HR - CAT - IPS Upload to AAP

The IPS Load to CAT/AAP process appends existing data in the CAT/AAP by only adding new, unique employee records or rows to existing employees. Therefore, all data in the IPS file will be added to the CAT and AAP, with the exception of data that is identical on all fields that make a unique record.

A row is considered 'unique' if any of the following fields are different when comparing one row to another row within the file and/or CAT: Effective Date, Employee ID, Employee Rcd, Action, Action Reason, and Change Amount.



PROCEDURE STEPS:

The Additional Adjustments tab can be loaded to the AAP after all mass changes have been made in the IPS.

  1. Save the "IPS → AAP" tab of the IPS as a .CSV file.

    1. Open the "IPS → CAT" tab

    2. Scroll to the bottom of this tab and delete any rows that appear as so:

      CAT 0

      • Note that similar to the IPS → CAT tab, the formula in cell A8 is only copied down 22 rows.  If you have more data than this on your Additional Adjustments page, copy the formula down to cover the appropriate number of data rows.  Delete any extra null rows in the above format.
    3. Press the "Click Here to Export File for AAP Upload" button

      • Note that if this button does not appear, you can do it manually by clicking the View tab, selecting the Macros option on the right, and running the "ThisWorkbook.ExportRangetoFileAAP" option listed.

      CAT 2

    4. See the output file "Name.CSV" under the file menu.

      CAT 3

    5. The following box will appear in Excel.  Select Okay.

      CAT 4

    6. The "Name.CSV" file will appear on your screen.  You may close it out.

  2. Navigate to the CAT

    1. Workforce Administration > UW External HR Systems > Compensation Admin Tool > Upload to CAT and AAP Process (shown in images below).

  3. Create a new Run Control ID or use an existing saved Run Control.

    1. The Run Control ID is a unique identifier that saves the criteria for running a process or report.

    2. While there is no set format for naming a Run Control ID, a potential suggested format is initials_next available number (eg "ABC01")

    921.png

  4. The following screen will appear:

    922.png

  5. Under "Process Options," choose between "Report" and "Process and Report."

    923.png

    1. The report mode should be run first.

      • This mode allows the data to be processed without committing data to the AAP.  It generates an ouput .xls file that allows the data and any possible errors to be reviewed.
    2. The process mode should be run second.

      • Once the data has been reviewed and any errors in the data have been corrected, the process mode can be run.  This commits the data to the AAP and generates an output .xls file.
  6. The Fiscal Year should be automatically populated.

  7. Select the appropriate "Inbound File Upload Criteria"

    1. For File Type, select "Additional Adjustment"

      924.png

    2. For Business Unit, click the magnifying glass to search for the appropriate Business Unit.  Click the green link for the Business Unit to select it.

      925.png

    3. For file description, there is no set format.  A potential suggested format is "AAPCAT_IPS_YYYYMMDD" (e.g. "CAT_IPS_20160101")

    4. Click the "Upload File" link next to the Attached File to browse for, select and upload the CSV file from Step 1. 

      926.png

    5. Once the CSV file has uploaded, press the "Save" button at the bottom of the window.

      • The screen will appear the same, and your Run Control will be saved.
  8. Upload the AAP to the CAT.

    1. Press "Run" at the top right of the window.

      927.png

    2. Press "OK" at the bottom of the new window.

      928.png

    3. You will have returned to your previous window.  Note your Process Instance number.  Press "Process Monitor" at the top right of the window.

      929.png

    4. The new window will indicate the status of your file upload.  When the file is finished uploading, Run Status will be "Success" and Distribution Status will be "Posted."

      • If Run Status is "Queued," it indicates the file is waiting to be uploaded.
      • If Run Status is "Blocked," it indicates another report or process is currently being run.  Do not resubmit your process.  It will be queued as soon as the other report or process has completed.
      • If Run Status is "Processing," it indicates that the file is currently uploading.
      • Click Refresh at the top right of the window to refresh the status of the process.  Note:  This may take several minutes depending on the data load in the Process Monitor.

      9210.png

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

    1. Click "Details"

      9211.png

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

      9212.png

    3. Under the File List, click the file with the .xls extension to download the output.

      9213.png

    4. 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 21

  10. Review the output file.

    1. Open the downloaded Excel file.

      • A depiction of the Excel output is below.
      • A description of the different header fields of the output is below in the 'Output Header Fields' table.
    2. The file will contain Error, Warning, and Successful sections.

      • Review the Error and Warning sections of the output.  Use the Error Message column to diagnose the errors and correct if necessary.
      • A description of the different error messages is below.

      CAT 22

    3. Correct the AAP based on the errors in the output.  Once all errors have been corrected, the upload can be run in Process mode.




