HR - CAT - Audit Log Report

The Audit Log Report pulls records separately from the Audit Log tables for CAT, Vacant Positions and Budget Adjustments, and will therefore output three unique reports. The user will select the desired report output on the run control.

User of the CAT will need to view if other users have changed the information on a shared employee. This report will serve as an update notification of these kinds of changes. Users will need to then review the information on this report and communicate with other users to determine if the compensation increases and funding entered in the CAT is correct.

PROCESS CONSIDERATIONS:
  • NA



PROCEDURE STEPS:

  1. Navigate to Workforce Administration > UW External HR Systems > Compensation Administration Tool > CAT Reports > Audit Log 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.  To create 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.

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

    922.png

  4. Enter parameters to define criteria for the Audit Log Report.

    a.  Select the radio button for the desired Report Output Type (CAT Positions, Vacant Positions, or Budget Adjustments):
    i.  CAT Positions requires either a Business Unit OR Empl_ID
    1.  When one is edited, the other will become uneditable.
    2.  If using Business Unit:
    a.  If desired, select a Division
    b.  If desired, select a Department
    3.  If using Empl_ID:
    a.  If desired, select an Empl Rcd.  It is not required and will default to zero.
    ii.  Vacant and Budget Adjustments require a Business Unit
    1.  If desired, select a Division
    2.  If desired, select a Department
    3.  Note that Empl_ID and Empl_Rcd will become invisible
    b.  Select the upcoming Fiscal Year used for CAT budgeting planning purposes.  This field will default to the latest fiscal year setup in the CAT.
    c.  Select a From Date and a To Date to establish the range of dates for which you would like to see changes to the CAT/AAP.
    • Click Save in the bottom left to save the parameters for the report.
    • Click Run in the top right to run the report.
    924.png

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

    925.png

  6. Note the Process Instance number under the Process Monitor link.  This designates the specific instance of the report run.

    926.png

  7. Click Process Monitor at the top right of the window.

  8. Search for your Process Instance number under 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" or "Initiated," it indicates that the report generation is waiting to start.
    b.  If Run Status is "Blocked," it indicates that another process is being run.  Do not resubmit your report to run.  It will queue up as soon as the system completes the other process.
    c.  If Run Status is "Processing," it indicates that the report generation is taking place
    d.  Click the Refresh button at the top right of the window to refresh the status of the document.
    927.png

  9. Once the Run Status hits "Success" and the Distribution Status hits "Posted," download the output. 

    a.  Click Details
    b.  Click View Log/Trace hyperlink at the bottom right of the window.
    929.png
    c.  Under File List, click the file with the .xls extension to download the output.
    9210.png
    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 Audit Log Report 12
    e.  Note that different internet browsers may have different opening processes.

  10. Review the report.

    a.  Open the downloaded Excel file
    i.   The outputs for CAT Positions, Vacant Positions and Budget Adjustments are all pictured below.
    ii.  Reference Tables 1-4 for output field descriptions.
    CAT Audit 13
    CAT Audit 14
    CAT Audit 15

    b.  If an Empl_ID / Empl_Rcd (from the CAT) or a Position (from the AAP) has had more than one change in the defined period, they will appear multiple times on the report.

    c.  The Audit Action Column pulls the Action Code associated with the change made in the CAT or AAP

    i.    A - Row inserted
    ii.   D - Row deleted
    iii.  K - Row updated, snapshot before update
    iv.  N - Row updated, snapshot after update
    v.   When any change is made to an existing compensation or funding row in CAT, two new rows (K and N) will populate the report.
    vi.  Changes made to job, compensation and funding data appear as separate rows on the output for CAT Positions, even if they were made at the same time.  The 'Source Table' field specifies which type has occurred.
    vii.  For example, if Jane Doe is deleted from CAT, three new rows will appear on the Audit Log Report.
    viii. The fields 'Audit OPRID' and 'EmplRCD' will repeat for each row.  Each row will have Audit Action D.
    CAT Audit 16

    ix.  The fields Home Dept and Base Comp Rate will only populate for the first row, where the Source Table is 'CAT Job Data Change'
    CAT Audit 17
    x.  The fields Action and Adjusted CAT Annual Salary will only populate for the second row, where the Source Table is 'CAT Rate Data Change'
    CAT Audit 18
    xi. The fields for Fund and Budgeted Amount will only populate for the third row, where the Source Table is 'CAT Job Data Change'
    CAT Audit 19




TABLES

Table 1:  Report Parameters

FIELD NAME
 DESCRIPTION
 Run Control ID
 The Run Control identification entered when report was created.
 Run Date
 The date the report was created
 Fiscal Year
 The Fiscal Year selected in the Run Control
 Business Unit
 The institution code 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
 Report  The Report Type specified in the Run Control (CAT Positions, Additional Adjustments, or Budget Adjustments)
 Process Instance
 The unique number assigned by PeopleSoft for each process
 Run By
 The user ID of the person who ran the report
 EMPLID  The Employee ID selected in the Run Control.  This can only be entered if the CAT Position radio button is selected.
 Empl_Rcd  The Employee Record number for the employee selected in the Run Control.  This can only be entered if the CAT Position radio button is selected.
 Audit Report Start / End Date
 The time range for which you would like to see record changes.

