Table of Contents. Introduction...1

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1 Version 5.1 April 2004

2 Table of Contents Introduction...1 Providing General Budget-Related Base Data and Reports...1 Projecting and Reporting on Future Costs...5 Providing Actual vs. Projected FIS Payroll Expenses Reports...8 Information...10 Data Refresh Cycle...11 HR Budget Base Reports...12 B1 Filled Positions...12 B2 Empty Positions...15 B3 Filled Position Detail...17 B4 Vacant/Pooled Position Detail...19 B5 Pooled Positions...20 B6 Base Salary...21 B7 Position LD FTE by Institution...22 B7 System-Wide Position LD FTE...23 B8 Jobs FTE & Contract Pay Report...24 B8 System-Wide Jobs FTE & Contract Pay...25 B9 Vacancy Report...26 B9 System-Wide Vacancy Report...28 B10 State FTE Comparison...29 B10 System-Wide State FTE Comparison...30 B11 Positions & FTE by ORBITS Program...31 B12 Non-Exempt/Exempt FTE by ORBITS...32 Diagnostic/Exception Reports...33 C1 Position FTE of Zero...33 C2 Salary Budget of Zero...34 C3 Position LD % of Zero...35 C4 Positions with LD % > C5 Positions with LD % < C6 Classified, Non IT employees with Step = C7 Invalid Salary Grade...39 C8 Single Positions with Multiple Jobs...40 C9 Merit Date...41 C10 Merit Date for All Employees...42 E1 Position FTE Components...43 i

3 E2 Top Over/Under Filled...44 E3 All Over/Under Filled Positions...45 E4 Employees with FTE > E5 Jobs w/non-std Annual Basis...47 E6 Position and Jobs Eclass Differ...48 E7 Reportable Job / Non-Reportable Position...49 Salary Projection Introduction...50 HR Data Store...50 Human Resources Data Store...50 Budget Mart...50 Web...51 Projection...51 Projection Process (Detail regarding #8)...51 Salary Projection Reports...54 P1a Projected FTE & Salary by Annual Basis, by Biennial Budget Program Group, Budget Entity, & Eclass...54 P1a System-Wide Projected FTE & Salary by Annual Basis, by Bienial Budget Program Group and Eclass...56 P1b Projected FTE & Salary by Annual Basis, by Fund Group, Biennial Budget Program Group, Budget Entity, & Eclass...57 P1b System-Wide Projected FTE & Salary by Annual Basis, by Fund Group, Biennial Budget Program Group, Budget Entity, & Eclass...59 P2 Projected FTE & Salary by Annual Basis, by Budget Entity, Fund Group & Eclass...60 P2 System-Wide Projected FTE & Salary by Annual Basis, by Fund Group & Eclass...62 P3 Projected FTE & Salary by Annual Basis, by Budget Entity, Fund Type/Group, Eclass.63 P3 System-Wide Projected FTE & Salary by Annual Basis, by Fund Type/ Group, Eclass.65 P4 Projected FTE & Salary by Year, by Biennial Budget Program Group, Budget Entity & Eclass...66 P4 System-Wide Projected FTE & Salary by Year, by Eclass...68 P5 Projected FTE & Salary by Year, by Budget Entity, Fund Group & Eclass...69 P5 System-Wide Projected FTE & Salary by Year, by Fund Group & Eclass...71 P6 Projected FTE & Salary by Year, by Budget Entity, Fund Type/Group & Eclass...72 P6 System-Wide Projected FTE & Salary by Year, by Fund Type/Group & Eclass...74 P7 Projected Salary, Merit & COLA Increases, by Budget Entity & Eclass...75 P7 System-Wide Projected Salary, Merit & COLA Increases, by Eclass...77 P8 Projected Salary, Merit & COLA Increases, by Budget Entity, Fund Group & Eclass...78 P8a System-Wide Projected Salary, Merit & COLA Increases, by Fund Group & Eclass...80 P8b System-Wide Projected Salary, Merit & COLA Increases, by Biennial Budget Program Group & Eclass...81 P9 Projected Salary, Merit & COLA (Current Biennium Detail)...83 P10 Projected Salary, Merit & COLA (New Biennium Detail, Classified Only)...85 ii

4 Active Web Parameters Reports...87 A1 Vacant Positions and Labor Distribution (From Budget Mart Web)...87 A2 Future Positions and Labor distribution (From budget Mart Web)...89 Finance Actual vs. Projected Reports Introduction...91 Finance Data Source Details...91 Finance Data Summarized...91 Projection Data Summarized...91 FIS Actual vs. Projected Reports...92 F-Family of Reports (F1 F2)...92 F1 Finance Actual vs. Projected Totals by Fund Type and Eclass...94 F1 System Wide Finance Actual vs. Projected Totals by Fund Type and Eclass...95 F2 Finance Actual vs. Projected Totals by EClass and Fund Type...96 F2 System Wide Finance Actual vs. Projected Totals by EClass and Fund Type...97 Reference...99 Account Code...99 Annual Basis...99 Biennial Budget Program Group...99 Biennial Budget Program Type Budget Entity COAS Code Eclass Sub-Types Eclass Type Fund Grouping Funding Type (Fund Type Title) OUS Annual Basis OUS FTE Reportable Jobs Reportable Positions Salary Definitions Salary - Projection Salary Origin Salary - Future Projection Factors iii

