HERA and FEDRA Software User Notes: General guide for all users Version 7 Jan 2009 1
Educational Competencies Consortium Ltd is a not-for-profit, member-driven organisation, offering a unique mix of high quality, integrated human resource management web-based products together with consultancy and training services. Our real added value is that we help universities and colleges develop people s capabilities and performance in a transparent and objective way. Our HERA (Higher Education) and FEDRA (Further Education) products provide a range of methods that can be used individually or as a fully integrated web-based package. Role analysis provides the foundation on which to build the links between recruitment, development, reward and recognition, targeted directly at achieving the objectives of the university or college. Our products have been uniquely developed by and for the Higher and Further Education sectors and can be tailored to meet individual requirements. The ECC team provides expert support. We do this with a deeply held belief that our work has a positive impact on the results our members are able to achieve. These are not just HR results, but the achievements of the organisation overall. Please call us to talk about how we can help you achieve your objectives. ECC Ltd 3 Gray s Inn Square London WC1R 5AH Tel: 020 7430 8368 Email: contactus@ecc.ac.uk Visit our website www.ecc.ac.uk ECC 2008 Developing people, delivering results 2
CONTENTS SECTION A 6 General guide for all users 1 DATABASE 7 1.1 What you have 7 1.2 User Name and Password 7 2 WEB-BASED SOFTWARE 8 3 OPENING HERA 9 4 USER SETTINGS 12 5 WORKING WITH ROLES 13 5.1 To view an existing role 13 5.2 Role Notes 16 5.3 Adding a new role 17 5.4 Putting on and viewing Role Profiles and scoring roles 17 5.5 Comparing profiles 23 5.6 Copying from an existing profile 24 5.7 Deleting profiles and roles 25 6 EMPLOYEE DATA 26 6.1 To view an existing employee or put on a new one 26 7 REPORTS 29 7.1 General overview 29 7.2 How to run standard reports 29 7.3 How to run a standard report using a standard filter: 32 7.4 To create a non standard report using a standard filter. 35 7.5 To create a non standard report using a non standard filter. 37 7.6 Creating a new matrix template 38 7.7 Creating a new document template 39 7.8 Editing and deleting templates and filters. 41 8 EXPORTING DATA 42 8.1 Exporting Data 42 9 IMPORTING DATA 44 9.1 Setting up the data to import 44 9.2 Importing a data file 45
9.3 Updating Data 46 9.4 Importing and Updating Data 46 10 SALARY STRUCTURES 47 10.1 Default Structure 47 10.2 To view an existing structure 47 10.3 To edit an existing structure 48 10.4 To create a new structure 48 10.5 To copy an existing structure 49 10.6 Using the Structure Graph 49 10.7 To delete a pay structure 52 10.8 Transferring existing roles to a new structure 52 10.9 Spine Point Maintenance 52 10.10 Costing Reports 53 10.11 Standard Costing Reports 53 10.12 To create a new Costing Report 54 10.13 Adding additional information into the Costing Report 54 11 CAREER MAPPING 56 11.1 Role Career Mapping 56 11.2 Employee Career Mapping 57 11.3 Career Map Reports 59 11.4 Role Specification Report 59 11.5 Employee Specification Report 60 11.6 Role to Employee Comparison Reports 60 12 TROUBLESHOOTING 62
The purpose of these User Notes is to help Users, both new and existing to find their way around the Framework Software, so that they can perform all the standard tasks and make full use of its functionality. The Notes are in three sections: o Section A: General guide for all Users o Section B: Supplementary section for System Administrators which covers the additional functions to which only they have access o Section C: Some practical exercises to help you with using the database.
SECTION A General guide for all users
1 DATABASE 1.1 What you have You have your own dedicated, secure database within Framework, to which only authorised staff in your institution have access. The URL for this will have been sent to you by Towers Perrin. The database is web-based. Each member institution has a dedicated System Administrator who is responsible for controlling access to the database locally. Please make sure that you know who your local System Administrator is if you are not that person. Back-up copies of your database are automatically made and stored on Towers Perrin s remote server, under the terms specified in the contact between ECC Ltd and Towers Perrin. You do not need to make local copies of the database. 1.2 User Name and Password When you are set up as a user, you will receive a User Name and password, which will automatically specify your level of access to the system. System Administrators have full access to all parts of the database. They determine the levels of access for other users. You will be asked to change the password that has been given to you the first time that you log in with it. Once you have typed in and confirmed your new password, you will receive a confirmation message. This is a security measure. User names and passwords are case-sensitive, i.e. it matters whether you use capitals or lower-case. Passwords must be at least 8 characters, and if they are less than 12 characters, must contain letters and at least one number. Also as a security measure, you will be asked to change your password every 90 days. If you have forgotten your password, you can use the Forgotten Password feature on the log in screen, which will automatically e-mail a new password to you, which you have to change the first time that you log in using it.
2 WEB-BASED SOFTWARE The web-based software acts like normal web pages. You do not need to save information unless specifically asked so to do on any particular screen. It will save automatically as you move between screens. You may find it easier to see the whole Framework screen if you press F11 to get rid of your normal toolbar.
3 OPENING HERA OR FEDRA When you open HERA or FEDRA, you will see the following screen: Enter your User name and password. Click login to enter the database You will be taken to the home page screen shown below:
You can navigate the whole site from this page. There are 6 menus: o o o o o o Points Evaluation Career Map Pay Reports Maintenance Client Setup These 6 subsections (each with its own drop-down menu) can always be accessed, wherever you are in the system, because they also appear on the top blue menu bar. From the Home Page you can move straight to whichever subsection of the database you want (e.g. Report Templates, Pay Structures or Role Data) by using your mouse to click on the relevant subsection. Within each subsection, every page has a Help button on the left hand menu bar which guides you through it. When you move to a subsection you will see something looking like this: Your position within the database is indicated by the breadcrumb at the top of the screen, immediately below the blue menu bar.
The database will open with the data appropriate to the template and filter (see Section 7) that you have selected to be the default. The standard default template is Role Mandatory Fields, and the default filter is All Roles. The left hand menu bar contains a choice of functions that you can perform for that screen, e.g. Save, Delete. You can always log out from this menu.
