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Salary Manager for Windows

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					 Dorset County Council

  Children’s Services

School Administration
 & Support Service




Salary Manager
  for Windows

      User Guide




        Version 08
                                     Salary Manager for Windows




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                                                            CONTENTS

    INTRODUCTION ................................................................................................................... 4


    THE CONTRACT CENTRE                   ........................................................................................... 5
      Adding A New Contract ..................................................................................................... 5
        Editing A Contract .......................................................................................................... 7
        Deleting A Contract........................................................................................................ 8
        Viewing A Contract ........................................................................................................ 8
        Editing Payroll Numbers Or Premier Finance Account Links......................................... 9

    ADD NEW STAFF OR MODIFY NAMES ............................................................................ 10
       Inactive Staff ................................................................................................................ 10

    CLEAR OUTSTANDING COMMITMENTS ......................................................................... 11


    SALARY CALCULATOR                    ...............................................................................................12
      Work out cost................................................................................................................... 13
      Work out the Saving ........................................................................................................ 13
       Editing A Previously Saved Salary Plan ...................................................................... 15

    CHECK SPECIFIC COST.................................................................................................... 16

    PROJECT FORWARD SALARY COSTS............................................................................ 18

    REPORTS ........................................................................................................................... 19
      The Report Toolbar.......................................................................................................... 19

       Summary Of Salaries             ............................................................................................... 19
       Compare Expected/Actuals ............................................................................................. 20
       Check Payments.............................................................................................................. 20
       List Staff In Contract ........................................................................................................ 21
       Full Contract Details ........................................................................................................ 21

    THE STRUCTURE MENU................................................................................................... 22
      Contract Types ................................................................................................................ 22
      Salary Tables................................................................................................................... 22
      Allowances....................................................................................................................... 22
      Display Structure ............................................................................................................. 23

    THE SYSTEM MENU .......................................................................................................... 24
      Delete Indexes................................................................................................................. 24
      Recalculate Salaries ........................................................................................................ 24
      Change Password ........................................................................................................... 24
      Backup Data .................................................................................................................... 24

    SETTING UP CONTRACTS FOR THE NEW FINANCIAL YEAR ....................................... 25
      Downloading Pay Table Files From Swgfl ....................................................................... 25
      Updating Pay Tables ....................................................................................................... 28
      Extending Open Contracts From Previous Year.............................................................. 30
        Copy Funds / Accounts / Vat Codes To New Year ...................................................... 30
      Producing Projected Salary Figures For Next Years Budget........................................... 32

    INDEX.................................................................................................................................. 34



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Introduction
Salary Manager provides an invaluable tool for managing school staffing resources and costs,
both teaching and non-teaching. It extends the capabilities within the Premier Finance module
to support complex contracts and the ability to plan, perform and save 'what if' scenarios on
the school staffing budget.

Features:

• Commitments transferred to the Premier Finance module will be updated automatically
  without the need to enter information twice.

• Pay scales can be imported from an external file.

• New contracts and / or adjustments can be added. New staff changes will affect the budget
  in Premier Finance immediately. Pay awards can be built into the software.

• A simple to use Salary Calculator, able to perform ‘what if’ scenario’s at any point during the
  school year.

• The ability to project salary costs many years ahead through percentage inflation increases
  to support longer term budget planning.

• Various management reports to support the budget planning process.

• Multiple contracts per staff member including accurate apportionment of NI on-costs per
  contract.

• Allowances can be set up to produce accurate salary costs (including ‘First Aid’ allowances
  and TLR’s etc).

• National Insurance and Superannuation on-costs calculated.

• The make up of any contract can be viewed at any time. This will show any pay awards
  along with the breakdown of the on costs month by month for any particular contract.

• By linking staff contracts to costing information, the user is able to plan actual or
  hypothetical staff budgets allowing the effect of variations of contract start/end dates, pay
  points and pay-awards to be seen immediately. Multiple salary calculations can be saved
  and recalled at any time.

• The layout and style is clear and concise meaning that staff records are easily viewed and
    edited through clearly laid out pages and contain a wide range of information.




