Change Requests for HR Officers

As HR Officer, you can submit a change request on behalf of an employee or her/his line manager and make the final review and approval for all change requests.

Submit a change request

1. Click Change Requests from the left sidebar menu.
2. Click    at the top-right hand corner of the Change Requests screen.
   New Change Request form opens.
3. In the Employee field, find the direct report you wish to make changes for. Select the employee.
4. Click Type of Change Request to open the dropdown options of what you can request.
   
   Name

   By default, all the fields show your current information. You can edit any and all the relevant fields you wish to update. Remember that you must have at least one updated field in order to submit the change request.

   
   

   Change Request Details

   Field	Description
   Title	Optional. Select from the dropdown options of prefixes.
   First Name	Required. You can click    in the right-hand side of the field to clear and enter the new value. If you wish to retain the current information, then leave the default value in.
   Display Name	Required. You can click    in the right-hand side of the field to clear and enter the new value. If you wish to retain the current information, then leave the default value in.
   Middle Name	Optional. You can click    in the right-hand side of the field to clear and enter the new value.
   Last Name	Required. You can click    in the right-hand side of the field to clear and enter the new value. If you wish to retain the current information, then leave the default value in.
   Email	Required. You can click    in the right-hand side of the field to clear and enter the new value following the valid email format mail@email.com. If you wish to retain the current information, then leave the default value in.
   Reason for Change Request	Optional. Free-text field to enter the reason for your request.

   Preferred Correspondence Address

   By default, all the fields show your current information. You can edit any and all the relevant fields you wish to update. Remember that you must have at least one updated field in order to submit the change request.

   
   

   Change Request Details

   Field	Description
   Street Address	Optional. You can click    in the right-hand side of the field to clear and enter the new value.
   Locality Address	Optional. You can click    in the right-hand side of the field to clear and enter the new value.
   Postal Town	Optional. Select from the dropdown options.
   Post Code	Optional. You can click    in the right-hand side of the field to clear and enter the new value.
   Reason for Change Request	Optional. Free-text field to enter the reason for your request.

   Emergency Contact

   By default, all the fields show your current information. You can edit any and all the relevant fields you wish to update. Remember that you must have at least one updated field in order to submit the change request.

   
   

   Change Request Details

   Field	Description
   Emergency Contact Name	Optional. You can click    in the right-hand side of the field to clear and enter the updated name for your emergency contact.
   Contact Number	Optional. You can click    in the right-hand side of the field to clear and enter the updated emergency contact number.
   Relationship	Optional. You can click    in the right-hand side of the field to clear and enter the updated relationship to your emergency contact.
   Reason for Change Request	Optional. Free-text field to enter the reason for your request.

   Qualifications

   By default, all the fields show your current information. You can edit any and all the relevant fields you wish to update. Remember that you must have at least one updated field in order to submit the change request.

   
   

   Change Request Details

   Field	Description
   Education Level	Optional. Find the updated value from the dropdown options and click to select.
   Experience	Optional. You can click    in the right-hand side of the field to clear and enter your updated work experience.
   New Certifications	Optional. If you want to remove the current certifications you have, click    in the right-hand side of the field to clear the list. If you wish to keep these certifications, make sure you append the title of your new certification/s to the list to add them.
   Supporting Documents	Optional. Click the field to upload PNG, JPEG or PDF file. You can upload multiple files.
   Reason for Change Request	Optional. Free-text field to enter the reason for your request.

   Work Hours

   There are two types of work hour changes. In the field I would like to request change in, select from one of the two options:

   1. Time I start and end my workday which allows you to adjust the start, end and break times while maintaining your total weekly hours.

      Field	Description
      Start	Required. Select from the dropdown options for your preferred time to start the day. Info The hours are in 24 hour format. The earliest hour you can select is predetermined based on the time that BUK opens for the day.
      End	Required. Select from the dropdown options for your preferred time to end the day. Info The hours are in 24 hour format. The latest hour you can select is predetermined based on the time that BUK closes for the day.
      Break	Optional. Select from the dropdown options for your preferred break time in in minutes.
      Reason for Change Request	Optional. Free-text field to enter the reason for your request.

      Important

      The total weekly work hours will turn red until you have allocated the current total weekly hours. You will not be able to submit the request until you match your current total weekly hours.

   2. My total weekly hours, where you can request for new work hours each day that would effectively change your total weekly hours.

