Timelines Presented by Lise Warick and Lynn Bell, August and - PowerPoint PPT Presentation

FEC Boot Camp Administrative Support & Timelines Presented by Lise Warick and Lynn Bell, August and September 2019 Faculty Evaluation Committee Administrative Training

FEC Boot Camp Agenda Agenda 1. Introductions 2. Objectives 3. General Reminders and Information 4. ATS and ATSEC 5. Process Timeline Overview 6. Future Enhancements 7. Break 8. Tools A. Probation Report B. Leave Report C. Increment Report 2 D. Sabbatical Quotas and Tracking

Objectives What will you get out of this session… Clarity on Process timelines The need to meet ES Deadlines Training Materials New Tool Review and Training Future Enhancements Info Focus Group plan 3

General Reminders and Information • Change in Process on Sabbatical Research Grant • Must be signed off by the Dean of the Faculty or Director of Centre • Application and supporting documentation must be sent to payroll.operations@ualberta.ca for compliance review and processing • FEC Manual is in the process of updating • Manual will be posted mid September • In the works: • Taxonomy/Employee Class Review • Action/Action Reason Table Changes • Employment Services Team changes • Documentation Management through Alfresco – Process and Information documentation for the HR Community 4

ATS - Where Are We At To Date: • 4 Faculties have their ATS Standards Approved • The Deadline for Campus is September 30 • For those Faculties with enhanced Scales, there is ongoing work on updates for AASUA Approval Faculties need to complete and send to ES: • List of all ATS will be sent by ES with the current data after September hiring is completed • Faculty will confirm new Rank, Job Code, Contract Status and ATSEC Review eligibility 5

ATS cont’d ATS - New Job Codes Assistant Lecturer A0700 Associate Lecturer A0701 Full Lecturer A0702 PPR - FAC A0703 PPR - FSO A0704 6

ATS – Contract Status – PeopleSoft Workaround Until the Employee Class review is completed, the Contract Status is housed on Job Junior Page Manual Process HR Manual Process by Central HR 7

ATSEC ATSEC Process • Will build a process for ATSEC that mirror’s the FEC process • PeopleSoft enhancements are required • Information from Faculties must be completed • Academic Increment Tool will be updated when process has been approved • Stay Tuned! 8

FEC Administrative Process Timeline Steps and Employment Services Process Deadlines Pool Confirmation to Sabbatical Quotas to Run Probation Report Non-Adjudicated Letters FEC Increment Report Employment Services Faculties from ES March From Faculty June/July Run After August 15 October 15 2 nd Wk October Sabbatical Information to Chairs Reports to Probation Reports to Sabbatical Packages FEC Meetings Employment Services Employment Services Employment Services to Employees Commence December 31 January 15 January 31 Early February FEC Increment Decisions July 1 Merit Load Process July 1 Salary Increase eLetters to Employees to Employment Services to PeopleSoft Begins Detail Report Generated Life Cycle Process Ends March 31 May end of July July Pay Confirm 9

Process Timeline Probation Report – March • Report requires a some technical work. Report works now for Future dates – Historical Dates requires the technical fix • Probation Dates housed on Job Junior Page – by Academic Year FAC – 1 st Probation 4 Years FAC - 2 nd Probation 2 Years – Tenure Granted FSO – Probation 3 Years – Continuing Appt 10

Process Timeline Continuing Appointment (FSO) - Employment Data Page Tenure – Faculty – Employment Data Page 11

Process Timeline Non-Adjudicated Letters – June/July • Run Leave Details Report – QRG Attached • Applies to Faculty Only • Staff member can only take this option once • NAA = Average of last 3 years increments • Exact Dates below will depend on your Faculty FEC schedule but should be done May to July • Run this report in ……………… • Letters from the Faculty go to the Employee by………….. • Employee must respond by Faculty deadline……. 12

