Using the Salary Planner feature of Employee Self Service:
Introduction - This document is designed to help walk you through the basic process of using the Salary Planner in Go West Employee Self Service. It does not detail every available function, but will take you through the process we think most people will use the most often. If you need help with different or more advanced features, please contact Human Resources (x6421).
Important notes:
- When entering numbers, you cannot use any special characters such as "%" or "," or "$" -- the form will produce an error if you do.
- Do not use the "back" button on the browser -- instead, use the navigation links on the top and bottom of the page to go back if necessary. Using the "back" button may cause incorrect information to display.
*NOTE* in this document, when multiple options are presented and described, the one in bold is the one chosen for the purposes of the examples (screenshots)
First, you will need to log into your Go West Employee Self Service account (for instructions logging in, please see: http://www.coloradocollege.edu/helpdesk/gowest/gettingstarted.htm).
Once logged in, select the "Employee" category:
Next, click "Salary Planner":
Then choose "Edit Scenario":
Select the appropriate Extract ID for the group of employees you want to review and/or edit (access is based on individual reporting structure). The groups you may select from are as follows:
| EXECUTIVE |
President's direct reports |
| EXEMPT |
Full and part-time (>1000 annual hours) salaried employees (formerly known as administrators and exempt support staff) |
| NON-EXEMPT |
Full and part-time (>1000 annual hours) hourly employees |
| PARAPROF |
Paraprofessionals' raises are not part of this process |
| POOLS |
Temporary and/or occasional (<1000 annual hours) hourly employees |
| FACULTY |
|
*Note* The only scenario available within each extract is the scenario approved by the President.
Select the desired filter criteria:
• By Position Attribute: allows you to select just one organization code and/or just one of the employee classes of the employees in this group. (Be sure the "Include Subordinate Organizations" check box is checked.)
• By Employee Name: allows you to select just one person.
and click the "Select" button:
If the By Position Attribute filter was applied in the previous step, you may now
• select one or all of the organizations for which you are responsible
• select one or all of the Employee Classes within the Extract ID you selected in the previous step
The remaining items are all moot, so drop down to the bottom of the page and select from the following options:
• List By Employee: allows you to view all of the employees in whatever organization and employee classes you selected as filter criteria.
• Summary Totals: allows you to see the total dollar and percent change for all of the organizations over which you have authority.
• List By Position: allows you to view all of the positions in whatever organization and employee classes you selected as filter criteria but does not list their names.
If the List By Employee option was selected in the previous step, you will now be able to scroll through a list of employees in either a particular organization or in multiple organizations that report to you (based on the selection you made).
At this point every employee has an increase calculated at the standard percent increase authorized by the Board of Trustees. You may elect to save this scenario just the way it is, or you may edit individual employees' salaries up or down. You must not, however, exceed the original "bottom line."
In this case, we'll select one of the employees to edit by clicking on that employee's ID:
TIP: You may download a salary scenario to an Excel spreadsheet for analysis; but it cannot be uploaded. Any changes to be applied to an employee's salary must be entered as described below. From the List By Employee screen (step 7) jump to the bottom of the form and press the Download Job and Distribution Data button.
Select the "rounding method" and "hourly or salary method" desired according to the following screenshots:
EXEMPT EMPLOYEES |
NON-EXEMPT EMPLOYEES |
 |
 |
Enter either the new percent or the new dollar amount (based on the criteria selected above, "hourly" or "salary") of the proposed increase and press the "Mass Apply" button (in this case, we'll use 4.3% as an example - note that the "%" sign is not included).
TIP: To view an hourly employee's current hourly rate and apply the correct percent increase, go to the employee's Job Detail screen, do the math, then return to the Employee Detail screen to apply the change.
After checking the accuracy of your data entry and verifying the desired result has been accomplished, depress the "Save" button and return to the List By Employee screen.
Please do not try to make any changes to the employee's job or budgeted FTE or labor distribution using Salary Planner. These changes must be handled through HR.
Upon completion of the data entry for all employees in this particular extract (employee group), return to the "edit scenario" section and complete the process for any additional extracts to which you may have access. When you are finished, select "Exit" in the top right corner of your screen to log off Employee Self Service:
If you find that you do not have access to a particular employee group over which you do have authority to make salary administration decisions, please contact Human Resources (x6421).
TIP: The Employee Classes identified in Salary Planner are not necessarily the same as the individual employee's E-Class. These are the E-Classes assigned to the position itself, and differences will not impact the employee's status.
When all data entry has been completed, please follow the instructions provided by your Senior Staff regarding his or her own particular timeline and whether or not you may exceed the original approved percent increase.
After reviewing the data of all of their direct reports, the Senior Staff will lock the final changes in place for Human Resources to complete the upload process.
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