Importing Pay Scales into Personnel 2018/2019

Transcription

1 Importing Pay Scales into Personnel 2018/2019 Document Reference DMS017 Published/Updated April 2018 Fully accredited by Capita SIMS for proven quality of SIMS support Contact us via the ICT Service Desk at:

2 Herts for Learning 2018 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 INTRODUCTION... 1 Useful Telephone Numbers... 1 Download and Import Pay Related Definitions and Salary Scales... 2 Add TLR and SEN Allowance Awards to a Service Term... 5 Updating Other Allowances... 6 Add 2018/2019 Fringe Allowance - Academies, VA or Foundation Schools only 6 Add New Hourly Paid Rate if required... 7 Annual Increment... 8 i

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5 Introduction This document will advise you how to import and update the pay related definitions with the 2018/2019 pay scales and you should complete this as soon as possible. The files to download are the Hertfordshire standard pay scales. If you are an Academy or Free School using your own pay scales you do not need to complete this document, you should complete Document Ref: DMS039 Maintaining Non HCC Salary Scales in SIMS Personnel This can be found here: Useful Telephone Numbers If you have checked this document and you cannot resolve your problem, please contact the ICT Service Desk: Telephone Options 1 & 1 help@sd.hertsforlearning.co.uk Doc Ref DMS017 Herts for Learning 2018 Page 1

6 Download and Import Pay Related Definitions and Salary Scales These files contain the standard Hertfordshire Service Terms. If you have other Service Terms e.g. Hourly Paid specific to your school, you must manually update the Pay Awards and Allowance Awards if required. If you are an Academy, VA or Foundation School you can import these files if using the Hertfordshire pay scales but you may also need to edit the fringe allowance as described on page 6. Please ensure that you select the correct fringe area for your school as the fringe allowances are built into the teaching staff pay awards. If you do not know which area your school is in please check the Fringe Areas.doc on the grid at If your school is not included then you should select the No Fringe File. There are 2 files for each set and both files must be downloaded to the folder that you create. If you need more than one set e.g. Outer Fringe & Nursery Nurse, you will need to create a new folder for each set of files. Create these folders in your chosen place. If you do save to your desktop remember to delete the folders after you have closed SIMS. 1. Create a new folder called Pay Related Files 2018 The files can be found at 2. Scroll down to Main Pay Scales 2018/ Please ensure that you are using Internet Explorer and NOT Google Chrome 4. Ensure that you select the correct fringe area for your school. Even if support staff no longer receive a fringe allowance you will still need to select the appropriate fringe area because those files will have the correct pay scales for teaching staff There are 2 files for each set and both files must be downloaded to the folder that you have just created. If you need more than one set of pay scales, you will need to create a new folder for each set of files. 5. Select the correct fringe version and to download right click on the FIRST file and select Save Target As (the file will look very similar to the one in the following screenshot please note this is for the main inner pay scales) 6. Navigate to the created folder and double click on it The file name will show file type and area e.g. the file above is main_inner. Do not change this. 7. Click Save Page 2 Herts for Learning 2018 Doc Ref DMS017

7 8. Right click on the SECOND file (the.signature file) and select Save Target As 9. Change Save as type to All Files 10. Depending on how your machine is setup, please change the file extension as described below. The following screenshot shows the correct extension convention which is.xml.signature 11. If the File Name contains.xml.xml Delete the 2 nd.xml and add.signature 12. If the File Name contains.xml Add.signature 13. If the File Name contains.signature but not.xml then you will need to add.xml before.signature (see example below) Please note that some school setups do not allow users to show the extension types of files. To see the file extension please go to Start > Control Panel > Folder Options > View and untick Hide extensions for known file types. Hide extensions for known file types Doc Ref DMS017 Herts for Learning 2018 Page 3

8 14. Click Save to the folder you created previously once the files have been renamed as detailed in steps 9 and In SIMS select Tools > Staff > Pay Related Import 16. Click on Select File 17. Navigate to the location where you saved the files and select Pay Related Files 2018 folder 18. Select the Sims_PayRelatedXXXXXXX_XXXX_XXX.xml (You will only see one file the other one is hidden.) 19. Double click or click Open 20. Click Import 21. The Import button will go grey and a message appears in bottom left corner 22. Check the Exception Log Panel at Tab 4. If you have a message here please log a call with the ICT Service Desk. You can take a note of the message and continue working but some of the service terms will not have been updated 23. If you get an error message Service Term <at> the rollback transaction has no corresponding begin transaction try importing the file again. If you still get the error please log a call with the Service Desk 24. Close the Import Service Terms panel 25. You will need to repeat the above for Nursery Nurse, Soulbury and Youth & Community Workers if in use When you have imported the files and checked that they appear in the relevant Service Term (Tools > Staff > Pay Related) (this can be done by looking in the service term(s) that you have just imported and check that the award date reads the current year), you can delete the folders from your desktop or chosen folder. If you have any problems please Contact the Service Desk: Telephone Option 1 and Option 1 again help@sd.hertsforlearning.co.uk Page 4 Herts for Learning 2018 Doc Ref DMS017

