When you have a large number of employees affected by the same personnel action, such as an annual pay adjustment, you may find it easier and more efficient to process a mass action.
You can process:
Mass Salary change actions, Oracle HRMS Compensation and Benefits Management Guide, including standard pay or percent pay adjustments, locality adjustments
Mass pay table, Oracle HRMS Compensation and Benefits Guide updates for special rate tables
Mass Awards, Oracle HRMS Compensation and Benefits Management Guide
The application processes step increases automatically for you, including Automatic Within Grade Increases (WGI) and Quality Step Increases (QSI). The default automatic WGI requires no response by the Personnel Office. The process searches for employees eligible for a WGI, generates RPAs for each employee entitled to the WGI, notifies the Personnel Office of the WGI approval, updates the employee records on the effective date, and generates Notification of Personnel Actions (NPAs).
See: Automatic Within Grade Increases (WGIs), Oracle HRM Compensation and Benefits Management Guide
When you process a mass action, you can specify the selection criteria as well as the data that you wish to change. You can preview your results and continue to adjust the data until you are ready to execute the action.
The mass actions have two windows, a Preview and Final window. You can process a mass action entirely from the Final window, or work with the Preview and then the Final window. The windows are identical with the exception that the final window contains an Execute button for running the final process. You might use both windows in your agency for security reasons to limit the number of people who can run the final process.
The following sections provide a more detailed description of the mass action process.
The application supports secure user and cross-business group functionality. When you create a mass action, the application filters the Selection Criteria list for organizations, positions, and hierarchies. It also filters the information that you view and update in the Preview window and for the Final execution.
When you first save a mass action, the application stores the business group ID attached to your login's responsibility with the mass action record. The application then limits access to users whose business group login corresponds to the one saved with the mass action.
Note: The name you assign a mass action is unique. Once you save an action with that name, you cannot use it again in any business group.
There are two exceptions to these general guidelines. The HR: Cross Business group setting does not apply to Mass Realignments or Mass Transfers.
Mass Realignment: The application restricts the Selection Criteria and the results displayed in the Preview and Final windows to your login responsibility's business group.
Mass Transfers: Initially, you can view the entire list of unsaved Mass Transfer Outs when processing a Mass Transfer In across business groups. As soon as you save the Mass Transfer In action, the application stores the business group associated to your login responsibility. Only users with the same business group can then access that action.
Note: If you require access to all mass actions and to run related reports, use a non-secure responsibility.
See: Secure User Support for US Federal HR, Configuring, Reporting, and System Administration Guide
You determine which employees are affected by a mass action by entering source eligibility criteria in the mass action window. The application then uses the eligibility criteria to retrieve employees from the database that should be included in the action.
In addition to defining source criteria, you also enter data that applies to all eligible employees, such as the target organization when you realign or transfer employees. Based on this criteria, the Preview window lists the employees who are eligible as of the effective date or the current date, if you have not yet entered an effective date. The application also lists vacant positions (realignments and transfers).
The target data that you enter in the mass action window applies to all selected employees; however, you can override the target data for an individual employee or position record. For example, in a realignment, you can change the target position details for an individual employee.
When you save the Preview, the application stores the criteria name and the employee's selection status on the Person Mass Action Extra Information (Mass Salary and Transfer In) or the Position Mass Action Extra Information (Realignment and Transfer Out).
After saving the criteria, you can review the criteria and its run results by performing a standard query or printing reports. If the Status field is Unprocessed or Error, you can continue to make necessary changes and save your results.
Note: If you need to process a group of employees separately, such as those employees who require different Legal Authority Codes, you can create a second Preview using different selection criteria, as explained in Deselecting Employees for Mass Actions .
You can use the folder tool to customize the view of the folder in which you're viewing the run results. Insert columns when you want to consider additional data elements to assist in evaluating employee eligibility.
For example, you might add a column for the last name in the Transfer In window to more easily locate the employees whose actions you want to process. Or on a Transfer Out, you might add a column to display Not to Exceed dates to identify temporary employees.
In addition, the product includes 20 columns that you can use for adding columns for agency data. You can change column titles using custom windows, and populate the columns with agency data using agency hooks.
Note: The application does not include this additional data in the RPA or in the Interface table for Mass Transfer Out actions.
From the Preview window, you can deselect employees you want to exclude from the mass action, and enter a reason for their elimination in the comments field.
You can only select an employee once for a specific mass action. If you create a new Preview using the same eligibility source criteria, the application automatically deselects the employees and lists the Criteria Name where you selected that person.
When processing mass actions, you can separate employees according to different target criteria. For example, if you are realigning employees from Department A to two target agencies, Agency C and Agency D, you can set up two sets of criteria. When you preview the list of eligible employees using Agency C's criteria, the application selects all the eligible employees from Department A. You can then deselect employees you want to exclude. When you view the list of eligible employees using Agency D's criteria, the application lists Department A's employees, and deselects those employees selected based on Agency C's criteria.
