1. 1 Presented by: Anita Bender, Payroll Manager and Mum Martens, Senior Manager of Employment and Training Oakton Community College – Des Plaines and Skokie May 21, 2013 To FLAC or not to FLAC, that is the question?

2. 2 Session Rules of Etiquette Please turn off your cell phone/pager If you must leave the session early, please do so as discreetly as possible Please avoid side conversation during the session Thank you for your cooperation!

3. 3 Introduction To determine if FLAC is a product that your institution can benefit from.  Accommodate multiple schedule types per course and factor those appropriately in compensation calculations  Faculty can review online summary and detail of their compensation  Faculty can view load and compensation information by term, course and position/suffix  Eliminating manual data entry and errors, provides consistent accuracy in data  Allows both parties insert comments on their records

4. 4 Why Oakton went with FLAC? Flexibility to break FLAC into multiple projects Credit and Non-Credit Implementation  Credit: Live Spring 2011  Non-Credit: Live Summer 2012 Looking to review how we handle over load payments for full-time faculty

5. 5 Faculty Compensation - General Flow Banner Student Faculty Record, Assignments, & Load Data Banner HR Employee Information Extract Process for Compensation Calculations and View Process rules and system controls Administrator verifies load, assignments, and completes faculty rates Administrator & Academic executives can view faculty course compensation summaries and details

6. 6 Faculty Compensation - General Flow Academic executive can revise and/or lock the final compensation record Job information created and is marked as ‘apply’ Faculty member can view and acknowledge compensation details Compensation data is applied to Banner HR to NBAJOBS

7. 7 Preparation for Implementation

8. 8 Implementation What is your current process?  Spreadsheets Data was manually entered by division offices and Human Resources  Credit side – salary schedules were determined by contract  Non-Credit No salary schedules – a larger view of how faculty were paid

9. 9 Implementation Team  Payroll  Human Resources  Division Offices Banner interaction  Informational Technology  Student Academic Administration  Alliance (non-credit) 9

10. 10 Implementation Contract Types Establish contract types: by functional area Credit  AM = Applied Music  CL – Clinical  CO – Coach  LI – Library  NI – Non-Instructional  PT – Part Time Non-Credit  CE- Continuing Education  FR – ALL Flat Rate  HC - ALL Head Count

11. 11 PTRFLCT

12. 12 Implementation Schedule Types  DLE - Discussion/Lecture  DLI - Discussion/Lecture/In District  IAT - Interactive TV/Distance Learning  IND - Independent Study  INF - Internship/Filed Study  INT - Internet Course  LAC - Lab/Clinical  LAD - Lab/Lab Discussion  TOU - Tour  TV - TV

13. 13 PTRFLAC

14. 14 Implementation Salary schedules  Salary Table PTVFLCL – Faculty Compensation Level Validation STVNIST – Faculty non-instructional code validation PTRNIST – Faculty load and compensation non- instructional rules PTVFLIC – Incremental compensation code validation form PTRFLIC – Faculty load incremental compensation rule –Credit and Non-Credit »Prep time

15. 15 Going Live

16. 16 Going Live Met weekly and scheduled open labs  Allowed employees to come and have a space to lock records and work together  Payroll was available to answer questions and trouble shoot  Re-run PEPFLAC as necessary on individual level Timeline  Once current payroll finished, Payroll immediately runs PEPFLAC for the next pay period  Division offices have about 10 working days to review and lock records

17. 17 Going Live Customizations and Modifications  Run PEPFLAC bi-weekly bringing in any new records where the course started during the specific payroll dates  Two specific jobs payroll runs before PEPFLAC Assigns position number Assigns the next suffix number  A job that changes the default Reg Pay to our specific earn code Spring faculty pay  Ability on SSB to change the workload Can be done on SIAASGN, but SSB was more efficient for our process  Modified download data to include additional information for auditing purposes  A job that downloads data for our board packets that include: name, ID, rate, start and end date of class

18. 18 Sample Download Data

19. 19 What We Learned

20. 20 Learned Always evolving process  Establish user groups Comments  Use comments in SSB – follow trail Contact payroll to re-run PEPFLAC for specific individuals during a pay period if there have been changes  Don’t want to unlock all the other records Decided not to do compensation and acknowledgement  Changes are being made up until the payroll starting  Know our faculty and the consensus was that faculty would not be reviewing them

21. 21 Our Unique Challenges How we use position and suffix numbers  Running out of suffix numbers Once recorded is extracted and applied changes are processed manually via a spreadsheet

22. 22 Summary Is work to set up and determine processes, but more efficient and accurate Better service to our employees – view their payment history  Faculty are able to see what they are being paid for – inquiries regarding payments have decreased Division offices have a better picture of assignments coming out of their area and others if the instructor is teaching across divisions

23. 23 Questions ? Thank you! Contact Information Ms. Anita Bender, Payroll Manager anitab@oakton.eduanitab@oakton.edu or 847-635-1755 Ms. Mum Martens, Senior Manager of Employment and Training mmartens@oakton.edummartens@oakton.edu or 847-635-1664