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Raise Process for Faculty and Academic Staff Employees

Raise Process for Faculty and Academic Staff Employees. July 2013. Denice Beckwith, Jacob Brown, Angela Hunt, Kara Yermak. Agenda. Overview of Raise Process Timeline Salary Increases Salary Cohort Analysis Cognos Raise Model Determining Eligibility Control Total Figures

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Raise Process for Faculty and Academic Staff Employees

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  1. Raise Process for Faculty and Academic Staff Employees July 2013 Denice Beckwith, Jacob Brown, Angela Hunt, Kara Yermak

  2. Agenda • Overview of Raise Process • Timeline • Salary Increases • Salary Cohort Analysis • Cognos Raise Model • Determining Eligibility • Control Total Figures • Joint Appointments • Finders List • HR Review of Data • Raise Notifications • Enhancements to the Process • Overview of Raise Model Functionality

  3. Raise Process Timeline

  4. Salary Increases • MSU Board of Trustees approves non-union salary increases in June • Merit pool (1.5%) • College market pool (0.75%) • Provost market pool (.5%) • Centrally funded promotional increases • UNTF merit increase is governed by the contract • Merit pool (2%) • Salary adjustments are effective October 1, 2013

  5. Salary Cohort Analysis The salary cohort analysis is updated and sent each year following the annual raise adjustment process Intent of analysis is to assist unit administrators in monitoring possible inequities in tenure system faculty salary levels Salaries are normalized and placed into cohorts

  6. Salary Cohort Analysis, Cont’d • Lists are provided illustrating salary comparisons among those with the same rank and highest degree. Cohort groups are composed of faculty members: • In the same college • With the same academic rank • With the same highest degree • With the same number of years in rank

  7. Salary Cohort Analysis, Cont’d Calculations derive a predicted median of a cohort which is used as the comparison salary for each individual in the cohort Employees with a salary below a certain % of the median are reviewed by units for possible salary inequities Salary adjustments may be necessary

  8. Cognos Raise Model • Application used to designate annual raise recommendations • Two raise lists • R01 (Non-Union) • R02 (UNTF) • Data organized by MAU, then organizational units • Employees with appointments over (or on) October 1, 2013 are included in the raise model • Employees appear on funding org lists and non-funding organization lists

  9. Cognos Raise Model, Cont’d • Information in the raise model is based off of October 1, 2013 data • Raise model contains • FTE Salary • Funding % (non-union list only) • Appointment basis • Primary job • Personnel number • Organizational unit

  10. Cognos Raise Model, Cont’d, R02 • In addition, for UNTF employees raise model contains • UNTF Teaching % • Non-UNTF Teaching % • Expressed as “Faculty Other” in the raise model • Example: Employee has UNTF teaching % of 70%, so the Non-UNTF Teaching % would be 30% • Separate raise amounts are required for UNTF employees with split UNTF duties and Non-UNTF duties

  11. Cognos Raise Model, Cont’d, R02 • Separate raise amounts are required for UNTF employees with split UNTF duties and Non-UNTF duties • Employees with split duties have two different control totals

  12. Cognos Raise Model, Cont’d, R02 • For UNTF employees raise model also contains • UNTF Salary • Full Time Equivalent (FTE) Salary x UNTF Teaching % = UNTF Salary • Non-UNTF Salary (If UNTF employee has split duties) • Step: 1: Full Time Equivalent (FTE) Salary x UNTF Teaching % = UNTF Salary • Step 2: Full Time Equivalent (FTE) Salary – UNTF Salary = Non-UNTF Salary

  13. Cognos Raise Model, Cont’d • Personnel actions that have not been processed by August 13, 2013 are not reflected in the raise model • If individuals do not appear on the raise list due to this reason, please: • Submit a pay change with the new salary rate by the October HR payroll cutoff date, October 16 • Use the reason code of “Merit” and use an effective date of October 1, 2013

  14. Determining Eligibility HR provides standard criteria to determine whether an employee is eligible to be included in the raise process For non-union eligibility criteria, refer to Chapter 2 in the Raise Process Resource Guide (pages 5-6) For union eligibility criteria, refer to Chapter 2 in the Raise Process Resource Guide (page 7)

  15. Designating Eligibility • Units designate whether an employee is eligible for a salary adjustment by marking the employee as “Yes” (eligible) or “No” (not eligible) • Employees must be marked as eligible or not eligible by Friday, August 23 • Ability to designate “Yes” and provide no raise amount • If designate “No” • the salary does not count towards the control total • not able to view the raise amount entered by jointly appointing unit

