Employee Roster Maintenance
Contents
1. Minnesota Management amp Budget Employee Roster Maintenance FY 2012 13 User Manual June 2010 EMPLOYEE ROSTER MAINTENANCE i meennnnnrnnnnnnnnnnnnnnnnnnnnennnnnnnennnnnnnnnnnnnennnnnnennnnnunenene 3 Accessing the Employee Roster Maintenance module 3 VIEWING EMPIOyYES ROS Er RECON 4 Sonning Employee Roster Records accom 6 Searching and Finding Employee Roster Records VV 6 Deleting Employee Roster Records 6 Displaying Editing Employee Roster Records 4 7 Adding Employee Roster Records 4 11 Changing Employee Funding Data 12 Displaying Employ e SUMMEN D P HP 13 Comparing Expense Budget To Employee Roster VV 13 Displaying Editing Employee Category Data 15 Running Employee Roster Reports sn 17 Bargain Unit Ad ustment By AGENCY sens sens asian eecenteecneentieneesee 18 EMPLOYEE ROSTER MAINTENANCE The Employee Roster Maintenance module is used by Agencies for comparing Budgeted FTEs and amounts entered at the Object Class Code level and or loaded from MAPS in the Budgeting at Appr Level Module to Roster FTEs and Amounts and or loaded from SEMA4 in the Employee Roster Maintenance Module This module is used not only for comparison but also for future projections of employee costs Accessing the Employee Roster Maintenance module 1 Log onto the BIS System and the BIS Main Menu displays 2 The first option is Biennial Budget System Select this option by double clicking on it or by highlighting t2. 437 13 ess 112 361 27 The following is an explanation of some of the fields The Annualized Full Time Equivalent value If this record is split funded click on the Summarize button to display the total FTE for the employee The Salary field is calculated using the BBS adjustment and the discretionary Agency Adjustment values from the Bargain Unit Adjustment by Agency module The Retirement FICA Insurance and Total in the Employee Summary Data window are also calculated using the same method Comparing Expense Budget To Employee Roster 1 In the Employee Roster window click on the Compare button to access the Budget to Roster Comparison window F Budget to Roster Comparison 2011 p 2012 2013 FTE Tatal FTE Total FTE Total Foster mount 262 23 496 540 262 23315241 261 23 304 568 Budget Amount 274 24 928 000 273 25 730 000 264 25 943 000 Percent Allocated 106 1 110 4 111 3 This is a view only window The following is an explanation of the table lines 13 Roster Amount Displays the BBS Roster FTE and Amount Totals for each year Budget Amount Displays the Budget FTE and Amount Totals dollars allotted to position by related object class codes for each year Percent Allocated Displays the Budget Amount total divided by the Roster Amount total The Percent Allocated is the percent at which the Roster is funded in the budget for a particular budget year If t
3. End Dt Position Title The position description from the position data in SEMA4 This field is free form Pos Title text The System default is Unknown for a new position Employee Name The name of the employee within a particular position This field is free form text The System defaults to Vacant for a new position Emp Name Allotment This field defaults to the name of the current allotment accessed Click in the Allt field to receive a list of all available allotments Employee ID The Employee ID from SEMA4 When cursor is positioned in this field a New Emp ID button displays Clicking on the New button will cause the system to generate a p unique number for the employee WE RECOMMEND USING A SYSTEM GENERATED EMPLOYEE ID WHEN CREATING NEW RECORDS TO AVOID DUPLICATES Bargaining Unit The bargaining unit code from the Job record in SEMA4 Double click on this Barg Unit field to display a list of all valid bargaining units Expense Budget Org The Expense budget Org defaults to the current expense budget organization Expb Org accessed Starting Hourly Rate The hourly rate of pay that is effective on the start date Starting Hr Rate Starting FTE The Starting FTE field is the ratio of hours worked during a pay period to the total full time hours 80 hours that the position record is funded at the start i e a person working 60 hours out of the 80 hours per pay period has a Starting FTE of 75 T
4. this position This button accesses the Employee Summary Data window Employee Summary that summarizes split funded positions in a single window Refresh User clicks on this button so the Employee Roster will display the newly entered data List This button is enabled whenever the system provides a list of values for the current field Close This button closes the window and returns user to previous window Editing 1 Edit the appropriate fields by highlighting the existing information and typing over the data The List option is available for some of the fields 2 Click on the Refresh button when it is enabled so that the Employee Roster window will display the newly entered data 3 The Salary Changes block is used for entering salary percent increases or decreases on a specific date Enter the percent amount in the field before the pct on field Enter the date the increase will be effective in the blank field after the pct on field Double click in this blank field to access a calendar for date selection Format the date as follows MM DD YYYY must include slashes Press the Apply button to save the changes to the database 4 The Sal Step button is used for automatically calculating salary step increases based on the Salary Auth Grid Range Step and Anniversary Eligible Dt fields 5 The FTE Changes block is used for entering FTE increases or decreases on a specific date Enter the change and effe
