HR - CAT - HRS Change Report

GENERAL DESCRIPTION:

The HRS Change Report identifies Employee Records that have undergone a Business Unit, HR Department, Position Number, Job Code, Pay Basis, FTE, Payroll Status, or Comprate change in HRS.

PURPOSE AND OVERVIEW

This report will pull using similar logic that populates the Recent and Future HR / Compensation Transactions section in the CAT. This report will serve as an update notification of all these changes. Users will need to review the records on the report and determine if the compensation changes entered into the CAT are still accurate, if a new record needs to be created, or if a CAT record needs to be deleted. The HRS Change Report is only of use when the Automatic HRS Update Feed is ON.

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

PROCEDURE STEPS:

1. Navigate to Workforce Administration > UW External HR Systems > Compensation Admin Tool > CAT Reports > HRS Change Report

2. Click Search under the Find an Existing Value to select a previously created Run Control ID, or create a new Run Control ID by selecting Add a New Value. To create a new Run Control ID, enter a unique identifier (eg initials_date_etc) into the Run Control ID box and select Add.

NOTE: The Run Control ID sets the parameters for running the report. Users can create one ID and use it to run multiple reports/processes, or create a new ID for each report/process.

3. Enter parameters to define the criteria for the HRS Change Report.

a. Select the upcoming Fiscal Year used for CAT budget planning purposes. This field will default to the latest Fiscal Year setup in the CAT.

b. Select a range of Effective Dates within the chosen Fiscal Year.

Select a From Date

Select a To Date

c. Select a Business Unit
d. If desired, select a Division
e. If desired, select a Department

If available, the Department field will become editable when the user selects a Division from the search tool or enters one manually and presses the tab key to button out of the field.

f. Click Select Values in the Employee Class box if you wish to exclude certain Employee Classes from the report. The default is for all Employee Classes to be included.

g. Click Save in the bottom left to save the parameters for the report.

h. Click Run in the top right to run the report.

4. User will be automatically directed to the Process Scheduler Request page. From this page, select OK.

5. Note the Process Instance number under the Process Monitor hyperlink. HRS assigns a unique number to each process or report run in the system.

6. Click the Process Monitor hyperlink at the top right of the window.

7. Search for your Process Instance Number under the Process List, which will indicate the status of the report generation. When the report is complete, the Run Status should be equal to "Success" and the Distribution Status should be equal to "Posted."

a. If Run Status is "Queued," it indicates that the report generation is waiting to start.

b. If Run Status is "Blocked," it indicates that another report or process is currently being run. Do not resubmit your report. It will be queued up when the other process or report has completed.

c. If Run Status is "Processing," it indicates that the report is being generated.

8. Once the Run Status is equal to "Success" and the Distribution Status is equal to "Posted," download the output.

a. Click Details

b. Click the View Log/Trace hyperlink at the bottom right of the window.

c. Under the File List, click the file with the .xls extension to download the output. NOTE: you may have two .xls outputs if you have any additional splits.

d. When opening the file in Excel, if an error message appears indicating that "The file you are trying to open....is in a different format than specified by the file extension," click Yes.

e. Note that different internet browsers my have different opening processes.

9. Review the report.

a. The Excel output file will look like the screenshot shown below.

b. The report displays one row per Empl_ID / Empl_Rcd combination.

For a new hire, only the updated fields will be populated.
For a termination, only the original fields will be populated.

For a transfer, both original and updated fields will be populated.

For a field that has not undergone a change in HRS - both the original and updated fields will be blank.

If more than one 'action/action reason' has been entered in HRS in the defined time period, the most recent change to an Empl_ID / Empl_Rcd will appear.

c. Descriptions of the different header fields are displayed in Table 1 below.

d. Action items that may be taken based on the report output are listed in Table 2 below.