As a convenience, you can print reports showing selected or deselected employees until you execute the action.
The product includes predfined Remarks and Legal Authority Codes that you can choose from the list of values. You can also enter free-form Remarks.
The Remarks and Codes that you enter in the Legal Authority Codes and Remarks window apply to all employees selected for the mass action. You cannot change them for an individual employee.
You can run the final mass action from the Final mass action window or the Concurrent Manager.
In both cases, when the effective date is reached, the application:
Selects eligible employees
Creates RPAs
Enters the Approving Official's name, working title, and approval date
The Approving Official is the employee you entered in the Personnel Officer Identifiers window.
If the action is a Mass Transfer Out, generates the final Interface table
After successfully updating the mass action, the next time the Process Future Dated RPA concurrent manager process runs, the application updates the actions to the database with the appropriate information.
Note: The Process Future Action Dated RPA process updates all current, retroactive and future dated actions that have reached their effective date. The only exception is Mass Awards where the application immediately updates Mass Award actions that have a current or retroactive date.
The application changes the Status field on the mass action window to reflect the phase of the process. When you run the final process, the Status field changes from Unprocessed to Submitted. When the application updates the mass action to the database, the status changes to Processed.
If an error occurs during Preview or any stage of the final run process, the application changes the Status to Error and enters the error message text in the Process Errors Log.
See: Error Handling
Print reports to review the run results and to generate the appropriate Notifications.
Before you execute the mass action, you can print:
Preview report for a list of employees selected in the criteria
Deselection report for a list of employees deselected from the criteria
After the application updates the RPAs to the database, you can print the Notification of Personnel Action as a:
List form notice that includes all employees selected for the mass action (Listing of All) or only one employee (Listing for Employee)
Standard NPA (Notification of Personnel Action SF-50) for one employee
When you have a large number of employees affected by the same personnel action, such as an annual pay adjustment, you may find it easier and more efficient to process a mass action.
The product provides the capability to automatically process Within Grade Increases. Additionally, you can process mass actions for:
Mass Salary
Mass Realignment
Mass Transfer In and Out
Mass Awards
Mass NOAs
Mass Cancellation
Note: You process single realignments, transfers, or salary adjustments in the usual way, by completing an RPA for that person.
The product allows you to create, view, and print a retention register for use with Reduction in Force (RIF) actions.
If the application displays a message notifying you of an error, it changes the Status field to Error. The Process Log Federal Maintenance Form displays the complete error message.
The log lists errors that occur when:
You preview the run results
You execute the final process
If there is a application error after you execute the final process, for example the system is off-line, the Status field on the Final form changes to Error. When the error has been corrected, the application restores the Submitted Status. You can resubmit the final process by choosing the Execute button.
The application updates the mass action
If there is an error on a specific record when the application updates the mass action, for example, an RPA does not pass the CPDF edits, the application routes the RPA to the appropriate Personnel Office groupbox.
For example, if there's an error when the application updates a Realignment action, the application routes the RPA back to the losing Personnel Office groupbox, not the gaining office's groupbox.
If you are assigned to that groupbox, you can view the rejected RPAs sent to the groupbox inbox and correct and resubmit the RPA, or cancel the action.
Note: To have the application correctly route the information, make sure that you define a Personnel Office groupbox for the employees (Routing Group and Groupbox Federal Maintenance window), and associate the groupbox with a Personnel Office ID and an Approving Officer (Personnel Office ID Federal Maintenance window).
When an Executive Order or directive requires a transfer of employees and positions, the losing and gaining agency can process mass transfer actions.
To prepare for the transfer in advance, the losing agency can print a report of selected employees or generate an Interface table. These reporting mechanisms allow the losing and gaining agency to discuss the transfer.
The printed list contains the selected employees' names, social security numbers, and their Agency From and To information. The Interface table contains further person and position details that the gaining agency can use to create and classify positions for the incoming employees.
Oracle Federal HR provides the ability to process certain Nature of Actions Codes (NOAs) in mass that accomplish Non-Pay Actions, Return to Duty or Pay Status change, Mass Position Changes that affect employee records, or require RPA or NPA changes. Using the Mass NOA functionality, US Federal HR administrator can process specific personnel actions for multiple employees in a single request.
When you process personnel actions for employee for a specific NOA, you can select employees pertaining to organizations belong to login business group. For information on security for mass actions, see: Workforce Management Mass Actions Overview.
