position control for fy18 budget development

Sonoma County Office of Education

Position Control

For

FY18 Budget

Development

March 15, 2017

Information Technology

FY18 Position Control 3/15/17

FY18 POSITION CONTROL FOR BUDGET DEVELOPMENT PAGES

CHECKLIST FOR POSITION CONTROL SETUP 3

COMPONENT REVIEW FOR ACCOUNT ROLL 4

DEPARTMENT SETUP REVIEW 13

ORGANIZATION SETUP REVIEW 14

USER SETUP REVIEW 15

REQUEST AND CREATE FY18 17

CREATE FY18 PAYROLL SETUP

REVIEW BARGAINING UNIT SETUP 18

CREATE FY18 CALENDARS 20

EDIT/CREATE SALARY SCHEDULES 22

POSITION REVIEW 25

JOB CATEGORY/CLASSES 29

ASSIGNMENT INCREMENT OVERRIDE 30

REVIEW CONTRIBUTIONS 31

BUDGET ASSUMPTIONS FOR VACANCY RECORDS 32

REVIEW PAY CYCLES 33

BENEFIT PROVIDERS 35

ADDON REVIEW 36

POSITION CONTROL REPORTS 38

ASSIGNMENT ROLL FORWARD REQUEST 40

HELPFUL ESCAPE DOCUMENTATION 43


Checklist for Position Control for Budget Development Setup

The following lists the steps that need to occur to produce a successful budgeting cycle. They are listed in the order in which they should be addressed:

Review/Components in FY17

Review/Clean up accounts in FY17

Request to open next fiscal year, FY18 ([email protected])

IT will create:

-FY18 fiscal year

-Roll forward accounts

-Create pay schedules

-Create pay cycles

Position Control Steps

Review bargaining units

Create calendars

Create/review salary schedules

o Review Budget Column in salary schedules

Edit positions

o Address vacancy assumptions

Review pay cycles

o Review for benefit changes

Check contributions

Review benefit provider records

Review addon settings

Review Pos08 Report – Assignment Roll Forward Preview

Request roll forward assignments ([email protected])

Review Pos07 Report – Assignment Roll Forward Review

mailto:[email protected]



Component Review For Account Roll to FY18

Go to Finance-Setup-Chart of Accounts-Account Components

Changes made at the component level do not affect the current year, as long as

you do not use a date sooner than 6/30/17

Do not use a date sooner than 2017 to close a component

If changes are made using the component method, ALL account code strings

associated with the component will not roll to FY18

The Fund, Resource, Project Year, Goal and Function components can only be

updated by SCOE IT.

o Any changes needed to these components must be requested from your

accountant

o Verify that the fields have been edited as requested prior to sending a Helpdesk

to IT for your account roll to FY18

Users with the correct permissions can make changes to the object, school or

management components (see examples next page)


Example of the process to “end” a component value and all its associated account strings.


Or use the Quick Start CO in the search criteria

Select the Component you would like to end

Click Go to get to record o In this example we will be ending the School component 598.

From the list open the actual component screen as shown below

Enter the year 2017 in the Fiscal Year Thru field

Select Save/Close

NOTE: At the time the first FY18 account roll is completed by IT, the 598 component

and all its associated account strings will be expired with a 06/30/17 date and will not be

rolled forward to FY18.


Example of the process to “change” a component value and all its associated account

strings from one year to the next


Select the Component you would like to change

Click Go to get to record

o In this example we will be changing the Management component to 01AD

Change the Fiscal Year Thru to 2017 (Very, Very Important)

Type in the Next Year Value: 1CTE (This is the new management code you have

selected)

The new component for the Next Year Value must exist in the next fiscal year

Type in the Prior Year Value: 01AD (This is the existing management code, that you

are selecting to change)

The changes you have typed should now be bold as shown on the screen shot

shown below

Recommended to add Note in the Note Field


Go to the tool bar and select Save/Close o The changes are now reflected on your list

NOTE:

At the time the first FY18 account roll is completed by IT, the 01AD component and all its associated account strings will be become 1CTE in FY18.

No changes will be made to the 01AD component or its associated account strings in FY17.

