Promotions, transfers and pay changes

A personnel action is raised as a draft, approved by somebody else, and changes the employee on the day it takes effect.

Open HRMS, People, Personnel Actions and choose New. Pick the employee, the type (promotion, demotion, transfer, pay change, reorganisation or data correction), the date it takes effect, and what changes: the new position, manager, organizational unit, base pay, pay type or work region. Leave a field empty to keep it as it is.

• The action is saved as a draft with the next number from the PA range, and can be edited only while it is a draft.
• Submit sends it for approval. Somebody other than whoever submitted it approves or rejects it; a rejection says why.
• Approved with a date of today or earlier, it is applied at once. Approved with a later date, it waits as approved and is applied on that date (or with Make effective once the date has come).
• When it becomes effective, the employee's record changes and a line is written to the employment history with what changed from what.
• Cancel stops an action that is not yet effective, and asks why: the reason is required (blank or only spaces is refused) and is kept on the action and in the audit log. To undo an effective one, raise a data correction.

Since 12 October

• Whoever asked for an action never approves it, administrators included, and is not offered Approve.
• A New manager is refused if they have left (or leave before the action takes effect), have not started yet, are the employee themself, or already report to the employee. This is checked on save, on submit, on approval and when the action is applied. The pickers offer current employees by name and number.
• The record shows From beside To for every change, with a pay change also as a percentage; the From values are kept when the action is applied, cancelled or rejected.
• The Approvals panel on the record names who may decide, who decided, when and why, with the history.
• The Reason is shown, and so is why it was rejected or cancelled, by whom and when.
• The line explaining why a record cannot be edited now fits its status: a cancelled, rejected or waiting action is no longer told to reverse or cancel it.
• The Employee and New manager pickers show name, employee number and position (for example Joe D — EMP-000021 · Production Technician), and can be searched by any of them.
• The list has From manager no. and To manager no. beside the managers' names.
• The 360° view lists each person once, by the part they play (Employee, Previous manager, New manager) with their number and name; somebody who is both is listed once with both parts. A record that is not one of this company's is still listed by its part, marked Not a record of this company, without a link.
• Cancel requires a reason, as Reject always has.

Since 13 October: the type must fit what changes

The type of an action is checked against what it changes. For example: a demotion that raises pay or grade, a promotion that lowers them, a pay change that changes no pay, a transfer that moves nobody or changes the grade, or a reorganisation that moves nobody.

• Saving such an action shows a warning saying what does not fit. It is still saved as a draft.
• Submit is refused until Why the type fits is filled in. The reason, who gave it and when are kept on the action and in the audit log.
• An older action that does not fit, is waiting for approval and has no reason cannot be approved. Reject it, and raise it again with the right type or a reason.
• An action cannot take effect before the employee’s hire date.
• The total at the foot of the list no longer adds in cancelled actions, and does not add amounts in different currencies together.