1. University of Wisconsin - System1 Compensation Administration Tool Training

2. Overall Process Flow University of Wisconsin - System2

3. Roles and ResponsibilitiesCAT FunctionalityDPS FunctionalityCAT ReportingTraining and Support University of Wisconsin - System3 Training Overview

4. Roles and ResponsibilitiesCAT FunctionalityDPS FunctionalityCAT ReportingTraining and Support University of Wisconsin - System4 Training Overview

5. Run the IR to IPS Upload Process Run the Initialization Report Perform the IR to IPS Transfer Adjust the Institutional Planning Spreadsheet Upload the IPS to CAT University of Wisconsin - System5 What Does an Admin Do? Admin Tasks Compare to BSUM IPS Load Edit/ Overwrite Query a CAT EPM View Turn Off Job Data Feed Lock and Freeze Users

6. Make Changes Directly in CAT Make Changes Directly in the AAP Run the DPS - Distribute to Departments OR Update and Enter in CAT University of Wisconsin - System6 What Does an Update User Do? Update Tasks Compare to BSUM

7. University of Wisconsin - System7 Madison Budget Office Website

8. CAT and AAP Entry Instructions Generate Cut and Paste Update Track Changes Pivot Tables DPS InstructionsReports University of Wisconsin - System8 CAT Technical Instructions

9. Rate/Title Change Budget FTE Change New Hire Termination Position # Change Add/ Change Funding Remove Funding HRS Home Department XXXXX Funding Departments XX HRS Home Departments are responsible for all Rate/Title, Budgeted FTE, New Hire, Termination, and Positon Number Changes in CAT Funding Departments can only add, change, and remove funding rows they own in CAT University of Wisconsin - System9 Business Process Rules

10. Roles and ResponsibilitiesCAT FunctionalityDPS FunctionalityCAT ReportingTraining and Support University of Wisconsin - System10 Training Overview

11. CAT Functionality Locating the CATCAT Data Population ProcessCAT and AAPCAT Setup University of Wisconsin - System11 Training Overview

12. University of Wisconsin - System12 Locating the CAT The CAT can be found by navigating in PeopleSoft to Workforce Administration  UW External HR Systems  Compensation Admin Tool

13. CAT Functionality Locating the CATCAT and AAPCAT SetupCAT Data Population Process University of Wisconsin - System13 Training Overview

14. Initialized by MBO on January 19, 2016 All Active Jobs in HRS with Commitment Accounting Funding, except: Student Help LTEs Graduate Assistants Hourly Pay Basis Academic Staff Lecturers and Faculty Assistants with Fixed Terms Staff with a Termination Row in HRS with Effective Date before 7/1/2016 University of Wisconsin - System14 CAT Data Population Process

15. CAT Functionality Locating the CATCAT and AAPCAT SetupCAT Data Population Process University of Wisconsin - System15 Training Overview

16. CAT Employee Search Page User looks for employee records by entering one or more of the search criteria University of Wisconsin - System16

17. CAT Employee Data Page University of Wisconsin - System17

18. University of Wisconsin - System18 Employee Attributes Pulls key demographics from HRS

19. University of Wisconsin - System19 Recent and Future HR Transactions Pulls recent transactions from an employee’s job record in HRS that are relevant to the compensation process

20. University of Wisconsin - System20 When the Job Data Feed is ON: Data from HRS is updated nightly and when the employee record page is viewed

21. University of Wisconsin - System21 Compensation Data Displays compensation changes which will be added to an employee’s job record Populates through the IPS upload and manual additions

22. University of Wisconsin - System22 Funding Data Displays an employee’s funding splits and distribution percentages Populates through the IPS upload and manual additions

23. University of Wisconsin - System23 Funding Edits Funding splits are validated against SFS Actuals or CAT ledger combo edits When ‘OK to Load to HRS’ is checked, Actuals edits will be run. When ‘OK to Load to HRS’ is not checked, an institution can specify whether they would like Actuals or CAT edits to be run.

