Pay Rate Change

1. Pay Rate Change Mandie M Chapman (mandiew@umich.edu) HRMS UL Meeting May 16, 2008 (dates updated 6/23/08)

2. Agenda • Pay Rate Change Highlights • Process Overview • Allowable Transactions • Security • Training and Communication Plan • Action/Reason Questions • Key Dates • Wrap-up/Questions

3. Highlights • Replaces the existing merit process • Real time process – no more FTP! Now using File Attach • Available for processing pay rate changes all year long • Certain pay action reason codes used • Effective sequence numbers • New front end tool – no longer using BusinessObjects for data download • Method for making corrections to data • New security role

4. Process Overview • Pay Rate Change Data Selection Page • Initial Download – flexible selection parameters • Correction/Deletion – run for one employee at a time • Easily downloads to excel • Navigation: Workforce Administration – Job Information – Collective Process – Pay rate change data selection

5. Process Overview Continued

6. Process Overview Continued • File Attach Process • Files can be processed throughout the year • Cannot run while payroll is processing • Generates confirmation and error emails • Updates are real time • Navigation: Workforce Administration – Job Information – Collective Process – Pay rate change

7. Process Overview Continued

8. Important Reminder • Employees can see the updates immediately in View Appointment • Review unit processes to ensure employee communication occurs prior to the updates

9. Allowable Transaction • Only a specific list of pay rate change action/reasons are permitted • Definitions of action/reasons and upload template available at My LINC • Employees must be Active or on Paid Leave • Transaction effective dates must be timely and no more than 60 days in the future

10. Allowable Transaction Continued • Transaction effective date must also be for an open payroll • Transactions are logged by uniqname for audit purposes • Employees with future dated job rows will not be processed • Employees who are submitted with future dated job rows will be returned in the error file. This file can be forwarded for processing to HRRIS (hrrisissues@umich.edu)

11. Correcting Mistakes • Correcting mistakes will be allowed one person at a time • Corrections can only be made by the person who loaded the row • Corrections are not allowed if there are any future dated job rows • Corrections cannot be made on lower effective sequence numbers if a transaction other than pay rate change exists

12. Reporting Impacts • Multiple effective sequences used to reflect different action/reasons • Can have multiple reasons for pay changes on the same effective date • Maximum effective dated logic in BusinessObjects reports or queries

13. Security Roles • HR PAY RATE CHANGE UPDATER is the new role name for individuals who need access to the attach file functionality. This role needs approval from HRRIS (Sue MacDavitt). • HR PAY RATE CHANGE UPDATER, HR TOTAL APPOINTMENT VIEW USER, and HR APPT VIEW USER will have access to the Pay Rate Change Data Selection page.

14. Security Process • A list of Primary/Secondary contacts from last year’s merit process will be emailed to UL’s • UL’s will update their department for individuals completing the Pay Rate Change process • All Primary and Secondary contacts will then receive the HR PAY RATE CHANGE UPDATER role • All changes will need to be finalized and sent to MAIS by 06/2/2008 (mandiew@umich.edu) • Requests for access will be approved by HRRIS (Sue MacDavitt) • After 06/02/2008, use the OARS/M1 process • Individuals need Access and Compliance forms completed and you can verify this at: www.mais.umich.edu/access/traininghistory_db.html

15. Training • Procedures will be available on My LINC on 07/02/2008 (new date) • Production support labs available • Register for labs on My LINC: HRL324 Pay Rate Change Production Lab

16. Communication Plan & Go Live Dates • Pay Rate Change process is being communicated as part of the HE 9.0 upgrade • Notification to users once system is live • July 2nd(new date) for the download functionality • July 30th for the attach file functionality

17. Action/Reason Questions • Understanding what action/reason code to use • Where are the action/reason definitions stored? • What do I do if I want a new action/reason code added? • Contact information for compensation and Classification: www.hr.umich.edu/compclass • compteam@umich.edu or (734)763-6787

18. Key Dates • 06/02/08 – Primary and Secondary contact spreadsheet due to MAIS (send to mandiew@umich.edu) • 07/02/08 (new date) - Role granted to users by Access Services and Pay Rate Change Data selection page made available • 07/30/08 - Pay Rate Change program available • 08/08/08, 08/15/08, 08/22/08, 08/29/08 – Production Support Labs

19. UL Actions • 05/16/08 - Review list of primary and secondary contacts • 06/02/08 - Send your final list of Pay Rate Change users to MAIS (mandiew@umich.edu) • 06/03/08 and after – Use OARS to request any new users that need the Pay Rate Change role

20. Wrap up/Questions QUESTIONS?