Topics Map > Human Resource System (HRS) > HRS Human Resources Administration
Compensation Administration Tool (CAT) 1.0 End to End Business Process
Overview
This business process workbook will provide step-by-step instructions for the annual process for administering compensation and funding changes for FA/AS/LI, employees-in-training, and university staff using the Compensation Administration Tool.1. Objective
The objective of this business process workbook is to provide a step-by-step description of the annual process for administering compensation and funding changes for FA/AS/LI, employees-in-training, and university staff using the Compensation Administration Tool. This document also includes process steps and information on entering vacant positions and other budget adjustments (formerly group, vacant, lump sum and deduct) entries to balance to allocated targets during the budget development cycle. The business process and corresponding PeopleSoft CAT pages and reports outlined in this document are applicable to all UW institutions. The end-to-end business process for administering compensation and funding is a collaborative effort coordinated between institutional HR and Budget officers. A printable version of this document can be obtained here: CATSystem1.0End_to_EndBusinessProcessWorkbook_System_v10.docx.
2. Process Overview
- Number: CAT-SYSBP 1.0
- Name: Main Compensation Administration Business Process
- KB Link: n/a
- Related JIRA: HRS-41134
- Key Terminology and Acronyms:
- Additional Adjustments Page (AAP)
- Commitment Accounting (CA)
- Compensation Administration Tool (CAT)
- Continuing Staff Base (CSB)
- Expected Job End Date (EJED)
- Human Resource System (HRS)
- Human Resources (HR)
- Initialization Report (IR)
- Institutional Planning Spreadsheet (IPS)
3. Description
The Main Compensation Administration Business Process covers activities performed by the HR and Budget officers at each institution during the annual budgeting cycle, where compensation and funding changes are proposed for the next fiscal year. The CAT – SYSBP 1.0 Business Process covers the overall process flow for execution of a pay plan and/or annual compensation planning and individual funding exercise using the new PeopleSoft HRS CAT bolt-on.4. Scope
The scope of the CAT – SYSBP 1.0 End-to-End Compensation Administration Budget Business Process covers the transactional activities that occur after each institution has made the organizational merit targets from a pay plan, budget allocations, and/or individual employee merit eligibility determinations.Activities included in the scope of this business process are as follows:
- Running the Initialization Report (IR) from HRS (for all eligible employee categories) to initialize the eligible (budgeted) population
- Copying the data from the Initialization Report and pasting it into the Institutional Planning Spreadsheet (IPS)
- Enter compensation and funding changes en masse using the IPS
- Uploading the IPS to the CAT and AAP
- Entering additional merit and non-merit compensation changes directly in the CAT
- Entering additional funding changes directly in the CAT
- Capturing proposed FTE and title changes for budgeting purposes
- Generating validation reports to ensure data accuracy (e.g. funding edits)
- Loading valid data to HRS
- Loading valid summary level data to the legacy Budget System for reconciliation
- Allocating funding and FTE targets to organizational units
- Making employee-specific merit determination/decisions
- Performing non-salary allocations and budgeting activities
- Managing inter- and intra-divisional/departmental communication during the budget cycle
5. Business Process Map
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 Main Compensation Administration business process covers activities that occur for the most basic or “straightforward” scenario in the compensation administration lifecycle. Exceptional scenarios like New Hires, Terminations, and Transfers that occur during the compensation administration cycle are covered in separate Business Process workbooks.
The Process Narrative that accompanies the flow diagram below is located in the section following the business process flow.
6. Process Narrative
The process narrative detailed steps below are based on the step-by-step actions in section 4 - Business Process Map for the 1.0 End-to-End Compensation Administration Budget Business Process.Step # |
Owner
|
Step
|
Step Description/Details
|
KB
|
---|---|---|---|---|
1 |
UW System
CAT Admin |
Review CAT Users and Ensure Security Roles are Accurate and Up to Date |
UW System should perform an annual review of all CAT users assigned to all CAT security roles. This can be completed by running a query for all users of the five CAT security roles:
|
Security Roles Overview for CAT |
2 |
UW System CAT Admin |
Set Up Current Fiscal Year Configuration (Turn on View Access for All Users) |
Navigate to CAT Set Up > Annual Set Up and create a new fiscal year for each Business Unit | |
3a |
Institutional Central CAT Admin |
Provide Institutional Configuration Information for Upcoming Fiscal Year |
Institutional central CAT administration will provide UW System CAT administration with institutional configuration information for the upcoming Fiscal Year, including:
|
|
3b |
Leadership | Review and Update Standard Budget Edits, as applicable |
Leaders from each Business Unit will review and confirm Standard Budget Edits before sending to UW System CAT Administration. Leaders will update Standard Budget Edits if they notice discrepancies between what is given to them and what should be. | N/A |
3c |
UW System CAT Admin |
Set Up Institutional Configuration for Current Fiscal Year |
Set up annual configuration in the CAT.