Process Timeline PeopleSoft Academic Increment Report/Template • Employment Services will send Template early August • Run Acad Incr/Prom Rpt* in mid August • Do an initial Increment Pool Calculation using Academic Increment Template • Enter as many exclusions as you know • Send entire Excel workbook to Employment Services for review by October 15 or earlier 13

Process Timeline Sabbatical Quotas • Sabbatical Quotas will be sent to Faculties by Employment Services by the 2 nd week in October • Sabbatical Application Deadline is October 15 th FEC Meetings Commence • Tenure/Promotion/Sabbaticals are considered • Merit considerations • Approved Sabbaticals spreadsheet to be submitted to Employment Services before Winter Closure 14

Process Timeline Chair Annual Reports • Submit Chair Annual Reports to Employment Services no later than January 15 (see page 31 of the current FEC Reference Manual) • Please submit electronic copy to employment.sevices@ualberta.ca so that we can compile the package of information for the Provost. 15

Process Timeline Probation Report • Probation decisions from FEC meetings must be received by Employment Services no later than January 31 st • Employment Services must have this information in order for you to run your March Probation Report to start the process again! Sabbatical Packages • Employment Services sends out electronic Sabbatical packages to employees by early February 16

Process Timeline Faculty Evaluation Committee • Before the meeting begins, save a copy of the Template • During the meeting have FAR (Faculty Annual Report or other reporting system) and the Template open • Enter increment decisions in both systems as they are made by the committee • Once all considerations and reconsiderations are complete: Ensure Template has been saved – Is your pool balanced? o o Generate Promotion Report o Print all reports, sign and save as PDF for Employment Services March 31 deadline 17

Process Timeline Faculty Evaluation Committee Decisions • Once meetings have been completed send the following to Employment Services by March 31 o Entire Excel Workbook – Completely filled out o Signed Printed Copies of all Increment Decisions Once all correspondence is completed a copy of the following to be sent to Employment Services: o Tenure, Probation and Promotion Letters o Reconsideration Letters o Note: All of the templates in the FEC Reference Manual indicate who should receive a copy of each letter. You can always send all reports earlier 18

Process Timeline Why March 31 when the employee isn’t paid until July? Employment Services Process • Employment Services must complete the following processes: o Review all submissions and facilitate corrections o Upload all decisions to PeopleSoft o Process negotiated salary scale increase (if applicable) o Process Promotion/Tenure decisions o Process Merit Increment decisions 19

Process Timeline Employment Services Processes continued • Each processing step is run in “audit mode” so that errors and issues can be reviewed, corrected or noted for manual intervention. This audit step is run two or three times • Audit process identifies all hires after October 1 that require a Prorated increment. These are entered manually in the Increment panel • Once loaded a number of manual corrections need to be made such as removing probation dates, updating Business Titles, updating future dates rows, correcting salaries on “wrapping”, and updating salary and Job Codes when market supplement rolls to base. • These processes can take more than 160 hours 20

Process Timeline Final Load to Production • One last audit to ensure production is ready for payroll processing • Employee letters are generated (HRPSS has built an online application for this process) • After July pay confirm, letters are released to Employees • Salary reports are sent to Faculties • New AASUA reporting requirement that must be received by July 31 st • Additional 60 – 80 Hours 21

Future Enhancements Sabbatical Tracking • No report that identifies Contingent employees • No system to support information when a Sabbatical is deferred FEC Boot Camp • Online Training Course – Through LearnCentre New Evaluation Code to Support ATSEC ATS Tab on Academic Increment Template Tool Merit Process Technical Overhaul 22

Reporting and Tools Probation Report • Quick Reference Guide – Attached Leave Details Report – NEW • Quick Reference Guide – Attached PeopleSoft – Acad Incr/Prom Rpt* • Training Guide – Attached Academic Increment Template – NEW • Instructions included in Training Guide Sabbatical Quotas and Tracking • Process As is – Future Enhancement 23

Focus Group We need to hear from you! 24