The IT Works Personnel Module is a comprehensive human resources management system. It provides both general and financial information about different types of employees (such as investigators, faculty, staff employees, students, post docs, temporaries, residents, and volunteers) as required for the day-to-day operations of a sponsored programs or departmental business office. This module is often used with Accounting Module for projecting future salary and benefit costs and with the Grant and Space Modules for generating comprehensive profiles and reports for investigator and faculty evaluation.
The Personnel module includes information such as:
- Total salary and salary distributions
- Fringe benefit packages for individual and groups of employees
- Demographic data such as date of birth, gender, race, marital status, VISA, veteran, handicap, and several user-definable codes
- Home and office addresses for mailing labels and department directories
- Rank, Title, and tenure information for faculty with joint appointments in multiple departments
- Work performance review, leave, education, effort (for tracking RVU’s), and certification
- Employee documentation (such as CVs or scanned employment verification forms)
- Committees and who serves on them
- Position numbers and a position control system for managing position budgets at state supported institutions
The Personnel Module is a powerful tool for both departmental and sponsored programs administrators. It is a robust system, capable of putting detailed data for senior faculty and investigators and their supporting staff at your fingertips. Its architecture is integrated with our Accounting Module in order to manage tomorrow’s personnel costs, today.
Integration with Accounting
The Personnel Module serves as the primary repository of total salary, salary distribution, and fringe benefit information used by the Accounting Module’s Salary and Benefit Projection System. It tracks both historical and future pay plans / funding profiles for individual employees as defined by their salary distributions. Employee salary distributions use the same account structures; user-defined cost accounting codes; and corporate entity codes defined in the Accounting Module. Salary distributions record rates of pay, percentages of pay, and cost sharing and can be modified to incorporate retroactive modifications. This information is used by the Salary and Benefit Projection System to project and encumber personnel and to generate financial management reports. It is also used to compare employee payroll expenditures to their pay plan / funding profile.
Evaluation of Key Personnel and Integration with Grant Management
The Personnel Module helps organize information for evaluating and comparing key personnel such as research scientists and faculty. It creates equity reports for comparing salaries for employees with the same or similar rank or job description and Three Year Salary History reports that show trends in salary increases. These reports provide comparisons of key personnel within an organization unit or other user-defined groups.
The Personnel Module also integrates with the Grant and Space Modules to provide reports for more comprehensive evaluations. Profile reports combine and organize total salary and salary distribution data maintained in the Personnel Module with active and pending grant information from the Grant Module and space allocation and usage information from the Space module to quantify relevant information. They present salary distribution, grant funding, supported staff, equipment, and space allocation data for individuals and include a ratio of the amount of their research funding per square foot of their research space.
Personnel Module reports provide a variety of standard report formats, from mailing labels to equity and faculty profiles, to enhance all aspects of an organization’s human resource management. These preformatted reports have been designed with input from administrators at colleges and major universities and research institutions. Personnel Action and Salary Distribution reports can be generated to display current or historical salary distributions and percent effort on both sponsored projects and institutional money. Reports provide information by corporate entity, funding source, and position. Additional reports identify position budgets, generate department directories, distribute department mailings, compute yearly salary increases, and provide information regarding cost sharing. They also identify personnel to be removed from payroll or salary distributions that end based on project period ending dates or user defined time periods.
Sample Report Formats
- Equity Reports: This report displays employee name, total salary and other demographic data such as race, gender, and date of birth. It also includes dates and length of time appointed to the current rank or job description, the current to their department, and to the institution. Information is grouped and sorted by employee title. The report also displays the average total salary for each title. View example.
- Salary Coverage by Funding Source per Month: This report shows employee name, annual salary, percent of salary, and monthly salary for each funding source. Amount paid by source is shown in each row and gaps in funding appear as blanks when sources end. The total salary and percent of salary paid per month, as well as the difference between the salary distribution and total salary is shown at the bottom of each column. Possible funding sources from pending grants are shown at the bottom of the report. The layout of this report allows for easy detection of funding shortfalls. View example.
- Key Personnel Profile: This report consolidates information from the Personnel, Grant, and Space and Asset Modules for key personnel. It displays the name, title, and salary information of the investigator, faculty member, or scientist as well as the names and salaries of their supporting research staff. Active and pending grant information is displayed from the Grant Module. An inventory of their space and the amount of grant funding per square foot of research space is pulled from the Space and Asset Module. View Example.
Custom Report and Data Export System
The Personnel Module contains over 60 fields just for tracking static demographic and address information for each employee. The number of formats needed to report on the different possible combinations of this data is unimaginable. To help handle this situation, the Personnel Module provides a Custom Report and Data Export system that allow users to design reports as they need them. The system is easy to use. Fields can be selected one by one for the generation of reports in rows and columns. Exporting the data to MS Word, MS Excel, Acrobat Reader, Crystal Reports or other software allows for further modification of the layout.
The Personnel Module provides a similar feature for generating historical reports on employee rank and title information. Users may select from fields such as appointment start and end dates, rank or title code and description, tenure status, appointment type (primary or secondary, full-time vs. part-time and permanent vs. temporary), position number, organizational unit holding the appointment, reason for termination, and more.
Managing Multiple Corporate Entities
The architecture of the Personnel Module (and other modules) allows users to simultaneously manage or combine financial information from multiple corporate entities. This need is sometimes found at medical research institutions where departments are managing university, practice plan, and/or hospital funds that are controlled by different corporate entities or affiliates, with each entity using a different general ledger system.
The Personnel Module allows individual employees to be simultaneously paid from one or more corporate entities. The module tracks total salary by corporation as well as a consolidated salary, which is a sum of the salaries paid by each corporation. Each salary from an individual corporation may be distributed across multiple accounts, cost centers, and object codes. (See Managing Multiple Corporate Entities as described in the Accounting Module section for further explanation of how different account structures are managed.)
Tenure Tracking System
The Personnel Module helps university administrators manage the faculty tenure and promotion process. Tenure status is monitored according to categories such as tenured, non-tenured, and not tenure tracked. Dates track an employee’s initial appointment to a department and university, as well as the start of their current rank or title and when it is scheduled to end. Primary and secondary (joint) appointments are tracked according to department and division. When an appointment is ended, an additional code is used to track the reason for the termination.
Interfaces Procedures and Interfaces to Existing Systems
The Personnel Module system architecture is compatible with and integrates with most major human resource and payroll packages developed for research, academic, and medical environments. Demographic, address, appointment, total salary, and salary distribution data can be electronically imported from most human resource systems. Multiple import procedures may be used for a single installation. These procedures can be run automatically or at the request of a system administrator.
Import procedures validate all data before it is loaded into the Personnel Module and an Exception Processing System allows users to correct records that contain invalid information.