Human Capital Management

Name Change Approval

Name Change Self-Service Process in 9.0

In HRMS 8.3, self-service name change automatically updated the person's Personal Data, without going through an approval step. It was implemented that way because the same functionality was available at UCOP At Your Service, and it didn't make sense to restrict the functionality in HCM if an employee could update name directly by other means. Since then, At Your Service no longer allows employees to update name. Therefore, it was decided to use the 9.0 delivered business process and functionality, which includes an approval step by the HR Administrator. Regardless of whether the process is pre-approval or post-audit, it has always been policy that the individual’s name in HCM must be the name by which the individual is known to the Social Security Administration. It is the department's responsibility to verify that the individual has complied with this policy.

Procedure

1. The HR Administrator receives a workflow email with a link to the individual’s name change approval request. The HR Administrator must first sign into HCM and then click the link in the email.
   Alternatively, the HR Administrator may navigate to Workforce Administration>Self-Service Transactions>Name Changes and search for the request, (by Employee ID, for example).


2. HR Admin may click View Name to see the requested change. Page example displays. HR Admin clicks Cancel or OK to return to the main page.


3. HR Admin clicks one of the radio buttons and saves.
1. Approves request and inserts a row in Personal Information with new name.
2. Approves request but does not automatically update Personal Information. HR Admin would need to manually update Personal Information.
3. Denies the request and does not update Personal Information.





4. An email notification is sent back to the requestor, notifying him or her of the result.