Review HCM Data to Add to Plan

Orientation to the task

With the majority of the University’s expenses coming from our people, it’s critical that we get Human Capital Planning right in the budget.

The Review HCM Data to Add to Plan task helps you update your plan with:

  • Current and future pay rates and distributions for existing employees
  • New hires and transfers into your department
  • Employees who have left your department and should be removed from your plan

Data Source and Data Included

To assist planners, CalPlanning has taken an extract of compensation data from UCPath Human Capital Management. See Release Notes for details about timing of data extract. The data includes:

  • Academic and non-academic employees
  • In job codes that are not on the pooled job code list
  • For current year forecast and future year operating budget

Compare Planned Comp to Actual Comp

The Review HCM Data to Add to Plan task in HCP allows you to compare the HR monthly pay rate and distributions as recorded in UCPath HCM for employees in your entity to what you have planned for the remainder of this year and for next year’s Operating Budget. This task facilitates adding employees who are not in the plan as well as modifying values or removing employees who are in the plan but will not be working in all periods.

In cases where there are material variances, you may use this HCP task to copy the HCM data to your plan.

Scenario Dimension

The Review HCM Data to Add to Plan has a dimension for scenario:

  • Plan uses the data from Manage Existing Employees and Job Codes
  • HCM uses actuals data from UCPath
  • FCST vs HCM is the difference between Plan and HCM

Review HCM Data to Add to Plan Task - Scenario Examples

  • Example 1 has Plan, HCM, and FCST vs HCM indicating that the employee is in the plan and has actuals. If the variance is material, you can add this employee’s data to the plan.
  • Example 2 has Plan and FCST vs HCM indicating that the employee is in the plan but doesn’t have actuals. If the employee is expected later, go into the plan and delete data for the months prior to the expected arrival.
  • Example 3 has HCM and FCST vs HCM indicating that the employee has actuals but isn’t in the plan. Add this employee to the plan.

Before You Add Data to Plan

  • We recommed that you work with one DeptID at a time.
  • You can copy data for one employee at a time or all employees in a Dept ID.
  • If you copy all employees at a time, only those with an Employee ID are copied; To Be Hired employees are not copied.
  • Make a backup of the Manage Existing Employees and Job Codes form before copying so you can refer back as needed. From the menu, select Tools / Export as Spreadsheet.

Manage Existing Employees task with menu open to Tools / Export as Spreadsheet

Add Data to Plan – One Employee ID

1. On the Monthly Pay Rate tab, right-click on the Scenario column for the employee you wish to copy. 

2. Select the scenario to copy. You can copy Forecast, Operating Budget, or both.

Copy data for one employee

Add Data to Plan – All Employees in a DeptID

1. On the Monthly Pay and Dist tab, right-click on the DeptID you wish to copy. 

2. Select the scenario to copy. You can copy Forecast, Operating Budget, or both.

Copy data for a DeptID

Cautions

  • Make a backup of the Manage Existing Employees and Job Codes form before copying so you can refer back as needed
  • To Be Hired employees are not copied. You will need to manually enter To Be Hired employees on the Manage Existing Employees and Job Codes form after copying all employees in a DeptID

Learning Resources