BEIS Oracle Estate Self Service Training Change of Line Manager UK SBS Training Services Team
Contents 1 Change of Line Manager... 1 1.1 Employee with no Existing or New Reportees... 2 1.2 Employee with no Existing Reportees but with New Reportees... 5 1.3 Employee with Existing Reportees but with no New Reportees... 10 1.4 Employee with Existing Reportees and with New Reportees... 15 Legend These recognised abbreviations tell you what action to take. They will not appear as options on the Oracle 12 system, but are our instructions to you: (N) Navigate (T) Tab (ST) Sub Tab Action Note: This is to draw your attention to an action you MUST take in order to effectively use the system. This is to draw your attention to useful additional information that you may find interesting. Caution Note: This is to give you forewarning about an action that is NOT advisable or may have consequences that could impact on your effective use of the system. Page ii
1 Change of Line Manager (N) GSSC Manager Self-service YOUR ORGANISATION Business Group > Contractual Changes > Change of Line Manager Caution Note: It is only the current Manager or Countersigning Officer who can change the Line Manager of the existing employees within their reporting hierarchy. For example, the current Manager can change an existing employee to a new Manager if the employee is remaining in their current role and is simply reporting to a different Manager. Alternatively, if the current Manager is on long term absence, the Countersigning Officer can reassign the employees within their hierarchy to a different Manager. This function also allows you to assign new direct reports (reportees) to your employee and also reassign any of their existing direct reports (reportees). Notifications will be sent to all parties affected by the change. Page 1
1.1 Employee with no Existing or New Reportees 1. The current Manager s existing employees will be displayed, their employees reportees can also be viewed, indicated by the Plus button: 2. Click the Action button next to the employee that you are wishing to reassign to another Line Manager: 3. Enter the Date that the change of Line Manager will be effective from 4. Click 5. The Employee s current Line Manager will automatically be displayed Page 2
6. Click next to the Manager field: 7. Delete the existing Line Manager 8. Enter the New Line Manager s surname (using the wildcard %) 9. Click 10. Click the Quick Select button for the new Line Manager: 11. The New Line Manager is displayed 12. Click Page 3
13. The Review screen is now displayed: Action Note: From here, you can either submit or go back to make further updates. Note: Save for Later should only be used if you do not want to submit at this time. You must click Submit to action the changes. 14. Click On submitting, the changes will automatically be made effective from the date selected. The employee and both the previous and new Line Manager will now receive a notification, detailing the changes. 15. Click to return to the Manager Self-Service menu Page 4
1.2 Employee with no Existing Reportees but with New Reportees 1. The current Manager s existing employees will be displayed. Their employees reportees can also be viewed, indicated by the Plus button: 2. Click the Action button next to the employee that you are wishing to reassign to another Line Manager: 3. Enter the Date that the change of Line Manager will be effective from 4. Click 5. The Employee s Current Line Manager will automatically be displayed Page 5
6. Click next to the Manager field: 7. Delete the existing Line Manager 8. Enter the New Line Manager s surname (using the wildcard %) 9. Click 10. Click the Quick Select button for the new Line Manager: 11. The New Line Manager is displayed 12. The employee will now also be responsible for managing a New Direct Report (reportee) 13. Click next to the New Direct Report field: Page 6
Note the Effective Transfer Date will default to the date selected on the previous page. To change the Effective Transfer Date for the new Direct Reports, simply overtype or use the calendar to select an alternative date. 14. Enter the New Direct Report s surname (using the wildcard %) 15. Click 16. Click the Quick Select button for the new Direct Report: 17. The New Direct Report is now displayed To add a further Direct Report, click on the Add Another Row button and follow the same process. If you add a Direct Report in error, you can delete them from the list by clicking on the Remove icon. Page 7
18. Click 19. The Review screen is now displayed. Action Note: From here, you can either submit or go back to make further updates. Note: Save for Later should only be used if you do not want to submit at this time. You must click Submit to action the changes. 20. Click Page 8
On submitting, the changes will automatically be made effective from the date selected. The employee and both the previous and new Line Manager will now receive a notification, detailing the changes. 21. Click to return to the Manager Self-Service menu Page 9
