Managing Headcount

This chapter provides an overview of budgetary headcount and discusses how to:

• Set up the headcount management system.

• Manage the commitment accounting entity.

• Book CAE with an insufficient margin.

• Calculate the workforce.

Understanding Budgetary Headcount

Every year, the Finance Act determines the administrative budget, which contains the headcount for the next budget year. The headcount is allocated by grade. The Manage Budget Headcount business process helps you supervise how the budget is used.

Common Terms in This Chapter

Setting Up the Headcount Management System

This section discusses how to:

• Set CAE controls.

• Enter the budget line definition for each CAEC.

• Associate a grade with a CAEC.

• Record Finance Act details.

• Enter budgeted headcount.

• Calculate authorized budgeted headcount from budgeted headcount.

• Calculate authorized headcount management and manage freezes.

• Lock in CAECs.

• Distribute budgeted headcount to administrative structures.

Pages Used to Set Up the Headcount Management System

Setting CAE Controls

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 Definition 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 cleared, 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 Ration page.

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

See Also

Setting Up FPS Installation Parameters

Defining Civil Service Positions

Entering the Budget Line Definition for Each CAEC

Access the CAE Category page.

Chapter

The system populates this field once you enter the title and part.

Associating a Grade with a CAEC

Access the CAEC Composition page.

Highest and Lowest Index Avge (highest and lowest index average)	Enter the average of the highest and lowest indexes of the grade.
Grade	Enter a grade list, depending on the CAEC setID. You can view the relationship between CAECs and grades on the CAEC/Grade page. If a grade has been associated with different CAECs, the system displays all the CAECs.

Recording Finance Act Details

Access the Finance Act Definition 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.

Entering Budgeted Headcount

Access the Budget Lines 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.

Calculating Authorized Budgeted Headcount from Budgeted Headcount

Access the From BH to BHA page.

Type of Move	Select the move type. Types include potential budget overstaffing, locking in, or transfers. These moves result from an order or a rectification of the FA.
Move	Enter the number of budgeted positions. If the number is negative, include the negative sign. This updates the Sign field.
Text	Enter any comments.
Return	Click to return to the Budget Lines page and view all the CAECs.

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.

Calculating Authorized Headcount Management and Managing Freezes

Access the From BHA to AHM 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.

See Also

Calculating the Workforce

Locking In CAECs

Access the Locking ins 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.

Distributing Budgeted Headcount to Administrative Structures

Access the BHAD 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.

Note. Be sure that the budgeted headcount entered here is not greater than the CAEC usable headcount.

Managing CAE

This section provides an overview of CAE management and discusses how to:

• Determine when CAE should be allocated.

• Prepare hires.

• Change budget attendance.

• Allocate CAE for new hires.

• Book CAE requests.

• Accept or deny CAE allocation requests.

• Delete CAE.

• Delete employee records.

• Request CAE deallocations.

• Accept or deny CAE deallocation requests.

• Change CAE.

• Prepare CAE changes.

• Deallocate active CAE.

• Accept or deny CAE change requests.

• Update counters.

• View information for a CAE before deleting the related action.

• Delete the move that implied the last CAE change.

Understanding CAE Management

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.

Actions That Affect the CAE

Three different types of actions affect the CAE:

• Hiring or return actions that reduce the available margin and imply a CAE allocation.

• Leaves or terminations that increase the available margin and imply a CAE deallocation.

• Grade changes (with CAEC change) and the work-time percentage changes implying a CAE change.

  These actions entail the deallocation of the active CAE and the allocation of a new CAE.

Stamping and Validating Actions

For actions implying a change in budget attendance, the financial controller must stamp the CAE allocation or deallocation. Then the HR administrator must validate civil service position, grade, or work-time percentage moves to make changes effective in the employee record.

Each type of action must be validated. The process includes four successive steps, which can be made by different managers. The information is routed from one manager to the other via workflow.

To validate a CAE action:

1. Update the employee record: prepare the hiring, vacation, or grade change request, or the work time percentage change.

2. Allocate or deallocate CAE.

3. Obtain the financial controller’s stamp.

4. Validate the action in the employee record.

See Also

Validating the Hiring Process

Pages Used to Manage CAE

Determining When CAE Should Be Allocated

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.

