The Assignment Mass Update globally updates or changes groups of employees' assignments with new data. Currently, either the assigned rate of pay or the assigned position codes can be changed. The rate that is changed can be either the position rate or the salary grid rate (first grid point).
IMPORTANT: Due to the nature of this process, it should NOT be run while other users could be locking assignment records and therefore; it is recommended that this process NOT be run during regular working hours. Use of extreme care and caution must be taken when running this process. If questions arise or clarification is required, please contact any member of the HR Support Team BEFORE running this process.
By globally changing the pay rate of a group of employees, the system compares the rate on the position code or salary grid to the assigned rate and updates the assigned rate with the new rate if they are different. If they are the same, the assignment will not be modified. Thus by going in and updating the rate of pay (PAY RATE) within the position code database or salary grid (PAYROLL), groups of employees can easily be updated with the new rate by running this process.
By globally changing the position code assigned to employees, the system will prompt for up to 16 old and new position codes. Only assignments with positions found in the list of old position codes will be updated with the new position codes.
This process can be run to preserve a history of what the assignments looked like before the update was run or to simply change the assignments without saving a history. Unless this process is used to globally correct errors, this process should be run to preserve a history by creating new assignments, salary or function line records. This process will close the old assignment records and create new ones with the new information. Old assignment end dates and the new assignment start dates will be required to be entered.
If chosen not to create new assignment, salary or function line records, the option of updating the assignment timestamp will be available. This is important if reporting or tracking assignments based on when they were created is required. (e.g. report on all assignment changes within a two week period)
This process will also update the reason code if desired. The assignment reason code is meant to indicate why an employee is given a new assignment. If updating everyone's rate of pay as per their contractual agreement, a reason code of PAY INC could be created to represent contractual pay increase.
NOTE: This function will make a backup of the affected data files before updating them. Each time this program runs, it deletes any existing backup copies of the affected files and then creates new ones so there is only one version of the backup files available at any time.
Preliminary/Final
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Enter 'P' to run the function in Preliminary mode without any file updates. The function will, however, prepare a report of all potential updates for review.
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Enter 'F' to run the function in Final mode with the file updates. The function will prepare a report of all updates for any recordkeeping.
Update methodology prompts:
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Update Type
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Enter '1A' to change the position code – ending the old assignment and creating a new one to preserve the history.
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Enter '1B' to change the position on the existing assignment without preserving the history.
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Enter '2A' to change the assigned rate to the position code rate – ending the old assignment and creating a new one to preserve the history.
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Enter '2B' the change the assigned rate to the position code rate – ending the salary record and creating a new one to preserve the history.
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Enter '2C' to change the assigned rate to the position code rate and change the existing salary record without preserving the history.
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Enter '4A' to change the assigned rate and the function line rate to salary grid rate – create a new assignment and function line preserving the history.
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Enter '4B' to change the assigned rate and function line rate to the salary grid rate – creating a new salary and function line record.
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Enter '4C' to change the assigned rate and function line rate to the salary grid rate – changing the existing salary record and create a new function line.
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This prompt is asked only if "create new assignments" has been chosen
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Enter a valid end date in (YY)YYMMDD format to close the old assignment. Usually this should be the day before the change becomes effective.
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Start Date
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This prompt is asked only if new assignment creation has been chosen.
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Enter a valid start date in (YY)YYMMDD) format to start the new assignment. Usually this should be the day the change becomes effective.
Update Timestamp
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If create new assignments was chosen, enter 'Y'. If create new assignments was not chosen, the option of updating the timestamp or leaving it as is, is available.
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Enter 'Y' to update the timestamp on the assignment.
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Enter 'N' to leave the timestamp unchanged.
Timestamp
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If 'Y' was chosen in the prompt above, the timestamp must be entered here in YYYYMMDDHHMMSS format, where YYYY represents the year, MM represents the month, DD represents the day, HH represents the hours (in 24 hour format), MM the minutes and S the seconds.
Update Assignment Reason
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Enter 'Y' to update the assignment reason code on the assignment.
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Enter 'N' to leave the assignment reason code unchanged.
Assignment Reason
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If 'Y' was chosen in the above prompt, a valid assignment reason code MUST be entered here.
Multiply Grid Rate By fte
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If '4A', '4B' or '4C' for the 'Update Type' has been chosen, then the following prompt MUST be answered.
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Enter 'Y' to multiply the grid rate by the assignment FTE to come up with salary base rate.
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Enter 'N' to use the grid rate as the salary base rate.
Assignment Selection Prompts:
Assignment As Of Date
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Enter a valid range of dates in (YY)YYMMDD format for the selection of assignments. Assignments that are current as of the specified period will be considered for the update process.
Employee Categories
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Enter up to 10 Employee Categories. Employees with matching Category codes will be considered for reporting. If no categories are entered, all employees will be considered for reporting.
Assignment Types
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Enter up to 10 Assignment Types. Eligible assignments with matching types will be considered for reporting. If no assignment types are entered, all assignments will be considered for reporting.
Assigned Positions
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Enter up to 10 Positions. Eligible assignments with matching Positions will be considered for reporting. If no positions are entered, all assignments will be considered for reporting. If changing the assigned positions, prompts for up to 16 old and new positions will be allowed as reviewed below.
Exclude Zero Hours/FTE
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Enter 'Y' to exclude assignments that have 0 hours or FTE.
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Enter 'N' to process assignments that have 0 hours or FTE.
Old Position
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Enter up to 16 valid position codes to change. Only the assignments with positions matching the specified positions will be considered for processing.
New Position
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Enter up to 16 valid position codes to change the old positions to.