Office of Planning and Budgets. Provost Market for Fiscal Year Resource Guide

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1 Office of Planning and Budgets Provost Market for Fiscal Year Resource Guide This resource guide will show users how to operate the Cognos Planning application used to collect Provost Market raise requests and provide units with the necessary information to make the requests. Denice Beckwith and Brent Johnston

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3 Table of Contents Chapter 1: Installation Instructions... 1 Chapter 2: Steps to Open Application... 2 Chapter 3: Security Rights... 3 Chapter 4: Application Overview... 4 Chapter 5: Application Walkthrough... 5 Chapter 6: Data Definitions Chapter 7: Add, View or Delete Commentary Chapter 8: Submit or Reject Data Chapter 9: Print Data Chapter 10: Summary Contact Information... 18

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5 Chapter 1: Installation Instructions Cognos Contributor Client Installation Instructions New Users Users will need to install the Cognos Contributor Client before they can open applications. To install the Contributor Client, follow instructions within the following document filed on the Office of Planning and Budgets portal under Required Software. URL Link: Cognos Contributor Client Installation Instructions Current Users Starting January 12, 2016 on Windows machines, both IE9 and 10 will no longer receive security updates which requires users to download IE11. If you use Internet Explorer, please update to IE11 which Cognos EP now supports. Steps to Download IE11: 1. Use the following URL to load IE11: 2. Click the Download button on this page to start the download. 3. Do one of the following: a. To start the installation immediately, click Open or Run this program from its current location. b. To copy the download to your computer for installation at a later time, click Save or Save this program to disk. 4. Follow Microsoft IE11 loading steps. General Information about IE11 Set-Up: Within the IE11 Compatibility View Settings, be sure to include msu.edu. You may have to completely shut down your computer for the updated settings to load. If you encounter issues with the EBS portal opening, you may have to add to your Trusted Sites. If you are having difficulty opening Cognos EP applications on the web, please follow the steps in this document: Troubleshooting Cognos EP Web Client. If you still encounter an issue with Cognos EP opening, then follow the directions to uninstall and reinstall the Contributor Web Client. The URL for the installation procedure is: Page 1

6 Chapter 2: Steps to Open Application 1. Enter the URL for the Cognos EP site: or log in through the EBS portal (ebs.msu.edu) and click on the Planning and Budgets tile 2. Select MSU Raise Process folder; then select MSU Provost Market. Path to Cognos EP Folder: Public Folders > Cognos Planning > Applications > - MSU > MSU Raise Process. 3. When you log on to Contributor, you see a graphical overview of all the areas you are responsible for on the left side of the Contributor screen; the colored circles represent the status of the data entry for each organization. 4. To start using Contributor, in the tree on the left side of the screen, click an organization and a table will appear on the right side of the screen. Your screen might look different than what is shown below. 5. To start working, click an organization within the Which is made up of: section of the screen (right side of the screen). This opens the organization in a grid where you can view and enter data. Note: If your browser appears to have frozen, try refreshing the web page. If that does not work, you will have to restart the browser. Page 2

7 Chapter 3: Security Rights Security Roles Access to the applications is determined by the security roles granted within D6501. Workflow screens will be different depending on the security role entered for each application. Cognos EP Viewer users get view only rights in system. Cognos EP Submitter users may view, edit and save changes, as well as submit data for their organization(s) for central approval. This role is appropriate for fiscal officers, deans or administrators, as identified by MAU. A fiscal officer with submit rights for their MAU organization has the right to view, edit, reject and submit for all of their organizations. Security Groups in D6501 The Cognos EP security groups are decentralized to be managed directly within D6501. The following is the path to the ARM form for requesting access to the application in Cognos EP: - At the bottom of this screen you will find Cognos Enterprise Planning section. - Select the PDF link in the last column: EBSUnitCognosEPRoles.pdf. Contact the Help Desk with questions about completing ARM forms. Contact Denice Beckwith or call ) or Val Thebeau or call ) with questions on security roles. The following is the format for security groups in D6501: Cognos EP <MAU>-<Application>-SUBMIT or VIEW. Example of security groups for general fund unit budget planning application: /group/ebsp/ep/ rp-submit /group/ebsp/ep/ rp-view /group/ebsp/ep/ rp-submit /group/ebsp/ep/ rp-view There are a number of security groups in D6501 for Cognos EP. Using a filter within the Title field will help to show a listing of Cognos EP groups for your MAU. Example of filter: %10002% Page 3

