HR - CAT - Record Errors Report

GENERAL DESCRIPTION:

The Record Errors Report displays all records in the budget that have generated any employee level error based on the edits set up in the Compensation Administration Tool.



PURPOSE AND OVERVIEW

This report contains all Job Level Errors, Compensation Change Errors, Funding Edit Errors (SFS, budget errors) and Funding Section Errors (math-type errors).  The Run Control will allow for the user to include all errors or separate them out by type:

Job Errors:  Certain error statuses will be stored at the job level (parent CAT record).  Users will need to be able to save the CAT page, even with some of these errors existing (i.e. planned FTE errors).

Funding Errors:  Users of the CAT will need to be able to save the CAT page with invalid funding strings (those that don't pass SFS edits if Ok to Load is checked, and those that don't pass budget edits if OK to Load is unchecked).

Funding Section Errors:  Users of the CAT will need to be able to save the CAT page even if certain funding errors exist (math errors related to different funding splits).  This will allow them to do things such as work with other CAT users to finalize the funding data for shared employees.

Compensation Section Errors:  Additionally, users of the CAT will need to be able to upload employee records to the CAT via the Institutional Planning Spreadsheet (IPS) to CAT process using the append option.  In this process, compensation increases for an employee record in the spreadsheet will add to existing compensation increases in the CAT.  Thus a user (or two different users) could load the same Action Reason increase with different percentages for the same Employee Record.  A report is needed to capture this duplication, and edit so there is only one row for each Action Reason in the CAT.

Users of the CAT will need to be able to quickly identify any Employee Record with an error on a single consolidated report.  Throughout the budgeting cycle, this report will be run error by error to clean up multiple Action Reasons, invalid funding strings, and a variety of math errors in the Funding Section.  Towards the end of the budgeting cycle, users will run this entire report to clean up any final record errors.

PROCEDURE STEPS:

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

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

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

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3.  Enter parameters to define criteria for the Record Errors Report.

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

b.  Select a Business Unit

c.  If desired, select a Division

d.  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 button out of the field.

e.  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.  Employee classes that are not included in the CAT will not pull onto CAT reports.

f.  Select the types of errors you wish to view in the output by checking the associated boxes.

  • If compensation errors are included in the Run Control, an effective date range must be chosen by pressing the Effective Dates buttons next to the From Date and To Date.

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.  This designates the specific instance of the report run.

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6.  Click Process Monitor 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, Run Status will be "Success" and Distribution Status will be "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 process or report is being run.  Do not resubmit your report.  It will queue up after the other process or report has completed.

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

d.  Click Refresh at the top right of the window to refresh the status of the document.

8.  Once the Run Status is "Success" and the Distribution Status is "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, 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.

CAT 9

9.  Review the report.

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

CAT 10

b.  The report displays four different types of errors, demarcated for each string by an "X" under the specific record type.

c.  Empl_Rcds will likely appear as multiple rows within each section because:

  • Empl_Rcds with more than one error will appear as multiple rows on the report
  • Compensation increases and funding splits are added as horizontal rows under each employee as shown below:

CAT 11


CAT 12


CAT 13

e.  A description of the different header fields is displayed in Table 1 below.

f.  A description of error messages, grouped by error type is displayed in Table 2 below.

g.  A description of column headers past the error columns is displayed in Table 3 below.

TABLES

Table 1:  Output Header Fields

Report Parameters

 FIELD NAME
 DESCRIPTION
 Run Control ID
 The Run Control identification created or chosen when the report was created
 Run Date
 The date the report was created
 Fiscal Year
 The Fiscal Year for which the report is pulling data
 Business Unit
 The institution (campus) selected in the Run Control
 Division  The Division (if any) selected in the Run Control
 Department  The Department (if any) selected in the Run Control
 Employee Class
 The Employee Classification selected in the Run Control
 Process Instance
 The unique number assigned by PeopleSoft for each run of a report or process
 Run By
 The Employee ID number for the user who ran the report
 Include Job Level Errors
 Y/N dependent on whether this option was selected in the Run Control
 Include Funding Edit Errors
 Y/N dependent on whether this option was selected in the Run Control
 Funding Section Errors
 Y/N dependent on whether this option was selected in the Run Control
 Include Compensation Errors
 Y/N dependent on whether this option was selected in the Run Control
 Compensation Date Window
 The effective dates for the Compensation Errors Section