  16. Control Totals A calculated control total is provided by unit and by MAU for all salary adjustments Control totals are based off Full Time Equivalent (FTE) salaries Dynamically changes based on the amounts entered into the model Control totals are guidelines and do not reflect the actual amount funded

  17. Control Totals, Cont’d Raise control figures may be exceeded by the amounts centrally provided for promotional increments Raise model does not stop a user from exceeding control totals UNTF control total must be fully allocated or user at the MAU level will receive an error upon submission

  18. Joint Appointments Individuals may appear on multiple lists Raise model will indicate whether an employee is jointly appointed and the joint org units Jointly appointing orgs must agree on the raise amount Raise model checks and alerts users for differing raise amounts between org units

  19. Finders List • Employees with a management or an executive management title are routed to appear on the list where raise decisions are made • Example: • Chairperson appointed in the Department of Teacher Education does not appear on the Teacher Education list. Chairperson appears on the Education Dean’s list. • If employee has joint administrative responsibilities, may appear on multiple lists

  20. HR Review of Raise Data After raises have been submitted HR identifies any changes to the data and manually adjusts salaries accordingly HR updates data into the HR/Payroll System using mass raise tools

  21. Raise Notifications Raise letters are generated for each employee marked as “eligible” to receive a raise Raise letters are created and sent electronically to MAUs via email Each email contains letters by organizational unit Raise letters contain the new FTE salary rate expressed in whole dollar amounts (i.e., no decimals)

  22. Enhancements to the Process Raise eligibility (Yes/No) must be determined by Friday, August 23 Provost market recommendations are due at the same time that the merit and college market are due, Friday, September 13 Users at the MAU level will receive an error upon submission if the UNTF control total is not fully distributed Justification in support of Provost market recommendations will be submitted as an attachment in Cognos

  23. Questions?

  24. Installing Cognos Enterprise Planning (EP)Contributor Web Client Installation • Instructions for loading the Cognos Contributor Web Client are located within the EBS portal under Technical Information. • This is a one-time load placing the web client on your computer. Raise Process Handout – Page 11

  25. Navigation to Raise Allocation Applicationwithin Portal To open Contributor first select Planning and Budgets Tab and Planning and Budget System within the Portal Information about Faculty Raise Process will be placed within the announcement section of this screen

  26. Opening Raise Allocation Application from Portal Portal Opens the Cognos EP Folder “- MSU” Path to Cognos EP MSU Raise Process Folder: Public Folders > Cognos Planning > Applications > - MSU > MSU Raise Process > MSU R01 Faculty Raise (or select MSU R02 UNTF Faculty Raise) Raise Process Handout – Page 12

  27. Reminders and Changes • Can select and open more than one organization at a time • Can drag over a row or column of numbers and a sum will appear in lower right corner of the screen • Provost Market application in Cognos EP will be available on August 19 to enter requests • Provost Market increase recommendations are due at the same time that the merit and college market increases are due, on Friday, September 13. • Units will be required to submit justification for Provost Market recommendations by attaching documentation directly in Cognos Raise Process Handout – Page 9

  28. Roles in Cognos EPfor Raise Process Application • Cognos EP Viewer – users get “view only” rights in system • Cognos EP Submitter – users may view, edit and save changes, and submit data for their organization(s) for central approval Raise Process Handout – Page 15

  29. Roles in Cognos EPfor Raise Process Application • Access to the applications is determined by the security roles granted within D6501. • The following is the path to the procedures to add or remove users from Cognos EP roles: https://aissecuritycontact.ais.msu.edu/SecurityAdmin/D6501.html. • The following is the path to the ARM form for requesting access to applications in Cognos EP: http://aissecuritycontact.ais.msu.edu/arms/index-ebs.html.  Raise Process Handout – Page 15

  30. Roles in Cognos EPfor Raise Process Application Example of Security Groups for Raise Process /group/EBSP/EP/10002000-RP-SUBMIT OR /group/EBSP/EP/10002030-RP-VIEW • Use a filter in D6501 within the “Title” field to help show a listing of Cognos EP groups for your MAU • Example of filter that will show all Cognos EP roles for an MAU: %10002% Raise Process Handout – Page 15

