How to set up a salary range in SIMS Personnel

Transcription

1 How to set up a salary range in SIMS Personnel Document Reference DMS111 Published/Updated February 2019 Fully accredited by Capita SIMS for proven quality of SIMS support Contact us via the ICT Service Desk at: help@sd.hertsforlearning.co.uk

2 Herts for Learning 2019 Copyright of this publication and copyright of individual documents and media within this publication remains with the original publishers and is intended only for use in educational settings, schools and academies. All rights reserved. Extracts of the materials contained in this publication may be used and reproduced for educational purposes only. Any other use requires the permission of the relevant copyright holder. Requests for permissions, with a statement of the purpose and extent, should be addressed to: help@sd.hertsforlearning.co.uk Herts for Learning Ltd. Registered in England and Wales No Registered office: Robertson House, Six Hills Way, Stevenage, Hertfordshire, SG1 2FQ

3 CONTENTS CHANGES RELATED TO SALARY RANGES IN THE SPRING 2014 RELEASE... 1 Applying the Salary Range licence patch (19401) will make the following changes in your SIMS system:... 1 Prior to applying Patch BEFORE CONVERSION OF A SERVICE TERM... 2 HOW TO CONVERT YOUR EXISTING SERVICE TERMS TO BE SALARY RANGE BASED... 4 Introduction... 4 Important notes to be considered during the steps... 4 THE CONVERSION PROCESS... 5 Change the Service Term to Award by Salary Range... 5 Set Up the Pay Awards by Salary Range... 5 Adding a Salary Range to a Type... 6 Mapping Scales to Salary Ranges... 7 Completing the Process.. 8 i

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5 Salary Ranges Salary Ranges Applying the Salary Range licence patch (19401) will make the following changes in your SIMS system: There will be a new Award by Salary Range tick box visible in panel 1 Service Term Details within every current and new service term in your system. Converting a scale based service term to be range based using the Award by Salary Range tick box allows you to define pay awards by salary ranges with minimum and maximum values within new service terms. It is also possible to convert existing scale based service terms to be salary range based. This will convert the linked scale points within individual contracts to a salary value using a specially designed conversion routine, which enables users to map existing scales to their new salary ranges. Users can choose not to display salaries through the new Show Salary Values on Review Screen check box within the Staff Performance Setup page. This SP enhancement is available through a licence patch and not automatically available to schools. A new Salary Update screen will available via Tools > Staff > Salary Update, enabling users to update the salary of one or more staff members in a service term from a single screen, as opposed to entering every individual contract separately to make a salary change. Prior to applying Patch The following areas were updated automatically in the SIMS Spring 2014 upgrade, regardless of whether or not the Salary Range licence patch has been applied: Labels within the Salary Information report, Contract Analysis report, Contract Information report, Terminating Contract report as well as the pay scale area of the contract refer to Scale/Range and Point/Salary, where appropriate The SIMS reporting dictionary was updated with all new fields that enable the recording of salary ranges Doc Ref DMS111 Herts for Learning 2019 Page 1

