments are Processed

When you create a temporary assignment for a person in the same legal employer the work relationship remains unchanged. If you use employment terms, you can either create a temporary assignment with the same employment terms or create new employment terms. The existing set of employment terms are suspended if you create new ones. The existing assignments in the current work relationship are suspended and their status is changed to Suspended- Payroll Eligible by default. You can override the default by deselecting the assignments that you do not want to suspend; these assignments retain their original statuses. You end the temporary assignment by selecting the End Temporary Assignment action and specifying a return date. The suspended objects become active as of the return date.

Global Transfers and Temporary Assignments: How They are Processed

A global transfer is the transfer of a person to another legal employer (transfer of an employee from a UK subsidiary to a US subsidiary, for example). A global temporary assignment is the temporary transfer of a person to another legal employer (US employee sent on a temporary assignment to the UK, for example). To initiate a global transfer or temporary assignment for a person, select the Manage Employment task in the Person Management work area, update the assignment, and then select the relevant transfer action from the Actions list.

Settings That Affect Global Transfers

The type of global transfer, whether permanent or temporary, determines how it is processed.

How Global Transfers are Processed

When you transfer a person to another legal employer, the source work relationship is terminated automatically using the default values. You create a new work relationship in the destination legal employer. The existing set of employment terms and assignments in the source work relationship are terminated and their status is set to Inactive- Payroll Eligible by default. You can override the default by deselecting the assignments that you do not want to terminate; these assignments retain their original statuses and the work relationship is not terminated. You can deselect all assignments except the primary assignment and the current assignment.

How Global Temporary Assignments are Processed

When you create a global temporary assignment, the existing set of employment terms and assignments in the source work relationship are suspended, and you create new objects in the destination legal employer. The status of the assignments in the source work relationship is set to Suspended-Payroll Eligible by default. You can override the default by deselecting the assignments that you do not want to suspend; these assignments retain their original statuses. You end a global temporary assignment by selecting the End Global Temporary Assignment action and specifying a return date. The global temporary assignment is terminated and the assignments in the source legal employer are reinstated automatically on the return date.

Transferring a Worker: Example

This example illustrates how to transfer a worker and shows the impact of a transfer on the employment data, depending on certain policy choices.

Scenario

Alice Walker and Gail Williams are employed by a health care company, Cook County Healthcare, in the UK. Alice works as a nurse in Archer hospital and Gail as an emergency room (ER) nurse in Butler hospital. Alice is transferring to Cook County Healthcare in the US, so Gail is working temporarily as a nurse in Archer hospital.

Employment Details

Alice and Gail have the following work relationships:

Person Work Relationship Employment Terms Assignment

Alice Walker

Archer Hospital

Nurse Employment Terms

Nurse

Gail Williams

Butler Hospital

ER Nurse Contract

ER Nurse

The following table explains the policy decisions to be followed when transferring these workers:

Transfer Details Alice Walker Gail Williams

What is the transfer action?

Global Transfer

Add Temporary Assignment

Who is the initiating the transfer?

Human resource (HR) specialist for the US legal employer

Current HR specialist

Does the initiator of the transfer have access to the worker's information?

No

Yes

Do any direct reports exist for the person?

Yes

No

What should be the assignment status of the current assignment?

Inactive

Suspended - No Payroll, since Gail is not paid for the current assignment during the temporary assignment period.

Does the assignment require new employment terms?

Yes

Yes

Analysis

As the HR specialist for the current legal employer, you must do the following before transferring the workers:

  • Share Alice Walker's information with the US HR specialist.

  • Reassign Alice Walker's direct reports to Gail Williams.

    Note

    You can also perform this step after transferring the workers.

Resulting Transfers

Alice Walker:

  1. The HR specialist for the US legal employer performs the transfer after obtaining access to Alice's information.

  2. The Archer Hospital work relationship is terminated automatically and the HR specialist creates a new work relationship in the US legal employer.

  3. The Nurse employment terms and the Nurse assignment are ended and the HR specialist creates new objects in the US legal employer.

  4. A notification of the global transfer is sent automatically to the Payroll Administrator, who then completes the tasks for transferring Alice to the US payroll.

Gail Williams:

  1. The ER Nurse employment terms are suspended and a temporary assignment is created in the current legal employer with new employment terms.

