Personnel and Payroll Integration Project Salary ...

Salary Forecasting Model [Starters and Leavers] User Guide v1.0 Draft

Personnel and Payroll Integration Project

Salary Forecasting Model

Starters and Leavers

User Guide

Version 1.0 Draft

[Last update 19 November, 1999]

SALARY_FORECASTING_STARTERS_LEAVERS.DOC of 51 24/11/09


Table of Contents 1 INTRODUCTION ........................................................................................................................3

1.1 PURPOSE...................................................................................................................................3 1.2 INTENDED AUDIENCE..............................................................................................................3 1.3 STRUCTURE...............................................................................................................................3 1.4 RELATED DOCUMENTS ............................................................................................................3

2 BACKGROUND TO STARTERS AND LEAVERS APPLICATION..................................4

3 USING THE STARTERS AND LEAVERS APPLICATION ................................................5

3.1 CALCULATION .........................................................................................................................5 3.2 LAUNCHING THE DATA INPUT COMPONENT ..........................................................................8

3.2.1 Logging into the data input component ...........................................................................8 3.2.2 Starters, Leavers & Changes input screen........................................................................9 3.2.3 Initiate Run Screen.........................................................................................................17 3.2.4 Create or Enquire on Pay Awards Screen ......................................................................22 3.2.5 Change Password Screen................................................................................................26

3.3 REPORTING.............................................................................................................................28 3.3.1 Calculation extract - SLC Calculation Results ..............................................................31 3.3.2 Post details reports .........................................................................................................32 3.3.3 Employee details reports .................................................................................................34 3.3.4 Salary Forecasting SLC Detail Report (Post Type)........................................................35 3.3.5 Overdue employee report - Salary Forecasting SLC Overdue Date Report ...................38 3.3.6 Creating New documents ...............................................................................................38 3.3.7 Saving results .................................................................................................................43

APPENDIX A: MENU ICON INFORMATION............................................................................44

APPENDIX B: CROSS VALIDATION TESTS .............................................................................45

APPENDIX C: REFERENCE DATA................................................................................................46

APPENDIX D: STATUS CODES FOR INITIATE RUN SCREEN ............................................48

APPENDIX E: INCREMENT DATES.............................................................................................49

APPENDIX F: WEBINTELLIGENCE OBJECT/CLASS DEFINITIONS ..................................50



1 Introduction

1.1 Purpose

This document is a User Guide to the Salary Forecasting Model Starters and Leavers application. The Guide explains the purpose of the Starters and Leavers application, what it is and how to use it.

1.2 Intended Audience

The application is primarily aimed at Faculty and Support Group Officers and their associated support staff.

1.3 Structure

There are seven parts to the document.

Introduction (this section), which explains the purpose of the document, who it is for, describes its structure and lists related documents. Background to Starters and Leavers Application, which explains what the Starters and Leavers application is and what it is for. Using the Starters and Leavers Application, which explains how to use the various components of the application and reporting facilities. In addition, the calculation process is explained to ensure an understanding of the results produced from the system. Appendix A: Menu Icon Information, which gives the icons and a description of their usage. Appendix B: Cross Validation Tests, which explains tests performed on the Starters and Leavers data before it is saved to the database. Appendix C: Reference Data, which gives reference data for the superannuation codes, NI rates and Post types. Appendix D: Status Codes for Initiate Run Screen, which status code set during the calculation run. Appendix E: Increment Dates, which the increment dates for the various grades available in the University. Appendix F: WebIntelligence Object/Class Definitions, gives the items that the user can report on from within WebIntelligence.

1.4 Related Documents

WebIntelligence Users Guide (Wusr_wen.pdf), which is the user guide provided by Business Objects to its WebIntelligence product. It is the most complete description of


http://www.humanresources.ed.ac.uk/wuser_wen.pdf


WebIntelligence, giving a full introduction on how to the facility within a Web browser and how to use the facility to develop and maintain a wide range of reports and charts.

2 Background to Starters and Leavers Application This application was developed to replace the original Paradox database system, utilised by a number of Faculty and Support Groups over the last few years. The Faculty and Support Groups receive a monthly salary forecast for their area from the Finance Department, produced for all staff who are or were employed in the current financial year. This forecast does not however take into account any potential leavers, starters or individuals changing their circumstance. Information on potential changes to the staff structure for the future is primarily held at Faculty and Support Group level. This information has direct bearing on the overall salary budget for a Faculty or Support Group, so a structured process to record, analyse and report on these data is required. The results of this process will be used by the Faculty and Support Groups to highlight potential cost or saving modifications that need to be applied to the central salary forecast. In addition this information can be fed back into the Finance Department.