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The Contract Centre
ADDING A NEW CONTRACT
Things to remember:

1.      Each Service Term must have a new contract.

2.      Each change in hours must have separate contracts (e.g. Reception teachers who
        reduce their hours during the autumn term)

                 i.e.   1.0 01/04/07 to 31/08/07
                        0.5 01/09/07 to 31/12/07
                        1.0 01/01/08 to blank
                        (3 contracts)

3.      One to One Teaching Assistants

        The SASOs would recommend that if the one-to-one TA already has a different contract
        setup you will not need to input this one-to-one contract aswell. However, if this is their
        only contract you have two options to deal with these:

        •      Not to enter them at all on Salary Manager as funds are received for them in Premier
               Finance as monthly credits. However on each Auto Rec they will be rejected – but
               you can accept them via route Reconciliation | Reconcile from Suspense in
               Premier Finance as central payments.

        •      Put them on in Salary Manager using the service terms SP for Welfare Assistants
               which will cost them beneath £1 so no commitment goes into Premier Finance. They
               will then be accepted from the Auto Rec.

4.      Non teaching contracts (NJ). Missing points

        Incremental points are: - 4 5 6   8 10 11 12 13
        NJ Points 7 and 9 are missing. Therefore, in Salary Manager when adding a contract
        anyone on NJ point 6 or 8 will use points 8 or 9 as appropriate (see example below).

        NJ pt           4=6     replaced point number
                        5=7
                        6=8
                        8=9
                        10 = 10

        Make sure you input the correct replaced point.




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 Contracts | Add /         1. Click on [Add].
 Modify / View
 Contracts

 Or




                           2. Select the Name of the Employee using the […] button.
                              NOTE: If the Person you require is not shown in the list, there is a
                              further [Add] button which will allow you to create the new member
                              of staff.

                           3. Enter the Contract Type or use the […] button to select from the list.
                           4. Enter the From Date and if appropriate the To date if this is a
                              temporary or fixed-term contract.
                           5. Enter the Max Step if appropriate.
                           6. Salary Step. Enter the Spinal column point for each month.
                              • You can right click on any blue coloured fields to show a picklist.
                              • Entering the spinal column point in one month and pressing the
                                 enter key will repeat the same point for the remaining months.
                              • REMEMBER: Teachers may receive an increment in Sep,
                                 therefore the Salary Step would change from Sep onwards, so
                                 set the revised point for Sep and this will filter through to March.

                           7. Allowance. If appropriate enter the allowance (e.g. TLR’s, First Aid
                              etc) by right clicking.
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                           8. FTE. Either accept the 1.0 or type in the FTE if known. If not click
                              on the […] button to display the FTE Calculator.




                           9. Enter the number of Hrs and Mins they work Per Week.
                           10. Enter their contracted Weeks Per Year.
                           11. Press the [Calculate] button to calculate the FTE Result. Press the
                               [OK] button to return to the Contract.
                           12. Either type in the PF Account or click on the […] button.
                           13. Enter the person’s Payroll No as shown on the Payroll Analysis
                               Report sent by County (Payroll letter & NI number).
                           14. SuperAnn. Tick this if the employee pays superannuation
                               contributions.
                           15. Press [OK] to save.



EDITING A CONTRACT




 Contracts | Add /         1. Highlight the contract you wish to edit.
 Modify / View             2. Click on [Edit] then amend the contract and press [OK] to save.
 Contracts
                               REMEMBER: If there is a change to anyone’s contract other
 Or                            than a mid-year change to salary point or allowance, you should
                               enter an End Date to finish one contract, then add a separate
                               new contract with the changes. This helps to ensure that a
                               history is maintained.




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DELETING A CONTRACT

Contracts should only be deleted if they have been entered in error. If an employee is
leaving an end date should be recorded against the contract, do not delete the contact.




 Contracts | Add /         1. Highlight the contract that you wish to delete.
 Modify / View             2. Click on [Delete] to delete a contract entered in error.
 Contracts                 3. The Delete Contract window is shown with all the details greyed
                              out.
 Or                        4. Press the [OK] button. A message is displayed asking whether
                              you are sure you want to delete the contract. Select [Yes].




VIEWING A CONTRACT

Viewing Contracts through the Contract Centre allows you to see a monthly breakdown of
salary commitments split by the Basic Wage, NI and Superannuation. It also shows actual
salary expenditure.


 Contracts | Add /         1. Highlight the contract that you wish to view.
 Modify / View             2. Either double click on the contract or click on the [View] button.
 Contracts

 Or




                           3. The monthly and annual commitments and actual expenditure is
                              shown, along with other contract details.
                           4. Press the [Print] button to print the contract breakdown.




