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HR Pro-Tracker Manual for Excel 2003 users

1. ccc cece cece ccc eecceecceeeceeceeens 21 Step 2 Removing Unnecessary Information cccecceccceeccecccecceececeeceeeceeess 22 Step 3 Submitting Your Data File cc cece ec cceccees eens cencceecceesceesceeceseseeess 22 Turnover Information and SUMMARIES c20 cawsesvncssecseratdnnandtosans meas eahewensereeices dens 24 TURNOVA De MRLN oeer EE E sacs cesssess enqaveeseneaanneasneew EER 24 TUNOV CA A O eea E E E EEEE E E RN 25 Turnover Information and Summaries for Internal Use ssssssesesesesessssssosssseeses 27 Step 1 Save Multiple Copies sessesesssessescsescsesosseeseeseeseeceeceecerceecescesceseeeee 27 Step 2 Using the Information to Make Comparisons ssessessesceseeseeseeseeseeceeee 28 Step 3 Printing the Turnover Info and Summaries Tables ccceeccecccecceeees 29 2012 Alberta Council on Disability Services iens CEO common eee MEANINGFUL WORK STRONGER COMMUNITIES 111 METIS SG E E EE A EAE E E E E E E 30 Organization Information sessessescsescssceseesceeseesercceesceeeceecescescescesceseeseeseese 30 Employee Information sssssssssscesssscsescesoesosscesoesoesoescesceeseesersereeeeereeeeeee 33 CONAC AIN OMO O eer a EE E E E E 38 WSCC AG DEN UIE S aeran sweet E EEE EE EE EAE E 38 All other WAGUIN CS scecescccsccesocesgacsoadessssdeccesiaeesececcsutes aces OAE ONENE 38 2012 Alberta Council on Disability Services iens A Y MEANINGFUL WORK ST
2. Note that ACDS collects the HR Pro Tracker information from organizations twice a year based on the calandar year from January August and from January December When submitting your data you can enter in the current number from the end of the month the upload has been requested i e August or December or leave the cell blank Average Number of Employees in the Organization This information is automatically calculated as you enter information into the Employee Information worksheet See Average Number of Employees in the Turnover Information and Summaries section on page 24 for the calculation used Organization Turnover This information is automatically calculated as you enter information into the Employee Information worksheet See Organization Turnover in the Turnover Information and Summaries section on page 24 for the calculation used 2012 Alberta Council on Disability Services iens lt e COMMUNITY DISABILITY SERVICES 3 3 K STRONGER COMMUNITIES MEANINGFUL WOR EMPLOYEE INFORMATION Note that in order for the calculations to work in your Turnover Information and Summaries worksheet all information needs to be entered in as it appears below for each category heading If there are any additional spaces or tabs before or after each category heading the calculations will not work Employee Name This field is not to be sent to the research consultants with your organiz
3. The remaining three files are providing information to the turnover info and Summaries worksheet These files do not require any data entry and should not have any information entered into them All 3 files however MUST be open in order for the calculations in the HR Pro Tracker file to be conducted online If you do not have the files open then the calculations will not work 2012 Alberta Council on Disability Services iens lt e gt COMMUNITY DISABILITY SERVICES 2 MEANINGFUL WORK STRONGER COMMUNITIES Aspects of the database have been password protected and hidden to ensure that there are no accidental changes made to the overall structure of the file If any changes are made to the structure or if the terminology designated in the tool is not used the turnover summary information that is calculated online will not be calculated accurately For those of you who are less familiar with Microsoft Excel a step by step guide will walk you through the process Note however that these steps are for Excel 2003 Microsoft Excel 2007 and Excel 2010 differs from Excel 2003 and there is a separate manual for users of Excel 2007 2010 Some organizations will be using a database through a different software program For those programs that are compatible with Excel there is a step by step process for merging your current database with the Excel database for use in collecting turnover information page 12 Note It is adv
4. 2012 and October 1 2012 2012 Alberta Council on Disability Services Chens UNITY suites 29 L WORK STRONGER COMMUNITIES Step 3 PRINTING THE TURNOVER INFO AND SUMMARIES TABLES Printing select tables iP ee SS Select the table you want to print by clicking in the top left cell of the table and dragging to the bottom right cell of the table Click Page setup in the File menu Change the page orientation to landscape Click on Fit to and change to 1 pages wide and click OK Click Print in the File menu Under Print what choose Selection Click on Print Printing all tables for the current year 1 N DO a KR W N Select the set of tables you want to print by clicking in the top left cell of the first table Turnover by Quarter of the year and drag to the bottom right cell of the last table of the year Turnover by Highest Level of Education Click Page setup in the File menu Change the page orientation to landscape Click on Fit to and change to 1 pages wide and click OK Click Print in the File menu Under Print what choose Selection Click on Print 2012 Alberta Council on Disability Services iens e COMMUNITY DISABILITY SERVICES 30 K STRONGER COMMUNITIES MEANINGFUL WOR TERMS AND DEFINITIONS ORGANIZATION INFORMATION Organization Name Full name of your organization PDD R
5. protected you cannot add in a row You can sort your data to maintain an alphabetical list To sort your data select the first employee to the last employee You cannot sort the information if you have the heading row selected 2 Employee ID Number This field is a free field and can be composed of numbers letters or both Enter in the employee s identification number This field is a required field If you do not include employee ID numbers the turnover info and Summaries worksheet will not calculate the rest of the employee information inserted If your organization does not use employee ID numbers you can insert anything into this field This information will serve as a participant number but will not be used for any analysis and will be removed upon completion of analysis Only the research consultant analyzing the data will have access to the employee ID number 3 Gender This field is a drop down field You must choose a response from the choices provided When your cursor block is in the first cell below the heading a drop arrow will appear Choose the employee s gender from the list Employee ID Gender Number 2012 Alberta Council on Disability Services iens gt coMmuNiTy 5 DISABILITY SERVICES 1 MEANINGFUL WORK STRONGER COMMUNITIES 4 Birth Date Month This field is a drop down field Choose the employee s month of birth from the list Day This field is a drop down field Choos
6. 1 Uploading and Opening Your Files esssssessessessescescescescescesoesoesoesoesoesoesoeseese 3 Step 1 Uploading Database to Your Computer sssesseeseeseeseescesscsccsscesseeseeseee 3 Step 2 Macro Message sesssescoescescoesooesoescoesocsesoesseesoeesoesseeeceesoeecereceeo 4 Step 3 Re Sourcing the Linked Files ccecccecccecccecceesceesceecceesceeceeeseeess 5 Step 4 Moving Between Worksheets cscccccccccccesccecceesceeccevcceeseeecesesesess 7 Organization informali O ioc ote ccdsrarnetcee tee tinea onsets cara oe eiaa a caeteans 8 Step 1 Select Organization Information Tab ccccccccccecccccceccceesceecceeceeess 8 P dba EN ccc cacuat ec tontese yess sacinecewsunseeasasereeccuscoecesmesGoseseescsccesaesets 8 Step 3 Additional Organization Information cc cece cece cceeeceecceecceeeeeeceeees 11 Employee Mor mal ON meee ee ee ee ee ee ener ne ne Senne nh renee ee ae 12 Step 1 Select Employee Information Tab c ccc cceecccecceecceecceesceeccesceeess 12 Step 2a Data Entry Merging Information from an Existing Database 12 Step 2b Manual Data ENE Y scccsscesctsccaceasceiiesescsdniueteeresewnomncensbessadouceiesceueesus 14 Step 3 Additional Employee Information ssssssssscescsescsesceesceeseeseeseeceeceeceecesee 20 SUI CCS NE Dali een chose er uwecsde ac aetessavenceusanacev sche ia aiarar ae rii naain 21 Step 1 Copy Selected Worksheets to a NEW File
7. Resources inacking Tool i Edit im gie edit ew Insert F Tools Data Window Help Adobe PDF 7 Click on Edit F SEE 8 Choose Paste Special ee A Cut Citrl X 9 Under Paste choose Values and 3 Copy Ctrl C click OK a Office Clipboard Paste Special 7 Paste Ctrl V specal Om O validation Follow steps 4 11 for the employee PastfKas Hyperlink O Eormulas piee TAAI Values Column widths information worksheet i i o S E EEA P Comments Values and number formats None Multiply Add Divide Subtract C Skip blanks C Transpose 2012 Alberta Council on Disability Services Chens e gt COMMUNITY DISABILITY SERVICES 22 K STRONGER COMMUNITIES MEANINGFUL WOR Step 2 REMOVING UNNECESSARY INFORMATION The only information required by the research consultants is the information that was requested Please delete any additional information you included in your spreadsheets 1 Select the column s you added by clicking the column letter 2 Under the edit menu choose delete As the employee name was only for the reference of the organization for ease of data entry please delete the Employee Name column as well 1 Click on column letter A 2 Under the edit menu choose delete STEP 3 SUBMITTING Your Data FILE Within the HR Pro Tracker file are hidden worksheets This information increases the size