      Field	Description
      Day	Required. Your workdays are currently ticked, by default. You can untick the day you wish to remove or tick the day you wish to add.
      Start	Required. Select from the dropdown options for your preferred time to start the day. Info The hours are in 24 hour format. The earliest hour you can select is predetermined based on the time that BUK opens for the day.
      End	Required. Select from the dropdown options for your preferred time to end the day. Info The hours are in 24 hour format. The latest hour you can select is predetermined based on the time that BUK closes for the day.
      Break	Optional. Select from the dropdown options for your preferred break time in in minutes.
      Reason for Change Request	Required. Free-text field to enter the reason for your request.

   Resignation

   Change Request Details

   Field	Description
   Date of Resignation	Required. Click    to set the date you wish to resign.
   Notice Period	Display-only field that shows the notice period set for you.
   Letter of Resignation	Required. Click the field to upload PNG, JPEG or PDF file.
   Reason for Change Request	Required. Free-text field to enter the reason for your request.

   Grade and Sub-grade

   Change Request Details

   Field	Description
   Grade	Select 0 to 7 from the dropdown options.
   Sub-grade	Select 0.0 to 0.3 from the dropdown options.
   Reason for Change Request	Required. Free-text field stating your reason for submitting the change request.

   Job Title/Description (to update current job description)

   Change Request Details

   1. Current Job Title shows the employee's current job title. In the Web app, you can click    to open the current job description as view-only in a new tab. This is to allow you to switch between tabs should you wish to compare the current job description with the changes you wish to make.

      Important

      Make sure you leave     Move to a new job? unticked.

   2. Under the Edit Job Description section you'll find three tabs - Overview, Tasks and Competencies. By default, the fields in these tabs bear the employee's current information for your reference. You can update them accordingly:
      
      OverviewTasksCompetencies

      Changes here will be applied to the employee's Job Description tab in her/his profile in the Web and iOS app.

      Field	Description
      Main Purpose and Function of Job	Optional. To edit: Click    in the right-hand side of the field. The Main Purpose and Function of Job popup window opens. Click    at the bottom of the popup window to clear the field. Or, you can edit the existing text. As you start making amends or if you chose to clear the text,    appears left of the    button. This allows you to revert back to the current purpose of the job. Click Done at the top-right hand corner or Cancel if you wish to retain the current text.
      Headcount Responsibility	Optional. Click to edit the numeric field or    to clear.
      Geographical Area	Optional. Click to select from the dropdown options or    to clear.
      Budget Accountability	Optional. Click to edit the alphanumeric field or    to clear.
      Expected Nights Away	Optional. Click to select from the dropdown options or    to clear.

      You can add, edit or delete critical and general tasks. Changes here will be applied to the employee's current appraisal record for the current fiscal year.

      
      

      To add a new task:

      1. Click    Add at the top-right hand of the Critical Tasks or General Tasks section.
      2. In the Add (Critical or General) Task popup window, enter the new task.
      3. Click Done to add the task or Cancel to return to the list.

      
      

      To edit an existing task:

      1. Click on the task that you wish to edit.
      2. In the Edit (Critical or General) Task popup window, update the task.
         You can utilize the following features as you edit:
         • To clear the text, click    at the bottom right of the window.
         • To revert the changes you made and restore the task from the job description, click  .
      3. Click Done to apply the changes or Cancel to return to the list.

      
      

      To delete an existing task:

      1. Click    at the right-hand side of the task you wish to remove. The task is disabled to indicate that it will be removed from the employee's job description following approval of the request.
      2. In the event you wish to restore the task click    button.

      Manage core competencies, job-specific competencies and department competencies. Changes here will be applied to the employee's current appraisal record for the current fiscal year.

      1. Click   Manage at the top-right hand of each of the section for Core Competencies, Job-specific Competencies or Department Competencies.
      2. In the Manage Competencies popup window, you can search and tick the competency you wish to assign. You can also untick the competency you wish to remove.
      3. Click Done to apply the changes or Cancel to return to the list.
      4. Alternatively, you can also remove a competency from the competency tab by clicking    at the right-hand side of the list item you wish to remove. The competency is disabled to indicate that it will be removed; in the event you wish to restore the competency click    button.
   3. Enter Reason for Change Request. This is required.

   Job Title/Description (to move to another job)

   Change Request Details

   1. Current Job Title shows the employee's current job title. In the Web app, you can click    to open the current job description as view-only in a new tab. This is to allow you to switch between tabs should you wish to compare the current job description with the changes you wish to make.
   2. Tick    Move to a new job?.
   3. Click New Job Title input field to open the job title options. Search or browse and select the appropriate job title.
   4. In the Start Date for New Job click    to set the date you wish to apply the change.
   5. You can then make the relevant changes to the job description.
      Under the Edit Job Description section you'll find three tabs - Overview, Tasks and Competencies. By default, the fields in these tabs bear the employee's current information for your reference. You can update them accordingly:
      
      OverviewTasksCompetencies

      Changes here will be applied to the employee's Job Description tab in her/his profile in the Web and iOS app.

