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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

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 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:

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 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

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ADDITIONAL RESOURCES

Related KBs:

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Keywords:	Compensation Administration Tool AAP budget budgeting salary fiscal year IR initialization report Suggest keywords	Doc ID:	60537
Owner:	Tami E.	Group:	Human Resource System (HRS)
Created:	2016-02-07 16:33 CDT	Updated:	2019-09-05 13:29 CDT
Sites:	Human Resource System (HRS)
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