8. checkbox 5 How many clients are supported as of April 1 This field is a free field At the beginning of each fiscal year using the PDD fiscal year beginning April 1 and ending March 31 please type in the number of clients that are being served by your organization in the cell directly below the heading As we will not be keeping track of individual organization data on a yearly basis it is necessary to continue using the same cell for this information If you wish to keep a record of your organization information on an annual basis you can either save the file at the beginning of each year with a year in the file name to denote the appropriate year or you can copy the information and paste it in a different spot in the same worksheet 6 How many clients are supported as of March 31 This field is a free field At the end of each fiscal year please type in the number of clients that are being served by your organization in the cell directly below the heading Again please continue using this cell to provide client numbers Note that ACDS collects the HR Pro Tracker information from organizations twice a year based on the calandar year from January August and from January December When submitting your data you can enter in the current number from the end of the month the upload has been request i e August or December or leave the cell blank 7 Funding Source s This field is a checkbox field D z F G Does your organiza
9. comparison between quarters 2012 Alberta Council on Disability Services iens communITy 7 DISABILITY SERVICES 8 MEANINGFUL WORK STRONGER COMMUNITIES Step 2 USING THE INFORMATION TO Make COMPARISONS When using the information in the turnover info and summaries worksheet to make comparisons you should look from your most recent file saved to the previous file s saved For example in making a comparison using wage categories Wage table on July 1 2012 Wage table on October 1 2012 Turnover by Wage Categories 2012 2013 Turnover by Wage Categories 2012 2013 Number of Number of Number of Average Number of Number of Average Number of Employees at Turnover Employees at wae Employees at Number of Employees who Employees at Number of Employees who beginning of eft Wage Range Turnover end of year Employees end of year Employees WET tclitel Percentage beginning of Percentage year lt 10 00 lt 10 00 Ooo n u Bo 19 0 pS 8 28 In the July 1 2012 table 1 The Number of Employees at beginning of year represents the number of employees who were employed in your organization as of April 1 2012 2 The Number of Employees at end of year represents the number of employees who were employed in your organization as of July 1 2012 3 The Number of Employees who Left column represents the number of employees who left the organization from April 1 2012 throug
10. data e If you don t update the links Excel will use the previous information Note that data links can be used toaagcess and share confidential information without your permission and possibly perform other ful actions Do not update the links eaigu do not trust the source of this workbook 4 You must first unlock the Turnover info and summaries worksheet to re source the file Click on the Turnover info and summaries worksheet tab at the bottom of the page Go to Tools point to Protection and click on Unprotect Sheet 5 Go to the Edit menu and choose Links 6 Click on the first link 2012 13 and 2013 14 file so that itis iD J rums cz oy Can tRepeat Ctrl Cut Ctrl x x Cipy Ctrl C lt 4 Office Clipboard a Paste Update Values 2014 15 and 2015 16 file xls Worksheet hange Source 2016 16 file xls Worksheet Break Link Paste Special Paste as Hyperlink Fill Clear Check Status Delete H HR tracking tracking tool tool Delete Sheet Automatic Move or Copy Sheet Startup Prompt M4 Find Ctrl F Replace Ctrl H Go To Colts Links Object 2012 Alberta Council on Disability Services ens lt e gt COMMUNITY DISABILITY SERVICES 6 K STRONGER COMMUNITIES MEANINGFUL WOR highlighted and click Change Source SSS SSS _ EEE Cpa sources ZU0G OF and 20090 filoo es 7 Choos
11. have a quick look through the worksheet to identify any cells highlighted in red to ensure that the entry is correct or to correct that entry 2012 Alberta Council on Disability Services iens lt e gt COMMUNITY DISABILITY SERVICES 1 4 K STRON COMMUNITIES IT MEANINGFUL WOR GER Step 2B Manua DATA ENTRY It is important to note that when you enter in data the file will be automatically updating the Turnover info and summaries worksheet Because of the size of the files this update can take some time You can continue to work in the file rather than waiting for each number to be updated To continue working rather than waiting for the update after each piece of information is entered simply continue to the next cell and enter in the appropriate information The file will then hold off updating until you take a pause in data entry 1 Employee Name for organizational use only This field is a free field meaning you can type in the information Enter in the employee s name The employee s name is solely for the record of the organization and has been highlighted in red as a reminder Upon submitting the data for analysis you will be instructed to delete this information Note that if you forget to delete the column the research consultant will delete the information upon receiving the file to maintain confidentiality When entering in new employees use the next available row Because the spreadsheet is
12. in understanding the factors involved in turnover This in turn will aid in the development of strategies to help reduce turnover Your organization may wish to keep track of information that is not required for tracking turnover If you wish to include additional information use the columns that remain to the right of the information requested in the HR Pro Tracker or the rows to the bottom of the information These cells will remain unlocked Because each worksheet is protected to ensure structure stability you cannot insert any columns or rows into any worksheets All worksheets in this file rely on information from other worksheets in order to function 2012 Alberta Council on Disability Services iens CC o gt ommon 12 MEANINGFUL WORK STRONGER COMMUNITIES EMPLOYEE INFORMATION This worksheet contains employee information that is updated on a continuous basis Each row in this worksheet represents an employee in your organization The employee information will help determine what factors related to the employee such as wage position and length of employment are related to turnover You will be required to enter information about an employee only once and then continue to update information related to promotions change of position and termination of employment as changes occur for the employee You may also need to enter an employee s information in more than one row if the employee 1 Is paid by more t
13. is the exact text used in the tool Employment Status full time part time Three options have been provided for this level of employment status When copying and pasting from an existing database please use the following options 1 Full time 2 Part time 3 Summer Practicum student Employment Status permanent casual contract Four options have been provided for this level of employment status When copying and pasting from an existing database please use the following options and formatting 1 Permanent 2 Casual 3 Term contract 4 Self employed contract 2012 Alberta Council on Disability Services iens lt e COMMUNITY DISABILITY SERVICES 36 MEANINGFUL WORK STRONGER COMMUNITIES Is the Employee Eligible for Benefits This field is to determine which employees are eligible for benefits If you have a range of packages dependent on position and tenure as long as the employee is eligible for some of the benefits offered by your organization please choose yes Average Hourly Wage This is a numeric field only When entering the hourly wage the cell supports two decimal places and will round if more than two decimal places are entered If only one decimal place is entered it will automatically add a zero for the second decimal place The cell is auto formatted and it will automatically insert a dollar sign when a number is entered For those employees who may have a variable wage please provide a
14. lt e gt COMMUNITY DISABILITY SERVICES 2 1 K STRONGER COMMUNITIES MEANINGFUL WOR SUBMITTING THE DATA Step 1 Copy SELECTED WorKSHEETS TO A New FILE In providing a database for your organization we included demographic and turnover information that is specific to your organization These calculations are drawing information from hidden worksheets which increases the size of the file In order to decrease the file size for easy data transfer we would like you to provide the research consultants with only the organization and employee information worksheets 1 Open a new workbook Click on File and choose New 2 Save this workbook with a file name that includes your organization name and the year This provides an easily identifiable file for the research consultants collecting the data It also ensures that you are not trying to upload a file with the same name as another organization The upload website will not allow two files to be uploaded with the same name 3 In your original file click on the organization information worksheet tab 4 In the top left corner of the worksheet select the Square to the left of column letter A and above row number 1 a cross will appear when your cursor is on the square This will select the entire worksheet 5 Click on Edit and choose Copy or use the shortcut Ctrl C 6 Select the new workbook you created Ed Microsoit Excel Human
