Presented by: Chien Shih, Joseph Lampo, Irma Rodarte, Erwin Widiarta Foothill-De Anza Community College District Session Number: ND-4

FLAC is an out of the box module from Elucian. We have not modified the baseline software, but we have added a few “bolt-on” applications, and we do have a unique set-up. This module covers part-time faculty instructional and non-instructional assignments, and full-time faculty overload assignments. All of these job assignments require a contract. New contracts are created for each term. Most of the information included in each contract is extracted from the Banner Student Course Scheduling system. It is imperative that HR and Scheduling work closely together to make this system work. Payroll’s involvement is minimal. This is a paperless system. Contracts are available through our portal as a self- service application. Signatures are recorded electronically, and signed contracts are archived. Job assignments are generated after the contracts have been acknowledged. FLAC – Faculty Load and Compensation FLAC – Faculty Load and Compensation

We have required contracts for part-time and overload assignments for as long as I can remember (dating back at least twenty years). Originally, all contracts were printed at a centralized location (at our Data Services Center) on continuous forms. They had to be stripped, bursted and decollated, sorted by campus, and delivered to each campus office. Smaller batches could be run for selected instructors to reflect additional or canceled classes, changes to pay rate and any other contractual changes requiring a new contract. Contract printing was later de-centralized and done by high-speed laser printers located at each of the campuses. Contracts were still mailed to instructors and had to be signed and returned to the campus offices. Job assignments were normally rolled over from term to term prior to generating the contracts. They had to be reviewed and updated manually. Background – Our Legacy of Paper Handling Background – Our Legacy of Paper Handling

Today we utilize the FLAC module for our Faculty Contracts and Job Assignments. As a prerequisite for using the FLAC module, the Institution must have the Student and Human Resources modules up and running. The following is a general view of the setup forms needed for Student and Human Resources modules. FLAC Requirements – Setup in Banner Student and Banner HR Systems FLAC Requirements – Setup in Banner Student and Banner HR Systems

STVFCNT

STVNIST

SIAINST

PTRINST

PTVFLCL

PTRFLCT

PTRFLAC

PTRNIST

PEAFACT

FLAC also accesses other forms in the Banner Student system that are not directly related to FLAC. These include: STVCAMP (Campus Codes) STVCOLL (College Codes) STVSCHD (Schedule Types) SCACRSE (Basic Course Information) SCACLBD (Course Labor Distribution) SSACLBD (Schedule Labor Distribution) SSASECT (Scheduled Course Sections) Lets walk through an example now to see how all of this works!

PEPFLAC – Create Contracts for faculty PEPFCAP – Translate contracts into NBAJOBS assignments FLAC Processes FLAC Processes

SSASECT

SIAASGN

PEPFLAC

Option>Review Output from PEPFLAC screen

Find & Fix the Errors

Rerun PEPFLAC

Option>Review Output from PEPFLAC screen

FLAC Tables Updated by PEPFLAC -PERFASG: Faculty Load Instructional Assignment -PERFCNT: Faculty Load Contract Type -PERFCSC: Faculty Load Schedule Type Compensation -PERFJER: Faculty Load Job Default Earnings -PERFLER: Faculty Load Compensation Errors -PERFJLD: Faculty Load Job Labor Distribution -PERFJOB: Faculty Compensation Detail Job -PERFNIS: Faculty Load Non-Instructional Assignment Compensation -In-house reports have been created to catch more errors utilizing data from these tables. -Example: Report that shows contracts without SIAASGN

SSB Administrator view: Job Detail created by baseline PEPFLAC

SSB Administrator view: Job Earnings created by baseline PEPFLAC

PZPFLAC: bolt-on to update specific fields, lock & release contracts to Faculty

SSB Administrator view: Job Detail after PZPFLAC

SSB Administrator view: Job Earnings after PZPFLAC

PZPFLAC (Bolt-On Application) -- PEPFLAC defaults: Column 1 Step 0 appointment percent (100) pay rate (monthly rate) -> hourly rate hours per pay (1) -> actual hours per pay Organization Code Hours in default earnings (1) -> actual hours per pay -- FHDA uses multiple salary schedules. -- PZPFLAC is run after PEPFLAC to do the following: Update PERFJOB table: Appointment Percent, Hours per Pay, Regular Rate, Salary Grade & Step, Salary Amount, Organization Code. Mass lock all unlocked records in PERFJOB to release contracts to faculty.

SSB Administrator Role – Initiate Contracts & Notify Faculty SSB Faculty Role – Review and Acknowledge Contracts Final Steps – PEPFCAP and NBAJOBS FLAC Roles and Related Views FLAC Roles and Related Views

SSB Administrator’s View

PZPCQTR: Bolt-on Process to Initiate Contracts Notification

SSB Faculty View

PEPFCAP

Option > Review Output from PEPFCAP screen

PEPFCAP

NBAJOBS

HR and Scheduling must work closely together to make this system work. Exception reports are critical and should be created and distributed to HR and Scheduling. Pay rates will need to be adjusted per your institution’s criteria for paying part-time faculty and overload assignments. It is imperative that a notification system be set up for faculty and their deans. Questions? Summary