8 Chapter 4: Application Overview The following is how the tabs within Provost Market application are connected. Control Amount determined by OPB based on Total Adjusted Base from Salary and Wage Allocation Market Control R01 Faculty Raise Funding Orgs Market requests are transferred into the R01 application, each time the raise variance is run. Market Request Consolidation Market Request Market Request data loaded from MSUEDW Provost Market Application The purpose of the Provost Market application is to administer the Provost Market request process. Provost Markets are special raises given to exceptional non-union Faculty and Academic Staff employees. Requests for these Provost Market raises are submitted to the Office of Planning and Budgets (OPB) through this application, then they are consolidated and passed on to the Provost s Office for approval. The Provost Market Adjustment policy is set forth in: This application is designed to: Collect the Provost Market request amounts Collect supporting documentation for the Provost Market requests Provide requesting units appropriate personnel data Provide requesting units with a control total Provide decision makers with statistical data about the Provost Market requests Once the requests have been submitted to OPB, a request booklet is prepared by OPB for the Provost s Office. At that point, the Provost s Office is responsible for approving the Provost Market requests. Any Proposed Market Increase that is entered into the Provost Market application will be updated in the Faculty Raise Process (R01) application when the Raise Variance is run. The Proposed Market Increase is not the final approved amount; however, requests are usually granted and will be placed in the Faculty Raise Process application. If there are revisions to the Proposed Market Increases, OPB will make the necessary adjustments in the Provost Market application. The employees in the Provost Market (PRM) application are the same ones listed in the Faculty Raise Process (R01) application. However, in the Provost Market application, each person is only listed once, under their primary organization. If you would like any further detailed information (source EDW tables, formulas, etc.) not provided in this guide, please contact someone on the contact page. Page 4

9 Chapter 5: Application Walkthrough This chapter explains the function and operation of each tab in the Provost Market (PRM) application. Market Control The Market Control tab contains the Control Amount and Control Count for an MAU. The Control Amount is calculated by the Office of Planning and Budgets (OPB) as follows: {Control Amount} = ({Faculty Total Adjusted Base} + {Academic Staff Total Adjusted Base}) * {Provost Market %} {Faculty Total Adjusted Base} = The TOTAL ADJUSTED BASE value for the FACULTY employee group in the current year Salary and Wage Allocation application. {Academic Staff Total Adjusted Base} = The TOTAL ADJUSTED BASE value for the ACADEMIC STAFF employee group in the current year Salary and Wage Allocation application. {Provost Market %} = The current Provost Market percent as indicated in the Market Adjustment letter. Page 5

10 The Control Count field is dictated by the Provost Market policy as described in the Market Adjustment letter. The Control Count is the number of employees that you are allowed to propose a Provost Market increase for. {Control Count} = {Control Count Base} * {Control Count %} {Control Count Base} = The base count of the population being used to determine the Control Count. The base count is pulled from from Planning Profile Summary (PPS) > University Profile and College Summary Report > Faculty and Staff Headcounts (Source: Academic Personnel Records) > Total Faculty and Staff-Headcount > Data from or Fall 16 column. The following is the path to the PPS Web site: {Control Count %} = The percentage of people from the base population, which are permitted to receive a Provost Market increase. The market adjustment for fiscal year is 20 percent. The Requested Amount and Requested Count are linked from the Market Request Consolidation tab. Note: There are some exceptions to these control formulas. The comment field will provide any notes from OPB regarding your Control Amount or Control Count. The Control Amount and Control Count are SOFT controls, meaning if you are above or below, you will not be halted from submitting the application to OPB. Page 6

11 Market Request Consolidation The Market Request Consolidation tab describes the data provided in the Market Request and Market Control tabs. The statistics are provided to the Provost Market decision makers. Filling in market requests will dynamically update the Requested fields. Control Amount The amount of Provost Market dollars that you can request. This is the amount linked from the Market Control tab. Requested Amount The amount of Provost Market dollars that you have requested so far. This amount is the sum of the Proposed Market Increase field on the Market Request tab. Control Count The maximum number of Provost Market requests that you can make. This is the amount linked from the Market Control tab. Requested Count The number of people that you have requested a Provost Market increase for. This count is based on the Market Request tab. Page 7