4 USER SETTINGS You can customise some of the settings in the database. To do this, go into the Change my Settings in the Maintenance menu. The following screen will appear: You can change the number of roles or employees that appear on each page your Roles Data or Employee Data screens. If you want to be able to scroll through the whole list on one page, choose a number larger than the number of roles in your database. Once you have entered the number that you want, click on Save on the left hand menu bar. You can also change the number of roles or employees that appear on each page from the Role or Employee Lists screens. To do this scroll down to the bottom of the page and type the new number in the Items per Page box. The change will save automatically. You can also check a box so that you can go automatically to the Questionnaire to start entering the score when a new profile has been entered. If you want to activate this function, check the box and click on Save on the left hand menu bar.
5 WORKING WITH ROLES 5.1 To view an existing role To view all existing roles, first select Role Data from the Maintenance Menu. This will take you to role list. Make sure that the Template box immediately under the tabs says Role Mandatory fields, and the Filter box All Roles. If not, use the drop down menus to select them in order to view all the roles. Here, you will be able to perform a number of tasks: o View a list of all Roles in the database o View the detail of a particular Role o Sort the data in different ways by double clicking on the relevant column heading e.g. Role Title o Perform a search for a particular role To view details of an existing role, find the role in the Role List. To search for a role, you use either Quick Search or Advanced Search. To use Quick Search, type the Role Code or Role Title into the box at the top right, and click on Quick Search button. This will then give you a drop-down menu of the role or roles that the
search has found from anywhere in the database. Select the role that you want to look at by clicking on it. It will then appear in the role data screen. To use Advanced Search, select it on the left hand menu bar. This will add boxes above each of the role fields used in the current template, to enable to you to search on any of these fields. Select the field or fields that you wish to search on and enter your search criteria into the field. Click on Execute Search. The results will then appear in the role data screen. To revert back to the list of all roles, click on the Select Role tab. To view the details of a role select it by clicking on the role code. This automatically takes you into the Role detail screen which contains 4 sections: Basic Details, Role Evaluation Details, Pay Details, Other.
Note that above the Basic Details, you can see the roles immediately before and after this role, and can use this feature to move on to the next role or back to the previous one. The default setting for Role Details tab contains the following information. Those marked below with an asterisk are compulsory fields which must be completed. PLEASE NOTE that your own screen may have been customised locally and may therefore look different, and have some different field names from those listed and illustrated here. Basic Details *Role Code The unique reference for the role *Role Title The title for the role Description Further details of the role, e.g. a description Role Division As defined in the Look up values *Role Location As defined in the Look up values. In the default setting this field is used as a security field and is therefore compulsory. See section 12.5 below. Role Class Reports to As defined in the Look up values To enter the role to which this one reports
Role Evaluation Details Plan PE Evaluated Structure PE Evaluated Grade PE Evaluated Points PE Grade Date PE Authorised Date Career Map Ladder Set Pay Details Role Base Pay Role Variable Pay Role Total Pay Actual Grade Actual Structure Select HERA or FEDRA from drop-down menu The appropriate grade structure (Basic structure or your own) selected from the drop-down menu Generated automatically once a grade structure has been assigned and there is an authorised profile Generated automatically once an authorised profile is scored Generated automatically once the authorised profile has been scored Generated automatically once the authorised profile has been scored HERA or FEDRA To show the current base pay which attaches to a role (e.g. midpoint of current grade, or average pay of employees in this role. For part-time staff the data in this field needs to show the FTE salary, not the prorata one) Any plusages or allowances, including market supplements The sum of the above If different from the evaluated grade Current Spine Point (Role Base Pay) Current Spine Point (Role Total Pay) Current Spine Point (Role Variable Pay) Other This will contain any additional fields that have been created. 5.2 Role Notes To be inserted if different from the Evaluated Structure You can attach up to 5 documents to a role from elsewhere on your computer system, e.g. a job description or Record of Evidence. To add a document stored elsewhere, go to the Role Details page by selecting the appropriate role from the list and clicking on the role code. Select Upload Role Notes on the left hand menu. Select the file to be imported by double clicking on Browse and click OK. A message will appear at the top of the screen saying that the Role Notes have successfully been uploaded.
To view existing Role Notes, scroll down to the bottom of the screen to find the section Role Notes which will list any documents that have been attached. To open a document click on the title and the document will open. To delete Role Notes which have been attached, select the document to be deleted by clicking in the adjacent box. Click on Delete Selected and you will receive a message at the top of the screen to say that the Notes have been successfully deleted. 5.3 Adding a new role Select Role Data from the Maintenance Menu. At the Role List screen, click on the New button on the left hand menu bar. This will give you a blank Role Details screen where you can enter the data. Remember to check which fields, in addition to Role Code, Role Details and Plan, are compulsory fields (in the default setting Location is a compulsory field). When you have entered your data, click on Save on the left hand menu bar. You will receive a message to say that the Role was successfully saved. You then have access to a new menu in the left-hand menu bar, which enables you to upload Role Notes or to create and view new or existing role profiles. 5.4 Putting on and viewing Role Profiles and scoring roles To view an existing role profile, select the appropriate Role from the Role List and open the Role Details screen by clicking on the role code, select View Existing Profiles from the left hand menu bar. This contains a list of all the available profiles for the role.
Click on the Profile Code to see or edit details of the profile and profiler. The (i) to the right of each available field gives information on what the field contains. Place the cursor on the (i) to read it. To create a new Role Profile for an existing Role, first select the Role from the Role Data section of the Maintenance Menu, then in the Role Details screen select Create New Profile in the left hand menu bar. If you already have a profile and want to create another, from the Profiles tab, click on the New button on the left hand menu bar. In either case the following screen will appear: The No., Profile Code and Profiler will automatically appear. You can change these if you want. Enter any details of the Profiler (using the dropdown menus where appropriate) and indicate where this is the authorised profile by ticking the box. The remaining information will appear once the profile has been scored. Click on Save on the left hand menu bar. A message will appear towards the top of the screen saying that the Profile was successfully saved. The final 2 columns indicate when the Profile was last modified and by whom. To view an existing evaluation or to put on a new one, select the appropriate profile from the Profiles tab by checking the box next to the profile and clicking on the Questionnaire tab. For a profile to which a score is already attached, this will show you the Questions and the responses which have been attached to them. There are 2 different ways of viewing this data. You can switch from one view to another by selecting Switch View on the left hand menu bar.
