Blue Collar Multi Shift (BCMS) Process for HR

Determine that a vacant position needs to go through BCMS process. Log in to Workday and Launch Task: Create Job Requisition. 

Enter Sup Org and Select Existing Position.

Search for and select the existing position; select Worker type: Employee; Click OK.

Enter Recruiting information: select additional position(s), and if applicable, Reason: Replace Worker>Fill a vacancy.

Select Recruiting instruction: Post Internally Only.

Enter Recruiting Start Date and Target Hire Date; Click Next.

Edit the Job posting title to indicate BCMS within the title. 

Title Example: Custodian - FP&M - BCMS Transfer. Units can add more information, such as shifts or crews, to the title.

Enter all remaining job information (justification, job profile, and job description).

Enter the job posting details; Include BCMS-specific language for the application instructions under “How to Apply.”

Applicants will be required to upload a completed BCMS Transfer Form. 

Example: Blue-Collar Multi-Shift transfers (BCMS) are for current, permanent UW-Madison employees only. If you have questions regarding the Blue Collar Multi Shift process or need a paper application, please contact your division's Human Resources Office. You will be asked to upload a completed BCMS Transfer Form as part of the process. As a reminder, you can only apply to BCMS positions within your current unit.
Please contact Cultural Linguistic Services if you need assistance understanding this information in Spanish (Español 608-265-4691 o 608-265-0838), Hmong (rau lus Hmoob 608-263-2217), Tibetan ( བོད་ཡིག 608-890-2545), Nepali (फोन 608-262-7521), or Chinese (汉语 608-890-2628). (Option to add more information like: XX HR will contact you after the deadline.)

Enter the worker sub-type (regular), time type, remote type, location, weekly hours, and work shift.

Enter contract details; contract type is required.

Under questionnaires, for the Internal Career Site Primary, select: Madison Internal BCMS Questionnaire; click Next

View and/or edit Qualifications and Job Responsibilities; Click Next.

View and/or edit Cost Center, Costing, Compensation Basis, Position of Trust, and Campus Security Authority; Click Next.

Optional: Attach documents.

Enter Compensation; Click Next.

Click Add to Assign Roles: 

• Primary Recruiter (Required)
• Search Committee Chair UW
• Search Committee Member UW
• Employment Agreement Approver UW

Click Next.

Review and/or edit Job Requisition details.

Submit for approval.

From the inbox, open task: Post Job.

Select Job Posting Site: Internal.

Check the box for Preview Job Posting to review and click OK.

If edits are needed, click the “Edit Job Requisition” button.

Enter the posting end date so that the job is posted for 7 calendar days only. 

Submit.

Notify eligible applicants of internal job posting via division-specific process (i.e., email, text, messaging boards, paper in break room, etc.).

Log in to Workday and launch the task: Create Prospect.

Select Create from Existing Workers and select the worker by name; Click OK.

The Recruiter does not need to enter the application before the deadline. It’s possible to enter after the deadline, as it follows the availability date set in the Job Req.

There is an option to upload documents in the Prospect profile, but to have the document appear on the candidate grid under the job req. The attachment should be included when completing the application.

From the worker’s prospect profile, select: Actions>Job Application>Create job application.

Search and select the job the prospect is applying for; Click OK.

There will be an option to fill out the job application manually or by parsing information from a Resume/CV.

Complete Application (optional: source, Enter Experience, upload required documents, including PDF of the application). Click OK.

Log in to Workday & Navigate to the Job Requisition. 

If an employee meets the eligibility requirements, calculate their unit seniority date.

Work with the Hiring Manager to consider candidates who meet requirements, in seniority order, and make a hiring decision. Before hiring a candidate, if relevant, initiate CBC and/or driving checks.

For the chosen candidate, select the Disposition reason: Hired - Direct Hire.

Notify all other candidates who were not chosen.

If there is an existing Evergreen posting with applicants, you may make a hire from this pool.

If there is NOT an Evergreen posting, navigate to the Job Requisition.

Select the 3-dot Related Actions menu to the Right of the Job Req, then select Job Change>Edit Job Requisition. 

Select Reason: Update Job Details.

Remove “BCMS” from the job posting title. Update the recruiting instructions to post internally and externally. Update the application instructions and change the application template/ questionnaire. Submit for review and approval.

Once approved, Open Task: Post Job.

Select the internal and external UW-Madison sites to post the job to. Check the box for Preview Job Posting to review and click OK. Make edits if needed.

Enter the posting end date so that the job is posted for at least 2 weeks. 

Check the box for the primary external job post. Submit.

Once the recruitment is complete, you can initiate the job change in one of two ways:

1. Launch task: Start Job Change. Search for and select the employee by name.

2. Go to Employee Profile> Actions> Change Job >Start Job Change.

If the employee has multiple jobs, select the applicable job. Then select the job change reason: Shift Change (BCMS).

If the employee does NOT have multiple jobs, select the job change reason: Shift Change (BCMS).

Use the next pay period or select the effective date of the job change.

Verify or edit the name of the employee’s manager after the change takes effect. Then verify or edit the team the employee will be on after this change takes effect. Click Start.

Review and/or edit details of the change job transaction. (Only fields related to the change reason will be available to edit.)

In the comments section, provide a detailed justification for the Change Job request. If the request originates from a recruitment process, indicate this in the comments. Submit.

If the job Change creates a change in Sup Org, open and complete task: HR Review: Current Manager from the tasks inbox.

