Assignment Extensions Changes Transfers Terms Reference Guide for Parker-Client

7/29/2019 Assignment Extensions Changes Transfers Terms Reference Guide for Parker-Client

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Assignment Extensions, Changes, Transfers and Terminations Reference Guide 1

Assignment Extensions, Changes, Transfers and Terminations Reference Guide

Important Points to Remember

Hold Ctrlwhile clicking the link to go directly to that topic: My Workforce, Extensions, Transfers

Timely changes to an assignment are critical for accurate pay, invoicing and reporting! Please notify the

CDI PMO immediately of any assignment change at [email protected], including, but not limited to:

a. Terminations

b. Primary work location including a simple zip code change (applies state/city/county/school taxes)

c. Full-time/ part-time / as needed status

d. AutoTime / Badge #

e. Charge Type: Direct or Indirect

f. Purchase Order #

g. Job Type / Job Title

h. Week Ending Day

i. Shift

j. Pay Rate (increases will require HR consultation and will be subject to an approval process)

If a Temp Associate is terminated before the end of their LiquidMedium assignment the original

Requisition will re-open and can be forwarded by the CDI PMO to suppliers if a replacement is desired.

Situations where a Temp Associate transfers from one manager, group, division or department to another

require a new LiquidMedium requisition and assignment.

LiquidMedium will send email notifications to the responsible Team Leader, HR and CDI PMO 30 days andagain 7 days prior to the end of an assignment date as a reminder that an extension may be needed.

Extension requests may be submitted through LiquidMedium at any time during an assignment.

Extension requests require the same approvals as new requisitions. It is the requesting Team Leaders

responsibility to correctly assign approvers to the request in an order similar to this:

0) CDI PMO (assigned automatically by LiquidMedium)

1) Staff Leader

2) OptionalNext Level - If there is a manager between the Staff Leader and General Manager they should

appear here in the approval chain

3) HR

4) GM

Additional approvers may be required and can be added to the approval chain.

Temp Associate time and expense entry in LiquidMedium is governed by the start and end dates on

assignments; LiquidMedium will not process time or expenses against expired week ending dates

Temp Associates may not be extended beyond 1 year per Parker policy. Contact HR with questions.


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My Workforce

1 https://parker.liquidmedium.net

2 To access information about past and present Temp Associate assignments and their associated

requisitions select the My Workforce option underneath the tab with your name on it:

3

SEND EMAIL: Opens Lotus Notes with the Temp Associate email address auto-populated. Any replies

from the Temp Associate will be sent to your Lotus Notes inbox, not LiquidMedium.

TIMESHEETS: View a list of approved timesheets associated with that assignment whether submitted

through AutoTime or LiquidMedium. In the rare case that a Temp Associate uses LiquidMedium instead

of AutoTime to submit timesheets you will be able to approve and decline those timesheets here.

EXTEND ASSIGNMENT: Initiates the assignment extension request process.

4 ASSIGNMENT INFO displays the Start and End Dates associated with the Temp Associate.

Click on the Requisition #or the word Viewto open the details of the original requisition. NOTE: Details

of the actual assignment may have changed after the original requisition was written and approved.

For up-to-date, accurate assignment information run a LiquidMediumAssignment Report(detailed

below or while pressing Ctrlclick this link to go there directly) or contact the CDI PMO at

[email protected] for assistance.


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Extension Process


2 Assignment extensions can be requested at any time while the assignment is active. LiquidMedium will

send a reminder email 30 days and again 7 days prior to the end date. If an assignment is not extendedthe Temp Associate will not be able to enter expenses (if applicable) or time (if using LiquidMedium

instead of AutoTime) beyond their end date. The assignment will automatically close 30 days after the

end date if no other actions are taken. After an assignment has been closed, a new requisition must be

created and approved for the continuation of that Temp Associate. Please request assignment

extensions in a timely manner.

Select the My Workforce option underneath the tab with your name on it

3 Click the Extend Assignmentbutton.

4 Enter the new proposed End Date and a Reason for Extension, then click Save to add approvers and

submit for consideration/approval.