Table 2:  Error Messages

 JOB LEVEL ERRORS
 Error
 Error Message in Column 5
 Planned FTE is 0 for an employee  Planned FTE = 0
 Planned FTE is greater than one across multiple Empl_Rcds  Planned FTE > 1 on multiple Employee Records
 COMPENSATION ERRORS
 Error  Error Message in Column 5
Multiple CAT increases, same Action Reason
Action Reason occurs more than once
Identical Action Reason exists in the CAT and in
HRS (as of the effective date window you assign in
the Run Control)
Identical Action Reason exists in the CAT and in HRS
$0 comp change amount entered
 $0 Amount Entered in Comprate Change Field
 FUNDING EDIT ERRORS
 Error  Error Message in Column 5
The funding string combination for Fund Code and
Scenario is not valid
Combo Error for Fields FUND_CODE / SCENARIO
in group SCENARIO
The funding string combination for Department,
Fund Code, and Program Code is not valid
Combo Error for Fields DEPTID / FUND_CODE /
PROGRAM_CODE in group ORGEDIT
The funding string combination for Fund Code and
Program Code is not valid
Combo Error for Fields FUND_CODE / PROJECT_ID
in group FNDPRJ
The funding string combination for Project ID and
Fund Code is not valid
Combo Error for Fields PROJECT_ID / FUND_CODE
in Group PRJ_FUND.
 FUNDING ERRORS
 Error  Error Message in Column 5
No funding has been entered, salary will not
add to summary totals
No Funding Information Entered in the CAT

Funding Distribution is greater or less than 100%
Total Funding Distribution Percent must equal to 100%
On an individual funding split, Distribution
Percentage, Budgeted FTE, or Budgeted Amount = 0
Funding split distribution percent is 0

 FUNDING EDIT
 Error  Error Message in Column 5
The funding string combination for Fund Code and
Scenario is not valid
Combo Error for Fields FUND_CODE / SCENARIO in
group SCENARIO
The funding string combination for Department, Fund
Code, and Program Code is not valid
Combo Error for Fields DEPTID / FUND_CODE /
PROGRAM_CODE is Group ORGEDIT
The funding string combination for Fund Code and
Program Code is not valid
Combo Error for Fields FUND_CODE / PROJECT_ID
in Group FNDPRJ
The funding string combination for Project ID and
Fund Code is not valid
Combo Error for Fields PROJECT_ID / FUND_CODE
in Group PRJ_FUND

Table 3:  Report Columns

 COLUMN  DESCRIPTION
NAME First and Last Names pulled from HRS
EMPLOYEE ID
Empl_ID pulled from the CAT
EMPLOYEE RECORD NUMBER
Empl Record pulled from the CAT
HOME DEPT
Home Department pulled from the CAT
EMPLOYEE CLASS
Empl Class pulled from the CAT
PAY BASIS
Pay Basis pulled from the CAT
POSITION NUMBER
Position Number pulled from the CAT
JOBCODE
Job Code pulled from the CAT
TITLE
Job Title pulled from the CAT
PLANNED TITLE
Planned Title pulled from the CAT
PLANNED FTE
Planned FTE pulled from the CAT
HRS ACTION REASON






For Compensation Errors, the report will pull the Action Reason from HRS, that falls within the
defined effective dated window, for which an identical Action Reason has been entered into the CAT

If multiple identical Action Reasons exist between the CAT and HRS, it will pull only the max
effective dated, sequenced row from HRS.

Note:  If the error is not due to an HRS/CAT duplicate Action Reason, the field will appear blank.
HRS CHANGE AMOUNT




For Compensation Errors, the report will pull the Comprate Change Amount associated with the
duplicate Action Reason from HRS (maximum effective dated sequenced row that falls within
the defined effective dated window)

Note:  If the error is not due to an HRS/CAT duplicate Action Reason, the field will appear blank.
CAT ACTION REASON




For Compensation Errors, the report will pull the Action Reason from the CAT for which a
duplicate Action Reason exists in either HRS or in the CAT (eg. has been loaded via a
spreadsheet upload process)

For non-Compensation Errors, the report will pull the Action Reason from the CAT.
CAT CHANGE AMOUNT





For Compensation Errors, the report will pull the comprate change amount from the CAT associated with
Increase 1 Action Reason (for which a duplicate Action Reason exists either in HRS or in the CAT and
that has been loaded via the spreadsheet upload process)

For Non-Compensation Errors, the report will pull the comprate change amount associated with
the first Action Reason from the CAT.
TOTAL COMPRATE
Updated Compensation Rate pulled from the CAT
GL BUSINESS UNIT
The report will pull the General Ledger Business Unit from the Account Code in the CAT
- funding string 1
FUND
The report will pull the Fund Code of this employee record from the Account Code in the
CAT - funding string 1
DEPARTMENT ID
The report will pull the DeptID of this employee record from the Account Code in the
CAT - funding string 1
PROGRAM
The report will pull the Program of this employee record from the Account Code in the
CAT - funding string 1
PROJECT ID
The report will pull the Project ID number of this employee record from the Account Code
in the CAT - funding string 1
DISTRIBUTION PERCENT
The report will pull the Distribution Percentage of the first funding split from the Account
Code in the CAT - funding string 1
BUDGETED FTE

The report will pull the budgeted FTE of the first funding split of the employee record with
the error from the CAT - funding string 1
FUNDING OK TO LOAD
OK to load to CAT


ADDITIONAL RESOURCES:

Related KBs

Related Links




Keywords:Compensation Administration Tool budget budgeting error fund funding fiscal year reports   Doc ID:60532
Owner:Chris L.Group:Human Resource System (HRS)
Created:2016-02-06 17:33 CSTUpdated:2017-03-06 15:25 CST
Sites:Human Resource System (HRS)
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