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Page i ORACLE PEOPLESOFT HRMS Civil Service Mobility Manual
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ORACLE PEOPLESOFT HRMS
Civil Service Mobility Manual
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Table of Contents Introduction .......................................................................................................... 3
1.0 Self Service User ............................................................................................ 4
1.1 Creating a New Mobility Application ................................................................... 4
1.2 Review Existing Applications ............................................................................... 7
1.3 Review Eligibility .................................................................................................. 8
1.4 Update Irish Language Skills................................................................................. 9
1.5 Cancel Application .............................................................................................. 10
1.6 Suspend Application ............................................................................................ 13
1.7 Accept offer of mobility ...................................................................................... 15
1.8 Application Milestones: ....................................................................................... 17
2.0 Local HR ...................................................................................................... 21
2.1 View all Outbound Mobility Applicants ............................................................. 21
2.2 View all Inbound Mobility Applicants ................................................................ 22
2.3 View Mobility Data ............................................................................................. 23
2.4 View Mobility Activity ....................................................................................... 24
2.5 Begin Offer Process ............................................................................................. 25
2.6 Finalise Offer Process .......................................................................................... 28
2.7 Cancel Mobility Request ..................................................................................... 29
2.8 Suspend Location ................................................................................................ 31
2.9 Reviewing Denied or Expired Requests .............................................................. 32
3.0 Central Mobility Team ............................................................................... 33
3.1 Add Mobility Request ......................................................................................... 33
3.2 View Mobility Data ............................................................................................. 35
3.3 Mobility Transfer List ......................................................................................... 36
3.4 Edit Mobility Eligibility ...................................................................................... 37
3.5 Manual Cancelation of Requests ......................................................................... 38
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Introduction The aim of this manual is to introduce members of the Irish Civil Service to the procedures needed for the Civil Service Mobility Solution. The process for all Mobility functionality has been detailed using examples and screenshots of the application. The manual brings the user through the steps needed for a Self Service user, Local HR user and Central Mobility Team user to navigate through the Mobility functionality. The Mobility Programme is a scheme that exists to facilitate employees who wish to transfer between organisations within the Irish Civil Service. The functionality discussed in this document aims to provide a mechanism for employees to raise these requests and for HR practitioners to manage them effectively.
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1.0 Self Service User
1.1 Creating a New Mobility Application
Step Action
1. Navigate to the “Mobility Homepage” link on the Personal Information Homepage Menu. Select the “Add Mobility Request” link.
Step Action
2. Confirm that you are a permanent Civil Servant
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Step Action
3. Review the Job Descriptions by selecting the “Please Review Job Descriptions” link, Clicking “Ok” and then “Next”
Step Action
4. Review the Terms and Conditions by selecting the “Terms and Conditions link”, clicking “Ok” and then “I Accept”
Step Action
5. User is prompted to update or enter their Irish Language Skills. Proficiency options Basic, Intermediate, Advanced and None are available to select. Click “Next”
8. Select the mobility zone from the list of 46 zones provided
9. The candidate will be prompted to provide a Legacy Date, a Legacy Date can be entered if applicable. The Legacy Date will apply for all requests (zone/PSB combinations) against the zone selected in Step 6. Note: The facility to record a legacy date will only be available for the first 60 working days of Phase 1 Mobility Scheme.
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10. Select from the list of departments in the mobility zone selected in Step 7. Note: A PSB in a satellite town will be displayed in format ‘Department – Satellite Town’. A PSB not in a satellite town will be displayed as ‘Department’
Step Action
11. Review the list of offices that the organisation has in the selected zone
12. Users will have the option to opt out of some remote locations. This is achieved by selecting the option displayed below
Step Action
11. Click “Next” on Organisation Selection Page
12. ‘Save’
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1.2 Review Existing Applications
Step Action
1. Navigate to the “Mobility Homepage” link on the Personal Information Homepage Menu. Select the “Review Request” link.
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1.3 Review Eligibility
Step Action
2. Review the existing applications. Select “View” to review an individual application.
Step Action
1. Navigate to the “Mobility Homepage” link on the Personal Information Homepage Menu. Select the “Review Eligibility” link.
Step Action
2. Review the Eligibility Status against the Eligibly Rules
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1.4 Update Irish Language Skills
Step Action
1. Navigate to the “Mobility Homepage” link on the Personal Information Homepage Menu. Select the “Update Irish Language Skills” link.
