Group Employee Assignment
Explanation
This activity is used to give or change assignments of multiple employees at
once.
The activity allows to change/create following secondary and primary
assignments:
- Organization unit assignments
- Position assignments
- Job assignments
Old assignments can be modified during the process.
The activity can be used for a single employee as well.
Prerequisites
In order to perform this activity:
- An organization structure has to be defined
- A position structure has to be defined
- Jobs have to be defined (mandatory only if you want to assign jobs)
System Effects
As a result of this activity, an employee or a group of employees will
receive new assignments. Their old assignments might be changed as well.
Window
Group Employee Assignments
Related Window Descriptions
Group Employee Assignments
Procedure
- Open the Group Employee Assignments assistant. Following
options are available:
- Opening it from the navigator
- Opening it from a window where a right-click action Change
Assignments... is available. (e.g., the Employees
window).
- Select employees who will have their assignments changed.
- You can click the Employee Selection Template option and
select an employee template
in the Template ID field.
This will cause all employees who meet the template criteria to be
loaded onto the assistant.
- The Custom Employee Group option will be automatically
selected if you opened the assistant via a right-click from another
window. All employees who were right clicked will be loaded onto the
assistant
- You can also add employees directly from the table by adding new
records. This allows you to load any amount of employees (or a single
one). A Custom Employee Group option has to be selected for this
to work.
- Click Next.
- In the New Organization Assignment/s table, you can add new
organization assignments that will be created for all employees. If you do
not want to create any assignments, skip to step 14.
- In the Structure ID field, enter the ID of a structure (a
multi-company matrix structure or
company structure) to which employees will be assigned.
- In the Organization Code field, enter the ID of the
organization unit to which employees will be assigned.
- In the Position ID field, enter the ID of the position which will
be assigned to the employees.
Note: Positions are not mandatory for secondary assignments.
- In the Assignment Type field, you can select a relevant
assignment type. Values available depend on the application setup.
- In the Role ID field, enter a self-access role. It determines
what access rights will the employees have in regards to their own data
(display, modification, authorization etc.)
- In the Valid From and Valid To fields, enter the validity
period of the new assignment.
- In the Set As field, select what assignment type you have defined
and what will happen to previous/current employee assignments.
Following values are available:
- New primary assignment - the assignment will become the new
primary assignment for all employees. Their old primary assignment will
end - its validity period will end at the start of the new assignment.
- New secondary assignment - the assignment will become a
secondary assignment. Other assignments will not be affected.
- New primary assignment. Old primary assignment to become
secondary - the assignment will become the new primary assignment
for all employees. The old primary assignment will remain valid (it will
retain its validity period) but it will turn into a secondary
assignment.
- New secondary assignment. Old selected secondary assignments will
end - the assignment will become a secondary assignment. Another
step of the assistant will become available and let you end/change old
employee assignments.
- If you selected New primary assignment. Old primary assignment to
become secondary in step 11, you can define when the previous primary
assignment will end by filling in the End Date of Temp Secondary
Assignment.
- If you want to add more assignments go to step 4.
- In the New Job Assignment/s table, you can select jobs that will
be given to all employees. If you do not want to assign any jobs, go to step
20.
- In the Company ID field, enter the ID of a company - employees
who belong to that company will be given a new job.
Note: If your employee selection (step 2) has employees from multiple
companies, members of other companies will later show errors in the
assistant. This is because jobs are company specific. These errors can be
ignored but note that such employees will have the job assigned.
- In the Job ID field, enter the ID of the job that you want to
assign to the selected employees.
- In the Valid From and Valid To fields, enter the validity
period of the job assignment.
- In the Set As field, select what type of an assignment this is
going to be and what will happen to previous job assignments.
- New primary assignment - the job will become the new primary
job for all employees. Their old primary job will end - its validity
period will end at the start of the new assignment.
- New secondary assignment - the job will be assigned as a
secondary job. Other jobs will not be affected.
- New secondary assignment. Old selected secondary assignments will
end - the job will be assigned as a secondary job. Another
step of the assistant will become available and let you end/change old
job assignments.
- If you want to assign more jobs, go to step 14.
- Once you are done creating jobs and assignments, click Finish and
go to step 23.
If in steps 11 or 18 you have selected the New secondary assignment. Old
selected secondary assignments will end option, go to step 21.
- The assistant will show you all current jobs and employment assignments
held by the employees. End the assignments by selecting the Change
check box. Assignments that have it selected will have their validity date
changed to expire when the new assignment begins.
Note: You can change only one assignment per employee.
- Click Finish.
- In the final step, the assistant will show you the status of new
assignments. If there were any problems, errors and warnings will appear -
both indicate that the assignment was unsuccessful.
Note: You can review this information at any time in the
Group Employee Assignments Log
window.
- Click OK.