Table 2:  Output Header Fields for CAT Positions
 FIELD NAME
 DESCRIPTION
 Audit OPRID
 The Operator ID Number with the audit log row (user who made the change) from the CAT Audit Log Tables, based on the Run Control criteria selected.
 Audit Opr Name
 The Name associated with the audit log row (user ID who changed it) from the CAT Audit Log Tables, based on the Run Control criteria selected.
 Audit Date / Time
 The timestamp associated with the audit log row (time the change was made) from the CAT Audit Log Tables, based on the Run Control criteria selected.
 Audit Action







 The Action Code associated with the audit log row from the CAT Audit Log Tables, based on the Run Control criteria selected.
  • A - Row inserted
  • D - Row deleted
  • K - Row updated, snapshot before update
  • N - Row updated, snapshot after update

When any change is made to an existing row in CAT, two new rows (K and N) will populate the report.

 Name  The employee's First and Last name from HRS for CAT audit log rows that meet the Run Control criteria selected.
 Empl_ID  The Employee ID number from the CAT audit log for Employee Records that exist in the CAT and meet the Run Control criteria selected.
 Empl Rcd
 The Employee Record number from the CAT audit log for Employee Records that exist in the CAT and meet the Run Control criteria selected.
 Source Table





 Displays the CAT Table that was audited:
  • CAT Job Change
  • Rate Change
  • Funding Change
 Home Dept (DEPTID)

 The employee's main department from the CAT audit log for employee records that exist in the CAT and meet the Run Control criteria selected.
 Format: A072600
 Position Number
 The Position Number from the CAT audit log for rows that match the Run Control criteria.
 Job Code
 The Job Code from the CAT audit log for rows that match the Run Control criteria.
 Title  The Job Code Description from the CAT audit log for rows that match the Run Control criteria.
 Empl Class
 The employee's job classification from the CAT audit log for employee records that exist in the CAT and meet the Run Control criteria.
 Pay Basis
 The Pay Basis Code from the CAT audit log for rows that match the Run Control criteria.
 Total Planned FTE
 The Planned FTE field from the CAT audit log for rows that match the Run Control criteria.
 Redbook Title
 The Redbook Title field from the CAT audit log for rows that match the Run Control criteria.
 CSB Flag
 The 'Add Salary to CSB' indicator from the CAT audit log for rows that match the Run Control criteria.
 Base Compensation Rate
 The Base Compensation Rate from the CAT audit log for rows that match the Run Control criteria.
 Annual Salary
 The Adjusted Base Salary based on Base Comprate * Planned FTE (for A & C Basis) and Comprate * 2080 * Planned FTE (for H
 Action The Action associated with the first non-merit comp increase from the CAT audit log for rows that match the Run Control criteria.
 Action Reason
 The Action Reason associated with the first non-merit comp increase from the CAT audit log for rows that match the Run Control criteria.
 Change Amount
 The comprate change amount associated with the Action Reason from the CAT audit log for rows that match the Run Control criteria.
 Change Percent
 The comprate change percentage associated with the Action Reason from the CAT audit log for rows that match the Run Control criteria.
 Rate OK to Load
 
 Bus Unit GL
 The Business Unit GL from the CAT audit log for rows that match the Run Control criteria.
 Fund The Fund of this Employee Record from the CAT audit log.
 DeptID The department of the Employee Record from the CAT audit log.
 Program The Program of the Employee Record from the CAT audit log.
 Project The Project ID of this Employee Record from the CAT audit log.
 Distribution Pct
 The Distribution % of this Employee Record from the CAT audit log.
 Budgeted FTE
 Budgeted FTE of this Employee Record from the CAT audit log.
 Budgeted Amt
 The Final CAT Budget Amount from the CAT audit log.
 Funding OK to Load
 
 SFS Edit
 
 Comments 
 Formatting Consideration: The Home Dept → Base Compensation Rate will only populate for rows whose Source Table is Funding Data Change.
 Formatting Consideration: The Action Reasons → Adjusted CAT Annual Salary columns will only populate for rows whose Source Table is Rate Data Change.
 Formatting Consideration:  The Fund → Budgeted Amount columns will only populate for rows whose Source Table is Funding Data Change.

