WiTS Career Change Reference Guide


The WiTS Career Change workflow is used by the Client Services Division (CSD) and by the Division of Senior and Scientific Executive Management Division (DSSEM) in the Office of Human Resources (OHR) to track non-recruitment related actions that include moving current employees from one position to another or extending an employee’s appointment.

Entering and reviewing the data: Tabs

WiTS workflows are comprised of ‘Tabs’, which are completed in consecutive order by one or more persons. Below is a list of what information is captured in each tab of this workflow.

Action Details Tab   

  • WiTS#
  • Date Entered
  • Action Type
  • Date Recv’d in HR
  • AO Last Name, AO First Name, AO Email address
  • Global Recruitment
  • DSSEM?
  • Administrative Code, Institute/Center, Organization Initials
  • Proposed Effective Date
  • CSD Branch Chief, CSD Team Leader, CSD/DSSEM HR Specialist, CSD HR Assistant
  • Final Authorizer
  • Last Saved/Updated By
  • Is the package complete?
  • List of Missing Docs/Info
  • Date Missing Docs Email Sent
  • Date Complete Package Received
  • Priority, Action Status Code, Action Status, Action Status Description
  • Comments

Employee Tab

  • Last Name, First Name, MI, Employee ID, Employee Email Address
  • Position Title
  • Pay Plan
  • Series
  • Grade
  • Step
  • Full Performance Level (FPL)
  • Special Pay Indicator
  • Position Number
  • Job Code
  • Pay Basis
  • CAN
  • Basic Pay
  • Adjusted Basic Pay

Career Change Tab

  • HCC Approval Required
  • HCC Approval Number
  • Career Change Type
  • Reason for Change
  • Other Reason
  • New Position Title
  • New Pay Plan
  • New Series
  • New Grade
  • New Step 
  • New Pay Band
  • New Pay Tier
  • New Category
  • Related JCPN WiTS#
  • New Full Performance Level (FPL)
  • New Job Code
  • New Position Number
  • New CAN
  • New Special Pay Indicator
  • New Basic Pay
  • New Adjusted Basic Pay
  • Detail Location
  • Unclassified Duties
  • Gaining Agency
  • Gaining OPDiV
  • Gaining IC
  • Extension Type
  • Current NTE Date
  • EOD Date
  • Promotion NTE-NTE Date
  • Conversion NTE-NTE Date
  • Detail-NTE Date
  • Extension of Detail-NTE Date
  • Extension of Appointment-NTE Date

Final Processing Tab

  • Effective Date
  • Date Pro’d in Personnel Processing System (EHCM)

Moving through the workflow: Routing Participants

CSD or DSSEM HRS/HRA (Initiates Action) then

CSD or DSSEM HRS/HRA (Completes Action- Details Only) OR Final Authorizer (Completes Action)

Optional Sub-process: Initiate JC/PN

Selecting this option will create a separate action associated with the current one. The sub-process action will pre-populate information from the current action, reducing duplicate data entry.

Routing Options

The routing menu is used to move actions through the process and/or to send emails. The options and email recipients may change based on who has the action in their worklist.

When the action is in the ‘Career Change Initiation’ step:

  • Send Pckg Recd Email
  • Send Pckg Incomplete Email
  • Initiate JC/PN
  • Send to HRA
  • Send to Final Authorizer
  • Complete Action (Details Only)
  • Cancel Action

When the action is in the ‘HR Review’ step:

  • Send to Final Authorizer
  • Send to HRS
  • Initiate JC/PN
  • Complete Action (Details Only)
  • Cancel Action

When the action is in the ‘Pending Final Processing’ step:

  • Complete Action
  • Send to HRS
  • Send to HRA
  • Cancel Action

Communicating status and reminders: Email

Based on established SLA's and/or business rules, email notifications and reminders are automatically sent from WiTS throughout the completion of the workflow. Emails sent for DSSEM are marked with an asterisk.

Subject: Reminder: [Career Change Type] for John Doe

–Sent to the HR Specialist and HR Team Lead 3 days after detail has been completed.

Subject: *Title 38 Premium Pay Designation in ITAS for John Doe [IC, Admin Code]

–  Sent to the Administrative Officer, GRU HR Specialist, HR Team Lead and HR Assistant the day after the action has been completed by the Final Authorizer when the ‘Special Pay Indicator’ dropdown selection is anything except ‘Not Applicable’.

Subject: Reminder: [Career Change Type] for John Doe ([IC, Org Initials] [Admin Code]) to expire [NTE Date] 

–  Sent to the HRS if a detail has an NTE Date, 45 days before NTE Date.