15. organization 21 Employee s Reason for Leaving This field is a drop down field If known choose the reason or reasons the employee has provided for leaving his her position Choose all reasons that apply Five columns have been provided for you to choose up to five reasons If the reason provided is not in the drop down list choose Other and type in the reason in the cell of the last column Al for that employee If you do not know the reason the employee has left then leave this field blank 2012 Alberta Council on Disability Services iens lt e gt COMMUNITY DISABILITY SERVICES 20 K STRONGER COMMUNITIES MEANINGFUL WOR Step 3 ADDITIONAL EMPLOYEE INFORMATION The information we have asked you to provide is information that will help in understanding the factors involved in turnover which will aid in the development of strategies to reduce turnover If you are using the HR Pro Tracker as your primary human resources tracking tool your organization may wish to keep track of information that is not required by the HR Pro Tracker If you wish to include additional information use the columns that remain to the right of the spreadsheet starting in column AJ These cells will remain unlocked Please note that you cannot insert any columns into this worksheet as it is a protected worksheet and information in other worksheets rely on these cells 2012 Alberta Council on Disability Services iens
16. organization in any given time period Turnover does not include students or any kind of leave of absence maternity leave medical leave etc Any kind of leave of absence is not considered turnover until the employee officially does not return to work and terminates the position Turnover is calculated as a percentage number of employees who left during the specified time period x 100 average number of employees during the specified time period 2012 Alberta Council on Disability Services iens CC o gt commun 25 MEANINGFUL WORK STRONGER COMMUNITIES TURNOVER CALCULATIONS Each table calculating turnover using the different employee characteristics as categories within the first year contains five different columns 1 Number of employees at the beginning of year or quarter Number of employees at the end of year or quarter Average number of employees Number of employees who left during the year or quarter Jg A U N Turnover percentage for the year or quarter Turnover will be calculated on a continuous basis using eight different categorizations Each one is described below This information is held in the turnover info and summaries worksheet of the HR Pro Tracker To view this information click on the worksheet tab and scroll down through the worksheet to view all of the information provided Turnover by Quarter 2012 2013 Number of Number of Employees at Employees at beginning of end of qua
17. so that once you have entered in more employees than fit on one screen the headings will remain for easy reference when adding in additional employees 2012 Alberta Council on Disability Services Chens gt coMmuNiTy DISABILITY SERVICES 1 6 MEANINGFUL WORK STRONGER COMMUNITIES 6 Highest Level of Education This field is a drop down field If your organization tracks level of education choose the highest level of education the employee has achieved If the employee has completed high school and has received specialized training that does not provide a recognized college or university certificate diploma or degree options provided please select other Update as necessary for the employee 7 Is the Highest Level of Education in a Related Field This field is a drop down field Choose whether the employee s education was in the community disability field university or college program the social sciences e g social work sociology psychology etc or other field 8 Foundations Training This field is a drop down field Choose whether the employee has completed foundations training partially completed foundations training or has not enrolled in foundations training 9 Community Disability Services Employee Position Classification This field is a drop down field Choose an appropriate position from those provided in the list see Terms and Definitions on page 26 for a description o
18. the above categories but are administration human resources finance or management positions This option also includes positions like Executive Directors If desired you can use the cell to the right to provide more detail about the position 8 Other Otherwise unclassified This option is for all other positions that do not fit under any of the other categories e g information technologist researcher etc If desired you can use the cell to the right to provide more detail about the position Funding Service Type The source from which the employee receives his her funding to support clients Eight options have been provided in addition to an other category When copying and pasting from an existing database please use the following options do not include definitions or the preceding a definition as part of the position classification 1 Adult PDD Services 2 Alberta Children and Youth Services this includes any funding provided by Alberta Children and Youth Services to provide services to children with disabilities including FSCD funding 3 Alberta Health and Wellness this includes any funding provided by Alberta Health and Wellness to provide services to persons with disabilities including Home Care 4 Employment Insurance 5 Rehabilitation Society 6 Other please explain in the next cell to the right For the other category please include the text in parentheses and the colon as this
19. Employee quit 2012 Alberta Council on Disability Services iens lt e COMMUNITY DISABILITY SERVICES 37 MEANINGFUL WORK STRONGER COMMUNITIES Is the Employee Leaving the Field If the employee has provided you with this information when copying and pasting from an existing database please use the following options and formatting 1 Employee is leaving the field 2 Employee is staying in the field Employee s Reason for Leaving If the employee has provided you with this information when copying and pasting from an existing database please use the following options and formatting Burnout or stress pressure of the position Conflict with supervisor Going back to school Health Insufficient decision making opportunities Lack of opportunity for advancement Moving ONS Th wN a Personal reasons 9 Position did not fit with personal goals 10 Position interfered with family commitment 11 Retired 12 Spouse was relocated 13 Unsuitable career position 14 Wage 15 Workload was too high 16 Workload was too low need more challenge 17 Workplace conflict 18 Other please explain in cell Al in this row 2012 Alberta Council on Disability Services iens ISABILI VI 3 8 MEANINGFUL WORK STRONGER COMMUNI TIES CONTACT INFORMATION TECHNICAL DIFFICULTIES If you have any technical difficulties with the tool e g downloading the tool uploading your data data entry etc please contac
20. MEANINGFUL WORK STRONGER COMMUNITIES HR Pro Tracker Tracking Your Human Resources Excel 2003 User Manual COMMUNITY DISABILITY SERVICES ACKNOWLEDGEMENTS The HR Pro Tracker emerged as a result of a partnership approach to track and use human resource information to develop evidence based strategic responses to workforce issues Funded by the Alberta Ministry of Seniors and Community Supports Persons with Developmental Disabilities Program PDD ministry staff worked with the Alberta Council of Disability Services ACDS and Vecova Centre for Disability Services and Research to research and develop an effective and easy to use tool to track turnover and gather workforce data within the Community Disability Services Sector The HR Pro Tracker builds upon sector consultation the Workforce 2010 initiative and additional research by Vecova Special recognition and acknowledgement is given to the PDD Central Region service providers for their work in developing the turnover tool that informed this project and to the many service providers across Alberta that piloted the initial version of the tool The Alberta Council of Disability Services also wishes to acknowledge the ongoing support of Alberta Employment and Immigration as a partner in the Workforce Initiative 2012 Alberta Council on Disability Services iens TABLE OF CONTENTS ARNONE OPINGIILS rererere NE SERERE EEEE TaT EErEE i TD a E E E E E E E A
21. RONGER COMMUNITIES THe DATABASE The HR Pro Tracker was developed to collect turnover information and was designed as a database in Microsoft Excel with this accompanying PDF data entry manual As Excel 2007 and Excel 2010 have been developed and several organizations are now using one of these versions there are 2 sets of files for the HR Pro Tracker 1 One set designed for Excel 2003 users 2 One set designed for Excel 2007 or Excel 2010 users The HR Pro Tracker for Excel 2003 consists of four files 1 HR Pro Tracker template 2 2012 13 and 2013 14 file 3 2014 15 and 2015 16 file 4 2016 17 file You will only need to actively work in one file HR Pro Tracker template This file contains three separate visible worksheets 1 An organization information worksheet 2 An employee information worksheet 3 Aturnover information and summaries worksheet The organization information worksheet is where you will enter in the requested information about the organization using a series of checkboxes and type boxes The employee information worksheet is where you will enter in the requested information about employees using a series of drop down menus and type boxes The turnover info and summaries worksheet does not require any data entry This is where a series of turnover calculations are completed for you online as you enter in data in the employee information worksheet e g turnover for each employee s position classification