  2. The Butler Hospital work relationship remains unchanged.

  3. The ER Nurse assignment is suspended without pay.

Promoting a Worker: Worked Example

This example illustrates how to promote a worker. Kate Williams is employed by a health care company, Cook County Healthcare. Kate is currently working as an Emergency Room Nurse in the Emergency Nursing department in Archer hospital. Kate's current grade is E4. Kate's manager has decided to promote her to an Emergency Nurse Manager.

The following table summarizes key decisions for this scenario:

Decisions to Consider In This Example

When is the promotion effective from?

June 1, 2011

What is the new job name?

Emergency Nurse Manager

Is there a department change?

No

What is the new grade?

M1

Is there a salary change?

Yes, the salary basis is changed from monthly to annually and the new annual salary is $85,000 .

Is there a manager change?

Yes, the new HR manager is Pat Miller.

Is there a change in the compensation distribution?

No

Does the promotion involve any role change?

Yes, Kate has two additional roles Emergency Nurse Manager and Emergency Room Administrator.

Use the default values except where indicated.

Enter Employment Details

  1. On the Person Gallery page, search for and select Kate Williams.

  2. Select Personal and Employment - Promote in the Actions list to open the Promote Kate Williams: Employment Details page.

  3. Complete the fields as shown in this table.

    Field Value

    Promotion Date

    6/1/11

    Job

    Emergency Nurse Manager

    Working as a Manager

    Yes

    Grade

    M1

  4. Complete the manager details, as shown in this table.

    Field Value

    Name

    Pat Miller

    Type

    HR Manager

View Supporting Analytics

The analytics provide supporting information relevant to the promotion and aid you in completing the task.

  1. Select the Performance tab to view Kate's recent performance documents.

  2. Select the Peer Comparison tab to compare Kate's performance and potential scores with the scores of the other reports.

  3. Select the Competency Match tab to compare Kate's competencies with the competency requirements of her new job.

  4. Select the Promotion Analytics tab to compare Kate's promotion information with that of workers of similar job and grade.

  5. Select the Assignment Changes tab to view Kate's assignment history and analyze the salary changes.

  6. Select the Probability of Attrition tab to analyze the effect of the promotion on Kate's predicted performance and attrition level.

  7. Click Next to enter the compensation details.

Enter Compensation Details

  1. On the Promote Kate Williams: Compensation Details page, complete the fields, as shown in this table.

    Field Value

    New Salary Basis

    Annually

    New Salary

    85,000

View Compensation-Related Analytics

  1. Select the Salary Range tab to analyze whether Kate's proposed salary falls within the specified grade range.

  2. Select the History tab to view Kate's salary changes over time.

  3. Select the Percentage Change tab to view what percentage Kate's salary has changed over time.

  4. Select the Compa-Ratio tab to analyze how the change in Kate's compa-ratio compares to change in salary, over time.

  5. Select the Growth Rate tab to analyze how Kate's salary has grown over time.

Enter Roles Information

  1. On the Promote Kate Williams: Roles page, click Add Role.

  2. Search for and select the Emergency Room Administrator role.

  3. Click Next to review your choices and entries.

  4. On the Promote Kate Williams: Review page, click Submit.

FAQs for Promotions and Transfers

Can I initiate a transfer if I do not have access to all of the person's assignments?

No. Only a user who has access to all of the person's assignments can initiate a transfer for the person. To initiate a transfer for a person, use the Manage Employment page in the Person Management work area. Select the Update option in the Edit menu and then select any of the transfer actions from the Actions list.

Does a person automatically transfer to another payroll during a global transfer?

No. If you use Oracle Fusion Global Payroll, a notification is automatically sent to the Payroll Administrator when you create a new work relationship in the course of initiating a global transfer or global temporary assignment. The Payroll Administrator then completes the relevant tasks to transfer the person to another payroll.

Terminations

Terminations: Explained

You can terminate the work relationship of workers or nonworkers using the Manage Work Relationship task in the Person Management work area.

Terminating Work Relationships

Terminate a work relationship, either worker or nonworker, if you want to end all the assignments in the work relationship. To end an individual assignment, select the Manage Employment task in the Person Management work area, update the assignment and select the End Assignment action in the Actions list. If the person has a single assignment, however, the only way to end the assignment is to terminate the entire work relationship. If a person has multiple work relationships and you want to terminate all of them, you must terminate one work relationship at a time, leaving the primary relationship until last.

Ending Employment

When you terminate a work relationship:

  • Any employment terms and assignments associated with the work relationship are ended automatically.

  • The status of the work relationship and the associated employment terms and assignments are changed to inactive on the day following the termination date.

