Profile Change Request

An employee cannot edit his own employee record, and he should not be able to. This screen is how he asks instead. He names the category, lists each field with its current value and the value he is asking for, and gives a reason. HR approves it, and then HR applies it, which is a second and separate act.

Where

People Directory › Profile Change Request

Who uses it

The employee raises it, HR approves and applies it

When

Whenever a personal detail on the employee record is wrong or has changed

Needs first

Employee Basic Information and the employee's self service login

What it is for

A bank account changes, a man moves house, a child is born, a surname is spelled wrong on the payslip. In all four cases the employee knows and HR does not. Letting the employee change his own record is not an option, because the same record decides what he is paid and who approves his leave. So he raises a request and somebody with the authority makes the change.

The request carries the old value as well as the new one, and the old value is copied onto the line when the request is made, not read later. That is deliberate. An approver reading the request two weeks after it was raised has to be able to see what he is replacing, as it stood when the employee asked. If the old value were read at approval time, a record that had changed in the meantime would silently make the request look like a different request.

Approving and applying are two separate things, with their own flags and their own dates. Approval is the decision. Applying is somebody actually going into the employee record and typing the new value. The screen does not write anything onto the employee record by itself. Each line is ticked as applied when the change has really been made, and the header shows applied only when every line is done. This is the part to explain at implementation: the request is the instruction and the audit trail, not the mechanism.

That also sets the limit of what can be asked for. Anything on the employee record that HR can type, HR can apply from a request: personal details, contacts, addresses, dependants, education, documents, bank details. Anything that is not typed on the employee record cannot be asked for here. A grade, a salary, a position, a department, a manager or a policy is not a profile change, it is a posting change, and it belongs on Employee Organization Assignment with an effective date and the approval that goes with it. A leave balance correction belongs on Employee Leave Entitlement. Neither should be accepted through this screen.

Every field, in plain words

Header

Field	What it means	What to put in it	Notes
Transaction No	The reference of the request	PCR-2026-0318	Required
Transaction Date	The day it was raised	04-Mar-2026	Required
Employee	Whose record is being changed	EMP-0427 Imran Qureshi	Required. Pick him from the list
Employee Name		Fills itself from the employee. Leave it
Change Category	What kind of change this is, in one word	BANK	Required. See the list below
Reason for Change	Why the change is needed	Account closed, salary now to be credited to Meezan Bank	Required. The approver reads this before anything else
Status	Where the request stands	PEND	PEND Pending, waiting for a decision. APPR Approved, the decision is yes. REJ Rejected, the decision is no. CANC Cancelled, withdrawn before a decision
Approved By	Who decided	EMP-0012 Nadia Saleem
Approved Date	When the decision was made	05-Mar-2026
Applied	Every line has actually been changed on the record	Fills itself when every line is ticked as applied. Leave it
Applied On	The day the last line was applied	Fills itself. Leave it
Remarks		Bank letter and cancelled cheque attached

The Change Category values, and when to pick each:

• PERS Personal Details. Name spelling, father's name, marital status, date of birth corrections against the identity card.
• CONT Contact Details. Mobile number, personal email, emergency contact, and the home address.
• BANK Bank Details. A changed account or a changed bank. The commonest request of all, and the one with a payroll deadline attached to it.
• DEPN Dependants. A marriage, a birth, a dependant leaving cover.
• EDUC Education. A degree completed while in service.
• DOCU Documents. A renewed identity card, a renewed driving licence, a new expiry date.
• OTHR Other. Anything that does not fit, with the explanation in the reason.

Requested changes

One line per field being changed.

Field	What it means	What to put in it	Notes
Line	Line number	Fills itself
Field	Which field on the record is to change, written as the employee sees it	Bank Account Number	Required. Name the field as it appears on the screen, not in the abstract
Current Value	What the record says today	PK36SCBL0000001123456702	Copied in when the request is raised, so the approver sees what he is replacing
Requested Value	What it should say	PK24MEZN0001230456789012	Required. It cannot be the same as the current value
Is Applied	The change has been made on the employee record	Ticked by HR after making it	Tick it only when the record has really been changed
Remarks		Verified against bank letter dated 02-Mar-2026

How to configure it

1. The employee opens the screen from self service, creates a request and picks the Change Category.
2. He writes the Reason for Change in one plain sentence.
3. He adds one line per field: the field name, and the Requested Value. The Current Value is taken from his record as it stands.
4. He saves. The request sits at Pending.
5. HR opens it, checks the supporting document, and sets the Status to Approved or Rejected with the approver and the date.
6. For an approved request, HR then opens the employee's own record and makes each change: a contact or address on Employee Basic Information, a document on Employee Identification, a dependant on Employee Contact, a bank account on Employee Bank Details.
7. HR comes back here and ticks Is Applied on each line it has made. When the last line is ticked the header shows Applied with the date.

Scenarios

A worker changed his bank and wants his salary in the new account

One request, category Bank Details, one line with the old account number as the current value and the new one as the requested value, with the bank letter attached. HR approves it and changes the account on Employee Bank Details, then ticks the line applied. Get it in before the payroll run for the month or the salary goes to the closed account.

An employee wants his grade changed

Reject it. A grade is not a profile detail. It changes with a posting, on a date, through Employee Organization Assignment, and it carries a pay consequence that needs a different approval. The same goes for position, department, manager, salary structure and employee policy.

HR approved a request a month ago and the record still shows the old value

Approving is not applying. The screen records the decision, it does not write to the employee record. Somebody has to make the change and then tick the line applied. An approved request with no applied ticks is exactly the state this design is meant to make visible.

Two fields changed in one go after a marriage

One request, category Dependants or Personal Details, with a line for marital status, a line for the marriage date and a line for the new dependant. One reason covers all three, and the request is applied when all three lines are ticked.

The employee typed the same value he already has

The save is refused on that line. A request has to ask for something different, otherwise it is a record of nothing. Check whether he is looking at the right field.

What it is connected to

• Employee Basic Information is where most approved changes are actually typed.
• Employee Contact, Employee Address, Employee Identification and Employee Education hold the detail for contact, address, document and qualification changes.
• Employee Bank Details holds the account, and a bank change has a payroll deadline.
• Employee Organization Assignment is where a posting, grade, position or policy change belongs instead.
• The employee needs his self service login, which is created with his employee record.

If something looks wrong

• "The record never changed even though the request was approved" - approving and applying are separate. The change has to be made on the employee record and then ticked applied here.
• "The approver cannot tell what is being replaced" - the Current Value line is empty because it was not filled when the request was raised. Fill it when raising, not later.
• "It refuses the line" - the requested value is the same as the current value, or the field name is empty. Both are required to be real.
• "An employee is asking for a salary change through this screen" - that does not belong here. Pay and posting changes go through a dated organization assignment.
• "The header says Applied but one line was never done" - the header is only the sum of the line ticks. Somebody ticked a line that was not actually made.