9 Add TLR and SEN Allowance Awards to a Service Term TLRs and SEN Allowances are normally only awarded to teaching staff. The following table shows the suggested values for TLRs. Schools are able to select their own TLR rates and you may not be using the rates shown below. If these values do not apply to your school, you will need to use the amounts applicable. You should check with your Head Teacher / Bursar before making any changes. TLR Sept '17 Sept '18 2a 2,667 2,694 2b 4,590 4,636 2c 6,516 6,581 1a 7,701 7,778 1b 9,478 9,573 1c 11,253 11,366 1d 13,026 13,156 3 Min 529 Max 2,630 Min 534 Max 2656 Please do not overwrite old award dates; you must add new dates and awards. You only need to complete this step if you have changes to the allowance awards. 1. Select Tools > Staff > Pay Related 2. Search for the required Service Term (normally Teacher) and Open 3. Click on the 3. Allowances hyperlink 4. Select the Allowance to be updated and with that highlighted 5. Click New on the Allowance Awards Panel below Please do not overwrite old award dates; you must add new dates and awards to retain the history of awards 6. Enter Date and Amount 7. Click OK then Save the record New Doc Ref DMS017 Herts for Learning 2018 Page 5

10 SEN Allowance The suggested rates have changed for September 2018 and need to be updated within the Teacher service term following the previous instructions. (Special Needs 1 (SN1) 2127 and Special Needs 2 (SN2) 4200). Check with your Head Teacher or Bursar before making any changes. Updating Other Allowances If you have allowances that are specific to your school, e.g. First Aid Allowance or Teaching Learning & Responsibility Allowances, they will not be updated from the pay related definitions import file. You will have to update each individual allowance. 1. Select Tools > Staff > Pay Related 2. Search for the required Service Term where the allowance exists and Open 3. Click on the 3. Allowances hyperlink 4. Select the Allowance to be updated and with that highlighted 5. Click New on the Allowance Awards Panel below Please do not overwrite old award dates; you must add new dates and awards to retain the history of awards 6. Enter Date and Amount 7. Click OK then Save the record Add 2018/2019 Fringe Allowance - Academies, VA or Foundation Schools only If your school has not accepted the Hertfordshire terms and conditions and you are still paying fringe allowances you will need to add new allowance awards for 2018/ Select Tools > Staff > Pay Related 2. Click Search and select NJC APT&C 3. Select hyperlink Allowances 4. Highlight Outer Fringe or Inner Fringe as appropriate 5. On the Allowance Award panel click New and enter the relevant Date and Amount Page 6 Herts for Learning 2018 Doc Ref DMS017

11 6. Click OK and Save Introduction In 2017 the Allowances were: Outer Fringe 585 and Inner Fringe 841. In 2018 the Allowances are: Outer Fringe 590 and Inner Fringe 849. If these values do not apply to your school, you will need to use the amounts applicable. Add New Hourly Paid Rate if required 1. Tools > Staff > Pay Related click Search and find the relevant Service Term 2. Go to Hyperlink 2 Pay Awards If Single Pay Spine is not ticked for Hourly Paid Staff When single pay scale is not ticked the pay award is linked to each defined scale. Each scale will need to have the award updated. 3. Click on the scale to be updated, in this example Dance Tutor New 4. Click New on the Scale Award area and add an Award Date and click OK 5. Enter the new hourly rate in the Amount column 6. Click Save Hourly rate Doc Ref DMS017 Herts for Learning 2018 Page 7

12 7. Repeat for any other scales that have had a pay increase Annual Increment Please see the advice on the next page about the timing of this routine. Although an automatic annual increment is no longer awarded to staff, this routine can be run for Support Staff and Teaching Staff to reflect an incremented award where applicable. Pay awards are linked to performance management outcomes. The routine should be run before September. Use the Nominal Roll Report from SERCO (or other payroll report) to check scales & points. This is a routine that will increment the pay scales without going into each contract and can be done at any time before increment is due. 1. Select Tools > Staff > Annual Increment 2. Select Service Term, Year and appropriate Increment Month and click Search. Support Staff are due their annual increment in June and Teaching Staff in September. Staff that are at the top of the pay scales will not appear on the list as they are not due an increment 3. Select required staff or click Select All 4. Click Apply It is recommended that this routine is run before September. New contracts that are added in September will prevent the search from working correctly. If staff are not awarded the increment once their performance management review has taken place the incremented spinal point can be deleted from the staff contract and the end date removed as necessary. Please proceed with the following steps. 1. Go to Focus > Person > Staff > Browse to the staff record, navigate to the Employment Details panel and open the contract to be amended Page 8 Herts for Learning 2018 Doc Ref DMS017

13 For example, this member of staff was awarded an incremented spinal pay award in June. However, following their review it was decided that they had not met their objectives and so would not be awarded the increment. 2. The award can be deleted by highlighting the relevant point and clicking Delete The end date must be removed from the previous spinal point so that there is a current pay scale associated with an open contract. 3. Open the spinal point and remove the end date 4. Click OK and Save the contract 5. Save the overall record The pay scale panel will then display the spinal point history as it was before the increment was applied. Doc Ref DMS017 Herts for Learning 2018 Page 9

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