Global Annual Assumptions are assumptions that contain one unique value for the entire year that does not change.  The Global annual assumptions form contains the following assumptions that are truly global to the application and apply to all colleges.  The SBCTC system administrators enter these global assumptions. Users will have read only access.

• Social Security %
• Social Security Tax Cap
• Medicare Tax %
• Health Plan Annual Cost
• Retirement Plan Contribution %’s for all of the various retirement plans

These factors, or drivers, are used to calculate some of the salary and benefits related costs for your employees. The drivers on this form will affect all employees who qualify and will help calculate people costs by individual, which will then roll up to your total department expenses for salaries and benefits.

Navigation: Main landing Page > Workforce > Drivers Icon > Global Assumption

Click on the Workforce button on the SBCTCFIN homepage

Click on the Drivers icon to the left of the form label. The icon looks like a building under construction and appears below the icon of the person with the graph.

On this data form, you can review the drivers (assumptions) that have been entered by the administrators. Since these drivers affect all colleges, you will not be able to change them. However, you can request service desk ticket If you wish to change any of value in this global assumption form.

Step rates are used to calculate the increased salary costs when a classified employee reaches their step anniversary date. The salaries for all qualifying employees are calculated at an individual level and roll up to a department total that map to your financial line items.

Navigation: Home Page > Workforce > Drivers > Local Step Rate by College

Understanding the step data will help accurately determine the cost of an employee for the year, so that your can budget for the step increase in the middle of the year if needed.

In this college specific form, you may review the monthly COLA%’s. COLA% was made a monthly assumption so that it could be applied only in the months that are relevant to the respective GL account classification. Using this form and selecting your college, you may override the previously defined global COLA% Assumptions form. You must input a value if you wish to consider a local value.

Navigation:
Home Page > Workforce > Drivers > Local COLA% By College

As an example, if in the local COLA% assumptions form the value are set to each GL account from January to June and you wish to override it with a 0%, you must enter and save a 0 to that month on this form. If the cell is left as a #Missing value (undefined or blank), then the originally entered local COLA% assumption entered by SBCTC administration will apply when the calculation is performed so it is best to enter a value for every period if you are trying to override the global assumptions, even if it is a 0.

Click the Save button in the upper right hand of the screen to save the global assumption that you have entered.

When you enter values into the input cell, it will be shaded in yellow. This indicates that the data has not been saved.

Click the Save button in the upper right hand of the screen to save the global assumption that you have entered.

Once you have saved the data, the background color of the cells will change to white to indicate that the data has been saved to the database.

Once you have saved the data, the background color of the cells will change to white to indicate that the data has been saved to the database.

This form has the college Business Unit in the page drop down and Employee Classification. It displays all of the employees that work for a college BU of selected Employee Classification.

Click on the Workforce button on the SBCTCFIN homepage

Click on the Workforce Expense Model icon to the left of the form label. The icon looks like a person with the graph and appears at top.

Click on the form Employee Management By Classification and select your college BU and Employee Classification to display corresponding Employees.

NOTE:

1. You should always select Level 0 member of Business Unit, which is your BU_OU. i.e. WA140_7140.
2. When you change the value in POV (Point of View) then you must click GO button (right arrow) to refresh the data. i.e. if You want to view the data of FAC Employee classification then you must select FAC from EmployeeClassification drop down and Click GO button.

3. The first column (IncludeEmployeeCostElement ) has been added to this form to allow you to activate or de-activate an employee’s expenses from calculating.  If the first column is blank or has a value of Y then the monthly expenses for the employee will calculate when you save the form.  If the first column is N, then the expenses for that employee record will not calculate.
4. By Default, employee record associated with GL Account 5000090 (Part time Faculty) has flag set to N.
5. This form has a business rule attached to it that runs when the rule is saved that will recalculate all of the expenses for the employees listed on the form for the business unit/Classification that is in the form drop down point of view.

Click the SAVE button on the upper right side of the form.

A message should appear indicating that data has been saved and the rule has been run successfully

The Employee salary expenses have been calculated. You can verify the salary by scrolling right. The salary will display in yearly as well as monthly.

Each employee record may have one or more combo codes consisting of GL Account, Finance Department, Class, Fund, Program etc. that employee records costs are allocated to in the Finance database.  Selecting this menu allows you to navigate to Employee Combo Code Allocation Slices form where you may review and/or update all of the allocation slices associated with a specific employee record.

Navigation: Home Page > Workforce > Workforce Expense Model > Employee Management By Classification (Recommended)

OR

Navigation: Home Page > Workforce > Workforce Expense Model > Employee Management -  All Employee

Click Employee Management By Classification. By Default, it will open first

Make sure you are selected correct BusinessUnit and EmployeeClassification value.

Right click on an employee and select “Employee Allocation Slices” from menu.  You will be taken to the Employee Allocation Slices (Combo Codes) Form.

In this case, there is just one Combo Code that defines the employee record cost element allocation.  For this employee record, the GL Account is 5000070, which is why to the right in the greyed-out column you see the calculated employee expense in account AC5000070.  

You may add additional allocation slices up to 10 Combo Code for this employee by adding them and then making sure that the sum total of all of the Alloc%Segment’s is 100%.  If the sum total of the Allocation %’s is not 100% then the employee’s costs will not be fully allocated.

