(USF) Working With Mass Organization Changes

This chapter provides an overview of mass organization changes and discusses how to perform mass organizational changes.

Understanding Mass Organization Change

Governmental changes and mandates might require making the same organizational change to a large group of your PeopleSoft Human Resources records. For example, an agency restructuring may require that you transfer of a group of employees from the Office of the Director, Budget Division to the Office of the Director, Account Standards Division. Instead of performing this transfer manually, record by record, you can make the changes all at once using the Mass Organization Change functionality.

The Mass Organizational Change processes enable you to make changes based on department and position changes. Using the Mass Organization Changes features, you can:

Transfer employees into existing departments or positions.
Create new departments or positions, changing the organizational structure and transfer employees into the new departments or positions.
Merge employees from multiple departments or positions into new or existing departments and positions.

You perform mass organization changes by defining the changes, setting up any necessary information, and then executing the change. Based upon the definitions you enter, the Mass Organization Change process updates the affected records. This process creates Federal personnel action changes into the system as you defined them. This occurs in the same manner as if you had entered them directly online.

Mass changes affect a large number of rows of data in the system, which makes this a powerful tool. Therefore, you must give careful consideration to selecting the person in your organization who is allowed to perform mass organizational changes.

Note. If you are performing several mass change operations, assign each one a unique mass organization change ID to help you retain and identify all of them. You can group them when you set up your run process. We also recommend breaking down large changes into smaller changes to help reduce error and the burden on the system.

Before You Begin

To perform mass organization changes, you must be familiar with PeopleSoft Tree Manager. This section assumes that you know how to use PeopleTools Tree Manager.

Performing Mass Organizational Changes

This section discusses how to:

Perform mass organizational changes.
Define mass changes.
Generate Mass Organization Changes

Performing Mass Organization Changes

To perform mass organization changes for positions:

(optional) Create a new department or position or make changes to an existing department or position.

Department Organizational Change	Position Organization Change
If you are creating a new department, add the new department to the Departments USF component (DEPARTMENT_TBL). Note. If you are using tree-based data permission security, don't forget to add the new department to the department security tree and refresh SJT_CLASS_ALL. See (USF) Setting Up Federal Departments. If you use tree-based security and are modifying the department security hierarchy, make the changes in PeopleSoft Tree Manager. See Setting Up and Assigning Tree-Based Data Permission.	If you are creating a new position, add the new position to the Add/Update Position Info component (POSITION_DATA). See Creating Positions. If you are modifying the position hierarchy, make the changes in PeopleSoft Tree Manager or the organizational structure in the Add/Update Position Info component. Note. You can access the Add/Update Position Info component from the HR: Position tree by adding a new node, (to add a new position) or double clicking on an existing node (to update an existing position). See Maintaining Your Organizational Structure.

Department Organizational Change

Position Organization Change

If you are creating a new department, add the new department to the Departments USF component (DEPARTMENT_TBL).

Note. If you are using tree-based data permission security, don't forget to add the new department to the department security tree and refresh SJT_CLASS_ALL.

See (USF) Setting Up Federal Departments.
If you use tree-based security and are modifying the department security hierarchy, make the changes in PeopleSoft Tree Manager.

See Setting Up and Assigning Tree-Based Data Permission.

If you are creating a new position, add the new position to the Add/Update Position Info component (POSITION_DATA).

See Creating Positions.
If you are modifying the position hierarchy, make the changes in PeopleSoft Tree Manager or the organizational structure in the Add/Update Position Info component.

Note. You can access the Add/Update Position Info component from the HR: Position tree by adding a new node, (to add a new position) or double clicking on an existing node (to update an existing position).

See Maintaining Your Organizational Structure.

(optional) Recreate the hierarchy.

Department Organizational Change	Position Organization Change
If you made changes to the department hierarchy, re-create it by running the Refresh Department Table (FGHR006) process from the Build Department Organization page (RUNCTL_FGHR006).	If you've made changes to the reporting hierarchy, rebuild the position tree or position structure by running the SQR Build Position Structure (POS006A) process from the Build Position Structure page.

Define the mass organization change on the Mass Organization Change page (GVT_MOC_DATA).

Enter the effective date of the change, the action and reason, the nature of action (NOA) and leagal authority code or codes and descriptions, and the old and new department or position.
Generate mass organization change data.