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EDITING PAYROLL NUMBERS OR PREMIER FINANCE ACCOUNT LINKS

Occasionally it may only be necessary to amend a person’s Payroll number (NI
number) and / or Premier Finance Account link. Whilst it is possible to use the [Edit]
button to make these changes, it is quicker to use the [Edit Payroll/Acct] button.

 Contracts | Add /         1. Highlight the contract that you wish to edit.
 Modify / View             2. Click on the [Edit Payroll/Acct] button.
 Contracts

 Or




                           3. The Payroll No and Acct fields are now available for you to edit.
                           4. Ensure you press the [Save] button to save your changes.



    IMPORTANT NOTE: Dorset schools should not use the [Update Actual Pay] button. The
    Autorec file transfer of salary expenditure is the method used in Premier Finance to update
    actual pay details.




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Add New Staff or Modify Names




 Contracts |                Adding New Staff Names
 Add/Modify
 Names                     1. Press the [Add] button for new members of staff.
                           2. Enter their Surname, Forename and Initials.
                              NOTE: Use three character initials where possible as you will
                              not be able to use the same initials for two different members of
                              staff.



INACTIVE STAFF

When a member of staff leaves they should be marked as Inactive. This ensures that the
person is not shown in various picklists throughout the system, for example, when adding
contracts only Active names will be shown.


 Contracts |               1. Highlight the person that you wish to mark as Inactive.
 Add/Modify                2. Click on the [Edit] button.
 Names




                           3. Choose the Dormant radio button.
                           4. Click [OK] to return to the list of staff where you will see they are
                              marked with an ‘X’ to represent that they are inactive.




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Clear Outstanding Commitments




NOTE: Outstanding commitments from selected contracts will be cleared up to and
including the specified month. You cannot clear commitments for future months or years.


 Contracts | Clear         1. Either individually tick the contract(s) that you wish to clear the
 Outstanding                  commitments for, or press the [All] button.
 Commitments               2. Select a month. Any outstanding commitments up to and
                              including the month selected on the left hand side of the screen
                              will be cleared.
                           3. Click [OK]. Outstanding commitments for these contracts will be
                              cleared, and will be reflected in the Premier Finance Summary
                              Report.




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Salary Calculator
The Salary Calculator provides a quick and easy way of performing ‘what if’ scenarios at any
point during the school year.

For example you may wish to analyse how much the school would save if a retiring teacher
was replaced with a new teacher on a lower spinal point, or how much extra it would cost the
school to increase the hours worked by the Admin staff etc.

Each plan can be saved or printed. Detailed breakdown analysis for each calculation can also
be produced.




 Planning | Salary         1. If previous Salary Calculator Plans have been saved, they will
 Calculator                   be shown upon selecting the Salary Calculator from the menu,
                              therefore pressing [New] will start a new plan.
 Or
                               Otherwise, if you have no previously saved plans you will be
                               taken directly to a new blank plan.




                           2. You should then either choose [Edit Plan] to view or amend the
                              previously saved plan, or use the [New] button to begin a new
                              plan.




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                            Calculate cost

                           3. [+ / -] On the first line of the calculation, type [+] to add a new
                              contract to work out the cost.
                           4. Name – Give the first line of the calculation a suitable name.
                           5. Right click on the Type to select the contract type from the
                              picklist.
                           6. Enter the From and To dates or leave the default dates.
                           7. Right click in the field labelled ‘S’ and select the Salary Step.
                           8. If appropriate, right click on the field labelled ‘A’ and select the
                              Allowance (e.g. TLR’s, First Aid allowance etc).
                           9. The FTE will default to 1.0 FTE. If required overtype this figure,
                              or right click to display the FTE Calculator.




                           10. In the FTE Calculator enter the number of Hrs Per Week and
                               Weeks Per Year, then press the [Calculate] button to display
                               the FTE Result. Press [OK] to return to the Calculator.

                               NOTE: The Hrs/Wk and Wks fields on the Calculator are ‘view
                               only’ and cannot be changed.

                           11. The Cost will now be shown.


                            Calculate the Saving

                           12. You can either start a new plan, or you can use the second (or
                               more) line(s) of the existing plan if you are preparing a scenario.

                           13. [+ / -] On the first line of the calculation, type [-] to remove a
                               contract and therefore to work out the savings.
                           14. Name – Right-click to display a list of all the open contracts.