5. ant to delete Click on the Delete button Click on OK in the Do you want to delete this record dialog box The record is deleted from the database Displaying Editing Employee Roster Records Displaying 1 In the Employee Roster window highlight the appropriate record and click on the Edit button or double click on the record in the Pos Position Title or Employee Name field 2 The Edit Add Employee window displays with the selected record If the position has multiple records those records that are marked with the then the Next and Prev buttons are enabled and may be used to display the other records HN Edit Add Employee Post MEER Stat De 0701 2002 Endof Pos Title INFORMATION TECHNOLOGY SPEC3 Emp Marne KLEIN MICHAEL at 641394 MAPS OPERATIONS amp SYST SUPPORT EmplID 1033665 Barg Unit 214 Espb Org 4200 po BE UE Ret Plan ES Class e FICA N Ins Amt 5637 84 salary MAP Grid 14F Range 14 Auth 1 niversarny 0121 2009 15 Salary Changes FTE Changes 3 374 Increase om 01 21 04 3 43 Increase on 012110 3 054 Increase on 01 2111 Ce D The following is a description of the buttons available at the bottom of the screen BUTTON FUNCTION Next This button is enabled only for split positions User clicks on this button to access the next record for this position This button is enabled only for split positions User clicks on this button to access the previous record for
6. ble the button is enabled and the status bar shows the word lt List gt User clicks on the List Button or double clicks in the field to access a list of possible values for the field where cursor is positioned Delete a position record Users are asked to confirm the deletion of the record Add a new position or copy an exiting one see Adding Employee Roster Records Edit Edit information for a selected or highlighted employee record see Displaying Editing Employee Roster Records Exit the Employee Roster Maintenance Module Viewing Employee Roster Records The Employee Roster window displays the user s default Section Sequence number and Agency name in the first field The Fund Appr Appropriation Allt Allotment Appr Unit Appr Org Allt Org Expb Org fields are blank in the top portion of the screen These fields are provided so that user may set search condition s limiting the positions displayed 1 View the entire agency s roster by clicking on the Find button or 2 Limit the roster positions to a particular fund specific appropriation and or specific allotment by selecting their codes using the drop down list for the Fund field or by accessing the list for the other fields by clicking in their respective fields After the desired condition s are set click on the Find button or in the Positions Data Block The records defined by the search criteria will be displayed 3 If you want to blank out a particula
7. ctive date Press the Apply button to save the changes to the database Note For each position the system provides default calculations that may be overwritten by the user For example the Ins Plan benefit for an employee may be a manually entered amount or a code from the system which generates a very close amount of the benefit This is up to user discretion If the user opts to manually enter amounts the system will not use defaults until a code from the system is re entered in the Edit screen for that position The following is an explanation of each field in the Edit Add Employee window Position Number Pos The position for a record This will be the position number from SEMA4 or any 6 digit number A position number may be used by more than one record in the roster Start Date The date from which funding for a position is calculated Each position must have a start date For existing positions the start date is the first day of the Start Dt roster A calendar is available to user by double clicking in the Start Date field Format MM DD YYYY must include slashes The date at which funding for a position is ended This is an optional field If end date is not known it may be left blank If no end date is filled in funding for the position will be assumed through the end of the budget period A calendar is available to user by double clicking in the End Date field Format MM DD YYYY must include slashes End Date