You can perform the personnel actions for certain NOA Codes in mass. The following table lists the Nature of Action Codes (NOAC) that you can select to perform personnel action for multiple employees in a single run. The table also describes the type of records that the application selects when mass processing happens:
| NOAC | Description | NOA | Records that the Application Selects for Mass Processing |
|---|---|---|---|
| 280 | Placement in Pay Status | Placement in Pay Status | Records with assignment status of Non Pay |
| 292 | Return to Duty | RTD | Records with assignment status: Furlough, Furlough NTE, Leave Without Pay Mil, Leave Without Pay NTE. |
| 430 | Placement in Nonpay Status | Placement in Nonpay Status | Records with a Seasonal work schedule. (Work Schedule codes G, J, Q, or T) |
| 460 | Leave Without Pay Not-to-exceed (date) | LWOP NTE (date) | Records with Active status. |
| 471 | Furlough | Furlough | Records with Active status. |
| 472 | Furlough Not-to-exceed (date) | Furlough NTE (date) | Records with Active status. |
| 772 | Extension of Furlough Not-to-exceed (date) | Ext of Furlough NTE (date) | Records with Active status. |
| 773 | Extension of Leave Without Pay Not-to-exceed (date) | Ext of LWOP NTE (date) | Records with Active status. |
| 792 | Change in Duty Station | Chg in Duty Station | Records with Active status. |
| 800 | Change in Data Element | Chg in Data Element | Records with Active status. |
To perform mass processing of a NOA, you can use the:
Mass NOA Selectable (Preview) window that provides the criteria to select employees for mass NOA processing. You can preview the list of employees and the proposed change before you perform the final mass processing.
Mass NOA Selectable (Final) window, which is identical to the Mass NOA Selectable (Preview) window except that the final window contains an Execute button for running the final process.
You can process a mass NOA directly from the Final window.
When you process a mass action, you can run the entire action from the Final mass action window, or work with the Preview and Final window. The windows are identical with the exception that the final window contains an Execute button for running the final process.
Before you process a mass action, you must set up a groupbox, associate that groupbox to a Personnel Office ID, and assign an approving officer. This setup enables the application to enter the appropriate Approval information on the Notification, and to route errors and rejected actions to the Personnel Office groupbox responsible for correcting the action.
See: Maintaining Personnel Office ID Information, Configuring, Reporting, and System Administration Guide
This procedures covers the basic steps for processing Transfer Out actions, Salary Adjustments, Mass Awards, and Realignments as well as general information about mass actions. Refer to the following procedures for information unique to that mass action:
Processing a Mass Standard Pay Adjustment, Oracle HRMS Compensation and Benefits Management Guide
Processing a Mass Percent Pay Adjustment, Oracle HRMS Compensation and Benefits Management Guide
Processing a Locality Adjustment, Oracle HRMS Compensation and Benefits Management Guide
To process a mass action
Display the mass action window.
In the Find window, choose New to create a new mass action or query an existing mass action.
See: Finding a Mass Salary Action, Oracle HRMS Compensation and Benefits Management Guide
Complete the eligibility criteria.
Enter a unique name, an effective date, and specify the appropriate selection criteria, including source and target information where applicable.
See: Setting Eligibility Criteria
The Status field indicates the phase of the process. The status is Unprocessed until you execute the action (Submitted) and the application creates an RPA (Processed). If there is an error in executing the action, the Status field changes to Error, as described in Error Handling.
Choose the LACs/Remarks button and choose the applicable Legal Authority Codes and Remarks from the list of values.
You can also insert Remarks by choosing the ZZZ code. See: Entering Remarks and Legal Authority Codes
Save your results.
Choose the Preview button to view the run results.
The application lists as selected all employees who are eligible as of the Effective Date. If you have not yet entered an Effective Date the application uses the current date. See: Setting Eligibility Criteria
Deselect the employees or vacant position (realignment) to exclude from the mass action.
You can select and deselect multiple records at a time.
To select all the employee records, choose All from the Selection list. You can then manually deselect the records that you do not want the application to process.
To deselect all the employee records, choose None from the Selection list. You can then manually select the records that you want the application to process.
To have the application select a few records from the list of retrieved employee records, deselect the records you want processed. Choose Invert from the Selection list. The application selects the previously deselected records, and deselects the remaining records.
The application displays the comments field where you can enter a reason for excluding that person or position. See: Deselecting Employees from Mass Actions
Where necessary, change the default values for an employee record.
Most mass action Preview windows permit you to override some of the default target values. For example, for a realignment, you can override the duty station entered in the Position Details window with the appropriate one.
Save your results.
When you are ready to run the final results, choose the Execute button on the Final mass action window.
As an alternative, if you have prepared several actions in advance, you can execute the actions from the Concurrent Manager. See: Running the Final Action
If it is a current or retroactive action, the application immediately selects the employees based on the eligibility criteria, generates RPAs, and updates the database. If it is a future effective action, when the effective date is reached, the application selects the employees based on the eligibility criteria and generates approved RPAs. The Process Future Dated RPAs process updates the actions to the database.
If you decide not to execute a mass action, you can delete it, as explained in Deleting Invalid Mass Actions.
Print the required reports.