5 Introduction INTRODUCTION The Budget Data Mart (Budget Mart) has four primary functions. Providing general budget related base data and reports Projecting and Reporting on Future Costs (based on a snapshot taken from the base data) Providing Actual vs. Projected Payroll Expense Reporting (based on monthly snapshots taken from the Financial Information System FIS and the biannual projections based on data from the Human Resources Information system HRIS) Making the projection parameters, from Budget Mart Web, available for basic reporting and ad hoc query generation The Budget Mart Web is intended as a supplemental application that allows for the setup and submission of projections. Although the application stands alone, the information entered there can be viewed and reported on through the Budget Data Mart. See the Budget Mart Web User Manual for instructions. Additionally, an empty User Reports window has been provided as a place for you to include customized, personal reports that can be run from a button. For instructions on creating a custom button, refer to the Executive Buttons section of the BI Basics manual. To navigate between windows of the model, use the navigation buttons on the left. If you would like a copy of the data dictionary, go to the Information window. Providing General Budget-Related Base Data and Reports This portion of the Budget Mart provides the Chancellor s Office and campus staff with the ability to generate general budget-related reports that illustrate the information often used for presentations to the legislature. The data available is restricted to reportable positions and their related labor distribution and job information. (For a description of what makes a position reportable, see the reference section at the back of this manual.) It is this data that is used as a base for the salary projection piece of the model. This base data is made available in three ways: HR Budget Base Reports Diagnostic/Exception Reports HR Budget Model (for ad hoc queries) 1/9/2006 Page 1 of 104

6 Introduction HR Budget Base Reports these reports provide a complete set of the base data used in the projection reports, including reports that will likely be used for presentations to the legislature. 1/9/2006 Page 2 of 104

7 Introduction Diagnostic/Exception Reports these reports are designed to help campus staff identify issues in their Banner data that may have adverse effects on the data used for legislative or projection reports. The diagnostic reports marked Projection Critical represent issues that could drastically affect the accuracy of the data used to project costs for the current and/or future biennium. 1/9/2006 Page 3 of 104

8 Introduction HR Budget Model this model is provided to allow users to create ad hoc queries from the base Budget Mart data. It is recommended that only individuals with experience using BI and a clear understanding of the available data use this portion of the model. This section of the model contains one snapshot of data for each month of history held in the system (starting December 2001) and the most current snapshot (refreshed weekly). Please note that the snapshot of the current period is refreshed weekly and is not an end of month (historical) snapshot until the Sunday following the last day of the month. Any queries or reports written using this portion of the model should apply appropriate qualifications on Fiscal Year and Fiscal Period. 1/9/2006 Page 4 of 104

9 Introduction Projecting and Reporting on Future Costs The second portion of the Budget Mart is used to report on biennial budget projections. These projections are done based on one of the historical snapshots represented in the HR Budget Model and span a four-year period starting the July before the snapshot and ending June 30 th four years later. Within the current biennium there is the possibility of reporting on the official or unofficial projection. The Official projection holds the most accurate and relied upon projection to date. The Unofficial projection should be viewed as a draft projection. When using the model, you will only be able to view one projection at a time. To discover which projection you are currently viewing, or to switch to another projection, go to the Information window. Reports run from an unofficial projection will have a green watermark behind the heading that reads "Unofficial". Classified COLA and merit adjustments are applied according to the current OPEU/GCIU contracts and the employee s current merit date. Unclassified and Graduate Assistant increases (i.e., pay adjustments, merit, equity, COLA) are included according to information provided by each institution, and are applied by employee class. The second biennium of the projection only includes the requested merit adjustments for classified staff. A further description of the projection process is provided in the Salary Projection Introduction section of this document. The model provides two methods of retrieving the projection information: Salary Projection Legislative Reports these reports clearly represent the results of a four-year salary projection. The larger, green buttons will generate reports summarized by Budget Entity, while the smaller, dark blue buttons summarize across the entire Oregon University System. If a campus user runs these system-wide reports, only information related to their campus (COAS code) will be included in the summary. 1/9/2006 Page 5 of 104

10 Introduction Salary Projection Model this model is provided to allow users to create ad hoc queries from the projection detail. It provides two views of the same detail through the Projection Detail and Projection by Period objects. The primary difference between these two objects is the latter s ability to represent the monthly costs in columns. In addition, this model includes access to the projection parameters that were used to generate the projection being viewed. Note: Only the selected projection data will be seen (e.g. Official-2003, Unofficial ). To switch your view, go to the Information Window. Be aware that some calculated columns exist in these objects that are used solely to improve one or more of the existing automated reports (see the Data Dictionary for details). It is recommended that only individuals with experience using BI and a clear understanding of the available data use this portion of the model. If you would like a copy of the data dictionary mentioned above, go to the Information window. Note: Unclassified and Graduate Assistant pay adjustments are found in the COLA Cost attribute of the Projection Detail object. 1/9/2006 Page 6 of 104

11 Introduction Active Web Parameters this window allows you to create ad hoc reports illustrating the information that has been input using Budget Mart Web. This information is immediately available after making a change on the web and is intended to help in the process of preparing parameter data for projections. There are three automated reports that are designed to help with the creation of vacant and future positions. However, it is intended that users will create ad hoc queries and reports. For a clear description of each attribute, see the data dictionary. If you would like a copy of the data dictionary mentioned above, go to the Information window. 1/9/2006 Page 7 of 104

12 Introduction Providing Actual vs. Projected FIS Payroll Expenses Reports The third portion of the Budget Mart provides the Chancellor s Office and campus staff with the ability to generate reports that compare budgeted and actual payroll expenses from the financial information system with Budget Mart projected payroll expenses. The comparisons are made to the currently selected Projection (e.g. Official-2003, Unofficial ). To determine or switch your BI view, go to the Information Window. Actual vs. Projected Reports - these reports show the difference between the actual payroll expenses as recorded in the financial information system (FIS) and those projected by the Budget Mart. The larger, green buttons will generate reports summarized by Budget Entity while the smaller dark blue buttons summarize across the entire Oregon University System. If a campus user runs these system-wide reports, only information related to their campus (Chart of Accounts or COAS code) will be included in the summary. 1/9/2006 Page 8 of 104