One way shows you all the details of the HERA or FEDRA Questionnaire (Element Tab View). It is designed in a tabular format: There is a separate tab for each of the 14 elements, plus an addition tab headed OC (optional competencies) which relates ONLY to Career Map, and which you can ignore for evaluation purposes. You can navigate through the Questionnaire by using either the mouse or the cursor keys, using the dropdown menus to allocate the responses. The second view lists all the elements and questions on one page (List View), and the responses need to be completed by typing in the appropriate letter. These can be in lower or upper case.
Comments: In both views there are small boxes next to each question, with a green plus sign in them. These are Comments boxes and can be used for storing evidence relating to the particular question, or for keeping a record of why a particular scoring decision was reached. Click on the box, and either enter the data directly or cut and paste from another document. Click on OK to save. If a box contains comments, the green plus sign will have disappeared. To delete comments that have been attached, open the box by clicking on it, delete the text, and click on OK to save the change. To export data from the Comments box, see Section 8 Notes for Guidance: The national Notes for Guidance can be viewed from the Element Tab View. The Notes for the particular element can be accessed from Download Guidance Notes in the left hand menu bar. Score tab: This will show you the score for the role, broken down by element, together with the percentage of the available score for each element. The score is generated automatically when the responses are inserted at the Questionnaire tab, using your preferred view. You can change the sort order on this screen by double clicking on the appropriate heading, e.g. Rank.
What if?: To use the What if? function, click on What If? on the left hand menu bar. This will produce a further column headed What if score. Click on the element you wish to amend and make the appropriate change. Click on the Score tab again, and it will show the new score for that element in the what if score column. If you wish to save the change click on Save What If? on the left hand menu bar. You can cancel the What If score by clicking Cancel What If in the left hand menu bar. Challenge tab: This will show whether any of the challenges built into the Plan have been activated. If a challenge has been activated a screen similar to the one below will appear, listing the challenges (see Section 17):
If there are no challenges activated a message will appear saying all challenges were passed. You can use the Challenge function with the What if? function described above. If you have made a change to a score under the What if? function, move to the Challenge tab and it will show you any Challenges generated by the What if? score. Grade Summary tab: This gives you a summary of the grading structure to which the role has been attached and a grade history for the role:
Response Summary tab: This summarises the responses to each of the 50 questions in the profile, the total points and the appropriate grade for the role. You can print a copy of this by selecting Print on the left hand menu bar. 5.5 Comparing profiles As you are scoring a role, you can bring up on the screen the scores that you gave to other profiles, either for the same or for different roles. You can do this in either View. In the Questionnaire tab, select Compare Profiles in the left hand menu bar, enter the role code or role title for the role that you want to make the comparison with into the box and click Search. Select the appropriate role, click on the Next button, select the appropriate profile by ticking the appropriate box and click on OK. Do this separately for each comparator. The role code and scores will appear to the right of the scoring boxes for the current role.
To copy the comparison score across on an element by element basis, click on Copy Responses on the left hand menu bar. Where more than one comparator has been selected, the system will ask you to select which one you want to copy. To remove the comparisons, click on the Remove Comparison on the left hand menu bar. 5.6 Copying from an existing profile You can copy the responses to the Questionnaire from an existing profile to a new one. This function is useful when creating multiple profiles for the same role or when a similar profile fits a role with a different title or code. This may occur, when there are slight differences in role requirements caused, for example, by being based in different departments, locations etc. Select the role into which you wish the profile to be copied, and select the Profiles tab Set up a new profile (see Section 5.4 above) and check the box next to it. Click on Copy Profile button on the left hand menu bar. This will open the search box. Type in the Role Code or Role Title for the role that you wish to copy from and select the role. Click on the next button, select the profile by clicking on the adjacent box and click OK. A message will appear saying that the relevant profile has been successfully copied. You can then click on the Questionnaire tab and make any changes to the responses to the Questionnaire.
5.7 Deleting profiles and roles DELETING A PROFILE Select the Role from the Role List, select View Existing Profiles, and then from the list select the profile to be deleted by checking the adjacent box. Select Delete on the left hand menu bar. You will get a message Are you sure you wish to delete the selected items? Click on OK. DELETING A ROLE Select the role from the Role list in the Role Data subsection of the Maintenance menu, by ticking the adjacent box. Click on Delete on the left hand menu bar. You will get the following message: You will get a message Are you sure you wish to delete the selected items? Click on OK.
6 EMPLOYEE DATA The system works in exactly the same way, as it does for Roles. From the Maintenance menu on the top menu bar, select Employee Data. This will open the Employee List screen with all the employees on the database. 6.1 To view an existing employee or put on a new one To view an existing employee, first select an employee by clicking on the Staff reference. This will open the Employee Detail screen where you can see the employee s details, e.g. first name, last name, date of birth, telephone number etc.:
As with Role Data, above the Basic Details, you can see the employees immediately before and after this employee, and can use this feature to move on to the next employee or back to the previous one. TO SEARCH FOR AN EMPLOYEE: You use either Quick Search or Advanced Search. To use Quick Search, type the Staff Reference or Employee Last Name into the box at the top right, and click on Quick Search on the line below. This will then give you a drop-down menu of the employee or employees that the search has found from anywhere in the database. Select the employee that you want to look at by clicking on it. It will then appear in the employee data screen. To use Advanced Search, select it on the left hand menu bar. This will add boxes above each of the employee fields used in the current template, to enable to you to search on any of these fields. Select the field or fields that you wish to search on, and click on Execute Search. To put on a new employee, from the Employee List screen List tab, click on New on the left hand menu bar. This will open the Employee Details screen, and enter the relevant information, using the drop-down menus as appropriate. To allocate an employee to their role, type the Role Code or Role Title into the box and click Search. Select the appropriate role. Once you have done this, click on Save on the left hand menu bar. You will receive a message to say that the employee was successfully saved. The following information can be included in the Details screen, under three sections: Basic Details, Pay Details and Other. The compulsory fields for the default settings are asterisked.