|
|
4 | Institutional Central CAT Admin |
Determine Total Budget and Total Allocated for Merit |
Receive memo that Allocations have been posted to the allocation website: https://www.wisconsin.edu/budget-planning/annual-operating-budget/ |
N/A |
5 |
Institutional Central CAT Admin |
Determine Load Criteria (Budgeted Population) |
Each Institution must determine centrally which employee classes will be run as a part of the IR and ultimately loaded/added to the CAT. | |
6 |
Institutional Central CAT Admin |
Run Initialization Report (IR) Based on Load Criteria |
Using the Initialization Report run control, create a new Run Control ID or re-use an existing one if you have parameters saved.
Run the IR based on load criteria decided. Two Excel output files will be created.
|
Running the Initialization Report for CAT |
7 |
Institutional Central CAT Admin |
Copy Data from the IR and Paste into the Institutional Planning Spreadsheet (IPS) |
Copy data from the IR output files and paste it into the Institutional Planning Spreadsheet (IPS).
|
Institutional Planning Spreadsheet in CAT |
8 |
Institutional Central CAT Admin |
Will the IPS be Used as an Analytical Tool to Change Compensation or Funding Data? |
Decision point: It is up to each institution to decide if they will load some or all employee records into the CAT using the IPS or if they will manually add records to the CAT.
|
Institutional Planning Spreadsheet in CAT |
9 |
Institutional Central CAT Admin |
Distributes IPS to Divisional Users |
If using the IPS in a decentralized manner, distribute to other users of the IPS. This can be via email or a shared file storage site. Ensure that you are using the correct IPS version for your institution (Base: Merit first, all increases calculate off base comprate, or Cumulative: Merit last, all increases are cumulative. |
Institutional Planning Spreadsheet in CAT |
10 |
HR (Central and Divisional) |
Analyze and Interpret Institutional Pay Plan Guidelines |
Review and interpret institutional pay plan guidelines before making merit decisions for all groups of employees. | N/A |
11a |
Divisional HR |
Provide Input on Merit Adjustments for Eligible Staff (University Staff & FA/AS/LI) |
Throughout the process, HR representatives should provide input on merit and other performance-based compensation decisions. They may or may not be the same actors who execute the adding of empl records or editing of empl records to the CAT. |
N/A |
11b |
Departmental Admin |
Coordinate with Other Departments on Shared Employees' Merit and Funding Information |
If an employee record is shared across multiple versions of the IPS (at a decentralized institution for example), communication is necessary to ensure the funding and compensation information is the same on both instances of the IPS. | Institutional Planning Spreadsheet in CAT |
11c |
Leadership | Provide Input on Merit Adjustments for Eligible Staff (University Staff & FA/AS/LI) |
Throughout the process, different leadership roles (examples: Chancellors, Deans, HR Directors) may communicate merit targets and adjustments for eligible staff (University Staff and FA/AS/LI) to Divisional CAT Administrators. | N/A |
12 |
Divisional CAT Admin |
Update IPS by Entering Merit and Other Compensation Increases |
Enter merit and other compensation increase action reasons into the Rate section of the IPS. Users should consider if their institution has a specific order in which they should enter compensation increases based on Rate Calculation Type.
Note that there are different versions of the IPS to accommodate Base or Cumulative compensation increases.