You can print a list Notifications of Personnel Action in either list or standard form. See: Printing Mass Action Reports
You enter Remarks and Codes in the Legal Authority Codes and Remarks window. These Remarks and Codes apply to all employees selected for the mass action.
The product includes Remarks and Legal Authority Codes which you can choose from the List of Values. If the Code or Remark contains insertion data, the system displays a dialog box prompting you for that information. Enter the data and choose OK.
To enter a free-form Remark in the Remarks field
Choose the ZZZ Remark to open a text entry field where you can enter the applicable text.
To edit the insertion data, position your cursor in the description field and enter the correct data. For information about adding agency Remarks or Legal Authority Codes, see Nature of Action Maintenance Forms, Configuring, Reporting, and System Administration Guide
To change a Remark or Legal Authority Code
Replace it with a different one by choosing a new Remark from the List of Values. Or, delete it using the Delete icon on the toolbar.
To enter different Remarks or Legal Authority Codes for a group of employees
Deselect the employees in the current Preview. and c
Create a new Preview using the same criteria.
Enter the appropriate Remarks and Legal Authority codes for this set of employees. See Deselecting Employees for Mass Actions
When you have completed the mass action and previewed the results, you can update the action to the database either from the Final mass action window or the Concurrent Manager.
If the action has a current or retroactive effective date, the application immediately updates the action to the database. If the action is for a future effective date, when the application runs the Process Future Dated RPA concurrent process for the action's effective date, the application reapplies CPDF edits to validate the information contained in the RPA. After the application updates the database with that day's actions, you can print the Notification of Personnel Action from the Concurrent Manager.
Important: Before running the final mass action, you must choose Preview at least once and save the Criteria.
To run the final mass action from the form
Open the Final mass action window.
Choose the Execute button.
If you submit a final process by mistake, you can cancel the process prior to the effective date by querying the request in the Concurrent Requests Summary window and cancelling it there.
To run the final mass action from the Concurrent Manager
In the Name field, select the mass action process: Process Mass Salary, Process Mass Realignment, Process Mass Transfer In, Process Mass Transfer Out.
You choose Process Mass Salary for all mass salary actions, including Standard Pay Adjustment, Percent Pay Adjustment, Locality Pay Adjustment.
In the Parameters window, select the mass action name (the name under which you entered and saved the action).
Choose the Submit button.
Print reports to review the run results and to generate the appropriate Notifications.
You can print reports using the Print button on the toolbar, the Print menu option, or print a report from the Concurrent Manager. In general, you may find it easiest to locate all related reports and print them from the Concurrent Manager. For example, from the Concurrent Manager you can print a listing of selected employees, deselected employees, and Notifications.
To print a mass action report from the Concurrent Manager
In the Submit Processes and Reports window Name field, select the report name.
Enter the criteria name in the parameters field. If prompted, enter further parameter information to establish eligibility criteria.
Enter the number of copies you want the system to print.
Enter the printer you wish to use.
Choose the Submit button.
If an error occurs when routing a Within Grade Increase, Position Description, or other personnel action, and the application does not find a designated groupbox, such as a Personnel Office groupbox, you receive a notification in the Workflow Administrator's groupbox.
The notification contains information including the RPA request ID, the supervisor name, and other details which you can use to correct the problem.
For example, if you have not defined the Personnel Office groupbox ,you can enter that information or ask the appropriate person to correct it. Once the you correct the problem, resubmit the notification (or abort it). When the notification is resubmitted, the application sends it to the Personnel Office or to the supervisor, depending on the preference set at implementation.
To set up the administrator's groupbox
Follow the procedure for setting up a groupbox.
See: Setting up Groupboxes, Configuring, Reporting, and System Administration Guide
You must name the groupbox GHRWFADMIN.
This groupbox name indicates to the system where it should send notifications.
Assign at least one user to the groupbox.
If you want to set up a different destination or use a different groupbox name, refer to the documentation that comes with Oracle Workflow for the post-install procedure.
You can delete Unprocessed mass actions that you have saved. (You cannot delete mass actions that have an Error or Processed status.) Deleting Unprocessed mass actions purges unwanted records from the database and allows you to reuse the mass action name.
Use the Mass Action Preview window.
To delete an unprocessed mass action
Query the mass action name and confirm that the status is unprocessed.
Place your cursor in the Name field and choose Delete from the Edit menu.
Choose Yes to delete the mass action from the decision dialog.
The application removes the data from the fields of the mass award action window.
Choose Save from the File menu to have the application update the database with the deletion.
When you transfer employees and positions between agencies, the losing agency can process mass transfer actions using the Mass Transfer Out window.
To prepare in advance for the transfer, the losing agency can print a report of selected employees or generate an Interface table. These reporting mechanisms allow the losing and gaining agency to discuss the transfer.
To process a Mass Transfer Out action
Set up a groupbox, associate that groupbox to a Personnel Office ID, and assign an approving officer.
