Batch modification allows the application of new values to all employee files affected by the change (Employee file > Employee > Profile > Employment and compensation).
It is triggered when there is a modification to one of the fields common to both the position and the employment profile (elements of the organizational structure such as Grouping on reports, Job title, Parity committee class, Number of hours per day and Number of days per week).
1If applicable, search for a position by using Filters. Enter the Position or click on 
to select an element of the organizational structure.
▪To display terminated positions, check the Include terminated positions box. These are the positions for which an end date was indicated.
2Click on Refresh.
3Under Positions, click on the position’s hyperlink.
4In the Position definition screen, make the desired modifications.
Things to remember
To the Timesheet solution users:
▪The modification of the organizational structure of a position is not allowed if there are timesheets locked by the person responsible for the payroll for at least one employee of the old or the new organizational structure.
▪The modification of a position structure is allowed only if either all the timesheets are locked or if no timesheet is locked, for both organizational structures. |
5If applicable, indicate a reason under Modification history.
If you want to add an item in the drop-down list, select "Add item" and enter information in the fields.
6Click on Save.
The number of employees affected by the modifications will appear in the Apply batch changes to employee records window.
If future position modifications exist for the modified position, the Number of future modifications associated field indicates the number of employees affected.
Click on one of the following buttons:
Apply button:
▪To save position modifications and start batch modifications to employee files.
▪Only the fields whose content is the same as the position before modification will be replaced. Please note that, in this case, the four levels of the structure are considered as one field.
▪If, for some employees, future position modifications exist for the modified position, the position modifications will be applied to the future modifications as well.
▪Once the process is terminated, a message appears giving access to the Batch modification results screen. Click on the hyperlink to view the results.
▪A modifications list will appear to indicate the before and after values of the modified fields of the affected employees’ employment profile and of those for whom the modifications were not carried out. See explanatory example.
▪If applicable, modify the data manually of the employment profiles of the employees identified as exceptions.
Important
Batch modifications cannot be cancelled. Therefore, please ensure that the batch modification corresponds to your expectations before completing the procedure. To return to the original data, use the batch modifications report and manually enter the before modification data in the employment profile of each employee. The modifications report is saved for 30 days.
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Do not apply button:
To save position changes without making batch changes to employee files. A printable modifications list appears. You must then modify the data manually in the employment profile of the employee files.
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Cancel button:
To close the window without saving position changes. No changes will be made to the employee file.
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Batch changes example
Example of a modification carried out and an exception (a modification that failed) following a change made to one level of a position’s organizational structure.
Situation: the service is modified (200 to 210).
Position
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Section A: structure BEFORE modification
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Section B: modified structure (service only)
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Division: 10
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10
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Service: 200
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210
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Department: 300
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300
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Sub-department: 100
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100
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a)The application compares the four levels of the organizational structure between the Position (section A) and the employee’s Employment profile (Section C).
b)If the four levels are identical before the modification (section A and C), the modification will be applied to the employee’s employment profile. The service becomes 210 (section D).
c)If at least one of the four levels is different before the modification (Section E), the application identifies an exception and doesn’t apply the modification (section F).
Employment profile
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Section C:
structure BEFORE modification
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Section D:
Modification carried out
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Section E:
Different structure
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Section F:
No modification
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Division: 10
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10
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10
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10
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Service: 200
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210
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200
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200
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Department: 300
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300
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400
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300
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Sub-department: 100
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100
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100
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100
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For more information
Definition of positions - Additional information