Category: Edit or Change Job

Overview

This tip sheet provides steps for making the following types of changes to an Administrative/Professional or Staff position:

• Grade Change
• Revised Position Description
• Role Enhancement
• Title Change
• Restriction Review Prior to Hire (applies to vacant positions only)

Roles, Workflow & Approval Chain

The transaction involves two systems – JDX and PeopleSync. An Edit Position transaction is initiated in JDX and completed as an Edit Position Restriction transaction in PeopleSync.

• The HR Analyst or Partner starts the workflow in JDX and it routes to Compensation for review and approval.
• The HR Analyst/Partner completes the necessary sections. (Additionally, a manager – i.e. Ad Hoc Reviewer – may be assigned to update the job description if applicable).
• Once approved by Compensation Partner, the transaction is sent to PeopleSync.
• The HR Analyst or Partner continues the transaction, completing the steps in PeopleSync. The transaction routes Compensation Partner, HR and/or Finance Partner (The exception is if the reason is Title Change).
• For Grade Change and Role Enhancements, the Edit Position transaction is completed in the employee record by HR Transactions. Title changes are updated automatically in the employee record through an automated integration.

STEPS

1. Login to JDXpert
2. Click on Edit an Existing Position button.
3. Click on the Search button to the right of Select Position to Edit.
4. On this next page: 
   • In Select Filter, choose one of the following: All Job Descriptions,  Job Descriptions without any employees (unfilled positions), or Job Descriptions with Employees (filled positions). Click Refresh. A list of positions displays.
   • In Select Filter, you can also choose Do Text Search and enter in text (e.g. title) or position #.
   • Choose a position.
   • On the top menu bar, click Select Job Description and Close Form. The page now displays the selected position, the job profile and comp grade/band.
5. Select a Reason.
   • Below is a list of reasons and a description of the type of changes allowed. 
   • Important: Please ensure you select the correct reason from the drop down using the definitions below. Once you start the workflow, if you need to change the reason you will need to cancel and start a new workflow.

   • Modify Vacant – Restriction Review Prior to Hire	Any change to a vacant proposed position before posting: For example may include change to job profile, location, time type, worker subtype, position details, and title and/or default compensation.
     Title Change	Position Title change only. No changes to position details, job profile or compensation.
     Role Enhancement	A  < 50% change to the position details Typically includes a title, job profile and compensation change
     Grade Change	A < 50% change to the position details Includes job profile and comp grade change (higher band) Typically includes a title and compensation change Also used to change the job profile on a position.
     Revised Position Description	Change to the position details only (position summary, duties, qualifications, and scope.) No change to title or job profile.

6. Click on Select Participants and Start Workflow. The first field defaults to the initiator of the transaction. In the second field, select Compensation Partner. Make sure to complete both fields. 
7. Click Start Workflow (located at the top menu bar).
8. You will see a pop-up indicating that the workflow has been initiated. Save and close. 
9. Select My Tasks and find the workflow action.
10. Enter the Effective Date.  
    • Note: This is the date when the change(s) go into effect. 
11. Next, make changes to the fields which are aligned with the Reason that you selected (see chart above). For example if you selected Modify Incumbent > Title Change, change the Title field only. You cannot update other fields.
    • • Job Profile. Click on Select Profile (next to Change Profile). Next, you will see all job profiles within the job family associated with the current position. This chart will also include the Comp Grade or Band. Click on a job profile, then click on Select Job Profile and Close Form. (To View a Side-by-Side comparison, select one profile, press the SHIFT key and click on another profile.)
      • Title. To change the Title, enter the new title in the Position Title field.
      • Employee, Time Type and Location should NOT be modified
      • Click on the Position Summary, Principle Duties, or Qualifications if you need to make changes to these areas. Refer to the steps 6 – 8 in the Create Position tip sheet.
      • Compensation. You cannot make salary changes in JDX. If you need to change the salary you will do so in PeopleSync. 
12. PeopleSync Comment field – Used to provide information or instructions to the individual completing the transaction in PeopleSync, e.g., chartfield, compensation amount, etc.. This text is visible to all participants in the process including final approvers. When using Grade Change for a job profile update, indicate: ‘Job Profile Change only’ in this field.
13. Click Save or Save and Close.
    • Note: The system validates for errors. You may need to make corrections as indicated.
14. Select the Thumbs Up icon to Approve the Step and route the action to the Compensation Partner for review and approval. Once approved by Compensation it is sent to PeopleSync 
15. Login to PeopleSync
16. Click on My Tasks. 
17. If the reason is Grade Change, Revised Position Description, or Role Enhancement you will see a task for Edit Additional Data to update the Hybrid/Remote Work Classification. The selections are:

    • Fully Onsite	Requires on-site presence; not eligible for hybrid or remote classification
      Hybrid Eligible	On-site 60-80% of the time; assigned work space
      Mostly Remote	Occasional onsite presence; remote more than 60% of time; no assigned desk
      Not Applicable	Hybrid/Remote Work Policy does not apply to the position.

