Summary

In Workday, it is possible to configure a consolidated template for the Change Job business process to exclude the "Propose Compensation Change" step for specific reasons without necessarily requiring two separate business process definitions. This can be achieved by leveraging rule-based business process definitions and setting up condition rules.

When configuring the Change Job business process, the "Propose Compensation Change" step can be made the last step in the process order. If this step is not included, Workday initiates an automatic compensation change process, but this does not allow for an "Employee Visibility Date."

To conditionally skip the "Propose Compensation Change" step for certain Change Job reasons, you can:

• Implement condition rules on the "Propose Compensation Change" step itself to trigger only when specific conditions are met (e.g., for certain "Compensation Change Only" reason codes).
• Add validation rules to prevent compensation numbers from being changed if the process originates from recruiting, or add condition rules to skip approvals in such cases.
• Configure all steps within "Propose Compensation Change" (except the initiation step) with a condition rule to automatically complete without requiring a compensation change, while still reflecting the compensation change in the worker's profile, particularly when moving an internal candidate to "Ready to Hire" where "Employment Agreement" data is automatically populated.

A known limitation exists where users might still be able to propose changes even if a step condition for that subprocess is not satisfied. In such cases, the proposed changes are dropped upon completion if the conditions were not met, leading to a confusing user experience. A workaround is to avoid "gluing" the "Propose Compensation Change" step and instead configure it to follow the "Change Job" task directly, though this might lead to a two-step review process.

Retrieved from Workday

From Vendor

1. Separate Business Process Definitions

   • Workday allows you to create rule-based business process definitions that are not solely constrained by organizations. This enables you to follow different paths depending on the role of the initiator or support different process flows for various functional situations
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     3. You can update a specific business process definition without affecting others, allowing for optimized business process definitions to meet specific requirements
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   • You can create a hierarchy of condition rules to determine which rule-based business process definition Workday selects at runtime. Workday stops processing when the first rule is satisfied
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     3. If no condition rule is satisfied, Workday uses the business process definition configured for the event target's organization
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2. Configuring Consolidated Templates to Exclude Propose Compensation Change

   • You can configure consolidated templates for the Change Job business process. If you configure the "Propose Compensation Change" step, ensure it is the last step in the process order
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   • If the "Propose Compensation Change" step is not included in the "Change Job" or "Edit Position" business process definitions, Workday initiates the "Automatic Compensation Change for Position Change Event" process when transactions result in a compensation-related change (e.g., location or FTE%). This automatic process does not allow for an "Employee Visibility Date" to be applied
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   • When using the Bulk Automated Accrual Adjustment service step on the Change Job business process, you must remove the "Automated Accrual Adjustment" service step. Using both in the same business process definition will result in an error
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     11. However, they can be used on different business process definitions, such as replacing the automated step with the bulk automated step in EIB business process definitions while retaining the automated step for UI-initiated processes
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From Customers

1. It is generally not recommended to skip the "Propose Compensation Change" sub-BP in the "Change Job" BP, as doing so may prevent compensation changes from the offer from being reflected in the worker's profile. Instead, it is suggested to keep the sub-BP and add it to the "Consolidate BP Template of Change Job" to address the issue
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2. Workday's "Edit Tenant Setup - HCM" setting for "Offer/Employment Agreement Compensation: Autocomplete Compensation on Propose Compensation Hire" only works for "Propose Comp for HIRE", not for "Change"
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3. You cannot build a rule to skip the "Propose Comp Change" step itself, whether it originates from Recruiting or not. If the "Propose Compensation Change" subprocess is not called (either by gluing it to the "Change Job Template" or including it as a subprocess of "Change Job"), no compensation changes will occur as part of the overall "Change Job" process
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4. An alternative is to add validation rules to prevent compensation numbers from being changed if the process is coming from Recruiting, or add condition rules to skip approvals if coming from Recruiting
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5. For scenarios where a compensation change is not necessary for all "Change Job" reasons (e.g., a contract extension versus a promotion), there is a known limitation when using consolidated templates with step conditions. Workday allows users to propose changes even if a step condition for that subprocess is not satisfied. This means a manager might be able to propose a compensation change even when the "Change Job Reason" is "Contract Extension" and a condition exists for "Promotion". When the process reaches completion, any proposed changes are dropped because the step conditions were not met
   12. This can lead to a confusing user experience
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6. One workaround for this limitation is to not glue the "Propose Compensation Change" step, and instead configure it to come directly after the "Change Job" task so users can complete initiating tasks consecutively
   12. However, this might result in a two-step review process instead of a one-step review
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7. Another approach involves setting up conditions on the "Propose Compensation Change" step (as a sub-process of "Change Job") to only trigger when specific conditions are met, such as a "Compensation Change Only" reason code
   13.1. To make this feasible for simple compensation changes, you might need to set up conditions on all unnecessary steps when using a "Compensation Change Only" reason code
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8. When moving an internal candidate to the "Ready to Hire" stage, Workday automatically populates "Employment Agreement" data on the "Change Job" process. To ensure corresponding "Employment Agreement" data is automatically populated, you must configure steps like "Propose Compensation" within the "Change Job" business process
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   7.20. You can add a condition rule to all steps within "Propose Compensation Change" (except the initiation step) to have it automatically complete without requiring a compensation change, while still reflecting the compensation change in the worker's profile
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