Basic Details *Staff Reference *Last name *First name Role Type in the Role Code of the role to which the Employee is assigned Employee Division Telephone E-Mail Address Date of birth Managed by You can use the Search feature to find this *Employee Location Use the drop down menu to insert this Ethnic Origin Use the drop down menu to insert this Gender Use the drop down menu to insert this Notes Pay Details Personal Structure Personal Grade Current Base Pay Current Variable Pay Current Total Pay (For part-time staff the data in these fields needs to show the FTE salary, not the pro-rata one) Other This will contain any additional fields that have been created. N.B The provisions of the Data Protection legislation apply. You can also put on employees by importing data from another system. See Section 9 below. DELETING AN EXISTING EMPLOYEE In the Employee List, select the employee that you wish to delete by checking the adjacent box. Select Delete on the left hand menu bar. You will get a message Are you sure you wish to delete the selected items? Click on OK.
7 REPORTS This section gives a general overview of the Report Builder, and then describes in detail how each section works, how to run standard reports and how to create your own. 7.1 General overview The Report builder has 2 components: Templates and Filters. A Template is a selection of data fields to include in a report (e.g. Role Code, Role Title, Division, Profile total Points, PE Evaluated Grade). There are 5 types of templates: Tabular, Document, Chart, Matrix, Costing and Comparison. A Filter defines the role and/or employee data to be included in the report (e.g. all roles, roles with a score of more than 500 points, employees in a particular division). Templates and Filters are stored in 3 folders: My Templates/ Filters, Shared Templates/ Filters and Standard Templates/ Filters. My templates/ Filters contains those created by the user for their use only. Shared Templates/ Filters contains those which a user creates for use by all users. Standard Templates/ Filters contain the standard reports pre-set in the system which are available to all users. To run an existing report, it is necessary to select an existing template, to select an appropriate filter, and then to run the report. To create a new report it is necessary to first create a template, then an appropriate filter, and then to run the report. Once a report has been created in the Report Builder, both the Template and the Filter can be saved and used again. The actual Report is saved in the Report Queue for a period of 14 days, and can be re-run from there. 7.2 How to run standard reports STANDARD REPORTS OR TEMPLATES A number of standard reports have been set up for users. These can be found in the Reports Menu, Templates subsection in the Standard Templates tab. The Reports included here are as follows: Points Evaluation: Element Comparisons Lists selected roles, the responses and the points scored for a selected element or subelement Evaluated Points by Element Shows for any selected role the points score for each element in chart form Grade History Lists the structures and grades applied to the roles in date order
Percentage of Available Points by Element Shows for any selected role the points score for each element, as a percentage of the total available for that element, in chart form Profile Comparison by element Allows any number of role profiles to be compared with each other showing element scores Profile Comparison by Question Allows any number of role profiles to be compared with each other showing question responses Questionnaire Response Shows the responses for the selected roles, listing the role codes down the page and the responses to each statement across the page Response Summary Gives a summary of the responses allocated to each statement, the points score for each element, and the total points score for the role. Challenges may or may not be included Role Description Lists the highest scoring statements for each element, and produces 2 bar graphs, one showing the total points and scores for each of the elements, and the other showing the score as a percentage of the total available points for each element, for the selected roles Role description Charts Points by element and Percentage of Available Points by Element The above charts without the Role description report Role Profiles Tells you how many profiles a particular role has, gives details of the profiler, and the total points for the profile Total Points Summary Lists selected roles and gives the total points and the points scored for each element Career Map (see Section 11 for more details) Employee Specification Report Provides an employee specification based on the authorised Career Map Profile Employee Sub Competencies by Level This chart plots Career Map Organisational Sub-Competencies by Level for a given Employee Employee to Role(s) Comparison Compares the career map profiles of an employee to one or more roles Role Specification Report
Provides a role specification based on the authorised Career Map Profile Role Sub Competencies by Level This chart plots Career Map Organisational Sub-Competencies by Level for a given Role Role/ Employee Comparison Compares the career map profiles of one role to one employee Role to Employee(s) Comparison Compares the career map profiles of a role to one or more employees Pay (see Section 10 for more details on these reports) Average Base Pay by Grade Chart plotting average base pay for roles Compa-Ratio report (Role Base Pay) This report allows you to compare role pay to employee pay Costing Reports (Grade Min, Grade Max, Implementation, Implementation + 1SP) These allow you to use a number of different options for salary modelling Grade Distribution Chart Shows you distribution of roles by evaluated grade Spine Point Distribution Chart Shows distribution of employees by spine point, useful for Equal Pay Audits. Cross Module Distribution of Employees by Ethnic Origin Distribution of Employees by Location Distribution of Roles by Division Distribution of Roles by Employee gender Employee Mandatory Fields Role and Employee Mandatory Fields Role Mandatory Fields Standard Filters Two standard filters have been set up for users. These can be found in the Reports Menu, Filters subsection in the Standard Filters tab. The Filters included here are: o o All Employees All Roles
7.3 How to run a standard report using a standard filter: From the Reports Menu select Report Builder, which will give a screen similar to this one: Select the tab Standard Templates and check the box adjacent to the report that you wish to run. Click on the Select Filter tab on the top line, and then click on Standard Filters:
Select the appropriate filter by checking the adjacent box. You can select individual roles or employees by clicking on the Refine Filter tab and selecting the roles or employees that you want to include in the report. Click on the Review Selection Tab, which will show you the template and filter that you have selected. Under Report Options, use the dropdown menu to select the relevant options, e.g. to run the report with authorised profiles only, or with all profiles, or for some reports you can chose the output format. If only one or two roles have been selected, a list of all the available profiles will appear, so you can select those that you want. Select Run on the left hand menu bar. This will open the Report Queue screen and tell you that your report is running, and when it is complete:
Click the box adjacent to the report that you wish to run, select Download on the left hand menu bar, and open the report. This report will remain in the Report Queue for 14 days, and you can run it again with the same data simply by downloading it again, or you can run it again with updated data by checking the box next to the report and selecting Run Again on the left hand menu bar. The sort order of the reports in the Report Queue can be altered by double clicking on the appropriate heading.
