Administering the Budget & payroll costs module: notifications, traceability, personal data and glossary

This article is for administrators and data protection officers: it describes the notifications and e-mails of the Budget & payroll costs module, what it records, how it handles personal data, its retention periods and its API access, and includes the module glossary.

Before you start #

• The screens mentioned here (Email, User Logs, Data & Privacy, Data Retention, API Tokens, Webhooks) belong to workspace administration and have their own permissions in the role matrix.

Notifications and e-mails #

The module’s notifications appear in the bell and are sent by e-mail, in each recipient’s language (English, French, German or Italian).

When their decision letter is released, the employee receives the usual new document notification.

• Everyone chooses what they receive in Personal Settings › Notifications, “Payroll and attendance” group: “Budget overrun”, “Salary review”, “Pay equity action plan” and “SFTP import of actuals failed”. A box only appears to the people concerned by its permissions. Budget request notifications have no box there.
• E-mail texts are edited in Settings › Manage Illizeo › Email, Budget & payroll costs category (eleven templates).

Traceability #

• Changes in the module are recorded: author, date, object and fields changed. They can be read in the Reporting action log (Execute level of the Reporting permission) and in Settings › Manage Illizeo › User Logs, Module filter, under the Budget module and the salary review. Pay scale assignments have their own entry.
• On screen, the module log never shows values. Named salaries (imported actuals, salary review proposals) are not copied into the change history.
• Viewing named salary data (review salaries, an employee’s file, assignments, imports, recorded Logib sheets, exported tables) is recorded as a sensitive read.

Personal data (GDPR) #

An employee’s access, portability and erasure requests are handled under Settings › Manage Organization, Data & Privacy tile.

• Erasure: the employee’s named data in the module is deleted (pay scale assignments, pay equity skill level, salary review proposals); their payroll actuals and budget-by-position lines are anonymised, so that totals stay accurate. Where they were only an actor (author of an action), they are no longer named.
• Export: the export window does not yet offer a category specific to the Budget module; its data is therefore not included.

Data retention #

A scheduled purge applies these periods every night and leaves a record. They are set in Settings › Manage Illizeo, global settings, Data Retention page, where they appear under the codes budget_actuals, budget_salary_review and budget_pay_equity. A rule whose purge you have switched off is not applied.

Backups and demo data #

• The module’s data is part of the workspace backup (Settings › Manage Illizeo › Backup Manager).
• A demo workspace can contain examples for the module; the Clear demo data button (Settings › Manage Organization) removes them with the rest of the demo.

API and webhooks #

• Settings › Manage Illizeo › API Tokens: the “Budget & payroll costs” scope gives read access to fiscal years, monitoring, the pay scale and pay equity (aggregates, no named data), and write access to unit budgets and payroll actuals. The token acts with the Budget permissions of the person who created it; the salary review and simulation are not available through the API.
• Settings › Manage Illizeo › Webhooks: the module sends events for a budget overrun, salary review phases and decisions, proposals submitted, approved or sent back, the closing of a campaign and the recording of a pay equity analysis. None contains an amount.

These two screens depend on the options of your subscription.

Glossary #