Compensation Administration Tool 1.1 New Hires Business Process in CAT

Overview

This document provides a step by step guide for the actions that may be completed when new hires are identified during the annual process for administering compensation and funding changes for Faculty, Academic Staff, Limited Appointees, Employees-in-Training, and University Staff. The business process and corresponding PeopleSoft CAT pages and reports outlined in this document are applicable to all UW institutions. The new hire business process, like all other business processes associated with the CAT for compensation and funding administration, is a collaborative effort between the institutional HR and Budget officers.

You may click on the links below to navigate directly to a section:



1. Key Terminology and Acronyms

  • Initialization Report (IR)
  • Institutional Planning Spreadsheet (IPS)
  • Compensation Administration Tool (CAT)
  • Additional Adjustment Pages (AAP)
  • Human Resource System (HRS)
  • Commitment Accounting (CA)
  • Departmental Planning Spreadsheet (DPS)
  • Human Resources (HR)
  • Continuing Staff Base (CSB)
  • Extraordinary Salary Range (ESR)
  • Expected Job End Date (EJED)

2. Description

The New Hire Business Process includes activities that may be performed by institutional HR and Budget officers during the annual budgeting cycle, where compensation and funding changes are proposed for the next Fiscal Year and new hires are identified.  The CAT - SYSBP 1.1 Business Process covers the overall process flow from the identification of a new hire to the potential actions needed to confirm that the employee is appropriately identified in HRS and the CAT, thus ensuring the ability to apply compensation and funding updates accordingly.  These actions are designed for use within the PeopleSoft HRS CAT bolt-on.  For more details on the overall End to End compensation administration process, please refer to Compensation Administration Tool (CAT) 1.0 End to End Business Process .

3. Scope

The scope of the CAT - SYSBP 1.1 New Hire Business Process covers the activities that must occur when a new hire is entered into HRS during the normal budgeting cycle.

Activities included in the scope of this business process are as follows:
  • Identifying new hires and enter them into the CAT for planning purposes
  • Generating validation reports to identify new hires
  • Validating new hire entry in the CAT  with appropriate funding and compensation information when needed

Activities excluded from the scope of this business process are as follows:

  • Performing non-budget-related new hire activities
  • Performing appropriate new hire entry into HRS
  • Conducting new hire counseling, onboarding, etc.

4. Business Process Flow Diagram

The flow diagram below can be used in conjunction with the Initialization Report (IR), Institutional Planning Spreadsheet (IPS), the Compensation Administration Tool (CAT) and the Additional Adjustments Page (AAP).

The New Hire Business Process includes the following high-level steps:
  • Running reports from the CAT at various times during the compensation administration cycle to determine if there have been new hires entered into HRS that require action within the CAT.
  • Entering new hire job data and funding information in the CAT (when necessary)

The Process Narrative that goes along with that goes along with the flow diagram below is located in the section following the business process flow diagram.

CAT New Hire

5. Process Narrative

The process narrative steps detailed below are based on the step by step actions in the Business Process Flow diagram shown above.  For high level business process details, please refer to Compensation Administration Tool (CAT) 1.0 End to End Business Process .

 # Flow Diagram Swimlane Title Swimlane Title Description
 1 High-Level Business Process


 High-level explanation of the detailed 1.0 End-to-End Business Process
steps conducted during the course of the new hire process, provided to
 give context to the new hire-specific steps in the swim lanes above
 2 Institutional Central CAT Admin or
 Institutional Divisional CAT Admin
 Actions specific to termination identification that must be executed
throughout the compensation administration cycle by either an
 Institutional Central CAT Admin or an Institutional Divisional CAT Admin

 Step Number Owner Step Step Description / Details Related KB 
 1








 High-Level
Business Process







 Run the CAT
Initialization Report
(IR) Based on Load
Criteria





 High-Level Business Process - Please refer to
the 1.0 End to End Business Process Workbook
 for specific details of step.


Two Initialization Report output files will be created:
  • Employees with 5 or fewer funding splits
  • Employees with 6 or more funding splits
 Running the Initialization Report for CAT 



Institutional Planning Spreadsheet in CAT 




 2










  High-Level
Business Process









 Copy Data from the
IR and paste into the
Institutional Planning
Spreadsheet (IPS)







 High-Level Business Process - please refer to
the 1.0 End to End Business Process Workbook
 for specific details of step.


Using the two output files created:
  • Employees with 5 or fewer funding splits
  • Employees with 6 or more funding splits

 Note that it may be easier to enter these employees directly on the CAT page.

 

 Running the Initialization Report for CAT 




Institutional Planning Spreadsheet in CAT 





 3


 High-Level
Business Process

 Check for employees
who exist without
 funding in the IR/IPS
 Sort for blanks in "GL Business Unit 1" column
(Column 77) of the funding section of the IR/IPS
Note that not all blanks indicate a new hire.
 N/A


 4





 Institutional
Central CAT Admin
or Institutional
Divisional CAT
Admin

 New Hire identified?





 If No, proceed to step 6

If Yes, proceed to step 5



 N/A





 5




 Institutional
Central CAT Admin
or Institutional
Divisional CAT
 Admin
 Enter New Hire
Job/Funding
information into
the CAT or IPS

 If a New Hire employee record was identified
without funding, enter the employee's funding
information in the IPS or into the CAT.