6 Before conversion of a service term Before conversion of a service term Before converting a service term, please ensure you have taken a note of the following information and carried out the relevant steps: IMPORTANT INFORMATION This process cannot be reversed without restoring a copy of your data you may wish to take a backup directly before conversion. You MUST read and action these steps before proceeding. It is imperative that the following actions are taken prior to switching from existing Scale based Pay Awards to Range based Pay Awards. 1. Ensure that all contracts are up to date before conversion. 2. Ensure that your Active scales and values against points have been maintained accurately using the latest published pay awards. NB Active Scales - this refers to Scales which are currently in use against current and future contracts. 3. Print and retain the following Personnel report which can be used for comparison after conversion Reports > Personnel > Salary Information, together with any other reports you feel are necessary. NOTE: In order to view deferred contracts on the salary information report, you will need to change the effective date of the report to a future date, i.e. run it more than once for different dates. You could also use the reporting dictionary to pull out a list of deferred contract values. 4. If you are an FMS customer, you must run Salary Projections via Focus > Personnel Links > Salary Projection directly after conversion. 5. If you have a third party supplier who accesses your Personnel Data, such as a payroll provider, you must consult with them prior to taking this action to ensure they have made amendments to their systems, and are able to handle the changes that will occur as a result of the conversion process. If your payroll provider, for example, is unable to accept the salary range awards, your staff may be paid inaccurately or may not be paid at all. NB Payroll provider is an example of third party suppliers. Other systems may be affected. If you continue the following processes need to take place. This process will need to be completed from start to finish and cannot be saved part way through. You must define at least one new Range Type, Salary Range and Pay Award for this Service Term. Upon Saving the Salary Range definitions, you will be prompted to map the new Range Type(s) to existing active Scale definitions. This will enable the system to convert your current and any future contracts to the corresponding Range Type. At this point the system will convert all of your current and future contracts Page 2 Herts for Learning 2019 Doc Ref DMS111

7 Before conversion of a service term to the mapped Range(s) inserting the appropriate salary value. You can cancel the mapping process at any point, but this will have the effect of preventing you from saving the new Salary Range definitions. NOTE: The salary range functionality is activated by a licence patch. Please contact the ICT Service Desk to request the release of the patch. Telephone Options 1 & 1 help@sd.hertsforlearning.co.uk Service Desk Online Portal Please do not hesitate to contact the Service Desk if you require any further assistance or to discuss this process. Doc Ref DMS111 Herts for Learning 2019 Page 3

8 How to convert your existing service terms to be salary range based How to convert your existing service terms to be salary range based Introduction This chapter describes the processes that must be carried out and the considerations that should be taken into account when converting salaries from pay scales to ranges. You should read this information before carrying out any conversions. Important notes to be considered during the steps Mapping current scales to your new salary ranges - You cannot map multiple ranges to one scale but you can map multiple scales to one range. E.g. Teachers Main Scale 1 and Teachers Main Scale 2 could map to Teachers Main Range; however, Teachers Main Scale could not map to Teachers Main Range 1 and Teachers Main Range 2. This is because there has to be a direct mapping, and there isn t a way of choosing which teachers from the one service term move into which range. After conversion - If the old scale values that you had defined fall outside the new range values that you have defined, you will need to make the change manually within each contract e.g. a teacher is on point 1 of the Teachers Main Scale Service Term (i.e. will be converted to having a salary of 22022), or a teacher is on point 6 of the Teachers Main Scale Service Term (i.e. will be converted to having a salary of 32186), and the range that is defined is from 22,000 to 32,000, then those members of staff who were previously on point 1 or 6 of the service term will have a salary that falls outside the range. It is recommended that a range that encompasses all of the scale point values is chosen to avoid this. If you are adding a new Service Term and wish to record it with Salary values within a Salary Range, you will need to apply the patch for Salary Ranges, and simply add a Salary Range against the Service Term instead of Pay Scales. You will then be able to add the relevant salary values in the Staff Contracts. Page 4 Herts for Learning 2019 Doc Ref DMS111

9 The Conversion Process The Conversion Process The conversion process must be completed from start to finish for a service term. It cannot be saved part way. If you cancel the process at any point, the service term will revert back to scale and any changes made will be lost. NOTE: You must define at least one new Range Type, Salary Range and Pay Award for the converted service term. Change the Service Term to Award by Salary Range 1. Select Tools > Staff > Pay Related and search for and select the required service term 2. In the Service Term panel, select the Award by Salary Range check box 3. The Conversion Process Important Information dialog is displayed. Read through the information. This dialog can be printed by clicking the Print button 4. When you are ready to continue, select the I have read, understood and actioned the above, and accept the implications of converting Service Terms check box and click the Accept button 5. Select the month (this month or the following month) that the salary range is effective from the Effective 1st drop-down list NOTE: Validation on scale awards will only be carried out based on the Effective Date selected here. Set Up the Pay Awards by Salary Range NOTE: This panel is available only if the Award by Salary Range check box has been selected in the Service Term panel. 1. To add a new salary range, click the New button adjacent to the Types table or highlight a Type and click the Open button to display the Add/Edit New Salary Range Type for dialog 2. Enter a Code (up to four alpha-numeric characters) relevant to your pay range Doc Ref DMS111 Herts for Learning 2019 Page 5

