Initiate Mass Promotion

Initiate Mass Promotion/Transfer

This page enables the HR user to carryout promotions and transfers of multiple employees in a bulk manner. Based on current employment, appraisal and promotion/transfer status, the system retrieves all employees meeting the search criteria in the selected employment OU. All current attributes of the employees as defined are retrieved and the new values corresponding to these are defaulted with their current values. You can update any changes to attributes by amending the defaulted new values.

Select “Bulk Promotion/Transfer” activity under the “Employee Information – Bulk”.

The “Initiate Mass Promotion/Transfer” page appears.

Enter the following field details in the header:

Employment Unit

From the drop-down list box, select the employment unit to which the employee belongs. The employment Unit will be defaulted with the login OU. Mandatory

Enter the following field details under “Search Employees” section:

Based on Current Employment Details

Employee Code	The code that identifies the employee.
Employee Name	The name of the employee.
Job	The job title of the employee.
Department	The department to which the employee belongs. Help facility available.
Hierarchy Code	The hierarchy code.
Chain No.	The chain number.
Note: The “Hierarchy Code” and “Chain No” fields are added if the parameter “Organization structure based on department hierarchy” is set to “Yes”.
Position	The position title of the employee.
Grade Set	The grade set of the employee.
Grade	The grade of the employee.
Work Location	The work location of the employee.
Business Unit	From the drop-down list box, select the business unit to which the employee belongs. The combo is loaded with various business units applicable for the OU.
Department	From the drop-down list box, select the department type. The combo is loaded with various departments.
Supervisor	The name of the supervisor. Click lens icon to retrieve the employee name from the help screen.
Date of Hire between	The hire date From and To range for the search criteria.

Based on Appraisal Details

Appraisal Type	From the drop-down list box, select the type of appraisal for which the appraisers must be mapped to the employee. It can be one of the following: Annual Appraisal Confirmation Appraisal Contract End Appraisal Fast Tracker Planning Half-yearly Appraisal Any other appraisal type that is user-defined through quick codes.
Considering	From the drop-down list box, select a required option. It can be one of the following: Last Appraisal Last 2 Appraisals Last 3 Appraisals Last 4 Appraisals
Rate Grade	From the drop-down list box, select the rate grade that indicates the performance of the employee. It can be one of the following: Basic Good Very Good Excellent
Rating % Between	Enter the percentage of rating from and to range.
Employee Recommended For	From the drop-down list box, select a required option to indicate the employee recommendation details.

Note: Rating considered are the final ratings. If appraisal is not completed for some employees i.e. final rating is not available, then they will not be filtered into the list.

Based on Promotion/Transfer Status

Status

From the drop-down list box, select the promotion or transfer status of the employee. It can be one of the following:

Authorized
Draft
None
Pending Authorization
Rejected

Date of Promotion/Transfer between

The date From and To range which the employee is promoted or transferred.

Click “Search” button.

The system retrieves all promotion or transfer records for the employment OU which need to be submitted by the login user as per configured workflow.

Enter the following field details under “Default New Assignment Details” section:

Change Type	From the drop-down list box, select the change type. It can be one of the following: Promotion Promotion with Transfer Transfer
Change Effective From	The date from which the new change is effective.
Employment Unit	From the drop-down list box, select the employment unit to which the employee belongs. The employment Unit will be defaulted with the login OU. Mandatory. Click icon to navigate to “Employee Details” popup which displays the details of the employee after promotion / transfer.
Business Unit	From the drop-down list box, select the business unit to which the employee belongs. The combo is loaded with business units based on employment unit selected.
Position	From the drop-down list box, select the position title of the employee.
Department	The department to which employee belongs. From the drop-down list box, select the department type. The combo is loaded with various departments. Help facility available. Note: If the parameter 'Organization structure based on department hierarchy' is set to 'Yes' then Department Help is launched with Hierarchy here on click of the Department Help and also the fields hierarchy code and chain number are displayed after the Department field.
Hierarchy Code	The hierarchy code
Chain No.	The chain number. Help facility available.
Work Location	From the drop-down list box, select the work location of the employee.
Job	From the drop-down list box, select the job title of the employee.
Grade Set	From the drop-down list box, select the grade set of the employee.
Grade	From the drop-down list box, select the grade of the employee.
Supervisor	The name of the supervisor. Click lens icon to retrieve the employee name from the help screen.

Click the “Default New Details” button to default the new details in the multiline.