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                           15. Highlight the required contract and press [OK].
                           16. All of the contract details will be shown along with the Net
                               Saving if the person was to leave at the beginning of the
                               financial year.
                           17. Make any changes e.g. the From / To dates, Contract Type or
                               FTE to see what the effect on the Savings or Cost will be.
                           18. Add new lines to the plan as required.
                           19. To view the detailed Contract cost, press the [Breakdown]
                               button.




                           20. The Contract Breakdown can be printed if required.
                           21. Use the [Delete] button if you need to delete a line from the
                               Calculator Plan.

                            Printing the Calculator Plan

                           22. Press the [Print] button for a printed version showing the saving
                               or cost to the school.




                            Saving the Calculator Plan

                           23. Enter a Plan Name in the top left hand corner.
                           24. Now press the [Save] button.

                               Note: A previously saved Salary Projection and any Saved
                               Salary Calculator Plans will be available for importing into
                               Premier Finance when Viewing or Modifying Budget Plans. For
                               further information or guidance on this please contact the SASO
                               Helpline.
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                            EDITING A PREVIOUSLY SAVED SALARY PLAN

                           25. When opening the Salary Calculator, previously saved plans will
                               be shown.




                           26. Press the [Edit Plan] button.




                           27. After you have made your changes you have the option to
                               either:
                               • [Save]. Save your changes to the existing plan using the
                                   same Plan name as before.
                               • [Delete Plan]. Used to delete the whole plan completely.
                               • [Save As]. After entering a different Plan Name this button
                                   could be used to save this new plan with a different name.
                               • [Cancel]. Used if you wish to abandon your calculation and
                                   discard your changes.




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Check Specific Cost
Similar to the Salary Calculator, this provides a quick and easy way of checking the cost of a
contract.

These cannot be saved, however, they can be printed. Detailed breakdown analysis for each
calculation can also be produced.




 Planning | Check          1. Type. Choose the Contract Type from the picklist.
 Specific Cost             2. From / To. Enter the appropriate dates for this calculation.
                           3. Salary Step. Right click in the appropriate month and choose
                              the spinal column point.
                           4. FTE. Type in the FTE or use the […] button to display the FTE
                              Calculator.




                           5. In the FTE Calculator enter the number of Hrs Per Week and
                              Weeks Per Year, then press the [Calculate] button to display
                              the FTE Result. Press [OK] to return to the Calculator.
                           6. Tick the SuperAnn box if you wish superannuation contributions
                              to be included.
                           7. Press the [Show Cost] button to display a breakdown of the
                              Contract Cost on a month-by-month basis.




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                           8. Use the [Print] button for a printed copy of the contract cost.




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Project Forward Salary Costs
Based on existing contracts it is possible to project annual inflation rates to estimate salary
costs in future years. The projections also take account of staff who are paid increments in
future years.

It is possible to project forward a maximum of five years.

Different inflation rates can also be applied to different contract types (e.g. NJ or LG).

You may wish to save these projections ready for importing into Premier Finance for use with
early budget planning.




 Planning | Project        1. Forward by. Enter the number of years forward that you would
 Forward Costs                like to project forward costs.
                           2. Rate %. Enter the appropriate percentage rate that you expect
                              each contract type to be awarded.
                           3. Usually you will want the report grouped By Account. However,
                              you can group by Contract Type if preferred.
                           4. Tick the Save for transferring into PF tickbox if you would like
                              this projection available for import into Premier Finance when
                              budget planning.
                           5. Press the [Calculate] button to display the results.




                           6. Projected costs for each PF Account will then be shown and can
                              be printed if required.
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Reports
THE REPORT TOOLBAR




    First Page         Go To Page                       Zoom              Print Report
           Previous Page     Next Page           Last Page   Close Report



SUMMARY OF SALARIES




This report shows the total costs for each contract grouped together either by PF Account or
by Contract Type.

The figures will appear as Commitments for each Salary Account on the Premier Finance
Summary Report.

This report is useful when setting the salary budgets for the next year.


 Reports |                 1. When opening the report the following message will be
 Summary of                   displayed.
 Salaries

 Or




                           2. Usually you will want the report aggregated by PF Acct,
                              therefore press the [No] button.

                               NOTE: To aggregate by Contract Type (e.g. LG, TM, NJ etc) then
                               press the [Yes] button.

                           3. Provided you have aggregated the report by PF Acct it will look
                              similar to the example above.

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COMPARE EXPECTED/ACTUALS




After an Autorec has been imported into the Premier Finance database, this report is useful to
compare the expected costs for each Contract Type per month compared with the Actual
Costs.