8. ee Me Post MERE statDt 07 01 2008 Endt Fos Title ADMIN PLANNING DIR ST Allt Ea 399 AGENCY amp APPLICANT SYCS Empl ID 3133131 Barg Unit 217 Expb Org 000 Starting Ina Flan Hr Rate 30 28 Starting FTE 1 Cd Bet Plan 72 Class C FICATN mneamt 14587 92 Saar NUE Grid N15E Rangett 23 O NUE f A Edit Add Employee BME E Pos 00602220 Start Dt 07 01 2008 End Pos Tite ADMINPLANNINGDRST Ct Emp Name HOWELL KENNETH Ak 640404 TECHNICAL SUPPORT UNITGF 00000 Empl ID 9133131 Barg Unit EH Expb Org 7000 oa 3028 StaringrTE 5 Sms lan Ret Plan EI Class C FICA N Ina Amt 7 293 96 maa NUE Grid NIGE Range 23 ut EE Aniversary 1 3 Aniversary EE Salary Changes FTE Changes Salary Changes FTE Changes pet on 05 chg on joven 2012 pet on OG chg on 7 01 2012 FTE on 07012412 OFTE on 07201411 DE FTE on 07 01 412 Do ve Casa Psa serf va oe JR vo 1 First employee record 2 Second employee record 4 The first employee record indicates in the FTE Changes block that on July 1 2012 this employee will be funded from this allotment for only half the time 5 fte 5 The second record with the new allotment indicates that as of July 1 2011 this employee was not funded from that allotment but on July 1 2012 will be partially funded from this allotment 5 fte effectively splitting the employee s salary between the two allotments starting in FY2012 N
9. he Budget FTEs and Amount Totals are incorrect they should be adjusted in the Budgeting at Appr Level Module under the Load Distribution Base Adjustments Distribution and Change Items Distribution Limitations on the view through field entries will create a comparison based on those limitations 14 Displaying Editing Employee Category Data Displaying 1 Set desired criteria in the Appropriation and Allotment fields Click on the Emp Cat button or double click on the Total line in the Employee Roster window The Employee Category Data window displays FTE and dollars by fiscal years for lump sum categories i e those roster items not tracked at individual employee levels Employee Category Data CI x 2011 2012 2013 Employee Categories FTE Total FTE Total FTE Total TEMP PT SEAS 0 33 42 033 21 0 33 42 033 21 0 33 42 053 21 OVERTIME 0 03 198558 0 03 1 357 59 0 03 1 357 55 PREMIUM 0 00 423 53 0 00 423 93 0 00 423 53 Category Total 03 MALS 03 MAS 035 4441433 Regular Classification from 1st screen 262 O23451426 262 02327087 261 2320154 Bargaining Unit Adjustment ooo 000 so Discretionary Adjustment 000 000 000 Total 262 zasa 262 23315241 281 23 304 568 Note If the user does not set criteria in the Appropriation and Allotment fields in the Employee Roster window before accessing the Employee Category Data window the Add Delete and Edit bu
10. he option and pressing Enter 3 Select the Employee Roster Maintenance Module by double clicking on it or by highlighting the option and pressing Enter The Employee Roster window displays HN Employee Roster OI x Appr Appr Unit Allt Org Allt Appr Org Expb Org 2011 2012 2013 Pos Position Title Employee Name FTE Total FTE Total FTE Total pp pf pf TJ Je Empl ID Barg Unit 0 Class Cd a Heg total TT Start Dt Ins Plan FICA Cd JE LT End Dt Ret Plan Hr Rate Allt Expb Org The following is a list of buttons available at the bottom of the Employee Roster window BUTTON FUNCTION Employee Category View FIE and dollars by fiscal years for lump sum categories see Displaying Employee Category Data Emp Cat Employee Summary View summary information for a selected employee record see Displaying Employee Summary Data Emp Sum Compare View a comparison of the Budget to the Roster see Comparing Expense Budget to Employee Roster Sort Sort positions displayed Select the desired sort field in the drop down box up to 3 sort kinds are available see Sorting Employee Roster Records Search Find search for records This is a two part operation First the user clicks on Search and enters condition s or criteria The Search button changes to the Find button The user then clicks on the Find button to locate the specific record s List When this option is availa
11. he system defaults to 1 00 for Starting FTE If the start and end dates are not equal to a full year the system will annualize the percentage For example if an employee works 80 hours per pay period but worked only from September through December user would put in 1 0 Starting FTE and the system would figure the accurate FTE equivalence for that portion of the year to be 25 on the Employee Roster window Format where 1 00 is equivalent to 100 Insurance Plan Code If user wants benefits for insurance based on a specific Insurance Code to be calculated by the system user must input the code here A list of possible Ins Plan Cd ae codes is available for this field Retirement Plan The Retirement plan code from job record in SEMA4 Benefits for employer paid retirement are based on a specific Retirement Plan code A list of possible codes is available for this field Class The Employment Class Code from the job record in SEMA4 A list of possible codes is available for this field Ret Plan FICA The FICA code A list of possible numbers is available for this field Salary Authority The Salary Authority typically the Bargaining Contract Plan Code A list of possible codes is available for this field The Grid number A list of possible numbers is available for this field The Range number A list of possible numbers is available for this field The Step number A list of possible numbers is available for this field An
