HR - CAT - Compensation Admin Tool 1.3 Transfer Business Process

GENERAL DESCRIPTION:

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 Faculty Academic Staff Limited Appointees Employees-in-Training and University Staff. A transfer occurs when the "Transfer" Action Reason is entered in the CAT and a Position Number is changed in HRS for an existing active Employee Record.
The Business Process and corresponding PeopleSoft CAT pages and reports outlined in this document are applicable to all UW institutions. The Transfer 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)
  • Departmental Planning Spreadsheet (DPS)
  • Human Resources (HR)
  • Continuing Staff Base (CSB)
  • Extraordinary Salary Range (ESR)
  • Expected Job End Date (EJED)

2.  DESCRIPTION

The Transfer 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 an employee transfer has been identified.  the CAT - SYSBP 1.3 Business Process covers the overall process flow for identifying transferred employees and confirming that their most recent Position Numbers are appropriately entered into the CAT.

The Position Number field is not automatically pushed from HRS to the CAT.  A change in Position Number in HRS will be identified on the HRS to CAT Compare report and must be manually updated in the CAT by deleting the entire CAT record and re-adding the record using the new Position Number.  This process ensures that compensation increases in the CAT cannot be accidentally passed to HRS for an old Position Number.

These actions are designed for use with the new PeopleSoft HRS CAT bolt-on.  For more details on the overall End-to-End Business Process, please refer to:  HR - Compensation Admin Tool 1.0 End to End Business Process .

3.  SCOPE

The scope of the CAT - SYSBP 1.3 Transfers Business Process covers the activities that must occur when a transfer is entered into HRS during the normal budgeting cycle.

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

  • Generating validation reports to identify transferred employees
  • Entering tranferred employees into the CAT for budgeting purposes
  • Verifying the deletion of a transferred employee from the CAT with old Position Number and all corresponding changes from their former division
  • Verifying the addition of a transferred employee to the CAT with new Position Number and all corresponding changes for their new division
  • Confirming successful entry of the new Vacant Position on the AAP (as applicable)

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

  • Performing non-budget-related transfer activities
  • Performing appropriate termination transfer into HRS
  • Performing activities related to any Transfers that do not have a Position Number change
    • Title changes will be automatically pushed to existing CAT records
  • Performing activities related to any Transfers that use a new Employee Record, or a previously inactive Employee Record
    • These situations will be treated as New Hires, for which new Employee IDs and Employee Records will need to be added to the CAT and the old Employee IDs and Employee Records should be evaluated and potentially deleted from the CAT.

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 Transfers Business Process includes:

  • Running CAT reports at various points during the Compensation Administration Cycle to identify transfers in HRS that require action in the CAT.
  • Deleting Employee Records with old Position Numbers from the CAT
  • Adding Positions with Employee IDs, Employee Records, and new Position Numbers into the CAT.

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

CAT Transfer


5.  PROCESS NARRATIVE

The Process Narrative below details the step-by-step actions in Section 4 - Business Process Flow Diagram for the 1.3 Transfers Business Process.

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 Transfer Process, provided to give context to
 the transfer-specific steps in the swimlanes above.
 2


 Institutional Central CAT Admin
 or Institutional Divisional CAT
 Admin
 Actions specific to transfer identification that must be executed throughout the
 Compensation Administrative 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 steps

 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 th
 Institutional Planning
 Spreadsheet (IPS)




 High-level business process - please refer to HR - Compensation Admin Tool 1.0 End to End Business Process for specific details of steps

 Using the two Initialization Report output files:
  • 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 Transfers

 After generating an IPS, review to see if there are any Employee Records that may
 have had a Position Number change (or will be transferring before the next Fiscal Year)
HR - HRS to CAT Compare Report

 4





 Institutional
 Central CAT
 Admin or
 Institutional
 Divisional CAT
 Admin
 Aware of Transfer?





