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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?

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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!

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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

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Why Oakton went with FLAC?

• Flexibility to break FLAC into multiple projects

• Credit and Non-Credit ImplementationCredit: Live Spring 2011Non-Credit: Live Summer 2012

• Looking to review how we handle over load payments for full-time faculty

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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

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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

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Preparation for Implementation

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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

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Implementation

• TeamPayrollHuman ResourcesDivision Offices

• Banner interaction

Informational TechnologyStudent

• Academic Administration

Alliance (non-credit)

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Implementation

Contract TypesEstablish 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

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PTRFLCT

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Implementation

• Schedule TypesDLE - Discussion/LectureDLI - Discussion/Lecture/In DistrictIAT - Interactive TV/Distance LearningIND - Independent StudyINF - Internship/Filed StudyINT - Internet CourseLAC - Lab/ClinicalLAD - Lab/Lab DiscussionTOU - TourTV - TV

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PTRFLAC

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Implementation

• Salary schedulesSalary 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

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Going Live

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Going Live

• Met weekly and scheduled open labsAllowed employees to come and have a space to lock

records and work togetherPayroll was available to answer questions and trouble

shootRe-run PEPFLAC as necessary on individual level

• TimelineOnce current payroll finished, Payroll immediately runs

PEPFLAC for the next pay periodDivision offices have about 10 working days to review

and lock records

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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

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Sample Download Data

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What We Learned

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Learned

• Always evolving processEstablish 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 changesDon’t want to unlock all the other records

• Decided not to do compensation and acknowledgementChanges are being made up until the payroll startingKnow our faculty and the consensus was that faculty would

not be reviewing them

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Our Unique Challenges

• How we use position and suffix numbersRunning out of suffix numbers

• Once recorded is extracted and applied changes are processed manually via a spreadsheet

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Summary

• Is work to set up and determine processes, but more efficient and accurate

• Better service to our employees – view their payment historyFaculty 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

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Questions ?

Thank you!

Contact Information

Ms. Anita Bender, Payroll Manager

anitab@oakton.edu or 847-635-1755

Ms. Mum Martens, Senior Manager of Employment and Training

mmartens@oakton.edu or 847-635-1664