13 Introduction FIS Budget Model this model is provided to allow users to create ad hoc queries from the FIS budget, actual and encumbrance data and from summarized projection data. It provides two views of the same data, separated by the bracket. The Summarized Expenses object summarizes and merges the Detail objects. Note: Although the Projection Expenses Detail and Summarized Expenses objects provide detail down to Fund Type and Account Type, they do not show figures by Organization, Program or Activity. On the other hand, the FIS Expenses Detail object does provide detail down to the Organization, Program, Location and Activity in addition to Fund and Account. Be aware that calculated columns may exist in some of these objects. (Their names start with an asterisk). These columns are used solely to improve one or more of the existing automated reports (see the Data Dictionary for details). It is recommended that only individuals with experience using BI and a clear understanding of the available data use this portion of the model. If you would like a copy of the data dictionary mentioned above, go to the Information window. 1/9/2006 Page 9 of 104

14 Introduction Information The last navigation button on the left side of the Budget Mart window is the Information section. This button takes you to an Information window, which allows you to run the data dictionary report or run a report that will show you the refresh cycle, used for the FIS data load. In addition, the Show BI View button will display your current projection view (e.g. Official-2003, Unofficial ). Similarly, the Switch BI View button will allow you to toggle between Official and Unofficial projections. The fiscal year you provide in the prompt is only used in reference to Official projections. Unofficial projections always refer to the current biennium. The Metadata Table and Metadata Column objects contain definitions of the tables (and their corresponding columns) used in the BudMart database, identifies the source Banner data for each field, as well as any transformation that was done from Banner to the BudMart. The FIS Load History object contains information about when data was loaded into HR BudMart from the FIS Data Warehouse. Please note that the FIS Refresh Report will show you the last date the load occurred, as well as the most recent fiscal period that was available at that time. 1/9/2006 Page 10 of 104

15 Introduction DATA REFRESH CYCLE HRIS Data portion of the Budget Mart - A 2-step process refreshes this portion of the Budget Mart. This data is found on the "HR Budget Model", "HR Budget Reports", and "Diagnostic Reports" windows of the model. 1. Every weekend, data is extracted from each campus Banner HRIS database and loaded into the OUS Aggregate HR Data Store (HRDS). Note: the 5-Site HRDS is refreshed daily, but the Aggregate HRDS, which includes the 3 larger institutions, is only refreshed weekly. 2. The following weekend, data is extracted from the Aggregate HRDS. The data is filtered and certain calculations are made, and the resulting data is loaded into the Budget Mart. This one-week delay in loading HRDS data into the Budget Mart allows time to ensure complete and accurate files from each campus have been loaded into HRDS. The bottom line is, changes made in a campus Banner HRIS database will not be loaded into the Budget Mart until 8 to 14 days after the change was made in Banner. The following diagram shows the flow from Banner to the Budget Mart. Banner HRIS CO EOU OIT OSU PSU UO SOU Weekly Load HRDS Weekly Load Budget Mart WOU Monday - Saturday Sunday Monday - Saturday Sunday FIS Data Portion of the Budget Mart This portion of the model is refreshed monthly after payroll is complete. This usually occurs around the 15th of the month. FIS data from all OUS institutions for the period just closed is loaded into the FIS Aggregate Data Warehouse and into the Budget Mart. This data affects results on the "FIS Budget Model" and "FIS Budget Reports" windows. Active Web Parameters Portion of the Budget Mart This portion of the model is updated immediately after you make a change using Budget Mart Web. 1/9/2006 Page 11 of 104

16 HR Budget Base Reports HR BUDGET BASE REPORTS B1 Filled Positions - Lists all positions with one or more reportable jobs. Keep in mind that a position associated with only non-reportable jobs (meaning the job has been terminated, has a non-reportable eclass, or has a contract type of O ) will not appear on this report. - Listed in last/first Name order - Provides values for all Employee, Job, Position, and Job Labor Distribution attributes. For positions with multiple Job Labor Distributions and multiple Position Labor Distributions, the data will repeat for each. This is a side effect of showing Job and Position LD together. - Prompts for fiscal year and period, then shows positions filled during the selected period. 1/9/2006 Page 12 of 104

17 HR Budget Base Reports Position Labor Distribution Data Business Entity Fund PLD % Fund Type Title OUS PLD FTE Job Data Contract Type Eclass Posn Suffix OUS Annual Basis Appt Basis Appt % Assigned Salary Annualized Salary Rate Contract Pay Job Labor Distribution Data Business Entity Fund Data about how a position is funded. May be repeated for each Job LD. Abbreviation of mutually exclusive organizations, determined by the fund code being used. (See reference section for more detail) A code which identifies a fiscal and accounting entity (part of FOAPAL) Percent of total pay for this position that comes from the associated fund code Fund codes have been grouped under mutually exclusive titles: 'Education and General' 'Continuing Education' 'Designated Operations' 'Service Departments' 'Clearing Funds' 'Auxiliary Enterprises' 'Restricted Funds' 'Unknown Fund Group' (i.e., fund is not known) (See the reference section for more details) FTE funded by the specified Fund for the specified Position. = OUS Position FTE * Position Labor Distribution Percent 100 And, OUS Position FTE figures are calculated as: Budget Basis * (Budget Appointment % / 100) OUS Annual Basis where OUS Annual Basis is either 9 or 12 (see dictionary for logic). P - Primary S - Secondary O - Overload (excluded from Budget Mart data) Job Eclass as recorded in Banner HR. May or may not match the position eclass. Code that indicates an active employment position A further delineation of the job. Has been forced to be 9 or 12 based on Eclass (see the reference section for more details) Total number of months in a year the employee is intended to work (appointment). The percentage of each month the employee is expected to work The amount of pay each month this job is scheduled to be paid The total annual salary based on an assumed 1.0 FTE. The amount the employee is scheduled to be paid annually at their current Jobs FTE. Data about how a job is funded. May be repeated for each Position LD. Abbreviation of mutually exclusive organizations, determined by the fund code being used. (See reference section for more detail) A code which identifies a fiscal and accounting entity (part of FOAPAL) 1/9/2006 Page 13 of 104

