HR - CAT - Compensation Administration Tool 1.2 Terminations Business Process

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



1. KEY TERMINOLOGY AND ACRONYMS

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

2. DESCRIPTION

The Terminations 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 employees that have been entered into the CAT are terminated in HRS.  The CAT - SYSBP 1.2 Business Process covers the overall process flow for identifying terminated employees, confirming that those employees are terminated in HRS, and deleting them from the CAT.  These actions are designed for use with the new 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 1.2 Terminations Business Process covers the activities that must occur when a termination is entered into HRS during the normal budgeting cycle.

Activities included in the scope of this business process are as follows:

  • Identifying and entering terminations into the CAT for budgeting purposes.
  • Generating validation reports to identify terminated employees
  • Validating the employee's termination in HRS
  • Verifying the terminated employee's deletion from CAT
  • Entering a Vacant Position on the AAP for the terminated employee (as appropriate)

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

  • Performing non-budget related termination activities
  • Performing appropriate termination entries into HRS
  • Conducting off-boarding processes (e.g. employee exit interviews, 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 Adjustment Pages (AAP).

The Termination Business Process includes:

  • Running CAT reports at various points during the compensation administration cycle to identify terminations in HRS that require action in the CAT.
  • Deleting terminated employees from the CAT
  • Using error reports to validate data in the CAT

The Process Narrative associated with the flow diagram below is located in the section following the Business Process Visio.

CAT Term


5. PROCESS NARRATIVE

The Process Narrative below details the step-by-step actions in the Business Process Flow Diagram for the 1.2 Terminations Business Process 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 termination process, provided to
 give context to the termination-specific steps in the swim lanes below.
 2


 Institution 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
1









High-Level
Business Process








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






High-level business process - please refer to HR - Compensation Admin Tool 1.0 End to End Business Process 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 Terminations

After generating an IPS, review to see if there are any employee records that
may be terminated (or terminating before the next Fiscal Year)
N/A

4




Institutional Central
CAT Admin or
Institutional
Divisional CAT
Admin
Identify Terminations




Note any employee records believed to be terminated




N/A




5




Institutional Central
CAT Admin or
Institutional
Divisional CAT
Admin
Verify Terminations in HRS




CAT Administrator should check HRS Job Data to confirm that those employee
records are indeed terminated



N/A




6




Institutional Central
CAT Admin or
Institutional
Divisional CAT
Admin
Delete Employee Record
Row from IPS



If HRS confirms the employee's termination, (or they are terminating before the
next Fiscal Year), answer "No" for Question 1:  Load Employee to the CAT? on
their row on the IPS to effectively delete that employee from the data set.


HR - CAT - Institutional Planning Spreadsheet




 7

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
HR - CAT - IPS Upload to CAT (Append) and Additional Adjustments Page
 8

High-Level
Business Process
Check for Termination

After loading or entering a population of employee records in the CAT,
Admins should again check for terminations
HR - HRS to CAT Compare Report
 9




Institutional Central
CAT Admin or
Institutional
Divisional CAT
Admin
Run the HRS to CAT Compare
Report to identify terminated
employee(s)


The HRS to CAT Compare Report contains a Terminated? Y/N column.
sort for "Y" to identify employee records that exist in the CAT and have
been terminated in HRS.

HR - HRS to CAT Compare Report




 10




Institutional Central
CAT Admin or
Institutional
Divisional CAT
Admin
Delete Employee Record from
the CAT (Home Dept. of
terminated employee)


Home Department should be responsible for removing any terminations
identified in the HRS to CAT Compare Report form the CAT.  Click the
"Delete from CAT" button at the bottom of that employee's CAT page.


HR - HRS to CAT Compare Report



HR - CAT - Compensation Admin Tool and Additional Adjustments Pages
 11




Institutional Central
CAT Admin or
Institutional
Divisional CAT
Admin
Add a Vacant Position in the
AAP (if applicable)



If needed, add a Vacant Position on the Additional Adjustments Page
to replace the terminated employee.



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 HR - Compensation Admin Tool 1.0 End to End Business Process 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 HR - Compensation Admin Tool 1.0 End to End Business Process 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




Institutional Central
CAT Admin or
Institutional
Divisional CAT
Admin
Perform Rebalancing if
Needed



After removing a CAT record and/or adding a Vacant Position, rebalance
Merit and FTE allocations to the budget.



HR - CAT - Summary Reporting Page




 15

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.

 16

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
 17

Central CAT Admin

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

Document 56584 is unavailable at this time.

6. ASSUMPTIONS

All terminations will first be made in HRS Job Data following standard business processes.  Terminations will then subsequently be adjusted in the CAT to reflect the changes made in HRS.  No terminations should be made in the CAT until they are made and confirmed in HRS.

7. ROLES

 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 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:Term Terms budget budgeting IR IPS institutional planning spreadsheet additional adjustment pages aap initialization report   Doc ID:62725
    Owner:Chris L.Group:Human Resource System (HRS)
    Created:2016-04-14 13:39 CSTUpdated:2017-04-18 08:18 CST
    Sites:Human Resource System (HRS)
    Feedback:  0   0