12. ing Employee Roster Reports Under the Reports Menu there are three Employee Roster reports available Employee Roster reports various Employee Roster data including FTE positions salary total compensation and total compensation with adjustments Estimated Salaries reports a summary of estimated personal service costs FTES and progression increases for FYs 2011 2012 and 2013 Estimated Salaries Comparison reports various Employee Roster data including FTE positions salary total compensation and total compensation with adjustments From the BBS Main Menu select BBS Reports Menu and then select Employee Roster Reports For instructions on how to run and print reports please refer to the section entitled Reports in the Biennial Budget System FY 2012 13 Training Manual which can be downloaded from our Web Site at http www mmb state mn us bis bbs Also available are Multi Query Report Topics e Budget Positions reports FTE positions that appear on the budget documents not Employee Roster e Employee Roster reports various Employee Roster data including FTE positions salary total compensation and total compensation with adjustments 17 Bargain Unit Adjustment By Agency This module is used to enter annualized increases decreases to be applied to all employees by Bargaining Unit 1 From the Biennial Budget System Main Menu select Bargain Unit Adjust by Agency Module by double clicking on it o
13. niversary Eligible Dt The Anniversary date of employee 10 Adding Employee Roster Records 1 2 Click on the Add button to access the Add New Employee Record dialog box From this dialog box choose to add a new employee starting with a blank default record by clicking on the Add New button or choose to copy an existing record by clicking on the Copy Existing button and the values for the current employee record will appear in the Edit Add Employee window Enter or modify appropriate employee information see Displaying Editing Employee Roster Records for a description of the fields Add New Employee Record existing record i Copy Existing Cancel 3 Do vou want to add new employee record or copy this 11 Changing Employee Funding Data Employee records in the Roster module can be repointed to a different allotment or split funded with two or more allotments To change the employee s funding data 1 Highlight the employee record you wish to modify 2 Click on the Add button When the Add New Employee Record dialog box appears click Copy Existing 3 To split fund an employee change the allotment on the second record Enter in the new FTE number as appropriate In the FTE Changes block enter the FTE change For example if an employee is going to be funded under one allotment in FY 2011 but two allotments in 2012 amp 13 the employee records would look like the following F Edit Add Employ
14. o access the Sort Options dialog box Three levels of sorts are available Each sort may be done in ascending ASC or descending DESC order The system default order is ascending Clicking on the ASC button changes the sort to descending DESC order and vice versa Click on the down arrow of the Primary Sort to access a list of fields that can be used for sorting Click on the desired field for sort Click on the down arrow of the Second Sort and make a selection to define the secondary sort if a secondary sort is desired Click on the down arrow of the Third Sort and make a selection to define the third sort order if a third sort is desired Click the OK button when finished The records will be displayed by the defined sort criteria HN Sort Options OI Primary Sort Employee Mame ASL Second Sort ATEN v ASC Third Sort Not Defined ASC Searching and Finding Employee Roster Records 1 Click on the Search button and enter the value to search for in one or more of the fields including the fields in the Positions Data Block on the bottom left of the screen The List of values option is available for some of the fields After entering the search criteria click on the Find button The records that meet the criteria of the search are displayed Note The Allotment field in the Positions Data Block cannot be used for search purposes Deleting Employee Roster Records 1 2 Highlight the record you w