18 HR Budget Base Reports JLD % Fund Type Title OUS JLD FTE Percent of total pay for this job that comes from the associated fund. Fund codes have been grouped under mutually exclusive titles: 'Education and General' 'Continuing Education' 'Designated Operations' 'Service Departments' 'Clearing Funds' 'Auxiliary Enterprises' 'Restricted Funds' 'Unknown Fund Group' (i.e. fund is not known) FTE funded by the specified Fund for the specified Job. = OUS Job FTE * Job Labor Distribution Percent 100 And, OUS Job FTE figures are calculated as: Job Appointment Basis * (Job Appointment % / 100) OUS Annual Basis where OUS Annual Basis is either 9 or 12 (see dictionary for logic). 1/9/2006 Page 14 of 104

19 HR Budget Base Reports B2 Empty Positions - Displays data for active, reportable positions that are not associated with any reportable jobs. Keep in mind that a position associated with only non-reportable jobs (meaning it has been terminated, has a non-reportable eclass, or has a contract type of O ) will appear on this report as an empty position. - Listed in Position order - Shows all available Position and Position Labor Distribution detail for empty positions. - Prompts for fiscal year and period, then shows positions empty during the selected period. Report Column Title Brief Description Institution Abbreviation of organization name Posn Eclass Type Title Reportable Eclasses have been grouped under 3 mutually exclusive categories - Unclassified, Classified, and Graduate Assistant (See reference section for logic) Posn Status Budget Mart contains only 'Active' positions Posn Code that indicates an employment position Posn Title Position title associated with the specific position code. OUS Posn Annual Basis Has been forced to be 9 or 12, based on Eclass (see dictionary entry for OUS Annual Basis) Budget Appt % The percentage of each month the employee is expected to work Budg Basis Banner Budget Basis OUS Posn FTE BUDGET BASIS * (BUDGET POSN % / 100) OUS POSN ANNUAL BASIS Fund A code which identifies a fiscal and accounting entity (part of FOAPAL) PLD % Percent of total pay for this position that comes from given above fund code 1/9/2006 Page 15 of 104

20 HR Budget Base Reports Fund Type Title OUS PLD FTE Fund codes have been grouped under mutually exclusive titles: 'Education and General' 'Continuing Education' 'Designated Operations' 'Service Departments' 'Clearing Funds' 'Auxiliary Enterprises' 'Restricted Funds' 'Unknown Fund Group' (i.e. fund is not known) FTE funded by the specified Fund for the specified Position. = OUS Position FTE * Position Labor Distribution Percent 100 And, OUS Position FTE figures are calculated as: Budget Basis * (Budget Appointment % / 100) OUS Annual Basis where OUS Annual Basis is either 9 or 12 (see dictionary for logic). 1/9/2006 Page 16 of 104

21 HR Budget Base Reports B3 Filled Position Detail - Lists position and labor distribution information for filled positions, including pooled. - Listed by Eclass, Position and Last Name. - Prompts for fiscal year and period, then shows positions for the selected period. Report Column Title Institution Eclass Type Posn OUS Calc Posn FTE Full Name ID Suffix Grade Step Merit Date PLD Fund Type PLD Fund Type Title Brief Description Organization's chart of account Signifies the Eclass this position would be assigned to by default Code that indicates an employment position FTE is calculated as: Budget Basis * (Budget Appointment % / 100) OUS Annual Basis Where OUS Annual Basis is either 9 or 12 (see dictionary for the logic that makes this so) The last and first name of the employee Employee's Banner ID A further delineation of the job. The salary grade associated with this job, used to define the salary range. The salary step associated with this job, defining the salary for a given grade. The earliest future merit increase date for a given employee, based on the code provided by the institution for merit increase appraisals. The code used to identify different types of funding sources Fund codes have been grouped under mutually exclusive titles: 'Education and General' 'Continuing Education' 'Designated Operations' 'Service Departments' 'Clearing Funds' 'Auxiliary Enterprises' 'Restricted Funds' 'Unknown Fund Group' (i.e., fund is not known) 1/9/2006 Page 17 of 104

22 HR Budget Base Reports PLD Fund FTE PLD % Fund Base Salary The amount of FTE funded by the accompanying fund, calculated as: OUS Position FTE * (PLD Percent/100) Percent of total pay for this position that comes from given above fund code The amount of the position s base salary, funded by the accompanying fund, calculated as: Base Salary * (PLD Percent/100) 1/9/2006 Page 18 of 104

23 HR Budget Base Reports B4 Vacant/Pooled Position Detail - Lists position and labor distribution information for vacant, unclassified positions and pooled positions (position type = P ) - Listed by Eclass Type and Position - Prompts for fiscal year and period, then shows positions for the selected period. Report Column Title Institution Eclass Type Posn Posn Type OUS Calc Posn FTE Salary Budget PLD Fund Type PLD Fund Type Title PLD Fund FTE PLD % Fund Salary Budget Brief Description Organization's chart of account Signifies the default Eclass for the position Code that indicates an employment position Indicates whether a position is single (S) or pooled (P) FTE is calculated as: Budget Basis * (Budget Appointment % / 100) OUS Annual Basis Where OUS Annual Basis is either 9 or 12 (see dictionary for the logic that makes this so) The amount budgeted for a given position. No relationship to a job or employee. The code used to identify different types of funding sources Fund codes have been grouped under mutually exclusive titles: 'Education and General' 'Continuing Education' 'Designated Operations' 'Service Departments' 'Clearing Funds' 'Auxiliary Enterprises' 'Restricted Funds' 'Unknown Fund Group' (i.e. fund is not known) The amount of FTE funded by the accompanying fund, calculated as: OUS Position FTE * (PLD Percent/100) Percent of total pay for this position that comes from given above fund code The amount of the position s budgeted salary, funded by the accompanying fund, calculated as: Salary Budget * (PLD Percent/100) 1/9/2006 Page 19 of 104