CHECK PAYMENTS




Ideally you should check this report each month as part of your monthly reconciliation process.
This will help to ensure that you can quickly identify staff contractual changes or discrepancies
between the contract information in Salary Manager and the actual cost.

You should query any contract costs that are significantly Under or Over the expected cost.

Feel free to contact the SASO Helpline for advice.


 Reports | Check           1. When opening the report the following window will be displayed.
 Payments




                           2. Select the month that you wish to check the payments recorded.
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                            3. Query Tolerance. If this is left as zero, then every contract will
                               be displayed even if the difference between the expected and
                               actual cost is as small as £0.01

                                Increase the Tolerance percentage (between 0-20) to display a
                                difference on only those staff which is greater than the
                                percentage entered. All other staff will show actuals without a
                                difference.

                                Use the [Set as Default] button if you require this new
                                Tolerance to be used again in future.

                            4. Press the [OK] button to display the report, as shown above.
                            5. You should check the Check at % Tol column of the report.


LIST STAFF IN CONTRACT




    This report is useful to display all staff with an open contract. It will also give you a
    summary of the total number of contracts and Full Time Equivalents.

    When opening the report you have the opportunity to select the effective date.




FULL CONTRACT DETAILS




    This report is very useful to check that you have all contracts setup correctly. It will list all
    details for each contract on the one report. If you identify any discrepancies, these can be
    amended in Contracts | Add/Modify/View Contracts.
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The Structure Menu




CONTRACT TYPES
Contract Types are updated when importing the latest Pay Tables and schools should not
make any amendments without speaking to the SASOs first.


SALARY TABLES
The Salary Tables are updated when importing the latest Pay Tables and schools should not
make any amendments without speaking to the SASOs first.


ALLOWANCES
Most allowances are automatically updated when importing the latest Pay Tables. However,
there are occasions when a new Allowance needs to be created.

For example, a First Aid Allowance linked to a different Contract Type. Also, as the system
does not allow for a person to have more than one allowance, this option allows you to
combine two or more allowances into one new user defined allowance. These would have to
be re-created each year.




 Structure |               1. Type. Choose the Contract Type from the picklist which will
 Allowances                   then display all Allowances already assigned to this contract
                              type.
                           2. Press [Add] to begin creating a new allowance.




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                           3.   Enter the Allowance Code which will be used on Contracts.
                           4.   Enter an appropriate Description.
                           5.   Rate 1. Enter the yearly allowance figure.
                           6.   Rate Split by Month (Apr – Mar). If Rate 1 is to apply for each
                                of the twelve months of the year, then enter 111111111111 in
                                this field.

                                However, if Rate 2 is to apply from e.g. September, enter
                                111112222222 instead.

                           7. Click [OK] to save your changes.
                           8. Use the [Edit] button if any amendments are required.



DISPLAY STRUCTURE
This report displays all Contract Types along with each salary step, allowances,
superannuation rate and when increments are due. It can be printed as it is a handy reference
tool.




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The System Menu




DELETE INDEXES
Usually you will only need to delete the system indexes if asked to do so by the SASOs. This
might be if the SASO’s expect there to be a problem with your database. Deleting the Indexes
does not cause any harm to your system and can often easily correct any problems your
database may be experiencing.


RECALCULATE SALARIES
This option is usually only required if you are prompted to use it by the SASOs. It is used after
importing the latest Pay Tables. It can also be used after Deleting Indexes if you are
experiencing a problem with your database, as recalculating the salaries can sometimes help
in resolving the problem.


CHANGE PASSWORD
Use this option if you wish to change your password.

However, this option will be no good if you have forgotton your password as you won’t be able
to access Salary Manager in the first place! In this scenario, you should use SuperMan to
reset the password. If you or your colleagues do not know the password for SuperMan either,
then you should contact the SASOs who will be able to reset it for you.


BACKUP DATA
This creates a backup of your Salary Manager data.


SET SYSTEM PARAMETERS and EDIT SCHOOL DETAILS will not need to
be changed unless instructed to do so by the SASOs.




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Setting up Contracts for the new financial year
DOWNLOADING PAY TABLE FILES FROM SWGfL

Each year the latest Salary Tables need to be imported into Salary Manager. You will be
notified by email from the SASOs when the files are ready to be downloaded and installed
from the SWGfL Data Transfer website.

Ensure you had a successful backup overnight before proceeding.