18. Next, you will see the Change Default Compensation task. (If the reason is Title Change, move on to step 23 below.)
19. Change Default Compensation. 
    • For salary increase: Enter the new salary in the Amount field. (Tip: include a helpful note for the approvers. For example: “Employee will receive a 4% increase to $74,365 for role enhancement”)
    • No change to salary: Even if there is no change to the current incumbent’s salary you must review and update the default compensation to match the current incumbent’s salary.
      • Open a second tab and go to the employee’s current record. Click on Compensation on the left side menu to view the current salary.
      • Does the employee’s current compensation match the default compensation? 
      • If not, please update the default compensation so that it matches. It is important for that the position restriction and employee data match. (Due to timing issues such as the AMI or an ad hoc comp change, throughout the year, these two fields may be misaligned.) 
      • Do include a note in the Comment field so that the approvers are aware of this change. For example: “Salary is being corrected to match employee’s current compensation.”
20. The transaction routes to the Compensation Partner for approval.
21. Assign Pay Group for Position Restrictions. Once approved, go to My Tasks for this next step. The page will autofill a proposed pay group based on the Pay Group Guidelines. Review and submit
22. Approvals.
    • The transaction routes to the HR Partner. Once approved, the transaction routes to the Finance Partner. (If you are an approver, refer to this tip sheet on approving transactions.)
23. If the reason is:
    • • Revised Position Description or Restriction Review Prior to Hire, the transaction is now completed. You will receive a notification. In My Tasks > Archive you can click on the transaction and see that the status has changed to “Successfully Completed”. You may check the completed position restriction and review.
      • Grade Change or Role Enhancement, the transaction routes to PeopleLink’s HR Transaction Team. 
        • HR Transactions processes an Edit Position in the employee’s record and makes changes to the indicated fields (such as job profile, comp grade, title, and salary.) This transaction will use the Effective Date which you completed in JDX. The transaction DOES NOT require approvals and posts to the employee’s record immediately upon completion.
        • You will receive a notification. In My Tasks > Archive you can click on the transaction and see that the status has changed to “Successfully Completed”.
        • We strongly recommend that you review the employee record. Review the job profile, title, and salary. If you are making a salary change, review the amount and effective date.
      • Title Change, the transaction automatically completes. You can check the employee’s record for the title change after 24 hours. 

Common Questions

Where can I find the effective date in the transaction in PeopleSync?

In PeopleSync search by the position #. Click Enter. In search results select position restriction. Next select Business Process History. Find and click on the Edit Position Restriction transaction. Click on Process. You will see the effective date that you entered and was approved by Compensation in JDX in the Comments section. 

I cannot find the next step in my My Tasks/ I don’t think the transaction routed to PeopleSync?

Once the transaction is approved in JDX it routes to PeopleSync. With the exception of Title Change, you should see the next step in your My Tasks (see step 14 above). In PeopleSync search by the position #. Click Enter. In search results select position restriction. Next select Business Process History. Look for an Edit Position Restriction transaction in the business process column. If you cannot locate the transaction, reach out to PeopleLink.

I need to change the employee’s position to Fixed Term (or to Regular), which reason should I select?

Under Position Management, you need to create a new position. Typically the position is posted or a recruitment waiver is requested with Talent, and then you transfer the employee into this position. Contact your Compensation Partner to notify of this upcoming change.

I see the Job Profile changed, but how do I check the Grade/Band?

The Grade or Band is part of the Job Profile. So when you change the Job Profile, the Grade or Band automatically updates.  

Look for the Job Profile in the employee’s record. Click on Job in the left side menu. You will see the Job Profile listed under the Business Title. Click on the Job Profile. Click on Compensation on the top menu. Refer to the Compensation Grade. 

It also appears on the Compensation page of the employee record. Click on Compensation in the left side menu. You will see the Grade under Compensation Package.