The application automatically routes notifications, erros, and rejected actions to the Personnel Office groupbox responsible for correcting the action.
See: Maintaining Personnel Office ID Information, Configuring, Reporting, and System Administration Guide
Display the Mass Transfer Out window.
Complete the eligibility criteria.
Enter a unique name, an effective date, and specify the appropriate selection criteria, including source and target information.
You can further reduce the selection based on:
Organization: the application transfers all positions within the organization
Organization and organization hierarchy: the application transfers all positions in the organization hierarchy, starting at the hierarchy level at which the organization is placed
Position and position hierarchy: the application transfers all positions in the position hierarchy, starting at the hierarchy level at which the position is placed
Additional Source Criteria, such as the Personnel Office ID and the occupational series.
Choose the LACs/Remarks button and choose the applicable Legal Authority Codes and Remarks from the List of Values.
You can also insert Remarks by choosing the ZZZ code. See: Entering Remarks and Legal Authority Codes
Save your results.
Choose the Preview button to view the run results.
The Preview window lists vacant and occupied positions as of the effective date, excluding employees whose approved and updated actions convert, reassign, or promote them to another agency prior to the effective date.
Deselect the employees to exclude from the mass action.
You can select and deselect multiple records at a time.
To select all the employee records, choose All from the Selection list. You can then manually deselect the records that you do not want the application to process.
To deselect all the employee records, choose None from the Selection list. You can then manually select the records that you want the application to process.
To have the application select a few records from the list of retrieved employee records, deselect the records you want processed. Choose Invert from the Selection list. The application selects the previously deselected records, and deselects the remaining records.
The application displays the comments field where you can enter a reason for excluding that person or position. See: Deselecting Employees from Mass Actions
Where necessary, change the default value Agency Code Transfer To information, if it is not the same as the one entered in the mass action window.
Save your results.
When you are ready to run the final results, choose the Execute button on the Final Mass Transfer Out window.
Additional Information: You can also run the final mass action from the Concurrent Manager by choosing Process Mass Transfer Out. See: Running the Final Action
When you choose the Execute button, the application generates an Interface table for the run results. The gaining agency uses the interface table.
See: Processing Mass Transfer In Actions
If an error occurs during the creation of the interface records, the application does not generate any RPAs. You must correct the data for the employee and position records reported in the Federal Process Log, or deselect those records, and then resubmit the Mass Transfer Out.
When you run the final process, the application:
Selects the employees that meet the eligibility criteria, generates RPAs, and updates the database.
If the Mass Transfer has a future effective date, the application repeats the same process when the effective date is reached.
End dates vacant positions and occupied positions selected for the transfer out
Creates a final interface table of occupied positions for the gaining agency (GHR_INTERFACE, source type MASS TRANSFER)
Terminates employees, updating the appropriate Person and Assignment status and entering an end date for in the element records.
Print the required reports.
You can print a list form of all employees or individual Notifications of Personnel Action in either list or standard form. See: Printing Mass Action Reports
After you transfer an employee, you can process a Cancellation or Correction action for that person, but you may need to notify the gaining agency of the action.
When you process a Mass Transfer In (NOAC 132), you work with data generated by the Mass Transfer Out (NOAC 352) Interface table. After importing this data into your application, you can view and edit the employee and position data. You can also add new employee records to the existing data.
Note: If you do not import the data from the interface table, you can manually enter the information provided by the losing agency. When you save the Transfer In data, the application creates an Interface table for you.
When you execute the Mass Transfer In, the application submits the data for update to HR. Upon update the application generates the person records, hires the employees, and creates the assignment records.
Set up a groupbox, associate that groupbox to a Personnel Office ID, and assign an approving officer.
This setup enables the application to enter the appropriate Approval information on the Notification, and route errors and rejected actions to the Personnel Office groupbox responsible for correcting the action.
See: Maintaining Personnel Office ID Information, Configuring, Reporting, and System Administration Guide
Set up your organizations, positions, and their associated hierarchies.
See: Creating Organization Hierarchies, Enterprise and Workforce Management Guide, Creating Position Hierarchies, Enterprise and Workforce Management Guide
Import the data from the interface table (GHR_INTERFACE, source type MASS TRANSFER).
Display the Mass Transfer In window.
Enter the name in the Name field from the Interface table provided by the losing agency.
Enter an effective date for the Mass Transfer In that is at least one day after the Mass Transfer Out effective date.
Enter a description in the Reason field.
In the Employee Details section, set your view option. Choose
Select to list all employees, including those whose actions you've processed or whose records contain errors
Unselect to change the default setting for Preview so that all eligible employees listed in the Preview window are deselected
Include Errored Records to view only those records that contain errors
Override Previous Selection to re-select everyone that you deselected from other Previews.
The Employee Details section lists employees who match your selection criteria. Complete the data required to add the person to the agency, such as the Position Title, Step and Rate information, and Target Organization.
