Employee Contracts Overview PPMS User Group May 29, 2009 Rita Lauzon

Introduction Provides integration between SMS and PPMS Process starts in SMS Class information brought over to EC Contracts can be updated to EMP Assists with MIS reporting

Features Produces contracts based on class info Calculates salary and percent of full time Builds default salary account Tracks changes in the course schedule file that may affect contracts Allows single or multiple courses per contract

Features (cont) Allows single or multiple contracts per employee Prints Personnel Action Forms for classes and special assignments Allows contract remarks Produces contracts for classes and special assignments

Features (cont) Automatic update to job screens Provides for tracking of contract status Provides a correction process Builds a skeleton record in employee database for new instructors

SMS Tables SM5019 – College Information SM5020 – College Quarter Information IS1007 – Administrative Unit Codes IS2002 – Advisor/Instructor

SM5019 – College Information Contains information on specific college Employee contracts extracts the following to print on contracts:  College Code  College Name

SM5020 – College Quarter Information Contains information on each year/quarter YRQ key to EC screens YRQ and Title used on EC reports Extracts First Day YRQ for begin date Extracts Last Day YRQ for end date Dates can be overridden in employee contracts

IS1007 – Administrative Unit Codes User-Defined Codes Administrative Unit and Title required Categorizes the courses for extracting and sorting Used on the PS9047 Printed and used as selection criteria on PS4020

IS2002 – Advisor/Instructor User-Defined Codes Used to expedite entry of instructor information on SMS screens Can use in place of SSN as key to Employee Contracts screens Prints on employee contract reports

Employee Contracts Tables PS9047 – Administrative Unit Budget Table PS9048 – Course Salary Factors Table PS9049 – Employment Status Option Table

PS9047 – Administrative Unit Budget Table Identify default appropriation, program and organization indexes Default program and organization indexes can be overridden  If Institutional Parameter 1259 = Y and entered on IS1001  On PS4001

PS9048 – Course Salary Factors Table Identify:  Pay scale and default placement  Pay rate code of job  Contract units for hourly job  Salary and percent full time calculations

PS9049 – Employment Status Option Table Identify:  Number of classes on contracts  Default job classification  Default pay cycle  Default subobject and sub-subobject

SMS Screens IS1001 – Course Schedule IS1002 – Class Schedule IS1015 – Alternate Room/Instructor

IS1001 – Course Schedule Used with IS1002 Used to add, delete and/or maintain course schedule information Contains basic information for the course

IS1002 – Class Schedule Used with IS1001 Used to add, delete and/or maintain class information Contains information specific to the YRQ

IS1015 – Alternate Room/Instructor Used for:  Additional locations  Additional instructors (team taught) EC accesses if team taught indicator is Y Salary calculated only from:  INSTR CONTACT  INSTIT FTEF

PS0024 – Faculty Placement Screen Used to establish individual employee placement on pay scales Only need if placement differs from default on PS9048

Pay Scale Range Table PS9015 Pay Scale MG Range 01 Step C Pay Scale Range Table PS9015 Pay Scale MG Range 01 Step C Faculty Placement Screen PS0024 Employee XXX-XX-XXXX Range 01 Step C Faculty Placement Screen PS0024 Employee XXX-XX-XXXX Range 01 Step C Course Salary Factors Table PS9048 Salary Base Ind Base Multiplier QTR Contact Lec.1000 QTR Contact Lab.0750 Course Salary Factors Table PS9048 Salary Base Ind Base Multiplier QTR Contact Lec.1000 QTR Contact Lab.0750 Course Schedule IS1001 Item Number 3480 QTR Contact Lec 40 QTR Contact Lab 20 Course Schedule IS1001 Item Number 3480 QTR Contact Lec 40 QTR Contact Lab 20 Course Salary Calculation Hours X Base X Pay Mult Scale (Lec) 40 X.1000 X = (Lab) 20 X.0750 X =

Course Percent Full-Time Calculation Hours / Base FTE = Decimal X 100 = Percent (Lec) 40 / = X 100 = 4.0 (Lab) 20 / = X 100 = X 100 = 5.5 Course Schedule IS1001 Item Number 3480 QTR Contact Lec 40 QTR Contact Lab 20 Course Schedule IS1001 Item Number 3480 QTR Contact Lec 40 QTR Contact Lab 20 Course Salary Factors Table PS9048 Salary Base Ind Base FTE QTR Contact Lec QTR Contact Lab Course Salary Factors Table PS9048 Salary Base Ind Base FTE QTR Contact Lec QTR Contact Lab

Default Account Determination Appropriation Index Program Index Organization Index SubobjectSub- Subobject From PS9047 Administrative Unit Budget Table Based on Course Administrative Unit From PS9049 Employment Status Option Table Based on Course Employment Status Course Schedule Overrides PS9047 (If entered and Institution Parameter 1259 CLASS-PROG-ORG = Y)

PS4020J – Class Personnel Action Forms Created using information from:  Course Schedule File  PPMS Can be used to obtain approval Can be used for input into employee contracts screens Multiple selection fields for batching

Employee Contracts Screens PS4001 – Contract Course Screen PS4002 – Contract Course Summary Screen PS4003 – Contract Special Assignment Screen

Employee Contracts Screens (cont) PS4004 – Contract Remarks Screen PS4005 – Contract Payment Screen PS4006 – Contract Summary Screen PS4007 – Contract Status Screen

PS4001 – Contract Course Screen Used to enter contract information in preparation for creating contracts As classes are added, class schedule is flagged as approved and future changes will be logged Unprotected fields are calculated, but can be changed If employee does not exist in PPMS, a skeleton record will be built

PS4002 – Contract Course Summary Screen Inquiry Only Displays all classes for an instructor for YRQ Displays the salary and contract number for each class

PS4003 – Contract Special Assignment Screen Used to enter special assignment information Used for:  Producing Personnel Action Forms  Entering approvals  Printing contracts If employee does not exist in PPMS, a skeleton record will be built

PS4004 – Contract Remarks Screen Used to enter and print remarks on contracts Remarks for contracts will print below classes Remarks for special assignments will print below associated special assignment and on all reports

PS4005 – Contract Payment Screen View only Used to review payment information Pay period salaries are for information only They will be recalculated when updated to job screens

PS4006 – Contract Summary Screen Inquiry only Displays all contracts for an instructor for YRQ Provides job data that updates to Employee Maintenance Screens

PS4007 – Contract Status Screen Used to:  Review and update contract information  Change contract dates  Change pay cycle or job class  Update contract status  Blank out payroll update date Lower portion displays only on inquiry

PG608R – EMPLOYEE CONTRACT PRINT Extracts and prints contracts Multiple formats for course information Two files for legal verbiage merges Two additional message blocks Optional payment information printing Reprint capability

PS4040J – Update Contracts to Job Screen Updates contracts to job screens Multiple scheduling options for update Shows results on report Includes an exception report Sets job status to inactive

Questions?