While the HRIS remains the source of truth for your current employees, you are able to initiate actions in TeamOhana for current employees that you can later reconcile with your HRIS. Those actions are creating a backfill and initiating an internal transfer.
Creating a backfill
When a current employee is terminating from the company, or transferring internally to another team, you may need to backfill their position. You can create the request for this backfill directly from TeamOhana. We recommend that Hiring Managers own the process of creating a backfill for their departing employees.
1) Locate the employee on either your headcount ledger or your Org Chart
If the employee has recently left the company, you can find them within the "Terminated" tile on your headcount ledger. If they are still employed by your company, they'll be on your org chart and the headcount ledger in their current department.
2) Click the employee's name to open their profile
When you open the employee's profile, you'll see the "Employee actions" section, where you can create a backfill or initiate an internal transfer.
3) Click "Create backfill" to input the information required on the headcount request
When you click "create backfill," a drawer will open into which you can enter the information about the headcount, such as job title, job category and level, and start date. Once you've filled in each field, click "create."
4) Submit the backfill request for approval
After creating the request, submit it for approval from the approval chain. When the headcount is fully approved, it will be tagged as a backfill for the employee who is departing.
Initiating an internal transfer
When a current employee is transferring to an open role on your hiring plan, link the employee to the corresponding headcount in TeamOhana by initiating an internal transfer.
By default Admins, Finance and Recruiting Leaders can initiate transfers, and we recommend that the workflow is owned by Recruiting Leaders.
1) Turn on ready-to-hire for the approved headcount
Find the approved headcount in the hiring plan the employee will be transferring into. If it's a new open position, add the headcount and approve before initiating the transfer.
2) Initiate Transfer from the employee profile
Find the employee in the Headcount Ledger or the org chart and initiate transfer from the employee actions section of their profile.
3) Link to the open headcount and set effective date
Link the employee to the open headcount and set the effective date. Best practice is to use the date the new job title and compensation are to take effect.
Note: All of the employee's past and current positions will be shown under Effective date from HRIS for reconciliation. If the transfer has already happened, you can select the Effective date from the list and the transfer will be completed. If the transfer hasn't already happened, you can set a new effective date.
In Headcount Ledger an employment change record is created and the headcount is marked as closed/hired.
4) Reconcile the transfer with HRIS
Once the employee's position and details are updated in the HRIS you can now reconcile the transfer.
From Headcount Ledger>Employee changes tab, click on reconcile and select the Effective start date from HRIS. Employee details, cost and budgets are updated in TeamOhana and reconciled with your HRIS.
