Of the two kinds of proposals (linked and unlinked) only linked proposals can be executed in OMS to officially set the new appointments. These proposals are called "linked" because each change must be linked to a valid officer and existing position in OMS in order to be executed.
NOTE: Keep in mind, it is essential that new move dates are created for each moves session as dictate the start and end dates applied to the appointments on officer's records. For more information click review the "Managing Officer Moves Proposals" article.
Step-by-step guide
Quick Overview
Here is a brief review of the process users will walk through as they manage and execute their moves changes.
Create a new linked proposal
Open the Officer Moves Summary screen.
Click the "New Linked Proposal" button.
Name the proposal, set the reporting (move) date and click "Create".
It would be useful to include unique details about your proposal in the title. For example, the year and month (2019 June) or other specific words (like the division name) will help identify it later.
Build your linked proposal
The linked proposal screen will offer users a summary of all appointment changes that have been entered into the proposal. Users will be able to easily add each officer and set the appointment changes before it is saved to the proposal.
Begin by clicking the "Add Person" button to create a new appointment change.
In the new window search for and select the desired officer.
Use the available options to propose changes to the officer's appointment(s).
If applicable, quickly add the officer's spouse by clicking the "Add Spouse" button.
Enter the spouse's proposed changes or simply click the "Copy Appointments" button to mimic the changes that were entered for their spouse.
Click "Save" to add the proposed changes to the proposal and close the window.
Edit an entry by selecting the pencil icon, change the details and save.
Remove an officer by selecting the trash can icon to the right.
Continue adding to the proposal until all changes have been entered.
Execute your proposed changes
Once all proposed appointment changes have been added to the linked proposal the user can execute the changes in OMS. When a proposal is executed OMS will end all specified appointments for all people listed in the proposal to be the day before the "move date". It will then go through and assign the new, proposed appointments using the set "move date".
Open the proposal.
Click the "Execute Moves" button.
Verify the action by clicking "Execute".
OMS will begin processing all of the entered changes.
OMS will open a report summarizing all of the changes.
NOTE: When a proposal is executed there are a number of things happening in the background that take some time to complete. Please give the proposal 10-15 minutes for the changes to be applied.
Only users with the specific user permission "Execute linked proposals to perform officer moves" can execute the changes in a linked proposal.
Key linked proposal features
There are a variety of options available to users as they create their linked proposals. The following describes each option that users can choose.
Linked proposal menu
The top bar of the linked proposal summary allows users to do a variety of useful things.
Change the reporting (move) date of the proposal
Update the title of the selected proposal
Add Person: Add a new proposed change to the proposal
Print Summary: Generate the Officer Moves Summary report
Export Letters: Generate a zip file of the Marching Order letters for officers based on proposed changes
Execute Moves: Execute all of the proposed changes
Save & Close: Close the proposal
Sort the linked proposal rows by clicking on a column heading, like "Officer"
Linked proposal summary
The linked proposal summary will display a read-only list of all of the saved changes. Users will make changes via the pop-up add/edit window.
Comments
Users can add, edit, or delete comments and see the total comment count from the left hand "Comment" option.
Comments entered will NOT be on an officer's record - they are isolated to the proposal where they are entered
Remove officer
Any person can be removed from a proposal simply by selecting the "trash can" icon found at the right.
Add Person window features
The Add Person button will open a dialog where users will look for officers and make the proposed changes. This is the only place users can make appointment changes. The same dialog will open when a user edits an officer (click on the "pencil" icon next to an officer).
Search
Load the desired officer by searching a name and clicking on the resulting match.
Example:
Add a spouse
If the selected officer is married their spouse will be listed along the top with an "Add" button that will include the spouse in the edit dialog.
This allows users to edit appointments for a couple at the same time (including "Copy Appointments" from one spouse record to the other).
When saved both officers will be added to the proposal summary.
Example:
Add a comment
In addition to being able to add, edit or delete a comment on the proposal summary, users can manage comments for couples individually on the "Add Person" modal.
There will be a comment box below the appointment section for each person being added.
Adding a comment to one spouse will NOT add it to the other.
Proposed primary appointment feature
When there is a change to an officer's primary appointment users can simply start typing in the proposed primary appointment box to see a list of matching appointments. Using keywords for the appointment will help narrow down the results quickly.
Each officer can only have one proposed primary appointment at a time.
Once a position is selected users can add a description. This description text will be appended to the existing position title in OMS and will become the new official title.
After it is executed, users can change the description for an appointment on the officer's appointments screen.
NOTE: If a specific position is not listed ensure it has been created in the organization tree and is active. In addition, positions with the type of "joint" can only have two officers appointed at one time.
Proposed additional appointment feature
Users can enter keywords that match a position in the proposed additional appointment box to get a list of matching results.
They can add as many proposed additional appointments for an officer as they like, there is no limit.
A description can be added for each position.
Keep current appointment feature
By default, OMS will assume a current primary appointment will be continued unless a proposed primary appointment is entered. Once a new primary appointment is added OMS will know to end the current primary appointment.
Convert a current primary to additional appointment feature
Under the officer's current primary appointment users can select "Make Additional" which will end the current primary appointment and set it to be added as a new, proposed additional appointment.
The user will need to set a proposed primary appointment and they can still add other additional appointments if needed.
When executed, OMS will add an end date to the primary appointment and add it as a new additional appointment.
End an additional appointment feature
When an officer is added to a proposal OMS will assume that any current additional appointment will be continued.
If there is an additional appointment that should be ended the user will need to select the toggle to end the appointment.
NOTE: The "Proposed Ending Appointments" section is meant to show users which appointments will be ended given the entered changes. This helps to highlight changes based on the selected options.
Convert an additional appointment to a primary feature
When the "Make Primary" button is selected OMS will end the additional appointment and add it as the proposed primary appointment.
When executed, OMS will add an end date to the additional appointment and add it as a new primary appointment.
Out of Territory feature
When there is an officer transferring their territory of service to another territory users can select "Out of Territory". They will then just simply select the new territory and OMS will handle the rest.
OMS will end all current appointments in the user's territory before changing the territory of service.
The officer will be visible to the receiving territory on the day the moves changes are effective and they will be responsible to assign the officer an appointment.
Remove from Service feature
If an officer needs to be retired, resigned or terminated users can use the "Remove from Service" box. Simply choose the applicable status and OMS will end all appointments on the moves effective date.
The Remove from Service (Resigned/Terminated) options will end all current appointments (primary and additional), update the person status, add the separation date and end the person type.
The Remove from Service (Retire) option will end all current appointments (primary and additional), update the person status, and add the retired date (person type is not changed).
