Setting Up the Headcount Management System

CAE management is optional. To automatically update the CAE when you modify employee records, activate the CAE Control flag in on the FPS Installation Parameters 1 page. You must activate it when setting up Manage French Public Sector. When the CAE Control check box is selected, the Last CAE Number field displays the last number assigned.

If the CAE Control flag is activated, an employee with a career path is assigned one CAE as long as he or she has a civil service position implying budget attendance.

To define attendance for each civil service position:

1. Access the Civil Service Position Def. page.

2. Select the Attendance type.

   This setup enables you to calculate civil service position and budget headcount as well as potential full-time equivalents (PFTEs). If the Budget check box is selected, employees need a CAE for this civil service position.

   Note: If an employee transfers from a civil service position that has the Budget check box selected to a civil service position that has the Budget check box deselected, the CAE related to the old position is deallocated.

The budget position ratio of a budgeted employee is the proration ratio applied to the main compensation.

To define the proration ratio for a civil service position:

1. Access the Proration Ratio page.

2. Enter the ratios associated with each work time percentage.

Use the CAE Category page (FPM_CA_CTG_PNL1) to enter the budget line information for each CAEC.

Image: CAE Category page

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

Use the CAEC Composition page (FPM_CA_CTG_PNL2) to associate a grade with a CAEC.

Image: CAEC Composition page

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

Use the Finance Act Definition page (FPMFINLAWB_PNL1) to record the details of the Finance Act, including the Initial Finance Act and any amendments.

Image: Finance Act Definition page

This example illustrates the fields and controls on the Finance Act Definition page. You can find definitions for the fields and controls later on this page.

The first row in the Finance Act Definition group box is the Initial Finance Act; the effective date is January 1. The type of event must be Initial. Amendments to the initial act can occur any time during the budget year.

Use the Budget Lines page (FPMFINLAWB_PNL2) to enter budget line data, including budgeted headcount, for each CAEC.

Image: Budget Lines page

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

Enter the budgeted headcount, budget line by budget line. Each budget line (BL) is identified by a CAEC. Use the tabs to view additional budget data populated from the Budget Line Details component.

To describe the position creations or deletions that affect a CAEC, click the corresponding Details button. The Budget Line Details component you access contains 5 pages.

Use the From BH to BHA page (FPMFINLAWC_PNL1) to calculate the authorized budget headcount from the budgeted headcount.

Image: From BH to BHA page

This example illustrates the fields and controls on the From BH to BHA page. You can find definitions for the fields and controls later on this page.

The system compiles the moves, stores the total in the Moves BH/BHA field, and adds the total to the budgeted headcount (BH) to create the authorized budget headcount (BHA). If the same type of move has been previously recorded, the carry over is calculated and displayed.

Use the From BHA to AHM page (FPMFINLAWC_PNL2) to calculate the authorized headcount management from the authorized budgeted headcount.

Image: From BHA to AHM page

This example illustrates the fields and controls on the From BHA to AHM page. You can find definitions for the fields and controls later on this page.

You must have previously calculated the BHA on the From BH to BHA page; many of the fields on this page are similar to those on the From BH to BHA page. The moves entered in this page are internal decisions.

The system compiles the moves, stores the total in the Moves BHA/AHM field, and adds the total to BHA to create AHM. If the same type of move has been previously recorded, the carry over is calculated and displayed. The system also displays authorized overstaffing or locked-in CAE. CAE lock-ins might be made by a headcount manager after an employee is hired, returns from leave, or is granted a promotion.

Use the Locking ins page (FPMFINLAWB_PNL3) to lock in headcount on one CAEC to overstaff another CAEC.

Image: Locking ins page

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

If the margin of the CAEC corresponding to an employee grade is not sufficient when an employee is hired, returns from leave, or is granted a promotion, you can lock in the necessary proration ratio in another CAEC. This enables you to overstaff the CAEC. In theory, the average indexes of CAECs that can be locked in are higher than the overstaffed CAEC indexes.

Use this page to set up in advance the CAECs that can be locked in by another CAEC. The system uses this list to determine if there is sufficient margin for the Surplus CAEC.

Use the Budgeted Headcount AD page (FPADPTCAHDCNT_PNL) to distribute headcount between departments.

Image: Budgeted Headcount AD page

This example illustrates the fields and controls on the Budgeted Headcount AD page. You can find definitions for the fields and controls later on this page.

Determine the headcount allocated for each department by CAEC or grade group. To allocate by CAEC, enter the setID and the CAEC. To allocate by grade group, enter the grade group.