Note. Activate the Budget Attendance flag on the Civil Service Position Definition page and the system tracks administrative situations needing CAE allocation.

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.

Preparing Hires

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.

See Also

Hiring French Public Sector Employees

Changing Budget Attendance

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 Service Position 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.

See Also

Managing Requests

Allocating CAE for New Hires

Access the CAE Allocation 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.

Booking CAE Requests

Access the CAE Booking page.

Margin

The values in this group box are automatically populated. Compare the CAE margin here with the proration ratio at the top of the page.

Booking

If the available CAE margin is higher than the employee proration ratio, book the CAE by selecting Yes. The number of CAEs booked but not stamped increases with the proration ratio. The CAE margin is likewise reduced.

If the margin is lower than the proration ratio, you cannot access the Booking group box.

See Also

Booking CAE with an Insufficient Margin

Accepting or Denying CAE Allocation Requests

Access the CAE Allocation Stamp page.

Stamp Decision

Update the CAE status. The values are: Stamped: The CAE is booked and stamped. Enter the CAE stamp date and the allocation stamp reference number. The system updates the Finance Act counters for the appropriate budget line and adds an entry on the personnel manager’s task list. The hire can be finalized. Adjourned: The CAE is adjourned and the system notifies the headcount manager. Rejected: The CAE is rejected and the system warns the headcount manager to delete the CAE.

Deleting CAE

Access the Delete CAE page.

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.

Deleting Employee Records

Access the FPS Delete Id page.

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.

See Also

Deleting an Employee Hiring

Requesting CAE Deallocations

Access the CAE Deallocation 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.

See Also

Changing Budget Attendance

Accepting or Denying CAE Deallocation Requests

Access the CAE Deallocation Stamp page.

De-allocation Stamp Decision

Update the CAE status. Values are: Stamped: The CAE is approved and you enter the decision date and the deallocation stamp number. Adjourned: The decision is adjourned (postponed) and the system notifies the personnel manager. Rejected: The stamp is rejected and the system informs the personnel manager. The manager can then delete the civil service position change request.

See Also

Managing Requests

Changing CAE

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.

Note. If you change work time percentage without changing the grade, go directly to the Working Time page.

Preparing CAE Changes

Access the CAE Deallocation and Allocation page.

Deallocate CAE	Click to access the Deallocation for Change page and deallocate active CAE. After you deallocate the CAE, the Deallocate CAE ID appears, and the CAE approval date and CAE ID are updated.
% Frzen Dealloc (percent frozen deallocation)	Corresponds to the CAE percentage that won’t add up to the available margin at the CAE deallocation.

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

Deallocating Active CAE

Access the Deallocation for Change page.

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

Accepting or Denying CAE Change Requests

Access the CAE Change Stamp page.

Stamp Decision	Update the CAE status. Values are: Stamped: The old CAE is stamped deallocated and the new CAE is booked stamped. Enter the allocation stamp and deallocation stamp references, if necessary. Adjourned: The CAE is adjourned and the system emails the headcount manager. Rejected: The CAE is rejected and you must cancel the existing CAE using the Delete CAE page.
BL/Fin Act	Click to view the budget line associated with the affiliated CAEC for the effective FA on the effective date.

Validating Grade Changes and Working Time

In the task list, the Grade Change Validation activity enables you to access the career and working time portion of the employee record, where you approve the grade promotion and/or work time change. If the stamp has been denied, the system issues an error message, and the grade or working time change request cannot be validated.

Updating Counters

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.

Transactional Update

For each transaction, the system first updates the counters associated with the active Finance Act. Then the counters consider the flows associated with the move of an employee.

Moves that affect CAEs and result in transactional updates are:

• Hiring preparations.

• Return preparations.

• Leaves.

• Promotions and demotions.

• Work time percentage changes.

• Financial controller stamps and rejections.

The flow is unweighted if the employee is 100% compensated. Its value is 1 for a budget entry or −1 for a budget absence. If the employee is not 100% compensated, the flow is weighted by the proration ratio.

Update by Deferred Processing

To launch this process:

1. Access the Counter Update page.

2. Enter the section and Finance Act.

3. Enter the as of date; otherwise, the system uses today’s date.

4. To update a specific CAEC, enter its ID. Leave this field blank to process all CAECs.

The process also updates the CAE statuses. When the application date is reached, the status changes from Booked Stamped to Active. When the deallocation date is reached, the status changes from De-allocated Stamped to Deallocated.

