raise process slides - michigan state university increment (ro1) untf salary increment (r02)...

Raise Process for Faculty and Academic Staff Employees

July 2017

Denice Beckwith - OPBRebecca Hallisy-HR

Agenda

Overview of Raise Process• Key Dates

• Salary Increases

• Salary Cohort Analysis

• Cognos Raise Model

• Determining Eligibility

• Control Total Figures

• Joint Appointments

• Finders List

• HR Review of Data

• Raise Notifications

• Reminders

Overview of Raise Model Functionality

1

FAS Raise – Schedule

Date Activity

Monday, July 24 Preliminary faculty raise data available in Cognos to view.

Friday, Aug. 11 Employee data imported into Cognos raise model.

Monday, Aug. 14 • Cognos raise model opens for the October 1, 2017 raise entries.• Eligibility determination begins and unit entry can begin once eligibility is

determined.

• Provost market control totals established.

• Provost market request guidelines distributed.

Friday, Aug. 18 Eligibility determination is finalized by units and updated in Cognos; all faculty and academic staff have “Include in Raise List" column marked as Yes or No.

Thursday, Aug. 31 • Cognos raise model closes.

• Provost market model closes. Market recommendations to be submitted through the Provost Market raise model. A brief summary of the college proposal, including total funding requested, must be submitted as an attachment within the Provost Market model.

Friday, Sept. 8 • Provost market request approval notifications sent to units.

• Human Resources (HR) and Office of Planning and Budgets (OPB) complete adjustments for approved Provost Market raise amounts.

Friday, Sept. 22 Raises loaded in the HR/Payroll System including manual adjustments.

Monday, Sept. 25 Raise letters are available to generate.

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Salary Increases MSU Board of Trustees approves non-union salary increases

in June.

• Merit pool (2.5%)

• No college market this year

• No retention this year

• Provost market pool (0.5%)

Centrally funded promotional increases.

UNTF merit increase is governed by the contract.

• Merit pool (2.0%)

Salary adjustments are effective October 1, 2017.

No academic competitiveness or retention this year.

3

Cognos Raise Model

Faculty raise model used to designate annual raise recommendations.

Two raise lists.− R01 (Non-Union)

− R02 (UNTF)

Data organized by MAU, then organizational units.

Employees with appointments on October 1, 2017 are included in the raise model.

Employees appear on funding organization lists and non-funding organization lists.

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Cognos Raise Model, Cont’d

Information in the raise model is based off of October 1, 2017 data.

Raise model contains:

− FTE Salary

− Funding % (non-union list only)

− Appointment Basis

− Primary Job

− Personnel Number

− Organizational Unit

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Cognos Raise Model, Cont’d, R02

In addition, for UNTF employees raise model contains:• UNTF Teaching %

• Non-UNTF Teaching %

− Expressed as “Faculty Other” in the raise model

Example: Employee has UNTF teaching % of 70%, so the Non-UNTF Teaching % would be 30%

6

FAS Raise – Schedule

Control Total

Non-Union Salary

Increment(RO1)

UNTF Salary

Increment(R02)

Non-UNTF Salary

Increment(R02)

Merit Increase 2.5 2.0 2.5

College Market N/A N/A N/A

Provost Market 0.5 0.0 0.0

Total 3.0 2.0 2.5

Separate raise amounts are required for UNTF employees with split UNTF duties and Non-UNTF duties.

Employees with split duties have two different control totals.

After the raise has been applied, MSU HR will analyze FTE salaries to ensure that salaries meet the minimum pay ranges according to the Academic Salary Guidelines. Those individuals whose FTE salary falls short of the minimum range, will automatically be adjusted to the minimum.

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Cognos Raise Model, Cont’d, R02

For UNTF employees raise model also contains:

UNTF Salary− Full Time Equivalent (FTE) Salary x UNTF Teaching % = UNTF

Salary

Non-UNTF Salary (If UNTF employee has split duties)

− Step: 1: Full Time Equivalent (FTE) Salary x UNTF Teaching % = UNTF Salary

− Step 2: Full Time Equivalent (FTE) Salary – UNTF Salary = Non-UNTF Salary

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Transactions affecting the raise (effective 10/01/2017 or earlier) should be in the HR/Payroll inbox by COB Friday, June 28, 2017.

− UNTF to Non-UNTF

− Change in UNTF percent

− Change in FTE Salary

− Fall reappointments for eligible individual

− Terminations/Retirements

Personnel actions that have not been processed by Thursday, August 10, 2017 are not reflected in the raise model.