24 HR Budget Base Reports B5 Pooled Positions - Lists Position and Job information for all pooled positions (Position Type = P ) - Listed by Position, Eclass and Last Name - Shows FTE and Salary budget for the position as well as Job FTE and contract pay. - Prompts for fiscal year and period, then shows pooled positions for the selected period. Report Column Title Institution Position OUS Calc POSN FTE Salary Budget Filled FTE Vacant FTE POSN Eclass Jobs Eclass Full Name ID OUS Calc Jobs FTE Annual Contract Pay Brief Description Organization's chart of account Code that indicates an employment position FTE is calculated as: Budget Basis * (Budget Appointment % / 100) OUS Annual Basis Where OUS Annual Basis is either 9 or 12 (see dictionary for the logic that makes this so) The amount budgeted for a given position. No relationship to a job or employee. The SUM of all OUS Jobs FTE assigned to a position OUS Position FTE - Filled FTE Signifies the Eclass this position would be assigned to by default Signifies the Eclass this job would be assigned to by default The last and first name of the employee Employee's Banner ID OUS FTE from Jobs calculated as: Job Appointment Basis * (Job Appointment % / 100) OUS Jobs Annual Basis Where OUS Annual Basis is either 9 or 12 (see dictionary for the logic that makes this so) The amount the employee is scheduled to be paid annually at their current Jobs FTE 1/9/2006 Page 20 of 104

25 HR Budget Base Reports B6 Base Salary - Lists Jobs and Position salary information for positions that are not pooled - Listed by Eclass Type Title and Last Name - Prompts for fiscal year and period, then shows positions for the selected period. Report Column Title Brief Description Institution Organization's chart of account Eclass Type Title The reportable Eclasses that have been grouped into 3 mutually exclusive categories - Unclassified, Classified and Graduate Full Name The last and first name of the employee ID Employee's Banner ID Posn Code that indicates an employment position Posn Eclass Signifies the Eclass jobs attached to this position would be assigned to by default OUS Calc POSN FTE FTE is calculated as: Budget Basis * (Budget Appointment % / 100) OUS Annual Basis Where OUS Annual Basis is either 9 or 12 (see dictionary for the logic that makes this so) Jobs Eclass Signifies the Eclass this job would be assigned to by default OUS Calc Jobs FTE OUS FTE from Jobs calculated as: Job Appointment Basis * (Job Appointment % / 100) OUS Jobs Annual Basis Annual Contract Pay The amount the employee is scheduled to be paid annually at their current Jobs FTE. Base Salary (Annual Contract Pay/OUS Job FTE)*OUS Position FTE 1/9/2006 Page 21 of 104

26 HR Budget Base Reports B7 Position LD FTE by Institution - Summarizes FTE for all positions by Institution, Eclass, Fund Type and OUS Position Annual Basis - Prompts for fiscal year and period, then shows pooled positions for the selected period. Report Column Title Institution Eclass Type Title Fund Type Fund Type Title Brief Description Organization's chart of account Reportable Eclasses have been grouped into 3 mutually exclusive categories - Unclassified, Classified and Graduate The code used to identify different types of funding sources Fund codes have been grouped under mutually exclusive titles such as - - Education and General - Restricted Funds - Unknown Fund Group (i.e., fund is not known) 9 Mo Annual Basis FTE Positions with Annual Basis of 9 are represented. Posn Appointment Basis * (Posn Appointment % / 100) OUS Posn Annual Basis Note: All position annual basis values that were not 9 or 12 in Banner, have been converted to 9 or 12 in the Budget Mart based on logic described in the reference section for OUS Annual Basis 12 Mo Annual Basis FTE Position with Annual Basis of 12 are represented. Posn Appointment Basis * (Posn Appointment % / 100) OUS Posn Annual Basis Note: All position annual basis values that were not 9 or 12 in Banner, have been converted to 9 or 12 in the Budget Mart based on logic described in the reference section for OUS Annual Basis Total FTE The total FTE for the Fund Type. 1/9/2006 Page 22 of 104

27 HR Budget Base Reports B7 System-Wide Position LD FTE - Summarizes FTE for all positions by Eclass and Fund Type and OUS Position Annual Basis for all OUS Institutions. - Prompts for fiscal year and period, then shows positions for the selected period. For description of columns, see the POSITION LD FTE BY INSTITUTION report. 1/9/2006 Page 23 of 104

28 HR Budget Base Reports B8 Jobs FTE & Contract Pay Report - Summarizes all Jobs with reportable Eclasses by Eclass type, funding source and OUS Job Annual Basis, showing subtotals for FTE and Contract Pay - Prompts for fiscal year and period, then shows jobs for the selected period Report Column Title Institution Eclass Type Title Fund Type Title Brief Description Organization's chart of account Reportable Eclasses have been grouped into 3 mutually exclusive categories - Unclassified, Classified and Graduate Fund codes have been grouped under mutually exclusive titles such as - - Education and General - Restricted Funds - Unknown Fund Group (i.e. fund is not known) 9 Month Annual Basis Jobs with Annual Basis of 9 are represented. Note: All job annual basis values that were not 9 or 12 in Banner, have been converted to 9 or 12 in the Budget Mart based on logic described in the reference section for OUS Annual Basis FTE Job Appointment Basis * (Job Appointment % / 100) OUS Jobs Annual Basis Note: OUS Annual Basis is always 9 or 12. Contract Pay 12 Month Annual Basis The amount the employee is scheduled to be paid annually at their current Jobs FTE Jobs with Annual Basis of 12 are represented. Note: All job annual basis values that were not 9 or 12 in Banner, have been converted to 9 or 12 in the Budget Mart based on logic described in the reference section for OUS Annual Basis FTE See FTE above Contract Pay See Contract Pay above Note: Dictionary has more details and logic for many of these columns. 1/9/2006 Page 24 of 104

