Purpose
The purpose of this Business Process Procedure is to explain how to process a promotion in the Integrated HR-Payroll System.
Trigger
There is a need to process a Promotion for one of the reasons listed in the Business Process Procedure Overview section.
Business Process Procedure Overview
Promotion - movement to a position assigned a higher salary grade or movement between positions from one career-banded class to another with a higher journey market rate or movement from one position to another within the same banded class with a higher competency level.
- 01 - Promotion - is movement to a position assigned a higher salary grade or movement between positions from one career-banded class to another with a higher journey market rate or movement from one position to another within the same banded class with a higher competency level.
- 02 - Promotion Inc-After Eff Date – an employee receives remainder of increase with a current effective date.
- 03 - Acting Promotion - is a temporary movement to a position assigned a higher salary grade or temporary movement between positions from one career-banded class to another with a higher journey market rate or temporary movement from one position to another within the same banded class with a higher competency level. Promotion Inc-After Eff Date – employee receives remainder of increase with a current effective date.
Note: If the Promotion action is for a limited time period, create an infotype 0019 Monitoring of Tasks record via transaction code PA30 to create a reminder to process the Cancel Salary Adjustment at the end date of the Promotion/Acting Promotion.
Tips and Tricks
Prior to initiating any workflow, ensure the data being used is valid and appropriate.
Access Transaction
Via Transaction Code: ZPAA076; SWBP; PA40
Procedure
There are 51 steps to complete this process.
Step 1. In the Command Field, enter transaction code ZPAA076.
Step 2. Click the Enter button.
Step 3. Update the following fields:
- Personnel No.
- Example: 80000610
- Effective On: The date on which the action will be effective.
- Action Type: An action is a grouping of activities to perform a specific task. The action will prompt you for the Infotypes required to complete the task.
- Example: Z1
- Reason: Reason for the action, such as Promotion
- Example: 01
Step 4. Click the Enter button.
Enter the Personnel Number of the individual to be Promoted. Click Enter to retrieve the name of the individual and verify that the Personnel Number is correct.
Note: Only enter the SSN and name for New Hires.
If you need to look up the personnel number, click your cursor in the field and click on the matchcode search button to the right of the field for search options.
The system defaults the current date, but you can change the date to a day in the past or in the future.
There are several available Reasons from which to choose. For specific information on each reason, view the business process overview section at the beginning of these instructions.
Click Enter and verify the information is correct before proceeding.
Step 5. Click the Create (F5) button.
If the information is correct, click Create to begin the process.
Leave the Existing PCR No. field blank if you are creating a new PCR.
Several fields on this screen are mandatory. The system will not let you continue if you have not provided data for the mandatory fields. If you are unsure which fields are mandatory, click Enter, and the system will prompt you for information in the mandatory fields.
Step 6. Update the following fields:
- EE Position: New position number assigned to the employee
- Annual Salary: Employee's annual basic pay
Step 7. Click the Enter button.
Enter the Position number that the individual is being promoted into, and their new salary or hourly rate. Click Enter to validate the data.
Step 8. Click the Save (Ctrl+S) button.
Click Save to save the data and receive a PCR number. The PCR has not been submitted to workflow yet.
Step 9. Click the Continue (Enter) button.
You can save this information as many times as you like. Each time you will receive a confirmation of the save. You will not be able to create a note attachment until you have saved it at least once. If you have already submitted the PCR to workflow, you will not be able to change the details, nor save any new information, only display the existing details.
Step 10. Click the Services for Objects button.
Step 11. Click Create... >> Create note.
You can enter any information that would be useful to the approvers downstream using the notes area, or attachment area. If you just need to type some information in, or copy and paste from an email, create a note. If you want to add a document as an attachment, use the attachment area.
This note and attachment area gets attached to this specific PCR only. It will follow the PCR through the approval/rejection process and live with the PCR into the future. When the PCR has been approved, and you are processing the Action (such as a New Hire action), you will need to recreate any notes or attachments if they need to be attached to the Action record as well.
Notes entered during PA Workflow must follow OSHR’s Action Notes Template:
Step 12. Update the following fields:
- Title of note: The short text to act as the title of the attachment
- Example: Promotion information
- Long text
- Example: appropriate information using OSHR’s Action Note template.
Step 13. Click the Copy (Enter) button.
Step 14. Click the Enter button.
Step 15. Click the Save (Ctrl+S) button.
Step 16. Click the Initiate WF button.
Select the Initiate Workflow button to send the Promotion Action through the approval process. No changes can be made after the PCR has been submitted for approval, unless the PCR is rejected at any stage and sent back to you (the initiator/requestor).
Step 17. Click the Continue (Enter) button.
Step 18. Click the Back (F3) button.
Step 19. The Initiate Promotion Action is complete.
After Workflow Approvals have been received, process with the Complete Promotion Action process.
Instructions for Completing the Action
Access Transaction
Via Transaction Code: SBWP
Step 20. Click the SAP Business Workplace (Ctrl+F12) button.
