The role page is such a useful part of any organisations employee management.
Make sure that you know the important changes to include when adjust employee's role
When changing an employee’s job in Flare you should first navigate to Employees > Employee Details > Role. Select the edit drop down arrow to display the divisions, departments and jobs structure.
Ensure when changing this that you start from the highest branch on the tree, ‘Division’, and move down. Select the ‘Division’ that the employee is assigned to, then it will proceed to show the ‘Departments’ that have been assigned to that division. Once the appropriate department has been selected, the different job titles will be displayed to be selected.
Once the final new position has been allocated a ‘Change management’ screen will be displayed to confirm the changes. Ensure that you fill in the start date that this change is effective from as well as any reasoning and/or comments that may be necessary. Finally select ‘Submit’ to confirm the change.
No changes to ‘Job Description’ or ‘Formal job descriptions’ need to be changed as these will be auto-populated by Flare with the appropriate documents and descriptions.
Next to consider is which Legal Entity the employee is designated to, as well as their location. At the top of the Role page in Flare, is the legal entity to choose from. Select the drop down box and choose the appropriate legal entity.
Next ensure that the ‘Location’ drop down is selected to the appropriate location for that legal entity too. Location can be found under the main heading ‘Employment’ on the role page. Locations are assigned to legal entities and so only these locations will appear.
Ensure that the correct Employment basis is set for employees. This is not auto populated and so is very important that it is not forgotten during employee role changes. This can be found on the Role page under ‘Employment’ and is called Employment type*.
Adjustments to reporting lines and managers are necessary to ensure are correct when making employee changes. These reporting line adjustments are found under ‘Position management’. If the employee’s job is changing within the same location, this may mean that their manager, or the person they report to, will remain the same. The easiest way to make a position change will be to rename their position by selecting the Rename button next to the Position box.
Alternatively, if there is a change across locations, or in the person they are reporting to, this can be achieved by selecting the Edit drop down arrow, to extend the position management box. If the job they are moving to already exists and is replacing an employee that has left, select the drop down box for the Position selection. If it is a new position then click new position and type in the name for the position. Ensure to select the appropriate person they are reporting to by selecting them from the drop down box. Make sure to select Set position to lock down your choices.
Make sure that the Pay group is appropriately allocated to this employee in their new position. Make sure that this is selected to the appropriate pay group, as well as Award for that employee. Pay group’s can be found under ‘Payroll (Base settings)’ on the Role page.
Once a new job and legal entity has been allocated, you must ensure that they have the correct work pattern assigned to the employee. Whilst a greyed-out box to view work pattern is found under the ‘Payroll (base settings)’ section, to change a work pattern you must scroll down further to find ‘Work pattern history’. Select the ‘Edit’ drop down box on the right corner to reveal more details. Select Manage, to change the work pattern.
A new screen will appear that will allow you to select a work pattern (from another drop down list). To gain more insight into specifically the days and hours this work pattern is assigned to, select the ‘Rule detail’ drop down. If the work pattern you need is not in this list, you will need to contact your system administrator. Ensure that an effective date is chosen, as well as the type and reason for the change, plus extra comments that may be necessary. Click Set at the bottom of the page to confirm the change.