22. The list provides you with nine options please check all benefit types that your organization offers employees If you offer benefits not identified in the list please check other and type in what that benefit is in the first empty cell in that column 10 Number of Position Vacancies on April 1 if available This field is a free field e Number of Position Vacancies on April 1 Vacancies on March 31 of if available Organizational Benefits At the beginning of the fiscal year please type in the number of vacancies if known to your organization in the cell directly below the heading Again it is necessary to continue using the same cell for this information l Alberta Health Care l Dental Benefits l Health Benefits I Life Insurance m Long Term Disability Insurance l Optical Benefits l Pension RRSP r Short Term Disability Insurance If you wish to keep a record of your organization information on an annual basis either save the file at the beginning of each year with a year in the file name to denote the appropriate year or copy the information to a different section of the same worksheet 7 Other please explain below 11 Number of Position Vacancies on March 31 if available This field is a free field 10 Service Support Type PDD l Community Access l Community Living Employment Specialized Community Supports Other please explain below Alberta Children and Y
23. anization Information 2 Employee Information 3 Turnover Info and Summaries F Microsoruccel SA TE ool PDD Region City Town require new of Alberta Population orientation ai employee job Ci lt 1 000 I Central M 1 001 10 000 I Edmonton M 10 001 39 999 Tl Northeast F 40 000 l Northwest l South n a AN am MY cta MEE M 2012 Alberta Council on Disability Services ens MEANINGFUL WORK STRONGER COMMUNITIES ORGANIZATION INFORMATION The organization information will provide general information such as size of organization funding sources and services supports provided to understand the nature of the organizations involved in the survey as well as to examine some of the organization factors that may influence turnover When entering data into the organization information worksheet you will need to enter some information only once then update this information if changes occur Some of the information will need to be entered at the beginning of the year and some will need to be entered at the end of the year Step 1 SELECT ORGANIZATION INFORMATION TAB Step 2 Data ENTRY 1 Organization Name This field is a free field meaning you can type in your response freely with no restrictions In entering the organization name click the first cell below the heading organization name and type in the full name of your organization This information will only be used to keep track of which organ
24. ategory drop down list You do not need to change any other field in step 3 of 3 8 Click on the checkmark at the top right side of the screen to upload the file Submit a Document Step 3 of 3 Document Fermisstons License Details Tithe Vecova HR Pro Tracker E Catego n elect Category NU Le HR Pro Tracker Upload HR Pro Tracker Excel 2003 Tape Uumondl Select Image File a fair and balanced look at the news what affects memory for controversial arguments pdf Homepage 9 Make sure to start the URL with https 2012 Alberta Council on Disability Services iens lt e gt COMMUNITY DISABILITY SERVICES 24 K STRONGER COMMUNITIES MEANINGFUL WOR TURNOVER INFORMATION AND SUMMARIES TURNOVER DEFINITIONS Fiscal Year The fiscal year being used is PDD s fiscal year April 1 to March 31 Average Number of Employees Average number of employees is calculated by adding together the number of employees at the beginning of a specified time period e g year quarter and the number of employees at the end of a specified time period e g year quarter and dividing that by two number of employees beginning of year number of employees end of year 2 Turnover Turnover is the number of employees who have left an
25. ation file As such this column can be formatted in the most convenient way for the organization Employee ID Number This field is a free field and can be formatted according to your organization Employee ID system This field can be numeric text or alpha numeric Gender When copying and pasting information from an existing database please ensure your text appears using the following options note that all options are numbered in the manual but that you should not include the numbers when copying and pasting 1 Male 2 Female Birth Date The employee s birth date has been set out in three separate fields month day and year When copying and pasting information from an existing database please use the 3 letter code for the month e g Jan Feb Mar Apr etc Start Date with Organization The employee s start date with the organization has also been set out in three separate fields using the same formatting as birth date Highest Level of Education You have been provided with 5 specific choices of education level plus an other option You should choose the highest level of education the employee has completed If the employee has not completed their program and high school is their highest level of completed education then you should choose High school for that employee If the education level is not listed use the other option Other should not be used for things like First Aid training
26. ce options May have some responsibility for coordinating less experienced workers 3 Community disability services team leader Has front line supervisory leadership responsibilities for a team of workers plus direct service responsibilities A key aspect of this role is training and support of direct service staff 4 Community disability services specialist consultant Provides a resource to direct service providers Plays a consultant type rather than a direct service role 5 Community disability services coordinator Responsibility for coordinating a set of services or programs within an agency Work is primarily administrative Key aspects include development and implementation of process guidelines service monitoring and evaluation service delivery coordination and intervention budget administration and management funding proposal development and community liaison 6 Community disability services director A senior management role with broader program and service area responsibility While not at the executive director level this role has responsibility for involvement in strategic planning community liaison and greater scope of responsibility for service planning and funding 2012 Alberta Council on Disability Services iens gt COMMUNITY 35 DISABILITY SERVICES MEANINGFUL WORK STRONGER COMMUNITIES 7 Other Administration management etc This option incorporates employee positions that do not fit into
27. e hours worked per week during sleep shifts Update the hours as necessary for the employee Az Hours Worked per Week for Sleep Hours Average Hourly Employee ID Hourly Hours Wage for Number Wage Worked Sleep per Week Hours 1 J 2012 Alberta Council on Disability Services iens lt e gt COMMUNITY DISABILITY SERVICES 1 9 MEANINGFUL WORK STRONGER COMMUNITIES 18 Termination Date Upon termination of the employee enter the last day worked by that employee Month This field is a drop down field Choose the month of the employee s last day of work from the list Day This field is a drop down field Choose the day of the employee s last day of work from the list Year This field is a drop down field Choose the year of the employee s last day of work from the list This is a locked field and if you enter in a date that indicates the employee left the organization before they started working there you will get an error message prompting you to ensure the data was entered correctly 19 Who s Decision was it for the Employee s Termination This field is a drop down field Choose whether it was the employer s or the employee s decision to terminate the employee s position 20 Is the Employee Leaving the Field This field is a drop down field If known choose whether the employee is leaving the disability field or is getting another position in the disability field with another
28. e the employee s day of birth from the list Year This field is a free field Type in the employee s year of birth The field is locked down so that if you enter a year that indicates the employee is younger than 12 or older than 100 you will get an error message to check that you entered the information correctly 5 Start Date with Organization Month This field is a drop down field Choose the month the employee started working for the organization from the list Day This field is a drop down field Choose the day the employee started with the organization from the list Year This field is a free field Type in the year the employee started with the organization Please be careful in your entry and ensure that you have typed in the correct year The field is locked down so that if the year you entered indicates the employee is under 12 when they started or older than 100 when they started you will get an error message to check that you entered the information correctly Employee ID Birth Date Start Date with Organization Number Month Day Year Month Day Boo e T T O OOO ia OOOO EO Y O T O a E Note in the above screenshot that Employee Name and Employee ID Number have remained on the screen As you scroll across the worksheet these columns will remain frozen on the left side of the screen for easy referencing when adding information beyond one screen Additionally the heading row has also been frozen