1.3 Employee with Existing Reportees but with no New Reportees 1. The current Manager s existing employees will be displayed. Their employees reportees can also be viewed, indicated by the Plus button. 2. Click the Plus button to view the reportees of the employee: The current Manager could change the Line Manager of anyone within their reporting hierarchy. 3. Click the Action button next to the employee that you are wishing to reassign to another Line Manager: 4. Enter the Date that the change of Line Manager will be effective from Page 10
5. Click 6. The Employee s current Line Manager will be automatically displayed 7. Click next to the Manager field: 8. Delete the existing Line Manager 9. Enter the new Line Manager s surname (using the wildcard %) 10. Click 11. Click the Quick Select button for the new Line Manager: 12. The new Line Manager is displayed, the employee s existing Direct Reports (reportees) can now also be reassigned to a new Line Manager 13. If the Direct Reports are remaining with the current employee, simply click Next to continue to the Review page Page 11
14. The following steps demonstrate how to reassign the Direct Reports: Action Note: There are two methods of Reassigning Direct Reports: 1) Reassign all of the Existing Direct Reports to a new Line Manager, using the Assign to All button. 2) Reassign the Existing Direct Reports individually, for example if they will be reporting to different Line Managers. 15. Click next to the Direct Report s Manager field 16. Enter the new Line Manager s surname (using the wildcard %), Click 17. Click the Quick Select button for the new Line Manager: 18. Click Page 12
19. The Manager of the Direct Reports has now changed, click To reassign the Direct Reports individually, you would click on the magnifying glass next to the Direct Report s Manager field for the employee you wish to reassign. 20. The Review screen is now displayed Action Note: From here, you can either submit or go back to make further updates. Note: Save for Later should only be used if you do not want to submit at this time. You must click Submit to action the changes. 21. Click Page 13
On submitting, the changes will automatically be made effective from the date selected. The employee and both the previous and new Line Manager will now receive a notification, detailing the changes. 22. Click to return to the Manager Self-Service menu Page 14
1.4 Employee with Existing Reportees and with New Reportees 1. The current Manager s existing employees will be displayed. Their employees reportees can also be viewed, indicated by the Plus button. 2. Click the Plus button to view the reportees of the employee: The current Manager could change the Line Manager of anyone within their reporting hierarchy. 3. Click the Action button next to the employee that you are wishing to reassign to another Line Manager: 4. Enter the Date that the change of Line Manager will be effective from Page 15
5. Click 6. The Employee s current Line Manager will be automatically displayed 7. Click next to the Manager field: 8. Delete the existing Line Manager 9. Enter the new Line Manager s surname (using the wildcard %) 10. Click 11. Click the Quick Select button for the new Line Manager: 12. The new Line Manager is displayed, the employee s existing Direct Reports (reportees) can now also be reassigned to a new Line Manager 13. If the Direct Reports are remaining with the current employee, simply click Next to continue to the Review page. Page 16
14. The following steps demonstrate how to reassign the Direct Reports: Action Note: There are two methods of Reassigning Direct Reports: 1) Reassign all of the Existing Direct Reports to a new Line Manager, using the Assign to All button. 2) Reassign the Existing Direct Reports individually, for example if they will be reporting to different Line Managers. 15. Click next to the Direct Report s Manager field 16. Delete the existing Line Manager 17. Enter the new Line Manager s surname (using the wildcard %) 18. Click 19. Click the Quick Select button for the new Line Manager: Page 17
20. Click 21. The Manager of the Direct Reports has now changed: 22. The employee will now also be responsible for managing a New Direct Report (reportee) 23. Click next to the New Direct Report field: Note the Effective Transfer Date will default to the date selected on the previous page. To change the Effective Transfer Date for the new Direct Reports, simply overtype or use the calendar to select an alternative date. 24. Enter the new Direct Report s surname (using the wildcard %) 25. Click Page 18
26. Click the Quick Select button for the new Direct Report: 27. The New Direct Report is now displayed To add a further Direct Report, click on the Add Another Row button and follow the same process. If you add a Direct Report in error, you can delete them from the list by clicking on the Remove icon. 28. Click Page 19
29. The Review screen is now displayed. Action Note: From here, you can either submit or go back to make further updates. Note: Save for Later should only be used if you do not want to submit at this time. You must click Submit to action the changes. 30. Click On submitting, the changes will automatically be made effective from the date selected. The employee and both the previous and new Line Manager will now receive a notification, detailing the changes. 31. Click to return to the Manager Self-Service menu Page 20