If the job Change does NOT create a change in Sup Org, approve the change.

Review and/or edit Start Details: effective date, reason, manager after change, team, location).

Select a response to the question: What do you want to do with the opening left on your team? 

• I plan to backfill this headcount.
• Move this headcount to the new manager.
• Close this headcount.

Answer question: Is this position available for overlap? If yes, leave box checked; if no, uncheck box.

If you need to send back, click Send Back and Submit. The initiator will navigate to the tasks inbox, open task: Revise Job Change, scroll down to the bottom to review and send back notes, and complete edits.

If you do not need to send back, you can take the optional step to add Ad Hoc Approvers and/or Add comments or Attachment(s).

Approve.

From the tasks inbox, open and complete the task: HR Review: Receiving Manager. 

If you do NOT need to send back, proceed to Step 2.

If you do need to send back, proceed to Step 7.

Review and/or edit Start Details: effective date, reason, manager after change, team after change, and location after change.

Review and/or edit auto-populated Job Details: Position, Job Profile, and Business Title.

Optional: Update Workspace location, Scheduled Weekly Hours, and/or Job Classifications.

Review and/or edit employee type, time type.

Edit pay rate type (required).

Optional: add attachments.

Review and/or update Organization Assignments (Cost Center, Compensation Basis, Position of Trust, and/or Campus Security Authority).

Optional: add compensation employee visibility date.

Review and/or edit Compensation information.

Optional: add Ad Hoc Approvers.

Approve.

If the current position is NOT a position of Trust, but the proposed position is, proceed to the steps for the Background Check Coordinator.

If you need to send back, click Send back and enter the send back reason. Submit.

This will send the job change back to the initiator, who will open the task Revise Job Change, scroll down to the bottom to review, send back notes, and complete edits before resubmitting.

Return to Step 2.

From the tasks inbox, open To Do: Background Check. Review institutional policies regarding Background checks to determine if one is required for this job.

If a background check is NOT required, submit the To Do step.

If a background check is required, follow the guidance for background checks conducted outside of Workday.

From the tasks inbox, open task: Review [Job Change Type]: [Name]

If you do NOT need to send back, you can add optional Ad Hoc Approvers and Approve. Upon approval, the Job Change will show in the worker profile. 

If you do need to send back, click Send back, select the person to send back to, and enter the send back reason. Submit. 

Review if the Proposed Pay Rate Type is Period Activity Pay (PAP). For BCMS transfers, there would NOT be a PAP rate type. 

Because a new probationary period is NOT required, from the inbox, open task: Maintain Employee Contract.

Based on Business Rules and Policy, if the contract does not need to be updated, submit it.

If there is no update to the existing contract, edit the existing contract's reason, contract type, status, end date, and contract description. Submit.

If the contract needs to be updated, determine if the current contract needs to be ended and a new one needs to be created. If there are updates to the existing contract, enter a contract end date that is one day before the contract effective date. Review and ignore the alert message regarding Workday automatically adjusting the effective date. Update the contract status to Inactive. Submit. Enter new contract details (reason, contract type, status, end date, and contract description) and submit.

Does the HR Process Coordinator who updated the Employee Contract also have an HR Partner (Supervisory) role?

If the answer is YES, proceed to the HR Process Coordinator (Supervisory) - Receiving steps.

If the answer is NO, proceed to Step 2.

From the tasks inbox, open task: Review Employee Contract.

If you need to send back, select the person to send back to and enter the send back reason. Submit.

If you do NOT need to send back, approve.

If the Employment Agreement is NOT complete, from the tasks inbox, open task: Generate Document: Change Job Letter. Click the Review button and edit the letter template. Submit.

If the Employment Agreement is complete, proceed to the steps for the HR Partner (Supervisory).

Please note, during this time, the Employee will open their tasks inbox and Review Documents for Change Job. Upon opening and reading the letter, they will click the checkbox to acknowledge receipt of the letter.

If there are business processes about the employee in progress, but the Change Job Reason requires them to be managed, from the inbox, open task: Manage Business Processes for Worker. For each task listed, select, cancel, or reassign, and select the person to reassign to. Comments may be added. Submit.

If businesses process do NOT need to be managed or once the tasks are assigned properly, proceed to the steps for the HR Process Coordinator (Supervisory) - Receiving.

Determine if the employee is moving to a Union position. 

If the employee is moving to a Union position, open task: Manage Union Membership. Provide the membership start date and type, then submit. Proceed to Central Processing - Benefits UW

If the employee is NOT moving to a Union position, proceed directly to Central Processing - Benefits UW.

Once the Benefit Elections are chosen and submitted by Central Processing - Benefits UW, the Compensation Partner will review the Trades Elections. Shared Services Absence and the Timekeeper (Supervisory) will review and submit time off plans. At this time, the Manager will determine and assign a work schedule.

Proceed to the steps for the HR Partner (Supervisory).

If the current position is not the proposed position AND the employee has Role Assignments in their new position, from the tasks inbox, open task: Assign Roles - Change Assignments for Worker. Select the position or job profile to change assignments, or choose to remove all role assignments. You may also select none of the above. Click OK. Review and/or edit the summary of changes and submit. 

If the current position is not the proposed position AND the employee does NOT have Role Assignments in their new position, Shared Services and the Talent Partner (Supervisory) must kick off their processes simultaneously. These processes include a review of absence balances, FLSA changes, and performance eligibility. During this time, the New Employee Goals and Expectations Setting process begins.