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

Allocations by Percentage or Flat Amount Using the Source Quantity

Understanding the Source Quantity

The Source Quantity can be any number (without commas!) from which you want to allocate a portion or all of the items in your selected Source Lines for this allocation segment. Any percentage amount not allocated remains in the home department. The default is 100.00.

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.

Example of Allocation by Percentage

In this example, the Source Quantity is set to 100. The Target Line is then used to enter a percentage to allocate each month.  Show Percentages indicates what percentage of the Source Lines is allocated to that Target Worksheet.

The Allocation Analysis tab shows the results of the allocation segment.

Example of Allocation by a Flat Amount (Salary)

In this example, a position's total monthly salary is entered into the Source Quantity. The Target Line is then used to enter a flat amount to allocate for each month. Show Percentages indicates what percentage of the flat amount is allocated to that Target Worksheet.

The Allocation Analysis tab shows the results of the allocation segment.

Notes:

• Make sure you do not have any commas in the Source Quantity.

Exporting and Importing Allocations

For those without many allocations, adding them via Martus is the best approach. However, if there are many allocations that need to be entered, adding them via Export and Import may be a better approach. We recommend that you set up a sample of allocation segments prior to exporting to make editing easier.

Exporting the Allocation Template

1. Navigate to Personnel Budgeting > Allocations.
2. Edit the Allocation the template should be based upon.
3. Click Export at the bottom of the page.

Editing the Allocation Template

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 identifies the allocation name and year. Do not change anything on this sheet.

The Second Tab: Segments

The second tab lists the allocation segments.

• Employee segments are identified by a combination of the employee's 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 calendar year, not months in the fiscal year.
• The PayType, PositionType, SheetDim1, and SheetDim2, etc., columns are filled in if the allocation segment is based on this information, rather than being based on an employee.
  
  

The Third Tab: AllocationSegmentLines

The third tab 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 use the Quantity column. If that Quantity does not apply to some months, enter 0 or an alternate number 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 - SheetDim1, SheetDim2, LineDim1, etc.
• The TargetWorksheetName is optional. It will be filled in during import.

Importing the Allocation

1. Click Edit on the appropriate allocation.
2. Choose the allocation template just completed.
3. Click Import Allocation File (xlsx).
4. Review the results in Personnel Budgeting > Scenarios > Allocation Analysis.