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

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

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Instructions

The Additional Adjustments tab can be loaded to the AAP after all mass changes have been made in the IPS.

1. Save the "IPS → AAP" tab of the IPS as a .CSV file.

   1. Open the "IPS → CAT" tab

   2. 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.

   3. 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.

      

   4. See the output file "Name.CSV" under the file menu.

      

   5. The following box will appear in Excel.  Select Okay.

      

   6. The "Name.CSV" file will appear on your screen.  You may close it out.

2. Navigate to the CAT

   1. Workforce Administration > UW External HR Systems > Compensation Admin Tool > Upload to CAT and AAP Process (shown in images below).

3. Create a new Run Control ID or use an existing saved Run Control.

   1. The Run Control ID is a unique identifier that saves the criteria for running a process or report.

   2. While there is no set format for naming a Run Control ID, a potential suggested format is initials_next available number (eg "ABC01")

   
   

4. The following screen will appear:

   
   

5. Under "Process Options," choose between "Report" and "Process and Report."

   

   1. 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.

   2. 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.

6. The Fiscal Year should be automatically populated.

7. Select the appropriate "Inbound File Upload Criteria"

   1. For File Type, select "Additional Adjustment"

      

   2. 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.

      

   3. For file description, there is no set format.  A potential suggested format is "AAPCAT_IPS_YYYYMMDD" (e.g. "CAT_IPS_20160101")

   4. Click the "Upload File" link next to the Attached File to browse for, select and upload the CSV file from Step 1. 

      

   5. 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.

8. Upload the AAP to the CAT.

   1. Press "Run" at the top right of the window.

      

   2. Press "OK" at the bottom of the new window.

      

   3. You will have returned to your previous window.  Note your Process Instance number.  Press "Process Monitor" at the top right of the window.

      

   4. 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.

      

9. Once the Run Status is "Success," and Distribution Status is "Posted," download the output.

   1. Click "Details"

      

   2. Click the "View Log/Trace" hyperlink at the bottom right of the window.

      

   3. Under the File List, click the file with the .xls extension to download the output.

      

   4. 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.

      

10. Review the output file.

    1. 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.

    2. 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.

       

    3. Correct the AAP based on the errors in the output.  Once all errors have been corrected, the upload can be run in Process mode.

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