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ULTIPRO GUIDE FOR

SALARY PLANNING 2015

11.01.2012 CP1

Salary Planning 2015Introduction

WELCOME TO SALARY PLANNING FOR MANAGERS!

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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 cycleAnalyze the impact of salary adjustments at multiple levelsFacilitate salary adjustments and one time payoutsLink to personnel records so important employee data is accessible on the flyMonitor increase recommendations against budget

Salary Planning 2015Distribution

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• 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.

Salary Planning 2015Expectations

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• 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.

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) Corp: (Manager)•Level 2 Manager = Field: (AVP) Corp: (Director)•Level 3 Manager = Field: (SVP) Corp: (Executive)

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• 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 email 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 email.

• Email completed form with approval to [email protected]

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.)

Key Information for 2015:

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mailto:[email protected]

Salary PlanningOverview (Level 1 Managers)

FIRST LEVEL MANAGERS

EXAMPLE:

(PD’S) for Field(MANAGER’S) for Corp.

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UltiPro Salary Planning streamlines the Salary Planning processusing data entry Wizards and Workflow to collect data. Thefollowing screens will provide a peek at the process:

Managers will log into UltiPro and access the “Salary Planning” tablocated under the “My Team” page.

Managers will select the current session that is viewable/currentlyopen (annual2015)

Select the session “ANNUAL2015”

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

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This Screen can be divided into 4 sections for a better picture of the process:

Area 1: Session TitleArea 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 approveArea 4: Direct Reports and their worksheetArea 5: Submit Worksheet button to submit the worksheet once changes have been made

Note: Employees

in Blue are AUTOMATICALLY

pro-rated!

Example of pro-rated:

If an employee has only been with our company 9 months, their increase will be based off of 9/12 of a year.

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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

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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

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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!

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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.

2015 company pool is 3.00% (annual)

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SECOND LEVEL MANAGERS

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EXAMPLE:

(AVP’S) for Field(DIRECTOR’S) for Corp


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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 worksheetsArea 3: Direct Reports and their worksheetArea 4: + button allows Level 2 manager to view Level 1 direct reports increase recommendationsArea 5: Submit Worksheet is not visible until Level 2 approves Level 1 worksheet (see Area 2 in above example)

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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:

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The following steps must be completed to make adjustments to Manager 2’s direct report employee records:





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The following steps must be completed to make adjustments to YOUR TEAM’S employee records:





Note: pass thru’s will need to be “0”, until hospital approval is received in Corporate

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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.

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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 email will be sent to that manager notifying that they need to make adjustmentsNote: Email 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


Key Reminders:

Worksheets from level 2 must be submitted by: March 09, 2015


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)

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THIRD LEVEL MANAGERS

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EXAMPLE:

(SVP’S) for Field(EXECUTIVE’S) for Corp


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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 worksheetsArea 3: Direct Reports and their worksheetArea 4: + button allows Level 3 manager to view Level 1 and Level 2 direct reports increase recommendationsArea 5: Submit Worksheet is not visible until Level 3 approves Level 2 worksheet (see Area 2 in above example)

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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:

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The following steps must be completed to make adjustments to employee records:





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The following steps must be completed to make adjustments to YOUR TEAM’S employee records:





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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.

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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 email will be sent to that manager notifying that they need to make adjustmentsNote: Email 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

Salary Planning Overview (Level 3 Manager)

Key Reminders:

Worksheets from level 3 must be submitted by: March 16, 2015


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.

2015 company pool is 3.00% (annual)

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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

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Key Dates:

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•February 20, 2015: Pass Thru forms to be distributed to AVP’s

•February 24 & February 25, 2015: Training for all managers (see Priority Email for information)

•February 26, 2015: Session is “Live” for managers to start working

•March 03, 2015: Level 1 Manager to submit worksheets to Level 2

•March 09, 2015: Level 2 Manager to submit worksheets to Level 3

•March 16, 2015: Level 3 Manager to submit worksheets to Operations

•March 17, 2015: Session Closed

•March 17 – 23, 2015: HR Reconcile

•March 23 -30, 2015: Operations, CEO and Reconcile for Payroll

•April 10, 2015: Payday when salary increases appear in paychecks, with retro to April 01, 2015

April 01, 2015 Effective date of increases

Where Can You Find The Archived Recordings??

You can access this presentation on the Hub > Training Aids > Salary Planning 2015

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(allow 48-72 hours for posting)

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