1. Adaptive Insights
Salaries

2. Agenda Full-Time Salaries – Employee Data Coordinator Allowance
Overtime / Shift Premium
Part-Time & Temporary Salaries – Employee Data
Adjustments to Salaries
Additional Resources
Log on

3. Full-Time Salaries

4. Full-Time Salaries – Employee Data (Replaces BUS “A” and “B” screens)
Employee level data will be brought forward from Workday (salary information, leave information)
Budget Assumptions for salaries will be entered by Finance (annual increases in collective agreements, etc.) and are factored into the calculations

5. Full-Time Salaries – Employee Data
There is no “UNDO” – if you delete a FT employee, the record is gone from the BUDGET (employee still exists, still gets paid, etc.), but your budget may be understated. You can manually re-create the employee.
You can “add” a FT employee – this does NOT mean that the position is approved (you will have to go through the regular position approval process).

6. Navigation 1 Open the navigation menu Go to Sheets2 3
Open the navigation menu
Go to Sheets
Select Full Time Salaries – Employee Data

7. Top Menu Bar Open/Close the formula bar Cell Explorer
Formula Assistant
Print
Save Changes
Refresh Sheet (NOT AN UNDO!)
Add / Delete Row
There is no undo function in Adaptive Insights. If you delete an item accidentally and have saved your changes – you will have to recreate the deleted item.
Copy Formula
Reset to Default View (NOT AN UNDO!)
Display Options

8. Top Menu Bar (continued)
Indicates the version you are working in
Personal Settings/Log Off
Help Icon
Training
Notes function – notes can be added to the entire sheet here
Select your cost centre here – when entering budget data, select ONE cost centre

9. Full-Time Salaries Select Cost Centre
Using menu at the top right of the screen, use drop down menu and navigate through hierarchy and select cost centre OR
Type the cost centre into the search bar

10. Full-Time Salaries
This is the data you’ll see when you log-in to your cost centres – the data is from Workday.
You can edit all fields… I wouldn’t recommend it!
What you change impacts the budget… if you update base pay, the salary budget will be changed… if you change the step increase, the budget will change.

11. Typical Changes to Full-Time Salaries
Employee Leaves
Leave Types:
Parental
Maternity
Sabbatical
Leave w/o Pay, etc.
Select “Leave Type” from drop down menu
Enter the Start Date of the leave
Enter the End Date of the leave
Enter Comments (if required)
Adding a New Full-Time Employee
Click on “Add Row”
Add as much data as you can. MUST INCLUDE:
Legal Name (could be position name or TBD)
Estimated Base Pay and Pay Frequency (Hourly or Annual)
Weekly Hours (typically 36.25)
Enter split (1.0 for 100% allocation)
Position Start Date and End Date (if applicable)
Enter Employee Type (Support, Academic, Admin)
Enter Position Title
All Screen Shots are from the Full-Time Salaries Sheet

12. Typical Changes to Full-Time Salaries
Salary Splits
Salary splits will be brought into the budget where they exist in Workday.
If the employee does not have a salary split they will default to 1.00 (or 100% to a single cost centre)
To create a salary split – click into the Salary Split of the desired employee and enter the desired amount to be charged to the cost centre (for example, 0.6 = 60%)
To enter the other side of a salary split, you need to go into the other cost centre and manually add the employee and the offsetting amount (0.4 / 40%)
If you do not have access to the cost centre where the remaining salary is allocated – CALL the budget officer for that cost centre and arrange for entry
Finance will be running a report during the budget to ensure all positions are budgeted at 100%
All Screen Shots are from the Full-Time Salaries Sheet

13. Just for Fun – Wondering how it looks like per month?
To see what a salary calculates at per month:
Right click in any cell in an employee row
Click on Row Details
All Screen Shots are from the Full-Time Salaries Sheet

14. Don’t forget to…
SAVE

15. Coordinator Allowance

16. Navigation 1 Open the navigation menu Go to Sheets2 3
Open the navigation menu
Go to Sheets
Select Coordinator Allowance

17. Coordinator Allowance (replaces BUS “E” screen)
Ensure you have selected the cost centre you wish to add a Coordinators Allowance to (top right of the screen)
Click on the Add a Row Icon
Enter in the name or position the coordinator allowance is referenced to
Enter the start and end date
Save

18. Overtime / Shift Premium

19. Navigation 1 Open the navigation menu Go to Sheets2 3
Open the navigation menu
Go to Sheets
Select Overtime / Shift Premium

