Personnel Allocations

Personnel Budgeting is available with the Advanced and Advanced Plus subscriptions to Martus. Personnel budgeting features personnel allocations, with several tools to make that easy:

• Efficient allocation setup through the user interface.  Set up all allocations for the year on a single screen, even with overlapping segments for varying ranges of time. You can also vary the allocation in each month of the year – on this single screen.
• Exporting and importing allocations. Update your allocations in Excel, then import them.
• Allocation Analysis reporting, used to review and analyze your allocations.

Efficient Allocation Setup

Efficiently set up a year’s worth of allocations for an employee on a single screen, no matter how many allocation segments are needed and whether they overlap. You can even vary the allocation each month of the year, on the same screen.  Handy features include:

• Quantity – enter an amount here to use that value in each month of the year. Enter 0 to set all months to zero.
• Monthly amounts – enter a specific amount or zero in any month to add a value or override the default quantity.
• Percentages checkbox – this controls whether the allocations are shown as percentages of the Source Quantity.  Uncheck this to suppress the display of percentages.

Note: Allocations can be based on a single employee, a position type, a pay type, or a dimension (such as an entire department).  For simplicity in this documentation, we use the term “employee” and our examples follow just adding an allocation to an employee. 

Create New Allocation

1. Personnel Allocation > Budgeting
2. Click 'Add New Allocation'
3. Name the Allocation
4. Click Save
5. Click 'Edit' to the left of your new Allocation group 

Determine Your Source Quantity

1. Source Quantity will be set to 100.00 as a default
2. The Source Quantity can be any number total from which you want to allocate a portion or all of the items in your selected Source Lines
3. The most common practice is to leave the value at 100 in order to allocate on a simple percentage basis
4. Source Quantity can also be used as a total number of hours or total dollar amount to allocate.
5. The Quantity entered in each Target Line is then divided by the Source Quantity to calculate a percentage to be allocated for each month in that allocation segment. 
6. For example, if a Source Quantity of 1500 is used (representing 1500 hours per year), and a Quantity of 150 hours is entered on a Target Line (representing 150 hours per year), the resulting allocation to that target will be 10% each month.

Setup Your Allocation

1. Click 'Add New Allocation Segment'
2. Add the name of your allocation in the 'Name' box
3. In source lines you will filter to find the line that we want to allocate for
4. In this example we want to allocation an employee so you will:
5. Find your employee in the drop down
6. Filter further to tell Martus which line you need the allocation set to
7. Find the scenario you want and hit 'Find Matches' to show the current allocation of that employee

Determine Your Allocation Location

1. Click 'Add New Target' under 'Target Lines'
2. From the list find where you want this employees other allocation to come from 
3. Click 'Select' 

Show Percentages

1. By having the box of 'Show Percentages' ticked you can tell Martus to you want to see employees Allocation percentages
2. By having the box of 'Show Percentages' not ticked you can tell Martus you do not want to see this employees Allocation percentages

Example of Allocation by Percentage

1. We have our 'Source Quantity' set to 100
2. By having the box of 'Show Percentages' ticked you can tell Martus to you want to see employees allocation percentages
3. You can free hand type every % into each month or
4. Type the percentage split into the 'Quantity' box and hit the green plus sign to auto fill all the months
5. Be aware that when you setup an allocation the unallocated percentage still remains in the employees home department
   1. In this example 50% of this employees pay is coming from 'Fundraising' which means that the other 50% will come from their home department 
6. Click 'Save' if you are done or
7. Click 'Add Another Segment' if you need to add a different segment if their pay is allocated in more than two ways

Example of Allocation by Flat Amount

1. By having your 'Source Quantity' set to this employees salary
2. You can free hand type every flat amount into each month or
3. Type the flat amount split into the 'Quantity' box and hit the green plus sign to auto fill all the months
4. Be aware that when you setup an allocation the unallocated percentage still remains in the employees home department
5. Click 'Save' if you are done or
6. Click 'Add Another Segment' if you need to add a different segment if their pay is allocated in more than two ways

Allocation Analysis 

This report is a tool to review and analyze your allocations.

Go to Personnel Budgeting > Scenarios > ensure you have a scenario checked as 'current' and then click the 'Allocation Analysis' tab at the top 

• You can use it to see allocations for an employee (by compensation amount, percentage, and FTE) to ensure that they are fully allocated and not over-allocated.
• You can also use it to see all allocations for a particular combination of dimensions, such as all employees allocated to a specific grant, by compensation amount, percentage allocation, and FTE.

Format the Allocation Analysis Report

Use the dropdowns to format the report:

• Make sure you have 'View With Allocation' drop down chosen otherwise the allocations will not show
• Use the Rows dropdown to show information by Employee or Dimension combinations.
• Use the Columns dropdown to show monthly totals by Compensation Amount, Percentage allocated, or FTE.

Notes:

• The employee’s home dimension is shown in italics, when Rows are set to Employee.
• Row and column totals are hyperlinks. Click on them for additional details.
• If an employee is over-allocated, the month and annual totals are shown in red.
• If you use the automatic tax feature of Personnel Budgeting, tax is included in the display.
• The FTE allocation breakdown is available only for allocations that include all pay types for a position. For example, an FTE breakdown is not calculated for an allocation of only the health insurance pay type.

Exporting and Importing Allocations 

Editing The Exported File

Do not change the names of the tabs or any of the column headings if you plan to import the file back into Martus

The First Tab: Allocations

The first tab of the export identified the allocation name and year. Do not change anything on this sheet.

The Second Tab: Segments

The second sheet lists the allocation segments.

• If an employee is used to define a segment, they are identified by a combination of the employee external ID, first name, and last name (just as this is used in the Pay Data file).
• The CalendarStartMonth and CalendarEndMonth define the beginning and ending months for this segment. These numbers correspond to the number of the month in the year (in this example, July through June). These represent calendar months, not months in the fiscal year.
• The PayType, PositionType, SheetDim1, and SheetDim2 columns are filled in if the allocation is based on this information, rather than being based on an employee.

The Third Tab: Segments

The third sheet lists the allocation for each segment:

• There is one line for each allocation within a segment. Enter the desired quantity in each month. If the same quantity applies to all months, then it is in the Quantity column. If that Quantity does not apply to some months, enter 0 in those months.
• The headings Month1, Month2, etc. apply to the months of the fiscal year.
• The worksheets to which the segment applies are identified by their IDs.
• The TargetWorksheetName is optional. It will be filled in by the export, but you don’t need to enter it on the import.