TABLES

Table 1: Output Header Fields

REPORT PARAMETERS

Field Name
Description

Run Control ID
The Run Control identification entered when the report was created

Run Date
The date the report was created

Fiscal Year
The Fiscal Year of the data pulled for the report

From Date
The starting Effective Date of the CAT you wish to compare against HRS

To Date
The ending Effective Date of the CAT you wish to compare against HRS

Business Unit
The institution code selected in the Run Control

Process Instance
The unique number assigned by PeopleSoft for your report

Run By
The unique ID of the user who ran the report

Division The Division (if any) selected in the Run Control

Department The Department (if any) selected in the Run Control

Employee Class
The Employee Class(es) selected in the Run Control

REPORT COLUMNS

Column Description

NAME First and Last name from HRS for Employee Records that had a change in HRS. This value should always display on the report.

EMPLOYEE ID
Unique Employee ID number for Employee Records that have had a change in HRS. This value should always display on the report.

EMPLOYEE RECORD NUMBER
Employee Record number for the Employee that has had a change in HRS. This value should always display on the report.

EMPLOYEE CLASS
Employee Classification for Employee Records that have had a change in HRS. This value should always display on the report.

CONTINUITY CODE
The Continuity Code (duration of position/job) for the Employee Record that has had a change in HRS. This value should always display on the report.

EXPECTED END DATE
Expected Job End Date from Job Data for the Employee Record that has had a change in HRS. This value should always display on the report.

BASE CAT COMPRATE
The Comprate of the Employee Record from the CAT.

ORIGINAL BUSINESS UNIT
The Institution code before the change for the Employee Record that has had a change in HRS.

UPDATED BUSINESS UNIT
The new Institution code after the change for the Employee Record that has had a change in HRS.

ORIGINAL HOME DEPARTMENT
The Home Department before the change for the Employee Record that has had a change in HRS.

UPDATED HOME DEPARTMENT
The Home Department after the change for the Employee Record that has had a change in HRS.

ORIGINAL HRS POSITION NUMBER
The Position Number before the change for Employee Records that have had a change in HRS.

UPDATED HRS POSITION NUMBER
The Position Number after the change for Employee Records that have had a change in HRS.

ORIGINAL HRS JOB CODE
The Job Code before the change for Employee Records that have had a change in HRS.

UPDATED HRS JOB CODE
The Job Code after the change for Employee Records that have had a change in HRS.

ORIGINAL PAY BASIS
The Pay Basis before the change for Employee Records that have had a change in HRS.

UPDATED PAY BASIS
The Pay Basis after the change for Employee Records that have had a change in HRS.

ORIGINAL JOB TITLE
The Job Title before the change for Employee Records that have had a change in HRS.

UPDATED JOB TITLE
The Job Title after the change for Employee Records that have had a change in HRS.

ORIGINAL FTE
The FTE before the change for Employee Records that have had a change in HRS.

UPDATED FTE
The FTE after the change for Employee Records that have had a change in HRS.

ORIGINAL PAYROLL STATUS
The Payroll Status before the change for Employee Records that have had a change in HRS.

UPDATED PAYROLL STATUS
The Payroll Status after the change for Employee Records that have had a change in HRS.

ORIGINAL HRS COMPRATE
The Comprate before the change for Employee Records that have had a change in HRS.

UPDATED HRS COMPRATE
The Comprate after the change for Employee Records that have had a change in HRS.

EMPLOYEE HIRED?
Y or N value based on if there is a Hire row in HRS in the specified Effective Date range.

EMPLOYEE REHIRED?
Y or N value based on if there is a Rehire row in HRS in the specified Effective Date range.

EMPLOYEE TRANSFERRED?
Y or N value based on if there is a Transfer row in HRS in the specified Effective Date range.

EMPLOYEE TERMINATED?
Y or N value based on if there is a Termination row in HRS in the specified Effective Date range.

