Frequently Asked Questions - Human Capital Planning (HCP)

This functionality works in both CalPlan and HCP!

Yes, HCP allows you to plan for a To Be Hired  (TBH) employee. From the Monthly Pay Rate tab of the Manage Existing Employees and Job Codes task list,, you can right click and select Manage Employee -> Add TBH.  Select the DeptID (defaults to value in the right-clicked row), TBH #, Job Code, Monthly Pay Rate, Start Year, Month and End Year /Month and any  Comments.

Once the TBH is added you will need to add a TBH Distribution by right-clicking over the newlTBH on the Monthly Pay Rate tab and selecting Manage TBH -> Add TBH Distribution. 

 Once the actual employee is hired and actual salary expenses are loaded to CalPlanning for that employee from PPS during the month end close, you can then assign that employee to the To Be Hired employee compensation plan. 

updated: 3.06.18

Planners can remove an employee from their HCP compensation budgets by either zeroing out the employee's Monthly Pay Rate or the Earnings Distribution value on the Distributions tab of the Manage Existing Employees and Job Codes form. You will need to know the start month and year that they are no longer planned to be funded from the current entity.

If there are actuals for this employee they will continue to display in HCP and on the HCPRptg reports run for Actual Final and Forecast Working (which now contains actuals for BFS closed months).

If you have an employee who is leaving your unit and you plan to rehire for the job you have two options for planning for the new hire compensations:

1. Reuse the existing plan data. Zero out the Monthly Reg Pay values in the months between when your existing employee will no longer be working for you and you plan to rehire for the position on the Manage Existing Employee and Job Codes, Monthly Reg Pay form. Put a note in the Comments field to indicate that the future plans are for the new hire.

2. Remove existing plan data and create a To Be Hired employee. Zero out the Monthly Reg Pay for all future months when your existing employee will no longer be working for you on the Manage Existing Employee and Job Codes, Monthly Reg Pay form. HCP will not be able to calculate a planned salary expense for those months and no planned benefits. Add a To Be Hired employee on the Manage Existing Employee and Job Codes Monthly Reg Pay tab and then add an earnings distribution for the To Be Hired from the Monthly Reg Pay form.

!Earnings distributions cannot be added to employees or To Be Hired employees from the Manage Existing Employee and Job Codes, Distributions form if no distribution exists for that member!

We no longer load Vacant Positions from HCM to HCP.

In HCP you create a To Be Hired (TBH) Employee to serve as a placeholder for the compensation expense associated with your planned employee.

From the Manage Existing Employees and Job Codes task list ->Monthly Pay Rate tab right-click and select Manage TBD -> Add TBH.  Select the DeptID (defaults to the DeptID in the right-clicked row), TBH #, Job Code, Monthly Pay Rate, Start Year, Month and End Year /Month and any  Comments.

Once the TBH is added you will need to add a TBH Distribution by right-clicking over the new TBH on the Monthly Pay Rate tab and selecting Manage TBH -> Add TBH Distribution. 

Once the actual employee is hired and actual salary expenses are loaded to CalPlanning for that employee from PPS during the month end close, you can then assign that employee to the To Be Hired employee compensation plan. 

Yes. From the Manage Existing Employee and Job Code task list, Monthly Pay Rate tab, right-click on the row of the employee whose job code you would like to change. Select Manage employee->Update Employee.

In the Prompt Form, change the job code and add the start year and start month of the new job code. You can also input any changes in Monthly Pay Rate if applicable for the start year and start month.

Make sure that all other *required fields are filled in with all the existing values for that employee as the only thing you are changing is the Job code.  Click the Launch button.

HCP will now display two rows for that employee on the Monthly Pay Rate form, one for their current and one for the newly planned job code. You will need to review the Monthly Pay Rate for the employee and zero out any previous rates that exist once the new rate starts.

updated 3.5.18

CalPlanning Planners with HCP access can view the HCP plan data within their entity security prior to the simplification process by launching the Jan18HCP from the CalPlanning Workspace-> Home page-> Applications section. This read-only view is in the old HCP layout so new planners may not be familiar with the navigation.