Topics Map > Human Resource System (HRS) > HRS Human Resources Administration
Running the HRS Change Report in CAT
Overview
The HRS Change Report identifies Employee Records that have undergone a Business Unit, HR Department, Position Number, Job Code, Pay Basis, FTE, Payroll Status, or Comprate change in HRS.Purpose
This report will pull using similar logic that populates the Recent and Future HR / Compensation Transactions section in the CAT. This report will serve as an update notification of all these changes. Users will need to review the records on the report and determine if the compensation changes entered into the CAT are still accurate, if a new record needs to be created, or if a CAT record needs to be deleted. The HRS Change Report is only of use when the Automatic HRS Update Feed is ON.
Instructions
1. Navigate to Workforce Administration > UW External HR Systems > Compensation Admin Tool > CAT Reports > HRS Change Report
2. Click Search under the Find an Existing Value to select a previously created Run Control ID, or create a new Run Control ID by selecting Add a New Value. To create a new Run Control ID, enter a unique identifier (eg initials_date_etc) into the Run Control ID box and select Add.
- NOTE: The Run Control ID sets the parameters for running the report. Users can create one ID and use it to run multiple reports/processes, or create a new ID for each report/process.
3. Enter parameters to define the criteria for the HRS Change Report.
a. Select the upcoming Fiscal Year used for CAT budget planning purposes. This field will default to the latest Fiscal Year setup in the CAT.
b. Select a range of Effective Dates within the chosen Fiscal Year.
- Select a From Date
- Select a To Date
c. Select a Business Unit
d. If desired, select a Division
e. If desired, select a Department
- If available, the Department field will become editable when the user selects a Division from the search tool or enters one manually and presses the tab key to button out of the field.
f. Click Select Values in the Employee Class box if you wish to exclude certain Employee Classes from the report. The default is for all Employee Classes to be included.
g. Click Save in the bottom left to save the parameters for the report.
h. Click Run in the top right to run the report.
4. User will be automatically directed to the Process Scheduler Request page. From this page, select OK.
5. Note the Process Instance number under the Process Monitor hyperlink. HRS assigns a unique number to each process or report run in the system.
6. Click the Process Monitor hyperlink at the top right of the window.
7. Search for your Process Instance Number under the Process List, which will indicate the status of the report generation. When the report is complete, the Run Status should be equal to "Success" and the Distribution Status should be equal to "Posted."
a. If Run Status is "Queued," it indicates that the report generation is waiting to start.
b. If Run Status is "Blocked," it indicates that another report or process is currently being run. Do not resubmit your report. It will be queued up when the other process or report has completed.
c. If Run Status is "Processing," it indicates that the report is being generated.
8. Once the Run Status is equal to "Success" and the Distribution Status is equal to "Posted," download the output.
a. Click Details
b. Click the View Log/Trace hyperlink at the bottom right of the window.
c. Under the File List, click the file with the .xls extension to download the output. NOTE: you may have two .xls outputs if you have any additional splits.
d. When opening the file in Excel, 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.
e. Note that different internet browsers my have different opening processes.
9. Review the report.
a. The Excel output file will look like the screenshot shown below.
b. The report displays one row per Empl_ID / Empl_Rcd combination.
- For a new hire, only the updated fields will be populated.
- For a termination, only the original fields will be populated.
- For a transfer, both original and updated fields will be populated.
- For a field that has not undergone a change in HRS - both the original and updated fields will be blank.
- If more than one 'action/action reason' has been entered in HRS in the defined time period, the most recent change to an Empl_ID / Empl_Rcd will appear.
c. Descriptions of the different header fields are displayed in Table 1 below.
d. Action items that may be taken based on the report output are listed in Table 2 below.
