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

SecurityGrant Role in

Authority Manager

• 1 School/VP Rep role

•2 Manager roles

Setup Define

Program Components

•Base Salary• Non-Base • Academic Year Salary

•Authorization

DelegationCreate/Segment Population for Salary Input

•Department•Job Code•STF Group•Reports To

MSS(Manager Self

Service)

• Input Base Salary and Non-Base Recommendations

•Email Notification

ApprovalApprove/Audit

Salary Input

• Manager Approval•School/VP Representative Approval

•Central Office Approval

ReportingProcess 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 GroupThe 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 2001.

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

FY11 Field Name FY12 Field NameFaculty Acad Planned Base tab

Academic Planned Base Faculty Acad Planned Base

Annual Rate Paysal

9/1 Actual Salary 9/1 Paysal

9/1 100% FTE Sal 9/1 100% FTE Paysal

New Actual Sal w/Midyr New Actual Paysal w/Midyr

New 100% FTE Sal w/Midyr New 100% FTE Paysal w/Midyr

Benchmark tab

Market Average Market Median, FY 2012

SU Average SU Average as of 03/15/2011

Position to Market Avg% Position to Market Median%

Planned w/Benchmark tab

New Position to Market Avg % (100% FTE Salary w/Midyr)

New Position to Market Median % (100% FTE Salary w/Midyr)

Position to Market Avg% Position to Market Median%

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