  • The period of service, both legal employer and enterprise, ends on the termination date. The person becomes an ex-employee or ex-contingent worker for that legal employer.

  • The person's user access and roles are revoked by default after the termination date. You can choose to revoke user access earlier, as soon as the termination is approved. (This could mean revoking user access before the termination date.)

Payroll Termination

If you are using Oracle Payroll, a notification is sent to the Payroll Administrator informing the administrator of the termination. The Payroll Administrator then completes the relevant tasks required to complete the payroll termination.

Reversing Terminations: Explained

You can reverse a termination and reinstate the person's work relationship as it was prior to the termination, using the Manage Work Relationship task in the Person Management work area.

Reversing a Termination

You can reverse a termination at any time provided the same legal employer has not rehired the employee (or started a new placement for a contingent worker). This is because a person cannot have multiple employee or contingent worker relationships with the same legal employer at the same time. For example, consider that an employee was terminated on April 15, and the same legal employer rehired the employee on May 1. You want to reverse the termination on May 15, but you cannot do so because this causes the employee to have two concurrent work relationships with the same legal employer.

Restoring Employment Data

When you reverse a termination:

  • Any work relationships, assignments, and employment terms previously ended are restored with the statuses prior to the termination.

  • The Payroll Administrator is notified of the reversal of the termination, who then completes the relevant tasks required to reverse the payroll termination.

  • If the termination caused reassignment of a primary work relationship or assignment, then the reversal of the termination restores their primary statuses as they were before the termination.

Validating Employment Data

When you reverse a termination, the elements assigned to the person prior to termination action being taken are restored. This means that any future-dated employment changes or employment actions occurring after the termination action are not restored. For example, consider that the employee's department was end-dated after his termination and all employees were relocated to another department. The reversal of the termination restores the end-dated department and not the new department. You must manually verify the validity of the employment data after reversing a termination and make any required changes.

User Access and Roles

When you reverse a termination:

  • Any role, such as Beneficiary, that was automatically provisioned to the person at termination, is automatically deprovisioned.

  • Both manually and automatically provisioned roles that were deprovisioned when the work relationship was terminated are automatically restored to the person.

  • If the person's user account was disabled at termination, it is automatically re-enabled.

Sensitive Transactions: How They are Processed

Certain future-dated terminations, such as involuntary layoffs, may be sensitive and must be hidden from everyone until an appropriate time. Any future-dated termination transaction having a deferred processing date is considered a sensitive transaction. You enter terminations using the Manage Work Relationship task in the Person Management work area.

Sensitive Terminations

To identify a termination as sensitive, you must enable deferred processing and specify when to process the changes. The processing of the termination is deferred to the date you specify. If the transaction goes through an approval process, and the processing date you specified occurs prior to approval, then processing is deferred until final approval. In either case, the termination is hidden from everyone except the initiator, approvers, and notification recipients until the time the transaction is processed and applied to the database.

Sensitive and Concurrent Transactions

Sensitive transactions affect how concurrent transactions are processed. You can't initiate a transaction for a person if there is a concurrent transaction pending approval for the same person. If, however, the concurrent transaction is a sensitive termination, you can initiate a transaction for the same person because the presence of a sensitive transaction can't be disclosed. Enabling concurrent transactions can create potential data conflicts. If the conflicts can't be resolved automatically, the application routes the actions to a person with a Human Resources (HR) Representative responsibility. The following example illustrates some potential data conflicts and suggests ways of resolving them.

Example: Concurrent Transfer and Termination

Suppose a line manager initiated a transfer for a worker when a sensitive termination was pending approval for the same person. The termination is now approved and applied to the database, which may give rise to data conflicts. As the worker's HR Representative, you must manually apply the required changes to resolve the following data conflicts:

  • The transfer is still pending approval and the effective date of the transfer is later than or the same as the termination date. In this case, the application automatically rejects the transfer and notifies you.

  • The transfer is still pending and the effective date of the transfer is earlier than the termination date. You receive a notification that you can withdraw the transfer because the worker is already terminated. If you choose not to withdraw the transfer, you receive a notification again (when the transfer is applied) that you must reenter the transfer. You must reenter the transfer so that the transfer details are reflected in the inactive assignment created by the termination.

  • The transfer is applied to the database and the effective date of the transfer is later than or the same as the termination date. The sensitive termination was hidden at the time the transfer was initiated, however the transfer conflicts with the termination. You receive a notification that you must delete the transfer and reenter the termination. You must reenter the termination because of data changes that occurred after the termination was initiated.