7.4 To create a non standard report using a standard filter To do this you will need to create a new Report Template. From the Reports Menu, select Report Builder and in the My Templates tab select New in the left hand menu bar. You will be asked to choose which type of template you want to create. Select the appropriate format and click OK. This will open the following screen (this one is for a Tabular Report, but the others are very similar):
Give the Report a name, and if required a description. You can decide whether the report is available only to you or to all users of your database. Check the Shared box if you want it to be available to all users. Select the section of the database that the report needs to use, using the dropdown menu (points evaluation, career map, pay, etc). The layout options relate to specific reports. There is a special format for 2 of the standard reports: Response summary and element comparison, but normally you can ignore this. The remainder of the layout options relate to the type of report that you have chosen (e.g. tabular, document, chart, matrix, costing comparison). Under Fields, select the data that you want to include in the report by highlighting the fields (use the control key to highlight several at once) and click on the green arrow which points to the right to move the data into the right hand box. Use the up and down arrows to change the order of the data fields. You have an option to add a chart to the report, and a list of standard charts is included. To add a chart, highlight the one that you want to include. If you want to show an average in the report, you have the facility to choose how you want to define the average. Select Save on the left hand menu bar and you will receive a message saying that the template has been successfully saved. Move to the Filters tab and select a filter from the Standard filters tab by checking the appropriate box. Select Refine Filter if you wish to include only a selection of roles or employees.
Click on the Review Selection tab, and select Run on the left hand menu bar. Select the role from the Report Queue by checking the adjacent box and select Download from the left hand menu bar. Open the report. 7.5 To create a non standard report using a non standard filter First, create your new Filter. To do this, select Filters from the Reports Menu. In the My Filters tab, click on New on the left hand menu bar. Enter the name for the new filter, and check the Shared box if you wish to share this filter with other users of your database. Select New Filter Rule from the left hand menu bar. At the Filter rules box use the drop down menu to select the field that you want to use (e.g. Division, Role class, Evaluated Points): Where a look-up table has already been set-up elsewhere in the database for the selected field, this will generate a screen showing the available options in that field (e.g. the names of Divisions, or Role classes). Click on the one you want to include. You can select more than one option by using the Control key. Where a look-up table is not already available use the drop down menu in the next box to choose the available options for the filter (e.g. is equal to, is greater than, contains text). Select the one you want by highlighting it. In the final box insert the particular field that you want to sort by (e.g. the points range that you want to include).
You can select Preview Filter Results to check that you have included all the data that you want. Click Save on the left hand menu bar. You will receive a message saying that the filter has been successfully saved. Once you have created the new filter, follow the instructions above for Creating a Non-standard Report using a Standard Filter, but substitute your newly created filter for the standard ones. You will find this listed in the My Filters tab. You can also create a new filter, following the above instructions, within the Report Builder. 7.6 Creating a new matrix template From the Reports Menu, select Templates and in the My Templates tab select New in the left hand menu bar. You will be asked to choose which type of template you want to create. Select Matrix by checking the appropriate box. The following screen will appear: Give the Template a name and decide whether or not you want it to be shared. Use the drop down menu to select the appropriate Module. Use the drop down menu to select the data that you wish to have on your x and y axes. Tick the relevant display options for roles or employees or percentages, and where you wish these to appear.
If you wish any other fields to appear in the report, you can select them by highlighting them in the left hand box and using the green arrow to take them into the right hand box. Click on Save on the left hand menu bar. You can now use this Template with any of the Filters to create a Report. 7.7 Creating a new document template From the Reports Menu, select Templates and in the My Templates tab select New in the left hand menu bar. You will be asked to choose which type of template you want to create. Select Document by checking the appropriate box. This will open the following screen: Give the Template a name and decide whether or not you want it to be shared. Select the section of the database that you wish to use from the drop down menu next to Module. The large blank box with it s own menu bar is where you need to produce the text for your report as a Word document. Click on the abc box to the left of Insert Chart, and you will see a list of the available data fields that you can use in your report:
Click on the fields that you want to use to insert them in the document. Remember that you are creating a Word document so that you need to include spacing, paragraphs and formatting. You also need to type in any text that you wish to appear as well as the information that you have selected from the database. If, for example, you have included the field Role Code, and you wish to say what this is, you need to type in the heading Role Code next to the field. You can use the dropdown menu at Insert Chart to add any chart template that you have already set up. The square icon to the left of the abc icon enables you to view the document template creation box in full screen mode. Use the same icon to toggle back to the original view once the template has been completed. Here is an example of a completed template:
When you have set up the document as you want it, click on Save on the left hand menu bar. You can then use this Template with any of the Filters to create a report. 7.8 Editing and deleting templates and filters You can only edit or delete templates or filters which are listed in the My Templates or My filters tabs. If you try to edit anything in the shared or Standard tabs you will get on of the following messages: This is a standard template and cannot be edited. Use the 'Copy' option to create your own copy which can then be modified. This template was created by someone else. Use the 'Copy' option to create your own copy which can then be modified. To edit one of your own templates or filters, find it in the Templates or Filters list, click on the title which will open the data fields for you to edit. Make the desired changes and click on Save on the left hand menu bar. To delete a template or filter, find it in the Templates or Filters list, check the box next to the one you want to delete and select Delete on the left hand menu bar. The system will ask you if you are sure that you want to delete the selected item. Click OK.
