Personnel Budgeting Introduction (Video)

Personnel Budgeting allows for budgeting by position across the organization. Personnel scenarios are built and then pushed to the planner budget when desired. The goal of a scenario is to hold the various assumptions or predictions about the personnel costs for an organization. With multiple scenarios, it is possible to post them to their own scenario budgets and compare them. For example, an organization may want to compare a base scenario to a 3% COLA increase scenario, or this year's personnel costs to last year's.

Step One - SET UP - Mostly a first-year task

• Personnel Budgeting Setup > Create the employees, pay types and position types to be used for all personnel budgeting scenarios
  • Personnel Budgeting Setup > Pay Types
  • Personnel Budgeting Setup > Employees
  • Personnel Budgeting Setup > Position Types
• Scenario Setup > Create the scenario for your fiscal year
  • Scenario Setup > Annual Setup
  • Scenario Setup > Scenario Management

Step Two - BUILD - Where the real work happens

• Scenarios > Add and edit positions, attach pay items, and make mid-year adjustments
  • Export/Import Employees & Positions
  • Export/Import Pay Items
• Allocations > Share a position across additional dimensions
  • Allocations

Step Three - REVIEW & POST - Check it, then send it

• Reports > View annual compensation by position, and how allocations distribute it
  • Reports
• Summary > Push the scenario out to your Planner budget when ready
  • Summary (Post to Budget)

The Scenario Defined

Each scenario is comprised of the configuration settings for that fiscal/calendar year, a set of positions,  and an optional allocation. Think of it as a personnel costs mini-budget.

• Annual Setup - Configuration settings on the Annual Setup tab control high-level personnel budgeting information such as the first payroll date of the year and payroll tax information.
  
• Positions - Personnel scenarios are position-based. Each position is a combination of the following:
  • Title - The position title such as Communications Director or Controller.
  • Employee - The person who holds this position (this is optional). The employee record consists of:
    • Employee Name (First and Last) - The name of the employee.
    • Payroll System ID - Used to cross reference Martus with a payroll system for easier import/export functions.
    • Anniversary Date - The employee hire date (mm/yyyy), which may be used in calculations on pay types based on the number of months employed.
    • Coverages - Used with pay types to determine rates for pay types with tiers such as medical insurance, dental and vision.
  • Dimensions - The area of the organization to which this position will be budgeted.
  • Pay Items - The various forms of compensation budgeted for this employee. Any pay type can be added to the position. Pay types are organization-specific. Common pay types are:
    • Salary pay
    • Hourly pay
    • Bonus
    • Medical insurance
    • Dental/vision insurance
    • 401k matching
    • Cell phone reimbursement
• Allocations - Allocations are an optional component applied to the scenario to distribute pay items for various positions across multiple dimensions, such as when an individual salary is split across two departments.

Personnel Budgeting Training - Prep Guide

The guide linked below will help you prepare for your Personnel Budgeting training. Be sure to review this guide carefully, and prepare the requested information.

Please complete the guide and return it to your implementation consultant prior to your first Personnel Budgeting training.

The linked guide includes:

• A list of questions about your organization's compensation practices 
• A list of items to prepare before the training
• Links to prerequisite videos 

Want an overview before you start? Watch this video:

Personnel Budgeting - Managing User Access

Personnel Budgeting permissions can be managed in several ways, depending on your Martus subscription. Note that the following permissions grant access to personnel scenarios and the pages within the Personnel Budgeting section. For information on how to allow non-admin users access to Personnel Budgeting as wall as non-default scenarios, see Understanding User Roles & Permissions.

Enhanced Permissions - Advanced Subscription

Enhanced permissions allow a non-admin to access all of Personnel Budgeting, regardless of dimension restrictions. These additional permissions are available.

• Personnel Budgeting

Enhanced Permissions - Plus and Premium Subscriptions

Enhanced permissions allow non-admins to access Personnel Budgeting per their dimension restrictions. These additional permissions are available.

• View Personnel Costs
• Update Personnel Costs
• Can Access Non-Default Scenarios and Years
• Config Personnel Budgeting

Enhanced Allocation Permissions - Plus and Premium Subscriptions

These additional permissions for non-admins allow access for allocations. Note: Non-admins will see all allocations regardless of dimension restrictions. This prevents allocations exceeding 100%.

• Manage Allocations
  • Show Compensation Amounts

Personnel Budgeting Password

If desired, Martus support can add a Personnel Budgeting password to your instance. This would require anyone with access to Personnel Budgeting - both Admin and non-admin users - to have the password.

A lock icon next to Personnel Budgeting indicates a password is required, and users will be prompted for the password when clicking on Personnel Budgeting.  A user must only enter the password once during each login session, not each time they select Personnel Budgeting from the menu.