3 Using the Starters and Leavers Application This section explains how to use the Starters and Leavers Application to input data, generate forecast results and extract these data for further analysis. The rest of this section takes the user through the basic operations available within the application. The application consists of two main components: a bespoke ORACLE development for data input and WebIntelligence reporting tool accessible through the Netscape Navigator internet

browser

3.1 Calculation

This section gives a basic description of how the calculation process is performed, in the hope that it will give the user a clearer understanding on how the employee details entered via the Starters, Leavers and Changes input screen (section 3.2.2) produce the results extracted from the reporting facility. Once initiated, the calculation process selects all employee details associated with the Faculty/Support Group of the user launching the run, excluding only those starters/changes whose start date or leavers whose end date is prior to the end of the current calculation period. The current calculation date is based on the data available from the PPIP and CFACS systems. For example if the PPIP and CFACS data are available for Period 3 of Year 1999, this means that the information for October 1999 has been used by the centre to calculate the main forecast. As the SLC calculation should be on the same basis, any start or end dates prior to or including 31-OCT-1999 will be excluded form the employee details section. The calculation only works out the forecast for whole months i.e. if the start date is 01-NOV-1999, 15-NOV-1999 or 30-NOV-1999; it will forecast the individual starting at the beginning of November. Similarly, if the end date is 01-NOV-1999, 15-NOV-1999 or 30-NOV-1999, it will forecast the individual leaving at the start of November. Once the data to be used in the calculation are selected, the program loops around each record and calculates the forecast for that individual. The length of forecast is defined by the user and can be to the end of the current financial year, the next or the next plus one (see section 3.1.3 for details on calculation end date). For leavers, the total calculation period is from the end date to the calculation end date. For starters/changes there are two options. The default is the start date to the calculation end date, unless the end date has been set, in which case this is used. The starting point for the actual values generated in the salary value. This can either be the default value generated by the grade and spinal point combination or the user-input override value. This figure is then divided by 12 to get the monthly value and the FTE applied to factor it appropriately.



Two factors may affect this modified value: pay awards increments

For each record, the grade and current month/year combination are used to see if a pay award is due. If so, the basic monthly value is modified accordingly. The system also works out the increment date for the record based on the grade. If the current month/year combination matches the derived increment date and the maximum spinal point has not been reached, the increment is applied. Once all applicable modifications have been made to the month value, the NI and superannuation are calculated. The superannuation contribution for the individual is calculated by applying the percentage value corresponding to the employee detail record’s superannuation value (see Appendix C). For NI, sets of salary ranges have been generated for the calculation process with an associated percentage value (see Appendix C). These fall into two categories based on contracted in and contracted out rates. Once the monthly value for salary has been generated, this is factored up to an annual amount and the appropriate percentage value found. This percentage is then applied to the monthly value and the NI generated. So for each individual over their calculation period, the monthly value is taken, modified appropriately, the NI and superannuation generated and the separate totals summed. At the end of each financial year, a record is written to the database with the totals for salary, NI and superannuation. For the leaver’s records, the values are negated first before being stored in the database. The calculation can handle two specific situations that may occur. If there are any outstanding pay awards not settled for the calculation period in question, the system will apply any back pay awards to ensure the starting monthly value reflects the necessary increases in pay. If the post type of LOA (Leave of Absence) is chosen, the salary written to the database is set to zero. The NI and superannuation, if applicable, are calculated on the correct salary figures. There follows an example of the calculation process to clarify some of the points made above. Take the example of a new start beginning on 01-NOV-1999. The calculation end date has been set to 31-JUL-2002 i.e. a three-year calculation. The person is an AD3 grade on spinal point 16 (ceiling point is 18), with NI contributions and in USS (superannuation scheme). The generated salary is 27451, and an FTE of 1.00. A pay award of 5% is due for the A grades in April 2000. No other pay awards are outstanding. The first increment date for an AD3 grade starting in November 1999 is August 2000. For the first financial year, August 1999 to July 2000, we will be forecasting over the period November 1999 to July 2000. Over this period there is only the single pay award (in April 2000), and no increments. This effectively gives two separate components to the calcualtion. The first from November 1999 to March 2000 (pre-pay award) and the second to include the pay award from April 2000 to July 2000.



