a full time equivalent (fte) calculations - the upgrade |...

Full Time Equivalent (FTE) Calculations

Leadership and Talent Development/OHR Position Management: Updating Existing Positionswww.umn.edu/ohr/training 1-27-15

A

All work hours in HRMS must use quarter hour increments. To calculate the FTE, simply take the number of hours worked divided by 40 and round to two decimal places. For example 40 hrs/wk = 40/40 = 1.00 FTE.

Hours per week

Formula FTE Hours per week

Formula FTE

40.00 40/40 = 1.00 1.00 30.50 30.50/40 = .763 .76

39.75 39.75/40 = .993 .99 30.25 30.25/40 = .756 .77

39.50 39.50/40 = .987 .99 30.00 30/40 = .75 .75

39.25 39.25/40 = .981 .98 29.75 29.75/40 = .744 .74

39.00 39/40 = .975 .98 29.50 29.50/40 = .738 .74

38.75 38.75/40 = .968 .97 29.25 29.25/40 = .731 .73

38.50 38.50/40 = .962 .96 29.00 29/40 = .725 .73

38.25 38.25/40 = .956 .96 28.75 28.75/40 = .719 .72

38.00 38/40 = .95 .95 28.50 28.50/40 = .713 .71

37.75 37.75/40 = .943 .94 28.25 28.25/40 = .706 .71

37.50 37.50/40 = .937 .94 28.00 28/40 = .700 .70

37.25 37.25/40 = .931 .93 27.75 27.75/40 = .694 .70

37.00 37/40 = .925 .93 27.50 27.50/40 = .688 .69

36.75 36.75/40 = .919 .92 27.25 27.25/40 = .681 .69

36.50 36.50/40 = .913 .91 27.00 27/40 = .675 .68

36.25 36.25/40 =.906 .91 26.75 26.75/40 =.669 .67

36.00 36/40 = .90 .90 26.50 26.50/40 = .663 .66

35.75 35.75/40 =.894 .89 26.25 26.25/40 = .656 .66

35.50 35.50/40 = .888 .89 26.00 26/40 = .65 .65

35.25 35.25/40 = .881 .88 25.75 25.75/40 = .644 .64

35.00 35/40 =.875 .88 25.50 25.50/40 = .638 .64

34.75 34.75/40 = .869 .87 25.25 25.25/40 = .631 .63

34.50 34.50/40 =.863 .86 25.00 25/40 = .625 .63

34.25 34.25/40 = .856 .86 24.75 24.75/40 = .619 .62

34.00 34/40 = .85 .85 24.50 24.50/40 = .613 .61

33.75 33.75/40 = .844 .84 24.25 24.25/40 = .606 .61

33.50 33.50/40 = .838 .84 24.00 24/40 = .60 .60

33.25 33.25/40 = .831 .83 23.75 23.75/40 = .594 .59

33.00 33/40 = .825 .83 23.50 23.50/40 = .588 .59

32.75 32.75/40 = .819 .82 23.25 23.25/40 = .581 .58

32.50 32.50/40 = .813 .81 23.00 23/40 = .575 .58

32.25 32.25/40 = .806 .81 22.75 22.75/40 = .569 .57

32.00 32/40 = .80 .80 22.50 22.50/40 = .563 .56

31.75 31.75/40 = .794 .79 22.25 22.25/40 = .556 .56

31.50 31.50/40 = .788 .79 22.00 22/ 40 =.55 .55

31.25 31.25/40 = .781 .78 21.75 21.75/40 = .544 .54

31.00 31/40 = .775 .78 21.50 21.50/40 = .538 .54

30.75 30.75/40 = .769 .77 21.25 21.25/40 = .531 .53


Full Time Equivalent (FTE) Calculations (cont.)B

Hours per week

Formula FTE Hours per week

Formula FTE

21.00 21/40 = .525 .53 10.50 10.50/40 = .263 .26

20.75 20.75/40 = .519 .52 10.25 10.25/40 = .256 .26

20.50 20.50/40 = .513 .51 10.00 10/40 =.250 .25

20.25 20.25/40 = .506 .51 9.75 9.75/40 = .244 .24

