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HCM: Change Jobs

Overview

This document explains how the HR Partner and HCM Action Initiator can initiate a Change Job task for faculty planning a renewal or are transferring to a different USM institution and propose a compensation change.

• The recommended browser for accessing Workday is Google Chrome. However, Mozilla Firefox and Apple Safari may also be used.

Icons Referred to in This Document

Open Required Field	Prompt	Calendar	Save
Pencil	Radio	Check Box

Start Change Job

Notes:

• This task is used for promotions, demotions, transfers, and data changes applied to workers in their positions.

• If you wish to apply these changes to the open version of the position for future workers who fill this position, please use the edit position restriction task (for position management staffing model only). See Manage Positions job aid for more information.

1. Enter Change Job in the Search bar and select the task.

2. The Change Job pop up displays.

3. Review the Data Entry Considerations that displays.

4. Fill in the following fields:

   1. Worker: use the Prompt to select the Worker for the job change.

5. Select OK.

6. Start Change Job page displays.

7. Review the Data Entry Considerations that display.

8. Use the Pencil to edit any questions listed in the Start Details section.

9. Select Start.

Note: Change Job template sections may vary based on reason selected and supervisory organization (Ex: Job Details, Compensation, Organization, Location Details, etc.)

10. The Job section displays.

11. Review the information that displays for the Position section and use the Pencil to edit information as applicable.

Note: If you are selecting a JM, then the Position section will not appear. Skip to step 12.

12. Review the information that displays for the Job Profile section and use the Pencil to edit information as applicable.

13. Review the information that displays for the Business Title section and use the Pencil to edit information as applicable.

14. Select Next.

15. Review the information that displays for the Location Details section and use the Pencil to edit information as applicable.

16. Select Next.

17. Review the information that displays for the Job Classifications section and use the Pencil to edit information as applicable.

18. Review the information that displays for the Administrative section and use the Pencil to edit information as applicable.

19. Select Next.

20. Select Add under the Documents section to attach any documents related to the job change.

    1. Select Attach to attach a document.

    2. Use the Document Category Prompt to select a Document Category.

Note: If you are unsure of the document category, please select Other Documents.

21. Select Submit.

Change Job (for Renewals)

Notes:

• This task is specifically intended for a Renewal of employees that already exist in Workday.

• Do not use the Hire Employee task. If you use the Hire Employee task, it allows you to Check for Person(s) in the system, although attempting to hire an active employee within Workday will present an error. Do not Create New Pre-Hire as this will create a duplicate record.

1. Enter Change Job in the Search bar and select the task.

2. The Change Job pop up displays.

3. Review the Data Entry Considerations that displays on the pop up.

4. Worker: use the Prompt to select the Worker or enter the worker’s name into the field.

5. Select OK.

6. The Change Job page displays.

7. Review the Data Entry Considerations that displays.

8. Review the information that displays for the Start Details section:

   1. Select Pencil to edit fields as applicable.

   2. When do you want the change to take effect?: automatically populates; use the Calendar to change the effective date.

   3. Why are you making this change?: use the Prompt to select the Change reason

   4. Who will be the manager after this change?: use the Prompt to change the Manager.

   5. Which team will this person be on after this change?: use the Prompt to change the Team.

   6. Where will this person be located after this change?: use the Prompt to change the Location.

   7. Do you want to use the next pay period?: unselect check box if applicable.

   8. Select Save.

9. Select Start.

10. The Job tab displays.

11. Review the information that displays for Position sub-section and use the Pencil to edit information as applicable.

12. Review the information that displays for Job Profile sub-section and use the Pencil to edit information as applicable.

13. Review the information that displays Business Title sub-section and use the Pencil to edit information as applicable.

14. Select Next.

15. The Location tab displays.

16. Review the information that displays for Location Details sub-section and use the Pencil to edit information as applicable.

17. Select Next.

18. The Details tab displays.

19. Review the information that displays for Job Classifications sub-section and use the Pencil to edit information as applicable.