Tables
Table 1: Output Header Fields
| REPORT PARAMETERS |
| Field Name | Description |
| Run Control ID | The Run Control identification entered when the report was created |
| Run Date | The date the report was created |
| Fiscal Year | The Fiscal Year of the data pulled for the report |
| From Date | The starting Effective Date of the CAT you wish to compare against HRS |
| To Date | The ending Effective Date of the CAT you wish to compare against HRS |
| Business Unit | The institution code selected in the Run Control |
| Process Instance | The unique number assigned by PeopleSoft for your report |
| Run By | The unique ID of the user who ran the report |
| Division | The Division (if any) selected in the Run Control |
| Department | The Department (if any) selected in the Run Control |
| Employee Class | The Employee Class(es) selected in the Run Control |
| REPORT COLUMNS |
| Column | Description |
| NAME | First and Last name from HRS for Employee Records that had a change in HRS. This value should always display on the report. |
| EMPLOYEE ID | Unique Employee ID number for Employee Records that have had a change in HRS. This value should always display on the report. |
| EMPLOYEE RECORD NUMBER | Employee Record number for the Employee that has had a change in HRS. This value should always display on the report. |
| EMPLOYEE CLASS | Employee Classification for Employee Records that have had a change in HRS. This value should always display on the report. |
| CONTINUITY CODE | The Continuity Code (duration of position/job) for the Employee Record that has had a change in HRS. This value should always display on the report. |
| EXPECTED END DATE | Expected Job End Date from Job Data for the Employee Record that has had a change in HRS. This value should always display on the report. |
| BASE CAT COMPRATE | The Comprate of the Employee Record from the CAT. |
| ORIGINAL BUSINESS UNIT | The Institution code before the change for the Employee Record that has had a change in HRS. |
| UPDATED BUSINESS UNIT | The new Institution code after the change for the Employee Record that has had a change in HRS. |
| ORIGINAL HOME DEPARTMENT | The Home Department before the change for the Employee Record that has had a change in HRS. |
| UPDATED HOME DEPARTMENT | The Home Department after the change for the Employee Record that has had a change in HRS. |
| ORIGINAL HRS POSITION NUMBER | The Position Number before the change for Employee Records that have had a change in HRS. |
| UPDATED HRS POSITION NUMBER | The Position Number after the change for Employee Records that have had a change in HRS. |
| ORIGINAL HRS JOB CODE | The Job Code before the change for Employee Records that have had a change in HRS. |
| UPDATED HRS JOB CODE | The Job Code after the change for Employee Records that have had a change in HRS. |
| ORIGINAL PAY BASIS | The Pay Basis before the change for Employee Records that have had a change in HRS. |
| UPDATED PAY BASIS | The Pay Basis after the change for Employee Records that have had a change in HRS. |
| ORIGINAL JOB TITLE | The Job Title before the change for Employee Records that have had a change in HRS. |
| UPDATED JOB TITLE | The Job Title after the change for Employee Records that have had a change in HRS. |
| ORIGINAL FTE | The FTE before the change for Employee Records that have had a change in HRS. |
| UPDATED FTE | The FTE after the change for Employee Records that have had a change in HRS. |
| ORIGINAL PAYROLL STATUS | The Payroll Status before the change for Employee Records that have had a change in HRS. |
| UPDATED PAYROLL STATUS | The Payroll Status after the change for Employee Records that have had a change in HRS. |
| ORIGINAL HRS COMPRATE | The Comprate before the change for Employee Records that have had a change in HRS. |
| UPDATED HRS COMPRATE | The Comprate after the change for Employee Records that have had a change in HRS. |
| EMPLOYEE HIRED? | Y or N value based on if there is a Hire row in HRS in the specified Effective Date range. |
| EMPLOYEE REHIRED? | Y or N value based on if there is a Rehire row in HRS in the specified Effective Date range. |
| EMPLOYEE TRANSFERRED? | Y or N value based on if there is a Transfer row in HRS in the specified Effective Date range. |
| EMPLOYEE TERMINATED? | Y or N value based on if there is a Termination row in HRS in the specified Effective Date range. |
Table 2: Action Items Based on Report Output
| Job Changes in HRS that Occurred | Action Item |
| Title Change | Review and potentially edit Comp Increases |
| Comprate Change | Review and potentially edit Comp Increases |
| New Hire | Potentially add to CAT |
| FTE, EJED Change | Potentially edit Planned FTE or remove from CAT |
Additional Resources
Related KBs:
- Viewing the Summary Reporting Page in CAT
- Running the BSUM [3270] in CAT
- Running the IPS Upload to CAT (Append) and Additional Adjustments Page
- Compensation Administrative Tool and Additional Adjustments Pages in CAT
- Running the Institutional Planning Spreadsheet to CAT [Edit and Overwrite]
- Running the Initialization Report for CAT
- Institutional Planning Spreadsheet in CAT
- Running the IPS Upload to Additional Adjustments Pages (AAP) for CAT
- Compensation Administration Tool 1.1 New Hires Business Process in CAT
- Running the HRS to CAT Compare Report in CAT
- Running the Missing From CAT Report
- Running the Record Errors Report in CAT
- Running the Under Min / Over Max Report in CAT
- Running the Audit Log Report in CAT
- Running the Position Report in CAT