How to Balance the Staffing List

1. How to Balance the Staffing List Resource Management and Planning & Payroll Division

2. Agenda • Introductions • What is the staffing list? • Why do we have the staffing list? • Who is on the staffing list? • Where does the information originate? • When do we balance the staffing list? • What are our guidelines? • How to balance the staffing list? • In-class exercise • How does the academic process differ?

3. Introductions • Name • Department • Position • Years experience with Campus • Experience with Staffing List Resource Management and Planning & Payroll Division

4. Our Goals for Today are... • Understanding the staffing list, • Know where to obtain assistance to help balance your list, • Know what staffing list reports to use, • Balance your staffing list. I can’t believe its true!!! Resource Management and Planning & Payroll Division

5. WHAT is the staffing list? • The vehicle through which each department aligns its base budget with its actual staff & faculty salary commitments. • Contains permanent FTE, salary, and funding information. Resource Management and Planning & Payroll Division

6. Why do we have a staffing list We have a staffing list to: • Make sure we can pay everyone to whom we have made permanent commitments. • Ensure departments receive all base salary related funding. • Fulfill State of California reporting requirements.

7. Who is on the Staffing list? Included on the list are: • Staff positions (SUBS) and academic positions (SBXX) • Indefinite appointment (end date = 99/99/99) • Some exceptions for academics Resource Management and Planning & Payroll Division

8. What are the Guidelines? • Funding of salary adjustments must be provided in the fiscal year the change is implemented. • If the appointment ends permanently before June 30 of the current fiscal year, the base budget does not receive funding. • General Assistance (SUBG) positions are not reconciled in the staffing list process. Resource Management and Planning & Payroll Division

9. More Guidelines - Funding of Staff Salary Actions – Who funds what? • For General Funds and Registration Fee Funds (Core funds) • Campus funds merits and ranges • Dean/Vice Chancellor and departments responsibility • Managing turnover savings • Funding above the last incumbents salary • Funding Reclassifications • Funding departmental equity adjustment decisions • All other funds • Dean/Vice Chancellor and department fund all salary actions Resource Management and Planning & Payroll Division

10. Where does the list come from? There are three distinct sections to the list. • 1) Base Budget • DaFIS • 2) Salary Commitments • Payroll Personnel System (PPS) and Provision Databases • 3) Diagnostic section • Total base budget is compared to salary commitments Poof!! A staffing list! Resource Management and Planning & Payroll Division

11. Let’s Test Your Knowledge! With a Few Questions….. Resource Management and Planning & Payroll Division

12. The Staffing list “W”s.. What is the Staffing List? A) A resource to locate a person who works on campus B) The vehicle used to align department base budgets with salary commitments. C) An annual exercise mandated by UCOP to ensure plenty of overtime is worked at Fiscal Close. Resource Management and Planning & Payroll Division

13. The Staffing list “W”s.. What is the Staffing List? A) A resource to locate a person who works on campus. B) The vehicle used to align department base budgets with salary commitments. C) An annual exercise mandated by UCOP to ensure plenty of overtime is worked at Fiscal Close. Resource Management and Planning & Payroll Division

14. Which is not a reason why we have a staffing list? A) For the departments to ensure they receive ALL their base salary funding for SUBS, SB01. B) To ensure job security for UC Davis Staff. C) To satisfy the State of California. Resource Management and Planning & Payroll Division

15. Which is not a reason why we have a staffing list? A) For the departments to ensure they receive ALL their base salary funding for SUBS, SB01. B) To ensure job security for UC Davis Staff. C) To satisfy the State of California. Resource Management and Planning & Payroll Division

16. For Core funds: What is NOT funded by the Vice Chancellor/Dean and Departments? A) Turnover Savings B) Salary increase from previous employee C) Reclassifications D) Merit and Range Adjustments Resource Management and Planning & Payroll Division

17. For Core funds: What is NOT funded by the Vice Chancellor/Dean and Departments? A) Turnover Savings B) Salary increase from previous employee C) Reclassifications D) Merit and Range Adjustments Resource Management and Planning & Payroll Division

18. Last Question.. Where does the information come from? A) PPS distributions B) Provision database C) DaFIS D) All of the above E) Thin air POOF! Resource Management and Planning & Payroll Division

19. Last Question.. Where does the information come from? A) PPS distributions B) Provision database C) DaFIS D) All of the above E) Thin air POOF! Resource Management and Planning & Payroll Division

20. Let’s Learn More About the Sections…... Base Budget Section Salary Commitment Section Diagnostic Section Resource Management and Planning & Payroll Division

21. Base Budget Section Base Budget Section Resource Management and Planning & Payroll Division

22. Base Budget(BB) Basis for the Staffing List. Permanent on-going funding. Changes affect next year’s current budget. DaFIS BB document used to modify. Current Budget(CB) Authority to spend for current year. Shown as appropriations on ledger. Changes affect current year budget. DaFIS CB document used to modify. You mentioned the Base Budget? Resource Management and Planning & Payroll Division

23. Base Budget Augmented for annual cost of salary increase. Show up next fiscal year. Current Budget Augmented to cover current year expenses. e.g., a merit effective 10/1/11 received 9 months of current budget funding. Base vs. Current budget Base Budget is the foundation Resource Management and Planning & Payroll Division

24. Example: Resource Management and Planning & Payroll Division

25. How Do I Find My Base Budget? • DaFIS Reports Available: Most Useful for Staffing List Resource Management and Planning & Payroll Division

26. * * Note: Need to select Base Budget from report screen.

