HR Pilot Report Guide

Transcription

1 HR Pilot Report Guide 2008 Washington University All rights reserved. Last Modified: 04/16/08

2 This page is intentionally left blank.

3 Table of Contents I. HR Reports... 1 A. Payroll Distribution Summary for Personnel Reporting Levels... 2 B. Payroll Distribution Detail for Personnel Reporting Levels... 3 C. Payroll Distribution Summary by Account... 4 D. Payroll Distribution Detail by Account... 5 E. Encumbrance Summary for Personnel Reporting Levels... 6 F. Encumbrance Detail for Personnel Reporting Levels... 7 G. Encumbrance Summary by Account... 8 H. Encumbrance Detail by Account... 9 I. Personnel Listing J. Personnel Status Changes K. Supervisor s Direct Reports II. HR Report Prompts A. Organization Selection Options B. Date Selection Options C. Earnings Account Selection Options D. Additional Report Filter Options E. Columns available to display F. Additional Display Options III. Navigating to the HR Reports IV. The HR Reports Page A. HR Reports Page Screen Shot B. Navigating the HR Reports Page V. Navigating a Report A. Running a Report in the Foreground B. Running a Report in the Background C. Navigating the Report Screen D. Printing a Report VI. Converting a Report to PDF Format VII. Exporting to Excel Format VIII. Saving a Report View A. Static View B. Dynamic View IX. Setting Personal Preferences X. That RAPS it up! Last Modified: 04/16/08

4 This page is intentionally left blank.

5 HR Reports I. HR Reports The following reports are available through the RAPS HR Reporting menu. Reports Distribution Payroll Distribution Summary for Personnel Reporting Levels Payroll Distribution Detail for Personnel Reporting Levels Payroll Distribution Summary by Account Payroll Distribution Detail by Account Encumbrance Payroll Encumbrance Summary for Personnel Reporting Levels Payroll Encumbrance Detail for Personnel Reporting Levels Payroll Encumbrance Summary by Account Payroll Encumbrance Detail by Account Personnel Personnel Listing Personnel Status Changes Supervisor s Direct Reports HR Pilot Report Guide Version 1.0 1

6 HR Reports A. Payroll Distribution Summary for Personnel Reporting Levels This report summarizes payroll distribution data for personnel reporting levels. Distribution data identifies actual payroll earnings and fringe dollars paid to University personnel. Reporting levels are logical groupings of departments within the University. Personnel reporting levels reference job department numbers, which is the department where the person resides. For example, a user can run a distribution summary for all personnel in the College of Arts & Sciences by choosing Arts & Sciences as the reporting level. The summary would display everyone who had an Arts & Sciences job department, even if the dollars were charged in another school. This report can also be used to run a distribution summary for a single department or multiple departments from different reporting levels. Replaces the following queries or reports: Description Payroll Distribution by Person Distr by Account & Acctng Date Distrib by Acct by Pay Period Distrib by Pers by Acctng Date Distrib by Pers by Pay Period Earnings w/earn Code Prompt Overtime Payments Fiscal Year Drill-Through Availability HRMS Query/WebFOCUS Report WebFOCUS PP0003 WP_DP_DISTR_BY_ACCT_ACCTG_DATE WP_DP_DISTR_BY_ACCT_PAY_PER WP_DP_DISTR_BY_PERS_ACCTG_DATE WP_DP_DISTR_BY_PERS_PAY_PERIOD WP_DP_DISTR_BY_EARN_CODE WP_DP_OVERTIME_PAYMENTS Drills through to the Payroll Distribution Detail for Personnel Reporting Levels report. Note: Test Data used in all report examples. 2 HR Pilot Report Guide Version 1.0

