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

Faculty Evaluation Committee Administrative Training

FEC Boot Camp Administrative Support & Timelines

Presented by Lise Warick and Lynn Bell, August and September 2019

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 D. Sabbatical Quotas and Tracking FEC Boot Camp Agenda

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Objectives

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Clarity on Process timelines The need to meet ES Deadlines Training Materials New Tool Review and Training Future Enhancements Info Focus Group plan

What will you get out of this session…

• 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 General Reminders and Information

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To Date:

• 4 Faculties have their ATS Standards Approved
• The Deadline for Campus is September 30
• For those Faculties with enhanced Scales, there is
• ngoing 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

ATS - Where Are We At

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ATS - New Job Codes

ATS cont’d

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Assistant Lecturer A0700 Associate Lecturer A0701 Full Lecturer A0702 PPR - FAC A0703 PPR - FSO A0704

Until the Employee Class review is completed, the Contract Status is housed on Job Junior Page

ATS – Contract Status – PeopleSoft Workaround

7 Manual Process by Central HR Manual Process HR

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!

ATSEC

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Steps and Employment Services Process Deadlines

FEC Administrative Process Timeline

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Run Probation Report March Non-Adjudicated Letters From Faculty June/July FEC Increment Report Run After August 15 Pool Confirmation to Employment Services October 15 Sabbatical Quotas to Faculties from ES 2nd Wk October FEC Meetings Commence Sabbatical Information to Employment Services December 31 Chairs Reports to Employment Services January 15 Probation Reports to Employment Services January 31 Sabbatical Packages to Employees Early February

FEC Increment Decisions to Employment Services March 31 July 1 Merit Load Process to PeopleSoft Begins May July 1 Salary Increase Detail Report end of July eLetters to Employees Generated July Pay Confirm Life Cycle Process Ends

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

Process Timeline

10 FAC – 1st Probation 4 Years FAC - 2nd Probation 2 Years – Tenure Granted FSO – Probation 3 Years – Continuing Appt

Continuing Appointment (FSO) - Employment Data Page

Process Timeline

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Tenure – Faculty – Employment Data Page

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…….

Process Timeline

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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

Process Timeline

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Sabbatical Quotas

• Sabbatical Quotas will be sent to Faculties by

Employment Services by the 2nd week in October

• Sabbatical Application Deadline is October 15th

FEC Meetings Commence

• Tenure/Promotion/Sabbaticals are considered
• Merit considerations
• Approved Sabbaticals spreadsheet to be submitted to

Employment Services before Winter Closure

Process Timeline

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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.

Process Timeline

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Probation Report

• Probation decisions from FEC meetings must be received

by Employment Services no later than January 31st

• 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

Process Timeline

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Faculty Evaluation Committee

• Before the meeting begins, save a copy of the Template
• During the meeting have FAR (Faculty Annual Report or
• ther 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?
• Generate Promotion Report
• Print all reports, sign and save as PDF for Employment Services March 31

deadline Process Timeline

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Faculty Evaluation Committee Decisions

• Once meetings have been completed send the following to

Employment Services by March 31

• Entire Excel Workbook – Completely filled out
• Signed Printed Copies of all Increment Decisions

Once all correspondence is completed a copy of the following to be

sent to Employment Services:

• Tenure, Probation and Promotion Letters
• Reconsideration Letters
• 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

Process Timeline

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Why March 31 when the employee isn’t paid until July? Employment Services Process

• Employment Services must complete the following

processes:

• Review all submissions and facilitate corrections
• Upload all decisions to PeopleSoft
• Process negotiated salary scale increase (if applicable)
• Process Promotion/Tenure decisions
• Process Merit Increment decisions

Process Timeline

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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

Process Timeline

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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 31st

• Additional 60 – 80 Hours

Process Timeline

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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

Future Enhancements

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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

Reporting and Tools

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We need to hear from you!

Focus Group

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