Purpose
The purpose of this Business Process Procedure is to explain how to change the working week hours on a position in the Integrated HR-Payroll System.
Trigger
There is a need to change the working week hours on a position.
Business Process Procedure Overview
This action is used to change the number of hours per week of a part-time position (less than 40 hours per week) which does not change the appointment type (Employee Group field) or the FSLA rules for the position (Employee Subgroup field).
Access Transaction
Via Menu Path: None
Via Transaction Code: ZOMA069
Tips and Tricks
See the OM Tips and Tricks Job Aid for a full listing of Best Practices and Tips & Tricks. The job aid is located on the Training Help Documents page of the OSC website.
- Copy is to be used most of the time. This will delimit the existing record and create a new record with the start date given. Copying keeps a history of the old record.
- Change is to be used only if you make a spelling or other simple error and want to change the record. There is no history tracked on what the record used to be if you use the change functionality.
Procedure
There are 17 steps to complete this process.
Step 1. Type ZOMA069 in the command field (1). Hit enter on your keyboard (2). Also, you can double click it from your favorites folder if you’ve previously saved it there (3).
Step 2. Use action code 115 to complete a Position Hours Change action. It may be typed directly into the Action field, or you can use the Matchcode button to select it from a list of all available actions.
Step 3. Click the Enter button. You will be able to verify that you’ve chosen the correct action, and two new editable fields will be available.
Step 4. Input the position number that needs the county changed. This document will use 60083934 from the OSC training environment. Next, input the effective date of the proposed change.
Step 5. Click the Enter button and verify the position displayed is the one you need to change.
Alert! Be vigilant on this step. Once you complete the next step, the Action type and Valid from date are locked in. They can only be changed by starting over.
Step 6. Click the Create button.
Step 7. In the New Value column, enter the new Weekly Working Hours. Remember – The new value must be less than 40 so that the position remains in a part time EE Subgroup.
Note: The data used in this example is provided for sample purposes only. The data will change depending on the Agency and specific position being changed.
If the affected position has a Holder, it will be displayed in the Position Header section, as will the name of their Supervisor if that is an occupied position. These fields can be used to verify that the correct position number has been selected.
Step 8. The Position Hours Change action also allows for a change in the time settings for the position, though it is not required to do so. If new values are not entered, the current values will remain in place. There are ten fields which may be changed, and the scroll bar must be used to access them all.
Note: Information about each of these settings can be found at the OSHR Policies web page.
Step 9. Click the Save button.
Step 10. Record the pertinent data in your OM Transaction log. OSC Training recommends recording the PCR Number, Position, Valid From date, Action Type, and date of initiation at a minimum. This data can be used to track your request through the Workflow process.
Step 11. Add a note. This is a required step and is not optional. Access the OM Action Notes Template help doc to utilize the template for a Position Hours Change action. Copy this template into your clipboard. (Highlight the needed cells then press Ctrl-C or Right click and choose Copy).
Step 12. Return to your SAP window and click the right side of the Services for Object button to access the dropdown menu. Hover over Create and then click on Create Note.
Step 13. Give your note a title and then click into the bottom area of the pop-up screen. Paste the template (Ctrl-V or Right click and choose Insert) and then complete the required data.
Step 14. Click the Copy button to save your note. You will receive a message that your note was successfully created.
Step 15. Click the Initiate Work Flow button.
Note: Clicking the Initiate Workflow button will lock in your data and no changes can be made unless the PCR is rejected and sent back to you. Prior to clicking this button, you can make changes to your proposed data by using the Change button within the ZOMA069 transaction.
Step 16. You will receive a message that your Workflow has been submitted.
Step 17. You can use the PCR number and position ID to track your request through the Workflow process. The OM Workflow Report help document demonstrates how to do so.
The system task is complete.