These instructions assume you have already initiated the Promotion Personnel Change Request (PCR) in workflow, and you have an approved PCR ready to be processed as a Promotion in the system.
Step 21. Select Inbox >> Workflow.
Step 22. The approved PCR will appear in the workspace. Before processing the Action, you must have a copy of the note that you created when you initiated workflow. For directions on how to get a copy of this note, refer to the help doc. PER-57 Copying Notes from the PCR to Infotypes.
Step 23. Select the PCR row.
Step 24. Click the Execute (F8) button.
A list of your approved (or rejected) PCRs are listed on the right side of the screen. Select the PCR to be processed and click Execute (or double-click the PCR). You can view the PCR details and/or Workflow Tracker details prior to executing the PCR if desired. Once executing the PCR, the Promotion action will be launched.
Step 25. Update the following field:
- From: Effective date of the personnel action
Step 26. Highlight Promotion (NC) action type.
Step 27. Click the Execute (F8) button.
The effective date is the date the Promotion will go into effect.
Step 28. Click the Enter button.
The system will provide a yellow warning message informing you the existing record will be delimited. Click Enter past this warning message.
Notice at the top of this screen the title includes the word “Copy.” This action takes the original action and makes a copy of it, delimiting the previous record and saving the new record. The word “Create” in the title indicates that this infotype is being created on this person's record for the first time.
When the employee subgroup is different from the position employee subgroup you will receive a warning message. Click Enter to continue.
Step 29. Click Menu > Edit > Maintain text.
To add your comment based on agency or OSHR Policy/Guidelines. Remember you can cut and paste from the PCR.
Step 30. Click the Enter button.
Step 31. Click the Save (Ctrl+S) button.
Step 32. Click the Enter button.
Enter the Contract if required. The Contract key identifies eligibility for Medicare, less than 5 yrs for STD, and the Rehire of Retiree statuses.
If the contract field is completed on the previous IT0001, it will copy to the new IT0001.
Step 33. Click the Save (Ctrl+S) button.
Step 34. The system will display a yellow warning message informing you the existing record will be delimited. Click Save to move passed this warning message.
Step 35. Create Vacancy: Click the Yes button.
Click Yes to create a vacancy in the position from which the individual is leaving.
Step 36. Delimit Vacancy: Click the Yes button.
Click Yes to delimit (put an end date to) the vacancy of the position into which the individual is being promoted. If you click No, the position will show up as unoccupied on vacancy reports.
Note: Use PO13D to review infotype 1001, B008 holder relationship was delimited or created. IT1007 Vacancy – controls whether it shows up on the BI Report correctly.
Step 37. Click the Enter button.
Best practice is to enter any data as appropriate, review all data, and click Enter to allow the system to validate the data.
Step 38. Agency representative will need to enter the following fields:
- Related Work Experience
- Related Education Months
Step 39. Click the Save (Ctrl+S) button.
Step 40. Click the Enter button.
Adjust their work schedule as appropriate and save the data.
The Work Schedule Rule and Time Mgmt status defaults from the employee's enterprise structure. It is critical that you review for correctness (including the working week) and change the work schedule as appropriate for the employee if it is different from the one that defaults.
If the individual is part-time, be sure to check the Part-time employee box and verify the working hours are less than 40.
The defaulted work schedule is based on information provided by the various agencies and Integrated HR-Payroll System team members.
Note: Subject employees must be positive time. Employment percent always should be 100%.
Step 41. Click the Save (Ctrl+S) button.
Notice that when you change the details on the working time infotype, the system reminds you to also manage IT0008, Basic Pay.
Step 42. Click the Enter button.
Step 43. Click the Save (Ctrl+S) button.
Subsequent activities should be completed only if the employee is being promoted to a position in a different retirement system than his or her current position (for example – going from TSERS to LEORS).
Step 44. Click the Cancel (F12) button.
If you do not need to make changes to the benefits of the individual, click Cancel to bypass this infotype.
Step 45. Update the following field:
- Reason: Reason for the action, such as Promotion.
Step 46. Click the Enter button.
The pay scale values (pay scale type, pay scale area, pay scale group and level) have been designed to default based on the rules assigned to the employee's position. If the pay scale values do not default, please contact BEST Shared Services or your BEST HR Specialist.
Enter the Reason Promotion (Z1), click Enter to validate the data. Notice the Annual Salary field has retrieved the amount submitted via workflow (or the hourly field is appropriated).
You will enter the hourly rate in the amount field manually; then press Enter and the annual salary automatically calculates.
Step 47. Click the Save (Ctrl+S) button.
Step 48. Click the Back (F3) button.
Step 49. Click the Complete Item button.
Only once all of the infotype screens within the action have been processed and the system has returned you to the main screen will this Complete button be visible. Now you may complete the PCR in workflow.
Step 50. Click the Back (F3) button.
You can remain in this SAP Business Workplace and process additional PCRs, or click the Back button to return to the main SAP screen.
Step 51. The Promotion Action is complete, but we recommend reviewing via PA20 all infotypes that have been processed.