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CAREER MANAGER

PROMOTION PROCESS JOB AID

The promotion process is initiated when a career manager nominates an employee for a promotion.

NOTE: Career mangers are advised to socialize proposed promotion candidates amongst their

management chain prior to initiating the promotion process in Workday

NOTE: Time in Level (TIL) calculation is available on the Worker Profile, and can be used in promotion

consideration. The TIL information is listed under the Additional Details tab of the Personal Section. If you

have any questions related to how the TIL value is calculated, please contact the Help Desk at Help

Desk@bah.com or 877-927-8278.

Promotion is a 2-step process that involves:

1. Promotion Nomination Form to document justification of the promotion

2. Job Change transaction for Promotion to process the level and salary change, as applicable

The promotion nomination must be approved before a Senior Associate, Chief Engineer/ Scientist/

Technologist/Technical Specialist or above in the same Supervisory Organization can initiate the Job

Change in Workday.

NOTE: Promotions up through Principal, Distinguished Engineer/Scientist/Technologist/Technical Specialist

are effective twice a year, January 1 and July 1

STEP 1: SUBMITTING A PROMOTION NOMINATION

1. Click on the Team Performance worklet and under Action, click on Start Performance Review

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2. Make the following selections:

• Employee name you wish to nominate for promotion

• Under Review Template, select Promotion Nomination for the appropriate staff level from the

dropdown menu:

- Promotion Nomination (Promoting to Staff Level): AP/Technician – Lead Associate,

Senior Lead Engineer/Scientist/Technologist/Technical Specialist promotions

- Promotion Nomination (Promoting to Sr. Staff): Senior Associate, Chief

Engineer/Scientist/Technologist/Technical Specialist – Principal, Distinguished

Engineer/Scientist/Technologist/Technical Specialist

• Enter the effective date for the promotion in both the Period Start Date and Period End Date

fields. For promotions effective January 1, 2018, use 01/01/2018 for both the Period Start

Date and the Period End Date.

• Click Submit

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3. On the next screen, click Open to open the Promotion Nomination form. Select the Guided Editor for

step-by-step instructions or Summary View to view the entire form at once.

4. The promotion form includes a series of question for completion (e.g., employee’s current level, new

level, Job Family Group, and business justification, etc.) in the Answer box (free text). Please refer to

the Firmwide Behaviors and Performance Expectations for guidance by Job Family Group.

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5. The Overtime Navigator (OT) section is a reminder that if the employee is moving from a non-exempt

to an exempt position (e.g., promotions to Senior Consultant, Staff Engineer/ Technologist/

Scientist/Technical Specialist), you must contact your HR Talent Consultant to begin the OT Navigator

process to validate that the new duties and responsibilities are exempt. You are not expected to attach

or “Add” documentation in this section. This section is not included for promotions to senior staff

positions.

6. In the Senior Staff Promotion Nomination form, you will see two additional sections:

1. Integration Goals - this section only applies to promotions to Principal, Distinguished

Engineer/Scientist/Technologist/Technical Specialist and above. You can skip this section by

selecting Next at the bottom of the page. If this is not applicable, skip this section of the form by

selecting Next at the bottom of the page.

2. Promotion Readiness Due Diligence – this section only applies to promotions to the Principal

level. The HR Talent Consultant is responsible for assigning promotion readiness due diligence

reviewers. Career manages should skip this section of the form by selecting Next at the bottom

of the page.

7. Next, review the Acknowledgements, which summarizes the promotion eligibility requirements. Enter

comments by selecting the pencil icon, if desired and then to accept the terms, click Next.

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8. Review the Summary of the Promotion Nomination. Click Submit or Save for Later. If you save for

later, you may add more content and/or update existing content before submitting. If you save for

later you will receive a Workday inbox task to use to navigate back to Promotion Nomination form.

9. When the Promotion Nomination is submitted, it will be sent to the career manager’s manager for

review. The career manager’s manager can approve the Promotion Nomination “as-is” or he/she may

send the Promotion Nomination back to the career manager for additional edits (see more guidance in

the Sending Back the Promotion Nomination section).