  • The transfer is applied to the database and the effective date of the transfer is earlier than or the same as the termination date. You receive a notification that you must reenter the termination. You must reenter the termination because of data changes that occurred after the termination was initiated.

Simple Termination Process: Explained

As a Line Manager, you can terminate your workers using a simplified process, by accessing them from the Manager Resources dashboard and selecting the Terminate action. Human Resource Specialists can also use this simplified process as an alternative, to initiate a simple termination.

When you terminate a work relationship:

  • The assignments associated with the work relationship are ended automatically, and their status is changed to inactive on the day following the termination date.

  • The period of service, both legal employer and enterprise, ends on the termination date.

  • The person becomes an ex-employee or ex-contingent worker for that legal employer.

  • The person's user access and roles are revoked by default after the termination date. You can choose to revoke user access earlier, as soon as the termination is approved. (This could mean revoking user access before the termination date).

Hiding Terminations: Critical Choices

To terminate a person's work relationship, select the Manage Work Relationship task in the Person Management work area. If you are entering a future-dated sensitive termination and want to hide the termination for a specified period, you can use one of the following two options:

  • Termination display

  • Deferred processing

Termination Display

Before submitting a termination, you can hide the termination using the Termination Display option. This option controls whether the termination appears in the gallery portrait of the terminated employee You can also use this option to hide the termination for a specified period after the termination date. During this period, the termination is visible only to those users who have access to the terminated person's' record.

Deferred Processing

As part of submitting the termination, you can defer the processing of the termination transaction. The Deferred Processing option is typically useful to hide terminations with a future-effective date. For example, consider that you want to enter an involuntary future-dated termination. You want to submit the termination but defer processing until the termination date, because the person you are terminating has access to the functionality that exposes the termination to the person. Use the Deferred Processing option to postpone processing the termination until the termination date. This hides the termination from everyone except the initiator, approvers, and notification recipients, until the time the transaction is processed.

Terminating a Work Relationship: Example

This example illustrates how to terminate a work relationship when the person has multiple assignments, direct reports, and future-dated transfer actions. The example also shows the impact of a termination on the employment data, depending on certain policy choices.

Scenario

Samantha Green and John Smith are employed by a health care company, Cook County Healthcare. Samantha works primarily as a nurse in Archer hospital and as a volunteer nurse in Butler hospital. John works under a contract as a radiologist in Kent hospital. The enterprise has decided to terminate John whereas Samantha's termination is voluntary.

Employment and Termination Details

Samantha and John have the following work relationships:

Person Work Relationship Worker Type Employment Terms Assignment Future-Dated Transfer Actions Direct Reports Existing

Samantha Green

Archer Hospital

Employee

None

Nurse

No

Yes

Samantha Green

Butler Hospital

Nonworker

Volunteer Nurse Employment Terms

Volunteer Nurse

No

No

John Smith

Kent Hospital

Contingent Worker

Radiologist Contract

Radiologist

Yes

No

This table explains the policy decisions to be followed when terminating these work relationships:

Termination Details Samantha Green John Smith

Can the termination be made public?

Yes

No. Postpone displaying the termination in the gallery portrait for a week since other involuntary terminations have to be entered.

When should the user access be revoked?

After the termination date

Immediately after termination is approved and saved, not waiting until the termination date

Is the person recommended for rehire?

Yes

No

Is payment processing required after termination?

Not required for Butler Hospital since this is a nonworker relationship and payment for this relationship is not via payroll

Yes

Analysis

Before terminating these work relationships, you must:

  • Reassign Samantha Green's direct reports to another manager using the Change Manager page.

  • Delete John Smith's future-dated global transfer and cancel the new work relationship created for the transfer.

You cannot terminate the primary work relationship when there are other nonprimary work relationships existing for the person. So, terminate Samantha's nonworker relationship to Butler Hospital first.

Resulting Terminations

When you terminate Samantha Green's two work relationships:

  • The associated employment terms and assignments are ended, and their status is changed to inactive on the day following the termination date.

  • Her roles and user accounts are revoked after the termination date.

  • Her period of service with the legal employers Archer Hospital and Butler Hospital and the enterprise Cook County Healthcare is ended on the termination date. She becomes an ex-employee for the legal employer Archer Hospital and ex-nonworker for Butler Hospital.

  • A notification of the Archer Hospital work relationship termination is sent automatically to the Payroll administrator, who then completes the tasks for terminating the payroll.