29 HR Budget Base Reports B8 System-Wide Jobs FTE & Contract Pay - Summarizes all Jobs with reportable Eclasses by Eclass type, funding source and OUS Job Annual Basis, showing subtotals for FTE and Contract Pay - Summarizes for all institutions. - Prompts for fiscal year and period, then shows jobs for the selected period. For description of columns, see the JOBS FTE AND CONTRACT PAY report. 1/9/2006 Page 25 of 104

30 HR Budget Base Reports B9 Vacancy Report - For positions associated with reportable Eclasses, this report shows total filled FTE, Vacant FTE (budgeted Posn FTE minus filled Job FTE), Total FTE and the percentage of the available, budgeted FTE left vacant - Listed by Eclass Subtype, Fund Type, and Fund Group Calculation # (Calc 1) (Calc 2) 1 Total OUS FTE Filled Job OUS FTE + Vacant Posn OUS FTE 2 OUS Vacant % Vacant Posn OUS FTE/Total OUS FTE 1/9/2006 Page 26 of 104

31 HR Budget Base Reports Report Column Title Inst Eclass subtype title Fund Type Title Fund Group Filled Job OUS FTE Vacant Posn OUS FTE Total OUS FTE OUS Vacant % Brief Description Abbreviation of organization name The title for a grouping of Eclasses: Unclassified (split into subtypes: Teaching Faculty and Other Unclassified), Classified, Grad Assistant. (See reference section for logic) Fund codes have been grouped under mutually exclusive titles such as - - Education and General - Restricted Funds Unknown Fund Group (i.e., fund is not known) (See reference section for logic) A high level grouping of fund types: 01-Budgeted Operations; 02-Self Support Operations; 03-Restricted Funds. (See reference section for logic) All FTE filling this type of position where FTE calculated as: OUS Job Appointment Basis * (Job Appointment % / 100) OUS Job Annual Basis Note: OUS Annual Basis is always 9 or 12 (see dictionary for more detail) Position FTE minus Filled OUS FTE When negative, it means that these positions, as a whole, are being overfilled where Position FTE is calculated as: Budget Basis * (Budget Appointment % / 100) OUS Position Annual Basis Note: OUS Annual Basis is always 9 or 12 A sum of the filled FTE and the vacant FTE 100 * Vacant OUS FTE (Vacant OUS FTE + Filled OUS FTE) When negative, it means that these positions, as a whole, are being overfilled. 1/9/2006 Page 27 of 104

32 HR Budget Base Reports B9 System-Wide Vacancy Report - For positions associated with reportable Eclasses, this report shows total filled FTE, Vacant FTE (budgeted Posn FTE minus filled Job FTE), Total FTE and the percentage of the available, budgeted FTE left vacant - Listed by Eclass Subtype, Fund Type, and Fund Group - Due to inconsistencies in the way vacancies are managed between the institutions, the central budget group is not currently using this report. For description of columns and calculations, see the B9 VACANCY report. 1/9/2006 Page 28 of 104

33 HR Budget Base Reports B10 State FTE Comparison - Compares OUS Position FTE (using default annual basis as the devisor) to a state equivalent Position FTE (using 12 as the annual basis devisor) - Prompts for fiscal year and period, then shows positions for the selected period Report Column Title Brief Description Institution Organization's chart of account Position Eclass Type Title Reportable Eclasses have been grouped into 3 mutually exclusive categories (Classified, Unclassified, Grad Assist). Fund Type The code used to identify different types of funding sources Fund Type Title - Fund codes have been grouped under mutually exclusive titles. OUS FTE The total OUS FTE for the related Eclass and fund type. ((Posn Appointment Basis * (Posn Appointment % / 100)) /OUS Posn Annual Basis) * (LD Percent/100) Note: All position annual basis values that were not 9 or 12 in Banner, have been converted to 9 or 12 in the Budget Mart based on logic described in the reference section for OUS Annual Basis State FTE Equivalent The total State equivalent FTE for the related eclass and fund type. Calculated by using 12 as the only possible annual basis. Posn Appointment Basis * (Posn Appointment % / 100) 12 FTE Difference OUS FTE State FTE equivalent (always shown as a positive difference) 1/9/2006 Page 29 of 104

34 HR Budget Base Reports B10 System-Wide State FTE Comparison - Compares system-wide OUS Position FTE (using default annual basis as the devisor) to a state equivalent Position FTE (using 12 as the annual basis devisor) - Prompts for fiscal year and period, then shows positions for the selected period. For description of columns, see the STATE FTE COMPARISON report. 1/9/2006 Page 30 of 104