Example of the process to “merge” multiple components to a single value and all its associated account strings from one year to the next

This is the same process as changing a component, but now you will repeat the process for the various components that will change to a new component. Example: Merge Management codes 02MC, 02ML, 02MT to 1CTE

Use Note

to indicate

reason for

change


Account String/Code Expiration

There are two ways that you can expire account code strings

1. Individual account method Go to Finance – Setup – Chart of Accounts – Accounts

Select the account code string and open it as shown below

Enter the expiration date into the Date Expired field

Select Save/ Close

The expiration date now appears on your list.

Remember to use an expiration date that is greater than or equal to the last activity date of the account

Do not expire an account string that has any transactions after the date you select even if they net to zero

o Your previous years reports will not be complete if you have expired accounts

o Your SACS statements will no longer reflect your Escape balances

The individual account method will allow the account string to roll to the next year (FY18) but it will not be visible on any drop down screens

o If you select to include expired accounts in your account search selection you will then see the expired account string


2. Mass Change Method to Expire or Clear Expiration

Go to Finance - Setup – Chart of Accounts - Accounts

Search for accounts that need to be expired or unexpired

Can use the Transaction Filter field = No Transactions

o To get list of accounts with no transactions for 2017

From the list use the Task Menu to select Set Expiration Date or Clear Expiration

Date to mass change accounts

The Set Expiration Date and the Clear Expiration Date tasks are available only to

Fiscal users and above

The task will set (or clear) the expiration date for every account on the list

Be VERY careful with the creation of your list

***DO NOT EXPIRE ZERR Mgmt Codes or 9349 Object Codes***

Create a Search

Favorites to save

steps!


Enter the Expiration Date

Select OK

Escape will then indicate how many accounts have been updated

Select OK to continue

Use the Task Menu to Clear Expiration Date from list of accounts

Remember that this will apply to all accounts on the list

Select Yes

Escape will then indicate how many accounts have been updated

Select OK


The Date Expired column is no longer populated

NOTE: Regardless of the method you use to set or clear expiration dates, the expiration

date is copied to subsequent years (all linked accounts).

Escape requires expired accounts to be inactive for three FULL fiscal years before it stops

copying the account to the next fiscal year. However, you can back date.

Example:

Enter an expiration date of 6/30/14

Escape marks the first day of the next fiscal year, 7/1/14 as the activity stop date and

begins counting fiscal year from then on.

If there is no activity in FY 2014/15, the first anniversary for the stop date is 7/1/15.

Here is an example of the three year period (as long as there is NO activity)

FY 2014/15 = Year 1

FY 2015/16 = Year 2

FY 2016/17 = Year 3

The account will not roll forward in 2017/18.


Final Review for Account Verification

Run Fiscal 50 SACS Component Validation Errors in FY17 for account expirations

Go to Finance – Reports- Fiscal – Fiscal 50

Fiscal Year defaults to 2017 {2016/2017}

Activity: NO – NO NOT show accounts with no activity

Click Go to generate report

Exception: DO NOT EXPIRE: account string errors for

ZERR Mgmt fields (used for payroll errors)

9349 Objects (used for the cash roll at year end)

o Verify and clear any balances on report

You will need to research and do a manual journal entry to transfer expenses to the correct accounts


Department Setup Review

Go to Finance – Setup – Department – Departments

The Department record controls the documents (requisitions, journal entries and work orders).

It defines who has access to a document, the prefix for the document, approval levels and

multi-year processing.

Review fields in relation to expectations for the ending of the year

If you change this screen to apply for the year ending you will want to change it back to

lighter controls as of July 1.

o This activity is not controlled at a fiscal year level

o If your District has multiple Departments, you will want to review each Dept.

Review Account Object Code Filter

Controls what accounts your requisition system can use

o It is in addition to any user specific account controls

Review your Next Year Start Months and Next Year Start Day

These dates control when your District can start processing transactions for the next

fiscal year or end transactions for the current year

Final Dates reside with Accountants


Organization Setup Review

Go to System - Setup – Organizations

Request read only access to this screen if you do not already have this activity

Send change requests to [email protected] from Business Mgr. or Superintendent

Section 2 – Contact Information; Review District contact name and information

Section 3 - Finance Setup; Review to make sure it is set up correctly for District

Standard Rounding 5 and above rounds up

Round Up

All partial amounts round up

No Rounding

Does not round at all

Section 4 - Payment Setup

You can enter the maximum amount a user can pay for a Direct Vendor or Direct Payment to a payee

