Managing CAE

Use CAE management to monitor how the organization uses budgeted headcount. CAE management is active only if you have activated the CAE Control flag when setting up Manage French Public Sector.

The available margin is the number of open headcounts in a given CAEC that the organization can use to hire or promote employees.

The CAE uses a budget position ratio, equivalent to the employee proration ratio, in the CAEC corresponding to the employee grade. Only employees whose statuses authorize career data management are taken into account by the budget control.

A new CAE must be allocated when:

• An employee is hired into civil service position that implies budget attendance.

• An employee changes from a civil service position without budget attendance to a civil service position with budget attendance.

  This can occur upon return from parental or disability leave.

To prepare new hires for CAE allocation:

1. Access the Employee Record FPS component.

2. Enter values in the Section and Article fields on the Career - Classification page (this is mandatory):

   • If your organization includes several sectors, and if a Finance Act has been defined for each of them, indicate the section the employee is attached to, from the budget viewpoint.

     The sector corresponds to the FA Section.

   • To identify the budget line with a sufficient CAE margin to meet the employee hire, you must indicate if the employee is under the direction of the minister's office, central administration or decentralized departments.

     The data is equivalent to the article identifying a CAEC.

3. Continue the hire process as indicated in the Employee whose status allows career data area in the Hiring Employees section.

4. Save the employee record. A workflow process informs the manager that an employee has been hired and a CAE must be allocated.

5. Manually validate the hire once the CAE is booked and stamped.

When an employee changes civil service positions and returns to the budgeted headcount, the system launches a CAE allocation process.

To change budget attendance:

1. Access the Civil Serv Posn Overall Data page (Workforce Administration > Job Information > Chg Civil Service Position FPS).

2. Select Request for the action status.

3. Enter the request information.

4. The request can be validated and accepted only after the CAE is allocated, booked, and stamped. If the financial controller rejects the CAE stamp, you must delete the CAE and then the employee record.

Use the CAE Allocation page (FPA_CA_CR_PNL1) to request a CAE allocation for a new hire.

Image: CAE Allocation page

This example illustrates the fields and controls on the CAE Allocation page. You can find definitions for the fields and controls later on this page.

Once in receipt of the new hire, the manager must allocate CAE for the position. Allocating CAE confirms that there is ample headcount for the grade assigned to the employee being hired and creates a new CAE for the employee.

Use the CAE Booking page (FPA_CA_CR_PNL2) to book CAE requests.

Image: CAE Booking page

This example illustrates the fields and controls on the CAE Booking page. You can find definitions for the fields and controls later on this page.

Use the CAE Allocation Stamp page (FPA_CA_STMP_PNL1) to accept or deny a CAE allocation request.

Image: CAE Allocation Stamp page

This example illustrates the fields and controls on the CAE Allocation Stamp page. You can find definitions for the fields and controls later on this page.

Use the Delete CAE page (FPA_CE_DENI_GRP) to delete CAE.

Select the Delete CAE check box.

At the end of the transaction, the system modifies Finance Act counters. A new workflow item is routed to the personnel manager, who must store the deleted hiring record.

Use the Delete ID FPS page (RUNCTL_FPA250) to delete employee records after a CAE is denied.

When a CAE request is denied and deleted for a new hire, you must delete the employee record.

Select the employee ID to delete, then run the process to delete and store the employee data.

Use the CAE Deallocation page (FPA_CA_DS_PNL1) to request a CAE deallocation for an employee.

Image: CAE Deallocation page

This example illustrates the fields and controls on the CAE Deallocation page. You can find definitions for the fields and controls later on this page.

When an employee changes civil service positions and the new civil service position is a leave or a termination, the change removes the employee from the budget headcount, and you must deallocate the assigned CAE.

When you save the record, the system creates an addition to the personnel manager's task list.

Use the CAE Deallocation Stamp page (FPA_CA_STMP_DS_PNL) to accept or deny a CAE deallocation request.

Image: CAE Deallocation Stamp page

This example illustrates the fields and controls on the CAE Deallocation Stamp page. You can find definitions for the fields and controls later on this page.

You must change CAE when an action modifies the CAEC or the proration ratio.

Two transactions imply a CAEC change: a grade change request (with CAEC change) and a work time percentage change.

To change CAEC for a grade promotion:

1. Access the Increment Step/Promotion FPS component.

2. Enter the CAEC-altering data. Select Request for the action status.

3. Save the data. The system asks if a work time percentage change is planned in the same employee record on the grade change date.

4. Select Yes or No.

5. If you selected Yes, access the Working Time page.

   When saving the request, the system enables you to process both requests (grade change and work time percentage change) at the same time.

6. If you selected No, the system asks the personnel manager to process the grade change request.

Use the CAE Deallocation and Alloc (CAE deallocation and allocation) page (FPA_CA_CHNG_PNL1) to prepare CAE changes.

View data for the new CAE allocation and launch the deallocation process.

Image: CAE Deallocation and Alloc page

This example illustrates the fields and controls on the CAE Deallocation and Alloc page. You can find definitions for the fields and controls later on this page.

After you save the data, go to the CAE Booking page and book the CAE.

Use the CAEC Deallocation page (FPA_CA_CHNG_PNL4 ) to deallocate active CAE.

Image: CAEC Deallocation page

This example illustrates the fields and controls on the CAEC Deallocation page. You can find definitions for the fields and controls later on this page.

Enter the deallocation approval date, and, if necessary, the frozen percentage at deallocation and freeze reason.

Use the CAE Change Stamp page (FPA_CACH_STMP_PNL1) to accept or deny a CAE change request.

Image: CAE Change Stamp page

This example illustrates the fields and controls on the CAE Change Stamp page. You can find definitions for the fields and controls later on this page.

Two procedures are used to update counters:

• Transactional updates.

  Each time a headcount manager or financial controller saves an action, the system updates the following counters: CAE Booked not Stamped, CAE Booked and Stamped, CAE De-allocated not Stamped, and CAE De-allocated and Stamped.

• Update by deferred processing.

  This process updates individual or all counters by request.

Both processes consider the effective dates and update CAE status from Booked to Active or De-allocated to Inactive as appropriate.

Use the CAE Information page (FPACAEDELETE_PNL1) to view information for a CAE.

Available information includes allocation dates, deallocation dates (if any), Finance act information, and lock in information.

Image: CAE Information page

This example illustrates the fields and controls on the CAE Information page. You can find definitions for the fields and controls later on this page.

Once you have allocated CAE and the corresponding move (grade promotion, civil service position change, or working time change) has been approved, you cannot delete the move. However, in certain cases, you may have to delete the move. You can delete the move only by using the Delete CAE and Related Actions component.

When entering the Delete CAE and Related Actions component, the search box displays only the latest CAE for each employee, whether the CAE is booked, active, or deallocated.

This page displays information about the CAE, including:

• Allocation and deallocation approval dates, stamps, and stamp dates.

• Financial Act information for the CAE.

• Lock in information, if applicable.

  The section "Booking CAE with an Insufficient Margin" defines the fields in the Lock In Info group box.

  See Booking CAE with an Insufficient Margin.

Use the Delete CAE and Job Data page (FPACAEDELETE_PNL2) to view the actions that implied the last CAE change and delete the corresponding moves.

Image: Delete CAE and Job Data page

This example illustrates the fields and controls on the Delete CAE and Job Data page. You can find definitions for the fields and controls later on this page.