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

1. From the Main Landing or Home page, select the Workforce button.

2. On the left side of the page, select the Workforce Drivers icon (looks like a building under construction and appears below the icon of the person with the graph). The Workforce Drivers words displays when you hover over the icon.

3. The Global Annual Assumptions page displays. 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 a Service Desk Ticket If you wish to change any of values in the Global Assumption form.

The Local annual Assumption form can be used to override global assumption. An example, Health care cost may be different by college by college. So college may provide own health care cost to calculate correct benefit.

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

1. From the Main Landing or Home page, select the Workforce button.

2. On the left side of the page, select the Workforce Drivers icon (looks like a building under construction and appears  below  the  icon  of  the  person  with  the  graph). The Workforce Drivers words displays when you hover over the icon.
3. Select the Local Assumption by College tab. Enter the cost. The amount will be shaded or highlighted yellow. Select the Save button to save the data.

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

1. Select the Local Step Rate by College tab to view the Salary Step Rate By College page. 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.
2. First time users will need to set their college Business Unit. Select the BusinessUnit NoBU link to open the Select a Member window.
3. Under the BusinessUnit section, use the search bar or select your college business unit by selecting the arrow icon.
4. You may have to select the arrow icon twice to populate the business unit check mark.
5. Select the OK button to return to the Salary Step Rate By College.

6. The Salary Step Rate By College displays. You may have to refresh the page (select another tab and back to Local Step Rate by College tab) to view results. Use the scroll bars to review data.

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

1. Select the Local COLA% By College tab to view COLA% Assumptions by College.
2. 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.
3. Enter the percentage data, i.e. ".03".

4. Select the Save button located 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 by "unshaded" or in 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.

Navigation: Main landing Page > Workforce > Workforce Expense Model > All Employees Form By Employee Classification

1. From the Main Landing or Home page, select the Workforce button.

2. Select the Workforce Expense Model icon.

3. At the bottom of the page, select the form Employee Management By Classification tab.
4. If you need to set your college, select the BusinessUnit Select a Member link.
5. The Select a Member-BusinessUnit window displays. Locate your college business unit and select the side arrow icon. Then select the check mark icon next to your college business unit.
6. Select the OK button to close out the window.

7. Select the Dept-EmplClass link to set the Employee Classification. The Select a Member-Department window displays.
8. Locate the HCM Classification and select a checkbox next to desired HCM Classification. Select the OK box to close out the window.
9. Select the Save button and then the Refresh button to refresh the data.

10. The page refreshes and displays a confirmation box. Select the OK box to close window. Note the updated Dept-EmplClass is now 'FAC'.
11. 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.
12. By Default, employee record associated with GL Account 5000090 (Part time Faculty) has flag set to N.

13. 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.

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

OR

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

1. Select the Employee Management By Classification tab. Verify both the BusinessUnit and Dept-EmplClass config values are set.

2. Select the All Employee Allocation Detail tab.
3. Right click on an employee name and select “Employee Allocation Slices” from menu. You will be taken to the Employee Allocation Slices (Combo Codes) Form.

4. 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.

5. Select the Save button if you have changed anything in this form.
6. To close out the selected employee select the 'X' on the WFPXX Allocation Slices Form tab and return to the prior page 'All Employee Allocation Slices Form'.

This form is used to add New Employees 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 the Copy Employee function to add new Employee.

There are two way to open the “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

1. From the Employee Management By Classification tab, right click on desired employee record(s) to open the action window. Select the Copy Employee link.

2. The WFT_Copy Employee window displays. 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.
3. Review/Update Target Employee Classification by selecting the accordion icon. The Select a Member window opens to update using the side arrows and check mark. Select OK to save changes and return to WFT_CopyEmployee.

4. The WFT_CopyEmployee window displays. Business rules run time prompt values should look something similar to the following. This will ensure that existing employee’s data is copied to HiringReq1. When edits/updates are complete, select the Launch button.

5. You will see message pop window that says “The CopyEmployee was successful”. Select the OK button. As needed, use the Refresh button to update page.

6. From the Employee Management - All Employees tab use the scroll bar to scroll to the bottom of the list of employees. The newly added 'HiringRequisition1' has been populated with existing employee’s data at the bottom of the form.

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

You may wish to Delete a new employee employee or if an employee has multiple lines already in place. 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)

1. From the Employee Management By Classification tab, right click on the employee (or Hiring Requisition) that you wish to delete and select Remove New Employee.

2. The WFP_RemoveNewHire window displays. Review/verify the information. Select the accordion icon.
3. The Select a Member window opens for that specific employee. Select the TotalEmployees arrow icon. Then select NewEmployees arrow icon.
4. Select the HiringReq number to remove.

5. Make sure the checkbox is marked next to the line item that you want to remove. Select the OK button.

6. The WFP_RemoveNewHire window displays with the updated field to remove. Select the Launch button.

7. The All Employees Form By Employee Classification tab displays with a window confirming the removal was successful. Select the OK button to close out the window.

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)

1. 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.
2. Select the calendar icon to open a calendar window. Select the Term Date.

3. 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 shaded or highlighted in yellow.
4. Select the Save button.

5. A message should appear indicating that data has been saved and the rule has been run successfully. Select the OK button.

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

1. From the Employee Management By Classification tab, select the All Employee Allocation Details tab.