15. ote the employee s insurance rate will need to be adjusted in FY2012 between the allotments to avoid inflating insurance rate on the total compensation the Roster does not automatically do this for you 6 To point an employee record to a different allotment follow steps 1 and 2 outlined above In the FTE Changes block on the new record enter 0 FTE on 07 01 11 and 1 FTE on 07 01 12 12 Displaying Employee Summary Data 1 Inthe Employee Roster window highlight the appropriate record and click on the Emp Sum button or from the Edit Add Employee window click on the Emp Sum button 2 The Employee Summary Data window displays with the selected record 3 Access different views by clicking on the Summarize button or Single button The initial default is the Single view with the Summarize button displayed If the employee is not split funded the Summarize and Single button will produce the same results If the employee is split funded the Single button will generate the details of one funding source and the Summarize button will generate the totals for all records pertaining to the selected employee ID number A Employee Summary Data includes Adjustment Factors Emp Mor 11163270 Emp Name BINGHAMTON NIGEL f Tear FTE Salary Retirement FICA Insurance Tatal 2011 1 00 gr 21 2 SECTE te FIS 3 216 00 112 245 18 2012 1 00 9 509 FE 4655 52 7 465 be 2 046 00 112 536 90 2013 1 00 37 217 28 4 860 06 7
16. r by highlighting the option and pressing Enter A Bargain Unit Adjustment by Agency Agency 642 MINNESOTA MANAGEMENT amp BUDGET z ANNUALIZED INCREASE BARGAIN UNIT 2011 2012 2013 Code Description EF ane BBS aay Er Hd WN Assoc ofProlestonalEmel 2 TT mm fo dd Pee mn OS SO Dene fo SO OS Ee ECS D deli me D TEE The following is a description of the fields related to fiscal year The BBS columns are the annualized increase decrease set for each bargaining unit by MMB for each budget year indicated Agency Adjustment The Agency Adjustment columns are the annualized increase decrease set for each bargaining unit by the Agency for Agency Adjust each budget year indicated Note The total bargaining unit adjustment for each year will be the value in the BBS column plus or minus the value of the agency adjustment If an agency enters no adjustments the total bargaining unit adjustment for each year will be the value in the BBS column 18
17. r search criteria field delete the data in the field or click on the Cancel button in the list window in the case of Fund select the blank record in the list window HH Employee Roster el EX Agen 642 MINNESOTA MANAGEMENT amp BLE Appr Appr Unit Allt Org Fund All Appr Org Expb Org 2011 2012 2013 Pos Position Title Employee Mame FTE Total FTE Total FTE Total Pos MANAGEMENT e EE nf OEE 7 2348 mmes AUDITOR PRINCIPAL BASSETT MELODY n M o PN A E EE af EEE af EEEE EmplID 9133131 Baount 217 Classcd C Reg Total 261 23 343 210 262 23 205 443 262 23 233 483 Stat DE 07 01 08 InsPlan FICA Cd N Total 261 23387624 262 23 249 857 262 23277807 End Dt Ret Plan MX Hr Rate 30 28 Allt AGENCY amp APPLICANT SYCS Expb Org 7000 The Employee Roster provides three years of data for the positions The information is loaded from the SEMA4 system at a defined point in time Each employee record consists of the position number title name and the FTE full time equivalence and the salary for each year Note An asterisk to the left of an employee record signifies that this position has multiple records i e that the employee ID associated with this position also is associated with at least one additional position or the employee ID is split funded between at least two expense budget accounts Sorting Employee Roster Records 1 3 Click on the Sort button t
18. ttons will be disabled The following are the explanations of the subtotaling lines Category Total The totals for the listed categories Regular Classification The Regular Annualized FTE amp Dollar totals from the Employee Roster window Bargain Unit Adjustment The calculated amount from the BBS field in the Bargain Unit Adjustment by Agency window Discretionary Adjustment The calculated amount using the discretionary Agency Adjustment field in the Bargain Unit Adjustment by Agency window Adding 1 If all possible lump sum employee categories are displayed the Add button is disabled If all of the categories are not displayed click on the Add button to add a category 2 Enter the data into the Employee Category Data window Salary Retirement FICA and Insurance 15 fields are automatically generated but they can be overwritten Deleting 1 Highlight the desired employee category and click on the Delete button This will cause the selected category to no longer display Editing 1 Highlight the desired employee category and click on the Edit button to modify the selected employee category information Ek Edit Employee Category Cl x Category Name OVERTIME FTE Hr Rate Salary Ret Retirement F FICA IMS Insurance L lo C M O ama TNT Q DS RS D Tooo Note Some employee categories require only salary dollars Edit Employee Category Mmi Ei Category Name CHANGE REGULAR Fy FTE Salary 16 Runn
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