7 HR Reports B. Payroll Distribution Detail for Personnel Reporting Levels This report lists payroll distribution detail for personnel reporting levels. Distribution data identifies actual payroll earnings and fringe dollars paid to University personnel. Reporting levels are logical groupings of departments within the University. Personnel reporting levels reference job department numbers, which is the department where the person resides. For example, a user can run a distribution report for all personnel in the College of Arts & Sciences by choosing Arts & Sciences as the reporting level. The report would display everyone who had an Arts & Sciences job department, even if the dollars were charged in another school. This report can also be used to run a distribution detail report for a single department or multiple departments from different reporting levels. Replaces the following queries or reports: Description Payroll Distribution by Person Distr by Account & Acctng Date Distrib by Acct by Pay Period Distrib by Pers by Acctng Date Distrib by Pers by Pay Period Earnings w/earn Code Prompt Overtime Payments Fiscal Year Drill-Through Availability None Note: Test Data used in all report examples. HRMS Query/WebFOCUS Report WebFOCUS PP0003 WP_DP_DISTR_BY_ACCT_ACCTG_DATE WP_DP_DISTR_BY_ACCT_PAY_PER WP_DP_DISTR_BY_PERS_ACCTG_DATE WP_DP_DISTR_BY_PERS_PAY_PERIOD WP_DP_DISTR_BY_EARN_CODE WP_DP_OVERTIME_PAYMENTS HR Pilot Report Guide Version 1.0 3

8 HR Reports C. Payroll Distribution Summary by Account This report summarizes payroll distribution data by the sourced earnings account. Distribution data identifies actual payroll earnings and fringe dollars paid to University personnel. Reporting levels are logical groupings of departments within the University. Account reporting levels reference the department number used in the sourced account. For example, a user can run a distribution summary for dollars charged to the College of Arts & Sciences by choosing Arts & Sciences as the reporting level. The report would display everyone who was charged to Arts & Sciences, even if they did not have an Arts & Sciences job department. This report can also be used to run a distribution summary for a single account or multiple accounts from different reporting levels. Replaces the following queries or reports: Description Payroll Distribution by Person Distr by Account & Acctng Date Distrib by Acct by Pay Period Distrib by Pers by Acctng Date Distrib by Pers by Pay Period Earnings w/earn Code Prompt Overtime Payments Fiscal Year Drill-Through Availability Drills through to the Payroll Distribution Detail by Account report. Note: Test Data used in all report examples. HRMS Query/WebFOCUS Report WebFOCUS PP0003 WP_DP_DISTR_BY_ACCT_ACCTG_DATE WP_DP_DISTR_BY_ACCT_PAY_PER WP_DP_DISTR_BY_PERS_ACCTG_DATE WP_DP_DISTR_BY_PERS_PAY_PERIOD WP_DP_DISTR_BY_EARN_CODE WP_DP_OVERTIME_PAYMENTS 4 HR Pilot Report Guide Version 1.0

9 HR Reports D. Payroll Distribution Detail by Account This report lists payroll distribution detail by the sourced earnings account. Distribution data identifies actual payroll earnings and fringe dollars paid to University personnel. Reporting levels are logical groupings of departments within the University. Account reporting levels reference the department number used in the sourced account. For example, a user can run a distribution detail report for dollars charged to the College of Arts & Sciences by choosing Arts & Sciences as the reporting level. The report would display everyone who was charged to Arts & Sciences, even if they did not have an Arts & Sciences job department. This report can also be used to run a distribution detail report for a single account or multiple accounts from different reporting levels. Replaces the following queries or reports: Description Payroll Distribution by Person Distr by Account & Acctng Date Distrib by Acct by Pay Period Distrib by Pers by Acctng Date Distrib by Pers by Pay Period Earnings w/earn Code Prompt Overtime Payments Fiscal Year Drill-Through Availability None Note: Test Data used in all report examples. HRMS Query/WebFOCUS Report WebFOCUS PP0003 WP_DP_DISTR_BY_ACCT_ACCTG_DATE WP_DP_DISTR_BY_ACCT_PAY_PER WP_DP_DISTR_BY_PERS_ACCTG_DATE WP_DP_DISTR_BY_PERS_PAY_PERIOD WP_DP_DISTR_BY_EARN_CODE WP_DP_OVERTIME_PAYMENTS HR Pilot Report Guide Version 1.0 5