20.00 20/40 =.50 .50 9.50 9.50/40 = .238 .24

19.75 19.75/40 = .494 .49 9.25 9.25/40 = .231 .23

19.50 19.50/40 = .488 .49 9.00 9/40 = .225 .23

19.25 19.25/40 = .481 .48 8.75 8.75/40 = .219 .22

19.00 19/40 =.479 .48 8.50 8.5/40 = .213 .21

18.75 18.75/40 =.469 .47 8.25 8.25/40 = .206 .21

18.50 18.50/40 =.463 .46 8.00 8/40 = .200 .20

18.25 18.25/40 =.456 .46 7.75 7.75/40 = .194 .19

18.00 18/40 =.450 .45 7.50 7.50/40 = .188 .19

17.75 17.75/40 = .444 .44 7.00 7/40 = .175 .18

17.50 17.50/40 = .438 .44 6.75 6.75/40 = .169 .17

17.25 17.25/40 = .431 .43 6.50 6.50/40 = .163 .16

17.00 17/40 = .425 .43 6.25 6.25/40 = .156 .16

16.75 16.75/40 = .419 .42 6.00 6/40 = .150 .15

16.50 16.50/40 = .413 .41 5.75 5.75/40 = .144 .14

16.25 16.25/40 = .406 .41 5.50 5.50/40 = .138 .14

16.00 16/40 = .400 .40 5.25 5.25/40 = .131 .13

15.75 15.75/40 = .394 .39 5.00 5/40 = .125 .13

15.50 15.50/40 = .388 .39 4.75 4.75/40 = .119 .12

15.25 15.25/40 = .381 .38 4.50 4.50 /40 = .113 .11

15.00 15/40 = .375 .38 4.25 4.25/40 = .106 .11

14.75 14.75/40 = .369 .37 4.00 4/40 = .10 .10

14.50 14.50/40 = .363 .36 3.75 3.75/40 = .094 .09

14.25 14.25/40 = .356 .36 3.50 3.50/40 = .088 .09

14.00 14/40 = .350 .35 3.25 3.25/40 = .081 .08

13.75 13.75/40 = .344 .34 3.00 3/40 = .075 .08

13.50 13.50/40 = .338 .34 2.75 2.75/40 = .069 .07

13.25 13.25/40 = .331 .33 2.50 2.50/40 = .063 .06

13.00 13/40 = .325 .33 2.25 2.25/40 = .056 .06

12.75 12.75/40 = .319 .32 2.00 2/40 = .050 .0512.25 12.25/40 = .306 .31 1.75 1.75/40 = .044 .0412.00 12/40 = .30 .30 1.50 1.50/40 = .038 .0411.75 11.75/40 = .294 .29 1.25 1.25/40 = .031 .0311.50 11.50/40 = .288 .29 1.00 1/40 = .025 .0311.25 11.25/40 = .281 .28 .75 .75/40 =.019 .0211.00 11/40 = .275 .28 .50 .50/40 = .013 .0110.75 10.75/40 = .269 .27 .25 .25/40 = .006 .01

APooled Positions Job Aid

The purpose of this job aid is to identify when it is appropriate to pool positions in Position Management. Ideally, positions should have a 1:1 relationship (one position = one headcount). If certain criteria are met it is possible to create a multi-headcount position.

Note: Position fields must be identical.

The following fourteen (14) fields must be exactly the same in order to create a pooled position.

Company Department ID Union Code Location Job Code

Bargaining Unit Reports To Regular/Temporary Business Title Salary/Admin Plan

Standard Hrs Full/Part Time Grade FTE

Types of Positions Pooled

• Hourly employees such as students or temporary casual appointments

• Graduate employees

Two temporary/casual appointments = Pooled “217675” and “217677”

Hourly student positions = Pooled “217680”

Leadership and Talent Development/OHR Position Managementwww.umn.edu/ohr/trainingservices 10-13-14

BPooled Positions Job Aid (cont.)

