HR - CAT - 1.1 New Hires Business Process

This document provides a step by step guide for the actions that may be completed when new hires are identified during the annual process for administering compensation and funding changes for Faculty, Academic Staff, Limited Appointees, Employees-in-Training, and University Staff. The business process process and corresponding PeopleSoft CAT pages and reports outlined in this document are applicable to all UW institutions. The new hire business process, like all other business processes associated with the CAT for compensation and funding administration, is a collaborative effort between the institutional HR and Budget officers.



1. KEY TERMINOLOGY AND ACRONYMS

  • Initialization Report (IR)
  • Institutional Planning Spreadsheet (IPS)
  • Compensation Administration Tool (CAT)
  • Additional Adjustment Pages (AAP)
  • Human Resource System (HRS)
  • Commitment Accounting (CA)
  • Departmental Planning Spreadsheet (DPS)
  • Human Resources (HR)
  • Continuing Staff Base (CSB)
  • Extraordinary Salary Range (ESR)
  • Expected Job End Date (EJED)

2. DESCRIPTION

The New Hire 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 new hires are identified.  The CAT - SYSBP 1.1 Business Process covers the overall process flow from the identification of a new hire to the potential actions needed to confirm that the employee is appropriately identified in HRS and the CAT, thus ensuring the ability to apply compensation and funding updates accordingly.  These actions are designed for use within the PeopleSoft HRS CAT bolt-on.  For more details on the overall End to End compensation administration process, please refer to HR - Compensation Admin Tool 1.0 End to End Business Process .

3. SCOPE

The scope of the CAT - SYSBP 1.1 New Hire Business Process covers the activities that must occur when a new hire is entered into HRS during the normal budgeting cycle.

Activities included in the scope of this business process are as follows:
  • Identifying new hires and enter them into the CAT for planning purposes
  • Generating validation reports to identify new hires
  • Validating new hire entry in the CAT  with appropriate funding and compensation information when needed

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

  • Performing non-budget-related new hire activities
  • Performing appropriate new hire entry into HRS
  • Conducting new hire counseling, onboarding, 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 Adjustments Page (AAP).

The New Hire Business Process includes the following high-level steps:
  • Running reports from the CAT at various times during the compensation administration cycle to determine if there have been new hires entered into HRS that require action within the CAT.
  • Entering new hire job data and funding information in the CAT (when necessary)

The Process Narrative that goes along with that goes along with the flow diagram below is located in the section following the business process flow diagram.

CAT New Hire


5. PROCESS NARRATIVE


    The process narrative steps detailed below are based on the step by step actions in the Business Process Flow diagram shown above.  For high level business process details, please refer to HR - 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 new hire process, provided to
     give context to the new hire-specific steps in the swim lanes above
     2  Institutional 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 Number
     1








     High-Level
     Business Process







     Run the CAT
     Initialization Report
     (IR) Based on Load
     Criteria





     High-Level Business Process - Please refer to
     the 1.0 End to End Business Process Workbook
     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 - Compensation Administration Tool 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 - Compensation Administration Tool Initialization Report




     HR - CAT - Institutional Planning Spreadsheet





     3


     High-Level
     Business Process

     Check for employees
     who exist without
     funding in the IR/IPS
     Sort for blanks in "GL Business Unit 1" column
     (Column 77) of the funding section of the IR/IPS
     Note that not all blanks indicate a new hire.
     N/A


     4





     Institutional
     Central CAT Admin
     or Institutional
     Divisional CAT
     Admin
     
     New Hire identified?





     If No, proceed to step 6

     If Yes, proceed to step 5



     N/A





     5




     Institutional
     Central CAT Admin
     or Institutional
     Divisional CAT
     Admin
     Enter New Hire
     Job/Funding
     information into
     the CAT or IPS

     If a New Hire employee record was identified
     without funding, enter the employee's funding
     information in the IPS or into the CAT.


     HR - CAT - Institutional Planning Spreadsheet

     HR - CAT - Compensation Admin Tool and Additional Adjustments Pages


     6


     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.

     55923


     7

     High-Level
     Business Process
     Check for New Hires

     After loading or entering a population of employee records in the CAT,
     Admins should check for New Hires.
     HR - CAT - Missing From CAT Report

     8




     Institutional
     Central CAT Admin
     or Institutional
     Divisional CAT
     Admin
     Run Missing From
     CAT & Record
     Error Reports


     To check for New Hires, run the following reports:
    • Missing from CAT Report - identifies employees who exist in HRS but not CAT
    • Record Errors Report - identifies employees who do not have funding in the CAT
     HR - CAT - Missing From CAT Report

     HR - CAT - Record Errors Report


     9




     Institutional
     Central CAT Admin
     or Institutional
     Divisional CAT
     Admin
     New Hire identified?




     If No, proceed to step #12

     If Yes, proceed to step #10


     N/A




     10




     Institutional
     Central CAT Admin
     or Institutional
     Divisional CAT
     Admin
     Enter New Hire
     Job/Funding
     Information
     in the CAT

     Add Employee ID, Employee Record, Compensation data, and
     Funding data in the CAT.



     HR - CAT - Compensation Admin Tool and Additional Adjustments Pages




     11




     Institutional
     Central CAT Admin
     or Institutional
     Divisional CAT
     Admin
     Remove Vacant
     Position from the
     AAP (if applicable)


     If applicable, remove the Vacant Position in the AAP filled by the New Hire entered
     into the CAT.



     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 the 1.0 End to End Business Process
     Workbook 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 the 1.0 End to End Business Process
     Workbook 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

     High-Level
     Business Process
     Check for New Hires

     Throughout the comp admin process, CAT Admins should check for new hires.

     HR - CAT - Missing From CAT Report

     15




     Institutional
     Central CAT Admin
     or Institutional
     Divisional CAT
     Admin
     Perform Rebalancing




     After a new hire is added and a vacant position is removed, perform rebalancing
     as needed.



     HR - CAT - Summary Reporting Page




     16

     Central CAT Admin

     Turn Off Automatic
     HRS Job Data Feed
     Turn off automatic feed between HRS and the CAT by institution or division.

     Document 56584 is unavailable at this time.

     17


     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
     18

     Central CAT Admin

     Lock Out All
     Institutional Users
     Switch all users/divisions to Read Only access.

     Document 65684 is unavailable at this time.


    6. ASSUMPTIONS

    Appointment-Level funding in Commitment Account (CA) should be entered in HRS for new hires, in order for their record to be handled accurately throughout the CAT process.   Not having Appiontment-Level funding in HRS will result in no funding rows automatically initialized in the CAT and consequently not appropriately interfaced back to HRS for next Fiscal Year.  If an employee does not have funding in the CAT, it is best practice to enter appointment-level funding in HRS and in the CAT before entering compensation increases.

    7. ROLES

    The following are CAT security roles assigned to each individual user.

     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 HR 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





    ADDITIONAL RESOURCES:

    Related KBs:

    Related Links:



      Keywords:Compensation Administration Tool AAP budget budgeting salary fiscal year IR initialization report   Doc ID:60537
      Owner:Chris L.Group:Human Resource System (HRS)
      Created:2016-02-07 15:33 CSTUpdated:2017-04-18 08:18 CST
      Sites:Human Resource System (HRS)
      Feedback:  0   0