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.



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.

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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.

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

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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.

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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.

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

a.  Click Details

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

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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.

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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.

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

10.  Review the report.

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

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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


ADDITIONAL RESOURCES:

Related KBs

Related Links




Keywords:Compensation Administration Tool Reports budget FTE salary changes budgeting position excel   Doc ID:60530
Owner:Chris L.Group:Human Resource System (HRS)
Created:2016-02-06 17:32 CSTUpdated:2017-08-29 12:52 CST
Sites:Human Resource System (HRS)
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