Lanteria HR Report Center

Transcription

1 User Guide for version Copyright 2015 Lanteria

2 Table of Contents 1 Introduction Report Center Overview Terminology List General Reports Run General Reports Standard Report Elements Additional Filter Export Record Sorting Record Search Hide or Display Fields Custom Reports Design Your Report Create Custom Report Edit Custom Report Delete Custom Report Run Custom Report Report Example Design the Report Create the Report Copyright 2015 Lanteria

3 1 Introduction Lanteria HR is a human resource management system that provides the central storage for all HR information, supports HR processes, as well as competence framework and learning. This User s Guide describes the Report Center module of Lanteria HR. The target audience is HR specialists and system administrators who will be setting up and supporting the system. As a prerequisite to this guide, it is recommended that you get acquainted with the Introduction and Initial Setup guide. Also note that basic knowledge on SharePoint is required to create the custom reports. 1.1 Report Center Overview The Report Center is a single storage of all the reports in Lanteria HR. Run the standard out of the box reports and create the new custom reports using the Report Center. 1.2 Terminology List Term General Report Custom Report Definition Out of the box report that can be run from either Report Center or one of the system modules. A new report that the system administrators create using the Report Generator Wizard. Copyright 2015 Lanteria Page 3 of 19

4 2 General Reports All the reports available for the Lanteria HR modules can be accessed from the Report Center. Click Reports > Report Center to open it. In the left pane of the Report Center page, select the modules to view the reports for. For each module, the reporting menu is split into Custom Reports (the reports the system users create) and General Reports (reports that are available in Lanteria HR for this module out of the box). Note: Although you can make any changes to the custom reports you create, it is not possible to modify the general reports using the Report Center. 2.1 Run General Reports All the general reports can be accessed from either Report Center or corresponding Lanteria HR module. For example, to run the Termination Statistics report, you can go to Organizational Structure > General Reports in the Report Center or click Core HR > Reports from the main menu. Copyright 2015 Lanteria Page 4 of 19

5 In both cases, the same report will be run. 2.2 Standard Report Elements The general reports in Lanteria HR contain the following standard elements: Additional filter Export to Excel, Word and PDF Record sorting Record search Hiding or displaying the fields Additional Filter The additional filter allows viewing data only for the selected part of the company (country, location, or org unit). If you need a report on a specific org unit and all its subordinate units, select the Include Sub Departments check box. Copyright 2015 Lanteria Page 5 of 19

6 2.2.2 Export Click the Export button in a report to export the data to Word, Excel or PDF file Record Sorting The reports that contain tables have them equipped with the sorting option. Click the name of any column to sort the records by it. Copyright 2015 Lanteria Page 6 of 19

7 2.2.4 Record Search In the Search field, above the table, type a word or a part of the word you are looking for. Only the records containing this word will display Hide or Display Fields To change the report view, click the icon and select the fields to be displayed. Copyright 2015 Lanteria Page 7 of 19

8 3 Custom Reports Use the Report Center to create custom reports that meet your company reporting requirements. Report Generation Wizard allows including fields from several lists into your report, grouping them and including totals and subtotals. The custom reports will be available from the Report Center. This section describes the report creation process. 3.1 Design Your Report It is a good practice to design how you want the custom report to look like before you start creating it in the system: Select the lists to be included into the report Choose the report fields Plan how the fields will be grouped (two grouping levels can be implemented) Think which totals and subtotals will be included Here are some tips that will help during the design phase. The Report Generating Wizard allows including several lists into a report. Please note that after the first list is selected, only the lists related to it through the lookups will be available for the second list selection. For example, you selected the Employees list. Note that after this, only the lists related to the Employees lookups will be available for selection. When selecting the second list, next to the list name, you can see by which list it has been included and by which lookup it is connected. For example, Job Roles by [Employees].[Job Role] - the Job Copyright 2015 Lanteria Page 8 of 19

9 Roles list is available for selection because the Employees list already included into the report has the Job Role lookup field. If you select Job Roles as the second report list, the lists that are connected to Job Roles by lookup will be available for selection as well. This means that when designing the report, you should plan to include the lower level list first. For example, the report being designed is to display the employee salaries grouped by job grade. The salary information can be taken from the Employees list, and the employee grades are stored in the Job Roles list. Since the Employees list contains the Job Role lookup, select the Employees list first and then the Job Roles list. If you select the Job Roles as the first list, the Employees list won t be available for selection, as the Job Roles list doesn t have the Employee lookup. 3.2 Create Custom Report To create a custom report, follow these steps: 1. From the Reports section, click Report Center. 2. Next, under Custom Reports, click new report. The Report Generation Wizard will open. 3. Use the Description step to specify the report title and description. 4. Also, select the module in the Report Center the report will be available from. For example, if you select Compensation, the users will click Report Center > Compensation to run this custom report. 5. Click Next or the next step name. Copyright 2015 Lanteria Page 9 of 19

