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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.
You may click on the links below to navigate directly to a section:

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

Business Process Map

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.

Primary Business Processes
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:
  • Admin (HR CAT Admin User Update)
  • Update (HR CAT Func User Update)
  • Read Only (HR CAT Func User Read Only)
  • EPM (EPM HR CAT Query Non Sensitive)
  • IR EPM (IR EPM HR CAT Query Non Sensitive)
This will ensure that the PeopleSoft CAT roles are not assigned to any user that may no longer be an actor in this business process.
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:
  • Fiscal Year Update/View Status (Change to Open - All Users at this Stage
  • Rate Calculation type (Cumulative or Off of Original Base)
  • Available action reason codes
  • Calculation method by action reason code
  • Continuing Staff Base calculation method
  • Edits (SFS or Budget) to use on funding rows with OK to Load checked
 
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.
  • Navigate to UW CAT Annual Set Up
  • Search for upcoming Fiscal Year and Business Unit
  • Set "Fiscal Year Update/View Status" to "Open-All Users."
  • Set Rate Calculation Type based on institutional process.
  • Set SFS Ledger for Budget Edits (this is the set of edits the funding section should check against if OK to Load is unchecked
  • Set Base Merit Increase Percent:  in the event of a pay plan, this is the merit % you are trying to hit.
  • Set CAT Calculation Method by Action Reason:  In the event that a comprate change is pushed from the CAT to HRS, determines whether the % should remain fixed and the $ recalculated, or the $ should remain fixed and the % recalculated.  If no preference is selected for a particular action reason, the default is % drives $.








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.

Running the Initialization Report for CAT 


Institutional Planning Spreadsheet in 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.
  • Select the effective date for which you'd like to pull data from HRS.
    • While the IR can be run for all employee classes, for one effective date, the best practice is to run three separate IRs for Hourly Employee Empl Classes, Annual Employee Empl Classes, and Academic Employee Empl Classes, as their effective dates will be different.
  • Select the Business Unit for your institution.
  • Select the Division and Department you are running it for (if you are not running one for the whole institution.)
    • It is up to each institution to decide how they would like to break up their budgeted population into different IR runs, or different instances of the IPS.

Run the IR based on load criteria decided.  Two Excel output files will be created.

  • Fewer than 6 splits: One output file will be generated that lists all employees that meet the Run Control criteria and have five or fewer funding splits.
  • Equal to or more than 6 splits: The second output file generated lists all employees that meet the Run Control criteria and have 6 or more funding splits.
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).
  • Select Columns 1-33 from the IR, starting in row 13, and paste into columns 1-33 on the IPS (the demographic data section)
  • Then, select columns 77-116 from the IR, starting in row 13, and paste into columns 77-116 on the IPS (the funding data section.)
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.
  • If yes, proceed to step 9
  • If no, proceed to step 18
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.
  • Off of Original Base: merit should be the first compensation increase action reason entered.
  • Cumulative: merit should be the last compensation increase action reason entered.
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:
  • Review Comments
  • Review cells that have turned red
  • Review final Updated Compensation Rates that may look off or that have typos
  • Ensure Total Distribution Percentage for each employee equals 100%
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.
  • To add or delete a row use the (+) or (-) button next to compensation and funding rows.
  • Editable fields in the compensation change section include Action Reason, Change Amount and Change Percent.
  • Editable fields in the funding section include GL Business Unit, Fund, Department, Program, Project, Distribution %, Budgeted FTE and Budgeted Amount.
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:
  • IPS Upload Output - UW CAT Admin will review IPS load output report.  Load Status with warnings or errors can be sent to divisions for correction in CAT along with description of error message to determine action needed based on load status.  If load status is successful, the row loaded to CAT and no action is needed.  If load status is warning, the row loaded to CAT but review of description and comments is needed to determine if action is needed.  If load status is error, the row did not load, and review of description and message is needed to determine action needed to correct error.
  • HRS to CAT Compare Report - catches transfers and terminations that have occurred in HRS since the IR data was pulled.  Transfer and termination changes will need to be resolved directly in the CAT.
  • Missing from CAT Report - displays employees that exist in HRS, but are not included in the CAT.  It catches new hires and those excluded from the IR/IPS.  If a new hire is identified, enter on New Hire in CAT.
  • Over Min/Under Max Report - displays under min/over max errors.  If correction is needed, change the employee compensation information in the CAT.  If an employee is within the range of an approved ESR, make note in your records.  If the division would like to seek a new ESR or higher range for a current ESR, divisional HR should contact central HR.
  • Record Errors Report - review these errors and correct them in the CAT.
    • Job Level Errors - employee has a Planned FTE of zero, etc.
    • Funding Section Errors - mathematical errors related to the funding section in the CAT
    • Funding Edit Errors - employee did not pass SFS (or Budget) edits
    • Compensation Errors - employee has two rate increases with the same action.

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:
  • IPS Upload Output - UW CAT Admin will review IPS load output report.  Load Status with warnings or errors can be sent to divisions for correction in the CAT along with description of error messages to determine action needed based on load status.  If load status is successful, the row loaded to CAT and no action is needed.  If load status is warning, the row loaded to CAT but review of description and comments is needed to determine if action is needed.  If load status is error, the row did not load, and review of description and comments is needed to determine action needed to correct error.
  • HRS to CAT Compare Report - catches transfers and terminations that have occurred in HRS since the IR data was pulled.  Transfer and termination changes will need to be resolved directly in the CAT.
  • Missing From CAT Report - displays employees that exist in HRS, but are not included in the CAT.  It catches new hires and those excluded from IR/IPS.  If a new hire is identified, enter on New Hire in CAT.
  • Over Min/Under Max Report - displays under min/over max errors.  If correction is needed, change the employee compensation information in the CAT.  If an employee is within the range of an approved ESR, make note in your records.  If the division would like to seek a new ESR or higher range for a current ESR, divisional HR should contact Central HR. 
  • Record Errors Report - review these errors and correct them in the CAT.
    • Job Level Errors - employee has a Planned FTE of zero, etc.
    • Funding Section Errors - mathematical errors related to the funding section in the CAT
    • Funding Edit Errors - employee did not pass SFS (or Budget) edits
    • Compensation Errors - employee has two rate increases with the same action.
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
 
Running the BSUM [3270] 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]

(authorized users only)

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 Security Roles
  CAT Role  Role Name  Approvers  Functions
 Admin



HR CAT Admin User Update


 UWSA 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

9. Document Change Control

Document Changes
 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:

Related Links:



KeywordsCAT CAT-SYSBPAdjustments Commit Commitment Accounting Continuing Staff Base EJED Expected Job End Date HRS Human Resources System HR Initialization Report Institutional Planning Spreadsheet AAP CA CSB IPS HR, Human Resources HR, Human Resources   Doc ID60320
OwnerJessica R.GroupUW–Shared Services
Created2016-01-31 18:18:31Updated2023-07-12 16:00:38
SitesUW–Shared Services
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