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College Administratortm
Personnel/HR Management
Overview
College Administrator’s Personnel Module is a comprehensive human resources management system. It provides both general and financial information about faculty and staff employees, as well as students, post docs, temporaries, residents, and volunteers as required for the day-to-day operations of a departmental business office. This module is often used with College Administrator’s Accounting Module for projecting future salary and benefit costs and with the Grant and Space Modules for generating comprehensive faculty profiles and reports for faculty evaluation.
The Personnel module includes information such as:
- Total salary and salary distributions
- Fringe benefit packages for individual and groups of employees
- Demographic data such as date of birth, gender, race, marital status, VISA, veteran, handicap, and several user-definable codes
- Home and office addresses for mailing labels and department directories
- Rank, Title, and tenure information for faculty with joint appointments in multiple departments
- Work performance review, leave, education, effort (for tracking RVU’s), and certification
- Committees and who serves on them
- Position numbers and a position control system for managing position budgets at state supported institutions
College Administrator’s Personnel Module is a powerful tool for both department and school administrators. It is a robust system, capable of putting detailed data for several thousand faculty and their supporting staff at your fingertips. Its architecture is integrated with our Accounting Module in order to manage tomorrow’s personnel costs, today.
User Interface
College Administrator’s Personnel Module uses a standard Windows Interface. It contains validation code, employee data entry screens as well as appointment tracking, position budget management, and numerous reporting options. The employee data entry screens use tabs to manage up to 17 types of information, from office address to total salary and salary distribution, for each employee. When an employee’s personnel record is retrieved, all of their information is put at the user’s fingertips in an instant. A flexible, multi-level security system controls system functionality and user access to data. On-line help and documentation is available to answer users’ questions.
Data can be manually entered or electronically imported from many systems used by the research, academic, and medical institutions. Field labels can be modified to match local terminology such as sub-code vs. object code. User defined codes allow for the tracking of information unique to your organization.
Report Formats
College Administrator’s Personnel Module Reports provide a variety of standard report formats, from mailing labels to equity and faculty profiles, to enhance all aspects of your human resource management. These reports are hard-coded and have been developed at the request of administrators from numerous major universities and research hospitals.
Personnel Action and Salary Distribution reports can be generated to display current or historical salary distributions and percent effort on accounts and cost centers. These reports provide information by corporate entity, object code, position and cost shared account. Additional reports identify position budgets, generate department directories, distribute department mailings, and compute yearly salary increases.
Sample report formats are listed below for viewing:
| Mailing
Labels Shows employee addresses formatted as mailing labels. Other mailing label formats are available. |
View Sample |
| Standard
Lists - Employee Directory One of many standard list reports, formatted as an employee directory. Includes employee name, department, division, title, and e-mail address. Also includes office and home addresses and phone numbers. |
View Sample |
| Equity
Report Shows employee name, title, total salary and other demographic data such as race, gender, and date of birth. Also includes dates and length of time appointed to the current rank/title, to the department, and to the university. Information is grouped and sorted by employee title. The average salary for each title is also displayed. |
View Sample |
| Three
Year Historical Salary Report Shows employee name, unique id (in this case, social security number), title, date appointed to current rank/title, current total salary, and total salary for past two years. Also shows percent of salary increase given for each of the past three years. Information is sorted alphabetically by employee name. |
View Sample |
| Salary
Coverage by Funding Source per Month Report Shows employee name, annual salary, percent of salary, and monthly salary for each funding source. Amount paid by source is shown in each row and gaps in funding appear as blanks when sources end. The total salary and percent of salary paid per month, as well as the difference between the salary distribution and total salary is shown at the bottom of each column. Possible funding sources from pending grants are shown at the bottom of the report. The layout of this report allows for easy detection of funding shortfalls. |
View Sample |
| Effort
Certification Report One of several report formats that can be used for effort certification and is generated for a user-defined time period. Shows employee name, account (or project number), cost center (may be user-defined), object code (expense type or category), project name, funding agency number (for grants), percent of salary, and percent of time. There is an employee signature line at the bottom of the report. |
View Sample |
| Personnel
Information Report This report displays a summary of an employee’s personnel record. It includes demographic, address, title, total salary, and salary distribution information for each employee. |
View Sample |
| Personnel
Action Report Shows employee name, unique id (in this case, social security number), total salary, and salary distribution effective as of a user-defined date. Salary distribution information includes account, cost shared account, object code, cost center, rate of pay, percent effort, position number (for positions with state appropriated budgets), account/project end date (for grants / research funds) and other account attributes such as the department administrating the account. |
View Sample |
| Salary
Distribution Report Shows employee name, unique id (in this case, social security number), and salary distribution over a user-defined time period. Salary distribution information includes start and end dates, account, cost shared account, object code, cost center, rate of pay, percent effort, position number (for positions with state appropriated budgets), account/project end date (for grants / research funds) and other account attributes such as the department administrating the account. |
View Sample |
| Salary
Distribution by Corporation Report This report is another version of the Salary Distribution Report for organizations managing multiple corporate entities. It contains the same information as displayed on the standard Salary Distribution Report. In this case, however, salary distribution lines are grouped and subtotaled by the corporate entity administering the account. |
View Sample |
| User-Defined
Custom Report - List of Employees and their e-mail addresses An example of how individual variables can be selected by a user and exported to another format and/or printed. This example includes employee first name, last name, and e-mail address. |
View Sample |
| Faculty
Profile Report This report consolidates information from the Personnel / HR, Grant, and Space and Equipment Inventory Modules for individual faculty. It displays a faculty member’s name, title, salary information as well as the names and salaries of their supporting research staff from the Personnel / HR Module. Active and pending grant information is displayed from the Grant Module. An inventory of their space and their amount of grant dollars per square foot of research space is pulled from the Space and Equipment Inventory Module. |
View Sample |
Other example formats include:
- Industry standard mailing labels
- List reports including formats by:
- Employee Name
- Title
- Social Security Number
- Date of Birth
- Department Directories
- Financial reports including:
- Salaries by Employees and Account
- Equity Reports
- Personnel Action Reports with % Effort
- Salary Distributions by Corporate Entity, Account, & Cost Center
- Salary Distribution Cross-Tabs
- Total Salaries
- Three Year Salary Histories
- Salary Worksheets
- Personnel Information Sheets
- Tickler file reports
- Fringe benefit listings
- Position budget reports and worksheets
- Faculty profiles
Custom Report / Data Export System
College Administrator’s Personnel Module contains over 60 fields just for tracking static demographic and address information for each employee. The number of formats needed to report on the different possible combinations of this data is unimaginable. Conveniently, Department Manager provides a Custom Report / Export system that allows users to design their own reports as they need them. The system is easy to use. Fields can be selected one by one for the generation of reports in rows and columns. Exporting the data to MS Word, MS Excel, Acrobat Reader, Crystal Reports or other software allows for further modification of the layout.