24. University of Wisconsin - System Additional Adjustments Page 24 Group, Lump, Vacant and Negative position adjustments are made in the AAP by funding department

25. University of Wisconsin - System Additional Adjustments Page 25 Vacant Positions Departments can add placeholder positions into their annual budgets All Entries that impact FTE (e.g. vacant, graduate assistant, and negative positons) must be entered in this box

26. University of Wisconsin - System Additional Adjustments Page 26 Other Budget Adjustments Other lump sum adjustments necessary for budgeting are entered here All Entries that do not impact FTE (e.g. student help, LTE, and lump sum or deduct provisional amounts) must be entered in this box

27. Roles and ResponsibilitiesCAT FunctionalityDPS FunctionalityCAT ReportingTraining and Support University of Wisconsin - System27 Training Overview

28. University of Wisconsin - System28 Departmental Planning Spreadsheet (DPS) Overview The DPS facilitates the collection of individual employee funding and compensation changes Users can view employee CAT data for entire departments on one spreadsheet (the CAT displays one employee per page) The DPS can be distributed to individual departments to record changes

29. University of Wisconsin - System29 Who should use the DPS? Usage of the DPS is optional Alternatives to using the DPS Enter funding and compensation changes directly in the CAT Run the CAT Position Report to get a snapshot of employee data already entered in CAT (this report will be described in detail later in the presentation)

30. University of Wisconsin - System30 Populating the DPS The DPS is initially a blank template downloadable from the MBO.wisc.edu website

31. University of Wisconsin - System31 Populating the DPS Users will need to extract employee data from the CAT by running the DPS Flat File Extract process

32. University of Wisconsin - System32 Populating the DPS After the data is extracted from CAT, copy and past the data into the DPS.

33. University of Wisconsin - System33 Enabling Track Changes After the data is pasted into the DPS, you have the option of enabling the Track Changes feature in Excel. Enabling Track Changes allows users to quickly identify changes made on the spreadsheet. It is also very useful when departments will be making changes to the DPS and sending the spreadsheet back to their divisional budget officers.

34. University of Wisconsin - System34 Additional Adjustments Tab The Additional Adjustment Page (AAP) tab supports the planning and budgeting of Group, Lump, Vacant, and Negative positions.

35. University of Wisconsin - System35 New Hires_Position Changes Tab The New Hires_Position Changes tab is a template for users to enter budget information for any new hires and individuals that changed position after the DPS was generated.

36. University of Wisconsin - System36 Summary Data Pivot Tab The DPS and AAP pivot tables summarize the FTE and Salary totals entered into the DPS and AAP tabs. The pivot table allows users to compare FTE and Salary totals to their FTE and Salary allocations before entering the changes into the CAT.

37. University of Wisconsin - System37 Printing the DPS Users will need to highlight and set the print area in order to print the entire DPS

38. Roles and ResponsibilitiesCAT FunctionalityDPS FunctionalityCAT ReportingTraining and Support University of Wisconsin - System38 Training Overview

39. Seven Excel reports can be generated based on CAT and HRS data from an institutional, division, and department level. CAT data is also fed back to the legacy mainframe and to EPM. CAT Reporting University of Wisconsin - System39

40. CAT Reporting Pulls records that exist in CAT and have undergone changes in key job fields in HRS Pulls records for which there are discrepancies between key job fields in CAT and HRS Pulls CAT records with compensation, job, or funding errors Pulls CAT records with annual compensation above or below their limit errors HRS to CAT Compare HRS Change Record Errors Under Min Over Max Job Changes in HRS Errors in CAT University of Wisconsin - System40

41. CAT Reporting Data dump of all jobs in the CAT and all positions in the AAP A record of all adds/edits and deletes in the CAT/AAP and who edited them during a defined period of time Employees that Exist in HRS and do not exist in the CAT Position Report Audit Log Missing From CAT Monitoring University of Wisconsin - System41

42. 42 CAT Reporting Needs During the Comp Admin Cycle HRS CAT Reporting Needs from the CAT can be categorized into the following: Job changes (Action depends on Feed ON/OFF) Employee Addition/Termination/Transfer Job attribute changes (FTE, CompRate, etc.) Errors and data quality validation in the CAT Reconciliation of Merit allocations General monitoring of data With the implementation of the CAT tool, updates to various key fields in HRS will automatically update the CAT tool and be reflected in the compensation/funding changes – when the feed is ON. When the feed is OFF manual action may be needed. Feed Feed ON Feed OFF Comp Admin Cycle Start Comp Admin Cycle End University of Wisconsin - System Automated Feed Business Unit Empl Class Pay Basis EJED DeptID JobCode Title CompRate Changes Automated Feed Business Unit Empl Class Pay Basis EJED DeptID JobCode Title CompRate Changes