Click Save button if you have changed anything in this form.

Right click anywhere in the Employee Allocation Slices form and select ReturnToPreviouForm.  You should be taken back to the original form that you were on before navigating to the Employee Allocation Slices form.

OR

Click the previous form link to go back to Previous form.

Test Case:  Were you taken back to the original form when you used the ReturnToPreviousForm menu option?

This form is used to add New Employee from scratch It means you have to enter all mandatory Employee Attributes as well Employee combo code allocation manually. That is why it is not recommended. Instead, use QRG Copy Employee to add new Employee.

There are two way to open “Add New Employee” form.

In most cases, you will likely wish to copy an existing employee’s properties to add a new hire employee. When you copy existing employee to New employee, all the employee’s data with combo code allocation gets copied into new employee.

Navigation: Home Page > Workforce > Workforce Expense Model > Employee Management By Classification (Recommended)

OR

Navigation: Home Page > Workforce > Workforce Expense Model > Employee Management -  All Employee

In order to get exiting employee, Select correct Employee Classification value in EmployeeClassification POV. If it is not showing correct employee classification, then select desired classification from drop down and click right arrow button.

Right click on desired employee record(s) and select Copy Employee.  

The business rule to copy the employee’s information will launch.  By default, the Business Unit from the forms page selection is specified in the run time prompt.  By default, the employee record that you right clicked on is displayed as both the source record to copy from and too.  You will need to update the target to be a New Hiring Requisition.  

This rule also allows you to copy an employee’s data from one employee classification to another if you wish to.

Review/Update Target Employee Classification.

To update the target employee record, click on the member selection icon and select a new hire that you have not already populated with data previously.  

Note: If you select a new hire that you previously populated, the employee’s data will overwrite the data that is there when the rule is executed.

In this case, I will select HiringReq2 to copy existing employee’s data to (the HiringReq1 is already added previously) .  Expand down to HiringReq2 and click to the left of the member name to enable the checkmark and make your selection.  Then click Ok.

The business rules run time prompt values should look something similar to the following.  This will ensure that existing employee’s data is copied to HiringReq2.  

Go ahead and Launch the rule by clicking the Launch button.

You will see message pop window that says “The CopyEmployee was successful”. Click OK.

Now if you scroll all of the way down to the bottom of your list of employees, you will see that HiringReq2 is now populated with existing employee’s data at the bottom of the form.  

All New Hire employees are at the bottom of the employee hierarchy which is why they show up at the bottom of the All Employees form.

Now you have effectively copied existing employee into a New Hire.  

Next, review/update the allocation slices using the Employee Allocation Slices right click menu.  For Details follow QRG - QRG  Employee Allocation

You may also use the Remove Employee right click menu to remove employees that have been previously copied that you wish to remove. For Details, Follow QRG - Remove Employee

You may wish to Delete a new employee employee as well.  In order to delete a new employee and all of that employee’s data, including the combo code allocation slices, right click on the new employee and click “Remove New Employee”. You can one new employee by navigating below navigation.

Navigation: Home Page > Workforce > Workforce Expense Model > Add New Employee

OR

Navigation: Home Page > Workforce > Workforce Expense Model > Employee Management By Classification (Recommended)

In order to search new employee, you should select correct Employee Classification value in EmployeeClassification POV. If it is not showing correct employee classification, then select desired classification from drop down and click right arrow button.

Right click on the Hiring Requisition that you wish to delete and select Remove New Employee.

You will see message window pop up that say RemoveNewHire was Successful. Click OK. You will see new employee data was deleted.

The Employee Details form contains all of the employee’s details regarding their calculated salary and benefit expenses.  

There are two way to open “Review Employee Details” form.

The terminate employee function is used to end an employee’s tenure within the Department or, optionally, to transfer them to a Business Unit or Department outside the user’s domain. When there is a planned employee departure, or if you need to transfer an employee to another Department outside of the area, which you manage, you can use this function to end all salary and benefit costs associated with the employee. In the case of a transfer, you will need to coordinate manually with the Department budget authority to which the employee will be transferred so that that department budget authority can correctly add the employee to their model.

Navigation: Home Page > Workforce > Workforce Expense Model > Employee Management By Classification (Recommended)

Select the employee to terminate in the list of employees on the left side of the form. Once you have scrolled to the employee whom you would like to terminate, scroll to the right until you see the Term Date column. The cell should be empty.

In the Term Date cell that corresponds to the employee, enter the date (format MM/DD/YY) or select the date for which you would like to terminate the employee. The cell is highlighted in yellow.

Click the Save button

A message should appear indicating that data has been saved and the rule has been run successfully

The Employee salary expenses have been calculated. You can verify the salary by scrolling right. There is no salary will calculated after specified term date.

This form displays every single Combo Code allocation slice for all of the employee records associated with a specific business unit.  The sum of all of the individual allocation slices for any given employee record should be 100% so that 100% of an employee’s costs will be properly allocated and accounted for.  

Navigation: Home Page > Workforce > Workforce Expense Model > All Employee Allocation Details

By Default First form will open, you need to click on “All Employee Allocation Details”.