35 HR Budget Base Reports B11 Positions & FTE by ORBITS Program - Provides system_wide FTE and Position counts based on Position and Position Ld data, according to the Biennial Budget Program Type (defined by ORBITS). Split between limited and non-limited. - This report is designed for central use. If run by a campus user, the report will show counts specific to the user's COAS and the total OUS represents a total for the COAS. - Positions are counted as: o (1 * LD%) position per single position o (2 * LD%) positions per 1.0 FTE for each pooled position with Eclass UC or UD o (3 * LD%) positions per 1.0 FTE for each pooled position with Eclass XB o (1 * LD%) position per 1.0 FTE for all other pooled positions Report Column Title Biennial Budget Program Type Position Count OUS Position FTE Brief Description The Biennial Budget Program Type is currently defined by ORBITS. Used to identify the major decision-making budget categories of OUS for the biennial budget process. (See reference section for details) A count of the number of actual positions. Single positions count once. Pooled positions are counted according to their eclass and related FTE. Position counts are prorated according to the LD percent. This number is rounded up to the nearest whole number. - 1 position per single position - 2 positions per 1.0 FTE for each pooled position with eclass of UC or UD - 3 positions per 1.0 FTE for each pooled position with eclass of XB - 1 position per 1.0 FTE for all other pooled positions A sum of the position FTE for all the related positions 1/9/2006 Page 31 of 104

36 HR Budget Base Reports B12 Non-Exempt/Exempt FTE by ORBITS - Provides System-Wide FTE and Position counts according to the Biennial Budget Program Type (defined by ORBITS). Split between Exempt and Non-Exempt - This report is designed for central use. If run by a campus user, the report will show counts specific to the user's COAS and the total OUS represents a total for the COAS. - Positions are counted as: o (1 * LD%) position per single position o (2 * LD%) positions per 1.0 FTE for each pooled position with Eclass UC or UD o (3 * LD%) positions per 1.0 FTE for each pooled position with Eclass XB o (1 * LD%) position per 1.0 FTE for all other pooled positions Report Column Title Biennial Budget Program Type Position Count OUS Position FTE Brief Description The Biennial Budget Program Type is currently defined by ORBITS. Used to identify the major decision-making budget categories of OUS for the biennial budget process. (See reference section for details) A count of the number of actual positions. Single positions count once. Pooled positions are counted according to their eclass and related FTE. Position counts are prorated according to the LD percent. This number is rounded up to the nearest whole number. - 1 position per single position - 2 positions per 1.0 FTE for each pooled position with eclass of UC or UD - 3 positions per 1.0 FTE for each pooled position with eclass of XB - 1 position per 1.0 FTE for all other pooled positions A sum of the position FTE for all the related positions 1/9/2006 Page 32 of 104

37 HR Budget Base Reports DIAGNOSTIC/EXCEPTION REPORTS C1 Position FTE of Zero - Lists all positions that have an OUS Position FTE of 0 - This report is considered projection critical because any position with zero OUS Position FTE will be projected with zero salary across all four years of the projection, regardless of the values in salary budget or base salary - Prompts for fiscal year and period, then shows positions for the selected period Report Column Title Brief Description Inst Abbreviation of organization name Position Code that indicates an active employment position Posn Type Indicates whether a position is single (S) or pooled (P) Budget Appt % The percentage of each month the employee is expected to work OUS Position FTE BUDGET BASIS * (BUDGET POSN % / 100) OUS POSN ANNUAL BASIS OUS Annual Basis Has been forced to be 9 or 12 based on Eclass (see reference section for more detail) 1/9/2006 Page 33 of 104

38 HR Budget Base Reports C2 Salary Budget of Zero Lists all pooled or vacant unclassified positions with a Position Salary Budget of zero This report is considered projection critical because the Salary Budget is used as the base for the projection salary for pooled and vacant unclassified positions. If the Salary Budget value is zero, the position will be projected with a salary of zero across all four years of projection Prompts for fiscal year and period, then shows positions for the selected period Report Column Title Brief Description Inst Abbreviation of organization name Position Code that indicates an active employment position Pclass Eclass Signifies the Eclass jobs attached to this position would be assigned to by default Posn Type Indicates whether a position is single (S) or pooled (P) Fund Code A code which identifies a fiscal and accounting entity (part of FOAPAL) OUS Position FTE BUDGET BASIS * (BUDGET POSN % / 100) OUS POSN ANNUAL BASIS Salary Budget The amount budgeted for a given position. No relationship to a job or employee LD Percent Percent of total pay for this position that comes from the associated fund code Fund FTE Same as OUS PLD FTE - FTE funded by the specified Fund for the specified Position. = OUS Position FTE * Position Labor Distribution Percent 100 And, OUS Position FTE figures are calculated as: Budget Basis * (Budget Appointment % / 100) OUS Annual Basis where OUS Annual Basis is either 9 or 12 (see dictionary for logic). 1/9/2006 Page 34 of 104

39 Diagnostic/Exception Reports C3 Position LD % of Zero - Lists all positions that have a labor distribution record with a fund FTE of This report is considered projection critical because the Fund FTE is used as the base FTE for projection by fund type. If the fund FTE is zero, no cost will be related to that fund in the projection. If all of the LD records attached to a position are zero, the position will be projected as though it has no FTE - Prompts for fiscal year and period, then shows positions for the selected period Report Column Title Brief Description Inst Abbreviation of organization name Position Code that indicates an active employment position Posn Type Indicates whether a position is single (S) or pooled (P) Budgeted Appt Percent The budgeted percentage of each month the employee is expected to work OUS Position FTE BUDGET BASIS * (BUDGET POSN % / 100) OUS POSN ANNUAL BASIS OUS Annual Basis Has been forced to be 9 or 12 based on Eclass (see reference section for more detail) Fund Code A code which identifies a fiscal and accounting entity (part of FOAPAL) LD Percent Percent of total pay for this position that comes from the associated fund code Fund FTE FTE funded by the specified Fund for the specified Position. = OUS Position FTE * Position Labor Distribution Percent 100 And, OUS Position FTE figures are calculated as: Budget Basis * (Budget Appointment % / 100) OUS Annual Basis where OUS Annual Basis is either 9 or 12 (see dictionary for logic). 1/9/2006 Page 35 of 104

