ULTIPRO GUIDE FOR SALARY PLANNING CP

Transcription

1 ULTIPRO GUIDE FOR SALARY PLANNING CP 1

2 Salary Planning 2015 Introduction WELCOME TO SALARY PLANNING FOR MANAGERS! UltiPro Salary Planning is Healogics secure web-based application which will automate the process of annual increases. Salary Planning can be used to: Reduce the time and effort of the salary planning cycle Analyze the impact of salary adjustments at multiple levels Facilitate salary adjustments and one time payouts Link to personnel records so important employee data is accessible on the fly Monitor increase recommendations against budget 2

3 Salary Planning 2015 Distribution This year the 3% pool is completely discretionary. Some managers may have only one or two employees and should make an appropriate assessment and award an appropriate increase as opposed to automatically awarding a 3% increase. 3

4 Salary Planning 2015 Expectations Managers will rate and rank their employees to provide a basis for salary decisions. Increases within a group will follow a standard distribution. Supervisors will be prepared to justify the top and bottom recommendations in the distribution to their managers. Managers will have honest conversations with employees about salary recommendations. Senior Managers will inspect what they expect. Managers will be held accountable for their recommendations. 4

5 UltiPro Salary Planning allows Managers to: Access and view salary session pages for their team Edit Salary Session pages. Approve and submit a Salary Session worksheet. We will refer to the following descriptions in this presentation: Examples: Level 1 Manager = Field: (PD) Level 2 Manager = Field: (AVP) Level 3 Manager = Field: (SVP) Corp: (Manager) Corp: (Director) Corp: (Executive) 5

6 Key Information for 2015: Total salary budget is determined at (3%) this year. Employees hired on or after October 1, 2014 will not qualify Employees who received a Promotion in 2014, will not qualify for an increase (defined as combined title change & salary change in 2012) If your employees are Hospital Pass Thru s AVP s will receive an spread sheet with employees, AVP s will need to get an approval from Hospital, in order for Healogics to process the recommended increase. This year, we will accept an . completed form with approval to SALARYINFO@HEALOGICS.COM All screens are for illustration purposes ONLY real data is not being used. Some information may vary when the session is live. (i.e. pool amounts, default amounts, etc.) 6

7 Salary Planning Overview (Level 1 Managers) FIRST LEVEL MANAGERS EXAMPLE: (PD S) for Field (MANAGER S) for Corp. All screens are for illustration purposes ONLY real data is not being used. Some information may vary when the session is live. (i.e. pool amounts, default amounts, etc.) 7

8 UltiPro Salary Planning streamlines the Salary Planning process using data entry Wizards and Workflow to collect data. The following screens will provide a peek at the process: Managers will log into UltiPro and access the Salary Planning tab located under the My Team page. Managers will select the current session that is viewable/currently open (annual2015) 8

9 Select the session ANNUAL2015 When a Manager is logged into a current session, the Manager will see the following screen: 9

10 This Screen can be divided into 4 sections for a better picture of the process: Note: Employees in Blue are AUTOMATICALLY pro-rated! Example of prorated: If an employee has only been with our company 9 months, their increase will be based off of 9/12 of a year. Area 1: Session Title Area 2: Total Pool Amount with Proposal Amount Review proposal amount vs. pool amount, make sure you are not over pool amount prior to submitting! Area 3: Worksheets that have been submitted by subordinate managers Level 1 Manager WILL NOT have a worksheet to approve Area 4: Direct Reports and their worksheet Area 5: Submit Worksheet button to submit the worksheet once changes have been made 10

11 The following Steps will need to be completed to make adjustments to employee records: Click on edit (allows a complete view of employees on one page) Managers will be able to edit the percentage (%) of increase field or the amount (flat $$) of increase field (Recommended using the % field) BW = Annual increase this field will automatically adjust to default pool of 3.00% NOTE: POOL AMOUNT IS AUTOMATICALLY ADJUSTED BY EACH EMPLOYEE RECORD. * as changes are made the overall pool is automatically being adjusted. Managers should determine the amount to be allocated to each employee 11

12 The following steps must be completed to make adjustments to employee records: (Cont.) The determined amount should be populated in each affected employees field In this example, we are changing the ZZCC from 1.50% (see previous screen) to 1% Simply enter 1 in the % of increase field and move on to the next employee Note: if an employee is not getting an increase, place 0 in the field Note: pass thru s will need to be 0, until hospital approval is received in Corporate 12

13 When all determined increase amounts have been adjusted, you are now ready to update the spread sheet Click the update button Select OK to save Changes The main screen will appear with the changes that were made Review the changes, once more to ensure accuracy Review your PROPOSAL POOL to make sure you have not gone over the specified pool amount IT WILL NOT NOTIFY YOU IF YOU HAVE!! Click Submit Worksheet This will send the worksheet to the Level 2 manager (manager that you report to) NOTE: If changes need to be made after submitting the worksheet, you MUST contact your next level manager! You will not be able to make changes AFTER you have submitted your worksheet! 13