The status field shows whether the action is unprocessed (empty), processed (executed), or whether there's an error (error). You may encounter an error if:
You are manually entering employee data and enter invalid data
Have custom predefined data that the losing agency did not have and your business rules invalidate that data
Encounter an error produced by your import procedure of the interface data.
To view detailed data for an employee, select the person on the Mass Transfer In window and choose the Open button to display the Person Detail window. You can then view and edit the employee's data there.
Save your results.
Choose the applicable Legal Authority Codes and Remarks.
You can also insert Remarks by choosing the ZZZ code. See: Entering Remarks and Legal Authority Codes
When you are ready to run the final results, choose the Execute button on the Final Mass Transfer In window.
Additional Information: You can also run the final mass action from the Concurrent Manager by choosing Process Mass Transfer In.. See: Running the Final Action
When the effective date is reached, the application creates the RPAs for Mass Transfer In (NOAC 132 ) for each person selected. The application generates the person records, hires the employees, and creates the assignment records. (If the Transfer In and Transfer Out agencies share the same database, the application rehires the employees.)
Print the required reports.
You can print a list form of all employees or individual Notifications of Personnel Action in either list or standard form. See: Printing Mass Action Reports
The application provides you with person, position, and assignment records. You can complete the process of adding the employees to your agency by following your usual procedures for adding new employees. For example, you might add them as users to the application, assign them to workflow routing groups, and so on.
You can process Mass Realignments when you need to update Organization details in one or more positions, such as OPM Organizational Component, Agency or Subelement codes, Office Symbol, or Organization Function Code. You can perform a Mass Realignment within the same agency or organization. When you process a Mass Realignment, the application retrieves all valid positions: those vacant and occupied positions that have a Hiring Status of Active or Proposed as of the effective date.
Use the Mass Realignment window.
To process a Mass Realignment action
Complete the selection criteria.
Enter a unique name, an effective date, and specify the appropriate selection criteria, including source and target information. You can set the selection at the organization or position level. Choose:
Organization: the application realigns all positions within the organization
Organization and organization hierarchy: the application realigns all positions in the organization hierarchy, starting at the hierarchy level at which the organization is placed
Position and position hierarchy: the application realigns all positions in the position hierarchy, starting at the hierarchy level at which the position is placed
Save your results.
Click the Position Details button and enter the data that applies to the positions that you are realigning to the Target Organization.
Click the LACs/Remarks button and select the applicable Legal Authority Codes and Remarks from the list of values.
You can also insert Remarks by choosing the ZZZ code. See: Entering Remarks and Legal Authority Codes
Click the Preview button to view the run results.
The Preview window lists vacant and occupied positions as of the effective date, excluding employees whose approved and updated actions convert, reassign, or promote them to another agency prior to the effective date.
Deselect the employees or vacant position (realignment) to exclude from the mass action.
You can select and deselect multiple records at a time.
To select all the employee records, choose All from the Selection list. You can then manually deselect the records that you do not want the application to process.
To deselect all the employee records, choose None from the Selection list. You can then manually select the records that you want the application to process.
To have the application select a few records from the list of retrieved employee records, deselect the records you want processed. Choose Invert from the Selection list. The application selects the previously deselected records, and deselects the remaining records.
The application displays the comments field where you can enter a reason for excluding that person or position. See: Deselecting Employees from Mass Actions
Save your results.
Where necessary, change the default target Position Details for an individual employee or position.
When you are ready to run the final results, click the Execute button on the Final Mass Realignment window.
Additional Information: You can also run the final mass action from the Concurrent Manager by choosing Process Mass Realignment. See: Running the Final Action
When you run the final process, if the action is current or retroactive, the application selects the employees based on the eligibility criteria, generates RPAs, and updates the database. If it is a future effective action, when the effective date is reached, the application selects the employees based on the eligibility criteria and generates the RPAs and updates the database. The application also:
Realigns vacant and occupied positions to the target organization
Updates the Assignment information
Updates the occupied and vacant position information with the information entered for Position Details
Print the required reports.
You can print a list form of all employees or individual Notifications of Personnel Action in list or standard form. See: Printing Mass Action Reports
After the Realignment action, you can add the positions and organizations to existing hierarchies or build new hierarchies to represent the reporting relationships.
You can perform mass processing of multiple of employee records for the following NOAs:
292 Return to Duty
430 Placement in Nonpay Status
460 Leave Without Pay Not-to-exceed (date)
471 Furlough
472 Furlough Not-to-exceed (date)
772 Extension of Furlough Not-to-exceed (date)
773 Extension of Leave Without Pay Not-to-exceed (date)
792 Change in Duty Station
800 Change in Data Element
To identify employee records to perform mass processing:
Provide the selection criteria
Preview the records and proposed changes for the employees
Take final action to make the mass processing effective
To mass process a NOA
Set up a groupbox, associate that groupbox to a Personnel Office ID, and assign an approving officer. The application automatically routes notifications, errors, and rejected actions to the Personnel Office groupbox responsible for correcting the action.