12 Market Request The Market Request tab contains current and historical information for the non-union FAS employees in an MAU. The Proposed Market Increase for the upcoming year are entered in this tab. The Non- Market Increases will be linked from the raise application. The Market Request supporting documentation is to be attached to this tab. Note: The Market Request tab is divided on the PRM Tenure Type dimension. Be sure to flip through the dimensions to locate all of your people. See screen below. Entering the Requests Note: Only fill out the rows for people whom you are requesting a market raise for. The rest can remain blank. 1. Enter the person s Proposed Market Increase for the upcoming year. This is the amount requested from the Provost Market for this person. 2. The person s Non-Market Increases for the upcoming year will be linked into this application at 6:00 a.m., 12:30 p.m. and 3:00 p.m. each day during the process. Non-Market Increases = Merit Increase + Deans Withholding + College Market Increase Increase + Promotion Increase (These increases are found in the Faculty Raise Process) Note: The Current FTE Salary already contains increases that have taken place throughout the year. Do not include any increases already present in the person s Current FTE Salary. 3. Ensure that your requests are in line with the Provost Market Policy. The number of Provost Market requests should be no more than 20% of the Faculty and Academic Staff in the MAU. The minimum request of an individual is $1,000. Page 8

13 Market Request Transfer to Faculty Raise Process The Provost Market requests that you enter into the Provost Market application will be transferred to the Faculty Raise Process (R01) application each time the R01 raise variance is run. The value Proposed Market Increase FROM the Provost Market application. Will be transferred TO the PROVOST Market Dollars column in the Faculty Raise Process (R01) application. Note: The Provost Market request process is controlled by the employee s primary organization, while the Faculty Raise Process is controlled by the employee s primary, funding, and reports-to organizations. Keep in mind that when a market amount is entered by the primary organization, that value will be transferred to all of the organizations in R01 for that employee, but only if they have the Include in Raise List column marked Yes. Page 9

14 Attaching the Supporting Documentation As per the Market Adjustment letter, supporting documentation is required for each market request. This documentation can be in any of the available file formats supported by Cognos Planning. Many of the common file formats are supported, including: PDF, Word, Excel, etc. To attach the supporting documentation to the Market Request Tab. 1. Select the Market Request tab. 2. Click on the down arrow to the right of the Add Commentary button ( ). See Chapter 7 for steps to add, view or delete commentary. 3. Select Tab 4. In the text box, enter the text: Market Request Supporting Documentation for MAU <MAU org code> o An example of <MAU org code> is: Name the supporting documentation file according to the following format: <MAU org code>_<yyyy-yy>_marketjustification o An example of <MAU org code> is: o An example of <YYYY-YY> is: o An example file name would be: _ _MarketJustification.docx Page 10

15 6. Attach the justification document. 7. Hover over the Market Request tab, a commentary summary should be visible. 8. Submit the application to OPB when the requests are filled in and the supporting documentation is attached. See Chapter 8. Page 11

16 Chapter 6: Data Definitions Market Request Fields Organization The organization of an employee s primary assignment organization as of October 1 st. Personnel Number An employee s personnel number for their primary assignment as of October 1 st. Person Name An employee s legal name as of October 1 st. Job Title The job title contained in the HR_OM_JOB_V table in MSUEDW as of the date of the data pull. New FTE Salary The sum of Current FTE Salary, Non-Market Increases, and Proposed Market Increase. Proposed Market Increase The requested amount of Provost Market dollars. % Increase w/market Increase (({New FTE Salary}/{FTE Salary-1 Year Ago})-1)*100 Non-Market Increases The amount of raise dollars for the upcoming year, not including the Provost Market dollars. (Merit Increase + College Market Increase + Deans Withholding Increase + Promotion Increase) Current FTE Salary An employee s current AN fte salary as of October 1 st. This does not include any raises from the upcoming year; however, does include any pay changes up until today. % Increase w/non-market Increases ((({Non-Market Increases}+{Current FTE Salary})/{FTE Salary-1 Year Ago})-1)*100 FTE Salary-1 Year Ago An employee s AN FTE salary as of October 1 st, one year ago. % Increase 2 (({FTE Salary-1 Year Ago}/{FTE Salary-2 Years Ago})-1)*100 FTE Salary-2 Years Ago An employee s AN fte salary as of October 1 st, two years ago. % Increase 3 (({FTE Salary-2 Years Ago}/{FTE Salary-3 Years Ago})-1)*100 FTE Salary-3 Years Ago An employee s AN FTE salary as of October 1 st, three years ago. Appointment Type An employee s current appointment type as of October 1 st. AY = Academic Year Appointment from August to May, AN = Full Year Appointment Appointment Type-1 Year Ago An employee s appointment type as of October 1 st, one year ago. Appointment Type-2 Years Ago An employee s appointment type as of October 1 st, two years ago. Appointment Type-3 Years Ago An employee s appointment type as of October 1 st, three years ago. Page 12

