Topics Map > Human Resource System (HRS) > HRS Human Resources Administration
Running the IPS Upload to Additional Adjustments Pages (AAP) for CAT
Overview
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.
Acronyms:
IPS - Institutional Planning Spreadsheet
CAT - Compensation Administration Tool
AAP - Additional Adjustment Page
Instructions
The Additional Adjustments tab can be loaded to the AAP after all mass changes have been made in the IPS.
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Save the "IPS → AAP" tab of the IPS as a .CSV file.
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Open the "IPS → CAT" tab
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Scroll to the bottom of this tab and delete any rows that appear as so:
- 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.
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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.
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See the output file "Name.CSV" under the file menu.
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The following box will appear in Excel. Select Okay.
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The "Name.CSV" file will appear on your screen. You may close it out.
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Navigate to the CAT
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Workforce Administration > UW External HR Systems > Compensation Admin Tool > Upload to CAT and AAP Process (shown in images below).
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Create a new Run Control ID or use an existing saved Run Control.
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The Run Control ID is a unique identifier that saves the criteria for running a process or report.
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While there is no set format for naming a Run Control ID, a potential suggested format is initials_next available number (eg "ABC01")
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The following screen will appear:
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Under "Process Options," choose between "Report" and "Process and Report."
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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.
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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.
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The Fiscal Year should be automatically populated.
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Select the appropriate "Inbound File Upload Criteria"
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For File Type, select "Additional Adjustment"
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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.
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For file description, there is no set format. A potential suggested format is "AAPCAT_IPS_YYYYMMDD" (e.g. "CAT_IPS_20160101")
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Click the "Upload File" link next to the Attached File to browse for, select and upload the CSV file from Step 1.
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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.
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Upload the AAP to the CAT.
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Press "Run" at the top right of the window.
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Press "OK" at the bottom of the new window.
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You will have returned to your previous window. Note your Process Instance number. Press "Process Monitor" at the top right of the window.
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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.
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Once the Run Status is "Success," and Distribution Status is "Posted," download the output.
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Click "Details"
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Click the "View Log/Trace" hyperlink at the bottom right of the window.
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Under the File List, click the file with the .xls extension to download the output.
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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.
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Review the output file.
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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.
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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.
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Correct the AAP based on the errors in the output. Once all errors have been corrected, the upload can be run in Process mode.
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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:
- Running the Audit Log Report in CAT
- Running the BSUM [3270] in CAT
- Compensation Administration Tool (CAT) 1.0 End to End Business Process
- Compensation Administration Tool 1.1 New Hires Business Process in CAT
- Compensation Administrative Tool 1.2 Terminations Business Process in CAT
- Compensation Administration Tool 1.3 Transfer Business Process in CAT
- Compensation Administrative Tool and Additional Adjustments Pages in CAT
- Running the HRS Change Report in CAT
- Running the Initialization Report for CAT
- Institutional Planning Spreadsheet in CAT
- Running the Institutional Planning Spreadsheet to CAT [Edit and Overwrite]
- Running the IPS Upload to CAT (Append) and Additional Adjustments Page
- Running the Missing From CAT Report
- Running the Position Report in CAT
- Running the Record Errors Report in CAT
- Security Roles Overview for CAT
- Viewing the Summary Reporting Page in CAT
- Running the Under Min / Over Max Report in CAT
- Running the HRS to CAT Compare Report in CAT
- HR Report List for HRS
- Finance Report List in HRS