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If individuals do not appear on the raise list due to this reason, please:

Submit a pay change effective 10/01/2017 with the new salary rate by Friday, September 8, 2017. If not received by this date, a notification letter will not be generated.

Use the reason code of “Merit” and use an effective date of October 1, 2017.

Determining Eligibility

HR provides standard criteria to determine whether an employee is eligible to be included in the raise process.

For non-union eligibility criteria, refer to Chapter 2 in the Raise Process Resource Guide (pages 5-6).

For union eligibility criteria, refer to Chapter 2 in the Raise Process Resource Guide (page 7).

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Designating Eligibility

Units designate whether an employee is eligible for a salary adjustment by marking the employee as “Yes” (eligible) or “No” (not eligible).

UNTF must be marked “Yes” since salaries must be included in the control total.

Employees must be marked as eligible or not eligible by Friday, August 18.

Ability to designate “Yes” and provide no raise amount.

If designate “No”:− The salary does not count towards the control total.− Not able to view the raise amount entered by jointly

appointing unit.

12

Control Totals

A calculated control total is provided by unit and by MAU for all salary adjustments.

Control totals are based off Full Time Equivalent (FTE) salaries.

Dynamically changes based on the amounts entered into the model.

Control totals are guidelines only for non-UNTF and do not reflect the actual amount funded. Control totals for UNTF are strictly enforced.

13

Control Totals, Cont’d

Promotional increments are loaded within the raise application via Human Resources and are view only.

Raise model does not stop a user from exceeding control totals.

A hard stop has not been entered in the model, but UNTF control totals must balance at the MAU level.

Human Resources will be reviewing all MAU control totals for UNTF submissions.

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15

Balancing Process -- Reconciling data changes affecting control totals:

While the raise model is open, HR will reconcile changes to employee records in the HR/Payroll system with data in the Cognos raise model for UNTF only (R02). Occurs every Monday and Wednesday morning.

Changes to raise model with updated data will occur on Monday and Wednesday after 5:00 p.m. Affected organizational units will be notified of changes.

When raise model is closed, HR will continue to manually balance totals for R02 until raise letters are run.


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Fall Reappointments: 08/16 reappointment should not contain a

raise amount.

All raise amounts should be given as part of 10/01 raise process.

Advantages: Greater visibility of raise amount for

tracking/union purposes.

Prevents over-inflated control totals.


Joint Appointments

Individuals may appear on multiple lists.

Raise model will indicate whether an employee is jointly appointed and the joint org units.

Jointly appointing orgs must agree on the raise amount.

Raise model checks and alerts users for differing raise amounts between org units.

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Raise model will enforce “agreement” in not only totals of raise amount across org units, but also distribution of raise across columns. Exception is Merit and Deans Withholding columns.

Example:

Org A gives $2,000 raise in merit column

Org B gives $2,000 raise in provost market column

Raise amount is the same but distribution is different

Discrepancy will show in variance tab.

Importance for Reporting: Raises are loaded in “layers” in

HR-Payroll System to show each incremental increase.

Joint Appointments

Finders List

Employees with a management or an executive management title are routed to appear on the list where raise decisions are made.

Example: • Chairperson appointed in the Department of Teacher

Education does not appear on the Teacher Education list. Chairperson appears on the Education Dean’s list.

If employee has joint administrative responsibilities, may appear on multiple lists.

19

HR Review of Raise Data

After raises have been submitted, HR identifies any changes to the data and manually adjusts salaries accordingly.

HR updates data into the HR/Payroll System using mass raise tools.

Depending on balance of UNTF control totals, HR may be contacting your MAU after raise closes.

20

Raise Letter Process

HR sends email to fiscal officers letting them know that raise letters are ready.

Those assigned with security access to the raise letter report can print their letters. Letters will be available Monday, September 25th.

Letters can be sorted by org unit or employee name at the discretion of the department.

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Raise Letters

Example report prompts:

1. Select date:

22

Raise Letters

2. Select organization(s) or department(s):

NOTE: Ability to run letters for org units/departments is based on the security access requested.

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Raise Letters

3. Optionally, select by personnel number:

NOTE: Ability to run letters for PERNRs is based on the security access requested.