 Institutional Planning Spreadsheet in CAT 

Compensation Administrative Tool and Additional Adjustments Pages in CAT 


 6


 High-Level
Business Process

 Add budgeted
population to
 the CAT
 Upload the IPS to the CAT for all Madison divisions or manually enter
budgeted population to the CAT.

 HR - CAT - IPS Upload to CAT (Append) and Additional Adjustments Page


 7

 High-Level
 Business Process
 Check for New Hires

 After loading or entering a population of employee records in the CAT,
 Admins should check for New Hires.
 Running the Missing From CAT Report 

 8




 Institutional
Central CAT Admin
or Institutional
Divisional CAT
 Admin
 Run Missing From
CAT & Record
Error Reports


 To check for New Hires, run the following reports:
  • Missing from CAT Report - identifies employees who exist in HRS but not CAT
  • Record Errors Report - identifies employees who do not have funding in the CAT
 Running the Missing From CAT Report 

Running the Record Errors Report in CAT 


 9




 Institutional
Central CAT Admin
or Institutional
Divisional CAT
 Admin
 New Hire identified?




 If No, proceed to step #12

If Yes, proceed to step #10


 N/A




 10




 Institutional
Central CAT Admin
or Institutional
Divisional CAT
 Admin
 Enter New Hire
Job/Funding
Information
in the CAT

 Add Employee ID, Employee Record, Compensation data, and
Funding data in the CAT.



 Compensation Administrative Tool and Additional Adjustments Pages in CAT 




 11




 Institutional
Central CAT Admin
or Institutional
Divisional CAT
 Admin
 Remove Vacant
Position from the
AAP (if applicable)


 If applicable, remove the Vacant Position in the AAP filled by the New Hire entered
into the CAT.



 Compensation Administrative Tool and Additional Adjustments Pages in CAT 




 12



 High-Level
Business Process


 Enter Compensation
Increases and Funding
Changes in the CAT

 High-Level Business Process - please refer to the 1.0 End to End Business Process
 Workbook for specific details of step.


 Continue to review CAT population and make changes as necessary.
 Compensation Administrative Tool and Additional Adjustments Pages in CAT 



 13



 High-Level
Business Process


 Monitor, Edit, and
Clean Up CAT Data


 High-Level Business Process - please refer to the 1.0 End to End Business Process
Workbook for specific details of step.

 Continue to review CAT population and make changes as necessary.
 Compensation Administrative Tool and Additional Adjustments Pages in CAT 



 14

 High-Level
 Business Process
 Check for New Hires

 Throughout the comp admin process, CAT Admins should check for new hires.

 Running the Missing From CAT Report 

 15




 Institutional
Central CAT Admin
or Institutional
Divisional CAT
 Admin
 Perform Rebalancing




 After a new hire is added and a vacant position is removed, perform rebalancing
as needed.



 Viewing the Summary Reporting Page in CAT 




 16

 Central CAT Admin

 Turn Off Automatic
 HRS Job Data Feed
 Turn off automatic feed between HRS and the CAT by institution or division.

 N/A
 17


 High-Level
Business Process

 Perform Final
Reconciliation

 Confirm that planning allocations match budget request amounts for funds with
allocated funding and/or FTE target amounts using BSUM, the CAT Position
 Report, and/or the Budget to Allocated Comparison Report.
 Running the BSUM [3270] in CAT 

Running the Position Report in CAT 
 18

 Central CAT Admin

 Lock Out All
 Institutional Users
 Switch all users/divisions to Read Only access.

N/A

6. Assumptions

Appointment-Level funding in Commitment Account (CA) should be entered in HRS for new hires, in order for their record to be handled accurately throughout the CAT process. Not having Appiontment-Level funding in HRS will result in no funding rows automatically initialized in the CAT and consequently not appropriately interfaced back to HRS for next Fiscal Year. If an employee does not have funding in the CAT, it is best practice to enter appointment-level funding in HRS and in the CAT before entering compensation increases.

7. Roles

The following are CAT security roles assigned to each individual user.

 CAT Role Role Name in OIM Approvers Functions
 Admin




 HR CAT Admin User Update




 UWSS Service Operations/
Budget Office



  • Lock out functional users and control job data feed
  • Make changes to all transactional pages
  • Run all processes and reports within the CAT

 Update


 HR CAT Func User Update


 Institutional HRS Approvers


  •  Make changes to all transactional pages
  • Run all processes and reports within the CAT
 Read Only HR CAT Func User Read Only Institutional HRS Approvers
  •  Search and view records within the CAT
  • Run reports within the CAT
 EPM


 EPM HR CAT Query Non Sensitive


 Institutional HRS Approvers


  •  Query CAT data views through EPM
  • View current and historical CAT comp/funding data
 IR EPM
(Hyperion or
Studio)


 IR EPM HR CAT Query Non Sensitive
(Most Commonly Used)



 Institutional HRS Approvers




  • Query CAT data views through EPM and Interactive Reporting
  • View current and historical CAT comp/funding data




Additional Resources

Related KBs:

Related Links:

Get Help

  • Click HERE to contact UW Shared Services or HERE for the UWSS IT HelpDesk if you have any issues with these instructions
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Keywords:Compensation Administration Tool AAP budget budgeting salary fiscal year IR initialization report HR, Human Resources HR, Human Resources   Doc ID:60537
Owner:tami e.Group:UW–Shared Services
Created:2016-02-07 15:33 CSTUpdated:2020-10-14 08:49 CST
Sites:Human Resource System (HRS), UW-La Crosse, UW–Shared Services
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