College Administrator provides a similar feature for generating historical reports on employee rank and title information. Users may select from fields such as appointment start and end dates, rank or title code and description, tenure status, appointment type (primary or secondary, full-time vs. part-time and permanent vs. temporary), position number, department and division holding the appointment, reason for termination, and more.
Faculty Evaluation
College Administrator helps organize your faculty evaluation process. Reports are designed to quantify relevant information and compare faculty within a school, department, division, or other user-definable group. Equity reports can be used to compare salaries for employees with the same or similar rank or title codes. A Three Year Salary History report can show trends in salary increases. A Faculty Profile report presents salary distribution, grant funding, supported staff, equipment, and space allocation data for individual faculty. The report includes the amount of research funding per square foot of research space controlled by the faculty member.
Reminder / Tickler File System
Five of the reports in College Administrator’s Personnel Module are designed to notify users in advance of date related actions needing to take place. These include:
- VISA Expiration Date
- Work Performance Review Date
- Appointment Ending Date
- Date to be Removed from Payroll
- Salary Source End Date
These reports are designed to help you administrate your department proactively. When the last two reports are combined with reports from the Accounting Module, they can help you significantly reduce the number of retroactive salary distribution and payroll changes that are made.
Tenure Tracking System
College Administrator’s Personnel Module helps you manage your faculty tenure and promotion process. Tenure status is monitored according to categories such as tenured, non-tenured, and not tenure tracked. Dates track an employee’s initial appointment to a department and university, as well as the start of their current rank or title and when it is scheduled to end. Primary and secondary (joint) appointments are tracked according to department and division. When an appointment is ended, an additional code is used to track the reason for the termination.
Managing Multiple Corporate Entities
The architecture of College Administrator’s Personnel Module (and other modules) allows users to simultaneously manage or combine financial information from multiple corporate entities. This need is sometimes found at medical research institutions where departments are managing university, practice plan, and/or hospital funds that are controlled by different corporate entities or affiliates, with each entity using a different general ledger system. The Personnel Module allows individual employees to be simultaneously paid from one or more corporate entities. The module tracks total salary by corporation as well as a consolidated salary, which is a sum of the salaries paid by each corporation. Each salary from an individual corporation may be distributed across multiple accounts, cost centers, and object codes. (See Managing Multiple Corporate Entities as described in the College Administrator Accounting Module section for further explanation of how different account structures are managed.)
Data Security
College Administrator stores information in a secure MS Access or SQL Server database. Access to this information is controlled by a sophisticated, multi-level security system built into the College Administrator application. It allows an administrator to control the functionality as well as the data-access for each user.
The first security level controls access to menu items. This level of security controls access to data display forms, user setup screens, data transfer procedures, etc. In the Personnel Module, this level of security also controls access to tabs on an employee’s data display / data entry form (as described above in the Personnel Module User Interface). It allows access to sensitive data such as salary information or work performance reviews to be restricted to all but a few administrators.
The second security level is used to control whether or not a user has the right to edit data or just view data. Users with view only access cannot modify data in the database.
The third security level controls which employees a user can access. This level controls access by employee type (Faculty, Staff, Post Doc, etc) as well as the department and/or division controlling the employee’s salary. In a complex case, data access can be granted on an employee-by-employee basis. This level of security allows installations to use College Administrator with a decentralized H/R management staff.
Users can be granted combinations of these three security levels. For example, a division chief’s secretary may be given access to only the demographic and address information for the employees in his or her division.
Import Procedures / Interfaces to Other Systems
College Administrator’s system architecture is compatible with and integrates with most major human resource and payroll packages developed for research, academic, and medical environments. Demographic, address, appointment, total salary, and salary distribution data can be electronically imported from most University H/R systems. Multiple import procedures may be used for a single installation. These procedures can be run automatically or at the request of a system administrator.
Our import procedures validate all data before it is loaded into the College Administrator database. An Exception Processing System allows users to correct records that contain invalid information.