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Raise Letters

4. Sort by department and name or name only:

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Raise Letters – New Process cont’d

Note on Faculty Raise Letters:

When an org/department is selected, a letter will generate for anyone related to that org/MAU in the following ways:

Finders org

Primary org (and has no finders org)

Secondary org (and has no finders org)

If an individual has a finders org, they will not show up for letters generated based on their primary or secondary orgs, only for their finders org.

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Raise Letters – New Process cont’d

Example – Raise letters are run for MAU XYZ. FAS employee has a primary org and secondary org related to MAU XYZ. They will have two letters generated for them.

One letter will state their primary org.

The other letter will be identical and state their secondary org.

Example – An individual is in a finders org related to MAU ABC and has a primary org in MAU XYZ. Only MAU ABC will be able to generate a letter.

27

Reminders

Raise eligibility (Yes/No) must be determined by Friday, August 18.

Provost market recommendations are due Thursday, August 31.

Justification in support of Provost market recommendations to be submitted as an attachment in Provost Market model within Cognos EP.

Promotions increments have been populated. No need to enter this increase.

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Questions?

29

Installing Cognos Enterprise Planning (EP)Contributor Web Client

30

Installation

Raise Process Handout – Page 11

Instructions for loading the Cognos Contributor Web Client is available on the Budget Planning and analysis web page.

The URL for the installation procedure is: https://opb.msu.edu/functions/budget/Cognos.html

This is a one-time load placing the web client on your computer.

Path to Raise Allocation Applicationwithin Portal

31

Enter the URL for the Cognos EP site:

https://ep.ebsp.msu.edu/cognos/

or log in through the EBS website (ebs.msu.edu) and click on the “Planning & Budgets” tile

Public Folder > Cognos Planning > Applications > - MSU > MSU Raise Process > MSU R01 Faculty Raise

(or select MSU R02 UNTF Faculty Raise)

Roles in Cognos EPfor Raise Process Application

32

Security access is controlled by the “RP” roles in D6501:

Cognos EP Viewer – users get “view only” rights in system.

Cognos EP Submitter – users may view, edit and save changes, and submit data for their organization(s) for central approval.



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Access to the applications is determined by the security roles granted within D6501.

The following is the path to the ARM form for requesting access to applications in Cognos EP:

http://aissecuritycontact.ais.msu.edu/arms/index-ebs.html



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Example of Security Groups for Raise Process

/group/EBSP/EP/10002000-RP-SUBMIT

OR

/group/EBSP/EP/10002030-RP-VIEW

OR

/group/EBSP/EP/10002030-RP-SUBMIT


Cognos Raise Model

35Raise Process Handout – Page 31

Raise Variance by Unit

Joint Appointments

Raise Allocation

Raise Allocation Consolidation

Rate Assumptions

At 6:00 a.m., 12:00 noon and 3:00 p.m. a process is RUN to update this information. EXIT for 30 minutes whileit is updating.

Continuously updating as raise increments are entered.

Workflow in Contributor

Select an organization and a table will appear on the right side of the screen.

Select an organization within the “Which is made up of” section of the screen. This opens the application.

Raise Process Handout – Page 12 36

Simplified Workflow in Contributor

37

Single Org UserSome of you will only have access to a single org work on. Your view will be something like this.


Contributor - Workflow Icons

38Raise Process Handout – Page 13-14

Raise Allocation – Workspace

39

Parts of Contributor Workspace

The Contributor workspace contains the following parts: Tabs – a separate tab represents each cube in the application. Dimension Bar – shows the dimensions that are in the rows, columns, and context. Dimensions – groups of related data, such as MAUs, employee data, fiscal year, etc. Grid – where you add or edit data. Grab Handles – where a dimension or tab can be “grabbed” to move it within the grid.

Tab

Dimension Bar

Dimensions

Grid

Grab Handles


Contributor – Workspace

40

Parts of Contributor Workspace

Raise Allocation application in the Contributor workspace contains the following tabs: Summary Tabs – gray background as read-only data.

Input Tab – white background as contains fields for entering data.

Assumption Tab – used for calculations.

Summary Tabs Input Tab Assumption Tab


Contributor - Task Icons


Changes to the Workspace

The next time you open the same application your settings are retained.

You can change your view by doing the following actions:

Move tabs

Freeze a pane

Hide rows and columns

Sort dimensions

Reposition dimensions

Total on Top?

42

Reset Workspace View

To revert back to the default grid or tab views, select Reset Tabs only, Reset Grid only, or Reset both Tabs and Grid from the View menu by selecting Reset Views.