TABLES:

OUTPUT HEADER FIELDS

 REPORT PARAMETERS
 FIELD NAME
 DESCRIPTION
 Run Control ID
 The Run Control ID used to run the report or process
 Run Date
 The date the report was created or process run
 Mode  The mode (report or process) used for the upload.
 Process Instance
 The unique number assigned by PeopleSoft for each report or process
 Ran By
 The unique user ID for the person who ran the report or process
 REPORT STATISTICS
 FIELD NAME
 DESCRIPTION
 Total AAP Records
 The total number of AAP records evaluated
      Processed
 The total number of AAP records processed successfully
      Processed with Warnings
 The total number of AAP records processed but have warnings.
      Rejected  The Total number of AAP records rejected because of errors.

ERROR, WARNING AND SUCCESSFUL MESSAGES

 Number (#)
 Row Type
 Description  Comments  Message
 1

 Error

 Funding Department
 not active in HRS
 Entire row errors out

 Invalid Funding
 Department
 2  Error  Funding Department
 does not match
 Business Unit
   Invalid Funding Department


 3  Error  Fiscal Year not Active
 in CAT
   Fiscal Year not Active
 in CAT
 3.1  Error  Fiscal Year did not
 match Run Control
   Fiscal Year did not
 match Run Control
 4





 Error





 Invalid Fiscal Year, Funding
 Department, Job Code, Pay
 Basis, Position Number,
 Business Unit, FTE, Adj Type,
 Fund, DeptID, Program,
 Budgeted Amount.
 Field Errors





 Did not load





 4.1  Error  Invalid Jobcode
   Invalid Jobcode
 4.2  Error  Invalid Pay Basis
 Pay Basis not 'H,' 'A,' or 'C'
 Invalid Pay Basis
 4.3


 Error


 Invalid Position Type


 Position Type not 'Vacant' or
 'Bud. Adj.'

 Invalid Position Type,
 needs to be either
 Vacant or Bud. Adj.
 4.4

 Error

 Invalid Position Number

   Invalid Position
 Number
 4.5


 Error


 Invalid Adjustment Type


 Adjustment Type not 'SH'
 'Grad," "LTE," "Univ Staff,'
 or 'LI/AS/FA'
 Invalid Adjustment
 Type

 4.6

 Error

 Invalid Business Unit GL
 in Account Code
   Invalid Business Unit
 GL
 4.7

 Error

 Invalid Fund Code in
 Account Code
   Invalid Fund Code

 4.8

 Error

 Invalid Dept ID in
 Account Code
   Invalid Department
 ID
 4.9

 Error

 Invalid Program Code
 in Account Code
   Invalid Program Code

 4.10

 Error

 Invalid Project ID in
 Account Code
   Invalid Project ID

 5

 Error

 Identical AAP Row Exists
 (entire row is key)
 AAP Row Exists entire row is
 key not 'H' 'A' or 'C'
 Identical AAP Row
 Exists in File/Table
 6


 Error


 Incomplete funding string
 (missing fund, DeptID, or
 program)
 Funding string missing fund
 DeptID or Program not 'H' 'A'
 or 'C'
 Account Code is
 invalid

 7


 Error


 Row Errors out, no
 budgeted amount entered
 for positive FTE or no FTE
 Errors out no budgeted amount
 entered for positive FTE or no
 FTE not 'Vacant' or 'Bud. Err.'
 
 7.1

 Error

 No FTE entered

 No FTE for Empl Type 'LTE'
 or 'SH'
 No FTE entered

 7.2

 Error

 No budget amount for
 position FTE
   No budget amount
 entered for position FTE
 8



 Error



 Does not pass budget edits



 Not pass budget edits error
 'Vacant' or 'Bud. not.'


 No special messages.
 The error messages
 from Section 4 is used
 for Budget Error Edits
 9


 Warning


 Adj Type SH, FTE Entered


 Everything will load except
 the FTE, SH cannot have FTE
 entered
 Adjustment Type SH,
 FTE Entered

 10


 Warning


 Adj Type LTE, FTE Entered


 Everything will load except
 the FTE, LTE cannot have FTE
 entered
 Adjustment Type LTE,
 FTE Entered

 11

 Successful

 New Funding Department
 Record
 Create New AAP record

 Loaded Successfully

 12

 Successful

 Existing record, but unique
 row (entire row is Key)
 Add to existing AAP record

 Loaded Successfully

 13


 Successful


 Row loads, Negative FTE,
 $0 budgeted amount

 Loads Negative FTE budgeted
 amount Loaded 'Vacant'
 successful 'Bud. loa.'
 Loaded Successfully




ADDITIONAL RESOURCES:

Related KBs:

Related Links:



    Keywords:Compensation Admin Tool Administration fiscal year budget budgeting Institutional Planning Spreadsheet report reports   Doc ID:60536
    Owner:Chris L.Group:Human Resource System (HRS)
    Created:2016-02-07 15:31 CSTUpdated:2017-08-01 12:33 CST
    Sites:Human Resource System (HRS)
    Feedback:  1   0