Section 8 – ACH Setup; consider moving to Email ACH Option

Contact IT for additional information



Organization Setup Review – Ledger Tab

Go to System - Setup – Organizations – Ledger Tab

Open the Ledger Tab on the Organization record

Verify the settings for the automatic creation of benefit accounts for all 1X and 2X object codes (shown in circle below)

These object codes can be changed at any time (not fiscal year specific)

To make changes send a request to [email protected]

Users Setup Review

Go to System – Setup – Users

o If you do not have access to your Users and would like to, please send request to [email protected]

o Disabled: NO

o Access All Orgs: NO to receive a listing of District Users only

o See example next page




Review list for users no longer at your district

o Users should always be disabled when they are no longer at a district

o Open the users screen to review the detail for any user on the list

In our example we can see that user id CAMOS has not logged on since 3/17/15

o Review to see if User is still an active employee

o To inactivate user change Disable Login field to YES (Be careful if multi-org user; send to [email protected] )

o There is no delete user field

Once the user is open on the screen you can review any of the tabs for additional activities a user may have

Review the user activities compared to their current duties

o Many duties may have changed since the user was initially set up

This would be a good time to review all activities assigned to users, particularly those with ORGMGR level for an HR role

Escape User Guide Chapters 8 and 9 contains both a Role Matrix and complete instructions for each role and tab activity

If you have any question, send an email to [email protected]




Create FY18 Fiscal Year

Now that the District has reviewed and verified general ledger object codes and budgetary

control objects, accounts components, expired necessary accounts, and user permission, you

are ready to open the next fiscal year!

1. Contact [email protected] when you are ready to open FY18

2. Be sure you are comfortable with your current FY17 accounts and any changes you

wanted made for FY18

3. The following will be done by IT per your helpdesk request

IT creates new fiscal year (FY18)

IT rolls accounts forward to new fiscal year

The roll will create the new accounts in FY18

The roll excludes accounts expired for more than 3 years with no activity

The roll will not delete accounts with activity

The roll changes old to new components based on your value changes

The account roll can be rolled multiple times

Only adds to now existing FY18 accounts

Does not remove previously rolled accounts in FY18

4. IT will create Pay Schedules for the new fiscal year based on the SCOE payroll

schedule for FY18

5. IT will create Pay Cycles in the new fiscal year

Pay Cycles based on the previous years for your district

They should be reviewed at district level for FY18 needs



Create FY18 Payroll Setup

Review Bargaining Unit Setup

Go to HR/Payroll-Setup-Assignments-Bargaining Units

The bargaining unit is entered into the job category. From there, the bargaining

unit defaults into the job class, position and assignment, eventually being assigned

to the employee.

For monthly pay cycles, an “as of” date for benefits can be defined in the

Organization record (e.g., you can set proration to be on the 15th of the month, for

example).

The bargaining unit is an integral part of reporting for the Affordable Care Act.

Bargaining Unit Tab

Prorate Option

Review the option to determine how benefit amounts are prorated for

employees that are less than full time (required field).

Anniversary Option

Review to determine the treatment of assignment increment during the roll

forward process (required field).

• Y – Yes, use the anniversary date for rolling forward salary changes.

• N – No, increment on 7/1. (Note, if the employee record or the assignment has an anniversary date set to the future, Escape Online will honor that date and prevent step/column movement until that date passes.)

New fields: Required Deduction Ids – Enter Required Deductions codes for BU

Required Contribution Ids – Enter Required Contribution codes for BU


Benefit Cap Tab

Review the Benefit Cap setup. Determine the Benefit Cap process that your district uses.

Here are some examples:

NO Benefit Cap – The Bargaining Unit does not have caps for ALL benefits.

There would be no active records on the Benefit Cap tab of the bargaining unit.

(NO HARD CAP)

Benefit Cap – The Bargaining Unit allows for a single cap for ALL benefits.

(HARD CAP)

Remember if you do not set new dates and the benefit cap has changed, there

will be no adjustment to the FY18 pay detail to be used in your new budget

models.

Benefits will charge against the cap in the largest to the smallest order.

How districts can exclude providers from Cap Processing:

The bargaining unit cap is applied to each employee's benefits. Therefore, to override the cap,

override the FTE proration and turn off cap processing for a particular provider, you will need

to do that in the Employee Management activity.