14 Salary Planning Key Reminders: Worksheets from level 1 must be submitted by March 03, 2015 BW = Base Wage (annual increase amount) After submitting, Level 1 Manager will not be able to make any edits they must contact Level 2 Manager. All managers will need to monitor their pool amounts the system will not notify you if pool is over budget company pool is 3.00% (annual) 14

15 Salary Planning Overview (Level 2 Managers) SECOND LEVEL MANAGERS EXAMPLE: (AVP S) for Field (DIRECTOR S) for Corp All screens are for illustration purposes ONLY real data is not being used. Some information may vary when the session is live. (i.e. pool amounts, default amounts, etc.) 15

16 UltiPro Salary Planning streamlines the Salary Planning process using data entry Wizards and Workflow to collect data. The following screens will provide a peek at the process: Managers will log into UltiPro and access the Salary Planning tab located under the My Team page. Managers will select the current session that is viewable/currently open (annual2015) 16

17 Select the session ANNUAL2015 When a Manager is logged into a current session, the Manager will see the following screen: Area 1: Total Pool Amount with Proposal Amount Review proposal amount vs. pool amount, make sure you are not over pool amount prior to submitting! Area 2: Worksheets that have been submitted by subordinate managers 2nd level needs to approve prior to submitting their own worksheets Area 3: Direct Reports and their worksheet Area 4: + button allows Level 2 manager to view Level 1 direct reports increase recommendations Area 5: Submit Worksheet is not visible until Level 2 approves Level 1 worksheet (see Area 2 in above example) 17

18 Manager 2 s screen with KEY areas: Area 1: Total Pool Amount with Proposal Amount from Level 1 - Review proposal amount vs. pool amount, make sure you are not over pool amount prior to submitting! Area 2: + button allows Level 2 manager to view Level 1 direct reports increase recommendations (if changes need to be made make them here) Area 3: Level 2 Manager will need to approve the Prior Level s worksheet BEFORE they can submit their own. Details on making changes are in the next set of slides: 18

19 The following steps must be completed to make adjustments to Manager 2 s direct report employee records: Click on edit (allows a complete view of employees on one page) Managers will be able to edit the percentage (%) of increase field or the amount (flat $$) of increase field (Recommended using the % field) BW = Annual increase this field will automatically adjust to default pool of 3.00% NOTE: POOL AMOUNT IS AUTOMATICALLY ADJUSTED BY EACH EMPLOYEE RECORD. * as changes are made the overall pool is automatically being adjusted. Managers should determine the amount to be allocated to each employee 19

20 The following steps must be completed to make adjustments to YOUR TEAM S employee records: The determined amount should be populated in each affected employees field In this example, we are changing the ZZCC from 1.50% (see previous screen) to 1% Simply enter 1 in the % of increase field and move on to the next employee Note: if an employee is not getting an increase, place 0 in the field Note: pass thru s will need to be 0, until hospital approval is received in Corporate 20

21 When all determined increase amounts have been adjusted, you are now ready to update the spread sheet Click the update button Select OK to save Changes The main screen will appear with the changes that were made Review the changes Review your PROPOSAL POOL to make sure you have not gone over the specified pool amount IT WILL NOT NOTIFY YOU IF YOU HAVE!! It is now time to review the worksheets that were submitted to you. 21

22 Approving Level 1 Worksheet 1. Level 2 MUST approve or deny the Level 1 worksheet prior to submitting own worksheet 2. Deny: If worksheet is denied, an will be sent to that manager notifying that they need to make adjustments Note: addresses MUST be in UltiPro in order for this to work properly! 3. Click on the + Icon next to your direct report this will expand the view to see what was submitted to you. 4. Review the changes (IF CHANGES NEED TO TAKE PLACE REFER BACK TO previous slides for making changes) 5. Click Submit (see above screen shot under the Reviewee s area) 6. After entering your Team s recommendations and approving the worksheet submitted to you You can now submit the entire worksheet to the NEXT LEVEL By Clicking Submit Worksheet (Located at bottom of screen) 7. This will send the worksheet to the next level manager (manager that you report to) NOTE: If changes need to be made after submitting worksheet, you MUST contact your next level manager! You will not be able to make changes AFTER you have submitted your worksheet! 22

23 Salary Planning Overview (Level 2 Managers) Key Reminders: Worksheets from level 2 must be submitted by: March 09, 2015 BW = Base Wage (annual increase amount) After submitting, Level 2 Manager will not be able to make any edits they must contact Level 3 Manager. All managers will need to monitor their pool amounts it will not notify you if pool is over budget. 2015company pool is 3.00% (annual) 23

24 Salary Planning Overview (Level 3 Managers) THIRD LEVEL MANAGERS EXAMPLE: (SVP S) for Field (EXECUTIVE S) for Corp All screens are for illustration purposes ONLY real data is not being used. Some information may vary when the session is live. (i.e. pool amounts, default amounts, etc.) 24

25 UltiPro Salary Planning streamlines the Salary Planning process using data entry Wizards and Workflow to collect data. The following screens will provide a peek at the process: Managers will log into UltiPro and access the Salary Planning tab located under the My Team page. Managers will select the current session that is viewable/currently open (annual2015) 25