 CAT Administrators should run the IPS and note Employee Records believed to be
 transferred (i.e. had a change in Position Number)




 N/A





 5





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





 CAT Administrators should check HRS Job Data to confirm that those Employee
 Records identified in Step 4 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 transfer, 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





 Institutional
 Central CAT
 Admin or
 Institutional
 Divisional CAT
 Admin
 Add Employee
 Record to the CAT
 Using New Position
 Number


 Using the Add a Value page in the CAT, re-add the Employee Record to the CAT by entering the
 Fiscal Year, Employee ID Number and Employee Record Number.




HR - CAT - Compensation Admin Tool and Additional Adjustments Pages





 8


 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


 9

 High-Level
 Business Process
 Check for Transfers

 After loading or entering a population of employee records in the CAT, Admins should
 again check for Position Number changes (transfers).
HR - HRS to CAT Compare Report

 10





 Institutional
 Central CAT
 Admin or
 Institutional
 Divisional CAT
 Admin
 Run the HRS to CAT
 Compare Report to
 Confirm Position
 Number Change


 Run the HRS to CAT Compare Report and sort for employee records that have had Position
 Number changes by filtering the column header row, selecting either the HRS Position Number
 or the CAT Position Number columns, and unchecking the box next to "blanks."



HR - HRS to CAT Compare Report





 11





 Institutional
 Central CAT
 Admin or
 Institutional
 Divisional CAT
 Admin
 Transfer Identified?





 If No, proceed to step #17
 If Yes, proceed to step #12




HR - HRS to CAT Compare Report





 12





 Institutional
 Central CAT
 Admin or
 Institutional
 Divisional CAT
 Admin
 Delete Employee
 Record with Old
 Position Number
 from CAT


 If it has been confirmed that an employee has had a Position Number change, the old division
 will delete the employee's entire CAT record.




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





 13





 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 salary line
 that was removed from the CAT.




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





 14





 Institutional
 Central CAT
 Admin or
 Institutional
 Divisional CAT
 Admin
 Communicate
 between Divisions
 if needed



 It is important for the old division to communicate to the new division once they have removed
 the CAT record with the old Position Number.




 N/A





 15





 Institutional
 Central CAT
 Admin or
 Institutional
 Divisional CAT
 Admin
 New Division adds
 employee to CAT
 with New Position
 Number


 The Admin from the division associated with the new Position Number will use the Add a Value
 tab on the CAT and add a new Employee Record to the CAT by entering the Fiscal Year,
 Employee ID Number and Employee Record Number.



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





 16





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



 Delete any Vacant Position in the AAP held for this position once the new salary line has been
 added to the CAT.




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





 17



 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 needed.

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



 18


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


 19





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




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




HR - CAT - Summary Reporting Page





 20

 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.
(UWSC Only)
 21


 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   Budgetto Allocated Comparison Report.
HR - CAT - BSUM [3270]

HR - CAT Position Report
 22

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

Document 56584 is unavailable at this time.
(UWSC Only)

6.  ASSUMPTIONS

  • All transfers will first be made in HRS Job Data following standard business processes.  Transfers will then subsequently have their employee records deleted from the CAT by their old division and re-added to the CAT by their new division to reflect the changes made in HRS.  No transfers should be made in the CAT until they are made and confirmed in HRS.
  • It is best practice to re-use existing Employee Records when transferring an employee instead of creating a new Employee Record.

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:




Keywords:Budget, budgeting, Initialization Report, IR, Institutional Planning Spreadsheet, IPS, Additional Adjustment Pages, AAP, Commitment Accounting, CA, Departmental Planning Spreadsheet, DPS, Continuing Staff Base, CSB, Extraordinary Salary Range, ESR, Expected Job End Date, EJED,   Doc ID:62726
Owner:Chris L.Group:Human Resource System (HRS)
Created:2016-04-14 13:40 CSTUpdated:2017-10-10 09:17 CST
Sites:Human Resource System (HRS)
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