Contributor – Attachments

44

Attach comments and documents within the model, tabs, and cells.

View comments and attachments in the Commentary Browser.

Printing from Excel

45

Print Data

Quick Export to Microsoft Excel

You can quickly export the data in the active tab to Excel.

To access the quick export, from the File menu select Export, then Quick Export or right-click in the grid and select Quick Export from the context menu.

Excel opens with the data from the current tab.

Best to suppress zero rows and columns before exporting data to Excel.


Submit Data

46

Steps to Submit

Click the Submit icon ( ).

Submit the raise plan to the next reviewer in the application hierarchy when you are happy with the data it contains.

Submitted items are locked and no further changes to the data can be done.

Reviewers can either accept or reject the changes.

When all raise plans within an MAU have been submitted, the ready workflow icon appears ( ).

When the MAU raise plan is submitted to the Human Resources Office, a locked workflow icon appears ( ).

Raise Process Handout – Page 28-29

Reject Data

47

Steps to Reject

Click the Reject icon ( ).

If the data for an organization is incorrect or needs to be modified, and you have appropriate rights, you can

reject it by clicking the reject icon ( ).

The reject changes the workflow from Locked to Work in Progress. The raise plan then must be modified and resubmitted.


Raise Allocation Tabs

48

Raise Allocation Consolidation

Includes:

Full-time equivalent salary

Merit raise summary

Promotion increment

Provost market allocation

Summary information with gray background as read-only data



49

Raise Allocation

Includes:

Employee data

Indicator if joint appointment

Control total

Raise allocations approved by MAU

“Include In Raise List” column to be completed for all employees within list

Enter data within white background cells


Contributor – Working with Data

50

Copy or Enter Raise Increments

Copy raise increment based on raise percent increase within model.

-or-

Enter increments from worksheets.


Linking Raise Amounts

Faculty Raise Amount LINKED Into Provost Market Application

Faculty Raise Model

Provost Market Application

Provost Market Amount LINKED Into Faculty Raise Application

Provost Market Link

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Joint Appointments

Includes:

Listing of joint appointments by organization

Weighing percentage by organization

Process is run based on a schedule to update this information


Joint Appointments

53

Listing of Joint Appointments by Organization

Example


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Includes:

Summary of joint appointment salary differences

Before submitting raise allocation, check to see that there are no entries appearing within this tab

“PROVOST Proposed Mkt Dollars” column must be zero if all previous increase columns are zero

Process is run based on a schedule to update this information



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No raise allocation for second joint appointment

Different allocations

Summary of joint appointment salary differences.

Before submitting raise allocation, check to see that there are no entries appearing within this tab.

Example

No raise allocation for second joint appointment

Validate Data

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Steps to Validate Data

Click the tab that contains the validation.

To verify that the data entries or changes conform to existing business rules , from the File menu, click Validate Data or, on the toolbar, click the Validate Data button ( ).

If errors are detected, in the Validation Error dialog box, click the error to view its location in the grid. The cursor goes to the first offending cell of the first failed rule.

If you enter a value in a cell that is outside the bounds of the rule, a warning message is shown when you attempt to submit or save the plan. You must correct the data before you can submit.


Contributor – Validations

Raise Allocation Tab

– “Include in Raise List” column must be completed for all employees.

– Provost Market increment cannot be requested if no Merit raise amount has be entered.

– If "NO" is selected for “Include in Raise List” column, then the RAISE amount must be ZERO.

– UNTF merit raise dollars have to equal the amount that can be distributed at the MAU level.


Contributor – Validations

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Raise Variance by Unit Tab – No variances would appear within this tab when all raises are completed.


Summary

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Faculty raise process begins August 14 for non-union faculty and academic staff and for UNTF faculty.

“Include in Raise List” column must be completed with “yes” or “no” for all employees by August 18. Control amount based on “yes” selections.

Submit all raise allocations by August 31 for non-union faculty and academic staff and for UNTF faculty (MAU due date).

UNTF control totals must balance at the MAU level.

Do NOT submit model until raises are entered by all units with jointly appointed faculty and academic staff and there shows no discrepancy between units on the variance tab.

Questions Contact

Human ResourcesRebecca [email protected]

884-0115

Office of Planning and BudgetsDenice Beckwith

[email protected]

andVal Thebeau

[email protected]

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raise process slides - michigan state university increment (ro1) untf salary increment (r02)...

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