Manage MSA personnel changes in UCM-C

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This article describes the sequence of tasks required to update UCM for each type of personnel change in the Microsoft Advertising sales organization. For detailed instructions on each process, go to the referenced article. Use this SOP for the following situations: 

• New hire 
• MACH hire  
• Internal role change 
• Employee leaving MSA 
• Manager covering TBH 

Before you make changes in UCM, you'll need to do the following: 

• Get the employee details you need in a traceable process, such as UCM-T or Microsoft Forms. For internal role changes, you will need both team names, and will likely get separate BoB update requests from each team. Note whether a manager needs to approve book changes before you submit them.  

• Make sure that all new hires (internal and external) have a Microsoft alias, Microsoft Advertising user credentials, and UCM access.  

1. Update the Org structure to include the new employee’s alias with a start date and a manager.  For internal hires, coordinate with the teams for start and end dates to ensure that no overlap occurs. 

2. Create a book assignment* for the new employee.  

   • If the new hire is on a revenue based incentive (RBI) compensation plan, use a split column on all assignment types. All non-RBI roles must be a set with a 0% split on all assignments. 

   •  If the new hire is internal, coordinate with the teams to ensure no overlap occurs when closing out the existing book assignments and creating new book assignments.

   • If the new hire is a MACH hire, update both the MACH’s and the peer mentor’s books to set end dates for existing assignments and create new assignment lines for the MACH with the appropriate split percentage (0% MACH; 100% mentor or M1). 

   • If the new hire is a manager, skip the remaining steps. Managers do not hold book assignments unless they are covering for a leave of absence (LOA) or a role to be hired (TBH). 

3. Update the NABQ assignment* (only for Account Executives).  

4. Update v-Team quota* (only for Analytical Leads).  
    

* If the new hire is coming in for a TBH role, make sure to remove all assignments (books and NABQ) over to the new hire from the person covering the TBH. 

This checklist applies both to employees switching roles within MSA and those leaving the organization. 

1. Update the Org structure to set an end date for the employee’s alias. 

2. Update the Book assignment. 

If the employee’s position will be backfilled, flag their BoB assignments as Covering for To Be Hired. If possible, include the Position Control Number (via HeadTrax) for easy identification after a person is hired. 

2. Update the NABQ assignments (for Account Executives only) the person leaving and the manager covering the TBH. Otherwise, the update will delete other assignments of the person covering. 

3. Update the v-Team quota assignment. 

1. Update the Org structure. 

2. Create a Book assignment, but do not submit it. 

3. Update the NABQ assignment template (only if TBH is an Account Executive) for both the alias of who has left the position AND the alias(es) for covering the TBH. Send the updated file to Global Ops to submit.  

4. Submit the approved files for a and b in UCM. 

1. Update the NABQ assignment:

   1. For the person covering the TBH, end date their TBH-related assignments to the last month that they covered the work. 

   2. Assign those assignments in b. to the new hire now filling the role. Send the updated file to Global Ops to submit. 

2. Update the Book assignment: Repeat this process in UCM-C > Book assignments for TBH-related books and submit the change in UCM. 

Update the Org Structure in UCM

Update NABQ assignments in UCM

Update the v-Team quota in UCM

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Content author: Barbara Vrana
Contributors: Katie Haselton, Michele Acheson
Date published: Novmber 20, 2019
Description: New SOP