|
Institutional Planning Spreadsheet in CAT |
13 |
Divisional CAT Admin |
Update IPS by Entering Funding Changes | Edit the funding section information to reflect any changes to an employee record's funding. | Institutional Planning Spreadsheet in CAT |
14 |
Divisional CAT Admin |
Update Additional Adjustments Tab by Entering Vacant Positions and Other Budget Adjustments |
If using the IPS to load Vacant or other Budget Adjustments (formerly Group, Lump, Negative positions) to the Additional Adjustments Page, enter them using the AAP tab. If an institution wishes to pull the Vacant/Budget Adjustments from a previous year, they can build a query to gather prior data from EPM. This can then be added to the AAP tab. |
Institutional Planning Spreadsheet in CAT |
15 |
Divisional CAT Admin |
Coordinate with Other Divisions on Shared Employee Record's Compensation and Funding Information |
If an employee record is shared across multiple versions of the IPS (at a decentralized institution for example), communication is necessary to ensure the funding and compensation information is the same on both instances of the IPS. | Institutional Planning Spreadsheet in CAT |
16 | Divisional CAT Admin |
Review Completed IPS for Errors |
Throughout the process and once the IPS is complete, review for errors. Potential errors to look for:
|
Institutional Planning Spreadsheet in CAT |
17 |
Divisional CAT Admin |
Update IPS(S) to CAT For all Divisions |
Save the IPS → CAT output and the IPS → AAP output as separate .CSV files, then follow the IPS Upload to CAT/AAP processes to upload. To run the IPS to CAT upload process in Edit or Replace Mode, please refer to that section of the KB and proceed to step 22. |
Running the IPS Upload to CAT (Append) and Additional Adjustments Page Running the IPS Upload to Additional Adjustments Pages (AAP) for CAT Running the Institutional Planning Spreadsheet to CAT [Edit and Overwrite] |
18 |
Divisional CAT Admin |
Add Vacant Positions and Other Budget Adjustments Using EPM Query |
To pull the Vacant/Budget Adjustments from a previous year, querying can be used to gather prior data from EPM. This can then be added to the AAP tab. | Interactive Reporting and EPM |
19 |
Divisional CAT Admin |
Coordinate with Other Divisions on Shared Employee Records' Merit and Funding Information |
If an employee record is shared across multiple divisions (at a decentralized institution for example), communication is necessary to ensure the funding and compensation information is correct. | Compensation Administrative Tool and Additional Adjustments Pages in CAT |
20 |
Divisional CAT Admin |
Enter Compensation Increases and Funding Changes in the CAT |
Navigate to the CAT page online and search for specific employee records that may require compensation increases and/or funding changes, To enter compensation and funding changes add/delete rows or edit them.
|
Compensation Administrative Tool and Additional Adjustments Pages in CAT |
21 |
Divisional CAT Admin |
Enter Vacant Positions and Other Budget Adjustments in the AAP |
Navigate to the Additional Adjustments Page. Search for a specific funding department in order to add Vacant Positions or other Budget Adjustments to that funding department. | Compensation Administrative Tool and Additional Adjustments Pages in CAT |
22 |
Divisional CAT Admin |
Monitor, Edit, and Clean Up CAT Data |
Review the IPS Upload to CAT output file to ensure all rows from IPS and AAP loaded to CAT and to check for errors. Run various error reports and fix errors:
Monitor division/departmental targets and allocations. Confirm adherence to pay plan guidelines, and review merit allocations. |
Running the IPS Upload to CAT (Append) and Additional Adjustments Page Running the IPS Upload to Additional Adjustments Pages (AAP) for CAT Running the Institutional Planning Spreadsheet to CAT [Edit and Overwrite] Running the HRS to CAT Compare Report in CAT Running the Missing From CAT Report Running the Under Min / Over Max Report in CAT Running the Record Errors Report in CAT |
23 |
Institutional Central CAT Admin |
Request HRS Job Data Feed to be Turned Off |
Institutional CAT Administration will request, upon a date of their choosing, that the automatic feed from HRS that passes Fiscal Year, Name, Empl ID, Business Unit, HRS Home Dept, Job Code, Annual - Min/Max, Empl Class, Pay Basis, EJED, Other Active Jobs?, and Comprate to the CAT should be turned off so the institution can reconcile their budget. | N/A |
24 |
UW System Central CAT Admin |
Turn Off Automatic HRS Job Data Feed |
UW System CAT Administration will turn off the automatic feed from HRS that passes Fiscal Year, Name, Empl ID, Business Unit, HRS Home Dept, Job Code, Annual - Min/Max, Empl Class, Pay Basis, EJED, Other Active Jobs?, and Comprate to the CAT for each institution. Each institution will request that this be done so that they can reconcile their budget (either at the divisional or the central level). | |
25 |
Divisional CAT Admin |
Complete Balancing Exercise in the CAT and AAP |
If divisional balancing is needed, review summary data (in BSUM and the CAT Summary Page) and make final adjustments to compensation, funding and additional adjustments. | Viewing the Summary Reporting Page in CAT Running the BSUM [3270] in CAT |
