WiTS Change in Work Schedule/Hours Reference Guide

Overview

The WiTS Change in Work Schedule 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 the processing of actions that change either the schedule or hours that an employee is obligated to work.  

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
  • Date Missing Docs Email Sent
  • List of Missing Docs/Info
  • Date Complete Package Received
  • Priority     
  • Action Status
  • Action Status Code
  • 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)
  • Position Number
  • Job Code
  • Pay Basis
  • CAN
  • Basic Pay
  • Adjusted Basic Pay

Change in Work Schedule/Hours Tab

  • Tour of Duty (Old)
  • Hours per Pay Period (Old)
  • Tour of Duty (New)
  • Hours per Pay Period (New)
  • Benefits Affected
  • Modification to Job Code and/or Position #(JCPN)
  • Related JCPN WiTS#
  • Job Code
  • Position Number

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 PM Team (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 ‘Initiation’ step:

  • Send Pckg Recd Email
  • Send Pckg Incomplete Email
  • Initiate JC/PN
  • Send to HRS
  • Send to PM Team
  • Cancel Action

When the action is in the ‘Review’ step:

  • Send to PM Team
  • Send to HRA
  • Initiate JC/PN
  • Cancel Action

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

  • Completed-Send Email Notification
  • Send to HRA
  • Send to HRS
  • 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.

This workflow only generates an email if a user selects the option from the routing menu.

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