FY13 Axess Salary Planning

1. FY13 Axess Salary Planning Informational session Staff Compensation, HRIS & Faculty Affairs

2. This Presentation Covers…. Axess Salary Planning Processes Navigation to Module Search Page Utilization All Salary planning tabs • Enhancements Reportmart1 Reports Campus Readiness - Helping Users Tips and Reminders Questions

3. Axess Salary Planning Processes

4. Navigation to Module The Axess Salary Planning Module is located under the Employee Information tab in the AxessPortal • Salary Planning Module – To plan base salaries and bonus/incentive awards for regular staff, academic staff-teaching (e.g., lecturers), research associates, other teaching staff and faculty. • Salary Planning Tools – Resources web page includes Job Aids, FAQs, Training, etc. • Salary Planning Utilization – To easily access and view utilization without detailed employee records. The search results will provide utilization by Summary, Totals by STF Groupand Exempt/Nonexempt Group Utilization.

5. Search Page STF Group • The STF Group differentiates jobs into specific categories. For each job code, there is an assigned classified indicator that has associated STF Groups that categorizes jobs further. For example, the classified indicator of Academic Staff has several STF Groups (e.g. Research Associate, Exempt Hoover and Exempt Librarian). Pay Group • The Pay Group differentiates Jobs into broad categories, which are Exempt (EX1), Non-Exempt (NX1), Faculty (F09, F10 and F12)

6. Enhancement - Search Page Calculate Group Totals on Loading the Page • Check this box to automatically calculate utilization totals before viewing data for the selected population; this may increase the wait time to view data. If the box is unchecked, the utilization totals will be blank; you will need to click on the 'Recalculate' or 'Save and Recalculate' buttons to view the utilization totals.

7. Summary & Totals by STF Group Total Annual Salaries: Sum of the salaries of the employees displayed in search criteria Balance: (Enhancement) Displays the difference between the Used amounts and the Authorized amounts. Used: Displays the amounts that have been calculated for each salary program component for the employees in this population. Authorization: Indicate the amount allowed for each salary program component for the School/VP Area.

8. Enhancement - Exempt/Nonexempt Group Utilization Combined Total: Combines total utilization for Exempt and Nonexempt STF Groups • Exempt: • STF Groups EX (Exempt), EL (Librarian), ES (Exempt Supervisory), OF (University Officer), SS (Senior Staff), and EE (Executive Staff) • Nonexempt: • STF Groups NX (Nonexempt), NP (Nonexempt Police) and NS (Nonexempt Supervisory)

9. Enhancement – Freeze Panes Columns • In all the tabs, the first three columns are frozen • Incl/Excl • Name • Emplid • We recommend to not change the order of the three columns • Use the inside scroll bar at the bottom to view and enter data • Benchmark and Planned w/Benchmarktabs do not have a scroll bar header • In all the tabs, the horizontal header is frozen • Use the inside scroll bar on the right hand side to view and enter data

10. Scroll Bars Use the inside set of scroll bars

11. Enhancement - Change Column(s) Order change columns order within a tab • Arrange the columns by clicking on the column’s name, holding down the mouse and dropping it between other columns. • Utilize the customize view feature to move column from one tab to another Position number is currently after Empl Status in Job Data tab Position number is now after Grade in Job Data tab

12. Job Data tab Job Data Change: The EmplIDis highlighted in black if the employee’s Job Data record in PeopleSoft changed since a recommendation was last planned in the module. Include/Exclude Checkbox: Deselecting the checkbox next to each employee’s Name will exclude the employee from all the tabs Salary History link: Clicking the hyperlink on the employee’s Name and a separate page will display salary history information for the employee since 2001. PTA link: Clicking the hyperlink on the employee’s EmplRcdNbrand a separate page will display the current labor distribution data.

13. Planned Base tab Incr$ BPI Base Payor Incr % BPI Base Payfield • Entering increases in either field will automatically calculate the corresponding field Excel icon: • Clicking on the spreadsheet icon will export the data values in the current tab

14. Planned Based tab 9/1 100% FTE Salary and New 100% FTE Sal w/Midyr • Highlighted in greyifless than the Range Min or greater than Range Max • NOTE: The highlighted salary only applies to employees with a pay grade//job role of A, P, or M. Please disregard the highlighted salary for the following populations: Faculty, Academic Staff, Research Associates, and Other Teaching as the Range Min and Range Max are not displayed.