See: Maintaining Personnel Office ID Information, Configuring, Reporting, and System Administration Guide
Display the Mass NOA Selectable (Preview) window.
Enter the following fields:
| Field Name | Optional / Required | Description |
|---|---|---|
| Process Name | R | Text field to enter name. |
| Effective Date | R | Enter the effective date for the mass change. |
| NOA | R | Select the NOA to perform the mass action. |
| NTE Date | O | Enter the date, which is required for certain NOAs only (460, 472, 772, and 773) |
The Status field indicates the phase of the process. The status is Unprocessed until you execute the action (Submitted) and the application creates an RPA (Processed). If there is an error in executing the action, the Status field changes to Error, as described in Error Handling
Use the following the additional criteria to select employee records. The following table lists the criteria common to all the NOAs:
| Field Name | Optional / Required | Description |
|---|---|---|
| Organization | O | Select a value from the list. |
| Agency | O | Select a value from the list. |
| Agency Sub-Element | O | Select a value from the list. |
| Personnel Office Identifier | O | Select a value from the list. |
| Duty Station | O | Select a value from the list. |
In addition to the additional selection criteria, you can enter the following NOA specific criteria to select employee records for mass processing. The following fields in the table for the NOAs are optional:
| NOA | NOA Specific Selection Fields |
|---|---|
| 292 | Assignment Status |
| 792 | Duty Location |
| 800 | OCCl Series, Bargaining Unit Status, FLSA Category |
| 772 | Assignment Status |
| 773 | Assignment Status |
Click the LACs/Remarks button and select the applicable Legal Authority Codes and Remarks from the List of Values. The legal authority codes are based on the NOA selected in the previous step. You can also insert Remarks by choosing the ZZZ code.
Save your results.
Click the Preview button to view the run results. Review the employee records that the application lists for mass processing of the NOA. The application lists all employees who are eligible as of the Effective Date. If you have not yet entered an Effective Date the application uses the current date.
You can view the existing value in the Old column and proposed change in the New column for various components.
The following columns are displayed for each of the Mass NOA action previews:
NOA 280, 292, 430, 460, 471, 472, 772, and 773
Name
SSN
NOA
LAC 1
LAC 2
Organization
Agency / Sub element
POI / POI Description
Position Title
Position Number and Sequence
Old Assignment Status
New Assignment Status
Old Type of Employment
New Type of Employment
Old Pay Status USERRA Status
New Pay Status USERRA Status
Furlough Indicator
Old LWOP NTE Start Date
New LWOP NTE Start Date
Old LWOP NTE
New LWOP NTE
Old Furlough NTE Start Date
New Furlough NTE Start Date
Old Furlough NTE
New Furlough NTE
NOA 792
Name
SSN
NOA
LAC 1
LAC 2
Organization
Agency / Subelement
POI / POI Description
Position Title
Position Number and Sequence
Old Duty Station Code
Old Duty Station Description
New Duty Station Code
New Duty Station Description
Old Bargaining Unit Status Code
New Bargaining Unit Status Code
Old Locality Amount
New Locality Amount
Old Adjusted Basic Pay
New Adjusted Basic Pay
Old Total Salary
New Total Salary
NOA 800
Name
SSN
NOA
LAC 1
LAC 2
Organization
Old Agency / Subelement
New Agency / Subelement
POI / POI Description
Position Title
Position Number and Sequence
Old Bargaining Unit Status Code
New Bargaining Unit Status Code
Old Occ Series
New Occ Series
Old Functional Class
New Functional Class
Old FLSA Category
New FLSA Category
If required, you can deselect the employees to exclude from the mass action. You can select and deselect multiple records at a time.
You can select and deselect multiple records at a time.
To select all the employee records, choose All from the Selection list. You can then manually deselect the records that you do not want the application to process.
To deselect all the employee records, choose None from the Selection list. You can then manually select the records that you want the application to process.
To have the application select a few records from the list of retrieved employee records, deselect the records you want processed. Choose Invert from the Selection list. The application selects the previously deselected records, and deselects the remaining records.
The application displays the comments field where you can enter a reason for excluding that person or position. See: Deselecting Employees from Mass Actions
Save your results.
When you are ready to run the final results, choose the Execute button on the Mass NOA Selectable ( Final) window.
You can also run the final mass action from the Concurrent Manager by choosing Process Mass Transfer Out. See: Running the Final Action
Navigate to the View Requests window and view the process log for the each record associated with the mass action that is processed. The process log includes the employee name, employee ID, NOA, and the effective date. You can view separate lists within the process log for processed records, error records include the error message, and group box to which the error RPAs are routed.
You can print mass action reports.