When you terminate John Smith's work relationship:

  • The work relationship, contract, employment terms, and the assignment are ended. The status of these objects is changed to inactive on the day following the termination date.

  • His roles and user accounts are revoked before the termination date, as soon as the termination is approved.

  • His period of service with the legal employer Kent hospital and the enterprise Cook County Healthcare is ended on the termination date. He becomes an ex-contingent worker for the legal employer.

  • A notification of the termination is sent automatically to the Payroll Administrator, who then completes the tasks for terminating the payroll.

FAQs for Terminations

Can I terminate a work relationship if there are future-dated employment changes?

You can terminate a work relationship if there are any future-dated employment changes except transfers. All future-dated changes are lost when you terminate the work relationship. If any future-dated transfer actions exist, you must manually delete them and cancel any new work relationship before you terminate the work relationship. To terminate a work relationship, use the Manage Work Relationship task in the Person Management work area.

How can line managers reassign persons' direct reports?

Line managers can access their direct reports from the Manager Resources dashboard and use the Change Manager action to reassign their reports.

What happens if there are data conflicts after terminating a person?

It is not possible to automatically identify and resolve every conflict scenario resulting from terminating a person. You must make any required changes to the data manually. For example, you must manually reassign any checklist tasks assigned to the terminated person or cancel any training scheduled for the person.

What happens if I revoke user access from a person with multiple work relationships?

The person loses roles provisioned automatically for assignments in this work relationship only.

The person keeps roles that he or she:

  • Requested or another user provisioned manually.

    Deprovision these roles manually, if necessary.

  • Acquired automatically for other work relationships.

If the person has roles at termination, the user account remains active. Otherwise, it's suspended automatically.

What's the impact of entering a rehire recommendation?

You can terminate a person's work relationship using the Manage Work Relationship task in the Person Management work area. When you create a termination, you can enter a rehire recommendation to indicate whether the person can be rehired in the future. However, this data is for information purposes only, and is not used to determine whether a person can be rehired.

Manage Direct Reports

Managing Direct Reports: Explained

You can reassign existing line reports to new managers, as of the same effective date using the Manage Direct Reports task. Upon doing so, changes occur at the assignment level for each direct.

Reassigning Direct Reports

You can reassign all or selected direct reports to new managers. However, if the current manager is being terminated, you must reassign all the reports. You can select the same new manager for all the reports or a different new manager for each report.

For example, John Smith has been transferred to another department and his line reports need to be reassigned. John has four line reports and you want to reassign them to new line managers.

You can reassign:

  • Three of his reports to the same new line manager

  • Fourth report to a different line manager

Some of John's existing reports may still be reporting to him in his new department. If a majority of directs are being reassigned to the same new manager, you can select this manager as the proposed manager by default for all the reports, and later reassign selected directs to different managers.

When reassigning reports, you can't change the manager type. For example, if the direct is a line report for the current manager, you can reassign the direct only as a line report to a new manager, but not as a direct of other type, such as a project report or a mentee.

Note

The Manage Direct Reports task doesn't assign new roles to managers during the reassign process. You must manage the assignment of roles through the role mapping functionality. For persons who didn't have reports before the reassign process, you must assign manager roles.

Areas of Responsibility

Areas of responsibility associated with the manager's role aren't affected by the Manage Direct Reports task. For example, if a line manager also has an area of responsibility as an HR representative, the HR reports can't be managed from this task.

FAQs for Manage Direct Reports

What's the difference between the Change Manager and Manage Direct Reports functionalities?

The Change Manager functionality enables you to change managers of all types, but only one worker at a time. The Manage Direct Reports functionality enables you to reassign all the line reports of a manager to new managers in a single process.

Can I reassign indirect reports of the manager from the same Manage Direct Reports task?

No, you can reassign only direct reports of the Manager.

Manage Mass Updates

Mass Updates: Explained

You can use a mass update to update multiple employment-related records with a single request. For example, you can transfer all workers in a department together as part of a company reorganization. You manage mass updates in the Mass Updates work area.

Mass Assignment Change

Create a mass assignment change to update multiple worker assignments at once. The action categorizes the type of assignment change. For a mass assignment change, you can select from a list of employment-related actions such as Assignment Change, Transfer, or Promotion.

Mass Assignment Change Using Spreadsheet

You can download your data from the Verification page into a spreadsheet if there are too many rows and if it is easier to make the changes in a spreadsheet format. Before you do this, you must:

  • Install the desktop client Oracle ADF 11g Desktop Integration.

