To FLAC or not to FLAC, that is the question?

1. To FLAC or not to FLAC, that is the question? Presented by: Anita Bender, Payroll Manager and Mum Martens, Senior Manager of Employment and Training Oakton Community College – Des Plaines and Skokie May 21, 2013

2. Session Rules of Etiquette Thank you for your cooperation! Please turn off your cell phone/pager If you must leave the session early, please do so as discreetly as possible Please avoid side conversation during the session

3. Introduction • To determine if FLAC is a product that your institution can benefit from. • Accommodate multiple schedule types per course and factor those appropriately in compensation calculations • Faculty can review online summary and detail of their compensation • Faculty can view load and compensation information by term, course and position/suffix • Eliminating manual data entry and errors, provides consistent accuracy in data • Allows both parties insert comments on their records

4. Why Oakton went with FLAC? • Flexibility to break FLAC into multiple projects • Credit and Non-Credit Implementation • Credit: Live Spring 2011 • Non-Credit: Live Summer 2012 • Looking to review how we handle over load payments for full-time faculty

5. Faculty Compensation - General Flow Banner Student Faculty Record, Assignments, & Load Data Banner HR Employee Information Extract Process for Compensation Calculations and View Process rules and system controls Administrator & Academic executives can view faculty course compensation summaries and details Administrator verifies load, assignments, and completes faculty rates

6. Faculty Compensation - General Flow Job information created and is marked as ‘apply’ Academic executive can revise and/or lock the final compensation record Faculty member can view and acknowledge compensation details Compensation data is applied to Banner HR to NBAJOBS

7. Preparation for Implementation

8. Implementation • What is your current process? • Spreadsheets • Data was manually entered by division offices and Human Resources • Credit side – salary schedules were determined by contract • Non-Credit • No salary schedules – a larger view of how faculty were paid

9. Implementation • Team • Payroll • Human Resources • Division Offices • Banner interaction • Informational Technology • Student • Academic Administration • Alliance (non-credit)

10. Implementation Contract Types Establish contract types: by functional area Non-Credit CE- Continuing Education FR – ALL Flat Rate HC - ALL Head Count • Credit • AM = Applied Music • CL – Clinical • CO – Coach • LI – Library • NI – Non-Instructional • PT – Part Time

11. PTRFLCT

12. Implementation • Schedule Types • DLE - Discussion/Lecture • DLI - Discussion/Lecture/In District • IAT - Interactive TV/Distance Learning • IND - Independent Study • INF - Internship/Filed Study • INT - Internet Course • LAC - Lab/Clinical • LAD - Lab/Lab Discussion • TOU - Tour • TV - TV

13. PTRFLAC

14. Implementation • Salary schedules • Salary Table • PTVFLCL – Faculty Compensation Level Validation • STVNIST – Faculty non-instructional code validation • PTRNIST – Faculty load and compensation non-instructional rules • PTVFLIC – Incremental compensation code validation form • PTRFLIC – Faculty load incremental compensation rule • Credit and Non-Credit • Prep time

15. Going Live

16. Going Live • Met weekly and scheduled open labs • Allowed employees to come and have a space to lock records and work together • Payroll was available to answer questions and trouble shoot • Re-run PEPFLAC as necessary on individual level • Timeline • Once current payroll finished, Payroll immediately runs PEPFLAC for the next pay period • Division offices have about 10 working days to review and lock records

17. Going Live • Customizations and Modifications • Run PEPFLAC bi-weekly bringing in any new records where the course started during the specific payroll dates • Two specific jobs payroll runs before PEPFLAC • Assigns position number • Assigns the next suffix number • A job that changes the default Reg Pay to our specific earn code • Spring faculty pay • Ability on SSB to change the workload • Can be done on SIAASGN, but SSB was more efficient for our process • Modified download data to include additional information for auditing purposes • A job that downloads data for our board packets that include: name, ID, rate, start and end date of class

18. Sample Download Data

19. What We Learned

20. Learned • Always evolving process • Establish user groups • Comments • Use comments in SSB – follow trail • Contact payroll to re-run PEPFLAC for specific individuals during a pay period if there have been changes • Don’t want to unlock all the other records • Decided not to do compensation and acknowledgement • Changes are being made up until the payroll starting • Know our faculty and the consensus was that faculty would not be reviewing them

21. Our Unique Challenges • How we use position and suffix numbers • Running out of suffix numbers • Once recorded is extracted and applied changes are processed manually via a spreadsheet

22. Summary • Is work to set up and determine processes, but more efficient and accurate • Better service to our employees – view their payment history • Faculty are able to see what they are being paid for – inquiries regarding payments have decreased • Division offices have a better picture of assignments coming out of their area and others if the instructor is teaching across divisions

23. Questions ? Thank you! Contact Information Ms. Anita Bender, Payroll Manager anitab@oakton.edu or 847-635-1755 Ms. Mum Martens, Senior Manager of Employment and Training mmartens@oakton.edu or 847-635-1664