10. When the career manager’s manager approves the Promotion Nomination, the next step in the

workflow differs between staff and senior staff promotions. Below are the variances involved in the

process:

Promotions to levels up through Lead Associate

• Career Manager initiates and submits employee Promotion Nomination form, triggering actions by HR

• HR reviews the promotion nomination to validate that the employee is eligible for promotion

• HR approves the promotion nomination, which completes this process and triggers the next process

(Promotion Change Job Process)

Promotions to Senior Associate

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• Career Manager initiates and submits employee Promotion Nomination form, which is approved up

through the CSO level, triggering actions by HR

• HR reviews the promotion nomination to validate that the employee is eligible for promotion

• HR approves the promotion nomination, which triggers a Non Compete Agreement (NCA) to the employee

• Employee submits the NCA, triggering further actions by HR

• HR releases the promotion nomination, which completes this process and triggers the next process

(Promotion Change Job Process)

Promotions to Principal

• Career Manager initiates and submits employee Promotion Nomination form, which is approved up

through the CSO level, triggering actions by HR

• HR reviews the promotion nomination to validate that the employee is eligible for promotion

• HR approves the promotion nomination, which triggers a Non Compete Agreement (NCA) to the employee

• Employee submits NCA, triggering further actions by HR

• HR prints a PDF copy of the Promotion Nomination form for the Due Diligence (DD) process

• HR assigns the DD Reviewer

• DD Reviewer completes the DD process

• HR releases the promotion nomination, which completes this process and triggers the next process

(Promotion Change Job Process)

PRINTING/SAVING THE PROMOTION NOMINATION

At any point in the process, career managers, managers in the same supervisory organization, or HR

Talent Consultants can create a PDF of the employee’s Promotion Nomination to print or save.

1. Click on the employee’s Profile.

2. Under the Performance Tab, click on the Performance Reviews Tab.

3. Click View to see a printable view of the Promotion Nomination. Click the Printer icon ( ) at the

top right of the Promotion Nomination, and return to the Performance Reviews Tab on the

employee’s Profile and select the hyperlink under Review PDF to download or print.

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SENDING BACK THE PROMOTION NOMINATION If the Promotion Nomination is not approved or requires edits, leaders or the appropriate HR Talent

Consultant should send the Promotion Nomination back to the career manager using Send Back

NOTE: A conversation with the career manager should take place to explain the rationale of this

decision before following these steps

1. Open the Promotion Nomination action from the Workday Inbox and click Send Back

2. Enter the career manager’s name in the To field and briefly summarize the reason for not approving in

the Reason field. Both fields are required. When complete, click Submit.

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3. The initiating career manager will receive an Inbox action once the Promotion Nomination is sent back.

Once the task is open, they can edit the Promotion Nomination and re-submit following the Submitting

a Promotion Nomination instructions above.

STEP 2: JOB CHANGE FOR PROMOTION

SR ASSOCIATE, CHIEF ENGINEER/SCIENTIST/

TECHNOLOGIST/TECHNICAL SPECIALIST OR ABOVE AS THE

INITIATOR Once the Promotion Nomination process has been completed and approved, the employee’s Senior Associate or Chief Engineer/Scientist/Technologist/Technical Specialist (or above) automatically receives an Inbox action to process the Promotion details using Job Change for Promotion. If the inbox action is accidentally deleted, follow steps 1-3. Otherwise, start at step 4 once you’ve opened the Inbox action and see the image below. NOTE: The Job Change transaction for promotions effective 01-01-2018 must be initiated after January 1, 2018 to ensure the Merit, MSA and Merit Lump sum payments effective 01-01-2018 are fully processed in Workday. Promotion increases are a separate salary transaction from Salary Planning (Merit, MSA and Merit Lump Sum) increases. Additionally, reach to your HR Talent Consultant for Post and Promote or any other Promotions outside this timing to analyze the salary impacts.

If you are a HRTC or second level manager, click the link below to skip to the steps you are to perform.

HRTC

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SECOND LEVEL MANAGER

1. Click the My Team worklet on the homepage then click My Org Chart and select employee. Alternately from the homepage, type the employee’s name or employee ID into the Search Bar.

2. Next to the employee’s name, click on Actions button 3. Click Job Change, then select Transfer, Promotion or Change Job

4. Click the pencil icon to be taken to the screen to complete the required series of questions

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• When do you want this change to take effect? Enter effective date in month/day/year format.