Creating/Updating Headcount for Position Record

Set headcount in the Max Head Count field when creating or updating position record.

Do’s & Don’ts of Position Pooling

• Pooling allows a position manager to associate multiple jobs in one position.

• Supervisors are never pooled.

• Positions should mirror the job data of the incumbents.

Leadership and Talent Development/OHR Position Management www.umn.edu/ohr/trainingservices 10-13-14

Position Management Approval

Leadership and Talent Development/OHR Position Management: Updating Existing Positions www.umn.edu/ohr/training 1-21-15

A

All position requests require the Approve/Deny field in Position Management pages to reflect “Approve” before using position data. This job aid outlines the approval process.

Approval Process

1. Click <Save> to record the position request in HRMS.

2. Requests requiring Central Position Management Approval will save with a status of “Proposed”. The request will be placed into an approval queue. Central Position Management will:

• Facilitate the appropriate central review of the request.

• Call or follow up with the department with questions on the request.

• <Approve> or <Deny> the request.

• Notify the position managers, via email, on approval or denial of request.

3. Requests that do NOT require approval will automatically save with a status of “Approved”.

• Approvals and Denials are reflected on the position management record.

4. Position records will record the employee username, date, and time the record was created, updated, approved or denied on the position pages.

Central Position Management will strive to act upon requests within 48 hours and departments may be contacted with questions during that timeframe.

New Position Management Requests

• All new position management requests require approval from Central Position Management.

• Position Status must be “Approved” prior to data use in HRMS.

• Requests should be submitted using the Position Management Request (PMR) Form which contains the appropriate authorized signature within the unit.


Position Management Approval (cont.)B

Updating Existing Position Management Requests

• All updates to existing positions require approval in HRMS.

• Position Status must be “Approved” prior to data use in HRMS.

• Specific update requests will automatically set the position status to “Approved” while others will be placed into a queue for Central Position Management approval.

Position Reason System Assigned “Approved” Central Position Management

approval done in HRMS

NEW - Yes

Title Change Yes -

Work Location Change Yes -

Reports To Change Yes -

Standard Hours Change - Yes

Job Re-Classification - Yes

Position Data Update - Yes

If the following fields are updated (given any reason code) the request will require approval from Central Position Management.

• Job Code • Salary Admin Plan • FTE• Long Description • Grade • Add to Actual FTE Amount• Reg/Temp • Step • Notice Rights Checkbox• Full/Part Time • Standard Hours • Classified Indicator• Union Code Company • Bargaining Unit • Effective Status (Active to

Inactive)

Position Pages Field Names and Definitions

Leadership and Talent Development/OHR Position Managementwww.umn.edu/ohr/training 10-21-14

AThis job aid identifies and defines the tabs and fields in Position Management for position managers and/or position inquiry viewers. See the Position Management: Creating New Positions course for detailed definitions of each field.

Main Menu > Organizational Development > Position Management > Maintain Positions/Budgets > Add/Update Position Info

DESCRIPTION TAB. POSITION INFORMATION SECTIONField Name Definition

Position Number A unique system assigned number that identifies the position. Number is assigned when record is saved.

Headcount Status This will be blank initially and cannot be updated on this page.

Current Headcount Indicates the number of positions available within this record. Defaults to “1 out of 1.”

Effective Date First date action is effective. Defaults to the current date. Future dated effective dates are not encouraged.

Reason Reason for the new or changed position row.

Position Status The status of the position request. Defaults to “Proposed” for a new position record.

Current Head Count Indicates the number of positions available within this record. Defaults to “1 out of 1.”

Status Positions can be active or inactive. Inactive positions cannot be used or reactivated. New positions default to “Active.”

Action Date Defaults to the current date.

Status Date Defaults to the current date.

Key Position Do not use.

DESCRIPTION TAB. JOB INFORMATION SECTIONBusiness Unit Defaults to “UMNHR.” Do not change.