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1.5 Cancel Application
Step Action
2. Update Speaking, Reading and Writing Proficiency using the Dropdown
menus. Proficiency available: Basic, Intermediate, Advanced, None
3. Click the “Save” button
Step Action
1. Navigate to the “Mobility Homepage” link on the Personal Information Homepage Menu. Select the “Review Request” link.
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Step Action
2. Click the “Cancel” Button on an application you wish to cancel
Step Action
3 Click “Yes” to agree to cancel the application. The application will now appear as “Cancelled” under the “Mobility Status” column
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1.6 Suspend Application
Step Action
1. Navigate to the “Mobility Homepage” link on the Personal Information Homepage Menu. Select the “Review Request” link.
Step Action
2. Click the “Place on Hold” Button on an application you wish to Suspend
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Step Action
3 Click “Yes” to agree to suspend the application. The application will now appear as “On Hold – Employee” under the “Mobility Status” column Note: Candidate will be assigned a waitlist placement for suspended applications. Candidates will also continue to receive annual confirmation of interest email.
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Click the button to re-activate the suspended application.
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1.7 Accept offer of mobility
Once an offer of mobility has been made to an employee (See Section 2.3) they will have to log in to the system to Accept or Reject the offer. If they do not repond to the request within 5 working days, a reminder email will be sent and if they do not respond in the following 5 working days from the reminder email the status will be updated to “Expired for all PSBs in that region.”
Step Action
1. Sign into Self Service Homepage. The Pending Mobility Requests pagelet will now be available with any outstanding applications that require employee action.
Step Action
2. Click “View” on the outstanding application
3. Details of the Mobility Request can be reviewed and the option to click “Approve” or “Deny”
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Please note: Where a candidate declines a request, they will be removed from all waitlists in that zone. Once a candidate selects “Decline”, they will be presented with a confirmation of decline, outlining the consequences of declining.
Step Action
4. Click the “Approve” Button
5. The terms and conditions are displayed, click ‘Ok’
6. “My Mobility Request(s)” page show the status of the mobility request as “Approved”
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1.8 Application Milestones:
Top 3 on Waitlist
When an eligible candidate obtains a place on a waitlist, the candidate will receive an automated email informing them of their place on the waitlist. The automated email will also request that they confirm their continued interest in the application. The status of the application will be updated to ‘Awaiting Notification’ until continue of interest has been confirmed or cancelled. To confirm of cancel interest:
Step Action
1. Sign into Self Service Homepage. The Pending Mobility Requests pagelet will now be available with any outstanding applications that require employee action.
Step Action
2. Click “View” on the outstanding application
3. Details of the Mobility Request can be reviewed and the option to click “Confirm Interest” of “Cancel Request”
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Note: If the candidate does not confirm or cancel within 10 working days, they will receive an automated email reminder. They will have a further 10 working days from the date of the reminder to respond, before the request is set to expire.
Step Action
4. Clicking the “Confirm Interest” Button will update the status of the request to “On Waitlist” again
5. “My Mobility Request(s)” page will show an overview of all requests that the user has raised
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Application Milestones: (Legacy) Top 10 on Waitlist Where an applicant has provided a legacy date for their application and where they reach a top 10 place on a waitlist, they will receive an automated email request to provide proof of legacy. The candidate will supply the proof of legacy to the CMT in PeoplePoint by attaching required documentation to a self-service case.
Note: While the application has a status of “Pending Validation”, LHR cannot process the request further.
Application Milestones: Annual Confirmation of Interest All candidates will receive an annual automated Confirmation of Interest email on their applications with an “On Waitlist” status. When this automatic email is sent, the applications that had an “On Waitlist” will be updated to “Awaiting Notification”.
Step Action
1. Upon receiving the automated proof of legacy email, the application status will be updated to “Pending Validation”. The candidate will supply the proof of legacy to the CMT in PeoplePoint by attaching required documentation to a self-service case.
2. The CMT team will manually validate this and update the application status to “On Waitlist”.
Step Action
1. Sign into Self Service Homepage. The Pending Mobility Requests pagelet will now be available with any outstanding applications that require employee action.
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Step Action
2. Click “View” on the outstanding application
3. Details of the Mobility Request can be reviewed and the option to click “Confirm Interest” of “Cancel Request” (The candidate has 10 working days to confirm or cancel, before receiving a reminder email, where they then have a further 10 working days to action the request. If they do not action the request in the 4 weeks provided, the application will be set to “Expired”.
4. Selecting “ Confirmed Interest” will set the status of the application back to “On Waitlist”
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2.0 Local HR
2.1 View all Outbound Mobility Applicants
Step Action
1. Navigate to Main Menu > Workforce Administration > Mobility > LHR Mobility Requests
2. Select the “Outbound” value from the Inbound/Outbound Dropdown
list.