29. e the location of your files click on Look in B Desktop A Q X amp E Took 2012 13 and 2013 14 file and click OK gt ero My Computer SOES My Recent ny om Places Complete steps 6 and 7 for the remaining Documents 2012 13 and 2013 14 file amp 2014 15 and 2015 16 file two files ensuring you choose the matching GB goe nig links i e 2014 15 and 2015 16 file in both steps 5 and 6 the same for the 2016 17 file has When you have done this for all three links choose Close in the Edit Links menu box at the bottom of the image of the menu box S a I in step 5 and protect the worksheet again oO o L to avoid the chance that any of the cells will be changed You can follow step 4 however instead of Unprotect Sheet Protect Sheet will now be your option 2012 Alberta Council on Disability Services Chens CC o gt communi 7 MEANINGFUL WORK STRONGER COMMUNITIES Step 4 Movinc BETWEEN WORKSHEETS For those of you who are less familiar with Excel you can have several worksheets in one file Each file has a tab at the bottom of the screen In order to move between worksheets click on the tab of the worksheet you wish to work in The tab of the worksheet you are currently working in will be highlighted with a white background inactive worksheets will have a grey background The HR Pro Tracker has 3 worksheets 1 Org
30. egion of Alberta The PDD region in which your organization conducts services There are 6 PDD regions 1 Calgary 2 Central 3 Edmonton 4 Northeast 5 Northwest 6 South City Town Population Population of the city or town in which your organization is located City Town Population has 4 categories 1 lt 1 000 2 1 001 10 000 3 10 001 39 999 4 40 000 If you do not know the population of your city you can go to any search engine like Google and use the following search terms including the quotation marks population city name Alberta This should provide a link to the population of your city Does Your Organization Require New Employee Orientation and or New Employee Job Training New Employee Orientation An introductory information session to the organization and the different services departments of the organization New Employee Job Training An introductory seminar of the tasks required for a position e g for new support workers a training session of the tasks required with possible role playing scenarios How Many Clients are Supported as of April 1 As of March 31 The number of clients the organization is providing services to at the beginning and end of the PDD fiscal year The PDD fiscal year runs from April 1 to March 31 Note that ACDS collects the HR Pro Tracker information from organizations twice a year based on the calandar year from January August and from January December W
31. f all positions listed If the employee holds a position e g human resources manager supportive roommate information technologist that is not in the list select other administrative human resources finance management or other otherwise unclassified You can use the next cell to the right to type in the position if you wish to have a more detailed description of the position for your reference If the employee holds more than one position with the organization please enter that employee twice and treat them as two separate employees As the hours and wage for both positions may vary and because it is possible for the employee to leave one position and not the other having the person in twice can account for the differences between the positions J K V N If Community Is the Highest Disability Services Level of Education Foundations Community Disability Services Employee Position in a Related Training Employee Position Classification Classification is Field Other please explain Highest Level of Completed Education Employee ID Number 1 in this column 2012 Alberta Council on Disability Services Chens gt coMmuNiTy 7 DISABILITY SERVICES 1 MEANINGFUL WORK STRONGER COMMUNITIES 10 Funding Service Type This field is a drop down field Choose the appropriate funding service type provided for the employee If the employee is funded and providing services in more than one area plea
32. fore re opening the HR Pro Tracker To change the security setting you need to go to the Tools menu point to Macros and then Security When the window opens choose a security setting that is Medium or lower to be able to enable macros 2012 Alberta Council on Disability Services iens lt e gt COMMUNITY DISABILITY SERVICES 5 K STRONGER COMMUNITIES MEANINGFUL WOR Step 3 Re SouRCING THE LINKED FILES When you download the files to your computer the links that were created from the HR Pro Tracker file to the files 2012 13 and 2013 14 file 2014 15 and 2015 16 file and 2016 17 file will no longer be working because the files changed computers You will need to change the source of the files so the links will be attached to your computer This step must be followed in order for the online calculations in the HR Pro Tracker to work If you do not re source the linked files the online calculations will not work 1 Open the 3 linked files 2012 13 and 2013 14 file 2014 15 and 2015 16 file and 2016 17 file 2 Open the HR Pro Tracker template file 3 You will be asked if you want to update your links Choose don t update Depending on your macro security level in Excel this message will come up either before or after the macro message IMerosure Excel This workbook contains links to other data sources If you update the links Excel will attempt to retrieve the latest
33. h July 1 2012 In the October 1 2012 table 1 The Number of Employees at beginning of year still represents the number of employees who were employed in your organization as of April 1 2012 and should be the same as the July 1 2012 table In this example however the 10 01 15 00 category has gone from 46 to 45 and the 15 01 20 00 category has gone from 38 to 39 This shows that one employee who received a wage increase between July 1 and October 1 changed wage categories 2 The Number of Employees at end of year represents the number of employees who were employed in your organization as of October 1 2012 3 The Number of Employees who Left column represents the number of employees who left the organization from April 1 2012 through October 1 2012 Making comparisons from October 1 2012 to July 1 2012 1 To make a comparison of your employee demographic profile for the organization you would compare the numbers in the Number of Employees at end of year column In this case compared to July 1 2012 there is one less employee who earns less than 10 01 an hour there are four more employees who earn 10 01 15 00 an hour etc 2 To make a comparison of your turnover or retention profile you need to subtract the number of employees who left in your July table from your October table Looking at the less than 10 01 an hour it would be 6 minus 4 giving you 2 employees who left between July 1
34. han one funding source e g PDD funded position and Employment Insurance funded position 2 Holds more than one position in your organization Note that if an employee leaves but is rehired after any period this is classified as turnover As such you will need to create a new row in the database for this employee even if you continue to use the same employee ID Step 1 SELECT EMPLOYEE INFORMATION TAB Step 2A Data ENTRY MERGING INFORMATION FROM AN EXISTING DATABASE If you already have an employee database set up for your organization you can export the information into an Excel spreadsheet and copy the relevant information into the HR Pro Tracker You DO NOT need to enter the data by hand 1 Synchronize your terminology Each field in the HR Pro Tracker contains a set list of information The information you copy into the HR Pro Tracker needs to use the exact wording Any changes in terminology or additional spaces within your terms will result in the turnover summary information not being updated accurately the formulas will not catch these errors and will not include them in the count The Terms and Definitions section starting on page 30 of this document contains each field of data along with the list of options provided Please check your file to ensure this wording is used and no additional spaces or tabs are included before after or within your terms If you do not use the exact wording in your file as
35. hen submitting your data you can enter in the current number from the end of the month the upload has been requested i e August or December or leave the cell blank 2012 Alberta Council on Disability Services iens MEANINGFUL WOR COMMUNITY DISABILITY SERVICES K STRONGER COMMUNITIES Funding Source s The source from which the organization receives funding to support clients and staff Five options have been provided in addition to an other category 1 Alberta Children and Youth Services e g FSCD 2 Alberta Health and Wellness including services such as Home Care 3 Employment Insurance 4 PDD 5 Rehabilitation Society Service Type The type of services the organization provides to clients Service type has been divided into PDD service and FSCD service Please choose the services that your organization provides under PDD services and those services under FSCD services For PDD service 4 options have been provided in addition to an other category 1 Community access Supports that promote an individual s participation in community activities 2 Community living Home living supports provided in a range of settings e g overnight staffed residence support home supported independent living in home and home respite 3 Employment Supports to assist individuals to gain and maintain employment 4 Specialized community supports Includes behavioral supports professional supports as