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5 Extension requests require the same approvals as new requisitions and must be added to theApprovers

Listbefore submitting the extension request. It is the requesting Team Leaders responsibility to

correctly assign approvers to the request in an order similar to this:

0) CDI PMO (assigned automatically by LiquidMedium)

1) Staff Leader

2) OptionalNext Level - If there is a manager between the Staff Leader and General Manager they

should appear here in the approval chain

3) HR

4) GM

NOTE: Additional approvers may be required depending on role and department, and could be assigned

at any place in the approval chain after the CDI PMO. Consult HR with questions.

Extension Approval Process

After submitting the request for extension the CDI PMO will be notified by email to review the request. The

Assignment Extension will appear on the Transaction Queue with a status ofSubmitted for Audit.

If the request has been completed correctly and includes a full approval list the CDI will approve and the

status will change to Submitted for Approval(until completely approved).

The request will then continue through the approval chain with each approver receiving an email notification,

and having the ability to review, approve or reject, but not edit.

If an approver or the CDI PMO rejects the extension request the responsible Team Leader, and their assigned

delegate(s) will receive an email notification. Rejected extensions cannot be edited for resubmittal. To submit

a revised request follow the Extension Request steps listed in this guide.

When the request has been fully approved the CDI PMO, HR, responsible Team Leader and their assigned

delegate(s) will receive a LiquidMedium email notification.


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Transfer Process

In cases where a Temp Associate transfers from one manager, group, division or department to another a new

LiquidMedium requisition and assignment must be created.

1 The existing Team Leader completes the End User Request form, with a Transfer Out Status Change,and alerts the CDI PMO at [email protected] of the pending transfer.


3 The new Hiring Team Leader or their assigned Requisition Writer creates a new requisition in

LiquidMedium and designates the Type of Position (page 2) as Payroll Svc, then names the transferring

Temp Associate in the Payroll Service Employee field, and transfer info in the Payroll Service Employee

Referred byfield.

2 The new Hiring Team Leader completes the remainder of the requisition as usual. For detailed

instructions on creating a requisition and the required approval process please refer to the Create a

New Requisition Reference Guide.3 After the transfer requisition has been completely approved the responsible Team Leader, assigned

delegate(s) and the CDI PMO will be notified. The CDI PMO will then initiate the transfer:

1) The CDI PMO will submit the transferring Temp Associate against the open requisition. The

responsible Team Leader and their assigned delegate(s) will receive an email notification

regarding the submittal. This notice can be ignored.

2) The CDI PMO will then immediately submit the transferring Temp Associate as a candidate on

the new LiquidMedium requisition.

3) The responsible Team Leader MUSTAcceptthe submitted transferring Temp Associate in

LiquidMedium to proceed with the hiring process. At this point, the Temp Associates submittal

status and the requisition will have a status ofOffer Extended.

4) The new Team Leader completes the End User Request form, with a Transfer In Status Change,

and performs other internal tasks required to start a new Temp Associate.

5) The CDI PMO ensures any additional pre-screening or new paperwork required for the transfer

is initiated at this time and satisfactorily completed.

6) The CDI PMO will communicate transfer readiness, and coordinate End/Transfer date actions

with the Current and Future Team Leaders.


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4 On the transfer start date the CDI PMO will confirm with the new Team Leader that the Temp Associate

has indeed transferred and started work. They will terminate the old assignment, which sends a

termination email notice to the former Team Leader, their assigned delegate(s) and HR, and prevents

any further activities on that assignment beyond the end date.

5 The CDI PMO then immediately creates a new assignment against the new requisition noting the new

Team Leader, Division #, Department, etc. At this time, the requisition status will change to Closedand

the Temp Associate status will read Onboarded.

Run an Assignment Report


2 Reports >Assignment>AssignmentReport

3 Enter search criteria and click Generate. NOTE: To view the details of a specific assignment enter the

Last Name of the Temp Associate, or to view all current assignments search forActive under Status.

4 When prompted, open or save to Excel (or another program of your choosing).

Documents

Assignment Extensions Changes Transfers Terms Reference Guide for Parker-Client