10 HR Reports E. Encumbrance Summary for Personnel Reporting Levels This report summarizes encumbrance (payroll authorizations) data for personnel reporting levels. Encumbrance is the financial process of setting aside dollars in advance to be spent on wages and fringes for the remainder of the fiscal year. Reporting levels are logical groupings of departments within the University. Personnel reporting levels reference job department numbers, which is the department where the person resides. For example, a user can run an encumbrance summary for all personnel in the College of Arts & Sciences by choosing Arts & Sciences as the reporting level. The summary would display everyone who had an Arts & Sciences job department, even if the dollars were encumbered in another school. This report can also be used to run an encumbrance for a single department or multiple departments from different reporting levels. Replaces the following queries or reports: Description Payroll Authorizations by Person Encumbrance Data By DeptID Tot Encum by Pay Period & Dept Open Encumbrance By Account Encumbrance Detail by ERNCD Encumbrance Detail by Person Encumbr Fringes - Annuity Encumbr Fringes FICA Encumbr Fringes Other Encumbr Fringes Dep Tuition Drill-Through Availability HRMS Query/WebFOCUS Report WebFOCUS: PP0001 WP_DP_ENCUMBRANCE_BY_DEPT WP_DP_ENCUMBRANCE_TOT_BY_DEPT WP_DP_ENCUMBR_BY_ACCOUNT WP_DP_ENCUMBR_BY_ERNCD WP_DP_ENCUMBR_BY_PERSON WP_DP_ENCUMBR_ANNUITY WP_DP_ENCUMBR_FICA WP_DP_ENCUMBR_OTHER WP_DP_ENCUMBR_TUITION Drills through to the Encumbrance Detail for Personnel Reporting Levels report. Note: Test Data used in all report examples. 6 HR Pilot Report Guide Version 1.0

11 HR Reports F. Encumbrance Detail for Personnel Reporting Levels This report lists encumbrance (payroll authorizations) detail for personnel reporting levels. Encumbrance is the financial process of setting aside dollars in advance to be spent on wages and fringes for the remainder of the fiscal year. Reporting levels are logical groupings of departments within the University. Personnel reporting levels reference job department numbers, which is the department where the person resides. For example, a user can run an encumbrance detail for all personnel in the College of Arts & Sciences by choosing Arts & Sciences as the reporting level. The report would display everyone who had an Arts & Sciences job department, even if the dollars were encumbered in another school. This report can also be used to run an encumbrance for a single department or multiple departments from different reporting levels. Replaces the following queries or reports: Description Payroll Authorizations by Person Encumbrance Data By DeptID Tot Encum by Pay Period & Dept Open Encumbrance By Account Encumbrance Detail by ERNCD Encumbrance Detail by Person Encumbr Fringes - Annuity Encumbr Fringes FICA Encumbr Fringes Other Encumbr Fringes Dep Tuition HRMS Query/WebFOCUS Report WebFOCUS: PP0001 WP_DP_ENCUMBRANCE_BY_DEPT WP_DP_ENCUMBRANCE_TOT_BY_DEPT WP_DP_ENCUMBR_BY_ACCOUNT WP_DP_ENCUMBR_BY_ERNCD WP_DP_ENCUMBR_BY_PERSON WP_DP_ENCUMBR_ANNUITY WP_DP_ENCUMBR_FICA WP_DP_ENCUMBR_OTHER WP_DP_ENCUMBR_TUITION Drill-Through Availability None Note: Test Data used in all report examples. HR Pilot Report Guide Version 1.0 7

12 HR Reports G. Encumbrance Summary by Account This report summarizes encumbrance (payroll authorizations) data for account reporting levels by the sourced account. Encumbrance is the financial process of setting aside dollars in advance to be spent on wages and fringes for the remainder of the fiscal year. Reporting levels are logical groupings of departments within the University. Account reporting levels reference the department number used in the sourced account. For example, a user can run an encumbrance summary for dollars encumbered to the College of Arts & Sciences by choosing Arts & Sciences as the reporting level. The summary would display everyone who was encumbered to Arts & Sciences, even if they did not have an Arts & Sciences job department. This report can also be used to run an encumbrance for a single account or multiple accounts from different reporting levels. Replaces the following queries or reports: Description Payroll Authorizations by Person Encumbrance Data By DeptID Tot Encum by Pay Period & Dept Open Encumbrance By Account Encumbrance Detail by ERNCD Encumbrance Detail by Person Encumbr Fringes - Annuity Encumbr Fringes FICA Encumbr Fringes Other Encumbr Fringes Dep Tuition Drill-Through Availability Drills through to the Encumbrance Detail by Account report. Note: Test Data used in all report examples. HRMS Query/WebFOCUS Report WebFOCUS: PP0001 WP_DP_ENCUMBRANCE_BY_DEPT WP_DP_ENCUMBRANCE_TOT_BY_DEPT WP_DP_ENCUMBR_BY_ACCOUNT WP_DP_ENCUMBR_BY_ERNCD WP_DP_ENCUMBR_BY_PERSON WP_DP_ENCUMBR_ANNUITY WP_DP_ENCUMBR_FICA WP_DP_ENCUMBR_OTHER WP_DP_ENCUMBR_TUITION 8 HR Pilot Report Guide Version 1.0