Table 3:  Output Header Fields for Vacant Positions
 FIELD NAME
 DESCRIPTION
 Audit OPRID

 The Oprid associated with the audit log row (user who made the change) from the Vacant Audit Log Table, based on the Run Control criteria selected.
 Audit Opr Name
 The Name associated with the audit log row (user ID who changed it) from the Vacant Audit Log Table, based on the Run Control criteria selected.
 Audit Date/Time

 The timestamp associated with the audit log row (time the change was made) from the Vacant Audit Log Table, based on the Run Control criteria selected.
 Audit Action







 The Action Code associated with the audit log row from the Vacant Audit Log Tables, based on the Run Control criteria selected.
  • A - Row inserted
  • D - Row deleted
  • K - Row updated, snapshot before update
  • N - Row updated, snapshot after update

 When any change is made to an existing row in AAP, two new rows (K and N) will populate the report.

 Funding Department
 (DEPTID)
 The funding department ID number from the Vacant Audit Log for rows that exist in the audit log and meet the Run Control criteria selected.
 Staff Type
 The Adjustment Type (FA/AS/LI, University Staff, Grad, Student Help, University Staff Temporary) from the Vacant Audit Table for rows that match the Run
 Control criteria.
 Job Code
 The Job Code from the Vacant Audit Log Tables for rows that match the Run Control criteria (and have a Job Code entered).
 Title  The Job Code Description from the Vacant Audit Log Tables for rows that match the Run Control criteria.
 Pay Basis
 The Pay Basis from the Vacant Audit Log Tables for rows that exist in the audit log and meet the Run Control criteria.
 Position Number
 The Position Number from the Vacant Audit Log Tables for rows that match the Run Control criteria (and have a Position Number entered).
 Business Unit
 The Business Unit from the Vacant Audit Log Tables for rows that match the Run Control criteria.
 Fund  The Fund of this Employee Record from the Vacant Audit Log Tables
 DeptID  The Department ID number of this Employee Record from the Vacant Audit Log Tables.
 Program  The Program of this Employee Record from the Vacant Audit Log Tables.
 Project  The Project ID number of this Employee Record from the Vacant Audit Log Tables.
 FTE  The FTE from the Vacant Audit Log Tables for Positions that exist in the Vacant Audit Log and meet the Run Control criteria.
 Budgeted Amount
 The Total Budgeted Amount from the Vacant Audit Log Tables.
 Description  The Comments / Description field from the Vacant audit Log Tables for rows that exist in the Vacant Audit Log Table.

Table 4:  Output Header Fields for Budget Adjustments
 FIELD NAME
 DESCRIPTION
 Audit OPRID


 The Operator ID number associated with the audit log row (user who made the change) from the Budget Adjustment Audit Log Table, based on the Run Control
 criteria selected.
 Audit Opr Name

 The Name associated with the audit low row (user ID who changed it) from the Budget Adjustment Audit Log Table, based on the Run Control criteria selected.
 Audit Date / Time


 The timestamp associated with the audit log row (time the change was made) from the Budget Adjustment Audit Log Table, based on the Run Control criteria
 selected.
 Audit Action







 The Action Code associated with the audit log row from the Budget Adjustment Audit Log Table, based on the Run Control criteria selected.
  • A - Row inserted
  • D - Row deleted
  • K - Row updated, snapshot before update
  • N - Row updated, snapshot after update

 When any change is made to an existing row in AAP, two new rows (K and N) will populate the report.

 Staff Type


 The Adjustment Type (AS/FA/LI, University Staff, Grad, Student Help, University Staff Temporary) from the Budget Adjustment Audit Table for rows that match
 the Run Control criteria selected.
 Business Unit
 The Business Unit from the Budget Adjustment Audit Table for rows that match the Run Control criteria selected.
 Fund  The Fund of this Employee Record from the Budget Adjustment Audit Table for rows that match the Run Control criteria selected.
 Funding Department ((DEPTID)
 The Funding Department from the Budget Adjustment Audit Table for rows that exist in the audit log and meet the Run Control criteria selected.

 Program  The Program of this Employee Record from the Budget Adjustment Audit Table
 Project  The Project ID number (if entered) of this Employee Record from the Budget Adjustment Audit Log Table
 FTE  The FTE from the Budget Adjustment Audit Log Table and meet the Run Control criteria
 Budgeted Amount
 The Total Budgeted Amount from the Budget Adjustment Audit Table
 Description  The Comments / Description field from the Budget Adjustment Audit Table for rows that exist in the audit log.


ADDITIONAL RESOURCES:

Related KBs:

Related Links:



    Keywords:Compensation Administration Tool Budget positions fiscal year FY FTE AAP auditing salary increases adjustments adjustment adjust distribution fund   Doc ID:60534
    Owner:Chris L.Group:Human Resource System (HRS)
    Created:2016-02-06 17:35 CSTUpdated:2017-03-06 15:35 CST
    Sites:Human Resource System (HRS)
    Feedback:  1   0