This article is intended for: Editors of the Personnel Budgeting Module
Use this article before: setting up your Personnel Budget for the first time or when you need to understand how the data in Personnel Budgeting works together.
Note: You can click on any image below to zoom in.
The Personnel Budget has a lot of parts and pieces that all come into play to help you budget for the people who make up your organization. Understanding how the data flows and how certain data points function can help you to strategize the best way to put together the Personnel Budgeting module in ClearGov.
Select a section below to navigate directly to it.
- Data Flow
- Data Connection Points in the Data Model Manager
- Data Model Manager to Position Connection Points
- Position Dates and Calculations
- Scenarios to Reports and Dashboard
Data Flow
Everything flows downstream to the Scenario, which is where the budgeting takes place.
By "flow," we mean that the data you build in the Data Model Manager (for example) should flow into the Position and the data you add within the Positions tab will then flow into the Scenario.
Once you build a Scenario (or multiple Scenarios), you can then filter by that information within the Dashboard and Reports. If you have our Operational Budgeting module, you can also Import a Personnel Budgeting Scenario into the Operational Budget to create itemizations.
Pro-Tip: Use a department or employees you are most familiar with to help you build out a sample of each item and see how it all comes together in the scenario. Don't forget you can create as many Personnel Budgets as needed. Make one of them a Sandbox Environment for you to test!
Data Connection Points within the Data Model Manager
Unit and Additional Pays/Benefits
While Units also hold the Wage Schedule/Jobs, they are primarily driven by the Additional Pays and Benefits. You can add multiple wage schedules to a Unit and the jobs in those wage schedules will inherit all the same Additional Pays and Benefits.
When thinking about building Units, its typically easier to think through who all has the same Additional Pays and Benefits in my organization and group them.
Note: We typically see differences between Unions vs. Non Unions, Full Time vs. Part Time, etc.
Job Code and Allocations
When Allocating your Accounts to the wages, additional pays and benefits, you are connecting them to the Jobs you built on the Wage Schedule. The Job Code then becomes the unique identifier to utilize these allocations on the positions.
Data Model Manager to Position Connection Points
Job Code to Position
The Job Code is the unique identifier that connects all Wage Schedule, Budget Classifications and Allocations to the Position. Since the the Job/Wage Schedule is tied to a Unit, this also adds the appropriate Additional Pays and Benefits and allows you to select the specific option and calculation for that position.
Wage Schedule Step to Position
When adding a Position, you will select the Initial Step the employee is on to bring in their current pay rate based on the Wage Schedule. For merit based employees, you can make adjustments to this rate on the position, but if they are part of a Tenure wage schedule, you would need to make adjustments to the Wage Schedule in order to adjust the wage on the position.
Position Dates and Calculations
Service Time Start Date
The Service Time Start Date is the date an employee started with the organization even if it wasn't in the current position you are adding them to. For example, if they entered the organization as a Police Officer, but now is a Sherriff, you will want to record the date they started as a Police Officer here. This date will impact any Milestone Additional Pay and Benefit calculations.
Start Date & Initial Step Date
The Start Date should be the date the employee started in that specific position with the organization. It will control tenured steps and automatically determine when their next step will take place based on the frequency set up on the Wage Schedule.
The Initial Step Date is the date when the employee entered their initial step and primarily only applies to the first year of Personnel Budgeting. If you are creating a brand new budget, we recommend adding in the start date of that fiscal year you are budgeting for or the Start Date you entered for the employee if their wage schedule is tenure based.
End Date
End Date should be entered when you know if someone is leaving the organization within that budgeted year. This is helpful if you know someone is retiring as it calculates the total compensation based off the shortened amount of time that employee will be with the organization during the budgeted year.
Note: When an End Date is blank, the calculation will be for the entire fiscal year.
Scenarios to Reports and the Dashboard
The data added or adjusted within a Scenario then becomes a filterable object with Reports and the Dashboard.
Note: This is why when you first log-in to Personnel Budgeting, you typically do not see any data on the dashboard. You haven't created a Scenario yet!
Ready to Get Started?
Utilize this Checklist for the process and additional resources: Checklist for Editors: Getting Started in the Personnel Budgeting Module.
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