10 The Conversion Process 3. Enter a Description (up to 50 characters) 4. Select the appropriate Pay Scale from the drop-down list, e.g. Teachers Main 5. Select the relevant Regional Pay Spine, e.g. Rest of England 6. Click the OK button to close the dialog NOTE: You can delete a salary range Type only if it has not been used in a contract. Adding a Salary Range to a Type It is recommended that the range entered encompasses all of the scale point values. If the old scale values that you had defined fall outside the new range values that you define here, you will need to make the change manually within each contract. 1. In the Pay Awards by Salary Range panel, highlight the Type to which you want to add a salary range 2. In the Salary Range area, either click the New button to add a new salary range or highlight an existing entry and click the Open button to display the Add New Salary Range for the dialog 3. Enter the Minimum Amount and Maximum Amount for the salary (up to six digits) 4. The Award Date defaults to today s date, either by clicking the Calendar button and selecting the required date or by entering it in dd/mm/yyyy format 5. Click the OK button to close the dialog and the Save button to save your changes NOTE: This date must be on or before today s date. You may receive the following message if the date is not correct. The Effective Date chosen at the beginning of the process is the date that is used in the staff contract; where point scale stops and the salary amount starts. 6. If you receive the following message, say No and ensure that the amounts entered are correct (steps 7 & 8) or that you have not imported the pay scales for the next pay year. If the salary amounts are correct then you can Yes which will allow you to continue to mapping scales to salary ranges If you do not receive this message then proceed to mapping scales to salary ranges overleaf. Page 6 Herts for Learning 2019 Doc Ref DMS111

11 The Conversion Process 7. You will need to ensure that the amounts entered are correct. This can be checked back in the currently collapsed Pay Awards panel by expanding the panel and checking the minimum and maximum amounts for the Teachers Main Pay Scale Expand here 8. If you have imported the pay scales for the next financial year you will need to delete them NOTE: Once saved, salary ranges can be deleted except for the oldest range linked to a particular Type. Mapping Scales to Salary Ranges You will need to map any existing scales to the new salary ranges. This dialog is displayed once you have added Pay Awards by Salary Range and saved your changes. NOTE: If you cancel the process at this point, all your changes will be lost and the service term will revert back to spinal progression. The Map Scales to Salary Ranges dialog is displayed which lists all the active scales on this service term. Active scales are those with an active contract associated to them. Validation of scale awards will only be done on current awards based on effective date of the award by salary range tick box. Where appropriate, the Active Scales and Ranges are matched. 1. Click in the relevant fields to add or remove the ticks NOTE: Only one range can be mapped to an active scale but you can map multiple scales to one range. For example, you could map Teachers Main Scale 1 and Teachers Main Scale 2 to Teachers Main Range but you cannot map Teachers Main Scale to Teachers Main Range 1 and Teachers Main Range When you are happy with your settings, click the Confirm button. Pressing the Cancel button will reverse all the changes made You may get a message about the date being outside the date range. Correct to either today s date or one before. Doc Ref DMS111 Herts for Learning 2019 Page 7

12 The Conversion Process Completing the Process Once the mapping process has been carried out, the record can be saved. IMPORTANT NOTE: Once the record has been saved, it cannot be reversed. Say Yes only if you are entirely happy with the setup. Otherwise say No and reconsider the setup and mapping until it reflects the pay structure required by the school. Page 8 Herts for Learning 2019 Doc Ref DMS111

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