Enter the same date selected for the Promotion Nomination form start and end date (e.g.,

January 1 or July 1)

• Why are you making this change? The reason selected must be Promotion

• Who will be the manager after this change? The system should auto-populate with the current

Career Manager’s name (you do not need to edit, unless you are making a manager change during

this promotion process)

• Which team will this person be on after this change? The system should auto-populate with the

Career Manager’s Supervisory Organization

• Where will this person be located after this change? You should not make any changes to

location on this page. If you need to update an employee’s work location you can during step 7.

• Do you want to use the next pay period? Do not check this box as you have already manually set

the date to match what was selected for the promotion nomination and checking this box may

cause the two to be out of sync.

5. After completing the questionnaire, click Start which takes you to the Job tab section of the

questions for the Promotion Job Change task

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6. On the Job tab, click the pencil icon and to make the necessary updates as follows:

• Position – Position only needs to be updated for a Post & Promote situation. Using the dropdown

menu, find the Position (positions with or without job requisitions). Do not create a new position or

close the current position.

• Job Profile (REQUIRED) – Choose the new Job Profile - one level higher for promotion - by typing in

all/part of the Job Profile in the search area and click Enter. Alternately, you can select In This Org

or By Job Family from the dropdown menu to narrow your search. Ensure you are selecting a new

Job Profile that is associated with the new management level. The Job Title field will automatically

populate once a Job Profile is selected. If you need assistance selecting the correct job profile

level, refer to the “Groups People Model Job Family Guide” (slide 2) for the Job Profile tag and level

equivalents (grey shaded column).

NOTE: If you select a Job Profile that is outside your Job Family Group, an ALERT will pop up and you will

notice two things: (1) the details tab is empty, and (2) the pay range, grade profile and total base pay will

appear blank. You will be able to enter in a compensation action, but if you need assistance, please contact

your HR Talent Consultant.

Employee information within some of the remaining tabs may or may not need to be updated

7. Click Next, passing by the Location tab if no changes need to be made to the Work Location or

Scheduled Weekly Hours for the employee.

NOTE: If you need to change the location to a classified location, enter the primary location of the

employee’s BAH home office and then enter the following in the Comment Box: “Employee works

at a classified location.”

NOTE: You can use the Location Directory report within Workday to view a listing of currently

available locations. Additionally, clicking the Related Actions button next to a location will share the

details of that selection, including the location type (e.g. client site, non-client site).

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8. Click Next, passing by the Details tab if no changes need to be made to Employee Type, Time Type,

or Pay Type for the employee

9. Click Next, passing by the Organizations tab if no changes need to be made to Company, Cost

Center, or IMT for the employee

10. On the Compensation tab, you will notice “Employee Visibility Date” at the top. Do not make any

updates to this field for promotions effective 1/1/2018. During the January 1, 2018 promotion

cycle we want to ensure employees can be debriefed on both their promotion and salary increase

actions at the same time and steps will be taken to remove salary visibility in Workday for

employees, as appropriate.

11. Scroll down to the Salary section and click on the pencil icon . You can either enter in the

“Amount” (New Salary) or “Amount Change” ($ Increase) or “Percent Change” (% Increase). You will

only want to account for the promotion increase here (0-5%).

12. Click Next. Review all proposed changes and make any further changes

13. Click Submit or Save for Later

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NOTE: If the employee is aligned to the E&SP or ETS Job Family Groups, the career manager will

receive an Inbox “To Do” step to update the employee’s Advancement Step (see Job Aid for

Updating an Employee’s Advancement Step found in the Job Aids and Videos worklet – the rocket

icon - under Performance Management section) after the job change is complete.

HR Talent Consultant 14. Review the proposed changes as indicated by the blue dots

15. If no changes are needed, select Approve. If a correction needs to be made, select Send Back and

provide reason/comments

NOTE: If the employee has any outstanding business processes that may need to be reassigned,

the HRTC will receive the Manage Business Processes for Worker task once the job change is

complete

Second Level Manager 16. Review the proposed changes as indicated by the blue dots

17. If no changes are needed, select Approve. If a correction needs to be made, select Send Back and

provide reason/comments