36. ices Child focused services are provided when a child s disability significantly limits his or her ability to function in normal daily living activities and are based on the child s and family s individually assessed needs Child focused services include a a range of respite services b assistance with extraordinary child care needs related to the child s disability c a range of aide supports d assistance with some of the extraordinary costs for prescription drugs prescribed formulas and diets ambulance or medical supplies e specialized services for children with severe disabilities involving support and consultation from occupational or physical therapists speech language pathologists psychologists and aides and f temporary out of home living arrangements if necessary to support a child when all other alternatives for in home supports have been explored Organizational Benefits The type of benefits offered to the employee by the organization Eight options have been provided in addition to an other category Alberta Health Care Dental benefits Health benefits Life insurance Long term disability insurance Optical benefits Pension RRSP contributions CON DO UV A WY Short term disability insurance Number of Position Vacancies as of April 1 As of March 31 If this information is available to your organization the number of positions that are vacant at the beginning and at the end of the PDD fiscal year
37. ised that everyone review the terminology that is used see page 30 This will ensure that the summary information provided within the HR Pro Tracker is calculated for you online For example in the summary sheet provided in the HR Pro Tracker even if you have a space s before or after any terms the turnover rates that are calculated for you will not include information where you have the space s This also ensures that the information you provide for analysis of industry turnover across Alberta can be analyzed without the analyst having to interpret the terminology to make it consistent risking inconsistent data If your organization DOES NOT track all of the employee variables in the HR Pro Tracker please fill in the information that you do track and submit that data for provincial analysis Even if your organization does not track all of the information in the HR Pro Tracker providing what you do track will provide ACDS with data that they can use to make a provincial case Without information from a large number of organizations ACDS cannot make the case that the information is representative of the sector provincially 2012 Alberta Council on Disability Services Chens UPLOADING AND OPENING Your FILES Step 1 UPLOADING DATABASE TO YOUR COMPUTER 1 Go to www hrpro tracker ca 2 Login to the site using the username and password provided to you Note The Forgot your password Forgot your username and Crea
38. izations have submitted data and will not be used in the analysis This information will be deleted from the final data file containing the amalgamated data 2 PDD Region of Alberta This field is a checkbox field All six PDD regions have been input into the checkbox field You can only choose an option that is provided in the list Click in the box next to the appropriate region 3 City Town Population This field is a checkbox field Choose a population category provided in the list If you do not know the population of your city a search in a search engine such as Google should pull up a link to the population of your city Using the g PDD Region City Town following search terms should provide a of Alberta Population useful link population of lt city name gt Alberta M lt 1 000 l Central M 1 001 10 000 M 10 001 39 999 l Edmonton I Northeast T 40 000 T Northwest M South 2012 Alberta Council on Disability Services iens gt COMMUNITY DISABILITY SERVICES 9 K STRONGER COMMUNITIES IT MEANINGFUL WOR GER 4 Does your organization require new employee orientation and or new employee job training This field is a checkbox field If your organization requires new employees to participate in an orientation and or job training within their first few months on the job please check the yes checkbox If your organization does not require either of these please check the no
39. n estimated average hourly wage based on the entire fiscal year For those employees who are paid based on a set amount rather than an hourly wage i e certain figure for a 24 hour period week or month etc please leave hourly wage blank Average Hours Worked per Week This field is for the number of hours the employee has been hired to work per week Overtime and relief shifts should not be included in the hours worked per week unless this is part of the employee s conditions of employment For those employees who are casual employees and do not work a set amount of weekly hours please calculate an average number of hours worked per week across the entire fiscal year Hourly Wage for Sleep Hours This is a numeric field only and has the same formatting as Average Hourly Wage see above description for Average Hourly Wage for more details Hours Worked per Week for Sleep Hours This field is for the number of hours the employee spends working sleep shifts on a regular basis Please enter in the hours the employee regularly spends working sleep shifts Termination Date The employee s termination date has also been set out in three separate fields using the same formatting as birth date and start date with the organization Who s Decision was it for the Employee s Termination When copying and pasting from an existing database please use the following options and formatting 1 Employee was fired 2
40. n into the appropriate column of the HR Pro Tracker Rather than selecting the entire column please select only the cells in which data appears 1 Click on the first cell where your data starts ignoring the heading row 2 Press the end key then hold the shift key and press the down arrow key This will select everything from the first cell to the last cell that has information Note that if you have information missing for an employee you may need to scroll down to the last employee to ensure all of the information is selected 3 Copy this selection short cut is control C 4 Paste the selection into the HR Pro Tracker template file using paste special in the edit menu and using the values option in the pop up menu see page 21 for a visual depiction of this process There is formatting in the worksheet that will highlight any data entry errors that may have occurred Pasting only the values will ensure that the formatting built in will remain 5 Follow this process for each column of data 4 Fill in missing information If your database does not contain a column of information within the HR Pro Tracker please fill in the information for each employee following the instructions provided under Manual Data Entry if the information is available for your employees 5 Check for accuracy The worksheet has been formatted to highlight cells where a data entry error may have occured Please
41. of the file As such sending the entire file may cause some problems in uploading Because of this please follow the steps under Step 2 Removing Unnecessary Information to reduce the file size and send only the relevant information the organization information and the employee information worksheets 1 Go to www hrpro tracker ca 2 Login to the site using the username and password you were given If you do not have the username and password please email Stacey Kowbel at Vecova skowbel vecova ca 3 Click on the HR Pro Tracker link 4 Click on the Submit File link Logout Downloads Home Search Document Z Home Instructions HR Pro Tracker Contact Us Categories Instructions HR Pro Tracker Contact Us 2012 Alberta Council on Disability Services Chens gt COMMUNITY 23 DISABILITY SERVICES MEANINGFUL K STRONGER COMMUNITIES Submit a Document Step 1 of 3 Choose the 5 In Step 1 of 3 click on upload a file from efoad method your computer and click next Upload file from your computer Transe Server Link a file from another server to this server Submit a Document Step 2 of 3 Upload a file from your computer 6 In step 2 of 3 click on browse select the file and click upload Select a file HR Pro Tra ACDS xlsm 7 In step 3 of 3 choose HR Pro Tracker Upload from the c
42. on classifications from Community Disability Services by the six wage categories Turnover by Gender This table provides a calculation of turnover for men and turnover for women Turnover by Length of Employment This table provides a calculation of turnover based on the length of time an employee has worked at the organization Length of employment has been categorized into six time lengths lt 6 months 6 months to 1 year 1 year to 2 years 2 years to 5 years 5 years to 10 years gt 10 years Turnover by Age This table provides a calculation of turnover for five age categories lt 25 25 34 35 44 45 54 55 Turnover by Employment Status This table provides a calculation of turnover based on full time part time status and permanent casual contract status Turnover by Education Level This table provides a calculation of turnover based on the level of education of the employee high school certificate diploma degree graduate degree and other 5 Year Forward Capacity of the File The file has been created so that up to 5 years of calculations can be completed The last 4 years of turnover summary tables contain three additional columns 1 Difference in Turnover 2 Is this Difference Significantly Different 3 t Test Value The Difference in Turnover column presents the numerical difference in turnover from the current year to the previous year The Is This Difference Significantly Different column determines