Job Code Job classification as listed by the Office of Human Resources. Selection of job code updates the following fields: Union Code, Title, Short Title, Salary Admin Plan, Grade, Standard Hours, Work Period, Mon-Tue-Wed-Thu-Fri (8.00 each).

Reg/Temp Enter “Reg” if position is more or equal to three months. Enter “Temp” if position is less than months. Used for determining benefits eligibility.

Regular Shift Defaults to “Not Applicable.” Do not change.

Title Associated with the Office of Human Resources job code. Defaults to “Title” when job code is entered. This can be changed to more appropriately reflect someone’s duties if needed, however the “official” job code must be used to recruit for the position. This title will flow to the campus directory.

Short Title Defaults to the job code number when Job Code is entered.


Position Pages Field Names and Definitions (cont.)Full/Part Time Enter “Full Time” if position is more or equal to 40 hours per work. Enter “Part-Time”

if position is less than 40 hours per week. Used for determining benefits eligibility.

Union Code Defaults to “Union Code” when Job Code is entered. Should not be changed unless position is for Duluth or Crookston faculty. Position managers must determine the appropriate union code (“I1” or “I2”) for UMD and UMC faculty and override if necessary.

Opens a new pop-up window with current job code description. The default job code description should be overridden with a detailed position description describing the work that will be done within the unit specific to the job code. This is used by Compensation to ensure that the correct job code is being used and will be used by recruiting.

DESCRIPTION TAB. WORK LOCATION SECTIONReg Region Defaults to USA. Do not change.

Department Identification number linked to a department at the U of M. Enter financial DeptID here. When you enter in the department identification number it will update the following fields: Company, Location.

Location Physical campus location of the position work place. Defaults to location when department is entered. If there is no location value which represents where the employee is actually located, select the closest location. If the work place is outside of Minnesota, select “Outside of Minnesota.”

Reports To Enter supervisor’s position number. This is the person who will be approving time for timekeepers and absences for the employee. It is important that anytime a supervisor is terminated or on a leave of absence that this field is updated. If it is not updated, time or absences will not get approved.

Supervisor Lvl Do not use.

Company Defaults based on department. Do not override except for cases where position is affiliated with a unique group such as University of Minnesota Physicians (company UMP) or a fellowship/scholarship (company UNS).

Dot-Line Do not use.

Security Clearance Do not use.

DESCRIPTION TAB. SALARY PLAN INFORMATION SECTIONSalary Admin Plan Do not change. Indicates appropriate compensation plan, defaulted by job

code. Defaults to salary admin plan when job code is entered.

Grade The pay range within the salary administration plan of the job code. Defaults to grade when job code is entered. Do not change except for the Trades Job Codes “BU 02.”

Step Entering the step here will default the step to the Job Data pages. If you don’t do it here, you will need to maintain this field manually on the Job Data page.

Work Period Do not change. Defaults work period when job code is entered.

Detailed Position Description

B


Position Pages Field Names and Definitions (cont.)Standard Hours Defaults to “40” when job code is entered. Update this to reflect the standard

hours you need. All hours must be stored in 1/4 increments not just the .25 for hourly. For example, “30.23” needs to be entered as “30.25” because Time and Labor needs time reported in quarter hour increments. The Standard Hours will default to Job Data and can only be changed in Position.

DESCRIPTION TAB. USA SECTIONFLSA Status Defaults to FLSA status when job code is entered.

Bargaining unit A recognized bargaining agent for a defined group of employees as defined by the Bureau of medication Services under Minnesota state law. Defaults to bargaining unit when job code is entered. Do not change. The exception will be for Duluth because faculty can be in either Bargaining Unit “08” or “09” based on union contracts.

Comments Insert narration on the purpose of this position request. Used to send a message to central position management.

Approve/Deny Used by central position management to approve or deny the position or deny a position request.

Save Saves, records, and assigns a numeric value to the position request.

Notify Allows the position manager to initiate an email to another University employee with an X.500 account.