For example, if you wanted to exclude vision and dental benefits from the cap processing, you

would create list of employees with those benefit providers and change the Include in Cap

Processing flag in the Benefit Providers tab to NO.


Create FY18 Calendars

Go to HR/Payroll-Setup-Assignments-Bargaining Units

Click Go to create a current year list of calendars

To create a new FY18 Calendar with same name, select COPY from the task bar

If creating new, keep the naming standard that does not include the fiscal year so it can

be used year after year.

You may need to adjust your contract days for FY18.

Review your Begin and End dates, Contract Days, Manual Option, Pay Calc Option

Calendars are not like salary schedules, they must be copied from year to year as they

contain start and end dates.

Calendars can be edited as long as payroll has not yet been processed in the new fiscal

year.

Always remember to initiate pay after making changes to a calendar

Review that Contract Days are

balanced with Paid Days,

Unpaid Days and Holidays


Review your Contract Begin and End Dates for the new FY18,

Contract Days must balance in order for all leaves, and pay calculations to generate

correctly

Review the holidays, or any changes due to your Bargaining Unit Contracts for FY18

Manual Calendars cannot use the Pay the Days option

Unpaid days (Section 2-Other Info) must be accurate to report correctly for Budget

Vacancies

Leave Months (Section 3-Months Where Granting Occurs) must all be set to “Yes”, if

your leave profile is set to “Leave months in a Position Calendar”

Review Total Leave Months for accuracy, should be the total months for the

calendar

Review Calendar Snapshot

You can always view a snapshot of your calendar by going to the magnifying glass on the

calendar task bar. This is actually a great visual tool to review the actual work days (paid

days). Especially when trying to calculate late starts or early terms.


Create/Edit Salary Schedules

Review existing Salary Schedules

Go to HR/Payroll-Setup-Assignments-Salary Schedules

Determine if the Salary Schedule is going to remain the same

If it is not going to change make sure there is not an End Date

If there are no changes, then the salary schedule will roll forward

Create a new Salary Schedule

Go to HR/Payroll-Setup-Assignments-Salary Schedules

End the existing Salary Schedule, enter in the End Date, Save/Close

Select Copy, to copy the Salary Schedule, Save/Close

Re-Open new Salary Schedule to make the appropriate changes


o Review Column/Row Movement, update if needed

o Use the Extra Pay Addon Field for Longevity, ONLY if all employees on the

salary schedule should receive longevity. Make sure your addon is set up

properly

o If the Budget Column is blank, Escape will use the Actuals Column for Budget

purposes

How to update Salary Cells in a Salary Schedule:

You have already ended the original Salary Schedule, copied to create a new Salary

Schedule.

There are two ways to update the Salary Cells

1. Mass Update

- Open the newly created Salary Schedule

- Go to the Cell Tab

- Go to the Task Bar

- Select Mass Change Cell Amounts

o Change Cell Amount

Apply Changes to Actuals (you can check Budget if you want it in both

columns)

Enter in the Amount/%

Confirm that the Cell Amount is set to round correctly

Click GO


Now the Salary Rate should reflect the new corrected amount (notice they are bold)

Click on any one of the Cells, to get a Save/Close Button

Click Save/Close

2. Manually Change each Cell

Go to the Cell Tab

Enter in each Salary Rate, notice when you change the cell it becomes

bold

Save/Close

Use to Task: Copy Actual to Budget to use in Budget Models and can Mass Change Budget

Only for projections


Position Review

What is a Position?

Positions are budgeted and funded by one or more accounts. They are usually permanent,

although people in a position may change.

One position record can have many assignment records. It may be associated with an

employee record or not (i.e., a position that is vacant). Employees fill assignments in a

position for a specified period of time, for some amount of FTE, at a specified salary. If a

position is not filled, it is treated as a vacancy. Both types of positions (filled or vacant) can be

tracked, reported and budgeted.

Understanding the difference between a position and assignment:

Positions are usually permanent, and affect the budget. They can be used to determine

vacancies and can assist with negotiations regarding FTE. Position records contain

information about positions that have been authorized by your district. Position records are

defined by fields that do not generally change, even when people in the position do. Although

employees are paid, positions are budgeted.

Assignments are assigned to employees to determine who, what, FTE, pay and a period of

time. There can be many assignments within a position. Assignments are part of the

employee record indicating from/thru dates, calendar, salary schedule placement, FTE, etc.…

It is essential for payroll that assignments accurately reflect hiring, promotion and termination

of an employee.