43. only If you do not enter a number you will get an error message prompting you to enter an number only You will also get an error message if you entered an amount lower than the minimum wage rate in 2012 9 75 or higher that 200 15 Average Hours Worked per Week This field is a free field Type in the hours worked per week by the individual as designated by his her status For example if the employee was hired to work 35 hours week but regularly puts in 5 hours of overtime per week only record 35 hours in this cell Update hours worked per week as necessary for the employee For those employees who are casual employees and do not work a set amount of weekly hours please provide an estimate of the average number of hours they work per week if this is not possible please leave the field blank This field is locked down so that you must enter in a number only and the hours must range from 0 to 84 the maximum weekly hours allowed in Alberta without written permission from the Director of Employment Standards You will get an error message prompting you to ensure the data was entered correctly 16 Hourly Wage for Sleep Hours This field is a free field If the employee has regular sleep shifts enter in the hourly wage they receive during sleep shifts Update this hourly wage as necessary for the employee 17 Hours Worked per Week for Sleep Hours This field is a free field If the employee has regular sleep shifts enter in th
44. oose Enable Macros If your security is set at high or very high then you will get the following message Microsott Excel Macros are disabled because the security level is set to High and a digitally signed Trusted Certificate is not attached to the macros To run the macros change the security level to a lower setting not recommended or request the macros be signed by the author using a certificate issued by a Certificate Authority Hide Help lt lt i pen in Help Window You may encounter this error for the following reasons 1 Macro security is set to Very High and the application encounters a signed macro but the macro was automatically disabled Use the following procedure to enable the macro Select the Tools menu option and then select Macro and Security In the resulting Security dialog set the security level to High by clicking the High radio button Close the file and any other instances of the application currently running on the computer close all applications that also use the application you are currently running Open the fle again and examine the certificate of trust details and set the Always trust macros from this marhlichae haw if imir iict Hio rerhfeste ieciied hws Hiao rmaihlichiar In order for the checkboxes in the organization information sheet to work macros need to be enabled You will need to close the HR Pro Tracker and change the security setting for macros in Excel be
45. or Medication Administration training When copying and pasting from an existing database please use the following options High school Certificate Diploma Degree Graduate degree Other O om A W N 2012 Alberta Council on Disability Services iens e gt COMMUNITY DISABILITY SERVICES 34 K STRONGER COMMUNITIES MEANINGFUL WOR Is Highest Level of Education in a Related Field This is to keep track of individuals who have education in a field related to the community disability services sector You have been provided with 3 options When copying and pasting from an existing database please use the following options 1 Community disability field 2 Social science 3 Other Foundations Training This is to keep track of individuals who have completed or are enrolled in the Foundations Training You have been provided with 3 options When copying and pasting from an existing database please use the following options 1 Completed 2 In progress 3 Not enrolled Community Disability Services Employee Position Classification You have been provided with 6 specific choices plus two other options When copying and pasting from an existing database please use the following options excluding the definition 1 Community disability services worker Provides front line service 2 Community disability services practitioner Provides service in more complex circumstances and covers a broader range of servi
46. or benefits yes or not no If there is a qualifying period within your organization before the employee can receive benefits you can choose yes as their eligibility when you enter in their information initially However if they leave the organization prior to the end of their qualifying period please ensure that you change the benefit eligibility to no for turnover purposes Otherwise update eligibility for benefits as necessary for the employee AZ T P g R If Service Type is eri t Stat Other please Employment Status Se rier ae in i i Sage ermanent casual explain in this fulltime parttime p 3 RN column contract Employee ID Is the Employee ponini nervice Type Fligible for Benefits Number 2012 Alberta Council on Disability Services Chens gt COMMUNITY DISABILITY SERVICES 1 8 MEANINGFUL WORK STRONGER COMMUNI TIES 14 Average Hourly Wage This field is a free field Type in the hourly wage received by the employee Update hourly wage as necessary for the employee If they work more than one position at different rates or if they are casual employees who receive different rates please provide an average hourly wage for the employee For those employees who are paid based on a set amount rather than an hourly wage i e certain figure for a 24 hour period week or month please leave hourly wage blank This field is locked down so that you must enter in a number
47. outh Senices Information and Referral Support Family Support Senices Child Focused Services Other please explain below La a a a as a Fe Number of Position Av if available At the end of the fiscal year please type in the number of vacancies if known to your organization in the cell directly below the heading Again please continue using this cell for this information 2012 Alberta Council on Disability Services Coens COMMUNITY DISABILITY SERVICES 1 1 MEANINGFUL WORK STRONGER COMMUNITIES 12 Average Number of Employees in the Organization This is a locked field This cell automatically provides you with the average AET E EE number of employees on an annual basis It continuously MA istar Pujas iiaa updates the number of employees as you input new RDA PS cage pia information related to the average number of employees pee ao in the organization see Turnover Definitions on page 24 for how the average number of employees is calculated 13 Organizational Turnover This is a locked field This cell automatically provides you with the annual turnover rate for your organization It continuously updates the turnover rate as you input new information related to turnover see Turnover Definitions on page 24 for how organizational turnover is calculated Step 3 ADDITIONAL ORGANIZATION INFORMATION The information we have asked you to provide is information that will help
48. rter quarter year year Average Number of Number of Number of Emipoyees who Employees who Employees Left Left the Field Tumover Quarter Percentage umna e f a we sm params we nae fara e we wm m f e e e a e Turnover by Quarter This table provides a calculation of turnover for each quarter and for the fiscal year as a whole In addition to the five columns in all of the tables this table also provides information regarding the number of employees who have reported to the organization that they are leaving the disability field Turnover by Wage Range This table provides a calculation of turnover for six different hourly wage ranges lt 10 00 10 01 15 00 15 01 20 00 20 01 25 00 25 01 30 00 gt 30 00 These hourly wage ranges were chosen based on what these rates would calculate to as an annual salary based on full time employment with a 40 hour work week e g 10 00 hour 20 000 year Turnover by Position This table provides a calculation of turnover for eight position classifications from Community Disability Services an additional other category was added see Terms and Definitions page 26 for this addition 2012 Alberta Council on Disability Services iens lt e COMMUNITY DISABILITY SERVICES 26 MEANINGFUL WORK STRONGER COMMUNITIES Turnover by Position and Wage Range This table provides a calculation of turnover for the eight positi
49. se add a second row for this employee and fill in the fields accordingly for both types of funding service Update funding service type as necessary for the employee Note that you cannot insert or delete rows because the worksheet is locked to prevent any structural changes You will need to enter the information in the next available row and you can sort the data alphabetically numerically as needed 11 Employment Status full time part time student This field is a drop down field Choose the appropriate employment status for the employee The employee s status should be based on your organization s definitions of full time and part time and what their classification is in your organization lf an employee is a summer or practicum student you would choose that status here so that their term turnover does not affect your overall turnover rate Summer practicum students are not included in any of the counts in the Turnover info and summaries worksheet In order for an employee to be tallied in the turnover info and summaries worksheet this field must be filled in Update employee status as necessary 12 Employment Status permanent casual contract This field is a drop down field Choose the appropriate employment status for the employee from the list Update employee Status as necessary 13 Is The Employee Eligible for Benefits This field is a drop down field Choose from the list whether the employee is eligible f