Add Allows the position manager to add a new row of data to the position.

Update/Display When searching for data, the default is to search in Update/Display mode. It displays the current record only.

Include History View all action items on the record. All rows of data will display.

Correct History If the position request is denied, the position manager will use correct history to make modifications on the denied request.

SPECIFIC INFORMATION TAB. SPECIFIC INFORMATION SECTIONMax Head Count Defaults to “1.” Total number of available headcounts should be entered.

Mail Drop ID Do not use.

Work Phone Do not use.

Health Certificate Do not use.

Signature Authority Do not use.

Incumbent Employee currently holding the position or past employees who have previously held the position.

Update Incumbents When creating a new position, do not check. When updating a position record, this should be checked as it will then send Position data into the Job Record. Data will refresh overnight.

C


Position Pages Field Names and Definitions (cont.) This will be activated for some groups, but not all. If a single occupant is using

this position number, it should always be checked.

Budgeted Position Default will have this box checked. Although delivered position budgeting will not be used, this field will be used to send information to the Finance side. Information will not be sent for certain job codes like “Temp/Casuals,” “Students,” and “Grad Students.”

Confidential Position Do not change.

Job Sharing Permitted Do not change.

Notice Rights Select when an employee is not eligible for Notice Rights either by holding a Duluth non-regular or fixed term appointment or for an employee being appointed by the President for a limited time.

SPECIFIC INFORMATION TAB. EDUCATION AND GOVERNMENT SECTIONPosition Pool ID Units using a distribution strategy of position pool will use this field to assign

position records to a Pool ID.

Defaults to “Encumber Immediately.” Do not change.

Defaults to “Salary Step.” Do not change.

Classified Indicator Defaults to “(Not Applicable).” Change to “Clinical Scholar,” “Research,” or “Teaching” if needed. Created for contract faculty to identify which part of the mission they were hired for.

Do not use.

Academic Rank Do not use.

FTE Defaults to “0.0.” This field is used to tell the University how many people work for us. There will be a modification that prevents people from going over 1.0 FTE. For those individuals who have two jobs, they can only have a combined FTE of “1.0.” Leave “0.0” FTE for all hourly appointments, graduate students, undergraduate students, UMI, UNS, UMP, UMR, and Cobra appointments. Any summer research/summer session appointments will have a “0.0” FTE if they have another appointment. To calculate a FTE less than 1.0, divide the number of work hours per week by 40 hours (15/40) and round to the 6th decimal point (.375000).

Select this checkbox when the FTE value is “0.01” and above. Do not check this field if the FTE value is “0.0.” Central position management will be checking the FTE and Adds to FTE Actual Count fields when reviewing.

BUDGET AND INCUMBENTS TAB. CURRENT BUDGET & CURRENT INCUMBENTS SECTIONCurrent Incumbent Employee currently holding the position.

Job Data This link will pull up the job data pages associated with the position record.

Include Salary Plan/Grade

Pre-Encumbrance IndicatorEncumber Salary Option

Calc Group (Flex Service)

Adds to FTE Actual Count

D

Updating Existing Positions


A

The purpose of this job aid is to give Position Managers a step by step guide on updating existing positions in HRMS based on the unit initiated Position Management Request Form.

Step 1 - Units Consult with Position Management (optional)

• Pro-actively discussing the needs and requirements of a position between the unit and the position manager will lessen the amount of questions and follow up prior to data entry.

Step 2 - Review PMR Form for Completion

• Position Managers should review the data on the Position Management Request Form.

• Is all data complete on the form?

• Is the reason code accurate?

• Does the form have the appropriate signatures?

• Is there a new position description?

Step 3 - Review Unit Position Management Data in HRMS

• Review HRMS position data for the record being changed.

• Is the change appropriate given the data within HRMS?

• Does the status of the position allow for updates?

• Is the effective date historical? If yes, what ramifications does this update have for previously processed timesheets, absences, benefits, etc?

Step 4 - Follow up with Unit Initiator to resolve questions

• Communicate with the unit about questions pertaining to the request.

