Probation Change
Explanation
The Probation Change activity, part of the Employment Lifecycle Change Request
process, involves managing an individual’s probationary or trial period generally associated with a new
employment.
The Probation Change process begins when the manager receives a notification, either via email
(Event ID: PROBATION_ENDING_NOTIFICATION) or through the -PROBATION
ENDING- lobby element in the People and Organization lobby in
Manager Services. This notification informs the manager that a probation change is due
for their supervised Persons. By default, the lobby element displays the Probation
Information of Persons whose probation is set to expire within 14 days from the system
date. Based on this notification, the manager initiates the request.
In the Probation Change process, the Current Probation Information for
individuals is displayed based on their Personal Files, organized by their
Employment Company. This information is filtered according to the logged-in user’s access
privileges. If available, the most recent probation record, will be displayed when creating the request for the
selected Persons.
In the New Probation Information section for a selected Person, the manager
can view the Performance Evaluation, if available.
Viewing Performance Evaluation Details:
- When a Person has Current Probation Information:
- The displayed Performance Evaluation is determined by comparing:
- The Valid From date of the Current Probation Information.
- The Performance Period’s Validity Period of the
Performance Evaluation.
- It includes:
- Performance Evaluations within the Person's Probation
Information period.
- Any future Performance Evaluations after the Current
Probation's Valid From date.
- When a Person does not have Current Probation Information:
- Performance Evaluation will only be visible once New Probation
Information is added.
- Once added, the displayed Performance Evaluation is determined by comparing:
- The Valid From date of the New Probation Information
- The Performance Period’s Validity Period of the
Performance Evaluation
- It includes:
- Performance Evaluations within the Person's New
Probation Information period
- Any future Performance Evaluations after the New Probation's
Valid From date
The Performance Evaluation option allows the manager to view the summary, including the
Employee Objectives, Employee Activities, Employee Performance
Criteria, and Review Meetings. All relevant Performance Evaluations are
shown based on the specified date criteria, with the most recent Performance Evaluation displayed
by default for the system date.
To proceed with the new Probation Information changes for the selected
Person(s), the New Probation Information section is available. In this section,
the manager can add or update the Probation Information for all the selected
Person(s).
Setting a New Probation Status
- When selecting a new Probation Status, the system automatically suggests the Valid
From and Valid To dates based on the logic defined in the Probation
Setup page.
- The manager can edit the Valid From and Valid To dates if needed.
- For system-defined Probation Statuses, the Valid To field remains empty by
default.
Handling Duplicate Probation Statuses and Overlapping Periods
- If the same Probation Status is applied to the Person’s
Employment within the same Company, the system will Alert the
manager in the designated notification area.
- If the validity period of the newly added Probation Information overlaps with an existing
Probation Information record for the Person’s Employment
within the same Company, an error message will be displayed. This prevents further progress
until the overlap is resolved.
Adding a Manager Remark and Completing the Process
- The manager can add a Manager Remark, if required.
- After entering the necessary details, they can proceed to complete the process of adding the New
Probation Information.
Updating Probation Change Information Following Change Request Approval
- The Personal File will be updated with a new record reflecting the updated
information under the Probation Information section in the Personal File -
Assignment sub-section.
- The Probation Information section within the Employee File - Employment
Information - Employment sub-section will be revised to include the new details regarding the
Person's Employment within their respective Company.
Prerequisites
- Probation Setup: Must be registered in the system when proceeding with changes to probation
information.
- Lifecycle Change Request Configuration: Must be registered in the system.
- Persons: Must be registered in the system with associated Employment in
Companies.
System Effects
This activity enables the manager to create an Employment Lifecycle Change Request for individuals undergoing a
Probation Change, ensuring the seamless processing of required adjustments.