Position Review

Go to HR/Payroll-Employment-Positions

Click Go to create a list of current positions

Review your list for probable issues.

Positions that exceed the current authorized FTE

Positons that may have available FTE

Adjust positions if necessary

Does my FTE balance? See the total at the bottom of your list

Examples:

This example shows that the district has 523.54000 authorized, but has

21.81250 available FTE (authorized vacancies).

This example show that the district has 245.96390 authorized but has

exceeded the authorized FTE by 0.25243. This should be reviewed and

adjusted so that positions reflect accurately in the budget.

Exceed authorized FTE

Available FTE


Tips for Editing Positions

There is a filter feature if you are performing the same function in multiple positions.


Click Go to create your list of positions

From the list, select Task to Show Tabs

Use dropdown to select the Filter Tab to choose which one you are working on

Cleaning up Accounts within a Position


Enter the position number

Go to the Accounts Tab

End the current account string (Make sure to enter the correct date)

- Changes here are independent of the other position tabs and will affect

payroll immediately depending on the date.

Save/Close – Notice the red ! at the end of the account string, this will go away

once you enter in the new account string(s). Must equal 100%.

Select New from the Task bar

Enter in the new account string

Enter in the Account Percentage

Save/Close – Notice the red ! is gone.

BIG Save/Close (top)


Ending a Position

Remember if you end a position you cannot bring the position back with the

same position number. You will need to create a new position.

You cannot end a position if there is a valid assignment for the period

Increase/Decrease FTE


Enter the Position Number

Click Go

Go to the Detail Tab (Cannot be adjusted on the Position Tab)

End the Current Detail Line

Copy the Detail Line and update the FTE

Ending and Copying opens all the fields for changes


Job Category/Classes

If you end and copy a Detail line in the position you will be able to update

Job Category/Class changes.

You cannot change Job Category/Class to something that is not set up in

HR/Payroll-Setup-Assignment-Job Categories/Classes

The description will not update in the positon listing until the next fiscal year, but

you can view the change in the detail tab under the position.

Job Class Salary Ranges:

Good time to review, add and adjust Column From/Thru and Row From/Thru

CalPADS Setup:

Now is the time to correct the State Job Class and Non-classroom Codes for CalPADS

Reporting for State Job Classification and Non Classroom Based Assignment.


Assignments

New field: Increment Override

This new field in the Assignment Tab allows the option to “skip” the first year (increment after

first year) or never increment.

This is great when a District has a cutoff date for new hires late in the fiscal year and should

not advance on the salary schedule.

This field is applicable only if the Anniversary Option in the Bargaining Unit record is set to No

(increment on July 1), not applicable if the set to increment on the anniversary.

Go to HR/Payroll-Employment-Employee Management – Assignment Tab

Keep this in mind for new hires late in the fiscal year

This would need to be in the assignment before the roll of assignments to

allow for a more accurate budget


Review Contributions

Go to HR/Payroll-Setup-Contributions Management

Click Go, to create a list of current Contributions

All contribution changes must be done in Contribution Management

Pay Contribution Tab

The pay contribution tab is hard coded and can only be updated by SCOE IT

Org Contributions Tab

The Org Contribution Tab is where districts can view their current contribution setup

ER-BENES Contribution (Employer Benefits)

This is used to budget vacancy benefits. Review the highlighted field information:


Budget Assumptions for Vacancy Records

Go to Finance-Setup-Budget-Vacancy Setup

Remember this must be maintained if you want vacancies to budget into your model

If the vacancy line is not currently applicable to your district, the recommendation is to

end the line

Vacancy lines could impact your budget model if not ended. You may not notice until

later in the budget process. This can cause an overstatement.