26 |
Divisional CAT Admin |
Notify Institutional Central CAT Admin that Balancing is Complete |
Once divisional balancing is complete, the central CAT adminsitrator(s) should be notified. | N/A |
27 |
Institutional Central CAT Admin |
Review Merit Allocation |
Using the CAT Summary Page, review how many dollars have been allocated for merit and compare to how many dollars should be allocated for merit (pay plan % X Continuing Staff Base). | Viewing the Summary Reporting Page in CAT |
28 |
Institutional Central CAT Admin |
Monitor, Edit, and Clean Up CAT Data |
Run various error reports and fix errors:
|
Running the IPS Upload to CAT (Append) and Additional Adjustments Page Running the IPS Upload to Additional Adjustments Pages (AAP) for CAT Running the Institutional Planning Spreadsheet to CAT [Edit and Overwrite] Running the HRS to CAT Compare Report in CAT Running the Missing From CAT Report Running the Under Min / Over Max Report in CAT Running the Record Errors Report in CAT |
29 |
Institutional Central CAT Admin |
Complete Balancing Exercise in the CAT and AAP |
At the institutional level, review summary data (in BSUM and the CAT Summary Table) and make final adjustments to compensation, funding and additional adjustments. |
Viewing the Summary Reporting Page in CAT |
30 |
Institutional Central CAT Admin |
Notify UW System CAT Admin that Balancing is Complete |
Once institutional balancing is complete, notify the UW System CAT Administrator(s). | N/A |
31 |
UW System CAT Admin |
Perform Final Confirmation and Reconciliation |
At the system level, review institutional summary data (in BSUM and the CAT Summary Table) and make final adjustments to compensation, funding, and additional adjustments to perform budget checkout. |
Viewing the Summary Reporting Page in CAT Running the BSUM [3270] in CAT |
32 |
UW System CAT Admin |
Lock Out Users/Institutions |
Visit the CAT configuration page to lock out different users or institutions. Change the Fiscal Year Update/View Status to Open - UWSA Users Only. |
[Link for document 56584 is unavailable at this time] (authorized users only) |
33 |
UW System CAT Admin |
Run the CAT to Commitment Accounting Load |
Run the CAT to Commitment Accounting Load process in Report Mode to set the funding edit status. Review the output reports to ensure there are no major errors. Process in Process Mode to execute the load to CA. Review the output reports for rows that did not load. Add to HRS those rows which did not load, or distribute to the institutions to fix. |
[Link for document 59664 is unavailable at this time] |
34 |
UW System CAT Admin |
Run the CAT to Mass Update Load |
Run the CAT to Mass Update Process. |
[Link for document 80775 is unavailable at this time] (authorized users only) |
35 |
UW System CAT Admin |
Turn Off FY View | Once the budget cycle is complete, visit the CAT configuration page to turn the Fiscal Year Update/View Status to Closed-All Users. |
[Link for document 56584 is unavailable at this time] (authorized users only) |
7. Assumptions
- Appointment-Level funding in Commitment Accounting (CA) must be entered in HRS for the employee record in order for it to be pulled into the CAT. (Not having Appointment-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 record 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.
- Institutional leadership will determine specific individuals that will serve in the roles identified in the business process.
- Electronic transmission of the IPS will be determined by the Business Unit CAT Admin and institutional leaders.
- Communication of merit and non-merit compensation changes will need to occur using existing communication methods and channels.
- Coordination between divisions or departments that share employee records through split-funding will occur using existing communication methods and channels.
8. Roles
The following are CAT security roles assigned to each individual user.
CAT Role | Role Name | Approvers | Functions |
---|---|---|---|
Admin |
HR CAT Admin User Update |
UWSA Service Center / Budget Office |
|
Update |
HR CAT Func User Update |
Institutional HRS Approvers |
|
Read Only |
HR CAT Func User Read Only |
Institutional HRS Approvers |
|
EPM |
EPM HR CAT Query Non-Sensitive |
Institutional HRS Approvers |
|
IR EPM (Hyperion or Studio) |
IR EPM HR CAT Query Non-Sensitive (Most Commonly Used) |
Institutional HRS Approvers |
|
9. Document Change Control
Version | Author | Date | Comments |
---|---|---|---|
1.0 | Grayson Schrantz | 6/22/2015 | Original version |
2.0 | Mallory Wheaton | 6/23/2015 | Initial revision, added step descriptions |
3.0 | Grayson Schrantz | 6/24/2015 | Incorporated feedback |
4.0 | Catherine Ayres | 6/25/2015 | Revision for style, formatting |
5.0 - 7.0 | Grayson Schrantz and Catherine Ayres | 8/3/2015 | Revisions based on Campus Visits |
8.0 - 9.0 | Mallory Wheaton | 8/13/2015 | Revision after Campus Visits |
10.0 | Maura Kelly | 1/20/2016 | Final revision after go-live and training |
Additional Resources
Related KBs:
- Running the Audit Log Report in CAT
- Running the BSUM [3270] in CAT
- 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 Additional Adjustments Pages (AAP) for CAT
- 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