Advise, Deliver, Support Colleague Seniority Debbie Becker, Colleague Consultant, OA Solutions

Advise, Deliver, Support Benefits of the Seniority Module  Tracking of seniority is done using payroll information that is already in the Colleague system, eliminating the need to track this information in a separate system (ie. Excel)  Lots of flexibility in the module to allow for custom subroutines if you have complex calculations for seniority accrual.

Advise, Deliver, Support Benefits of the Seniority Module  Seniority data is stored permanently and easily accessed for review or reporting.  Seniority module is part of Colleague’s base product therefore no extra cost associated with implementing  The added bonus is that it is not a complicated implementation.

Advise, Deliver, Support Benefits of the Seniority Module  Seniority Plans can be setup to track other information besides actual seniority, such as  Employee Awards  Wage increases (based on hours worked)  Employee entitlements for regularization  Employee recognition based on hours worked  Employee probation hours

Advise, Deliver, Support About Seniority  Some features of the Seniority Module  The Seniority module provides the ability to calculate and track “seniority hours”, based on hours worked and determined by criteria setup in the Seniority Plans.  Employees can be assigned to multiple Seniority Plans  Service accrued is controlled by EARN types  The Seniority module is designed to allow subroutines to be added to perform complex calculations  Seniority plans offer an option to enroll Positions in the plan, providing a validation of hours worked against eligible positions.  There is an ability to do manual adjustments to seniority hours.  The Seniority module is part of Colleague’s base product  Seniority Plans can be defined to track things other than seniority such as  Employee awards  Wage increases (based on hours worked)  Employee entitlements for regularization

Advise, Deliver, Support Seniority Steps at a Glance  SNPD – Define your Seniority Plan  PSNS – Attach Seniority Plan to Employees  Process your payroll using Daily Time Entry  CSDR – Create Seniority Detail  PSAJ – Seniority Adjustments  CSEN – Calculate Seniority  SDPM – Seniority Detail Purge Move  SDPR – Seniority Detail Purge  Run Report Options

Advise, Deliver, Support Define a Seniority Plan  Seniority Plans typically have both “static” and “time sensitive” information. Basic and static information are created using the SNPD form. Typically this is information that does not change over time.

Advise, Deliver, Support Defining Seniority Plan Detail  The SPID form is used to record “time sensitive” information that can change over time, such as validation and calculation subroutines and accrual rates.  Subroutines can be attached to a Seniority plan for complex seniority calculations  You will choose to either Include or Exclude specific Earnings Types  Specific Earning Types can have specific Seniority Rates

Advise, Deliver, Support Additional Information - SPAD  Further information can be entered here to define your Seniority Plan including:  How you want to accumulate your Seniority, ie hours, weeks, etc  Do you want your seniority to lapse after a period of inactivity?  Do employees have to work specified hours before they become eligible for seniority?  Do you want to set Minimum and/or Maximum number of hours eligible to accumulate? This can be done Daily, Weekly Monthly or Yearly.  You can also have the number of hours an employee works adjust automatically to a minimum or maximum number of hours.

Advise, Deliver, Support Seniority Templates  Similar to Bended Templates, you can attach multiple Seniority Plans to a Template and enroll an employee in all the plans attached to the template in one step, making it more efficient to enroll employees in multiple Seniority Plans.

Advise, Deliver, Support Seniority Plans and Positions  You have an option to enroll a position in one or more Seniority Plans.  Positions can be enrolled in Seniority Plans to enable position validation of work hours. When a seniority plan is defined to validate against positions, any work hours eligible under that plan will be accrued as seniority hours, only if those hours are worked to a position that is enrolled in the plan.  There is a batch option to enroll a number of positions in one or more Seniority Plans.  There is a batch un-enroll option to un-enroll positions from Seniority Plans. These options make it more efficient to maintain positions enrolled in Seniority Plans.

Advise, Deliver, Support Processing Seniority  Seniority Processing is a multi step procedure 1. Create the Seniority Detail Records  These detail records are created from payroll information and/or manual adjustments  Information for processing is selected based on date ranges you enter 2. Use these detail records to Calculate and Accrue the Seniority  During this step, any rules setup in your plan will be applied, such as min/maximums, eligibility rules and calculation subroutines. 3. Move and/or purge the detail records  Options are provided for maintaining your seniority detail files  This helps keep your files clean and easy to access information. 4. Run report options  Standard reports  Custom reports

Advise, Deliver, Support Creating Seniority Detail  Sample of the report received when processing CSDR

Advise, Deliver, Support PSAJ - Manual Adjustments  This form can be used to manually adjust seniority hours  Seniority hours will be added/subtracted based on this entry  Comments will appear in the Person’s Seniority Detail for future reference.

Advise, Deliver, Support Calculating Seniority Detail - CSEN  The hours on this report are the hours that will get stored in the employee’s seniority detail forms.  Manual adjustments to seniority hours are shown separately on the report.

Advise, Deliver, Support Person’s Seniority Detail views

Advise, Deliver, Support SRNK – Seniority Reporting  This report generates a list that ranks the employees enrolled in a Seniority Plan  There are several options for running this report including  Using a Saved List  By designating number of hours an employee must have in the plan  By Seniority types  Including/excluding specific Seniority Plans

Advise, Deliver, Support Sorting the Seniority Ranking Report  There are many different options available for sorting the report.

Advise, Deliver, Support Sample of the Seniority Ranking Report

Advise, Deliver, Support PSRR – Personal Seniority Report  This report lists the total accrued seniority hours, plan start date, and an as-of-date for the accrued hours for each Seniority Plan an employee is enrolled in.  You may run the report for one employee or multiple employees. If you run it for multiple employees, each employee’s information will be on a separate page

Advise, Deliver, Support Sample of the PSRR report  The As of Date displays the last date that seniority was processed for this employee for this plan.

Advise, Deliver, Support Questions Debbie Becker HR/Payroll Consultant OA Solutions