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Generated Document - BP Requirment

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11 views7 pages

Generated Document - BP Requirment

Uploaded by

vidhyasankar.ravindran3171
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as DOCX, PDF, TXT or read online on Scribd
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Requirement Gathering Document

Project Title: Change Job (Default Definition)

Objective
The aim of this project is to define and optimize the process for job changes within the
organization by utilizing Workday's capabilities. The process should include initiation, action,
review, approval, documentation, and to-do steps to ensure compliance and accuracy.

Scope
The scope of the Change Job business process includes:

1. Initiation of the Change Job.


2. Actions and Reviews necessary for multiple levels of approval.
3. Documentation required for specific steps.
4. To-Do tasks related to system updates and compliance.
5. Approval conditions for various scenarios including compensation changes and
transfers.

Requirements

Business Process Steps


The Change Job business process consists of multiple steps, from initiation to completion. The
steps are categorized based on type, condition, routing modifier, and responsible party.

1. Initiation

- Step a: Initiation
- Conditions: Actual End Date not blank for International Commuter
Housing Allowance (Critical); Attachment required for Caretaker
Extension (Critical); among others.
- Responsible Party: Not specified.

2. Actions

- Step b: Review: Current Manager


- Condition: Business process initiated by "Request Transfer" task?
- Responsible Party: Manager.

- Step c1: Review: Receiving Manager

- Condition: Initiating User is not the same as the Processing User or


Initiated by Request Transfer Task or Swap Positions?
- Responsible Party: Manager.

- Step f: Change Organization Assignments

- Condition: Only initiate if there are no pending Assign Organization


events or Completed Organization events later than the Job Change
effective date.
- Responsible Party: HR Operations Specialist / HR Operations SR
Specialist.

- Step g: Propose Compensation Change

- Condition: Worker is an Employee and not initiated by Change Contingent


Worker Details.
- Responsible Party: HR Operations Specialist / HR Operations SR
Specialist.

- Step i: Assign Pay Group

- Condition: Allow Assign Pay Group only if this is the primary job or multi-
job setup is enabled and the worker is an Employee.
- Responsible Party: HR Operations Specialist / HR Operations SR
Specialist.

3. Approvals

- Step d2: Approval by Primary HR Business Partner

- Condition: Compensation change (Job Change)? Reason is NOT


Caretaker Extension.
- Responsible Party: Primary HR Business Partner.

- Step d6: Approval for Caretaker Extension

- Condition: Reason IS Caretaker Extension.


- Responsible Party: Primary HR Business Partner.
- Step e1: Approval by HR Operations Specialist or SR Specialist

- Condition: Manager initiates & CJ reason is promotion/data change.


- Responsible Party: HR Operations Specialist / HR Operations SR
Specialist.

4. Documentation and Review

- Step t: Review Documents


- Condition: Company Hierarchy is NOT BH COE; Multiple document
generation conditions based on job change scenarios.
- Responsible Party: HR Operations Specialist / HR Operations SR
Specialist.

5. To-Do Tasks

- Step h: Create SAP ID

- Condition: Location Country Change.


- Responsible Party: HR Operations Specialist / HR Operations SR
Specialist.

- Step k: Review Offboarding Checklist

- Condition: Location Country Change & Reason is NOT Caretaker


Extension.
- Responsible Party: HR Operations Specialist / HR Operations SR
Specialist.

Optional and Documents Included


Some steps are optional and include required documents:

- Step i4: Add Caretaker Payment


- Responsible Party: Initiator.
- Documents: Caretaker Payment.

Additional Information
Certain steps have specified additional information or modifiers:
- Ran as User: Specific steps may be executed by a defined user.
- Validation: Steps include defined critical validations and warnings.
- Due Dates: Several tasks have due dates specified, usually defined in days.

Routing Modifier and Restrictions


For each step, certain routing modifiers and restrictions apply to ensure workflow integrity:

- Restriction: Initiator, Approvers, Subject - Indicates who can access and approve
specific steps.
- Relative to Excluded: Applicable to specific groups of users.

Sample Validations for Critical Checks


Some key validations include (but are not limited to):

- Actual end date should not be blank for international commuter housing allowance.
- Compensation-grade consistency across job profiles.
- Effective Date Parameters for specific job changes.
- Full-time worker requirements for non-US locations.
- Required comments for specific country transfers.

Approval Chain Configuration


Defined approval chains ensure that each step is validated by the appropriate parties with
specific conditions:

- Two-tier approval for compensation changes not related to caretaker extensions.


- CEO or COO involvement as a part of escalation in the approval chain.

Specific Conditional Logic for Steps


Certain steps include detailed conditional logic ensuring proper execution based on predefined
scenarios and data inputs:

- Step ja: Bulk Automate Accrual Adjustments


- Conditional Logic: Proposed Company is EMEA Non-CS OR CS Specific Job
Profiles; Reason Is NOT Caretaker Extension.
- Responsible Party: Not specified.

- Step x: Change Benefit Elections

- Conditional Logic: Effect on employee benefits? Proposed Country is NORAM or


UK; Reason Is NOT Caretaker Extension; Skip if External Load.
- Responsible Party: Employee As Self / HR Operations Specialist / HR
Operations SR Specialist.

Completeness Checks
For steps requiring document submission or specific actions, completeness checks ensure all
necessary information and attachments are included:

- Step f1: Assign Collective Agreement

- Completeness Check: Country is France AND Proposed Employee Type is not


Intern.
- Responsible Party: HR Operations Specialist / HR Operations SR Specialist.

- Step g: Propose Compensation Change

- Completeness Check: Worker is an Employee and not initiated by Change


Contingent Worker Details.
- Responsible Party: HR Operations Specialist / HR Operations SR Specialist.

Documentation Management
Effective documentation management ensures that all necessary documents are generated,
reviewed, and stored systematically:

- Step t1: Generate Document

- Documentation: Entity Change Letter for specific company and grade conditions.
- Responsible Party: HR Operations Specialist / HR Operations SR Specialist.
- System: ISU_WD_HCM.

- Step u: Create Contract Appendix or Job Title Change Letter


- Documentation: Generate necessary contract appendices or job title change
letters when required.
- Responsible Party: HR Operations Specialist / HR Operations SR Specialist.

Security and Access Control


Security and access control requirements ensure that only authorized personnel can view, edit,
or approve specific steps in the process:

- Step w1: Review User-Based Security Group Assignments


- Condition: Worker has user-based security group assignments.
- Responsible Party: Security Administrator - PASSPORT.
- Access Controls: Subject restriction to maintain confidentiality and data integrity.

System Configuration and Updates


Configure the Workday system to automate and facilitate these steps, ensuring all conditions,
validations, and document management are adhered to:

- Define and implement process steps in Workday’s Business Process Framework.


- Use Workday’s Conditional Logic to facilitate automation and routing.
- Integrate with existing HRIS systems for updates and data consistency.

Conclusion
This requirement gathering document outlines the comprehensive steps required to automate
and manage the Change Job (Default Definition) process within Workday. By adhering to the
defined conditions, validation rules, and responsible party assignments, the organization can
ensure a seamless, compliant, and efficient job change process.

Approval and Sign-Off


Prepared by: [Name] Date: 2025-Apr-12

Reviewed by: [Stakeholder Name] Date: [Review Date]

Approved by: [Approver Name] Date: [Approval Date]


This document will serve as a foundation for implementing and configuring the Change Job
business process in Workday. Further refinement may be required based on detailed
stakeholder feedback and Workday’s system capabilities.

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