Department Specific Data Wizard (DEPTDW)

This page allows you to create a new session or search for an existing session. You can search an existing session using Session Number, Session Description, Session Status, From and To. Session Status can be either In Progress or Complete.

Any session where the transactions are created is set to Complete Session Status. No changes can be made within the wizard steps for a session which is in Complete Session Status.

Any session where the transactions are not yet created – user can be either on selection, revision or review step - is called In Progress Session Status.

Each session can be opened or deleted using the row-level action within the grid. If Open Session is selected within the row-level action menu and the Session Status is set to In Progress, the user is navigated to the Selection Criteria page of the wizard. If Open Session is selected within the row-level action and the Session Status is set to Complete, the user is navigated to the Create and Review Transactions page of the wizard. If Delete Session is selected within the row-level action, only the session is deleted and not any transactions that might have been created by the wizard.

This page allows you to search for employees for whom Department Specific Data needs to be modified. You can search an employee using the search fields within the Selection Criteria page.

Once you enter the Selection Criteria and click on Continue, you will be navigated to the Employee Selection page which lists all the employees that match the entered selection criteria. On this page you can select all employees or only those employees that need a revision. The system will not allow you to move to the next page without selecting any employees on this page.

Selecting the View Timeslice button  available on each row  opens up a pop-up window that displays the complete timeslices for the selected employee. This can be used for reviewing the previous Department Specific Data (DEPTD) details for the employee. You can close the pop-up and click on View Timeslice button for another employee to view the timeslice for that employee. Users can go back to Selection Criteria make changes to the selection criteria parameters and further refine the selection if required.

Once you select the employees to be processed for revision and click on Continue, you will be navigated to the Revised Attributes tab. This page consists of all the fields that exist on the Department Specific Data transaction. You can enter in the revision details that will be updated on the DEPTD transactions that is created through the wizard during the current session. If any field on the Revised Attributes tab is left empty, then the original field values from the current DEPTD transaction will carry forward to the new DEPTD that is created. Only  fields that are updated will be revised.

On the Revision Criteria tab, users can choose to update all future timeslices of the DEPTD transaction by selecting the Update Future Timeslices check box. When this flag is used, DEPTDW updates all future timeslices of the DEPTD transaction based on the revision criteria, for the selected employees, whoever has future dated DEPTD time slices.

For example, if an employee has 3 time slices of DEPTD as given below with Supervisor as ‘James Horton’:

1/1/2024 - 4/30/2024 -> James Horton

5/1/2024 - 8/31/2024 -> James Horton

9/1/2024 - 12/31/9999 -> James Horton

The wizard updates the middle time slice with a From Date of 5/15/2024 and supervisor as ‘Maria Carrey’, then 2 new DEPTD are created that results in overall 4 time slices with the last 2 time slices updated with the revised criteria as follows:

1/1/2024 - 4/30/2024 -> James Horton

5/1/2024 - 5/14/2024 -> James Horton

5/15/2024 - 8/31/2024 -> Maria Carrey

9/1/2024 - 12/31/9999 -> Maria Carrey

If the Update Future Timeslice flag is not selected, then the timeslices will be updated as follows:

1/1/2024 - 4/30/2024 -> James Horton

5/1/2024 - 5/14/2024 -> James Horton

5/15/2024 - 8/31/2024 -> Maria Carrey

9/1/2024 - 12/31/9999 -> James Horton
 

This page allows the user to review the changes before creating the DEPTD transactions. The scalar section allows you to first review the Session Number and Session Description. The Transaction ID Prefix field allows you to enter a prefix that will be added to the Transaction ID for each record created by the wizard. An entry needs to be created on the Auto Numbering (ADNT) page for the Transaction ID Prefix that is used on the wizard.

When you navigate to this page after entering the revised attributes, the Employee ID, Appointment ID, From Date, and Supervisor ID columns are populated on the grid. If the supervisor details are revised then the new supervisor details will display here, otherwise information from the current DEPTD is displayed here.

Once you click the Create Transactions button, the DEPTD transactions is created based on the information entered on the Revised Attributes page and the rest of the grid is updated with the Transaction Code, Transaction Department, Transaction ID, Phase and Status.

If the Submit Transactions check box is cleared, transactions are created in a Phase/Status of Draft/Held. If Submit Transactions is selected and Bypass Approvals is selected or cleared, the DEPTD transactions is submitted. Once the transactions are created, the Submit Transactions button appeared if one or more of the transactions are set to the Phase of Draft. When selected, it will submit the created DEPTD transactions. If one transaction is already in the Phase of Final, it will be skipped, and processing will continue to the next transaction. The transaction Status is color-coded to depict transactions in Draft, Final, Conflict Draft or Rejected.

On the wizard if the user saves and exits the session before creating the transactions, when the user comes back to the session, then the previously entered data on the Selection Criteria and Revised Attributes tabs is retained. The user needs to select the employees again and create the transactions. This is to ensure that the user is always updating the current data.