8 EXPORTING DATA 8.1 Exporting Data Exporting data is very simple and can be done through the Reports. If the data that you wish to export is contained in one of the Framework Standard reports, you can run the report as Excel file, and simply save the result in that application. You can also export data from the Role and Employee Details fields, or you can export the Questionnaire responses and any attached comments. If you wish to export data from the Role or Employee Details fields, set up a Report containing the appropriate Template and Filter, as explained in section 7 above, save the report and run it into EXCEL or WORD as appropriate. EXAMPLE EXPORT OF ALL DATA INCLUDING SCORES AND COMMENTS FOR ONE ROLE: From the Reports menu select Report Builder. Select New from the left hand menu bar, and select the report type, in this case tabular, by clicking the adjacent spot and click OK. Give the template a name (All data on one role), under Module, select Points Evaluation, highlight the following fields, using the control key, and use the green arrow to take them into the right hand box as shown: Click on Save on the left hand menu bar and you will get a message saying that the template was successfully saved.
Go to the Select Filter tab and go to the Standard Filters tab. Select All Roles by clicking the adjacent box, and move to the Refine Filter (optional) tab. Select the role that you wish to export data on. Now go to the Review Selection tab and it will show you the Template and Filter that you have selected, and give you the option under Filter Profiles? of selecting all profiles, authorised only, etc. Select the one you want. Your report is ready to run, so select Run on the left hand menu bar. This will take you to the Report Queue where your report will be running. To view the report, check the box next to it and click on Download on the left hand menu bar. Open the report in EXCEL.
9 IMPORTING DATA 9.1 Setting up the data to import Data can be imported into the software using CSV (comma separated values) and other delimited values files. First, set up the file with the data that you want to import in EXCEL (e.g. role or employee data from an HR system or another application). You must be sure that the field headings in the spreadsheet exactly match those in the database although the order does not matter. To help you with this you can download field headings from the database. Save the file as a.csv file. If you wish to download headings from the database, select Import Data from the Maintenance menu and chose type of data that you want to import, e.g. Role/employee data. Click on Download an Import template on the left hand menu bar, and at the next screen, choose the Template Option that you want to use, e.g. for Role Fields All Mandatory Fields, and click on Download on the left hand menu bar.
This will open an EXCEL file with the appropriate column headings in it. Enter the data under each heading and save as a.csv file. Import templates can also be downloaded for Spine Points and Custom Look up Fields. 9.2 Importing a data file Select Import Data from the Maintenance menu. Select the Import type from the dropdown menu, e.g. Role/Employee data, and click on Next. Click on Browse to find the.csv file that you wish to import. You should then receive a message saying The following data will be imported: click Finish to complete the process, and below that the data from the import file. Click Finish on the left hand menu bat and the data will be imported into the database. If any errors occur in the file to be imported, you will receive a warning message telling you the nature of the error. A red error means that a serious problem has prevented the import from proceeding. An Orange error, such as that shown below, means that the import can proceed but that the errors listed need to be noted.
You can then choose to correct the file or to proceed with importing the remaining data which does not contain any errors by clicking Finish on the left hand menu bar. 9.3 Updating Data To update data that has already been inserted, the quickest way is to create a Template and export it with headings and data into a CSV file (see Exporting Data above). You can then make your changes to the data in the CSV file. Once the changes are made, import that data following the instructions above. 9.4 Importing and Updating Data It is possible to update data and import new data at the same time. To do this, create a Template and export it with headings and data into a CSV file, including headings for any fields which are currently empty but which you wish to populate (see Exporting Data above). You can then make your changes to the data, including adding new data, in the CSV file. Once the changes are made, import that data following the instructions above.
10 SALARY STRUCTURES Go to the Pay Menu and select Structures. This will take you to a screen which will list all existing structures. 10.1 Default Structure This section of the database has been built around the 51 point pay spine which formed part of the national JNCHES Framework Agreement. If you wish to make changes to this spine, see para 13.8 below. The Model Structure (a 10 grade structure included in Appendix C to the Framework Agreement) has been included for illustrative purposes only. The HERA or FEDRA points attached to this Model Structure are again for illustrative purposes only, and are included only because it is necessary to have some data in these fields. 10.2 To view an existing structure From the Pay Menu select Structures. Select the structure that you wish to view by checking the adjacent box and go to the Grade tab. This will open the following screen:
10.3 To edit an existing structure Select structure that you wish to edit in the Structures screen by checking the adjacent box and go to the Grade tab. Make the changes that you wish to make and click on Save on the left hand menu bar. Note that altering the Spine Points automatically changes the salary information, and that changing the maximum points for one grade automatically changes the minimum points for the grade above. 10.4 To create a new structure On the Structures tab, click on the New button on the left hand menu bar. This will open the Structure Details screen, where you can enter the name and description for the new structure. At Structure Type, use the drop down menu to select Points based with Spine Points. Under Pay Type select Base Pay, Variable Pay or Total Pay as appropriate (normally Base Pay). Click on Save on the left hand menu bar. Go to the Grade tab, and click on New on the left hand menu bar, and this will create a grade for you: If you want to create an eight grade structure you will need to do this eight times to create 8 grades.