20. Overtime / Shift Premium (replaces BUS “F” screen)
Ensure you have selected the cost centre you wish to add Overtime / Shift Premium to (top right of the screen)
Click on the Add a Line Icon
OT and Shift Premium can be added by employee or as a lump sum total – just note “annual amount” in the legal name.
Enter the amount in “base pay”

21. Part-Time Salaries

22. Navigation 1 Open the navigation menu Go to Sheets2 3
Open the navigation menu
Go to Sheets
Select Overtime / Shift Premium

23. Existing Part-Time Positions Will Be Brought In (replaces BUS “G” screen)
PT positions can be:
Added
Deleted
Rates Changed…
Any changes made will only impact your budget – there is no tie/integration to HR.

24. Don’t forget to…
SAVE

25. Income Statement – What do my changes look like? - Navigation1 2 3
Open the navigation menu
Go to Sheets
Select Income Statement

26. Income Statement 1. Select at what level you want to view the data
Using menu at the top right of the screen, use drop down menu and navigate through hierarchy OR
Type the cost centre/hierarchy level into the search bar
You can view your organization (depending on your access) at any level of the hierarchy – at the cost centre level (lowest level) or at a department roll-up, etc.

27. Income Statement 2. Adjust Display (if necessary)
Click on Display Options icon
Select Fiscal Year(s) you want displayed
Select: Suppress rows of all zeros or blank (if desired)
Click OK

28. Income Statement
You should see the changes you’ve made, and the contribution margin. (There was not data in the test environment for when I took this screen shot).
possibly replace this screen shot with some actual data... I didn't want to enter anything with changes still being made to the environment

29. Additional Resources Expert Users: Doreen Jans (Finance)
Marina Spivak (Finance)
Teri Kinnunen (Finance)
Emily Woods (Finance)
Robert Powell (Student Support Services)
Nicole Samson (Innovation and Strategy)
Sarah Aiken-Ayre (Innovation and Strategy)
Cristy Montgomery (Academic)
Shawn Qu (Academic)
Denis Lefebvre (Academic)

30. Additional Resources
Future Drop-In Sessions (will be provided during the Q2 update and during the budget process – details will be provided in future communications)
Training documents:
Slide decks
Recordings of training sessions
Deloitte documents

31. Going online – General Information
We’re going to log on to Adaptive now…
The base data we are using is real (or at least we started that way).
You will see detailed salary information in your cost centres (security has been setup to align with what you have access to in Workday).
We are in a sandbox environment, so don’t worry about playing around - go ahead and enter, and change the data. Run reports.
We will send out a new URL when we go live in the Production environment.
Caveat: if you’re exploring and then run into an error… we may not be able to identify what you’ve done. Not to worry – it’s a sandbox. Let us know, and we’ll try and recreate the error to see what’s going on.

32. https://login.adaptiveinsights.com/app
QUESTIONS?
Please Log On:
User Name: <your Algonquin
Initial Password: To be Provided in Class
You will be prompted to change your password – we’re currently working on an SSO solution.

33. Salary Entry (use one of your own cost centres)
FULL-TIME: Add a new full-time employee
Click on Menu
Go to Sheets
Select Full Time Salaries – Employee Data
Select Cost Centre (drop down menu on top right)
Click in Add New Line button
Enter Legal Name of new employee ( TEST NAME)
Enter base pay – annual pay for Admin & Academic, or hourly rate for Support.
Enter base pay frequency (Annual for Admin & Academic or Hourly for Support)
Enter default hours per week (36.25)
Enter start date – the date you expect the employee to start
Enter Employee Type (Admin, Academic, Support)
Under Salary Split enter 1 (for 100% allocation)
Click Save
In any cell on the employee you’ve just created, right click to get this menu:
Click on Row Details
This is the MINIMUM amount of data you have to enter. You can enter into more fields, but this is the minimum.
At the end when you click on row details… scroll over to the month/year you selected the position to start – you should see how the salary will show in your budget.

34. Salary Entry (use one of your own cost centres)
PART-TIME: Change the hourly rate and hours per week of an existing PT Employee
Click on Menu
Go to Sheets
Select Part Time & Temporary Salaries – Employee Data
Select Cost Centre (drop down menu on top right)
On the PT employee you want to adjust:
Enter new Total Base Pay Amount (new hourly rate)
Enter new Scheduled Hours per Week (new weekly hours)
Click Save