People Lifecycle Changes (Mid-Employment)

Departments will have greater control and transparency across People Lifecycle (Mid-Employment) changes and the management of vacant positions. The changes include updates to processes such as approvals to appoint (ATA), creating new positions, refilling existing positions, changes to working hours, fixed-term contracts, changes to contract types, and changes that don't require approval.

Key Changes

Approvals to Appoint (ATA)

We've reduced the number of approval stages that a request must pass through in order to speed up the approval process.

This applies to:

Creating a new position
Requests to refill a vacant position (with or without changes)
Changes to an existing position

When a workflow is triggered that requires approval, it will automatically be directed to:

Central Finance - to ensure the request is costed within the relevant financial envelope
Head of Department (HoD) - for final departmental sign-off

The Head of Department approval will be the final step in the approval process, after which the final action (e.g. creation of a position) will be triggered in the system.

Please note that this applies to all requests, including fully funded research (R-coded) fixed-term positions which were previously approved automatically.

Creating a new position

There will be an updated process for creating a new position within your departmental structure in SuccessFactors. Once the position has been created, it will be submitted to begin the AtA approval process.

Requesting a Refill of a Vacant Positions

Updates will also be introduced to how departments request to refill vacant positions.

Refilling a vacant position without changes:

Update the Rationale field to provide the required details.
Upload supporting documentation if required.
Submit the request to begin the AtA approval process.

Refilling a vacant position with changes

Make the required updates, such as changes to hours or FTE.
Update the Rationale field to explain the changes.
Submit the request to begin the AtA approval process.

Changes to working hours

There will be an updated process for changing the working hours or FTE for both a position and the associated employee, this will now be done within SuccessFactors.

Fixed-Term Contract to Indefinite

Changes will also be introduced to how departments update an employee’s contract type, including moving from a fixed-term contract to an indefinite contract, now done within SuccessFactors.

Fixed-Term Contract Extensions

There will be an updated process for extending a fixed-term contract, including extending the associated funding end date where applicable.

Non-AtA Changes to a Position

Some updates to positions will not trigger an AtA approval process. Departments will be able to update the following fields directly:

Status
Position title
Funding or project name
Working arrangements
HESA/REF section
Line manager

Changes to Cost Codes will continue to follow the current workflow.

Briefing Session

If any of these processes fall within your remit or job role, please register for a briefing session to find out more.

If you have any questions please email us at: Ignite@warwick.ac.uk