The first stage is to work out the monthly starting salary. For November 1999 the starting salary for forecasting is therefore 27451 / 12 = 2287.58. Superannuation is a straight percentage based on the scheme choosen. For this individual in USS that is 14%, giving a monthly superannuation forecast of 320.26. NI is slightly different. Here we work out the annual salary which gives us in theis case the original starting salary of 27451. As the person is in USS they are assumed to be contracted out. The NI percentage for this case is therefore 7.98 based on standard rates generated by Finance and stored in the Starters and Leavers system. This gives us a NI contribution of 182.55. The Decemeber 1999 to March 2000 values are exactly the same giving totals for Salary, Superannuation and NI of 11437.90, 1601.31 and 912.75 respectively. In April the pay award of 5% is applied to the base salary i.e 2287.58 + 5% = 2401.96. Again superannuation is 14% giving a value of 336.27 for April 2000. The annual salary based on the 5% increase is 28823.55, giving a rate of 8.13% with an associated value of 195.28. The May 2000 to July 2000 values are exactly the same giving totals for Salary, Superannuation and NI of 9607.84, 1345.09 and 781.12 respectively. This gives total forecast figure for the 1999 financial year of 21045.74, 2946.40 and 1693.86 for Salary, Superannuation and NI respectively. For financial year 2 i.e. August 2000 to July 2001, the only change to the salary costs are due to the increment in August 2000; no pay awards are applicable. The current spinal point for the person is 16 with the maximum of 18 therefore an increment will be applied. The modified salary for August 2000 will be factored up to the full financial year i.e. multiplied by 12, as no other changes are required. The July 2000 salary was 2401.96. The spinal points16 and 17 for an AD3 grade are 27451 and 28478, giving a difference of 1027; a monthly value of 85.83. The revised salary for August 2000 is 2487.54. Superannuation at 14% equates to 348.26. The NI% is 8.26 based on an annual salary of 29850.48, giving a value of 205.47. The annual figures for Salary, Superannuation and NI are 29850.48, 4179.07 and 2465.65 respectively. For financial year 3 i.e. August 2001 to July 2002, the only change to the salary costs are due to the increment in August 2001; no pay awards are applicable. The current spinal point for the person is 17 (28478) with the maximum of 18 (30065) therefore an increment (1587 annual value, 132.25 monthly) will be applied . With the July 2001 salary of 2487.54, the revised salary for August 2001 becomes 2619.79. Superannuation at 14% equates to 366.77. The NI percentage is 8.51 based on an annual salary of 31437.48, giving a value of 222.94. The annual figures for Salary, Superannuation and NI are 31437.48, 4401.25 and 2675.33 respectively.



3.2 Launching the data input component

The data input component is launched by double clicking on the Starters & Leavers icon installed on the desktop.

3.2.1 Logging into the data input component Once the Starters & Leavers icon has been double-clicked, the user will be presented with a logon screen (Figure 1).

Figure 1 The user should enter the Username and Password supplied to them and enter DEV2 into the Database field. Once this information has been entered, the screen should look are follows (Figure 2). Note the password field has the characters displayed as “*” for security purposes.

Figure 2 At this stage, click Connect or hit return to enter the system. Once the Username and Password have been accepted, the user will be presented with the following main menu screen (Figure 3). This is the point from which the users access the main system options for data input and calculation generation. A number of common features are available throughout the application that can be seen on this screen. Main title – this states the application name.

Menu bar – this gives the user access to all the standard ORACLE functionality.

The option under the main headings can be used to navigate through the screens, query information from the database, save or remove data from the database or exit the application

Icon bar – this gives shortcuts to some of the more common menu bar options. See

Appendix A for a full list of icons and their associated action.

Screen title – this gives the title of the current screen shown



Figure 3 Window icons – the 3 standard window icons to minimise, maximise and close the

current window are available in the top right-hand corner. As a standard, the top-most close icon can be used as a short cut to close any screens within the application.

In the remainder of the document, the term LOV is used to denote a list of values. This is a pop-up box available on some fields, giving a list of valid data items to choose from. The LOV can be accessed by using the F9 key, the List of Values option from the main menu or the List of Values menu icon (Appendix A).

3.2.2 Starters, Leavers & Changes input screen Purpose This form is the facility used to input Starters, Leavers and Change information. It is comprised of a post detail and an employee details section. The post detail section holds general data to aid in the tracking of the status of an SLC record set. The employee details section contains core data used in the generation of a forecast calculation for an SLC record. Usage Post details On entry to the SLC input screen (Figure 4), the user has access to the post detail section. This is used to record high-level data items of a general nature for the entire set of employee detail records. The cursor is initially placed in the Faculty Ref field.




Figure 4 This is the only mandatory field in the section, and should be used to tie in with the Faculty/Support Group’s other recording systems.

Figure 6 Figure 5



The remaining items are described in the Data Items section below.

.g. if Authorised Date 01-JAN-2000, the Personnel date must be 01-JAN-2000 or later.

ck at a later stage to pdate the post detail information when new data are available.

mployee Details

should be used to ensure no conflicts in dates or FTE exist.

igure 7

in alidation to be performed for the date field; these are described later in this section.

on the field. The LOV automatically appears if an invalid cost centre is ntered.

e box and hitting [OK], the LOV will only display those Job Codes eginning with “S”.

he Account Code behaves in a similar manner to the Cost Centre field (Figure 10).

rough an LOV (Figure 11). Validation is the same as the cost centre field in operation.

