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Compensation Administration Tool 1.3 Transfer Business Process in CAT

Overview

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.

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1. Key Terminology and Acronyms

Initialization Report (IR)
Institutional Planning Spreadsheet (IPS)
Compensation Administration Tool (CAT)
Additional Adjustments Page (AAP)
Human Resources System (HRS)

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 PeopleSoft HRS CAT bolt-on. For more details on the overall End-to-End Business Process, please refer to: Compensation Administration Tool (CAT) 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 transferred 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 flow diagram.

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 Compensation Administration Tool (CAT) 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 Tool 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 Compensation Administration Tool (CAT) 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	Running the Initialization Report for CAT Institutional Planning Spreadsheet in CAT
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 Compensation Administration Tool (CAT) 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.	Running the Initialization Report for CAT Institutional Planning Spreadsheet in CAT
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)	Running the HRS to CAT Compare Report in CAT
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.	Institutional Planning Spreadsheet in CAT
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.	Compensation Administrative Tool and Additional Adjustments Pages in CAT
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.	Running the 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).	Running the HRS to CAT Compare Report in CAT
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."	Running the HRS to CAT Compare Report in CAT
11	Institutional Central CAT Admin or Institutional Divisional CAT Admin	Transfer Identified?	If No, proceed to step #17 If Yes, proceed to step #12	Running the HRS to CAT Compare Report in CAT
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.	Running the 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.	Running the 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.	Running the 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.	Running the 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 Compensation Administration Tool (CAT) 1.0 End to End Business Process for specific details of step. Continue to review CAT population and make changes as needed.	Running the 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 Compensation Administration Tool (CAT) 1.0 End to End Business Process for specific details of step. Continue to review CAT population and make changes as needed.	Running the 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.	Viewing the Summary Reporting Page in CAT
20	Central CAT Admin	Turn Off Automatic HRS Job Data Feed	Turn off automatic feed between HRS and the CAT by Institution or Division	[Link for document 56584 is unavailable at this time] (UW-Shared Services 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 Budget to Allocated Comparison Report.	Running the BSUM [3270] in CAT Running the Position Report in CAT
22	Central CAT Admin	Lock Out All Institutional Users	Switch all users/divisions to Read Only access.	[Link for document 56584 is unavailable at this time] (UW-Shared Services 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	Approvers	Functions
Admin	HR CAT Admin User Update	UW Shared Services /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

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