Modifying a position - Batch changes (Human resources solution)

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Modifying a position - Batch changes (Human resources solution)

Access: Configuration > Business > Positions > Positions

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, Number of days per week and Job category (training).

1If applicable, search for a position by using Filters. Enter the Position or click on liste_blanc 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:

hmtoggle_plus1        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.

Things to remember

▪Modification of a level-based salary scale cannot be treated as a batch modification.

▪The value of a field is removed without being replaced (field without a value). Because of certain fields mandatory to the employment profile, the batch modification doesn’t allow removing a value without replacing it by a new one. Instead of leaving the field blank, it will retain the before value.

▪Addition of a value to a field without a value. The before value must correspond to the value entered in the employment profile. The new value is added to the employment profile.

 

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.

hmtoggle_plus1        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.

hmtoggle_plus1        Cancel button:

To close the window without saving position changes. No changes will be made to the employee file.

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

Section A: structure BEFORE modification

Section B: modified structure (service only)

Division: 10

10

Service: 200

210

Department: 300

300

Sub-department: 100

100

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

Section C:

structure BEFORE modification

Section D:

Modification carried out  

Section E:

Different structure

Section F:

No modification

Division: 10

10

10

10

Service: 200

210

200

200

Department: 300

300

400

300

Sub-department: 100

100

100

100

For more information

Definition of positions - Additional information