13 HR Reports H. Encumbrance Detail by Account This report lists encumbrance (payroll authorizations) detail for account reporting levels by the sourced account. Encumbrance is the financial process of setting aside dollars in advance to be spent on wages and fringes for the remainder of the fiscal year. Reporting levels are logical groupings of departments within the University. Account reporting levels reference the department number used in the sourced account. For example, a user can run an encumbrance detail for dollars encumbered to the College of Arts & Sciences by choosing Arts & Sciences as the reporting level. The report would display everyone who was encumbered to Arts & Sciences, even if they did not have an Arts & Sciences job department. This report can also be used to run an encumbrance for a single account or multiple accounts from different reporting levels. Replaces the following queries or reports: Description Payroll Authorizations by Person Encumbrance Data By DeptID Tot Encum by Pay Period & Dept Open Encumbrance By Account Encumbrance Detail by ERNCD Encumbrance Detail by Person Encumbr Fringes - Annuity Encumbr Fringes FICA Encumbr Fringes Other Encumbr Fringes Dep Tuition Drill-Through Availability None Note: Test Data used in all report examples. HRMS Query/WebFOCUS Report WebFOCUS: PP0001 WP_DP_ENCUMBRANCE_BY_DEPT WP_DP_ENCUMBRANCE_TOT_BY_DEPT WP_DP_ENCUMBR_BY_ACCOUNT WP_DP_ENCUMBR_BY_ERNCD WP_DP_ENCUMBR_BY_PERSON WP_DP_ENCUMBR_ANNUITY WP_DP_ENCUMBR_FICA WP_DP_ENCUMBR_OTHER WP_DP_ENCUMBR_TUITION HR Pilot Report Guide Version 1.0 9

14 HR Reports I. Personnel Listing This report lists current or historical employee and non-employee job information such as jobcode, role, standard hours, and FTE. Replaces the following queries or reports: Description Empls & Non-Empls Prime & Sec Empls & Non-Empls Prime Dept Active People Prompt on Role Empls & NonEmp All Prime & Sec Prime EE s & Non-EE w/ as of date Drill-Through Availability None Note: Test Data used in all report examples. HR Query Name WP_DP_PEOPLE_LISTING WP_DP_PEOPLE_LISTING_PRIME WP_DP_PEOPLE_LISTING_PROMPT WP_DP_PEOPLE_LISTING_PS WP_DP_PEOPLE_LIST_AS_OF_DATE 10 HR Pilot Report Guide Version 1.0

