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Submitting Requests for a Mass Job Update in HRS

Overview

A Mass Update is a batch process to assist the institutions with large amount of data that needs to be changed in HRS. This document will outline the steps and details necessary to utilize the HR Mass Job Update process.

Process Considerations:

  • The HR Mass Job Update process is designed for making more than 100 employee changes.  Fewer changes are handled most efficiently by hand-keying.
  • Email request must be sent to UW-Shared Services Customer Support team via an Ivanti Call ticket three weeks prior to Pay Period Start Date: serviceoperations@uwss.wisconsin.edu.
  • UW-Shared Services will run a query based on the desired selection criteria and populate a Mass Update Excel template specific to the type of data being updated.
  • The pre-populated template will be returned to the institution for review and updating. Once review is complete it must be returned to UW-Shared Services a minimum of two weeks prior to the final calc and confirm for the first affected pay period.
  • UW-Shared Services will process the mass job update in HRS within one week of receiving the finalized Excel template.  A report will be provided to the institution upon completion, detailing the records that were updated and any errors.
  • Retroactive pay increases are not allowed per policy.
  • Updates can be performed on:
    • Compensation Rate
    • Expected Job End Date (EJED)
    • Student Help Termination
    • Reports To
    • Organizational Department tied to a Job
    • Location tied to a Job
You may click on the links below to navigate directly to a section:

Instructions

A. Submit Request

To initiate a Mass Job Update request, email UW-Shared Services Customer Support at serviceoperations@uwss.wisconsin.edu with the following information:

  1. Type of update to be performed (e.g., Compensation, Location, Org Dept, etc.)
  2. Desired selection criteria of population (e.g., Dept ID, Empl Classes, etc.)
  3. The target Job row Effective Date; in most cases, this should be the first day of a pay period
  4. Which payroll you are aiming to have the updates completed by or other timing considerations
Submit your request three weeks before the target pay period start date to ensure updates are completed in the desired time frame.

B. Excel Template Review

  1. A pre-populated template will be emailed to the requester.  Review, update and return the template and confirm for the first affected pay period.
  2. The Cover Sheet tab identifies which fields are required for the upload.
  3. If there are employees in the list who should not receive a change, DELETE the row from the spreadsheet.  Do NOT use filters or hide employees.
  4. Once you have verified the data is correct, reply to the ticket email and attach the updated file.
  5. We recommend having records loaded into HRS before the first preliminary calculation of the payroll requested.

C. Mass Update Complete

  1. The Mass Job Update results will be emailed to the requester.  It will include several tabs:
  • Summary
  • Updated - All job rows that were successfully loaded
  • Errors - All job rows that could not be loaded
  • Warnings - All job rows that were updated but require review.
      2.  It is up to the institution to review the errors/warnings and work as needed.

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Additional Resources

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Keywords:
compensation comprate ejed expected job end date termination reports to org dept organizational department location address 
Doc ID:
94945
Owned by:
Jessica R. in UW–Shared Services
Created:
2019-10-11
Updated:
2024-05-14
Sites:
UW–Shared Services