43. When to Run Which Report: Automatic HRS Feed is ON vs. OFF 43 Feed ON Feed OFF Comp Admin Cycle Start Comp Admin Cycle End Job changes in HRS HRS to CAT Compare Report Hire/Term/Transfer changes HRS Change Report Job attribute changes HRS to CAT Compare Report All Job changes CAT Record Errors Report CAT Over Max Under Min Report Errors in the CAT Monitoring CAT Position Report Missing from CAT Report CAT Audit Log University of Wisconsin - System

44. 44 Record Errors Report Displays all records in the budget that have generated any sort of employee-level error based on the edits set up in the CAT Contains all Job Level Errors, Compensation Change Errors, Funding Edit Errors (SFS Actuals, CAT ledger errors) and Funding Section Errors (distribution % errors) Allows users of the CAT to be able to quickly identify any empl record with an error on a single consolidated report Will be run frequently throughout the budgeting cycle and errors must be resolved before the cycle ends Errors in CAT

45. Action Needed by Report: Automatic HRS Feed is ON or OFF CAT Error Identified Action Needed CAT Error Identified Action Needed Duplicate Action Reason in HRS & CAT Duplicate Action Reason in CAT CAT Report to Run Decimal amount entered in Comprate for salaried employees $0 Comprate Entered Planned FTE = 0 Planned FTE > 1 on multiple Empl Records Sum of individual Budgeted FTEs do not equal Total Planned FTE No funding information entered in the CAT Sum of individual Budgeted Amounts does not equal Original Comp Amount Adj for FTE Funding distribution is greater than 100% On an individual funding split, Distrib %, Budgeted FTE, or Budgeted Amount = 0 Funding string failed SFS Actual or SFS Budget Edits Compensation Errors Job Level Errors Funding Edit Errors Funding Section Errors 45University of Wisconsin - System Record Errors Report

46. University of Wisconsin - System46 HRS to CAT Compare Report Job Changes in HRS Identifies employee records where key fields differ between the CAT and HRS Catches things like: Business Unit/Department updates, Position Number updates, Compensation Rate updates, Empl Class updates, Title updates, Job Code updates, FTE updates, and Terminations Allows the user to review discrepancies for that employee record in the CAT and determine if the rate increases need to be altered based on the new job data information that was entered in HRS

47. 47 Action Needed by Report: Automatic HRS Feed is ON Job Change in HRS Occurred Action Needed Job Change in HRS Occurred Action Needed Employee Terminated Delete from CAT Employee Terminated Delete from CAT Transfer/Position # Change Delete and Re-Add to CAT Transfer/Position # Change Delete and Re-Add to CAT New Hire Potentially Add to CAT New Hire Potentially Add to CAT Title Change Review and Potentially Edit Comp Increases Title Change Review and Potentially Edit Comp Increases Comprate Change Review and Potentially Edit Comp Increases Comprate Change Review and Potentially Edit Comp Increases CAT Report to Run HRS to CAT Compare Report HRS Change Report FTE, EJED Change Potentially Edit Planned FTE or Remove from CAT FTE, EJED Change Potentially Edit Planned FTE or Remove from CAT University of Wisconsin - System Action Needed Action May Be Needed

48. 48 Action Needed by Report: Automatic HRS Feed is OFF Job Change in HRS Occurred Action Needed Job Change in HRS Occurred Action Needed Employee Terminated Delete from CAT Employee Terminated Delete from CAT Transfer/Position # Change Delete and Re-Add to CAT Transfer/Position # Change Delete and Re-Add to CAT New Hire Potentially Add to CAT New Hire Potentially Add to CAT Title Change Review and Potentially Edit Comp Increases Title Change Review and Potentially Edit Comp Increases Comprate Change Review and Potentially Edit Comp Increases Comprate Change Review and Potentially Edit Comp Increases CAT Report to Run FTE, EJED Change Potentially Edit Planned FTE or Remove from CAT FTE, EJED Change Potentially Edit Planned FTE or Remove from CAT HRS to CAT Compare Report University of Wisconsin - System Action Needed Action May Be Needed

49. University of Wisconsin - System49 Missing From CAT Report Monitoring Displays employees who exist in HRS, but do not exist in CAT Catches employees that may have been hired after the Initialization Report (IR) was run, or before the first of the next fiscal year, and employee records excluded while working in the IR or Institutional Planning Spreadsheet (IPS) Should be run regularly, starting after the IPS is loaded into the CAT