      Field	Description
      Main Purpose and Function of Job	Optional. To edit: Click    in the right-hand side of the field. The Main Purpose and Function of Job popup window opens. Click    at the bottom of the popup window to clear the field. Or, you can edit the existing text. As you start making amends or if you chose to clear the text,    appears left of the    button. This allows you to revert back to the current purpose of the job. Click Done at the top-right hand corner or Cancel if you wish to retain the current text.
      Headcount Responsibility	Optional. Click to edit the numeric field or    to clear.
      Geographical Area	Optional. Click to select from the dropdown options or    to clear.
      Budget Accountability	Optional. Click to edit the alphanumeric field or    to clear.
      Expected Nights Away	Optional. Click to select from the dropdown options or    to clear.

      You can add, edit or delete critical and general tasks. Changes here will be applied to the employee's current appraisal record for the current fiscal year.

      
      

      To add a new task:

      1. Click    Add at the top-right hand of the Critical Tasks or General Tasks section.
      2. In the Add (Critical or General) Task popup window, enter the new task.
      3. Click Done to add the task or Cancel to return to the list.

      
      

      To edit an existing task:

      1. Click on the task that you wish to edit.
      2. In the Edit (Critical or General) Task popup window, update the task.
         You can utilize the following features as you edit:
         • To clear the text, click    at the bottom right of the window.
         • To revert the changes you made and restore the task from the job description, click  .
      3. Click Done to apply the changes or Cancel to return to the list.

      
      

      To delete an existing task:

      1. Click    at the right-hand side of the task you wish to remove. The task is disabled to indicate that it will be removed from the employee's job description following approval of the request.
      2. In the event you wish to restore the task click    button.

      Manage core competencies, job-specific competencies and department competencies. Changes here will be applied to the employee's current appraisal record for the current fiscal year.

      1. Click   Manage at the top-right hand of each of the section for Core Competencies, Job-specific Competencies or Department Competencies.
      2. In the Manage Competencies popup window, you can search and tick the competency you wish to assign. You can also untick the competency you wish to remove.
      3. Click Done to apply the changes or Cancel to return to the list.
      4. Alternatively, you can also remove a competency from the competency tab by clicking    at the right-hand side of the list item you wish to remove. The competency is disabled to indicate that it will be removed; in the event you wish to restore the competency click    button.
   6. Enter Reason for Change Request. This is required.

   Job Title/Description (to move to a proposed new job)

   Change Request Details

   1. Current Job Title shows the employee's current job title. In the Web app, you can click    to open the current job description as view-only in a new tab. This is to allow you to switch between tabs should you wish to compare the current job description with the changes you wish to make.
   2. Tick    Move to a new job?.
   3. Click    Add new job below the New Job Title field.

      Important

      You must leave the New Job Title field empty. This will be populated later.

   4. Add new job title popup opens.
      You can choose to import the details from the current job description and edit them as you see fit, or you can opt to manually enter the following:

      Field	Description
      Job Title	Required. Unique alphanumeric characters for the job title.
      Division	Required. Find the applicable division and click to select from the list. Import from current job To copy the details from the employee's current job, click    Import from current job at the bottom-right of the window. This will copy and populate the division, sub-division, department, team and main purpose and function of job. You can still amend as you see fit.
      Sub-Division	Optional. Find the applicable sub-division and click to select from the list. Info The list of sub-divisions is filtered to show only the relevant sub-divisions under the division you selected above. Consequently, the sub-division you select will filter the relevant departments that will be presented to you below.
      Department	Required. Find the applicable department and click to select from the list. Info The list of departments is filtered to show only the relevant departments under the division and sub-division you selected above. Consequently, the department you select will filter the relevant teams that will be presented to you below.
      Team	Optional. Find the applicable team and click to select from the list. Info The list of teams is filtered to show only the relevant teams under the division > sub-division > department you selected above.

   5. Click Submit in the top-right hand of the Add new job title popup.
      New Job Title field is populated with the job title that you created. If you wish to make amends to the organisational units that you have assigned, click    to open the popup window.
      If you wish to clear and reset the new job title, click   . You cannot undo this action.
   6. In the Start Date for New Job click    to set the date you wish to apply the change.
   7. You can continue to complete the job description in the Edit Job Description section.
      OverviewTasksCompetencies

      Changes here will be applied to the employee's Job Description tab in her/his profile in the Web and iOS app.

