Human Capital Planning (HCP)
How do I show that an employee will retire at the end of June, and will not continue into next year?
To remove an employee from your plan:
- Open the Manage Existing Employees and Job Codes task list
- From the Monthly Pay Rate tab zero out the pay rate in the months you no longer want to include them in your plan.
OR
- From the Distributions tab zero out the Distribution value for the months you no longer want them to be included in your plan.
You only need to zero out one metric as HCP needs both the Monthly Pay Rate AND the Distribution Value to calculate a planned Salary Expense.
Note that the employee will continue to display in HCP as long as they have an actual salary expense and/or plan values for the timeframes included.
We are going to be hiring a additional employee later this year. Is there a way I can add the compensation expenses for this employee to my budget without knowing who the person is yet?
Yes, HCP allows you to plan for a To Be Hired (TBH) employee
From the Monthly Pay Rate tab on the Manage Existing Employees and Job Codes task, right-click and select Manage TBH / Add TBH. Select the DeptID (defaults to value in the right-clicked row), TBH #, Job Code, Monthly Pay Rate, Start Month and Year, End Month and Year, and Comment (optional). Then select Launch to create the monthly pay rate row for the to be hired employee.
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 Distributions.
Once the actual employee is hired, you can then assign that employee to the To Be Hired employee. See To Be Hired Employees for detailed instructions.
I have an employee in HCP who is no longer working for my unit. How do I remove them from my compensation plan?
You can remove an employee from your 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.
If I have an employee who is leaving and I plan to re-fill the position, do I need to remove them from HCP?
If you have an employee who is leaving your unit and you plan to rehire for the position, you have two options for planning for the new hire compensation. You may use either option; it is not necessary to do both.
1. Reuse the existing plan data. Change the values on the Monthly Pay Rate tab to zero for the months you expect the position to be vacant. 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 Pay Rate for all future months when your existing employee will no longer be working for you on the Manage Existing Employee and Job Codes, Monthly Pay Rate tab. HCP will not be able to calculate a planned salary expense for those months and no planned benefits. Then add a To Be Hired employee on the Manage Existing Employee and Job Codes form. See To Be Hired Employees for detailed instructions.
How do I plan for a vacant position?
To plan for a vacant position 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 Monthly Pay Rate tab on the Manage Existing Employees and Job Codes form, right-click on the first column 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, you can then assign that employee to the To Be Hired employee in the compensation plan. See To Be Hired Employees for detailed instructions.
Can I change an existing employee's Job Code in HCP?
Yes. From the Monthly Pay Rate tab on the Manage Existing Employee and Job Code form, right-click on the row of the employee whose job code you would like to change. Select Manage Employee / Update an Existing 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.
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. Select 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.
HCP: DeptID Adjustments
Can I delete a DeptID Adjustment that I no longer need?
Yes, you can either change the value(s) to zero or you can delete the intersection (row).
To delete the intersection, right-click on the DeptID Compensation row and select Manage DeptID Adjustments / Delete DeptID Adjustments.
Select Launch from the Delete DeptID Adjustment prompt and then select OK from the confirmation pop up box.
Since DeptID Compensation Adjustments don't actualize the row will be removed from the form.
Can I change the DeptID, Salary Account, Fund &/or CF1 on a DeptID Adjustment I created in HCP?
When adding a DeptID Comp Adjustment in HCP, you can select any account from the available list.
Once the DeptID Comp Adjustment is created, the Distribution elements (DeptID / Entity, Salary Account, Fund or CF1) CANNOT be edited.
If a change is needed, right-click and select Add a DeptID Comp Adjustment that has the correct Distribution elements and then zero out the values from the incorrect DeptID Comp Adjustment as needed.
HCP: Pooled Positions
Can I delete a Pooled Position that was created but no longer needed?
Yes, you can delete the intersection for a Pooled Position that has no data in the Forecast year (and Operating Budget year if available).
From the Create and Manage HCP Pooled Positions form, right-click on the first column of the row containing the Pooled Position you would like to delete and select Manage Pooled Position / Delete Pooled Position
You cannot delete an intersection for which there is data, even if the month has closed.