1. All SWGFL Data Transfer (formerly RM Securenet Plus) accounts at schools called
Office and Finance have been subscribed to the SAFSO Community. If you wish for
another account to be subscribed to the SAFSO community, then email Andrew Chisholm -
a.j.chisholm@dorsetcc.gov.uk - with the name of your school, the account name and a
note that you wish it to be subscribed to the SAFSO community.

2. Log into ‘SWGfL Data Transfer’ (formerly Securenet Plus).




3. On the left-hand side of the Homepage you will see a list of Communities that you have
access to. You should be able to see the ‘SAFSO’ community.




4. Click on ‘SAFSO’. You will then be taken to the SAFSO Community homepage. You
will see the 4 new files awaiting download
    • aallow.dbf             • ani.dbf            • asaltab.dbf      • aterms.dbf

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5. Click on ‘File Transfer’ from the left hand menu.

6. You will be taken to the ‘Download Files’ window.
   NOTE: if a message appears stating that the Inbox folder path is not specified,
   click OK and continue with the steps below.




                     NOTE: You should see 4 files
                     awaiting download here.




7. Ensure that adjacent to the ‘Browse’ button, it says Download to s:\vpremtmp\. If
it doesn’t, you should click on the ‘Browse’ button and select the s:\vpremtmp folder.

8. You will see the ‘aallow.dbf’, ‘ani.dbf’, ‘asaltab.dbf’ and ‘aterms.dbf’ files awaiting
download. Press the ‘Select All’ button.

9. The ‘aallow.dbf’, ‘ani.dbf’,
‘asaltab.dbf’ and ‘aterms.dbf’ files
will be moved to the ‘Selected files’
area in the bottom half of the
window.




                               NOTE: You should see 4 files
                               awaiting download here.


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10.            Press the ‘Download’ button. The following message will be displayed.




11.      You will then be told that the download is
complete and 4 files were successfully downloaded.




12.      Click the ‘Close’ button. You will then notice that the Status of the 4 files has
changed to ‘Downloaded’. (Example below)




13.            Finally, click the ‘Log Off’ link. If the following message is displayed press ‘Yes’.




14.            You can now close the Internet Explorer window.

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UPDATING PAY TABLES

15.            Select the menu option Structure | Update Pay Tables.




16. The ‘Select Directory’ window appears. Ensure it says s:\vpremtmp\

    NOTE: If a different directory
    is shown, use the drop down
    arrow at bottom of screen and
    choose the ‘S’ drive, then
    double-click on the ‘vpremtmp’
    folder.




17. Now press the ‘Select’ button.

18. The following message will be displayed showing that the Pay Tables have been
    successfully imported. Press the [OK] button.




19. Now select System | Recalculate Salaries. You will eventually be told that the salaries
    have been recalculated.

20. Congratulations, you have successfully imported the latest Pay Tables!! You now need
    to delete the files ‘aallow.dbf’, ‘ani.dbf’, ‘asaltab.dbf’ and ‘aterms.dbf’ previously downloaded
    to the folder S:\VPREMTMP\

21. To delete these files, open ‘My Computer’ from your Desktop (or use the ‘Windows’ and ‘E’
    keys).




22. Double-click on the ‘S’ drive.

23. Now double click on the ‘VPREMTMP’ folder.
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24. Delete ONLY the ‘aallow.dbf’, ‘ani.dbf’, ‘asaltab.dbf’ and ‘aterms.dbf’ files from this folder.




25. You’ve now finished and can close ‘My Computer’.

26.     Should you have any problems, please contact the SASO
   Helpline on 01305 225911 or 225912.




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EXTENDING OPEN CONTRACTS FROM PREVIOUS YEAR

IMPORTANT NOTE: In order to extend the contracts from the old year to the new year you
will need to ensure that the new years structure is already set up in Premier Finance first.

It is advisable that before you start you should print out the Premier Finance Summary
Report and mark the accounts (if any) that you do not wish to carry forward.

Note: If you copy any accounts forward that later you find you do not want they can be
deleted in the New Year provided you have not already used them in the New Year. In the
same way additional accounts can be set up in the New Year.


PREMIER FINANCE - COPY FUNDS / ACCOUNTS / VAT CODES TO NEW
YEAR


     Please ensure you are in Premier Finance to complete the following six steps.