  • Enable the Trust Center setting Trust access to the VBA project object in Microsoft Excel.

Using the spreadsheet, you can:

  • Make the changes offline

  • Check in the data

  • Verify the changes from within the spreadsheet

Using personalization, you can add additional attributes on the Changes page; however, these attributes are hidden when you download the data into a spreadsheet. To display the hidden attributes in the spreadsheet, use the Unhide feature in Microsoft Excel. You can check in and verify the data in the spreadsheet multiple times to accommodate revisions. After the final check in, you must navigate to the Review page of the mass assignment change (in the application) to submit the changes.

Note

The mass update transactionsaves automatically when you navigate to the Verification page.The current changes overwrite the earlier mass updat and can't be restored by canceling the current transaction.

Assignments With Future Changes

You can either include or exclude assignments with future changes in the mass update. If you include assignments with future changes, you must manually adjust those records whose effective date of change is later than the mass update date to resolve any conflicts. For those assignments with changes existing on the same date of the mass assignment change, the mass update is applied as the last change and previous assignment changes are retained.

Assignments and Employment Terms

You can include assignments associated with employment terms in the mass assignment change. If override at assignment level is permitted, you can update the assignments, but the employment terms are unaffected. If override at assignment level isn't permitted, you can't update the associated assignments in the mass assignment change, even if you include them. However, this restriction applies only to the attribute values specified on the employment terms; you can still update the attribute values specified on the assignment. The attributes that you aren't permitted to update appear disabled in the mass assignment change.

Mass Update Statuses: Explained

The mass update status indicates what actions have been completed in the mass update process and what actions are yet to complete. You can view the status of a mass update in the Mass Updates work area.

The following table summarizes the mass update statuses and their meanings.

Status Meaning

Initiated

The status is automatically set to Initiated when you create a mass update

Awaiting user verification

Mass update changes are awaiting verification

Awaiting user verification - exported

You have exported the mass update rows to a spreadsheet

Awaiting user verification - imported

Changes in the checked-in spreadsheet are awaiting verification

Completed

Mass update is complete

Creating a Mass Transfer: Worked Example

This example illustrates how to update multiple assignments at one time using mass update. As part of the company reorganization, all workers in the Applications Support business unit must be transferred to the Global Support business unit. The transfer involves a change in department and work location.

The following table summarizes key decisions for this scenario.

Decisions to Consider In this Example

Include assignments with future changes?

No, transfer these assignments separately and not as a part of this mass update

Are any assignments associated with employment terms?

Yes

Note

You can include employment terms in the mass transfer but update only the associated assignments and not the employment terms themselves.

Department and location changes applicable to all workers?

No, the location change doesn't apply to persons working at home

Creating a Mass Transfer

  1. On the Manage Mass Updates page, click Create to open the Create Mass Assignment Change: Basic Details page.

  2. Complete the fields, as shown in this table.

    Field Value

    Name

    Reorganization September 2011

    Action

    Transfer

    Assignments with Future Changes

    Show errors and exclude assignments

  3. Click Next.

Selecting the Population

  1. On the Create Mass Assignment Change: Population page, click Select and Add to open the Select and Add: Persons page.

  2. Click Advanced to open the Advanced Search page.

  3. Select the Applications Support department and click Search.

  4. Select all the rows in the search results.

  5. Click OK to display the search results in the Selected Persons region.

  6. Click Next.

Entering the Changes

  1. On the Create Mass Assignment Change: Changes page, complete the fields, as shown in this table.

    Field Value

    Business Unit

    Global Support

    Department

    Global Applications Support

    Building

    New Pleasanton Campus

  2. Click Next.

Verifying the Changes

  1. On the Create Mass Assignment Change: Verification page, in the Proposed Changes column, delete the Building value New Pleasanton Campus for those persons working at home.

  2. Click Verify Changes and review any errors and warnings.

  3. Click Next.

  4. On the Create Mass Assignment Change: Review page, review the current and proposed values.

  5. Click Submit.

FAQs for Manage Mass Updates

Can I update employment terms via mass update?

No. You can include assignments associated with employment terms in a mass update and update the assignments depending on the employment terms override setting; however, the employment terms are unaffected.

Can I make changes in the mass update after submitting it?

No, but you can save the mass update for later, and edit or delete the mass update any time before submitting it. You can manage mass updates in the Mass Updates work area.