To enter the HERA or FEDRA points ranges, simply make the desired alterations in the appropriate Max Points boxes. The Min Points of the grade above will appear automatically. NB The system is designed not to allow you to put in overlapping points ranges. To enter the spine points attached to a grade, and the boundary between normal progression points and contribution points, use the drop down menu under the appropriate heading (Spine Min, 1 st Cont Point, Cont Max) and the new Salary point will automatically appear in the greyed out section, under the appropriate heading (Min Grade Pay, 1 st Cont Pay, Max Grade Pay). The Spine Min must be less than or equal to the 1 st Cont Pay, and the 1 st Cont point must be less than or equal to the Max Grade Pay. Click on the Save button on the left hand menu bar to save the changes. If you need to create a further grade, click on the New button on the left hand menu bar, enter the appropriate details. When you have finished, click on Save on the left hand menu bar You can delete a grade by checking the box next to the grade and clicking on the Delete button on the left hand menu bar. If you wish to print a copy of this structure, select View in EXCEL on the left hand menu bar. This will open the structure in EXCEL and you can then print it out. Once you have set up a new Pay Structure, this will appear in the Evaluated Structure dropdown menus throughout the system. 10.5 To copy an existing structure You can create a new structure by copying an existing structure and amending it. To do this, go to the Structures tab, select the structure that you wish to copy by checking the box next to it, and click on the Copy button on the left hand menu bar. You will receive a message saying Structure Copied Successfully, and your new structure will appear in the Structure tab. Check the box next to it and click on the name in order to open it for editing. 10.6 Using the Structure Graph The Graph allows you to plot roles and employees against a pay structure to see the effects of the structure that you have designed, and allows you to do some basic modelling on screen. Select the Structure that you wish to look at by checking the adjacent box. Go to the Structure Graph Tab, and you will see the following screen:
On the left you have a graph of the structure that you have already designed. On the right you have the structure details, and under that there are Role Options and Employee options that you can select. Check the boxes to show the data on the graph. NB This will only work on pay data which is already included in the Role Details and Employee Details sections of the database. If you have not included any pay details in these sections, then you will need to do so. Data can be imported into the relevant fields using the Import/ Update facility (see Section 8 on Exporting and Section 9 on Importing Data). If no pay data has been included in the Role or Employee Base Pay field the roles or employees will appear in the graph along the bottom axis. The data will appear along the vertical axis if you have base pay data but the role does not have a scored authorised profile. The default setting is a tick in Show Roles in this structure? If you wish to look at roles already assigned to the structure check the appropriate box. If you wish to look at roles not already assigned to the structure (for example, if you are modelling and wish just to see the effect of a particular structure), un-tick the box, tick the box that says Show Roles from Filter?, and use the drop-down menu to select the appropriate role selection. If you wish to look at employees who are in roles already assigned to the structure check the appropriate box. If you wish to look at employees not already in the structure (for example, if you are modelling and wish just to see the effect of a particular structure), tick the box Show Employees from Filter? and use the drop-down menu to select the appropriate employee filter. If you have not entered data into the gender field under Employee details you must check the box next to Include employees with unknown gender.
You can select to run the graph to Employee Average Pay average pay by checking the appropriate box. You can run the graph on one or more of these options. The key at the bottom of the graph shows the different symbols for roles, male and female employees and male and female average pay. Once you have selected your options, click on refresh on the left hand menu bar, and the graph will appear showing the options that you have selected. Once you have run the graph, you can click on an individual role or employee mark to obtain details of that role or employee. These will appear in a separate box. If you click on an employee you will also see details of the role to which the employee is assigned. You can print a copy of the structure graph by clicking on Print on the left hand menu bar. You can adjust the points and grade boundaries by making the changes to the structure to the right of the graph. Type in the new HERA or FEDRA points range or spinal points range that you would like to see the effect of. Making a change to the maximum points for a grade will automatically adjust the minimum points for the grade above. To see the effect of the changes on the graph, select the appropriate Role and Employee Options and click on the Refresh button on the left hand menu bar. This will not affect the underlying structure that you have designed. If you do wish to make the change permanent, click on the Save button on the left hand menu bar. If you do not wish to save the changes, take no further action and proceed to another section of the database.
10.7 To delete a pay structure Select Pay Structures from the Pay Framework menu. Check the box next to the structure that you wish to delete, and click on the Delete button on the left hand menu bar. 10.8 Transferring existing roles to a new structure Once a new structure has been created you may want to assign roles to it. This can be done by amending the Evaluated Structure field for each role within the Role Details screen (see Section 5). If a large number of roles need to be allocated to the new structure, a simple way to do this is to export the role details including the current Evaluated Structure field into Excel, amend the Evaluated structure to the newly created one, and import the amended structure (saved as a.csv file) using the Import facility to update this field in the database (see Section 8 on Exporting Data and Section 9 on Importing Data). When you update the Structure field this will automatically rescore the role to reflect the new structure to which it has been allocated. 10.9 Spine Point Maintenance The Spine Points can be maintained and amended in the Spine Point Maintenance section in the Pay menu. The default is the 51 point spine which forms part of the Framework Agreement: To amend a particular point, type in the new salary in the Pay column and click on save on the left hand menu bar. To add an additional spine point, click on the New button on the left hand menu bar, enter the details and click on the Save button. There is no limit on the number of
points that can be added. To delete a spine point, select the point to be deleted by checking the adjacent box, and click on the Delete button on the left hand menu bar. You will need to up-rate the spine points to reflect and local or national pay increases. You can use the Import facility to facility to upload this from a spreadsheet in a.csv file. A template can be downloaded for you to use for inputting the new data (see Section 9). 10.10 Costing Reports Costing reports can be used to: o o o Calculate the cost of bringing all your employees up to a point of their new grade (i.e. grade minimum, grade mid-point, contribution point, etc.) Calculate the cost the introduction a new pay structure, based on any that you have set up under Pay structures and the UCEA Model Pay Structure (or variations of it) Model year-on-year incremental increase scenarios 10.11 Standard Costing Reports A number of Costing Reports have been included in the list of Standard Templates. These are as follows: o o o o Costing Report Employee Base Pay/ Grade Min: this report will show you the effect of moving all employees to the minimum point of each grade in the grade structure to which their roles are assigned, and will help you to identify which employees are Green circled, the increase that is applicable to each of those employees, and the total increase in base salary cost for all the employees. Costing Report Role Base Pay/ Grade Max: this report will show you the effect of moving all roles to the maximum point of each grade in the grade structure to which the role is assigned, and will have you to identify which roles are Red circled. Implementation Costing Report+0SP: This report will show you the effect on each employee of applying the grading structure to which their roles have been assigned. It will take employees whose current salaries are below the minimum of the new grade to the bottom point of that grade and show you the cost of so doing; it will move employees whose current salaries are within the proposed new grade to the next highest spine point; and it hold those whose current salary is above the maximum of the non- contribution range of the proposed new grade at their current salary. The report will give you a total cost based on employees proposed new pay, and a total cost of the increase in employee base pay. Implementation Costing Report +1SP: This report operates in the same way as the previous one but looks a year ahead by moving those within the grade up by one increment. The report assumes that all employees will move into the contribution range, and can be used to give an approximate total cost one year on. These Reports run in the same way as all other Reports. From the Reports Menu, select Report Builder. At the Templates List, select the Standard Templates Tab, and scroll down to the Pay section. Select the Costing Report that you wish to run by checking the adjacent box. Move to the Select Filter tab, and select the filter that you