The only validation in this section is around the 4 date fields. These fields need to be filled in sequential order i.e. authorised date must be entered before Personnel can be entered, and the dates must be on or later than the previous one eis Once data entry has been completed in this section, the user should use the mouse to move to the employee details section. The user may come bau E The first field in the employee details section is the Number. This can be entered manually if an employee number is known, or selected from an LOV to choose a system generated one (Figure 7). The employee number is used to link the same employee details together for validation purposes in the event of multiple entries for the same person e.g. if an employee needs to be modelled who joins, changes costing and then moves to part-time work. The same employee number

F Post type has an LOV (Appendix C) associated to the field, giving general classifications of the type of individual under investigation (Appendix C). There are 3 “Leaver” types and the remainder are “Starter/Change” types. The type causes certav The Cost Centre field has an associated LOV, restricted to those cost centres connected to the Faculty/Support Group. Direct entry is available, however there is validation enforced e Job Code has an associate LOV (Figure 8). It does not apply any validation and the user can enter any value they wish. This field has a quick search method. When the LOV is chosen, a pop-up box (Figure 9) appears allow the user to reduce the selection criteria e.g. by typing S in thb T The Grade field gives the user a full set of valid grades th


Figure 8

Figure 9 On entry to the Maximum Spinal Point (Mx) field, the maximum spinal point for the grade is automatically inserted. The user may change this to account for discretionary points, with a warning message appearing if it exceeds the discretionary maximum. The user may continue to enter data after this warning. The Spinal Point (Pt) is the spinal placement of the individual employee for their grade. A warning message appears if the maximum value is exceeded; however this does not stop processing. On moving out of this field, the combination of grade and spinal point will generate a salary value in the Override Salary field. Note for off-scale employees a warning message appears to inform the user that no salary is being generated. Start and end dates – these fields control when leavers leave or starters/changes join and possibly leave. For Post Types of type L, a start date cannot be entered, only a leaving date (Figure 12). For Post Types of type S, a start date or a start and end date can be entered. If a Post Type of type S has an end date, the forecast will only be calculated between the start and end dates for the record. See section 3.1 for more information on how these dates affect the calculation process. Further validation is



available when the data is being saved to the database to ensure no overlapping periods are in place. Details of this validation are given in Appendix B.

Figure 10

Figure 11




Figure 12 The FTE field can hold information to signify if the employee is part-time. Validation on the field ensures that it falls within the range 0 to 1.5 (Figure 13). In addition the cross validation tests perform checks on the FTE across record (Appendix B).

Figure 13

means no NI is to be applied. tick in the box will apply NI the calculation process.

vailable through an LOV (Appendix C). By default the field has its value set to NONE.

igure 14). This can be accessed normally through the

ure that the data

igure 15

NI is implemented using a tick-box. A blank box (no tick)A The SA field allows the entry of a superannuation scheme for the record. This is a On entry to the Notes field, a pop-up text box appears automatically, allowing the input of up to 2000 characters (FEDIT option on the main menu.

Figure 14 On saving the employee details, a cross validation process is run to ensmeets certain criteria (Figure 15 & 16). These are listed in Appendix B.

F


Figure 16 Combining Post Types to achieve particular situations The combinations of Starter and Leaver records enable the user to model various situations. The main rule for implementing a change to an existing employee is that it must be proceeded by a leaving entry. A new start is one of the simplest situations. This is basically one employee detail record giving a start and an optional end date. A resignation or retirement can also be handled simply as a single employee detail record with just an end date. Moving on to some more complex cases, a replacement is a combination of the two examples above. The first stage is to end the existing employee by assigning a resignation/retirement record with an end date. This is followed by a starter record (replacement or new post for example) with a start date (either before or after the previous records leaving date) and optional end date. For something like reduction in hour, a leaver’s record would be entered with the end date set to just before the change was due. A starter record would then be entered, duplicating the leaver information except that the FTE would be reduced to the appropriate level. The start date should follow on from the leaver’s end date. Many other situations are possible and it is just a matter of ensuring that any existing information is effectively negated by applying a leaver record.



Data Items Post Details

Field Type LOV Description

SLC ID Display N/A System generated; query available

Faculty Ref Mandatory No User input; query available

Post Number Optional No User input numeric value; query available

Contract Length Optional No Free-text entry; query available

Contract Type (Figure 5)

Optional Yes LOV & free-text validated against LOV; query available

New or Extension (Figure 6)

Optional Yes LOV & free-text validated against LOV; query available

Date Authorised (by budget holder)

Optional No Standard date validation; query available

Date Received (appointment after interview)

Optional No Cannot be entered if Date Authorised is not entered and cannot be earlier; query available

Change Reason Optional No Free-text entry; query available

Date to Personnel (appointment details)

Optional No Cannot be entered if Date Received is not entered and cannot be earlier; query available

Date Contract Rec (from Pers & sent to employee)

Optional No Cannot be entered if Date to Personnel is not entered and cannot be earlier; query available

Notes Optional No Free-text entry; edit box available

Employee Details


Employee Number Mandatory Yes User input or number from LOV; query available

Employee Name Mandatory No Free-text entry by user; query available

Post Type Mandatory Yes LOV & free-text validated against LOV; query available

Cost Centre Mandatory Yes LOV & free-text validated against LOV; restricted to Faculty/Support Group’s cost centre codes; query available

Job Code Mandatory Yes LOV; query available

Account Code Mandatory Yes LOV & free-text validated against LOV; query available

Grade Mandatory Yes LOV & free-text validated against LOV; query available

Ceiling Point (Mx) Mandatory No Default for grade. May be overridden. Warnings given if too high or low



Spinal Point (Pt) Mandatory No Warnings given if too high or low, or no salary held for this point i.e. off-scale grade entry.