10 6. At the Lists&Fields step, in the Select List field, select the lists the fields for the report will be taken from. 7. Next to each of the selected lists, the Select Fields button is available. Use it to choose the fields from these lists that will be included into the report. 8. Click Save. Copyright 2015 Lanteria Page 10 of 19

11 The names of the selected fields consist of the list name and field name. Use the delete icon ( ) to remove the fields if required. 9. If the grouping and totals are not required for the report, click Save & Exit. Click Next to move to the next step. 10. Next to each of the fields, the Add Group button is available. Click it for the fields by which the grouping will be done. You can add two grouping levels. 11. Click the add icon ( ) if additional fields are to be displayed next to the basic grouping field. For example, Job Grade, Job Role. 12. Click Next to add the totals. Copyright 2015 Lanteria Page 11 of 19

12 13. At the Totals step, set up the group total and grand total calculation. In the grouping row or General Totals row, click the column to calculate the totals for and choose the calculation means: A. Avg the average amount for the records in this group or column will be calculated B. Count the number of records will be calculated C. Max the maximum amount will be displayed D. Min - the maximum amount will be displayed E. Sum the sum of all the record amounts will be calculated 14. Change the column order using the arrows next to the field names. 15. Click Next for the report preview. 16. If you are satisfied with the result, click Save and Exit. The report will be available under Reports > Report Center. Click the name of the module where you saved the report. Copyright 2015 Lanteria Page 12 of 19

13 17. To continue editing the report, click Edit. To remove the report, click Delete. 18. To run the report, click its name 3.3 Edit Custom Report You can modify the created custom reports at any time. To edit a custom report, follow the steps below: 1. Click Reports > Report Center. 2. Select the module where the report to be edited belongs to. 3. Under Custom Reports, click the Edit button available for this report. This will open the report in the Report Generating Wizard. 3.4 Delete Custom Report To delete a custom report, follow these steps: 1. In the Reports section, click Report Center. 2. Select the module where the report is to be deleted. 3. Under Custom Reports, click the Delete button available for this report. Copyright 2015 Lanteria Page 13 of 19

14 3.5 Run Custom Report To run the custom report: 1. Go to Reports > Report Center. 2. Click the module the report was stored in and then the report name. 3. The custom report will open. Please note that Additional Filter will be added if the Employees list has been included into the report. Copyright 2015 Lanteria Page 14 of 19

15 4. Select the filtering options and click View. 5. To export the report to Word, Excel or PDF, click the corresponding icon. 3.6 Report Example Scenario: The company needs a report to analyze the employee FTE in the locations. In each location, the information on FTE is to be split by the job roles. For each location and each job role, the summary FTE is to be displayed. The report is to be available from the Organizational Structure module of the Report Center Design the Report The report information is based on the two lists: Employees, where the employee name, location, job role and job position are stored Job Positions, where the FTE is stored, since FTE is an attribute of the position The Employees list has a Job Position lookup, so it is to be added to the report first. The report grouping will be set up on the two levels Location and Job Role. The totals will be calculated for both groups as Sum Create the Report Follow these steps to create the FTE by Locations report: 1. From the Reports section, click Report Center. 2. Next, click new report. Copyright 2015 Lanteria Page 15 of 19

16 3. Type the report title and description. 4. In the Module field, select Organizational Structure. 5. Click Next. 6. In the Select List field, select Employees. 7. Select the Job Positions list as the second list. 8. Next, click Select Fields. Copyright 2015 Lanteria Page 16 of 19

17 9. Select the fields from both lists to be included into the report. 10. Click Next. 11. On the Grouping tab, click Add Group next to Location, which will be the first level grouping. 12. To have the country name displayed next to location in the report, click the add icon and select the Country field. Copyright 2015 Lanteria Page 17 of 19

18 13. Next, click Add Group for the Job Role field, which will be the second level grouping. 14. Click Next to set up the totals. 15. In the Planned FTE column, select Sum for both groups and General Totals. 16. Click Next to preview the report. Copyright 2015 Lanteria Page 18 of 19

19 17. Click Save & Exit to save the report. 18. Click the report name and then View to run it. Copyright 2015 Lanteria Page 19 of 19