1. Presented by: Chien Shih, Joseph Lampo, Irma Rodarte, Erwin Widiarta Foothill-De Anza Community College District Session Number: ND-4

2. FLAC is an out of the box module from Elucian. We have not modified the baseline software, but we have added a few “bolt-on” applications, and we do have a unique set-up. This module covers part-time faculty instructional and non-instructional assignments, and full-time faculty overload assignments. All of these job assignments require a contract. New contracts are created for each term. Most of the information included in each contract is extracted from the Banner Student Course Scheduling system. It is imperative that HR and Scheduling work closely together to make this system work. Payroll’s involvement is minimal. This is a paperless system. Contracts are available through our portal as a self- service application. Signatures are recorded electronically, and signed contracts are archived. Job assignments are generated after the contracts have been acknowledged. FLAC – Faculty Load and Compensation FLAC – Faculty Load and Compensation

3. We have required contracts for part-time and overload assignments for as long as I can remember (dating back at least twenty years). Originally, all contracts were printed at a centralized location (at our Data Services Center) on continuous forms. They had to be stripped, bursted and decollated, sorted by campus, and delivered to each campus office. Smaller batches could be run for selected instructors to reflect additional or canceled classes, changes to pay rate and any other contractual changes requiring a new contract. Contract printing was later de-centralized and done by high-speed laser printers located at each of the campuses. Contracts were still mailed to instructors and had to be signed and returned to the campus offices. Job assignments were normally rolled over from term to term prior to generating the contracts. They had to be reviewed and updated manually. Background – Our Legacy of Paper Handling Background – Our Legacy of Paper Handling

4. Today we utilize the FLAC module for our Faculty Contracts and Job Assignments. As a prerequisite for using the FLAC module, the Institution must have the Student and Human Resources modules up and running. The following is a general view of the setup forms needed for Student and Human Resources modules. FLAC Requirements – Setup in Banner Student and Banner HR Systems FLAC Requirements – Setup in Banner Student and Banner HR Systems

5. STVFCNT

6. STVNIST

7. SIAINST

8. PTRINST

9. PTVFLCL

10. PTRFLCT

11. PTRFLAC

12. PTRNIST

13. PEAFACT

14. FLAC also accesses other forms in the Banner Student system that are not directly related to FLAC. These include: STVCAMP (Campus Codes) STVCOLL (College Codes) STVSCHD (Schedule Types) SCACRSE (Basic Course Information) SCACLBD (Course Labor Distribution) SSACLBD (Schedule Labor Distribution) SSASECT (Scheduled Course Sections) Lets walk through an example now to see how all of this works!

15. PEPFLAC – Create Contracts for faculty PEPFCAP – Translate contracts into NBAJOBS assignments FLAC Processes FLAC Processes

16. SSASECT

19. SIAASGN

20. PEPFLAC

22. Option>Review Output from PEPFLAC screen

24. Find & Fix the Errors

25. Rerun PEPFLAC

27. Option>Review Output from PEPFLAC screen

29. FLAC Tables Updated by PEPFLAC -PERFASG: Faculty Load Instructional Assignment -PERFCNT: Faculty Load Contract Type -PERFCSC: Faculty Load Schedule Type Compensation -PERFJER: Faculty Load Job Default Earnings -PERFLER: Faculty Load Compensation Errors -PERFJLD: Faculty Load Job Labor Distribution -PERFJOB: Faculty Compensation Detail Job -PERFNIS: Faculty Load Non-Instructional Assignment Compensation -In-house reports have been created to catch more errors utilizing data from these tables. -Example: Report that shows contracts without SIAASGN

30. SSB Administrator view: Job Detail created by baseline PEPFLAC

31. SSB Administrator view: Job Earnings created by baseline PEPFLAC

32. PZPFLAC: bolt-on to update specific fields, lock & release contracts to Faculty

33. SSB Administrator view: Job Detail after PZPFLAC

34. SSB Administrator view: Job Earnings after PZPFLAC

35. PZPFLAC (Bolt-On Application) -- PEPFLAC defaults: Column 1 Step 0 appointment percent (100) pay rate (monthly rate) -> hourly rate hours per pay (1) -> actual hours per pay Organization Code Hours in default earnings (1) -> actual hours per pay -- FHDA uses multiple salary schedules. -- PZPFLAC is run after PEPFLAC to do the following: Update PERFJOB table: Appointment Percent, Hours per Pay, Regular Rate, Salary Grade & Step, Salary Amount, Organization Code. Mass lock all unlocked records in PERFJOB to release contracts to faculty.

36. SSB Administrator Role – Initiate Contracts & Notify Faculty SSB Faculty Role – Review and Acknowledge Contracts Final Steps – PEPFCAP and NBAJOBS FLAC Roles and Related Views FLAC Roles and Related Views

37. SSB Administrator’s View

50. PZPCQTR: Bolt-on Process to Initiate Contracts Email Notification

51. SSB Faculty View

55. PEPFCAP

56. Option > Review Output from PEPFCAP screen

58. PEPFCAP

59. NBAJOBS

60. HR and Scheduling must work closely together to make this system work. Exception reports are critical and should be created and distributed to HR and Scheduling. Pay rates will need to be adjusted per your institution’s criteria for paying part-time faculty and overload assignments. It is imperative that a notification system be set up for faculty and their deans. Questions? Summary