Start Date See description No Mandatory for ‘starting’ or ‘changing’ post types

End Date See description No Mandatory for ‘leaving’ post types; optional for others

FTE Mandatory No Must be greater than zero and less than or equal to 1.5

Override Salary No Default for grade and spinal point. May be overridden

NI Tick Box No Yes or No; defaulted to No

Superannuation Optional Yes Defaulted to NONE; LOV; query available

Notes Optional No Free-text entry; edit box available automatically on entry

3.2.3 Initiate Run Screen Purpose This form allows the users to initiate calculation runs. Once a run has been initiated, the user may query the form to find out the status of the run. Usage The form has two main sections: (a) system generated core information consisting of Run Id, User Id, Run Status Code

and Run Date (b) user input to define the parameters of the calculation run, such as Pay Award ID

and Calc End Date. On entry, the pop-up box “Maximum Periods on PPIP and CFACS Extract” is displayed (Figure 17). This gives information on the status of the data from the PPIP and FIS systems. For the purposes of the calculation, the periods and years for each data source must be the same for the calculation process to run. Pressing the [EXIT] button closes down the pop-up box. When the Initiate Run Screen comes into view (Figure 18), the cursor will be positioned in the Run Description field. The user must enter free-text details for the run. The next field is Pay Award Id. This has an LOV associated with it, giving a full list of the pay awards available to the user (Figure 19). The list gives the ID and description for all pay awards entered by the user or another user in their Faculty/Support Group and those entered by the main Central user. Use the arrow keys or mouse to select the appropriate value and press the [OK] button. This will populate the Pay Award Id and Pay Award Ref fields with the selected pay award details for the calculation run. The Pay Award Id can be entered directly if the ID is known, however if it is not a valid ID that the user has access to, the list of values will appear automatically.




Figure 17

Figure 18


Figure 19 The Pay Award Ref field is not accessible by the user and is only present for information. The final field is the Calc End Date. This allows the user to enter an end date for the calculation of the end of the current financial year, the next or the next plus one, i.e. 31-JUL-XXXX. These are all available through an LOV (Figure 20). The user can enter the date directly, however it is validated against the available end dates and if in error will cause the LOV will appear automatically.

Figure 20 The Overtime Relevant field is disable for Faculty/Support Group users. Once the appropriate data have been entered, the user saves the information to initiate the calculation run. This can be done using the disk icon in the button menu (Appendix A) or through the Save option on the menu system.




Once the data has been saved to the database, a message will stated that the details have been processed and, a unique Run Id generated, the Run Status Code will be set to “INITIATED” and the Run Date field populated with the current date (Figure 21). The successful processing of the data will instigate a background calculation process in the database.

igure 21

listed in Appendix C. The other fields in the form can be queried in a similar manner.

F To track the progress of the calculation run, the user presses the F7 key or chooses the Enter Query option form the menu system, to put the form in Query mode. The cursor is now positioned in the Run Id field. The Run Id for the previously saved run should be entered and the F8 key pressed (or Execute Query option of the main menu chosen). This will return the appropriate record with the latest value for the Run Status Code (Figure 22). The status codes are


Figure 22 Data Items


Run ID Display N/A System generated; query available

User ID Display N/A System generated; current user ID

Run Status Code Display N/A System generated; query available

Run Date Display N/A System generated; query available

Run Description Mandatory No Free-text entry; query available

Pay Award Id Mandatory Yes Query available

Pay Award Ref Display No Not Accessible by User

Calc End Date Mandatory Yes Query available

Overtime Relevant Tick Box No Yes or No – for main forecast calculation only. Disabled for Starters and Leavers users.



3.2.4 Create or Enquire on Pay Awards Screen Purpose This form allows the user to create new pay award sets or enquire and modify existing pay awards. The form enables the user to enter a percentage value increase against each main two character grade i.e. A, AD, C, CN etc. for a specific effective date. Usage There are three parts to the form. Part 1 holds the main description text for the pay award through the Pay Award Name and the Pay Award Description. Part 3 displays system generated information consisting of the Pay Award System Id and the User Id. The User Id is the current user reference and the Pay Award System Id is the internal reference Id for a saved Pay Award data set. The Pay Award System Id along with the Pay Award Name are used in the Initiate Run Screen to specify which pay award to apply to the calculation run (see section 3.2.3). The main data input area is Part 2. There are 5 data items in this section: Effective Date – the date the pay award is due. First Paid Date – the date the pay award is actually paid. If the effective date has passed, the first paid date must be set in the future after the current calculation date. Grade Name – the grade to apply the pay award to (one or two character reference). Value – the percentage value of the pay award for the record. Compound Type – flag to specify how to handle multiple pay awards. On entering the form (Figure 23), four records are entered for the main grade codes, namely “A”, ”C”, ”M” and ”T”. For each of these records, the effective and first paid dates are set to the current date. The value and compound type for each record are set to 0 and C respectively. The first field is the Pay Award Name. A meaningful name should be entered here. The Pay Award Description allows the user to enter extra text to record the type of situation being modelled. The next step is to set the Effective and First Paid Dates. In the example given, the Effective Date has been set to 01-APR-2000 to correspond to a future pay award. As the exact payment date is unknown, it is advisable to enter a date in the future. Values for each of the grades can be entered followed by the compound type (Figure 24). This has validation to check that the data is either “A” or “C” (see below for meaning of codes). To go down a level in grade to implement different pay award, place the cursor in the grade field for the main grade in question. So for example, if you wanted to specify a pay award for the “AC” grade separate to the “A” grade, place cursor in the grade field for A and double-click. This brings up a pop-up box called Salary Grade Breakdown with all the two character grades associated with the main A grade (Figure 25). The Effective and First Paid Dates are again defaulted to the current date and the Value and Compound Type fields defaulted to 0 and “C” respectively. Change the required grade or grades and exit the pop-up box (using the top X button). All non-zero Value records will be copied across to the main screen and the information saved. A Pay Award System Id will be generated (Figure 26). Multiple years pay awards may be entered if required.




