1 Presented by: Anita Bender, Payroll Manager and Mum Martens, Senior Manager of Employment and Training Oakton Community College – Des Plaines and Skokie May 21, 2013 To FLAC or not to FLAC, that is the question?

2 Session Rules of Etiquette Please turn off your cell phone/pager If you must leave the session early, please do so as discreetly as possible Please avoid side conversation during the session Thank you for your cooperation!

3 Introduction To determine if FLAC is a product that your institution can benefit from.  Accommodate multiple schedule types per course and factor those appropriately in compensation calculations  Faculty can review online summary and detail of their compensation  Faculty can view load and compensation information by term, course and position/suffix  Eliminating manual data entry and errors, provides consistent accuracy in data  Allows both parties insert comments on their records

4 Why Oakton went with FLAC? Flexibility to break FLAC into multiple projects Credit and Non-Credit Implementation  Credit: Live Spring 2011  Non-Credit: Live Summer 2012 Looking to review how we handle over load payments for full-time faculty

5 Faculty Compensation - General Flow Banner Student Faculty Record, Assignments, & Load Data Banner HR Employee Information Extract Process for Compensation Calculations and View Process rules and system controls Administrator verifies load, assignments, and completes faculty rates Administrator & Academic executives can view faculty course compensation summaries and details

6 Faculty Compensation - General Flow Academic executive can revise and/or lock the final compensation record Job information created and is marked as ‘apply’ Faculty member can view and acknowledge compensation details Compensation data is applied to Banner HR to NBAJOBS

7 Preparation for Implementation

8 Implementation What is your current process?  Spreadsheets Data was manually entered by division offices and Human Resources  Credit side – salary schedules were determined by contract  Non-Credit No salary schedules – a larger view of how faculty were paid

9 Implementation Team  Payroll  Human Resources  Division Offices Banner interaction  Informational Technology  Student Academic Administration  Alliance (non-credit) 9

10 Implementation Contract Types Establish contract types: by functional area Credit  AM = Applied Music  CL – Clinical  CO – Coach  LI – Library  NI – Non-Instructional  PT – Part Time Non-Credit  CE- Continuing Education  FR – ALL Flat Rate  HC - ALL Head Count

11 PTRFLCT

12 Implementation Schedule Types  DLE - Discussion/Lecture  DLI - Discussion/Lecture/In District  IAT - Interactive TV/Distance Learning  IND - Independent Study  INF - Internship/Filed Study  INT - Internet Course  LAC - Lab/Clinical  LAD - Lab/Lab Discussion  TOU - Tour  TV - TV

13 PTRFLAC

14 Implementation Salary schedules  Salary Table PTVFLCL – Faculty Compensation Level Validation STVNIST – Faculty non-instructional code validation PTRNIST – Faculty load and compensation non- instructional rules PTVFLIC – Incremental compensation code validation form PTRFLIC – Faculty load incremental compensation rule –Credit and Non-Credit »Prep time

15 Going Live

16 Going Live Met weekly and scheduled open labs  Allowed employees to come and have a space to lock records and work together  Payroll was available to answer questions and trouble shoot  Re-run PEPFLAC as necessary on individual level Timeline  Once current payroll finished, Payroll immediately runs PEPFLAC for the next pay period  Division offices have about 10 working days to review and lock records

17 Going Live Customizations and Modifications  Run PEPFLAC bi-weekly bringing in any new records where the course started during the specific payroll dates  Two specific jobs payroll runs before PEPFLAC Assigns position number Assigns the next suffix number  A job that changes the default Reg Pay to our specific earn code Spring faculty pay  Ability on SSB to change the workload Can be done on SIAASGN, but SSB was more efficient for our process  Modified download data to include additional information for auditing purposes  A job that downloads data for our board packets that include: name, ID, rate, start and end date of class

18 Sample Download Data

19 What We Learned

20 Learned Always evolving process  Establish user groups Comments  Use comments in SSB – follow trail Contact payroll to re-run PEPFLAC for specific individuals during a pay period if there have been changes  Don’t want to unlock all the other records Decided not to do compensation and acknowledgement  Changes are being made up until the payroll starting  Know our faculty and the consensus was that faculty would not be reviewing them

21 Our Unique Challenges How we use position and suffix numbers  Running out of suffix numbers Once recorded is extracted and applied changes are processed manually via a spreadsheet

22 Summary Is work to set up and determine processes, but more efficient and accurate Better service to our employees – view their payment history  Faculty are able to see what they are being paid for – inquiries regarding payments have decreased Division offices have a better picture of assignments coming out of their area and others if the instructor is teaching across divisions

23 Questions ? Thank you! Contact Information Ms. Anita Bender, Payroll Manager or Ms. Mum Martens, Senior Manager of Employment and Training or