Purpose of this Article: This solution article provides step by step instructions on how to manually update Reports To information in SF People & Pay
Audience: SF People & Pay Position Management Users
Author: Alexis Cruz Eusebio
Version: 1.0
Last Update: 3/25/2024
Reports To information in Position Management of SF People & Pay shows direct supervisory relationships between positions. It is critical that departments maintain accurate Reports To information, as this data flows into various systems. See the image below for information on systems that utilize Reports To data.
Note that Reports To data does not drive SF People & Pay timesheet approvals. SF People & Pay timesheet approvals are dependent on the relationship between Rosters and Time Approvers.
How to manually update Reports To information in SF People & Pay
Follow the steps below to update Reports To information in SF People & Pay.
Step 1. To review your department's current Reports To data, access the Reports To dashboard from the SF People & Pay - Workforce section of your homepage in SF Reports & Analytics. If you have employees with multiple jobs, note that the report will only pull your employee's Primary Job. If you know what information to update, proceed to Step 3.
Step 2. Use the filters and export the results to an Excel file for the best data format. Review the Current Reports To section of the result to view your department's current Reports To data and proceed to the next step to complete online updates for each position.
Step 3. Access SF People & Pay and click the Position Administration tile from your Workforce Administration homepage.
Step 4. Click the Create/Update Positions tile, which is intended for departments to create new positions or update the attributes of existing positions.
Step 5. Enter the Position Number of the position you wish to update.
Step 6. Select the position from the list of results. DO NOT add a row, as adding a row is intended only for the creation of a new position.
Step 7. You have landed on the Position Details page, which lists a summary of changes in the selected position. Click the Add Row button to add a new effective date row to update the position's Reports To data.
Step 8. Verify the auto-populated Effective Date and adjust as necessary. You may add a future date if applicable, but never use a retroactive date. Reports To information updates in Job Data, and using a retroactive date will prevent the change from flowing into the employee's job record. Select 'RTC - Reports To Change' as your transaction's Reason Code, and click the Continue button to proceed.
Step 9. Enter the new Reports To information for the position and click the Next button to proceed. Continue to click the Next button to review all other information associated with the position.
Step 10. Click the Add Attachment button if you'd like to add an attachment to the transaction. Click the Next button to proceed.
Step 11. The Budget Incumbents page allows you to view the current incumbent on the position you are updating. Click the Next button to proceed.
Step 12. Review the position number under the Proposed Value column to verify that you've entered the new Reports To information accurately. Click the Submit button to finalize your transaction.
Step 13. The Position Confirmation page informs you that you've successfully updated the position.
You've reached the end of the process of how to manually Reports To information in SF People & Pay.
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Questions?
Reach out to the SF People & Pay Support Team if you have questions about updating Reports To information in SF People & Pay.