Active On or After: TDY for current only

Click Go to create your vacancy list

Review the listed vacancies

Verify the Budget Assumptions for the Vacancy records listed (vacancies

are based upon available position FTE)

Districts can end a vacancy assumption or copy for FY18

Does not have a “New” button. You cannot create job category/class combinations

that do not exist in payroll

As new job category/classes are created, those records will appear in the Vacancy

Setup activity (HR/Payroll-Setup-Assignment-Job Category/Class)

You must fill out assumptions for every job class in order to load vacancies

Remember to Review the following columns:

Salary Schedule and Salary Placement (Be consistent with placement)

Retirement Plan Column – MUST select PERS or STRS in order to pull into

budget

Subject Taxes (OASDI, Medicare, SUI, Workers Comp)

Extra Pay Assumptions

Contribution Amounts (ER-BENES contributions)

o If using ER-BENES remember to leave the contribution amount blank (it

will default to the system setup)

Remember that LOA Assignments must have 0 FTE in order for the vacancy to load

Note: New Positions created 7/1/17 or after will not roll as a vacancy


Review Pay Cycles

Go to HR/Payroll-Setup-Payroll-Pay Cycles

Pay Cycles are set up by SCOE IT

Enter the Fiscal Year

Click Go, to create the list

Review the current setup

Review/Request Adjust Benefits Flag to be set to “Yes” in the Org Record

Review and indicate the Number of Benefit Advance Months

o 0 = NO Advance Benefit Months

o 1 = 1 Advance Benefit Month

o 2 = 2 Advance Benefit Months

Advance Period: The number of advance periods where there is NO earnings, but they

have benefit coverage. This may be used in a district that pays teachers July-June,

even though they work Sept-June, July and August are considered “advance periods.”

Arrears Periods: The number of arrears periods, which are periods where employees

are paid after they have earned. This is another method of paying teachers over 12

periods for 10 months worked. This is not recommended!


NOTE: Setup for Benefits Calculation can be overridden at the Employee Management level

on the Pay Cycles tab using Annualize FY Benefit Cost field.

Go to HR/Payroll-Employment-Employee Management -Pay Cycles Tab

Late Starts can be accomodated in Employee Management using the Annualize FY

Benefit Costs

Manual Adjustments are required when Employees change Benefit Providers

Manual Adjustments required when employees are on leave, and are placed on the

Benefit Cycle

Manual Adjustments are required when employee’s FTE changes mid-month


Benefit Providers

Go to HR/Payroll-Setup-Payroll-Benefit Providers

Active On Date: TDY to default to today’s date

Click Go, to create the list

Review your current provider setup Verify that the current contribution and deduction setup for benefits are still applicable

Review the Prorate field is correct, this may change depending upon contract language

Review the Vendor Information (Section 2 – in the benefit provider record)

Review the Benefit Provider Levels o If you leave the budget column blank, the budget will use the actual column

amounts o You can enter in the projected FY18 amounts in the budget column to use those

amounts in the budget projections o End the current provider, copy to create new level amounts o The Premium amount should reflect the Annual Benefit amounts o DO NOT change your provider names or you will have to update/change ALL

the benefit provider records on EACH employee in employee management o DO NOT end your benefit provider records on 9/30/17 without setting up new

provider records for the remaining FY18 months The system will only budget what it can determine and if the system sees

only 3 valid provider months that is all it will use for the pay detail/budget


Addon Review

HR/Payroll-Setup-Payroll-Addons

Review Addons, some fields are open for edit

Email [email protected] to make the necessary changes

Section 1 – Addons

Review addon Description to make sure still valid

Section 2 – Retirement Information

Review Contribution Codes

Review STRS Days Per Year and STRS Hours per year, especially if there

is a change in the calendar

Section 3 – W2 and Account Number

Review Account Number Mask has a valid account



Section 4 – Calculation

Review that Rate 1 Option is set to Hourly or Daily

Review Lump Sum Addons

Review that Salary Schedule and cells are valid

***Not recommended to use “Open” addons, as it does not calculate hours or days for ACA***

(Affordable Care Act for ALE Districts Applicable Large Employers with 50 FTE or more)

Section 5 – Other Addon Information

Review that addon is set to Include in Budget If units cannot be calculated the addon will not budget even if you have

the “Include in Budget” set to YES Review if Affects ACA Hours

Section 6 – Active Months

Review that Active Months are still valid

Lump Sum Addons would

need the Number of ACA

Hours populated or can

override in Adjust Pay in

the ACA Hours field


Reports

Go to HR/Payroll – Reports – Position Control

POS01 – FTE Summary by Job Category/Job Class

POS02 – Position Staff by Account

POS03 – Position Assignments – Date Range

POS04 – Position Assignments – Fiscal Year

POS06 – Cost of Step and Column Adjustments

POS07 – Assignment Roll Forward Review

POS08 – Assignment Roll Forward Problem Review

POS10 – Salary Matrix

POS11 – Position Funding

POS12 – Calendar Snapshot

POS13 – Position Assignment Changes – Date Range

POS14 – Position Assignment Changes – Date Range

POS16 – Cost of Step and Column Adjustments – Detail

POS17 – Costs of Step and Column Adjustment by Acct

TIP:

The POS08-Assignment Roll Forward Problem Review should always be run

PRIOR to Rolling Forward Assignments.