20. Review the information that displays for Administrative sub-section and use the Pencil to edit information as applicable.

21. Select Next.

22. The Attachments section displays.

23. Select Add under Documents sub-section to attach any documents related to the job change.

    1. Select Attach to attach a document.

    2. Use the Document Category Prompt to select a Document Category.

24. Select Next.

25. The Compensation tab displays.

26. Review the information that displays for Effective Date & Reason sub-section and use the Pencil to edit information as applicable.

27. Review the information that displays for Employee Visibility Date sub-section and use the Pencil to edit information as applicable.

28. Review the information that displays for Guidelines sub-section and use the Pencil to edit information as applicable.

29. Review the information that displays for Salary or Hourly sub-sections and use the Pencil to edit information as applicable.

Note: Please review the additional details sections to ensure the End dates have been updated.

30. Review the information that displays for Allowance sub-section and use the Pencil to edit information as applicable.

31. Select Next.

32. The Organizations tab displays.

33. Review the information that displays for Company sub-section and use the Pencil to edit information as applicable.

34. Review the information that displays for Cost Center sub-section and use the Pencil to edit information as applicable.

35. Review the information that displays for Region sub-section and use the Pencil to edit information as applicable.

36. Review the information that displays for Costing sub-section and use the Pencil to edit information as applicable.

37. Review the information that displays for Other sub-section and use the Pencil to edit information as applicable.

Note: This only applies to SU.

38. Select Next.

39. Select Next.

40. The Change Job Summary page displays.

41. Review the information and select Submit.

Note: The Change Job task will go through a review and approval process until completion.

Job Changes to Convert C2 (Non-Regular Fixed Term) Workers to Regular Workers

1. Enter the Employee’s Full Name in the Search bar and select the Employee.

2. The Employee’s Worker Profile displays.

3. Select Actions under the Employee’s name and job title.

4. Hover over Job change under Actions and choose Transfer, Promote or Change Job.

4. The Change Job page displays.

5. Review the Change Job note and the Data Entry Considerations before continuing.

6. Select Pencil to edit the following fields in the Start section:

   1. When do you want to this change to take effect? Use the Calendar to choose the Effective Date for the Job Change.

   2. Why are you making this change? Use the Prompt to select a reason for the Job Change.

   3. Who will be the manager after this change? Use the Prompt to select a manager.

   4. Which team will this person be on after this change? Use the Prompt to select new team.

   5. Where will this person be located after this change? Use the Prompt to select a location.

7. Select Save.

8. Select Start.

9. Skip the Job tab and select the Location tab on the left.

10. Select Pencil.

11. Work Shift: Use the Prompt to select a Work Shift.

12. Select Next.

13. Select Pencil to edit the following fields under the Administrative section in the Details tab:

    1. Employee Type: Use the Prompt to select the Employee Type. Notes:

• For non-regular Employees, you need an open position in a position management supervisory organization to move the employee to that department.

• Regular Employees are only under Position Management (PM).

14. Select Save.

15. Select the Summary tab.

16. Review the summary and select Submit.

Note: Once you select Submit, the HR Partner will receive a My Tasks item to either start the Onboarding Setup for the Employees Job or to Start a Background Check.

Propose Compensation Change

Note:

• Propose Compensation Change is a substep in the Change Job business process.

• To initiate and complete the Propose Compensation Change task, submit the intial change job task, complete the background check, and change organizational assignments.

• The task is availble to complete in My Tasks.

1. Navigate to My Tasks.

2. Select the Compensation Change: Employee Name item.

3. Review and edit the following fields in the Salary section:

   1. Select Pencil.

   2. Amount: enter the proposed salary Amount.

   3. (Optional) Amount Change: enter the proposed salary Amount Change.

   4. (Optional) Percent Change: enter the proposed salary Percent Change.

   5. Select Save.

4. Select Submit.