40 Diagnostic/Exception Reports C4 Positions with LD % > Lists all positions where, when summed, the total LD % is greater than This report is projection critical because any position being paid at greater than 100 percent will be overstated in the projection. - The reason the cutoff is 101 and not 100 is due to rounding that is done in the HRDS (the data s source) - Prompts for fiscal year and period, then shows positions for the selected period Report Column Title Brief Description Inst Abbreviation of organization name Posn Code that indicates an active employment position Posn Type Indicates whether a position is single (S) or pooled (P) Budgeted Appt % The budgeted percentage of each month the employee is expected to work OUS Position FTE BUDGET BASIS * (BUDGET POSN % / 100) OUS POSN ANNUAL BASIS OUS Annual Basis Has been forced to be 9 or 12 based on Eclass (see reference section for more detail) SUM LD Percent The total percentage of this position that is scheduled to be paid by an existing fund (this should be 100) 1/9/2006 Page 36 of 104

41 Diagnostic/Exception Reports C5 Positions with LD % < 99 - Lists all positions where, when summed, the total LD % is less than This report is projection critical because any position being paid at less than 100 percent will be understated in the projection. - The reason the cutoff is 99 and not 100 is due to rounding that is done in the HRDS (the data s source) - Prompts for fiscal year and period, then shows positions for the selected period Report Column Title Brief Description Inst Abbreviation of organization name Posn Code that indicates an active employment position Posn Type Indicates whether a position is single (S) or pooled (P) Budgeted Appt % The budgeted percentage of each month the employee is expected to work OUS Position FTE BUDGET BASIS * (BUDGET POSN % / 100) OUS POSN ANNUAL BASIS OUS Annual Basis Has been forced to be 9 or 12 based on Eclass (see reference section for more detail) SUM LD Percent The total percentage of this position that is scheduled to be paid by an existing fund (this should be 100) 1/9/2006 Page 37 of 104

42 Diagnostic/Exception Reports C6 Classified, Non IT employees with Step = 0 - Lists all classified non-technical positions that have been assigned a step of zero. - This is projection critical because any position with step 0 is projected without any increases over the entire four years. This is because a valid step is required to look up a new salary in the salary table (NTRSALA) - Prompts for fiscal year and period, then shows positions for the selected period Report Column Title Inst Posn Eclass Salary Table Salary Grade Salary Step ID Last Name First Name Brief Description Abbreviation of organization name Code that indicates an active employment position Job Eclass as recorded in Banner HR. May or may not match the position eclass. The code that is part of the identification of compensation plans. The salary grade associated with this job, used to define the salary range. The salary step associated with this job, defining the salary for a given grade. Employee's Banner ID The last name of the employee The first name of the employee 1/9/2006 Page 38 of 104

43 Diagnostic/Exception Reports C7 Invalid Salary Grade - Lists all classified positions that have been assigned an invalid grade (according to NTRSALA and NTRSALB for the provided Fiscal Year, and Fiscal Period) - This is projection critical because any position without a valid grade is projected without any increases over the entire four years. This is because a valid grade is required to look up a new salary in the salary table (NTRSALA or NTRSALB) - Prompts for fiscal year and period, then shows positions for the selected period - This report can only be run for periods 2004/09 and after. Report Column Title Inst Posn Eclass Pclass Salary Table Salary Grade Last Name First Name ID Brief Description Abbreviation of organization name Code that indicates an active employment position Job Eclass as recorded in Banner HR. May or may not match the position eclass. Alphanumeric code identifying position class to which this position is assigned. The code that is part of the identification of compensation plans. The salary grade associated with this job, used to define the salary range. The last name of the employee The first name of the employee Employee's Banner ID 1/9/2006 Page 39 of 104

44 Diagnostic/Exception Reports C8 Single Positions with Multiple Jobs - Lists all positions with a Position Type of S that have more than one active job record attached. - In many cases these exceptions will be due to job share, and therefore will not need correction. - This is considered projection critical because only one of the associated job records can be used for projection purposes. Therefore, in projection only the job record with the highest base salary will be included (at the entire position FTE) - Prompts for fiscal year and period, then shows positions for the selected period Report Column Title Brief Description Inst Abbreviation of organization name Position Code that indicates an active employment position Posn Type Indicates whether a position is single (S) or pooled (P) Pclass Eclass Signifies the Eclass jobs attached to this position would be assigned to by default OUS Position FTE BUDGET BASIS * (BUDGET POSN % / 100) OUS POSN ANNUAL BASIS Last Name The employees last name First Name The employees first name ID Employee's Banner ID Eclass Job Eclass as recorded in Banner HR. May or may not match the position eclass. OUS Jobs FTE OUS FTE from Jobs calculated as: Job Appointment Basis * (Job Appointment % / 100) OUS Jobs Annual Basis 1/9/2006 Page 40 of 104

45 Diagnostic/Exception Reports C9 Merit Date - Lists the review information for classified employees, excluding rows where the Salary Step = 8. - The Merit date shown is the earliest date given for the current fiscal year - Listed by Merit Date, Salary Step and Last Name. Only the Month and Day are used for projections, so the year is excluded. - This report is projection critical because only employees with a valid merit increase date (according to the code provided by each campus) will receive merit increases over the course of the projection - Prompts for fiscal year and period, then shows positions for the selected period Report Column Title Institution Merit Date Salary Step Review Code Full Name ID Brief Description Organization's chart of account The earliest future merit increase date for a given employee, based on the code provided by the institution for merit increase appraisals. Shown only as Month and Day. The salary step associated with this job, defining the salary for a given grade. The type of review to be associated with this employee. The last and first name of the employee Employee's Banner ID 1/9/2006 Page 41 of 104