Performing Mass Organizational Changes

These topics discuss how to perform mass organizational changes.

Page Name

Definition Name

Usage

Define Changes Page

GVT_MOC_DATA

Define mass changes.

Build Position Structure Page

RUNCTL_ASOFDATE

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.

Build Department Organization Page

RUNCTL_FGHR006

Re-create the departmental hierarchy information for the Departments component, if you made changes to the security tree.

Apply Changes Pages

RUNCTL_GVT_MASSORG

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 Define Changes page.

Mass Org Exception Report (mass organization exception report) Page

RUNCTL_FGHR034

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 Page

RUNCTL_FGOF8

Run this report to track position history and to verify a mass position change.

To perform mass organization changes for positions:

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

    Department Organizational Change

    Position Organization Change

    1. 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.

    2. 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.

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

      See Creating Positions.

    2. 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.

  2. (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.

  3. Define the mass organization change on the Define Changes page (GVT_MOC_DATA).

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

  4. Generate mass organization change data.

    Use the Apply Changes 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.

  5. 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.

  6. (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.

Use the Define Changes page (GVT_MOC_DATA) to define mass changes.

Navigation

Workforce Administration > Collective Processes > Mass Organization Changes USF > Define Changes > Define Changes

Image: Define Changes page

This example illustrates the fields and controls on the Define Changes page. You can find definitions for the fields and controls later on this page.

Define Changes 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.

Field or Control

Definition
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 Actions Page.
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 Nature of Action Table Page.

See Setting Up WIP Status.

See Legal Authority Page.

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.

Field or Control

Definition
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.

Field or Control

Definition
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.

Use the Apply Changes page (RUNCTL_GVT_MASSORG) to 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 Define Changes page.

Navigation

Workforce Administration > Collective Processes > Mass Organization Changes USF > Apply Changes > Apply Changes

Image: Apply Changes page

This example illustrates the fields and controls on the Apply Changes page. You can find definitions for the fields and controls later on this page.

Apply Changes page

Field or Control

Definition
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 Define Changes 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.