The POS07-Assignment Roll Forward Review should always be run AFTER

Rolling Forward


Prior to Roll Forward Assignments

Go to HR/Payroll - Reports - Position Control – POS08

Run Position Control Report POS08 Assignment Roll Forward Problem Review

Report for 2017 {2016/2017}

Can run by many different options such to narrow search for easier review



Review POS08 Report

This report doesn’t have to be clear in order to Roll Assignments; there are valid reasons as to why employees are listed, such as terminations or assignment changes during the year. Make sure to review the Legend Notations and research the reason of the notation before you request Roll Forward Assignments.

POS08 LEGEND:

P - Position has an end date of 06/30/2017, or earlier

A - Assignment has an end date prior to the end of the base year, 06/30/2017

E - Employee has a termination date prior to the end of the base year, 06/30/2017

F - Future assignment already exists for this employee and position

O - More than one assignment exists for the same Org/Employee/Position ending 6/30/17

Request to Roll Forward Assignments

After the District has verified the position control setup then it’s time for the next step!

District sends request to [email protected] to Request Roll of Assignments

When changes are made to FY18 Position Control you must initiate FY18 pay

calculation for the entire year

Go to HR/Payroll – Processes – Initiate Payroll Requests

Click New

Change Fiscal Year = 2018 {2017/2018}

Save/Close to calculate pay for new fiscal year

Always review the status message field when the job is complete If errors occur contact IT Unresolved errors will mean that your new FY18 pay detail

needed for your budget models will not be correct



Review POS07 Report Assignment Roll Forward

Go to HR/Payroll - Reports - Position Control – POS07

Enter Base Fiscal Year = 2017 {2016/2017}

Can choose Filters or not


Review report POS07 Assignment Roll Forward Review

Verify that all the positions rolled and all step advancements occurred as expected

Request Reroll when changes made to any salary schedule or calendar

o Reroll will not affect assignments that have been edited in FY18 assignment

Rollback deletes Roll Forward Assignments


Example – POS02

This report lists active position accounts with assignments, grouped and sorted by position number. It includes position information, employee information, and assignment information, including location, job category, job class, calendar, placement, FTE and account amounts. At the end of each account is a summary of authorized, used and vacancy FTE.

Example – POS16

This report is similar to POS06, audit summary, but Pos16 has the ability to filter the detail

by amount difference, employee and position data. The purpose is a detailed costs report

to help estimate costs difference due to step and column movement in the next fiscal year

for bargaining unit negotiations.


Helpful Escape Documentation

Budget User Guide Overview (Help – Finance – Budget User Guide)

Original Budget (Online Resources – Webinar Information – Check out Previously Held Webinars)

Preparing for Next Fiscal Year Chapter 3 Check Your Org Setup, Create New Fiscal Year, Roll Forward Accounts

Preparing for Next Payroll Year Chapter 4 Create Calendars, Salary Schedules, Pay Schedules, Pay Cycles, Roll Forward Assignments

Position Control Budgeting Chapter 8

Overview, Defining Contributions, Loading From HR/Payroll, Copy from Another Model, Importing Salary Records, Adding Employees Manually, Viewing Salary Budget Records, Automating Salary-related Budget Journal Entries

Tools – Available in every screen; top right corner How-To to get to User Guides Tutorial to view quick step by step Webinar Information – Check out Previously Held Webinars Payroll Year End February 9

Hands on Position Control

Join us in the computer lab to work on your District position control. We will be available to answer questions similar to an open lab.

March 17, 2017 9:00 am – 12:00 pm SCOE Madrone Computer Lab

Budget Development Hands On

March 17, 2017 1:00 pm – 4:00 pm SCOE Madrone Computer Lab

Thank you for attending Position Control Workshop! Budget Development starting at 1:00 pm

position control for fy18 budget development

Documents