Table 2: Action Items Based on Report Output

Job Changes in HRS that Occurred
Action Item

Title Change
Review and potentially edit Comp Increases

Comprate Change
Review and potentially edit Comp Increases

New Hire
Potentially add to CAT

FTE, EJED Change
Potentially edit Planned FTE or remove from CAT

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ADDITIONAL RESOURCES

Related KBs:

Related Links:

Compensation Administration Tool Website

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Field Name	Description
Run Control ID	The Run Control identification entered when the report was created
Run Date	The date the report was created
Fiscal Year	The Fiscal Year of the data pulled for the report
From Date	The starting Effective Date of the CAT you wish to compare against HRS
To Date	The ending Effective Date of the CAT you wish to compare against HRS
Business Unit	The institution code selected in the Run Control
Process Instance	The unique number assigned by PeopleSoft for your report
Run By	The unique ID of the user who ran the report
Division	The Division (if any) selected in the Run Control
Department	The Department (if any) selected in the Run Control
Employee Class	The Employee Class(es) selected in the Run Control

Column	Description
NAME	First and Last name from HRS for Employee Records that had a change in HRS. This value should always display on the report.
EMPLOYEE ID	Unique Employee ID number for Employee Records that have had a change in HRS. This value should always display on the report.
EMPLOYEE RECORD NUMBER	Employee Record number for the Employee that has had a change in HRS. This value should always display on the report.
EMPLOYEE CLASS	Employee Classification for Employee Records that have had a change in HRS. This value should always display on the report.
CONTINUITY CODE	The Continuity Code (duration of position/job) for the Employee Record that has had a change in HRS. This value should always display on the report.
EXPECTED END DATE	Expected Job End Date from Job Data for the Employee Record that has had a change in HRS. This value should always display on the report.
BASE CAT COMPRATE	The Comprate of the Employee Record from the CAT.
ORIGINAL BUSINESS UNIT	The Institution code before the change for the Employee Record that has had a change in HRS.
UPDATED BUSINESS UNIT	The new Institution code after the change for the Employee Record that has had a change in HRS.
ORIGINAL HOME DEPARTMENT	The Home Department before the change for the Employee Record that has had a change in HRS.
UPDATED HOME DEPARTMENT	The Home Department after the change for the Employee Record that has had a change in HRS.
ORIGINAL HRS POSITION NUMBER	The Position Number before the change for Employee Records that have had a change in HRS.
UPDATED HRS POSITION NUMBER	The Position Number after the change for Employee Records that have had a change in HRS.
ORIGINAL HRS JOB CODE	The Job Code before the change for Employee Records that have had a change in HRS.
UPDATED HRS JOB CODE	The Job Code after the change for Employee Records that have had a change in HRS.
ORIGINAL PAY BASIS	The Pay Basis before the change for Employee Records that have had a change in HRS.
UPDATED PAY BASIS	The Pay Basis after the change for Employee Records that have had a change in HRS.
ORIGINAL JOB TITLE	The Job Title before the change for Employee Records that have had a change in HRS.
UPDATED JOB TITLE	The Job Title after the change for Employee Records that have had a change in HRS.
ORIGINAL FTE	The FTE before the change for Employee Records that have had a change in HRS.
UPDATED FTE	The FTE after the change for Employee Records that have had a change in HRS.
ORIGINAL PAYROLL STATUS	The Payroll Status before the change for Employee Records that have had a change in HRS.
UPDATED PAYROLL STATUS	The Payroll Status after the change for Employee Records that have had a change in HRS.
ORIGINAL HRS COMPRATE	The Comprate before the change for Employee Records that have had a change in HRS.
UPDATED HRS COMPRATE	The Comprate after the change for Employee Records that have had a change in HRS.
EMPLOYEE HIRED?	Y or N value based on if there is a Hire row in HRS in the specified Effective Date range.
EMPLOYEE REHIRED?	Y or N value based on if there is a Rehire row in HRS in the specified Effective Date range.
EMPLOYEE TRANSFERRED?	Y or N value based on if there is a Transfer row in HRS in the specified Effective Date range.
EMPLOYEE TERMINATED?	Y or N value based on if there is a Termination row in HRS in the specified Effective Date range.

Job Changes in HRS that Occurred	Action Item
Title Change	Review and potentially edit Comp Increases
Comprate Change	Review and potentially edit Comp Increases
New Hire	Potentially add to CAT
FTE, EJED Change	Potentially edit Planned FTE or remove from CAT