50. sessments and other specialized supports For FSCD service 3 options have been provided in addition to an other category 1 Information and Referral Support Information and referral supports are available to all families regardless of eligibility for the FSCD program including a information about federal and provincial government programs and services community supports and local resources b assistance obtaining and coordinating supports and services c referral to community support and advocacy resources such as parent support groups disability associations or advocacy organizations and d information and support to empower parents to advocate for their child 2 Family Support Services Family support services may be provided based on the family s needs and circumstances including a individual and family counseling b assistance with the cost of clothing and footwear needs related to the child s disability c assistance with the cost of attending medical appointments such as parking mileage meals accommodation and sibling care and d respite services 1 Note that all definition information was obtained from the Alberta Government Children and Youth Services website http www child gov ab ca home 802 cfm on December 3 2012 2012 Alberta Council on Disability Services 31 ens lt e gt COMMUNITY DISABILITY SERVICES 32 K STRONGER COMMUNITIES MEANINGFUL WOR 3 Child Focused Serv
51. t Stacey Kowbel in the Research Service at Vecova Centre for Disability Services and Research Phone 403 284 1121 ext 383 email skowbel vecova ca ALL OTHER INQUIRIES If you have any other questions regarding the tool definitions or categories used or the process please contact Jim DesRoches at the Alberta Council on Disability Services Phone 403 250 9495 ext 233 email jim acds ca 2012 Alberta Council on Disability Services iens
52. te an account are templated links If you need an account or a username password reminder please email Stacey Kowbel at skowbel vecova ca 3 Click on the HR Pro Tracker link 4 Click on HR Pro Tracker Excel 2003 Templates 5 Click on HR Pro Tracker Template or Download under the HR Pro Tracker Template file for the database file 6 Save the file to your computer In submitting the data you will be provided with specific instructions for naming the file Username resources tool designed to track hu munity Disability Service Sector in Alberta esponses to workforce issues The HR Pro e tool and an effective way to track fo allows the sector to obtain critical and brce The HR Pro Tracker is a key element for the Community Disability Services Password Remember Me E e Sector acknowledges the generous e Forgot your password niors and Community Supports Persons with Forgot your username Create an account Search Document Submit File a HR Pro Tracker Templates Downloads Home Categories Home Instructions HR Pro Tracker Contact Us gt Downloads Home A Search Document X Submit File HR Pro Tracker Templates Documents Order by Name Date Hits Ascendant HR Pro Tracker Manual al Hits 58 06 15 20 Download View Details Pro Tracker Template not Download Details Hits 192 01 05 20 In saving
53. the remaining files to your computer follow the same steps however DO NOT rename the files It is also important to save the files to an area of your computer that will not have a long directory extension If you can save the files to your root directory C this is the best place to save the file initially The formulas that are used in the HR Pro Tracker file are long and you will have problems resourcing your files if you do not have a short extension Once you have completed the resourcing of files in step 3 below you can move the files you will need to move all 4 files at the same time 2012 Alberta Council on Disability Services ens e gt COMMUNITY DISABILITY SERVICES 4 K STRONGER COMMUNITIES MEANINGFUL WOR 0 Step 2 Macro MESSAGE Depending on the macro security level set in Excel a macro message may pop up on your screen when you open the HR Pro Tracker If your security is set at low then you will not get a message If your security is set at medium then you will get the following message Secunty Warning HAAHR tracking tracking tool tool Human Resources Tracking Tool update 11 xls contains macros Macros may contain viruses Itis usually safe to disable macros but if the macros are legitimate you might lose some functionality m Disable Macros Enable Macros More Info In order for the checkboxes in the organization information sheet to work macros need to be enabled Ch
54. the wording in the HR Pro Tracker you can adjust things either within your database so that you make the change only once or you can make the change in the exported data Use the find and replace tool in the edit menu in Excel or within your database to make these changes quickly and easily Even if you are not using the Turnover information and summaries that are provided to you within the tool the research consultant needs to have the terminology synchronized as they are not able to guess at how your organization s terminology fits with the terminology within the HR Pro Tracker 2012 Alberta Council on Disability Services iens gt COMMUNITY 3 DISABILITY SERVICES 1 MEANINGFUL WORK STRONGER COMMUNITIES 2 Ensure all cells are unprotected If you plan to work within the HR Pro Tracker once your file wording matches that of the HR Pro Tracker select all of the cells in that worksheet click on the box beside Column A and above Row 1 and ensure that the cells are not locked 1 Click on the format menu 2 Click on cells 3 Select the protection tab 4 Ensure the box next to locked is unchecked If your cells are locked and you copy the information into the HR Pro Tracker then you will not be able to edit this information 3 Copy and paste Once you ensure your cells are unlocked select the information in each column individually and copy the data from that colum
55. tion aa es y 9 How Many Clients How Many Clients are The list provides you with six options PEEP AERISIRE are aes as of ARPAS 2 of Funding Source s S i employee job training pril 1 March 31 please check all funding sources ployee jol g that apply to your organization For a Seven aai F No Sentes example if you receive PDD funding and sre an Employment Insurance funding check the and Wellness boxes that apply to both PDD funding and ep Sects Insurance Employment Insurance funding M PDD Rehabilitation z Society If you receive funding from a source not identified in the list please check other O eoatais below and type in what that source is in the first empty cell in that column Employee Information Turnover Info and Summaries Paste 2012 Alberta Council on Disability Services iens MEANINGFUL WOR COMMUNITY DISABILITY SERVICES K STRONGER COMMUNITIES 8 Service Support Type This field is a checkbox field The list provides you with two sets of options 1 5 options for PDD funded organizations 2 7 options for Alberta Children and Youth Services funded organizations Please choose all service support types that apply to your organization If you provide services supports not identified in the list please choose other and type in what that service support is in the first empty cell in that column 9 Organizational Benefits This field is a checkbox field
56. whether the difference is statistically higher statistically lower or not statistically different from the previous year The cells are colour coded depending on the result statistically higher turnover has a red background statistically lower turnover has a light yellow background and no statistical difference has a white background The t test value column provides the statistical number for those who are interested in seeing this number a higher absolute value indicates a stronger difference whereas a lower absolute value indicates a weaker difference or no difference Frequency of Reasons for Leaving Position Provided by Employee This table provides a count of the number of times a particular reason was provided by an employee for why s he left the position This table includes a summary for all 5 years of the file s forward capacity 2012 Alberta Council on Disability Services iens gt community 27 DISABILITY SERVICES MEANINGFUL WORK STRONGER COMMUNITIES TURNOVER INFORMATION AND SUMMARIES FOR INTERNAL USE By keeping the HR Pro Tracker up to date you can take immediate snapshots of your organization if you need to provide information to your CEO or ED Board of Directors or any other stakeholders You can use the information in the turnover info and summaries worksheet to provide an annual or quarterly comparison Step 1 Save MuLTIPLE Copies If you would like to provide any comparitive information
57. you should save copies of your HR Pro Tracker file by quarter or by year When you update the information throughout the year this will change the numbers throughout the worksheet not just the numbers related to the current year For example on April 1 2012 an employee was earning 14 50 an hour In the turnover info and summaries worksheet they will be counted in the 10 01 15 00 an hour category In June 2013 they received an increase to 15 50 an hour They will now be counted in the 15 01 20 00 an hour category for the 2013 14 fiscal year but also for the 2012 13 fiscal year The spreadsheet can only keep track of the current information you have entered As such if you are using the HR Pro Tracker for comparitive information on the employee variables you should save a copy of your file each year or quarter by including the date in the file name While in most cases employees will not cross over categories within a fiscal year by Saving multiple copies of your data you will ensure the most accurate information for your organization For example if ACDS were to use the information in the HR Pro Tracker for comparitive information on a quarterly basis they would save the files HR Pro Tracker ACDS April 1 2012 HR Pro Tracker ACDS July 1 2012 HR Pro Tracker ACDS October 1 2012 etc They can then compare the information from the April 1 file to the July 1 file then the July 1 file to the October 1 file to provide a

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