27. Base Budget Section... • Data is extracted from DaFIS. • The total consists of the: • Beginning base budget from last balanced Staffing List . • Currently, July 1, 2010 Final • Automated merit & range augmentations. • DaFIS BB documents prepared during the fiscal year for other augmentations (e.g., equity, reclasses). • The DaFIS Base Budget (BB) document is used to make changes. Resource Management and Planning & Payroll Division

28. Base Budget Section Components KING:Kings Department 3 1234567 ----- SUBS --- ---------- Paul Westphaul 0123456789 TRADED: MILLER, BRAD 0123456789 FUNDING CHANGE-K.MART SRANGE: JACKSON, BOBBY SRANGE: HAWES, SPENCER SMERIT:UDRIH, BENO SMERIT:THOMPSON, JASON HIRE: NOCIONI, ANDRES

29. Salary Commitment Section 01234567890 01234567890 Salary Commitment Section

30. Salary commitment section.. • Salary commitment information is broken down into: • Filled Positions = Real people/PPS distributions. • Open Positions = Place holder for vacant positions. Also known as a open provisions. Resource Management and Planning & Payroll Division

31. Salary Commitment Section Beno Udrih Andres Noiconi Spencer Hawes Gross Amount = Annual Amt * FTE Jason Thompson Bobby Jackson Jin Brockman Omri Casspi Tyreke Evans Francisco Garcia Jason Thompson Sean May Donte Green Kevin Martin Resource Management and Planning & Payroll Division

32. Filled Permanent Positions • This information is from current PPS distributions and must meet both criteria: • Distributions funded from SUBS/SB0X. • Indefinite appointments (end date = 99/99/99). • This information can be changed through PPS (i.e., PPS on-line update). Resource Management and Planning & Payroll Division

33. WARNING!!! Watch for: 1) The FTE box on the PPS distribution line. 2) Incorrect object codes (e.g., SUBG instead of SUBS). Why? It will cause the list to be out of balance. Resource Management and Planning & Payroll Division

34. Open Provisions are…. • Place holders for vacated positions that you intend to fill. They are not in PPS, but need to show on the staffing list as commitments. • Positions that are budgeted in the base budget to hold funding. • Managed by departments via the Open Provision form. • More information located at: http://www.provisions.ucdavis.edu/ Resource Management and Planning & Payroll Division

35. Obtaining Access to the Open Provision Form Apply for access through the Payroll office.  Information on gaining access to PPS-DS Located at http://payweb.ucdavis.edu/DSInfo/access.htm.

36. Access through web browser at http://www.provisions.ucdavis.edu/ • If you have forgotten your username and password a quick access self-service program is available. • Log into PPS Decision Support with your UC D Login ID • Click on the "Open Provision User ID/Password" link. Your current username and password should then be displayed. Resource Management and Planning & Payroll Division

37. Before we get started... Slow • Year = YYYY (required) • Example: • FY 2010-2011 enter 2011 • Two operation modes: • Query • Edit • Message bar is used to determine mode. Resource Management and Planning & Payroll Division

38. Give me all Chart 3 provisions Querying the system • When you bring up the form you are automatically in query mode. • All fields can be queried. • FAU field look-ups can only be utilized if all previous FAU fields are populated. • Wild card = % • Enter query information • Select Execute Query (? icon or menu) Resource Management and Planning & Payroll Division

39. To Edit a Provision • Query results will be returned in “Edit Mode”. • Select the provision record you want to modify. • To Modify: make change andSAVE. Resource Management and Planning & Payroll Division

40. To Add a New Provision • Be sure you are in “Edit” mode by canceling query mode by clicking on the ? Icon with the red X. • Use Insert button or menu to “Insert” Record. • Enter required fields. • SAVE Resource Management and Planning & Payroll Division

41. 2 Ways to End Provision • Recommended option: • Enter an end date, earlier than the date you are performing the transaction, in the “End Field”. Deleted No Data Available • Second Option: • Delete field from database with “Remove” function. • SAVE Resource Management and Planning & Payroll Division

42. Pull Down Menus Hot Buttons Key Block Active Row in White Provision Block Includes Rows and Fields Message Bar

43. Take a look at the system! • Now that we talked about the entries, lets see how we do this on the system. Resource Management and Planning & Payroll Division

44. Full Service Website: www.Provisions.ucdavis.edu • Help email: Provisions@ucdavis.edu • User Guide • FAQ document Resource Management and Planning & Payroll Division

45. Diagnostic Section 01234567890 FY 09-10 BUDGET 07-29-2009 01234567890 FY 09-10 BUDGET 07-29-2009 10-15-2009 10-15-2009 Diagnostic Section

46. Diagnostic Section • Totals are provided at the Full Accounting Unit (FAU) level. • The total base budget is compared to salary commitments. • Total positions plus total provisions are compared to budgeted FTE. Resource Management and Planning & Payroll Division

47. Diagnostic Section Resource Management and Planning & Payroll Division

48. When do we balance it? We should balance the staffing list: • Depends on departmental activity. A quarterly file is sent to the Office of the President. • Minimum mid-year to reflect major funding actions; and at fiscal year end. Resource Management and Planning & Payroll Division

49. When is it Required... Subject to Change. Check Fiscal Close Schedule • Departments must have their lists balanced by July 15, 2011. • Workshops are available. • Please contact Donna Udahl at 752-5318 or dfudahl@ucdavis.edu to schedule. • Before requesting a workshop: • Must have attempted to balance list. • Must have worked with your Dean’s or Vice Chancellor’s office. Resource Management and Planning & Payroll Division

50. And if I still don’t get it to balance... • Unbalanced staffing lists will be forced into balance by using SUBG funds from the same account. • A report of unbalanced accounts is sent to Deans/Vice Chancellor Office. Resource Management and Planning & Payroll Division