Figure 23

Figure 24



Figure 25

Figure 26 To query the data, press the Clear Form button first, enter the quer(F8).

y and then execute it



Background – how the pay award date impacts on the calculation process The screen described in this section has the functionality to model the University’s annual pay awards. As part of the forecasting exercise, these pay awards must be taken into account. The calculation process can pick up pay award data and apply the ppropriate values to the forecast figures.

t percentage value. This applied to a base monthly cost to produce a modified result.

cost as the basis of its crease. The following example explains this more precisely.

2000 (the type does not matter in the second case if there are o further pay awards).

en come April 2000, the new modified result would be 1050 + 10% of £1050 = £1155.

er the initial pay award were of type A then the calculation would be as llows.

se value i.e. £1000, so the new modified value would be £1050 10% of £1000 = £1150.

in ay awards. The Effective Date is always the original date that the pay award is due.

ss than the calculation date, the pay award for that grade will no longer be applied.

cost eeds to be increased by any back dated pay awards before the forecasting starts.

ata Items

a The Value of a pay award for a grade and date is just a straighis The Compound Type flag allows the calculation to handle split pay awards. The flags “A” and “C” mean additive and compound respectively. A compound pay award for a grade means that the next pay award for that grade will use the modified result as the basis of its increase. An additive compound pay award for a grade means that the next pay award for that grade will use the original base monthlyin Take a 5 % pay award of type C (compound) in April 1999 for “A” grades and further 10% pay award in Apriln If the base monthly cost for an individual was £1000, then the modified result after the April 1999 pay award would be £1000 + 5% of £1000 = £1050. If this value did not change for any other reason, th£ If howevfo April 1999 pay award would produce a modified result of £1000 + 5% of £1000 = £1050. Again if there are no further changes until April 2000 then this time the pay award is applied to the original ba+ The two date fields, Effective and First Paid, are used to handle the potential delays p The First Paid Date is the date that the pay award is finally settled. This field may change over the months. For the purposes of the calculation, once the First Paid Date isle If the Effective Date is before the calculation date, and the First Paid Date is after the calculation date, then there is a back dated pay award situation. The base monthlyn D


Pay Award Name Mandatory No Free-text entry; query available

Pay Award Description Mandatory No Free-text entry; query available

Effective Date Mandatory No Default of current date; user may update

First Paid Date Mandatory No Default of current date; user may update



Grade Name Mandatory No g grade field

Default to 4 main grades, A, C, M & T. Two letter grade codes accessible from main grade by double-clickin

Value Mandatory No Default of zero; user may update

Compound Type Mandatory No Default to C; valid values are A and C

Pay Award System Id user Display N/A System generated; not accessible by

User I Display N/A System generated; current user ID d

3.2.5 Change Password Screen

urpose P

system t include password expiration, so it must be a conscious act by the user.

This is a simple form to allow users to change their password (Figure 27). With all systems, it is advised that users change their password on a regular basis. The does no Usage On entry, the username is automatically entered into the User Name field. The user is required to complete the remaining fields relating to the old and new passwords. Once these fields have been entered, the user should press the Change Password button. The will perform validation on the information entered and notify the user of the success (Figure 33) or failure in trying to change the password. See section on validation below. If any of the validation fails, the system will prompt the user with an appropriate message and clear the necessary fields.

Figure 27



Data Items


User Name Display N/A System generated; current user ID

Old Password Mandatory No re 28) and must be the same as May not be blank (Figuyour old password i.e. the one you are currently logged in under (Figure 29).

New Password Mandatory No May not be blank (Figure 30), must be more than 6 characters in length (Figure 31).

New Password Confirmation Mandatory No Must be the same as New Password (Figure 32).

