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HR - CAT - Compensation Admin Tool 1.2 Terminations Business Process

This document will provide a step-by-step guide to the actions that may be completed when employee terminations are identified during the annual compensation administration process for administering compensation and funding changes for Faculty, Academic Staff, 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 Terminations Business Process, like all other business processes associated with the CAT for administering compensation and funding, is a collaborative effort coordinated 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 Adjustments Page (AAP)
Human Resources System (HRS)
Commitment Accounting (CA)
Department Planning Spreadsheet (DPS)
Human Resources (HR)
Continuing Staff Base (CSB)
Extraordinary Salary Range (ESR)
Expected Job End Date (EJED)

2. DESCRIPTION

The Terminations 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 employees that have been entered into the CAT are terminated in HRS. The CAT - SYSBP 1.2 Business Process covers the overall process flow for identifying terminated employees, confirming that those employees are terminated in HRS, and deleting them from the CAT. These actions are designed for use with the new 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 1.2 Terminations Business Process covers the activities that must occur when a termination is entered into HRS during the normal budgeting cycle.

Activities included in the scope of this business process are as follows:

Identifying and entering terminations into the CAT for budgeting purposes.
Generating validation reports to identify terminated employees
Validating the employee's termination in HRS
Verifying the terminated employee's deletion from CAT
Entering a Vacant Position on the AAP for the terminated employee (as appropriate)

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

Performing non-budget related termination activities
Performing appropriate termination entries into HRS
Conducting off-boarding processes (e.g. employee exit interviews, 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 Adjustment Pages (AAP).

The Termination Business Process includes:

Running CAT reports at various points during the compensation administration cycle to identify terminations in HRS that require action in the CAT.
Deleting terminated employees from the CAT
Using error reports to validate data in the CAT

The Process Narrative associated with the flow diagram below is located in the section following the Business Process Visio.

5. PROCESS NARRATIVE

The Process Narrative below details the step-by-step actions in the Business Process Flow Diagram for the 1.2 Terminations Business Process 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 termination process, provided to give context to the termination-specific steps in the swim lanes below.
2	Institution 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	KB
1	High-Level Business Process	Run the CAT Initialization Report (IR) based on Load Criteria	High-level business process - please refer to HR - CAT - Compensation Admin Tool 1.0 End to End Business Process 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 Terminations	After generating an IPS, review to see if there are any employee records that may be terminated (or terminating before the next Fiscal Year)	N/A
4	Institutional Central CAT Admin or Institutional Divisional CAT Admin	Identify Terminations	Note any employee records believed to be terminated	N/A
5	Institutional Central CAT Admin or Institutional Divisional CAT Admin	Verify Terminations in HRS	CAT Administrator should check HRS Job Data to confirm that those employee records are indeed terminated	N/A
6	Institutional Central CAT Admin or Institutional Divisional CAT Admin	Delete Employee Record Row from IPS	If HRS confirms the employee's termination, (or they are terminating before the next Fiscal Year), answer "No" for Question 1: Load Employee to the CAT? on their row on the IPS to effectively delete that employee from the data set.	HR - CAT - Institutional Planning Spreadsheet
7	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
8	High-Level Business Process	Check for Termination	After loading or entering a population of employee records in the CAT, Admins should again check for terminations	HR - CAT - HRS to CAT Compare Report
9	Institutional Central CAT Admin or Institutional Divisional CAT Admin	Run the HRS to CAT Compare Report to identify terminated employee(s)	The HRS to CAT Compare Report contains a Terminated? Y/N column. sort for "Y" to identify employee records that exist in the CAT and have been terminated in HRS.	HR - CAT - HRS to CAT Compare Report
10	Institutional Central CAT Admin or Institutional Divisional CAT Admin	Delete Employee Record from the CAT (Home Dept. of terminated employee)	Home Department should be responsible for removing any terminations identified in the HRS to CAT Compare Report form the CAT. Click the "Delete from CAT" button at the bottom of that employee's CAT page.	HR - CAT - HRS to CAT Compare Report HR - CAT - Compensation Admin Tool and Additional Adjustments Pages
11	Institutional Central CAT Admin or Institutional Divisional CAT Admin	Add a Vacant Position in the AAP (if applicable)	If needed, add a Vacant Position on the Additional Adjustments Page to replace the terminated employee.	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 HR - CAT - Compensation Admin Tool 1.0 End to End Business Process 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 HR - CAT - Compensation Admin Tool 1.0 End to End Business Process 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	Institutional Central CAT Admin or Institutional Divisional CAT Admin	Perform Rebalancing if Needed	After removing a CAT record and/or adding a Vacant Position, rebalance Merit and FTE allocations to the budget.	HR - CAT - Summary Reporting Page
15	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
16	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
17	Central CAT Admin	Lock Out All Institutional Users	Switch all users/divisions to Read Only access.	N/A

6. ASSUMPTIONS

All terminations will first be made in HRS Job Data following standard business processes. Terminations will then subsequently be adjusted in the CAT to reflect the changes made in HRS. No terminations should be made in the CAT until they are made and confirmed in HRS.

7. ROLES

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 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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Keywords:	Term Terms budget budgeting IR IPS institutional planning spreadsheet additional adjustment pages aap initialization report Suggest keywords	Doc ID:	62725
Owner:	Tami E.	Group:	Human Resource System (HRS)
Created:	2016-04-14 14:39 CDT	Updated:	2019-08-21 10:33 CDT
Sites:	Human Resource System (HRS)
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