See: Printing Mass Action Reports
You can use the Mass Cancellation functionality to cancel any mass process that has been completed.
Using the Mass Cancellation functionality, you can cancel the following mass actions:
Mass Realignment
Mass Awards
Mass Salary
Mass NOA
Mass Cancellation will cancel all of the actions accomplished by the mass process to be cancelled. This process will not allow for selection of individual records to cancel or exclude from cancellation. For the respective action of the Mass Cancellation, the appropriate Legal Authority Codes and Remark Codes must be entered similar to the RPA Form.
To process the mass cancellation function, you can use the:
Preview Mass Cancellation window, where you can select the mass action that you want to cancel and preview the records.
Final Mass Cancellation window, which is similar to the Preview Mass Cancellation window except that it contains the Execute button for final processing of the cancellation of a mass action.
You can process a mass cancellation directly from the Final Mass Cancellation window.
To process a mass cancellation
Navigate to the Mass Cancellation (Preview) window.
Enter the name of the cancellation request.
Select the mass action that you want to cancel. The application provides a list of mass processes that have been processed earlier. The list of actions to be cancelled is not limited to the processes created by the user who is processing the cancellation.
Enter the target mass action name.
Click the LACs/Remarks button and select the applicable Legal Authority Codes and Remarks from the List of Values. The legal authority codes are based on the Cancellation NOA Code selected in the previous step. You can also insert Remarks by choosing the ZZZ code. See: Entering Remarks and Legal Authority Codes
Save your results.
Click the Preview button to view the run results. You can preview the action to be cancelled but cannot select or deselect records or change any of the record values. The preview will only allow the user to ensure that the correct mass process has been selected. You can identify the records that are affected by the mass process being cancelled.
When you are ready to run the final results, choose the Execute button on the Mass Cancellation ( Final) window.
You can also run the final mass action from the Concurrent Manager. See: Running the Final Action
Navigate to the View Requests window and view the process log for the mass cancellation process.
When the mass cancellation is executed, the system will create cancellation RPAs/NPAs as is done for the individual cancellation actions.
The Retention Register lists employees based on Tenure Group, Tenure Subgroup, Service Computation Date (SCD RIF), Performance Score, and Adjusted SCD. The application displays all eligible employees.
The Retention Register folder displays most of the fields that appear on the report. You can customize the folder to include other fields by using the folder tool.
The application sorts the data as follows:
Tenure Group order (Tenure Group 1 first)
Veterans Preference (Tenure Subgroup AD first)
Adjusted SCD (earliest date first)
last name
first name
middle name
You can rearrange the columns, but not the sort order. If you rearrange the columns, the printed Register shows the default column order.
If you extend the seeded Lookup values for Tenure, Veterans Preference for RIF, and Rating of Record, do not change the Description fields for the predefined values. The Description field shows the value and its associated sort order.
For example, the GHR_US_TENURE Description Field identifies Conditional Tenure Group 2 as II and the GHR_US_TENURE_GROUP Description field shows the sort order for Tenure Group II as 2.
Use the Reduction in Force window to view a Retention Register for a specific competitive area and competitive level.
Important: This software should not be used as the sole method of assessment for making judgements about hiring, performance, or deployment. Your agency may be held liable if you rely on incorrect computer data or computerized rules to make such judgments. It is the customer's responsibility to take all appropriate measures to comply with the Data Protection and Privacy laws of the countries in which they operate. All personal information that you store or use with this software must be up to date, accurate, and relevant. You should confirm the details of the restrictions that apply to the computerized storage and use of personal information with your own legal department or representative.
To Run a Retention Register
Enter the US Government SCD RIF Person Extra Information for each applicable employee.
Enter the Competitive Area and Competitive Level segments on US Government Position Group 1 Extra Information
Display the Reduction in Force window.
Complete the eligibility criteria.
Enter a unique name for the criteria and specify the appropriate selection criteria.
Enter an Effective Date (generally the OPM RIF date).
The printed Register displays two dates: the Date of Register (the system date on which you run the Retention Register) and the Effective Date (the OPM RIF date).
Choose the Run Register button to save the criteria name and criteria and to preview the selection.
The application lists all employees who are eligible as of the current date. It does not include pending or future actions that would change an employee's retention standing.
Printing the Retention Register
You can print the Retention Register from the window by choosing the Print icon on the toolbar or printing it from the Concurrent Manager. The printed report lists the eligible employees and other required data, such as the number of Vacancies in the Competitive Level.
Note: The system bases the printed report on the eligibility criteria only. For example, if you rearrange the column order, the system does not print the report in newly arranged column sequence.
To print a Retention Register report from the Concurrent Manager
In the Submit Processes and Reports window Name field, select the Reduction in Force Retention Register.
Enter the criteria in the parameters field.
The parameters are the same as the ones you completed in the Reduction in Force window.
Enter the Print options.
Choose the Submit button.