Figure 28

Figure 29

Figure 30

Figure 31


Figure 32

Figure 33

3.3 Reporting

Background to WebIntelligence – WEBI WEBI provides an interface to Business Objects universes and is designed to meet your query, reporting and analysis needs over the World Wide Web. All you need to use WebIntelligence is a Web or Internet browser. Accessing WebIntelligence Launch your WEB browser and open up Location http://blk036.mis.ed.ac.uk/wi. It is advisable to save the main page as a bookmark for future reference. An Infoview Home page (Figure R-1) will be displayed which will allow you to log into WEBI.


http://blk036.mis.ed.ac.uk/wi



Figure R-1 Click on the Log In button to display the username and password screen (Figure R-2).

Figure R-2 Enter your username and password (Username MUST be in Uppercase) You will be allocated a password when you are first given access to WEBI – this password must be synchronised with your database password at all times otherwise the reporting facility will not operate correctly. If you log in successfully the Infoview Welcome page will be displayed (Figure R-3).



Figure R-3 All reports to which you have been given access are available in Corporate Documents when WEBI is accessed. If you want to create your own version of any report it can be saved as a personal document for your own use. The personal document can be edited and changed to your own requirements. New documents can be created by clicking on Create Documents. All objects within the universe are available to be reported on. To exit WebIntelligence, choose the Logout side-menu bar option and follow the instructions. Clicking on Corporate Documents will display the screen shown below (Figure R-4). Object/class definitions See Appendix F for full details of the object/class definitions for the SLC Starters and Leavers Universe.



Figure R-4

3.3.1 Calculation extract - SLC Calculation Results This report gives details of the latest user calculation run (Figure R-5). The report displays the three-year forecast result against each record. No conditions have been applied to the report at present, however these can be added to the user’s personal cop of the report to meet their specific needs.



Figure R-5

3.3.2 Post details reports There are 2 version of the post details report currently held in Corporate Documents. One report (Figure R-6) will show details of all posts to which you have access [Salary Forecasting Post Details Report]. The second report (Figure R-7) has been modified to allow it to select posts where the ‘Personnel ‘date is null [Salary Forecasting Post Detail Report (Null Date)].



Figure R-6

Figure R-7



3.3.3

Figure R-8

Employee details reports There are 2 employee detail reports – one limited by start date [Salary Forecasting Employee Details (Date Selection)] (Figure R-8) and the other (Figure R-9) for selected cost centres [Salary Forecasting Employee Details Report (Selected Cost Centre)]. The data shown on both reports is the same. Only employees to whom you have access will be returned.


Figure R-9

3.3.4 Salary Forecasting SLC Detail Report (Post Type) This report (Figure R-10) will show post number and employee details for posts of a certain type e.g. CHANGE FIXED TERM.




Figure R-10 To run the report for any other post type – click on the arrow to the right of the ‘Select Post Type’ box. Select the type required and then click on Run Query. A new set of results will be displayed which you can save to your personal documents folder if required. NB Prompts are displayed on a report in this way by setting on an option on the Document settings screen. To view the settings for a document click on the Edit option at the top right of the screen. This will display the screen shown below (Figure R-11). You can modify the contents of the report from this screen. Click on settings at the bottom left corner of the screen to display current settings for this report. The settings screen is displayed as shown below (Figure R-12). Click on the ‘Show prompts within the report’ option to set this on or off. Remember that if you use show prompts then they will appear as part of the spreadsheet if you then download the report to Excel.

Salary Forecasting Model [Starters and Leavers] User Guide v1.0 Draft Salary Forecasting Model [Starters and Leavers] User Guide v1.0 Draft

Figure R-11

Figure R-12

SALARY_FORECASTING_STARTERS_LEAVERS.DOC of 51 24/11/09 SALARY_FORECASTING_STARTERS_LEAVERS.DOC Page 37 of 51 24/11/09



3.3.5 Overdue employee report - Salary Forecasting SLC Overdue Date Report

This report is a template report to allow users to look for employee start or end date that have passed a certain date. This is to aid in the maintenance of the SLC data by highlighting those records that will not form part of the calculation process. The Listproduced can be checked to ensure they are all valid records that have now being dealt with through the main Salary Forecasting system (Figure R-13). The default validation is that the start date or the end date is before a particular date. The user may modify these criteria by editing the report and changing the conditions.

Figure R-13

3.3.6 Creating New documents You can create your own documents at any time by clicking on Create Documents Option (Figure R-14). You will be presented with a list of possible “universes” to choose from to use as the source information for the report. For the purposes of Starters and Leavers, it is the SFM Starters and Leavers universe (Figure R-14). A screen will be displayed giving objects associated with the universe and a results tab

the report (Figure R-15). Drag and drop any objects you require in your eport. Add conditions if you want to restrict the data returned and specify an peration to use based on the list available (Figure R-16). Once an operator is chosen, e condition can be entered (Figure R-17).

for designingroth



Figure R-14

Figure R-15


Figure R-16

Figure R-17




Click on run Query and the results will be displayed. You can then Save the results to your Personal Documents folder (Figure R-18) and/or Publish them as corporatedocuments so that other users can view and run them (Figure R-19). You can also Sendthem to specific users (Figure R-20). Any documents that are sent to you will appear inyour Inbox documents folder.