     1. In Premier Finance select System | Year End Menu | Copy Structure to Another
        Year.




     2. Year to copy TO: Type in ‘07’.
     3. Account Funds: Click on [All]. This will tick all the accounts.
        If there are any accounts that you do not wish to carry forward click on the tick in the
        checkbox to remove the tick.
     4. VAT Codes: Click on [All].
     5. Income/Expense Codes: Click on [All]. This will tick all the codes.
        If there are any codes that you do not wish to carry forward click on the tick in the
        checkbox to remove the tick.
     6. Click on [OK] to save.

     Your new structure is now set up and you can view it by going into next year.




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    SALARY MANAGER - EXTENDING OPEN CONTRACTS FROM
    PREVIOUS YEAR

 Contracts |               Please ensure you are in Salary Manager to complete the
 Extend Open               next seven steps.
 Contract
                           1. Ensure you are in the new year.

                           2. Go to Contracts | Extend Open Contract.


                           3. Ensure that the Prev Yr Unextended radio button is selected.




                           4. Highlight the contract you wish to extend and press the [Extend]
                              button. The contract for the new year is then shown.




                           5. Check all details of the contract and make any amendments that
                              may be necessary.
                           6. Finally press the [OK] button to save.
                           7. Follow the above steps for all other contracts which need to be
                              extended.




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PRODUCING PROJECTED SALARY FIGURES FOR NEXT YEARS
BUDGET

Once you have imported the pay tables, extended contracts and made any changes to next
years contracts you will then be in a position to set next years salary budgets.

1. To do this, either select Reports | Summary from the menu or press the         button. The
   following message is displayed.




2. Usually you will want the report aggregated by PF Acct, therefore press the [No] button.

    NOTE: To aggregate by Contract Type (e.g. LG, TM, NJ etc) then press the [Yes] button.

3. Provided you have aggregated the report by PF Acct it will look similar to the example
   below.

    Each PF Account (e.g. Teaching Staff – 100) will be grouped to show the Total budget
    required next year.




4. To close the report press the          button.


NOTES:

If using the Total figures shown on this report as the basis for setting your staffing budgets,
please consider the following points (including other scenarios that may be unique to your
school).

•   Are all the contract details correct, e.g. any changes in staff hours, wks per year,
    increments, start/end dates etc.
•   Temp Contracts. Do some temporary contracts have an end date entered even though the
    contract is likely to be extended?
•   Reception teachers. Does your Reception teacher(s) reduce hours in the first term of the
    academic year.

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•   Long term staff absences including maternity leave. The school will receive money from
    the insurance scheme, however, this is often not enough to recover the actual salary costs,
    especially if a temporary person is appointed to cover.
•   Midday Supervisors. Have all contracts been recorded, including casual contracts?
•   Casual Contracts. If you haven’t included these contracts then these costs won’t be
    reflected in the figures.
•   Increments for staff on Leadership or Teachers Upper contracts – have any potential
    increments been included?
•   Any changes in the staffing structure in September.
•   Any other changes that you know will happen later in the financial year that will have an
    impact on the budget.




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Index

                               A                                                              I
    Add/Modify Names ............................. 10            Inactive Staff ......................................... 10
    Allowances............................................ 22
                                                                                             P
                               B                                 Password .............................................. 24
    Backup Data ......................................... 24     Pay Tables - Downloading Files ........... 25
                                                                 Pay Tables - Update ............................. 28
                               C                                 Project Forward Costs........................ 18
    Check Specific Cost.............................. 16
    Clear Commitments .............................. 11
                                                                                             R
    Contract Centre ...................................... 5     Recalculate Salaries ............................. 24
    Contracts - Add....................................... 5     Report Toolbar ...................................... 19
    Contracts - Delete................................... 8      Reports ................................................. 19
    Contracts - Edit ....................................... 7   Reports - Check Payments ................... 20
    Contracts - Edit Payroll/Acct ................... 9          Reports - Compare Expected/Actuals... 20
    Contracts - Extend ................................ 30       Reports - Full Contract Details.............. 21
    Contracts - View ..................................... 8     Reports - List Staff in Contract.............. 21
                                                                 Reports - Summary of Salaries............. 19
                               D
    Delete Indexes...................................... 24
                                                                                             S
    Deleting a Contract ................................. 8      Salary Calculator - Edit ......................... 12
                                                                 Salary Calculator - New ........................ 12
                               E                                 Structure ............................................... 23
                                                                 Structure Menu ..................................... 22
    Extending Open Contracts.................... 30              System Menu ........................................ 24




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