Requesting a Personnel Budgeting Password

Create a ticket through the Knowledge Base if you are a direct Martus customer, or contact your Martus reseller if you are supported through one of our Martus partners. Ask for a password to be set, and provide the password and a backup user who can know and adjust the password.

Personnel Requests Feature

The Personnel Requests feature is part of the Standard Plus (legacy tier), Plus and Premium Subscription levels. If you are interested in this feature, create a ticket through the Knowledge Base if you are a direct Martus customer, or contact your Martus reseller if you are supported through one of our Martus partners.

Personnel Requests allow Martus Admins to predesignate specific positions that can then be requested by non-admin users. These requests can be approved or rejected by a designated Personnel Request Approver.  When approved, the requested positions will be added to the default Personnel Budgeting scenario.

Setup and Configuration

The following must be set up in order for non-admin users to submit Personnel Requests. These values can only be set by an Admin user or a non-admin user with the Config Personnel Budgeting permission. See below for steps to accomplish each requirement.

1. Set the default personnel budgeting year
2. Set the default personnel budgeting scenario 
3. Set a user as the Personnel Request Approver
4. Create the Position Template Scenario
5. Add positions to the Template Scenario
6. Give Users Access to Make Personnel Requests

1. Set the Default Personnel Budgeting Year

The default personnel budget year specifies the year the requests are for.

1. Navigate to Personnel Budgeting > Scenario Setup > Annual Setup.
2. Set Year to the appropriate year.
3. Click Click here to set [Year] as Personnel Budgeting Year.
4. Click OK when prompted.
   
   

2. Set the Default Personnel Budgeting Scenario

Only the default scenario is visible to non-admin users, so requests will be added to this scenario. 

1. Go to Personnel Budgeting > Scenario Setup > Scenarios Management.
2. Click the box to the left of the scenario to use and click Set as Default.

3. Set a User as the Personnel Request Approver

1. Go to Personnel Budgeting > Scenarios Setup.
2. Navigate to Annual Setup.
3. Click the dropdown for Personnel Request Approver and set appropriate user.
4. Click Save.

Notes about approvers:

• The Personnel Request Approver can be an Admin or non-admin user.
• This user may but does not have to have any other access to personnel budgeting information.
• The user assigned as the approver can approve or reject any personnel requests, regardless of any dimensional restrictions for that user.
• This user can only approve personnel requests for the year(s) to which they are assigned.  
• If the user assigned as the Personnel Request Approver does not have access to Personnel, Martus will automatically update their user record and grant them access.

4. Create the Position Template Scenario

The Position Template Scenario defines all the positions for which personnel requests can be made. These are called “position templates”. Each position template must be assigned a title, a position type, dimensions for an existing budget worksheet, and the default pay items for that position.

Create Position Templates:

1. Go to Personnel Budgeting > Scenario Setup.
2. Click Create Template.
3. Type in a name.
4. Click Add.

5. Add Positions to the Template Scenario

1. Go to Scenarios > Positions and select the Year and Position Template created in step #4 above.
2. Add positions as appropriate.
3. Each position template is defined by the Position Type and dimensions.
4. Click Save.
5. Add applicable pay items for this position.

Notes about Positions:

• Each position must be a unique combination of position type and dimensions.
• Requestable positions can be added by an Admin user or a non-admin user with the Config Personnel Budgeting permission.

6. Give Users Access to Make Personnel Requests

1. Go to Setup > Users >  Permissions and select Make Personnel Requests.
2. Click Save.
   
   

Creating Personnel Requests

1. Go to Personnel Budgeting > Personnel Requests.
2. Click Select Target.
3. Choose the appropriate worksheet and click Select.
4. Select the Position Type from the dropdown.
5. Enter the Quantity of positions you would like to request.
6. Select the Start Month.
7. Enter the Number of Months for temporary or seasonal positions. Leave this blank for a full-year ongoing position.
8. Click Add.
   
   

Managing the Personnel Requests

Reviewing the List of Personnel Requests

As positions are requested, they’ll be listed at the top of the Personnel Requests page. Use the filters at the top of this list to view pending, approved, rejected, or all requests. Personnel requests are visible only to the requester, Admin users, and the user designated as the Personnel Request Approver.  

Approving and Rejecting Personnel Requests

The personnel request approver can approve or reject personnel requests. Select to approve, reject, or ignore the pending requests. Add comments as necessary, then click Save. An email will be sent to the requester to inform them of any approvals or rejections. The comments will be included in the email. Any requests that are set to be ignored will remain pending for later review. Whenever a request is approved, that position will be added to the default personnel budgeting scenario.

Reviewing Approved Personnel Requests

Approved personnel requests are added to the default personnel budgeting scenario.
  

The Summary (Post to Budget) report has a special filter to limit the display to approved personnel requests.