Figure R-18



Figure R-19

Figure R-20



3.3.7 Saving results

he information returned by a report can be extracted for further manipulation in Excel t a later stage. The main method of saving results is to use the File… Save As… option

from the browser toolbar. This is the standard save dialog box, requiring you to enter a filename, a filetype and a location (either local or network). The filetype can be HTML or TXT (Figures R-21 & R-22). Once saved, launch Excel and open the appropriate file. The file will be automatically convert to an Excel readable format.

Figure R-22

Ta

Figure R-21


Appendix A: Menu Icon Information




Appendix B: Cross Validation Tests

set of tests inside the application performs cross-record validation within the tarters, Leavers and Changes screen of the application. Prior to saving any input,

hat none of the following occur:

r that em 5 at a point in time ob combination info, i.e. Cost Centre/Account

leav record exists for a single employee for the same job

/Account Code/Job Code/Employee Number eriod is followed by a second, non-PRCS period of employment

ASchecks are made to ensure t FTE figure fo ployee exceeds 1. Overlapping dates for the same j

Code/Job Code/Employee Number More than one er

combination info, i.e. Cost Centre A PRCS p



Appendix C: Reference Data Post Types and Reference Post Type Text Type Reference RESIGNATION L RETIREMENT L

ND FIXED TERM L EREPLACEMENT S

EW POST S HANGE FIXED TERM S

SFER S LOA-SA S LOA+SA S SECONDMENT S FUND SOURCE S PART/FULL TIME S PRCS S L – leaver S – starter/change NI rates Low Sal High Sal Percentage Type

NCTRAN

0.00 5000 0.00 1 5000.01 10000 5.22 1 10000.01 11000 5.58 1 11000.01 12000 5.89 1 12000.01 13000 6.14 1 13000.01 14000 6.36 1 14000.01 15000 6.55 1 15000.01 16000 6.71 1 16000.01 17000 6.86 1 17000.01 18000 6.99 1 18000.01 19000 7.11 1 19000.01 20000 7.21 1 ……. 58000.01 59000 10.20 1 59000.01 60000 10.23 1 60000.01 65000 10.38 1 65000.01 70000 10.51 1 70000.01 75000 10.63 1 75000.01 500000 10.72 1 Type 1 - NI based on contracted out superannuation contributions Type 2 - NI based on contracted in superannuation contributions



Superannuation schemes and associated percentages

e Code PercentageSchem USS SBS

1 14.0 293567

LGSS 4 10.2

7.4

NONE 0.0 NHSSS 4.0 STSS 6.9 FSSU NHS

10.0 8.5



Appendix D: Status Codes for Initiate Run Screen

Status Codes Descri

ption INITIATED Calculation run initiated PRE-PROCESSING Calculation run is setting up internal parameters EXEC s calculatinUTING… Calculation run i g forecast values COMPLETE Calculation run has completed successfully RUN d. Contact Hel FAILED Calculation run has faile pDesk to resolve problem.



Appendix E: Increment Dates Grade Increment Date AA/AD/AL/AS August

C/AM October ber

All ugust All August except TGJ (1st of month of anniversary of appointment) Ma No increment except for grade detailed below. MA ust MH August ML ust

N April n anniversary of date of appointment

No if the date of appointment is after 1st May but before the incr . August), then the 1st increment date is one year after the next incr .

AAT/AR Octo

Clerical ATechnical nual staff 3A Aug Aug

MMP2 O

te: for T’s and C’s,ement month (i.eement date



Appendix F: WebIntelligence Object/Class Definitions

are available for reporting within the SLC Starters and Lea CH UNTS

me e

nit ame

Group Name EM ILS

umber ame

pe

t

rtime No flag)

rann

erann Scheme Code SUP TION

CA RRENT YEAR

The objects exist and following

vers Universe.

ART OF ACCOCost Centre Na

e codCost Centrg UPlannin

Planning Unit NGroup Faculty

Faculty

PLOYEE DETASLC Id

Id REC Employee N

ee NEmployPost TyCost centre Job Code Account Code

e GradGrade IncremenGrade ceiling

s oveSalary plu or NI (Yes

Employers supeStart date

eEnd datFTE Notes

s SupEmployee

ERANNUACode SchemePercentage

LC RESULTS- CUTotal cost

er Employee numbFTE Employers NI Employers SA Overtime Salary Forecast actual REC id Run id

SLC idAccount code



Job code Year Cost centre Period

CALC RESULTS- NEXT YEAR

Total cost Employee number FTE Employers NI Employers SA Overtime Salary Forecast actual REC id Run id SLC id Account code Job code Year Cost centre Period

CALC RESULTS- NEXT YEAR+1

Total cost Employee number FTE Employers NI Employers SA Overtime Salary Forecast actual REC id Run id SLC id Account code Job code Year Cost centre Period

POST DETAILS

SLC id Faculty group id Faculty group reference Change reason Post number New/extension Contract length Contract type Authorised date Appoint per.date Appoint rec.date Contract rec.date Notes

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