The system displays the following in the “Employee Promotion/Transfer Details” multiline:

Employee Code	The code of the employee.
Employee Name	The name of the employee.
Status	On Saving the selected record, the status of record is displayed as either “Success” or “Error”. Success – The status is “Success”, if there is no error while entering the record. Error – The status is “Error”, if there is any error record.
Error Remarks	Any error while creating the record is listed in this field.
DOJ	The date on which the employee joined the organization.

Enter the following field details in the “Employee Promotion/Transfer Details” multiline:

Promotion/Transfer	From the drop-down list box, select the change type. It can be one of the following: Promotion Promotion with Transfer Transfer
Promotion/Transfer Reason	From the drop-down list box, select the required reason for promotion or transfer. The combo is loaded with various reasons. The system displays “Select” by default on launch of the page.
Promotion/Transfer Date	The date on which the employee has got promotion or transfer.
Current Employment Unit	The system displays the current employment unit of the employee. Click to navigate to 'Employee ‘Details’ popup displaying the current details of the employee.
New Employment Unit	From the drop-down list box, select the new employment unit to which the employee belongs. The employment Unit will be defaulted with the login OU. Click to navigate to 'Employee ‘Details’ popup displaying the details of the employee after promotion / transfer..
Current Business Unit	The system displays the current business unit of the employee.
New Business Unit	From the drop-down list box, select the new business unit to which the employee belongs. The combo is loaded with business units based on employment unit selected.
Current Regulatory Region	The system displays the current regulatory region of the employee.
New Regulatory Region	From the drop-down list box, select the new regulatory region to which the employee belongs after promotion or transfer. The combo is loaded with various regulatory regions applicable for the OU.
Current Work Location	The system displays the current work location of the employee.
New Work Location	From the drop-down list box, select the new work location assigned to the employee after promotion or transfer.
Current Position	The system displays the current position of the employee.
New Position	From the drop-down list box, select the new position assigned to the employee after promotion or transfer.
Current Department	The system displays the current department to which the employee belongs. Click to navigate to 'Employee Details' popup displaying the current detail of the employee..
Current Hierarchy Code	The current hierarchy code.
Current Chain No.	The current chain number.
New Department	From the drop-down list box, select the new department assigned to the employee after promotion or transfer. Click to navigate to 'Employee Details' popup displaying the details of the employee after promotion/transfer.
New Hierarchy Code	The new hierarchy code.
New Chain No.	The new chain number. Help facility available.
Old Hierarchy Code	The old hierarchy code.
Old Chain No.	The old chain number.
Note: The ‘Old Hierarchy Code’, ‘Old Chain No.’, ‘New Hierarchy Code’ and ‘New Chain No.’ fields are added if the parameter “Organization structure based on department hierarchy” is set to “Yes”. On selecting a chain number through the chain number help the Department and Hierarchy code columns will be populated with the corresponding values.
Current Job	The system displays the current job title of the employee.
New Job	From the drop-down list box, select the new job title assigned to the employee after promotion or transfer.
Current Grade Set	The system displays the current grade set of the employee.
New Grade Set	From the drop-down list box, select the new grade set assigned to the employee after promotion or transfer.
Current Grade	The system displays the current grade of the employee.
New Grade	From the drop-down list box, select the new grade assigned to the employee after promotion or transfer.
Current Supervisor	The system displays the current supervisor of the employee.
New Supervisor	From the drop-down list box, select the new supervisor assigned to the employee after promotion or transfer.
Rejection Reason	The reason for rejecting the promotion or transfer.
Remarks	Key in any remarks or feedback.
Promotion / Transfer Status	The promotion or transfer status of the employee. It can be one of the following: Authorized Draft None Pending Authorization Rejected. Note: The status is given as a link and on clicking it launches “Approval Trail” popup. The header in the approval trail popup contains additional fields indicating whether it is a Promotion/Transfer scenario and the reason for Promotion/Transfer. The status is given as a link only if the status is not ‘ERROR’.

Select the required field click “Save” to save the details entered.

The system saves the entered details and updated the status as “Draft”.

Select the required field and click “Delete” to delete the details entered.

The system deletes the entered details which are in “Draft” status.

Select the required field and click “Submit” to submit the details entered.

On submit the records are routed for approval based on workflow configuration and the status is changed to “Pending Authorization”.

Select the required field and click “Cancel” to cancel the promotion or transfer details of the employee.

On click of cancel, the system cancels all the pending records.

Select the required field and click “Authorize” to authorize the promotion or transfer details of the employee.

The records are authorized and the Promotion/Transfer Status is changed to “Authorized”.

Select the required field and click “Reject” to reject the promotion or transfer details of the employee.

The records are rejected and the status is changed to “Rejected”. You must provide the rejection reason in the multiline.