26 Select the session ANNUAL2015 When a Manager is logged into a current session, the Manager will see the following screen: Area 1: Total Pool Amount with Proposal Amount Review proposal amount vs. pool amount, make sure you are not over pool amount prior to submitting! Area 2: Worksheets that have been submitted by subordinate managers 3rd level needs to approve prior to submitting their own worksheets Area 3: Direct Reports and their worksheet Area 4: + button allows Level 3 manager to view Level 1 and Level 2 direct reports increase recommendations Area 5: Submit Worksheet is not visible until Level 3 approves Level 2 worksheet (see Area 2 in above example) 26

27 Manager 2 s screen with KEY areas: Area 1: Total Pool Amount with Proposal Amount from Level 1 - Review proposal amount vs. pool amount, make sure you are not over pool amount prior to submitting! Area 2: + button allows Level 2 manager to view Level 1 direct reports increase recommendations (if changes need to be made make them here) Area 3: Level 2 Manager will need to approve the Prior Level s worksheet BEFORE they can submit their own. Details on making changes are in the next set of slides: 27

28 The following steps must be completed to make adjustments to employee records: Click on edit (allows a complete view of employees on one page) Managers will be able to edit the percentage (%) of increase field or the amount (flat $$) of increase field (Recommended using the % field) BW = Annual increase this field will automatically adjust to default pool of 3.00% NOTE: POOL AMOUNT IS AUTOMATICALLY ADJUSTED BY EACH EMPLOYEE RECORD. * as changes are made the overall pool is automatically being adjusted. Managers should determine the amount to be allocated to each employee 28

29 The following steps must be completed to make adjustments to YOUR TEAM S employee records: The determined amount should be populated in each affected employees field In this example, we are changing the ZZCC from 1.50% (see previous screen) to 1% Simply enter 1 in the % of increase field and move on to the next employee Note: if an employee is not getting an increase, place 0 in the field 29

30 When all determined increase amounts have been adjusted, you are now ready to update the spread sheet Click the update button Select OK to save Changes The main screen will appear with the changes that were made Review the changes Review your PROPOSAL POOL to make sure you have not gone over the specified pool amount IT WILL NOT NOTIFY YOU IF YOU HAVE!! It is now time to review the worksheets that were submitted to you. 30

31 Approving Level 1 Worksheet 1. Level 2 MUST approve or deny the Level 1 worksheet prior to submitting own worksheet 2. Deny: If worksheet is denied, an will be sent to that manager notifying that they need to make adjustments Note: addresses MUST be in UltiPro in order for this to work properly! 3. Click on the + Icon next to your direct report this will expand the view to see what was submitted to you. 4. Review the changes (IF CHANGES NEED TO TAKE PLACE REFER BACK TO previous slides for making changes) 5. Click Submit (see above screen shot under the Reviewee s area) 6. After entering your Team s recommendations and approving the worksheet submitted to you You can now submit the entire worksheet to the NEXT LEVEL By Clicking Submit Worksheet (Located at bottom of screen) 7. This will send the worksheet to the next level manager (manager that you report to) NOTE: If changes need to be made after submitting worksheet, you MUST contact your next level manager! You will not be able to make changes AFTER you have submitted your worksheet! 31

32 Salary Planning Overview (Level 3 Manager) Key Reminders: Worksheets from level 3 must be submitted by: March 16, 2015 BW = Base Wage (annual increase amount) After submitting, Level 3 Manager will not be able to make any edits they must contact Next Level Manager. All managers will need to monitor their pool amounts it will not notify if pool is over budget company pool is 3.00% (annual) 32

33 Points to Remember: Corporate establishes the pool percentage (%) and opens the session 2015 pool amount is: 3.00 % (base wage) = Annual Level 1 Manager initiates the initial increase proposal and submits to Level 2 Manager Level 2 Manager approves Level 1 Manger s worksheet then prepares own sheet and submits to Level 3 Manager Level 3 Manager approves Level 2 Manager s worksheet then prepares own sheet and submits to CEO for final approval CEO will review all worksheets and approve. Data is prepared for payroll processing 33

34 Key Dates: April 01, 2015 Effective date of increases February 20, 2015: Pass Thru forms to be distributed to AVP s February 24 & February 25, 2015: Training for all managers (see Priority for information) February 26, 2015: March 03, 2015: March 09, 2015: March 16, 2015: March 17, 2015: March 17 23, 2015: March 23-30, 2015: April 10, 2015: Session is Live for managers to start working Level 1 Manager to submit worksheets to Level 2 Level 2 Manager to submit worksheets to Level 3 Level 3 Manager to submit worksheets to Operations Session Closed HR Reconcile Operations, CEO and Reconcile for Payroll Payday when salary increases appear in paychecks, with retro to April 01,

35 Where Can You Find The Archived Recordings?? You can access this presentation on the Hub > Training Aids > Salary Planning 2015 (allow hours for posting) 35