Example 1 Cluster Lead requests supplementary agreement for Ops Associate Plus on 22. May 2023 or 23. May 2023 with an effective date of 01. June 2023, we will process the effective date of 01. June 2023.

Example 2: Cluster Lead requests supplementary agreement for Ops Associate Plus on 24. May 2023 with an effective date of 01. June 2023, we will deny and process the effective date of 01. July 2023 and inform the Cluster Lead about the different effective dates.

The WFS People Services team can check the employee’s status in the SAP employee’s profile under “Employment Information” (check how to here). If the employee is still active, no termination or resignation flows are displayed as well as no exit date is approved, WFS People Service Team will proceed by checking the employee’s documentation on Fountain.

In Fountain WFS People Services, access will verify the validity of the ID or Visa. Please remember that a Student Visa is valid only if the employee provides a matriculation certificate. Here you can check all kinds of visas and the possible contract changes.

Inform the Hub manager or Cluster lead about the approved agreement by using macro DE > EN > Contract change to Ops+ confirmed and keep the ticket on On Hold/ Awaiting Third Party response. Macro must be used only on the same day as sending the physical letter.

In case the Ops+ agreement was requested by the Hub manager and we approve it, always put as a follower or in CC respective Cluster lead for visibility.

If the employee has no valid documentation, the WFS People Services team will reply using the macro DE > EN > Contract change denied (missing document), will not process any change, start the Visa recollection process if needed on Fountain and Visa List, and close the request.

If an employee has valid documentation, the WFS People Services Team will navigate to the OPS+ list and to the tab “ OPS+ Zusatzvereinbarung”. How to enter the OPS+ supplementary agreement details scribe here.

In case, the OPS+ agreement was already delivered via post but the signed copy was not sent back to us the macroDE > EN > Contract change to Ops+ reminder must be used as a reminder.

As soon Cluster lead sends back the signed OPS+ agreement, WFS People Services will update the employee’s SAP profile and upload the contract in the employee’s file in SAP as well as here. If the WFS People Services team receives first digital copy of the signed document, it can be used also for update.

WFS People Services team will keep OPS+ request ticket open maximum up to 10 days. If after 10 days, People Services does not receive the signed at least digital copy from the Hub manager/Cluster lead, the ZenDesk ticket will be solved informing that for update we must receive signed document and it must be done by creating new ticket.

Finally, the ticket will be closed. Note: add internal notes when closing the ticket.

Open the OPS+ list and navigate to the tab "OPS+ Zusatzvereinbarung”.

In column A enter the employee’s ID number, for columns N, P-S enter the contract and contract amendments date, in column O enter the effective date of the agreement.

Add the Zendesk ticket number, and Cluster lead name in columns U, V.

Download the file in .xlsx format. Open the downloaded file in Microsoft Exel and prepare it by deleting empty rows. Do not forget to save the file once again once done.

Open the Word document “Zusatzvereinbarung_Upgrade Ops Associate zu Ops Ass+ (1)” in Microsoft Word.

Insert the already existing mailing list and preview if the mail merge is correct.

If needed correct it and once it is ready print it out. For each employee, two copies must be printed.

Note: if the agreements will be signed by Katharina Wulf-Heider under the employer signature it must be changed to “Prokuristin”.

Once it is ready, the supplementary agreements must be signed by Katharina Wulf-Heider or Fabian Hardenberg

After the documents are signed, they need to be scanned and uploaded to the shared drive with People Operations. The folder is called “Documents Exchange PPO - SCC” > “Contract changes OPS to OPS+” > “Draft CC to Ops+”.

The supplementary agreements must be sent to the Hub manager’s or Cluster lead’s addresses.

Each envelope must have a tracking number and it must be entered into the OPS+ list column X.

Once the the mail merge is complete, signed and sent- all processed entries must be moved manually to tab ”Archive Zusatzvereibarung”.

A promotion can be issued for all employees having valid documentation.

A promotion reflects a position change.

On SAP a promotion change is reflected as a “Promotion” and will be processed as follows:
​How to promote in SAP