The process also identifies two errors. When the application date is reached, CAEs Booked not Stamped become Booked Overdue not Stamped. When the deallocation date is reached, CAEs De-allocated no Stamped become De-allocated Overdue not Stamped.

Viewing Information for a CAE Before Deleting the Related Action

Access the CAE Information 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.

Deleting the Move That Implied the Last CAE Change

Access the Delete CAE and Job Data page.

Delete CAE

Click to delete the CAE and the action related to the move. If the move is: A hire, the system marks the CAE as deleted and deletes the emplID. A return (whether or not the return is associated with a grade and/or working time change), the system marks the CAE as deleted and suppresses the corresponding moves. A grade and/or working time change, the system marks the current CAE as deleted and changes the end date of the previous CAE so that the employee is active under the previous CAE. The system deletes the career and/or working time moves associated with the deleted CAE. A leave or termination, the system changes the CAE end date so that the CAE is active again and deletes the civil service position corresponding to the leave or termination.

Booking CAE with an Insufficient Margin

You may need to book CAE when the CAEC margin is either zero or less than the employee proration ratio. To allocate this CAE, you can prebook, lock in, or overstaff.

Before prebooking, locking in, or overstaffing, access the CAE Allocation page and enter the approval date and expected end date of the CAE you are booking.

This section discusses how to:

• Prebook.

• Lock in CAECs.

• End lock-ins for CAECs.

• Overstaff.

Pages Used to Book CAE with an Insufficient Margin

Prebooking

Access the CAE to be Deallocated page.

The page displays all CAEs that:

• Belong to the same CAEC.

• Will be deallocated after today’s date.

• Will be deallocated on the application date of the CAE you are processing.

Select the CAE to be reused in the Link CAE Control column. The system does not recalculate the margin. The selected CAE is considered reused CAE. The CAE being processed is considered CAE to be allocated.

If no deallocation is expected before the new CAE application date, you can lock in another CAE. To lock in, you check another CAEC’s available margin and lock in the necessary budget position ratio. This generates an overstaffing in the CAEC with an insufficient margin. Click the Lock In CAEC button on the CAE Booking page.

Locking In CAECs

Access the CAEC to be Locked in page.

This page displays the CAECs that can support a lock in.

Ending Lock-ins for CAECs

Access the Unlock CAE page.

Select End Lock In for those CAECs you want to unlock. The CAE Margin and Overstaff Authorized values are automatically updated. The associated CAE proration ratio is subtracted from both values.

Overstaffing

When pre-booking and locking in are not possible, you can generate a special overstaffing in the CAEC and create the CAE.

To overstaff:

1. Access the CAE Allocation page.

2. Enter the approval date, and expected end date, if known.

3. Access the CAE Booking page.

4. Click the Overstaffing button.

The system increases the number of Potential Overstaffing and CAEs Booked not Stamped by the value of the employee proration ratio. The financial controller must stamp the overstaffing activity. The system reduces overstaffing as soon as it is possible.

Calculating the Workforce

This section provides an overview of the workforce calculation, lists prerequisites, and discusses how to calculate the workforce.

Understanding Workforce Calculations

You can calculate your workforce on a monthly basis.

There are two main processes to calculate your workforce. The first process, the Headcount/Grade and Dept SQR process (FPA2000), displays its results on inquiry pages. The second process, the FTE Calculation SQR process (FPA2001), can be used by external analysis tools.

Both processes apply the following rules:

• The headcount is determined for each month in the calendar year captured at the beginning of the process.

• Statutory headcount, budget headcount, WFTE (working FTE), and PFTE (paid FTE) are calculated at the same time, depending on the civil service position setup.

• An employee’s civil service position at the end of the month determines its place in the calculation.

• Paid FTE values consider the employee proration ratios, which are determined by civil service positions and work time percentages.

• Employees at retirement age are not considered for headcount.

• If an employee’s last civil service position is an interrupted position, the headcount calculations consider the position’s expected end date.

Prerequisites

You must launch the Merge process before calculating the workforce.

See Also

Merging French Public Sector and Human Resources Files

Pages Used to Calculate the Workforce