As indicated in the university’s expenditure authority guidance for FY 2025, colleges and divisions must include staffing plans as part of budget submissions due between July 15 and Aug. 23 in the Office of Budget and Planning's Anaplan system. This page provides general information on submitting and using staffing plans.
For assistance:
- Senior HR Partner for individualized guidance about staffing needs.
- Unit financial officer for help navigating budgets and financial questions.
Key Facts
What is a Staffing Plan?
Staffing plans are tools in the Human Resources field. They provide a clear picture of how workloads, succession planning, incumbent reviews, current staffing, and future workforce roster needs align with a unit's budget and strategic goals.
At the U of A, implementation of staffing plans will be a collaborative effort among senior, department-level, and individual unit leaders and supervisors with the support of Human Resources and and the Office of Budget and Planning to holistically plan and forecast labor costs while facilitating better outcomes.
Notes for FY 2025
FY 2025 will be a transitional year as we continue to build staffing planning practices and Human Resources works through phases of centralization.
To build an efficient staffing planning system, Human Resources and the Office of Budget and Planning are pursuing the following measures, which will be implemented during the fiscal year.
- Modernize UAccess workflows
- Improve Position Control Number (PCN) usage
Review the Next Steps section to learn more.
Guidelines for FY 2025 Staffing Plans
This includes all merit, legislated and non-legislated.
We recognize that the annual Salary Increase Program, which includes merit increases, is important in keeping the university competitive in recruitment and retention. As the institution's financial health improves, Human Resources and university leaders will reinstate the program, which is delayed as part of the financial action plan.
Colleges and divisions should work with their Senior HR Partner for guidance on retention strategies.
The following applies to University Staff positions mapped to the career architecture
For new hires planned in FY 2025, colleges and divisions should budget at least at the top of the first quartile of the pay range (refer to page 8 of the Compensation Administration Guidelines) when submitting staffing plans in Anaplan.
Remember, based on Human Resources guidelines and pay transparency laws, colleges and divisions must have funds available up to the midpoint of the pay range when opening a position.
Colleges and divisions must work with their financial officers to forecast, budget, and reallocate budgeted staffing costs once an offer is accepted and an exact salary is determined.
To set clear expectations regarding hiring and compensation decisions in their areas, colleges and divisions must ensure awareness among their leaders regarding FY 2025 budgets. This will help ensure efficient, budget-aligned Human Resources support for individual units.
Colleges and divisions should work with their financial officers to help ensure communication and education are in place.
Decisions related to recruitments, compensation and job changes (including incumbent reviews) will continue to require Human Resources approval throughout the year. Staffing plans submitted to Anaplan are for budgetary approval purposes only.
Colleges and divisions should work with their Senior HR Partner for guidance on Human Resources review processes and how they align with budgets.
HR Tips and Reminders
Please work closely with your Senior HR Partner for guidance on the following.
Staffing plans should consider positions or changes that will be needed over the course of the fiscal year, not just at the time that budgets are submitted. For example, a known future project that won't need support for 6 months, or succession planning for a colleague planning retirement a year from now.
Tip: Pausing and planning recruitment efforts later in the year can have a positive impact on the budget.
Human Resources publishes the Compensation Administration Guidelines for staff positions. Beginning on page 8, the guidelines provide guidance and processes for managing employee compensation within the university's Pay Structure.
Tip: As you prepare to pursue a new hire, review page 8 of the Compensation Administration Guidelines before working with your Senior HR Partner.
Modernize UAccess Workflows
More coming soon
Improve Position Control Numbers (PCN) Usage
Completed
- All vacant Classified Staff PCNs have been deactivated.
- Service Professional PCNs have been deactivated if they were vacant for 12 months or more.
- University Staff PCNs have been deactivated if they were:
- created before UCAP was implemented on Jan. 27, 2020, and
- vacant for 12 months or more.
In Process/Upcoming
- Deactivate vacant University Staff and Administrator PCNs that were created before July 1, 2023, and are not tied to an active requisition in the Talent applicant tracking system.