      Field	Description
      Main Purpose and Function of Job	Optional. To edit: Click    in the right-hand side of the field. The Main Purpose and Function of Job popup window opens. Click    at the bottom of the popup window to clear the field. Or, you can edit the existing text. As you start making amends or if you chose to clear the text,    appears left of the    button. This allows you to revert back to the current purpose of the job. Click Done at the top-right hand corner or Cancel if you wish to retain the current text.
      Headcount Responsibility	Optional. Click to edit the numeric field or    to clear.
      Geographical Area	Optional. Click to select from the dropdown options or    to clear.
      Budget Accountability	Optional. Click to edit the alphanumeric field or    to clear.
      Expected Nights Away	Optional. Click to select from the dropdown options or    to clear.

      You can add a new task, import the tasks from the current job description and edit or delete as you see fit.

      
      

      To add a new task:

      1. Click    Add at the top-right hand of the Critical Tasks or General Tasks section.
      2. In the Add (Critical or General) Task popup window, enter the new task.
      3. Click Done to add the task or Cancel to return to the list.

      
      

      To import the tasks from the current job description:

      1. Click    Import from current job.

      
      

      To edit an existing task:

      1. Click the task you wish to edit.
      2. In the Edit (Critical or General) Task popup window, update the task.
         To clear all the text, click    at the bottom right of the window.
      3. Click Done to apply the changes or Cancel to return to the list.

      
      

      To delete an existing task:

      1. Click    at the right-hand side of the task you wish to remove.
      2. Should you wish to restore the the deleted task, click    Import from current job.

      Manage core competencies, job-specific competencies and department competencies. To facilitate the setting up, you can import the competencies set from the employee's current job description.

      
      

      To import the competencies:

      1. Click    Import from current job.

      
      

      To assign or unassign competencies:

      1. Click   Manage at the top-right hand of each of the section of Core Competencies, Job-specific Competencies or Department Competencies.
      2. In the Manage Competencies popup window, you can search and tick the competency you wish to assign. You can also untick the competency you wish to remove.
      3. Click Done to apply the changes or Cancel to return to the list.

      
      

      In the list of competencies, you can alternatively manage the competencies:

      1. Click    at the right-hand side of the competency you wish to remove.
      2. To restore the unassigned competency, click    Import from current job.
         You can also click   Manage to accomplish the same.
   8. Enter Reason for Change Request. This is required.

   Salary/Commission Review

   Change Request Details

   Field	Description
   Proposed Annual Base Salary	Required for employees who receive a base salary but not commission. Enter numeric value for new salary. For employees with commission where you want to retain the base salary, you can keep this field blank.
   Proposed Annual Commission	This field only appears to employees with commission. Enter numeric value for new commission.
   Proposed Total OTE	Automatically computed as sum of commissions and base salary, as may be applicable. The percent indicated after    refers to the increase (or decrease) between the current and proposed OTE.
   Proposed Effective Date	Required. Click    to set the date you wish to apply the change.
   Supporting Documents	Required. You need to upload file/s in PNG, JPEG or PDF format as evidence to support the request.
   Reason for Change Request	Required. Free-text field stating your reason for submitting the change request.

5. Click Submit.
6. A confirmation message with the next step appear. Click OK.

Approve a request

1. Click Change Requests from the left sidebar menu.
2. Browse or search and click the change request you wish to review. For easy identification, these change requests are tagged as Waiting For Your Review.
3. Review the change request details.
4. Click  at the top-right hand corner of the screen to open the options. You can select one of the following options:
   Approve

   1. In the Approve popup, enter your reason for approval.

      Additional details for resignation

      Field	Description
      Contract Termination Date	Required. Select the date for the resignation to take effect.
      Employee Status During Notice Period	Required. Select from the dropdown options: Working means employee's account will remain active until the contract termination date upon which it will be deactivated after; Garden Leave means employee's account will be inactive until the contract termination date upon which it will be deactivated after.

   2. Click Submit to approve the request. Click OK in the confirmation message.
      Or, Cancel to return to the change request form.

   
   

   Implementation Reminders

   Upon your final approval, the approved changes are automatically updated by the system except for the following that require manual implementation by an administrator through the Admin Panel.

   
   

   Work hours for the total weekly hours

   • If you have administrator access, set employee's work hours from the Admin Panel.

   
   

   Proposed new job

   If you have administrator access, you must:

   • add the new job
   • and assign the new job to the employee.

   Reject and Resubmit

   1. In the Reject and Resubmit popup, select the reason for your rejection. This is required.
   2. You can optionally enter additional comments to help in the resubmission of the request.
   3. Click Submit to approve the request. Click OK in the confirmation message.
      Or, Cancel to return to the change request form.

   Reject and Close

   1. In the Reject and Close popup, select the reason for your rejection. This is required.
   2. You can optionally enter additional comments.
   3. Click Submit to close the request.
      Or, Cancel to return to the change request form.