HR - CAT - Compensation Admin Tool 1.1 New Hires Business Process

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.

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1. KEY TERMINOLOGY AND ACRONYMS


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 HR - CAT - Compensation Admin Tool 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:

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


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:

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 HR - CAT - Compensation Admin Tool 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
 HR - CAT - Initialization Report



 HR - CAT - Institutional Planning Spreadsheet




 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.

 

 HR - CAT - Initialization Report




 HR - CAT - Institutional Planning Spreadsheet





 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.


 HR - CAT - Institutional Planning Spreadsheet

 HR - CAT - Compensation Admin Tool and Additional Adjustments Pages


 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.
 HR - CAT - 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
 HR - CAT - Missing From CAT Report

 HR - CAT - Record Errors Report


 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.



 HR - CAT - Compensation Admin Tool and Additional Adjustments Pages




 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.



 HR - CAT - Compensation Admin Tool and Additional Adjustments Pages




 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.
 HR - CAT - Compensation Admin Tool and Additional Adjustments Pages



 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.
 HR - CAT - Compensation Admin Tool and Additional Adjustments Pages



 14

 High-Level
 Business Process
 Check for New Hires

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

 HR - CAT - 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.



 HR - CAT - Summary Reporting Page




 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.
 HR - CAT - BSUM [3270]

 HR - CAT - Position Report
 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




 UW Service Center/
 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:

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