Personnel Allocations

Personnel Budgeting is available with all subscriptions to Martus except Essentials. Personnel Budgeting features personnel allocations, with several tools to make that easy.

• Allocations can be created within Martus. When allocations are needed for personnel positions, create one allocation with as many allocation segments as needed.
• Each allocation segment will hold the filters to target the appropriate pay items, as well as the target dimensions for that allocation, Each segment can have one or more allocations to various other dimensions.
• Allocations can also be updated via export and import.
• Once an allocation with at least one allocation segment has been created, it is possible to report on the allocation.
• Note: Only users with Admin permissions can create personnel allocations in Personnel Budgeting unless the user has been given the Config Personnel Budgeting permission on their user record.

Create a New Allocation

1. Navigate to Personnel Budgeting > Allocations. 
2. Select the Year desired and click Load.
3. Click Add New Allocation.
4. Name the allocation.
5. Click Save.
6. Click Edit to the left of the new allocation to begin adding allocation segments.

Add an Allocation Segment

1. Click Add New Allocation Segment. 
2. Enter the Name for your segment. Using the position title or name of the employee will help identify who the segment is for going forward. 
3. Enter the Start Month and End Month, and the Source Quantity. The Source Quantity can be any number (percentage, hours or dollar amount) from which you want to allocate a portion or all of the items in your selected Source Lines. Any percentage amount not allocated remains in the home department. More information is located below this section in Understanding the Source Quantity or in this article which contains examples!
4. Use Source Lines to filter the line(s) that should be allocated, based on the following:
   • Employee
   • Position Type
   • Pay Type
   • Dimensions
     
     
5. Select the appropriate scenario and click Show Matches to display the matching lines currently allocated to that employee.
   
   
   
   
6. Click Add New Target under Target Lines. Click Select next to the target worksheet.
   
   
   
   
7. Select line dimensions if appropriate.
8. Add the amount to the Quantity field if it applies to all months, or adjust the amount per month manually.
9. Click Plus to save the new target line. Click Delete to remove the line.
   
   
   
   
10. Repeat to add additional targets.
11. Click Save or Add Another Segment.
    
    

Understanding the Source Quantity

The Source Quantity can be any number from which you want to allocate a portion or all of the items in your selected Source Lines. Any percentage amount not allocated remains in the home department. The default is 100.00. More information and examples can be found in this Knowledge Base article!

Allocate by Percentage

The most common practice is to use a value of 100 in order to allocate on a simple percentage basis. Then, you'll set up the allocation targets with the percentage of compensation to be assigned to them. For example, an employee works 20% for one department and 10% for another department, then you'll set up two targets: 20% for one target department and 10% for the other target department. The unallocated percentage (70%) remains in the employee's home department.

Allocate by Hours

Source Quantity can also be used as a monthly number of hours to allocate. 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. For example, if a Source Quantity of 166.67 is used (representing 2000 hours divided by 12 months), and a Quantity of 20 hours is entered on a Target Line (representing 20 hours allocated per month), the resulting allocation to that target will be 12% each month.

Allocate by Dollar Amount

Source Quantity can also be a dollar amount, such as monthly salary.

The Allocation Analysis Report

The Allocation Analysis Report is used to review and analyze your allocations. It can be found in Personnel Budgeting > Scenarios > Allocation Analysis. Select the allocation to view and click Load.

• View allocations by position/employee (compensation amount, percentage, and FTE) to ensure that allocations are accurate.
• View all allocations for a particular combination of dimensions, such as all employees allocated to a specific grant, by compensation amount, percentage allocation, and FTE, etc.

Use the dropdowns to format the report:

• Select the allocation from View With Allocation and click Load.
• Use Rows to switch between Employee and Dimension information.
• Use Columns to show monthly totals by Compensation Amount, Percentage, FTE, or FTE & Monthly Hours.

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.

Use the links below to navigate through the learning path.

Pay Item Grid  << Building a Scenario - Learning Path >> Summary Tab