• Since the source of data originates from Position Management and flows into other HRMS modules it is critical that all data in Position Management is accurate?

Step 5 - Enter Request for Updates to Position in HRMS

• Enter data from Position Management Request (PMR) form.

Step 6 - Review Data in HRMS vs. PMR Form prior to saving

• Is data the same?

• Are there discrepancies? If data is not the same then investigate possible reasons prior to saving the record. If unresolved then cancel request in HRMS and re-enter once data is confirmed.

Updating Existing Positions


A

Step 7 - Save Position

• Click <Save>.

Step 8 - Resolve Errors/Messages if Needed

• Errors can occur when saving due to system issues or conflicting data. Below is a listing of common errors that occur and how to resolve them.

Error Message How to ResolveHighlighted Fields are Required Enter data into the highlighted fields.Action Reason of NEW should only be used to add a position.

Change the Reason to the appropriate value on the Description page under Add/Update Position Info.

This position has active incumbents. When inactivating a position schedule the employee to become disassociated from the position before the effective date of the position inactivation.

Effective dates/sequence must be greater than effective date/sequence of current record.

New data row uses the same effective date already in HRMS. Use a new effective date for the record.

Step 9 - Monitor Approvals

• Depending on the nature of the update to the existing position the request may require approval from Central Position Management or may automatically save as “Approved” upon clicking <Save>.

• Monitor the status of the approvals within the position record.

• Central Position Management will send an email notification to the position manager after completing action upon the request.

Step 10 - Review for Completion in HRMS & Notify Unit

• Once approvals are processed review the position record for accuracy.

Updating Existing Positions Reason Codes


A

Six possible reason codes exist for updating an existing position. Departments will initiate an update by filing out a Position Management Request (PMR) form. The form will be submitted to the Position Manager who will enter the changes into HRMS. This job aid defines each reason and outlines what fields would change per each reason code.

Title Change

• Job titles default from the Job Code in Position. Occasionally a more meaningful working title is desired. The title field in Position directly feeds into the business directory at the University. Fields that will be updated for the reason “Title Change” include:

• Effective Date

• Reason Code = Title Change

• Title Field

• If additional fields are updated beyond those listed the reason code selection must be Position Data Update.

Work Location Change

• Employees may be given different assignments resulting in a different work location. If a work location change is greater than 3 months the location field in the Position record must be updated. Location field feeds into the benefit module. Fields that will be updated for the eason “Work Location Change” include:

• Effective Date

• Location


Reports To Change

• Occasionally restructuring occurs within a unit and the direct reporting relationship changes. When that occurs it is necessary to update the position record to reflect the new reporting relationship. The reports to field directly impacts how transaction route for approval in HRMS. Fields that will be updated for the reason “Reports To Change” include:

• Effective Date

• Reason Code = Reports to Change

• Reports To

• Reports To Name

Updating Existing Positions Reason Codes


A

Reports To Change (cont.)


Standard Hours Change

• Occasionally restructuring occurs and the position data of a unit is re-evaluated. Position evaluation may result in decrease or increase of standard hours. The Standard Hours field directly impacts benefits eligibility. Fields that will be updated for the reason “Standard Hours Change” include:

• Effective Date

• Reason Code = Standard Hours Change

• Full/Part Time

• Standard Hours

• FTE


Job Re-Classification

• Employees and Managers evaluate the position description and the duties being performed at least annually. If the duties being performed are within a different classification a formal re-classification request is processed through the Office of Human Resources. If the request is approved the position record must be updated. The fields that will be updated have a direct impact to Job Data and compensation.

• Any and all fields can be updated.

Position Data Update

• When multiple fields are updated for a variety of reasons such as Title and Standard Hours, the use of the reason “Position Data Update” should be used. It reflects numerous changes being made at one time. Any or all changes will impact specific modules in HRMS. All fields could be updated with the use of this reason.

• Any and all fields can be updated.

a full time equivalent (fte) calculations - the upgrade |...

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