COEC (Change of Employment Conditions) - User Guide

COEC (Change of Employment Conditions) - User Guide

Purpose

Automated form of Change of Employment Conditions (COEC). This allows for changes in employment conditions of 1 month or more in duration.

Process Overview

How to Access

Accessing link within an email from Recruitment

  • If an internal application for a position is approved, a link to the COEC form will be provided to complete the recruitment process


Accessing link from BEX Net
  1. Open a browser and select BEX Net to go to the intranet home page
  2. From the top navigation bar, select ‘People and Performance’ and click on the ‘COEC’ button to go to the application


Basic Process

COEC Dashboard

Landing page when opening the app

Purpose:

  • Displays all your active and complete items
  • Gives ability to filter by
  • Status
  • Gives ability to search by:
  • Form ID
  • Name
  • Branch

Creating New Form

  • Click ‘Create New Form’



Editing Existing Form

  1. Click the item in the table that you are wanting to view or edit
  2. Please note that editing can only happen in Draft or Rejected status


Form Sections

  • To submit a form, at least one of the toggles must be switched ‘on’ and have all required fields filled in, or at least one field filled in within the section.
  • If section is filled in, but is no longer needed, the specific toggle can be switched off. If this toggle is turned off, data within the toggle will not be saved when saving/submitting.


Form info and errors

  1. The form contains descriptions to help guide you through. Wherever you see an information icon like this  hover your mouse over it to read the description.
  2. Mandatory fields are marked with a red asterisk and will display an error if invalid


Save Button

  • This allows whatever content is already filled in to be saved. 
  • This allows the user to come back to the specific form ID at another time to further fill in/complete the form

Submit Button

  • This submits the form, and begins the approval process/completion of the specific form ID being submitted
  • Please note that the form will not be submitted if there are any missing fields/errors displaying. To fix this, follow the instructions of whatever error message is showing and submit again.

Send for Approval

First Approver must be filled in





Created By
  • Current user of form


Approver
  • The approver should be the relevant skip-level manager or GM. 
  • If you are unsure, contact P&P
  • Will be the recipient of approval request for specific form
  • Approvers will receive and can action approval requests via:
  • Approval app in Teams
  • Email
  • Will be able to view form contents and select ‘Approve’ or ‘Reject’ 
  • Upon rejection, the approver can add comments for reasoning.

Terminology Information

Drafting

  • Form has been edited, but has not been submitted

Awaiting Mgmt Approval

  • The form has just been submitted. Currently going through approval process. Waiting for the approval of the Approver/manager selected.

Awaiting P&P Approval.

  • The manager has approved the form. Now it is waiting for the approval of P&P 

Rejected

  • The form has not been approved. Communications will then be sent out regarding reasoning. The Manager will be able to then edit form for re-submission if needed.

Awaiting Contract

  • P&P will be sending out contract to the employee shortly

Awaiting Employee

  • Currently waiting for the employee to sign and return contract for uploading

Processing

  • The contract has been returned and signed. P&P are processing the requested changes

Complete

  • Processing is complete, form creator, Payroll, IT support has been notified

Help

If you have technical difficulties with the new system

  • Please contact our friendly IT Support team on 1300 330 425 or raise a ticket via the Support Portal and they will be happy to assist