17 Gender The gender of an employee. Minority A flag designating if someone is or is not a minority. A person is considered a minority unless they only have a RACIAL_CAT_CD of R5 in the first five of their racial category codes. PRM Tenure Type (Dimension) A field determining whether someone is Faculty or Academic Staff and whether they are Continuing or Fixed Term. Page 13

18 Chapter 7: Add, View or Delete Commentary Steps to Add Commentary/Attachment 1. Select the cell you want to annotate and right-click. 2. Click Add Commentary and type your note. Note: Also you can click the Add Commentary icon ( ) to add a note or attachment. 3. If you want to attach a document, click the Source file browse button. 4. Browse to the folder location of the document. 5. To see your document, select the file type from the listing in the lower right side of the screen. 6. Select the document; Hit Open; Hit OK; Select Save. Steps to View Commentary 1. To view commentary, move your pointer over the red triangle in the top right corner of the cell. 2. Select the cell and right-click. 3. Select Browse Commentary. Note: Also you can click on Browse Commentary icon ( ) to open a note or attachment. 4. Select View Document. Steps to Delete Commentary 1. To delete commentary, you need to be the owner of the attachment. 2. Move your pointer over the red triangle in the top right corner of the cell. 3. Select the cell and right-click. 4. Select Browse Commentary. 5. Select Delete Document; Hit Yes; Hit Close; Select Save. Page 14

19 Chapter 8: Submit or Reject Data Submit Application to the Office of Planning and Budgets You submit your request when you are happy with the data it contains. After you submit, the item is locked and you can make no further changes to the data, although you can annotate. Steps 1. Open your MAU organization within the MSU Provost Market application workflow screen. 2. Verify that all of you allocation entries are correct up until that point. 3. Select Submit icon ( ). Reject Submission You will need to contact either Denice Beckwith if you need to reject ( content. ) your submission to enter more Page 15

20 Chapter 9: Print Data Quick Load to Excel You can quickly export to a tab in Excel. Access the quick export from the File menu by selecting Export, then Quick Export or right-click in the grid and select Quick Export from the context menu. Excel opens with the data from the current tab. Note: It is best to suppress zero rows and columns before exporting data to Excel. Steps 1. Click on File from menu 2. Select Export and Quick Export 3. Excel opens 4. Format sheet and print Page 16

21 Chapter 10: Summary Overview of Provost Market Process Control Amount determined by OPB based on Total Adjusted Base from Salary and Wage Allocation Market Control R01 Faculty Raise Funding Orgs Market requests are transferred into the R01 application, each time the raise variance is run. Market Request Consolidation Market Request Market Request data loaded from MSUEDW Things to remember: Enter the Proposed Provost Market Increase requests in the application. Stay within the control totals. Attach your supporting documentation to the Market Request tab. Non-Market Increases will be linked into the application at 6:00 a.m., 12:30 p.m., and 3:00 p.m. from the Faculty Raise Process (R01) application. Meet the Raise Process deadlines in accordance with the Raise Process schedule. Users moving between Cognos BI and Cognos EP might receive an error message. If this occurs, select File, New Session and path to ebs.msu.edu and log-in. REMEMBER Save Often and Take Ownership to Enter Data Page 17

22 Contact Information For functional questions about Cognos Enterprise Planning (EP): Denice Beckwith For Provost Market Allocation questions: Brent Johnston Page 18

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