3. Select your Business Unit by clicking the Look Up menu icon
4. Insert optional additional criteria of “Location” and “Job Code”
5. Click “Search”
6. Local HR can review outbound mobility requests based on selected criteria
Drill Down
Mobility Data
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2.2 View all Inbound Mobility Applicants
Step Action
1. Navigate to Main Menu > Workforce Administration > Mobility > LHR Mobility Requests
2. Select the “Inbound” value from the Inbound/Outbound Dropdown
list.
3. Select your Business Unit by clicking the Look Up menu icon
4. Insert optional additional criteria of “Location” and “Job Code”
5. Click “Search”
6. Local HR can review inbound mobility requests based on selected criteria
Drill Down
Mobility Data
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2.3 View Mobility Data
Step Action
1. Navigate to Main Menu > Workforce Administration > Mobility > Mobility Data
2. Search by criteria in the Search drop down menu, or search all mobility
data by clicking “Search”
3. View Mobility Application for Employee
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2.4 View Mobility Activity
The Mobility Activity page provides allows Local HR users to monitor all requests that
have been initiated by their organisation (see section 2.5). This ensures that organisations
are informed of any changes in status of these requests (e.g. Employee accepts an offer).
Step Action
1. Navigate to Main Menu > Workforce Administration > Mobility > Mobility Activity
2. As a member of Local HR you can view a summary of mobility requests, grouped by their Mobility Status
3. Select the value beside an activity label to view
Step Action
4. Select “View” to review additional information on the mobility application
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2.5 Begin Offer Process
Step Action
1. Navigate to Main Menu > Workforce Administration > Mobility > LHR Mobility Requests
2. Select the “Inbound” value from the Inbound/Outbound Dropdown
list.
3. Select your Business Unit by clicking the Look Up menu icon
4. Insert additional criteria of “Location” and “Job Code” Note: Proceed button will not be active unless all mobility criteria is entered
5. Click “Search”
Step Action
6. As a member of Local HR can view the list of eligible and ineligible applicants
7. Select the “Proceed” Button next to the eligible employee
8. Confirm by selecting “Yes” to the notification message.
9. Note: Mobility Status changed to “Progress”
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Step Action
10. Note: At this point Local HR will contact LHR in the applicant’s current department. Determine whether there are any open disciplinary cases or whether the case should proceed. Note: In the instance where a request cannot go ahead, the receiving LHR cancel the request. And the sending LHR update the status of the request to “On Waitlist”. An auto generated email will then be sent to the sending LHR.
11. If the application is to proceed, Sending LHR will navigate to Outbound requests and click the ‘Proceed’ Button. Note: The employee will receive an email inviting them to confirm continued interest in their application.
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2.6 Finalise Offer Process
A Local HR can finalise the mobility application when the mobility applicant confirms their continued interest. See Section 1.6.
Step Action
1. Navigate to Main Menu > Workforce Administration > Mobility > Mobility Activity
2. Select the value beside the “Accepted Requests” label
3. Click “View” beside the applicant.
4. Change Mobility Status to “Closed” and click “Save” Note: An email will be sent to the employee notifying this and a Case will be created in the Case Management System (CMS).
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2.7 Cancel Mobility Request
Step Action
1. Navigate to Main Menu > Workforce Administration > Mobility > Mobility Activity
2. Local HR can view various mobility activity
3. Select the value beside an activity label to view
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Step Action
4. Select the “Cancelled” option from the “Mobility Status” drop down menu
5. Click “Save”
6. This employee’s mobility application will now display as “Cancelled”
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2.8 Suspend Location
Update screenshot to show freeze/suspend button
Step Action
1. Navigate to Main Menu > Workforce Administration > Mobility > Mobility Locations
2. Local HR can use the search functionality to locate offices in their PSB
3. Select the location you wish to Suspend, and untick the ‘Outbound’ tickbox.
Step Action
4. Click ‘Save’ Note: When a location is suspended, candidates based in that location that have open applications will receive an auto generated email advising them their location has suspended all outbound mobility requests.
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2.9 Reviewing Denied or Expired Requests
We have already seen the circumstances under which the status of a user’s request becomes “Expired” or “Denied” (See Section 1.6). We have also seen that these requests are displayed on the Mobility Activity page (See Section 2.4). It is necessary for local HR users to actively monitor these requests. This allows them to identify requests where an offer has not been accepted by a user and where an offer should be extended to a new employee.
