Purpose
The purpose of this Business Process Procedure is to explain how to process a Reallocation in the Integrated HR-Payroll System.
Trigger
There is a need to process a Reallocation for one of the reasons listed in the Business Process Procedure Overview section.
Business Process Procedure Overview
Reallocation - is the assignment of a position to a different classification, documented through data collection and analysis according to customary professional procedure and approved by the agency HR or OSHR.
- 01 - Reallocation Up – employee graded or banded has been assigned to a higher-level job to recognize the higher-level duties.
- 02 - Reallocation Inc Partial - employee receives a portion of the increase.
- 03 - Reallocation Inc - After Eff Date Complete - employee receives remainder of increase.
- 05 - Reallocation Down – employee graded or banded has been assigned to a lower-level job to recognize the lower-level duties.
- 06 - Reallocation Horizontal – employee graded or banded has been assigned to the same level job to recognize the same level duties.
- 07 - Class/Pay Plan Change - Employee’s SPA classification/pay is being assigned to a different SPA classification/pay system:
- Graded
- Career banded
- Pilot banded
- Skill Based Pay
- Flat rate
(No change in position number)
Notes:
- Agency OM must process the change on the position prior to PA initiating the Reallocation Workflow on the employee.
- If funding is not available HR PA still initiates the Reallocation WF Action and chooses the appropriate reason for the employee. HR must then execute PA30 Maintain Master Data (IT0052-subtype 0200 Wage Maintenance) to reserve the balance.
Tips and Tricks
Prior to initiating any workflow, ensure the data being used is valid and appropriate.
Procedure
There are 17 steps to complete this process.
Step 1. From the SAP Easy Access page, select transaction code ZPAA076.
Step 2. On the Employee Action Request screen, update the Personnel No. field and select Enter on the keyboard.
Step 3. Update the Effective on field with the correct effective date.
Step 4. Select the matchcode in the Action Type field and double click Reallocation from the list.
Step 5. Select the matchcode in the Reason field and double click the appropriate reason for the Reallocation action.
Step 6. Select Enter on the keyboard and choose the Create button.
Step 7. Enter the salary information in the Annual Salary field.
Make sure the Level field represents the level associated with the range of the salary. Choose the matchcode to find the correct level.
Step 8. Choose Enter on the keyboard and Save.
Step 9. You can save this information as many times as you like. Each time you will receive a confirmation of the save. Choose the green check in the bottom right of the pop-up.
Note: You will not be able to create a note attachment until you have saved it at least once. If you have submitted the PCR to workflow already, you will not be able to change the details, nor save any new information, only display the existing details.
Step 10. Select the Services for Object button in the upper right corner.
Step 11. Hover over Create and choose Create note from the drop-down menu.
Step 12. Update the Title of note field and the body of the note.
The note is a required part of the request creation process. Notes entered during PA workflow must follow OSHR’s action notes template PA Action Notes Template.
Choose the green check button in bottom right of note pop-up.
Step 13. Choose Save.
Step 14. Select the green check button in bottom right of Information pop-up.
Step 15. Choose the Initiate WF button.
Select the Initiate Workflow button to send the Reallocation 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 16. Select the green check button in bottom right of the Information pop-up.
Step 17. Choose the green Back button.
After Workflow Approvals have been received, proceed with the Complete Reallocation Action process.
Instructions for Completing the Action
There are 19 steps to complete this process.
Step 1. Choose the SAP Business Workplace button from the SAP Easy Access page.
Step 2. Expand the Inbox using the expand node.
Note: Failure to complete this step could cause some functions to be unavailable on the secondary button ribbon in the subfolders.
Step 3. Select the Workflow subfolder.
Step 4. Access the Environment button on the secondary button ribbon to retrieve a copy of the note. Access PER-57 Copying Notes from the PCR to Infotypes for steps on retrieving the note.
Step 5. Double click the PCR to begin the action.
Step 6. On the Personnel Actions screen, enter the effective date in the From field. This must match the effective date used to create the request.
Step 7. Highlight Reallocation by selecting the gray box at the beginning of the row.
Step 8. Choose the Execute button.
Step 9. On Copy Actions (0000), choose the Menu button.
Step 10. Hover over Edit and choose Maintain text (F9) from the pop-out menu.
Step 11. On the Text screen, insert your note and choose Save.
Step 12. Back on the Copy Actions (0000) screen, choose Enter on the keyboard.
Some items may turn red and there may be a yellow warning message in the bottom left stating that a record is being delimited. This is expected behavior. Choose Save.
Step 13. On Create Organizational Assignment (0001), select Enter on the keyboard.
Some items may turn red and there may be a yellow warning message in the bottom left stating that a record is being delimited.
This is expected behavior. Choose Save.
Step 14. On Create Related Experience (9822), update the Months fields under Related Work Experience and Related Education if you have the information.
Note: If you do not have the information at the time of the Reallocation action, this can be updated via PA30 later. Enter and Save.
Step 15. On Create Basic Pay (0008), select the matchcode in the Reason field and double-click Reallocation from the list.
Step 16. Choose Enter on the keyboard.
A yellow warning message will appear in the lower left stating that you are delimiting a record.
Choose Save.
Step 17. Back at the Personnel Actions screen, select the Green Arrow Back button.
Step 18. On the pop-up, select Complete Work Item. (It has a green check beside it.)
Step 19. From the Business Workplace screen, select the Green Arrow Back button to return to the SAP Easy Access screen.
The Reallocation action is complete, but we recommend reviewing via PA20 all infotypes that have been processed.