50. University of Wisconsin - System50 Under Min / Over Max Report Displays employee records where an individual's (or vacant’s) updated compensation rate is above or below the range for that title in HRS Pulls title min/maxes from HRS as of the beginning of the next fiscal year Allows users to see which employee records have an over max/under min error so they can update the appropriate comp adjustments in the CAT to be within the salary range Errors in CAT

51. Action Needed by Report: Automatic HRS Feed is ON or OFF 51 CAT Error Identified Action Needed CAT Error Identified Action Needed CAT Report to Run Employee’s salary is above the max or below the min for their JobCode in HRS Review and Adjust Comp Increases Employee’s salary is above the max or below the min for their JobCode in HRS Review and Adjust Comp Increases Under Min Over Max Report University of Wisconsin - System Action Needed

52. University of Wisconsin - System52 Position Report Monitoring Pulls key information on all Positions (CAT Records) and Vacant/Other Bud Adjustment rows (Additional Adjustments Page records) based on selected run control criteria Allows users of CAT to view all records that exist in the CAT and the AAP and see a complete picture of their budgeted salary. They may also distribute it to other users who may not have access to the CAT/AAP, but need to see the data that it houses

53. University of Wisconsin - System53 Audit Log Report Monitoring Displays which users have edited and saved particular CAT, Vacant Position and Budget Adjustment records Pulls records separately from the Audit Log tables for CAT, Vacant Positions and Budget Adjustments, and can generate three unique reports Allows users of the CAT to view if other users have changed the information on a shared employee so they can communicate with other users to determine if the compensation increases and funding entered in the CAT is correct

54. University of Wisconsin - System54 HRS Change Report Job Changes in HRS Identifies employee records that exist in the CAT and have undergone a change in HRS: an update to the fields Business Unit, HR Department, Position Number, Jobcode, Pay Basis, Title, FTE, Payroll Status, or Comprate, as well as Hires, Rehires, Transfers, or Terminations Allows users to review the records on this report and determine if the compensation changes entered in the CAT are still accurate, if a new record in the CAT needs to be created, or if a CAT record needs to be deleted

55. Reports to Monitor: Automatic HRS Feed is ON or OFF 55 Data to be Reviewed if User is Able CAT Report Name CAT Position Report Missing from CAT Report CAT Audit Log Data dump of all jobs in the CAT and all positions in the AAP All employees that exist in HRS and do not exist in the CAT A record of all adds/edits and deletes in the CAT/AAP and who executed them University of Wisconsin - System Action May Be Needed

56. Data will be read instantly from the CAT and populate the appropriate fields on the remaining pages of 2, 3, 5, 6, 26, and 27 of BSUM. Any employee class (including Student Help and LTE) is allowed to be loaded to or entered in the CAT Page, and consequently be included in FTE calculation in BSUM. Users will now make all changes in CAT that were previously done in BDGT, BADJR and BRATE. Users will refer to BSUM for reporting purposes to gather salary, budget, and allocation totals. University of Wisconsin - System56 BSUM

57. Roles and ResponsibilitiesCAT FunctionalityDPS FunctionalityTraining and SupportCAT Reporting University of Wisconsin - System57 Training Overview

58. Loads funding data to Commitment Accounting in HRS Runs annually, once an institution has completed all calculations and budget planning within the CAT CAT to Commitment Accounting University of Wisconsin - System58

59. All business process and technical questions should be routed to staff in the Madison Budget Office: Ann Bourque [ann.bourque@wisc.edu, (608)890-0481]ann.bourque@wisc.edu  [Primary Contact for A19, A34, A53, A63, A77, A93] Andrew Johnson [andrew.johnson@wisc.edu, (608)263-1542]andrew.johnson@wisc.edu  [Primary Contact for A0206, A0220, A0225, A0270, A03, A04, A05, A06, A10, A17, A18, A27, A40, A56, A71, A85] Jennifer Klippel [jennifer.klippel@wisc.edu, (608)890-1842]  [Primary Contact for A0110, A0205, A0224, A0267, A07, A12, A37, A42, A48, A54, A57, A80, A87] Helen Schouten [helen.schouten@wisc.edu, (608)263-4708]  [Primary Contact for A45, A49, A52, A88, A96] University of Wisconsin - System59 Support Model