Step Action
1. Navigate to Main Menu > Workforce Administration > Mobility > Mobility Activity
2. As a member of Local HR you can view a summary of all initiated mobility requests, grouped by their status
3. Select the value beside the Denied / Expired Requests label as applicable
Step Action
4. Select “View” to review the detail of the request
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3.0 Central Mobility Team
3.1 Add Mobility Request
CMT users have the ability to raise mobility requests for any employee currently hired on HRMS
Step Action
1. Navigate to Main Menu > Workforce Administration > Mobility > Add Mobility Request
2. Search for the employee you wish to raise a mobility request for
3. Tick the relevant “Remote Worker Indicator” tick box Note: Requests raised for remote workers will be flagged to indicate this
4. Click “Next Item” button
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Step Action
5. Confirm that the applicant is a permanent Civil Servant
6. Review the Job Descriptions on behalf of the employee and click “Next”
7. Review the Terms and Conditions on behalf of the employee and click “I agree”
8. If applicable, update Irish Language Skills on behalf of employee. Click “Next”
Step Action
9. Select the location for mobility using the Look Up menu item
10. Click the “Select All PSBs” button, or use the tick boxes to select the PSBs the employee wishes to apply to.
11. Click “Next”
12. Review the mobility requests raised and click “Save”
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3.2 View Mobility Data
Step Action
1. Navigate to Main Menu > Workforce Administration > Mobility > Mobility Data
2. Search by criteria in the Search drop down menu, or search all mobility
data by clicking “Search”
3. View Mobility Application(s) for Employee
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3.3 Mobility Transfer List
CMT users can view transfer lists for a PSB, Location and Employee Grade combinations
Step Action
1. Navigate to Main Menu > Workforce Administration > Mobility > Mobility Transfer List
2. Enter PSB, Location and Employee Grade to view the transfer list
3. Click the “Display Transfer List” button
4. User can view the transfer list for the criteria selected
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3.4 Edit Mobility Eligibility
CMT user can update an employee’s eligibility status to allow for exceptional circumstances on a case by case basis
Step Action
1. Navigate to Main Menu > Workforce Administration > Mobility > Mobility Data
2. Search by criteria in the Search drop down menu, or search all mobility
data by clicking “Search”
3. View Mobility Application(s) for Employee
4. Untick the “Valid Value” check box. This will make the particular eligibility criteria as eligible. The employees “Eligibility Status” has been changed to “Eligible”
5. Click “Save”
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3.5 Manual Cancelation of Requests
The CMT user can cancel a mobility request when the employee does not wish to proceed.
Step Action
1. Navigate to Main Menu > Workforce Administration > Mobility > Mobility Data
2. Search by criteria in the Search drop down menu, or search all mobility data by clicking “Search”
3. View Mobility Application(s) for Employee
4. Select “Cancelled” from the “Mobility Status” Dropdown menu
5. Click “Save”
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3.6 Manually Suspending Applications
CMT have the ability to Suspend Locations in HRMS
Step Action
1. Navigate to Workforce Administration > Mobility > Mobility Locations
Step Action
2. Search for the BU of the location you wish to Suspend
Step Action
3 Untick the ‘Outbound’ tick box to suspend a location. Save. Note: When a location is suspended, candidates based in that location that have open applications will receive an auto generated email advising them their location has suspended all outbound mobility requests.
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3.7 Validating Legacy Dates
When an applicant has provided a legacy date for their application, they are requested to validate this when they reach the top 10 placement on waitlist. The applicant will raise a manual self-service case to PeoplePoint CMT team to process. (Legacy Dates are outlined in section 1.1 Step 9)
Step Action
1. Navigate to Main Menu > Workforce Administration > Mobility > Mobility Data
2. View Mobility Application for Employee
3. Click “Validate Date” Note: The mobility status for the employee will be updated from ‘Pending Employee’ to ‘On Waitlist’
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3.6 Automated Cancelation of Requests
Mobility requests are automatically cancelled when an employee changes Grade (i.e. Job code), Organisation (i.e. Business Unit) or is terminated. The below example shows an employee with multiple requests with a status of “On Waitlist” that is now leaving the Civil Service.
The status of all mobility requests made by that employee have now been updated to “Cancelled”
Step Action
1. Navigate to Main Menu > Workforce Administration > Job Information > Job Data
2. Enter the criteria relevant to the employee in question and press “Search”
3. Add a new row to the employees Job record by clicking the button
4. Add the date that the termination is effective from an Action of “Termination” and the relevant Action Reason
6. Click “Save”