want to use. If you want to see the effect on all employees, move to the Standard Filters tab and tick the box next to All Employees. Move to the Review Selection tab, check that the correct template and filter are showing and click Run on the left hand menu bar. This will open the Report Queue screen which will show you the status of your report (running, complete). Please bear in mind that if you have a large number of employees this could take some time to run. Once it is complete, select the report by ticking the adjacent box, and select Download. This will open the report in EXCEL. 10.12 To create a new Costing Report To create a new report it is best to copy one of the existing templates and modify it. For example, if you wish to look ahead at the potential cost of a new structure two years on from implementation, you will need to create a new template by copying the existing template Implementation Costing Report +1SP Employee Current Pay from the Standard Templates. Check the box next to the Report that you wish to copy and select Copy from the left hand menu bar. You will receive a message that the selected template was successfully copied, and you will find the copy saved in the My Templates tab under the Pay section. With (copy) after it. Open this copy by clicking on the report name and make the following modifications: o Give the report a new name (=2SP), and if you want the report to be shared, check the appropriate box; o Amend the Spine Point adjustment from 1 to 2 using the drop down menu. o The Adjustment Factor field allows you to make assumptions about the number of roles which will move into the contribution range. 1 allows every role to move into the contribution range, and 0 holds all roles at the top salary point below the contribution range. If you wish to change this assumption to 80%, amend this figure to 0.8. Add in the fields Percentage increase and Proposed Increase with adjustment by highlighting them in the left hand column and using the green arrow to move them to the right hand column. PLEASE NOTE that the adjustment factor is applied to each role, so whilst the total figures will provide an accurate cost, based on the assumptions, the figure for an individual role will only be accurate where 0 or 1 is used. o Click on Save on the left hand menu bar. o Run the Report as described in the section above. 10.13 Adding additional information into the Costing Report The Costing Report assumes that all employees are full-time. You may also wish to add a field to the report to indicate whether the employee is full or part-time. You can do this by created an additional field in your database (see Section B, Supplementary Information for System Administrators) and adding that field to the report. The Costing Report has been designed to be a simple, easy to use tool, to give an estimate of likely costings under various scenarios. We have not been able within the resources available to make it do everything that would be desirable. Because the report runs straight into Excel, it is
easy to add in additional columns. You will probably wish to do this to include on-costs, e.g. NI and Employers superannuation costs.
11 CAREER MAPPING This section enables you to further analyse the competencies required for a role and to match employees against these. Unlike the other parts of Framework, it can be fully customised to suit an institution s own requirements (see Section 16 below, Career Map Set-up). 11.1 Role Career Mapping To view the Role Competency levels, select Role Career Map from the Career Map Menu. This will take you to a list of roles, based on the current filter in which you are working (default: All Roles). You will see that at the top of this page there is a message that tells you that you have read-only access to this page and that you cannot make any changes to the data displayed. This is because the role requirements are pre-defined as being at the core/expected level, and cannot be altered. Select the role that you wish to work with by checking the adjacent box, and click on the Select Level tab. This will take you to the Career Map General Profile Screen for the selected role, which shows the 3 available levels: Entry/Developing, Core/Expected and Exceptional, and has a tab for each of the six highest scoring elements for the role: You will see that the middle section (Core/ Expected) is highlighted in blue, as this is predefined. On this screen you also have the option of showing the Top 6 elements, Top 6 plus optional (i.e. any optional competencies that are being used, see Section 16.4) or All relevant competencies.
To select one of these options, click on the adjacent spot, and the selected view will appear. To move through the competencies, click on Next. 11.2 Employee Career Mapping To allocate Employee Competency levels, select Employee Career Map from the Career Map menu. This will take you to a list of employees, based on the current filter in which you are working (default: All Employees). Select the employee that you wish to work with by ticking the adjacent box and click on the Career Map Profiles tab. This will show you a list of any existing profiles for the role, or if there are none, will give you a list of headings. To put on a new profile click on New on the left hand menu bar and this will open the Profile Details screen: Enter the details of the Profiler, and click on Save on the left hand menu bar. This will take you back to the Career Map Profiles tab. Select the profile that you have just created by checking the adjacent box, and move to the Select Set of Ladders tab. Check the box next HERA or FEDRA and go to the Select Level tab. This will take you to the competency statements for the first of the relevant elements for the employee s current role. You can see tabs for the remaining elements.
On this screen you also have the option of showing: o the top 6 elements, o Top 6 plus optional (i.e. any optional competencies that are being used, see Section 16.4) o All relevant competencies o All competencies (i.e. all the competency statements for the whole Questionnaire) To select one of these options, click on the adjacent spot, and the selected view will appear. There are 3 levels for each element: Entry/Developing, Core/Expected and Exceptional. To allocate a level for an element check the appropriate level. Click on Next to move to the next tab. Once you have completed the allocation of levels, click on Save on the left hand menu bar. Select the Mapping Summary tab to view the levels that have been allocated:
To print the summary, click on the Print button on the left hand menu bar. You can have as many profiles as you like for an employee, but only one can be the authorised profile. To authorise a profile, select it from the Career Map Profiles Tab, and open the Profile Details screen by clicking on the Description. Check the Authorised box, and click on Save on the left hand menu bar. If you select the All Competencies option, this allows you to enter competency levels for an employee, irrespective of the particular role that they hold at the moment, by selecting the relevant statements from the Questionnaire and allocating a level to these. 11.3 Career Map Reports The Career Map Reports operate in the same way as all other Reports. A number of Career Map Templates have been included in the list of Standard Templates. These are as follows: 11.4 Role Specification Report This report produces a summary of the Role competency levels for selected roles. It also allows you to include additional information such as the Main purpose of the Role. To run the report, select Report Builder from the Reports Menu. At the Templates List, select the Standard Templates Tab, and scroll down to the Career Map section. Select the Role Specification Report by checking the adjacent box. Move to the Select Filter tab, and select the filter that you want to use. It is likely that you will want to run the report on a small number of roles rather than on all roles. To do this, move to the Standard Filters tab and tick the box next to All Roles. Now go to the Refine Filter (optional) tab. This will give you a list of all roles in the