15. Planned w/Benchmark New 100%fte salary w/midyear field • Highlighted in grey if less than the Range Min or greater than Range Max

16. Faculty Academic Planned Base tab For Professoriate in Pay Groups F09, F10, F12 • The 9/1 Paysalis an enterable column • NOTE: The 9/1 Paysal field will be populated with the Paysal as of 8/31/XXXX. You will need to key over this data to add a new Paysal for 9/1. • If a new salary is entered in the 9/1 Paysal field, the 9/1 increase is allocated to the Incr $ and % Academic Plan (ZAY) fields. When the Re-calculate button is clicked, the 9/1 Paysal will revert to a non-enterable field. • If an amount is entered in the Incr $ Academic Plan (ZAY), the 9/1 Paysal will be a non-enterable field. • APPSAL field-must enter the new dollar amount

17. Approval Workflow The Salary Planning Manager (e.g., Department Managers/ Department Administrators) enters proposed salary changes in Axess Salary Planning • The name of the individual who last touched the record is indicated in the “Last Saved By” field 2) The designated School/VP Representative (e.g., HR Managers/SoM HR Group/ Directors of Finance and Administration/ Faculty Affairs Officers) reviews and approves the proposed changes in Axess Salary Planning. • If you have been delegated the role of Approver and approved the salary plan, your name will display in the “Approver” field when you return to the Search page and/or the next time you access the module. 3) The appropriate Central Office (Staff Compensation, Faculty Affairs, Dean of Research) provides final approval in Axess Salary Planning, and the data is loaded into the employees’ PeopleSoft Job Data records. • Once the salary plan is approved, the “Final Approved by” field will be checked by either University Compensation for staff jobs or the Dean of Research Office for Research Associates university-wide or a designated approver for all other employee types.

18. Approval tab • After an employee’s data is approved the data fields become non-enterable • NOTE: The School/VP Rep will be able to uncheck the “Approved Y/N” box so that changes can be made to the employee’s record

19. Enhancement-Salary Planning Standardize Letter Templates Four letter templates (For Staff use only) • Bonus Only • No Increase and No Bonus • Salary Increase Only • Salary Increase and Bonus • Central Office must final approve the salary plan to be able to generate the letters • Letter templates will be available in the module by July 2012 • A job aid with instructions on how to create the letters will be posted on the Salary Planning Tools web page

20. Salary Planning Letter Search Page/Template Search page Sample of letter with an increase and a bonus

21. ReportMart1 Reports Reports • Delegation Report (HR086) • Salary Planning Multiple Jobs Report (HR092) • Staff Compensation Utilization Report (HR084) • Includes performance ratings and comments from the module • Utilization by STF Group (HR095) • Salary Program Mail Merge Report (HR085) • Salary Range Audit Report (HR079) • Salary Planning Increase Audit Report (HR077) • This report will allow you to audit that the increase percent is accurately calculated in the module in the event that an employee’s job record changed since an increase was initially proposed in the module. Budget Upload Quick Guide(NOT in ReportMart1) • One-page quick guide with instructions on how to customize and download data from the module for entry into Hyperion

22. Campus Readiness – Helping Users Two informational sessions • April 26 and May 10 from 10am-11am in Turing Auditorium Supported documents • Job Aids • Tips & Reminders • FAQs • Budget Upload Quick Guide Online Training materials • Animated process demos Submit HelpSU for assistance

23. Tips & Reminders • Browser preferred: Firefox • Always click the Re-Calculate Totals button when data entry is complete. • Enter Overrides before entering salary increases, otherwise, the overrides will cause any previously entered increase data for the employee to be deleted. • If an employee’s salary has changed in the employee’s Job Data record in PeopleSoft, previously entered increase data needs to be verified OR re-entered to ensure that the amount and percent increase values are accurate. • Export to Excel: If using Internet Explorer (IE), hold down the control (Ctrl) button, click on the grid icon AND KEEP the Ctrl button DOWN until a dialog window opens. The report will then open in Excel.  • Hiding and/or separating the salary column and associated % and $ columns will cause the visible column(s) to be grayed out such that data cannot be entered. Unhide these columns and it will be enterable fields. • ReportMart1 reports will not be available between 5:00 p.m - 8:00 p.m. The data in the salary planning report are real time. • Only 9/1 base salary increases will be loaded into PeopleSoft.

24. Tips & Reminders-STF Groups exempt: • EE-Executive Staff • EX-Exempt • EL-Exempt Librarian • SS-Senior Staff • OF-University Officer Nonexempt: • NX-Nonexempt • NP-Nonexempt police • NS-Nonexempt supervisory

25. Axess Salary Planning Module Questions?