FY12 Axess Salary Planning Informational Session University Compensation, HRIS & Faculty Affairs

Slide 2 This Presentation Covers….  Axess Salary Planning Processes  Review/Recap  Enhancements  Reportmart1 Reports  Campus Readiness - Helping Users  Tips and Reminders  Questions

Axess Salary Planning Processes Slide 3 Security Grant Role in Authority Manager 1 School/VP Rep role 2 Manager roles Setup Define Program Components Base Salary Non-Base Academic Year Salary Authorization Delegation Create/Segment Population for Salary Input Department Job Code STF Group Reports To MSS (Manager Self Service) Input Base Salary and Non-Base Recommendations Notification Approval Approve/Audit Salary Input Manager Approval School/VP Representative Approval Central Office Approval Reporting Process RM1 Salary Planning Reports Salary Planning Folder Export to Excel

Slide 4 Navigation to Module  The Axess Salary Planning Module is located under the Employee Information tab in the Axess Portal  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 and Totals by STF Group.

Slide 5 Review 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)

Review Job Data tab Slide 6 Salary History link: Clicking the hyperlink on the employee’s Name and a separate page will display salary history information for the employee since PTA link: Clicking the hyperlink on the employee’s Empl Rcd Nbr and a separate page will display the current labor distribution data. Job Data Change: The EmplID is highlighted in black if the employee’s Job Data record in PeopleSoft changed since a recommendation was last planned in the module.

Review Planned Base tab Slide 7 Include/Exclude Checkbox: Deselecting the checkbox next to each employee’s Name will exclude the employee from all the tabs Excel icon: Clicking on the spreadsheet icon will export the data values in the current tab

Review Faculty Academic Planned Base tab  For Professoriate in Pay Groups F09, F10, F12 Slide 8 APPSAL: In the New APPSAL field, you MUST enter the new dollar amount. PAYSAL: Enter Academic Year Salary Increase (ZAY)

Review Utilization Slide 9 Total Annual Salaries: Sum of the salaries of the employees displayed in search criteria Authorization: Indicate the amount allowed for each salary program component for the School/VP Area. Used: Displays the amounts that have been calculated for each salary program component for the employees in this population.

Review Approval Workflow  Approval Workflow 1) 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 when you return to the Search page and/or the next time you access the module. 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 (University 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. Slide 10

Enhancement – Search Page Slide 11  Search Page:  Include Child Departments will be checked by default when entering a Dept ID  School/VP is added as a searchable criterion

Enhancement – Job Data tab Slide 12  Job Data tab:  Dept Name added next to the Department column  STF Service Date sort by year

Enhancement – Planned Base tab Slide 13  Planned Base tab:  The 9/1 100% FTE Salary and New 100% FTE Sal w/Midyr fields will be highlighted in blue if less 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.  New Position in Range % (100% FTE Salary w/Midyr) is now located to the right of the New 100% FTE Sal w/Midyr instead of in the Planned w/Benchmark tab

Enhancement – Faculty Academic Planned Base tab  Faculty Academic Planned Base tab:  The 9/1 Paysal is 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), Incr $ Merit, Incr $M/E/R Mkt/Eqy/Ret, or Special Market Adjustment, the 9/1 Paysal will be a non-enterable field.. Slide 14

Enhancement - Planned w/Benchmark tab  Planned w/Benchmark tab:  The New 100% FTE Sal w/Midyr fields will be highlighted in blue if less than the Range Min or greater than Range Max Slide 15

Enhancement – Approval tab  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 Slide 16

Additional Enhancements  Additional Enhancements  View set to 100 records at a time  Display two decimals for all salary fields (dollar and percentage)  Enter a note in the Comments field without having another page open  The Suggested Merit Increase will download as a percentage rather than convert to a date Slide 17

Enhancement: Field Name Changes  FY12 Field Name Changes: Slide 18

ReportMart1 Reports  Current Reports  Delegation Report (HR086)  Salary Planning Multiple Jobs Report (HR092)  Staff Compensation Utilization Report (HR084)  Utilization by STF Group (HR095)  Revised Reports  Salary Program Mail Merge Report (HR085) – Coming in May  Salary Range Audit Report (HR079)  New Report  Salary Planning Increase Audit Report (HR077) – Coming in May —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 Instructions (NOT in ReportMart1)  One-page quick guide with instructions on how to customize and download data from the module for entry into Hyperion – Coming in July Slide 19

Campus Readiness - Helping Users  Informational Sessions in April  1:1 Training Sessions by Appointment will be held from April – June  Job Aids  Online Training materials  Animated process demos  Submit HelpSU for assistance Slide 20

Slide 21 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.  ReportMart 1 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 increases will be loaded into PeopleSoft.

Slide 22 Questions ? Axess Salary Planning Module