Use the Apply MOC page (RUNCTL_GVT_MASSORG) to generate mass organization changes based on the Mass Organization Change data setup. This determines which employees in the departments or positions you identified are affected and inserts new rows of Federal personnel action data.
Generate the Mass Org Exception report (FGHR034 SQR) to identify who was in an affected department or position.

If an employee wasn't processed, modify their records manually.
(position change only) Print the descriptions and/or notices.

Print the necessary position descriptions using the SQR Process FGOF8. Run a few random reports from this process to test and verify the changes that were performed.

Pages Used to Perform Mass Organizational Changes

Page Name	Object Name	Navigation	Usage
Mass Organization Change	GVT_MOC_DATA	Workforce Administration, Collective Processes, Mass Organization Changes USF, Define Changes, Mass Organizational Change	Define mass changes.
Parameters	RUNCTL_ASOFDATE	Workforce Administration, Collective Processes, Mass Organization Changes USF, Build Position Structure, Parameters	Run the Build Position Structure SQR (POS006A) to link the positions in the system and create the reporting hierarchy represented in the Indented Position Report. See Running the Organizational Structure Reports. See POS006A - Build Position Structure − Manage Positions.
Refresh Department Table	RUNCTL_FGHR006	Workforce Administration, Collective Processes, Mass Organization Changes USF, Build Department Organization, Refresh Department Table	Re-create the departmental hierarchy information for the Departments component, if you made changes to the security tree.
Apply MOC (apply mass organization changes)	RUNCTL_GVT_MASSORG	Workforce Administration, Collective Processes, Mass Organization Changes USF, Apply Changes, Apply MOC	Run the Application Engine process GVT_MASSORG to generate mass organization changes to your system data, based on the information that you entered on the Mass Organization Change page.
Mass Org Exception Report (mass organization exception report)	RUNCTL_FGHR034	Workforce Administration, Collective Processes, Mass Organization Changes USF, Mass Org Exception Report, Mass Org Exception Report	Run this report to identify those employees that were in a position or department identified in the processed Mass Organization Change ID but who the system did not process. Modify the records of these employees manually.
OF8 Report	RUNCTL_FGOF8	Workforce Administration, Collective Processes, Mass Organization Changes USF, OF8 Report, OF8 Report	Run this report to track position history and to verify a mass position change.

Defining Mass Changes

Access the Mass Organization Change page.

Change

Indicate if the change is a department or position change. When you select Department, the system makes the fields in the Position Change group box unavailable. When you select Position, the system makes the fields in the Department Change group box unavailable.

Defaults

The system inserts the values you enter here into the new job data rows it creates for the employees affected by this mass organization change.

Date of Change

Enter the date the change takes effect. The system uses this date as the effective date on the new Job Data row.

Action and Reason Code

Select the action and reason for the change.

Note. Remember that some actions will set payroll or HR status and/or update employee dates. Review the processing or defaulting that action triggers in the system on the Actions component (ACTION_TBL).

See Defining Personnel Actions.

NOA Code (nature of action code) , WIP Status (work-in-progress status) , and Legal Authority (1).

Select the NOA code, WIP status, and legal authority (the WIP Status and Legal Authority (1) fields are required).

See Setting Up Nature of Action Codes.

See Setting Up WIP Status.

See Setting Up Legal Authority Codes.

Department Change

You can add more than one row to accommodate changes to a number of departments. If you are merging two departments into one, for example, enter two rows and select one old department in one row and the other old department in the other and select the new department they are merging into in the New Department field in each row.

Old Department	Enter the name of the department that is being changed.
New Department	Enter the new department name.

Position Change

You can add more than one row to accommodate changes to a number of positions.

Old Position	Enter the old position name.
New Position	Enter the new position name.
Reports To	Enter the position that the new position reports to.

Generating Mass Organization Changes

Access the Apply MOC page.

Mass Organization Change Id

Select the ID of the mass organization change that you want to process. You set up mass organization change IDs on the Mass Organization Change page.

This process:

Determines the affected employees in the departments or positions identified in the mass organization change ID.

Inserts a new row of Federal personnel action data for each affected employee with the default information selected for the mass change ID.

Generates a PDF file that records the action for each employee. You can access the file using through the Process Monitor link.

Review the file to see if there are discrepancies for any rows of data for any of the employees that were updated by the process. You can correct the discrepancies by entering them directly into the Federal HR Processing USF component.