  31. Opening Raise Allocation Application within Training Site URL for Cognos EP Training Site https://bi.test.ebsp.msu.edu/cognos/ Public Folders > Cognos Planning > Applications > - MSU > MSU Raise Process > MSU R01 Faculty Raise Raise Process Handout – Page 12

  32. Workflow in Contributor Workflow screen appears when you log on to Contributor Consists of tree, table, and approval hierarchy Tree lists area of responsibility for user under “Contributions” Any items listed under “Reviews” can be viewed by any user

  33. Contributor - Workflow Icons Raise Process Handout – Page 13-14

  34. Workflow in Contributor Select an organization and a table will appear on the right side of the screen Select an organization within the “Which is made up of” section of the screen. This opens the application. Raise Process Handout – Page 12 33

  35. Workflow in Contributor Workflow Tree Orgs under “Reviews” can be viewed - Viewer or Reviewer Role Orgs under “Contributions” is the area of responsibility – Submitter Role Current Workflow If a document is attached, an icon appears Raise Process Handout – Page 13

  36. Simplified Workflow in Contributor Single Org User Some of you will only have access to a single org work on. This is okay. Your view will be something like this. Raise Process Handout – Page 13

  37. Raise Allocation – Workspace Parts of Contributor Workspace • The Contributor workspace contains the following parts: • Tabs – a separate tab represents each cube in the application • Dimension Bar – shows the dimensions that are in the rows, columns, and context • Dimensions – groups of related data, such as MAUs, employee data, fiscal year, etc. • Grid – where you add or edit data • Grab Handles – where a dimension or tab can be “grabbed” to move it within the grid Tab Dimension Bar Dimensions Grab Handles Grid Raise Process Handout – Page 19

  38. Changes to the Workspace The next time you open the same application your settings are retained. You can change your view by doing the following actions: Move tabs Freeze a pane Hide rows and columns Sort dimensions Reposition dimensions Total on Top?

  39. Contributor - Task Icons Raise Process Handout – Page 20

  40. Reset Workspace View Raise Process Handout – Page 19 To revert back to the default grid or tab views, select Reset Tabs only, Reset Grid only, or Reset both Tabs and Grid from the View menu by selecting Reset Views.

  41. Contributor – Attachments • Attach comments and documents within the model, tabs, and cells • View comments and attachments in the Commentary Browser

  42. Cognos Raise Model Raise Process Handout – Page 16

  43. Contributor – Workspace Parts of Contributor Workspace • Raise Allocation application in the Contributor workspace contains the following tabs: • Summary Tabs – gray background as read-only data • Input Tab – white background as contains fields for entering data • Assumption Tab – used for calculations Summary Tabs Assumption Tab Input Tab Raise Process Handout – Page 18

  44. Raise Allocation Tabs Raise Allocation Consolidation • Includes • Full-time equivalent salary • Merit raise summary • Promotion increment • Provost market allocation • Summary information with gray background as read-only data Raise Process Handout – Page 18

  45. Raise Allocation Tabs Raise Allocation • Includes • Employee data • Indicator if eligible for raise • Indicator if joint appointment • Control total • Raise allocations approved by MAU • “Eligible for Raise?” column to be completed for all employees within list • Enter data within white background cells Raise Process Handout – Page 18

  46. Raise Allocation Tabs Joint Appointments • Includes • Listing of joint appointments by organization • Weighing percentage by organization • Process is run based on a schedule to update this information Raise Process Handout – Page 18

  47. Raise Allocation Tabs Raise Variance by Unit • Includes • Summary of joint appointment salary differences • Before submitting raise allocation, check to see that there are no entries appearing within this tab • “PROVOST Proposed Mkt Dollars” column must be zero if all previous increase columns are zero • Process is run based on a schedule to update this information Raise Process Handout – Page 18

  48. Raise Allocation Tabs Rate Assumptions • Includes • Raise percent increases • Linked to Raise Allocation tab Raise Process Handout – Page 18

  49. Contributor – Working with Data Copy Merit Raise to Actual Copy “Merit Raise $” which is calculated from percent increase within assumption table Step: Copy “Merit Raise $” amounts to “Actual Merit Raise Given” column Raise Process Handout – Page 23

  50. Contributor – Working with Data Hold Amount and Breakback Proportionality spread the merit raise, but also enter specific amounts Steps: Copy “Merit Raise $” amounts to “Actual Merit Raise Given” column; enter specific amounts and hold the value; enter merit raise in the total cell Raise Process Handout – Page 25

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