15 HR Reports J. Personnel Status Changes This report combines five HR status change sub reports into one menu report: 1. Hires, Rehires and Adds Lists all job rows with an action of Hire, Rehire or Add. 2. Terminations Lists all job rows with an action of Termination, Completion, Termination with Pay and Termination with Benefits. 3. Retirements List all job rows with an action of Retired. 4. Leave of Absence, Short Work Break and Suspension Lists all job rows with an action of Leave of Absence, Short Work Break or Suspension 5. Department Transfers Lists transfers from and to a department. Users have the option of running one, two or all of the sub reports. Sub reports will be displayed on individual pages. Replaces the following queries or reports: Description Hires, Rehires and Adds HRMS Acad Hired Between X & X Newly Hired Faculty Hires, Rehires, Adds Wkly Rpt Hires, Rehires, Adds Hire/Rehire/Move From Non-Acad Terminations in Primary Job Discharged in HRMS or Pay/Pers Terminated with Pay History Terminations in Primary Job Terms & Retirements Prime Job Terminations Appr Yesterday Retiree Address for 6 MO Letter Appt Hist ACAD Retired Between Retired ACAD/Staff in HRMS Retirees since 1/1/2003 On Leave of Absence Return from Short Work Break All Leave by Date Range Have been or are on Leave On Leave of Absence Currently on Short Work Break Department Transfers In and Out Department Transfers In and Out COM Transfers From & To Dept. HRQueryName WP_DP_HIRES_REHIRES_ADDS WP_HR_ACAD_HIRED_HRMS WP_HR_FACULTY_NEWLY_HIRED WP_HR_HIRES_REHIRES_ADDS WP_HR_HIRE_WEEKLY_REPORT WP_HR_FACULTY_NEW WP_DP_TERMINATIONS WP_HR_DISCHARGED WP_HR_TERM_WITH_PAY WP_CR_TERMINATIONS WP_HR_TERMINATIONS WP_HR_TERMINATIONS_DAILY WP_HR_RETIRED WP_HR_ACAD_RETIRED_APPT_HIST WP_HR_RETIRED_ACAD_STAFF_HRMS WP_HR_RETIREES WP_HR_ON_LOA WP_DP_RETURN_FROM_SWB WP_HR_ALL_LEAVE_REPORT WP_DP_LOA WP_DP_LEAVE_OF_ABSENCE WP_DP_SHORT_WORK_BREAK WP_DP_TRANSFERS WP_CR_TRANSFERS WP_HR_TRANSFERS_WEEKLY_REPORT HR Pilot Report Guide Version

16 HR Reports Drill-Through Availability None Note: Test Data used in all report examples. There were no Retirements during this period. 12 HR Pilot Report Guide Version 1.0

17 HR Reports There were no Department Transfers during this period. HR Pilot Report Guide Version

18 HR Reports K. Supervisor s Direct Reports This report lists the supervisory hierarchy as recorded on an active individual s job record in the HRMS system. Users are able to search for an individual s direct reports by entering the individual s Name or Employee ID into the report options page. Historical direct reports may be referenced by entering an as of date. Replaces the following queries or reports: Description Supervisor s and their people HRQueryName WP_DP_SUPERVISOR_PEOPLE Note: Test Data used in all report examples. 14 HR Pilot Report Guide Version 1.0

19 HR Report Prompts II. HR Report Prompts The initial set of RAPS HR reports gives the user more reporting control by providing guided analysis in the form of optional prompt fields and filters, as well as optional column show/hide capabilities. The following describes common prompts used throughout the HR reports. A. Organization Selection Options Most of the HR reports have a hierarchical set of prompts which helps users narrow the report to a logical grouping of departments. Selections made from a high-level prompt in the left column narrow available choices in lower-level prompts. For example, to run a report for all of Arts & Sciences, simply choose Arts & Sciences from the School level. Selections made in the Organization drop down lists on the left, narrow the Department list on the right. Use this to quickly locate specific departments within the Organization. For example, to run a report for several departments within Internal Medicine, choose Internal Medicine from the Reporting Unit level. Next, select the desired departments from the filtered list of departments that roll up within Internal Medicine. The choices available in the Organization prompts are filtered to match your departmentlevel security in the HRMS system. Important note regarding the Organization prompt in Distribution and Encumbrance reports! There are two sets of Distribution and Encumbrance reports: one for Personnel Reporting Levels and one for Account Levels. The difference is in how the Organization prompt functions. The Organization prompt in Personnel Reporting Levels reports references job department numbers. Whereas, the Organization prompt in Account Levels reports references the department number used in the sourced earnings account. HR Pilot Report Guide Version

20 HR Report Prompts Personnel Reporting Level Reports Job Department Numbers Account Level Reports Sourced Earnings Account Department Numbers The report will display detail for individuals who work in the selected job department, even if their dollars are charged to another department. The report will display detail for individuals who are charged to the selected department, even if they do not have a job in the selected department. By grouping logical departments into the Organizational hierarchy, users can query Encumbrance and Distribution data for everyone working in Arts & Sciences or for everyone charged to Arts & Sciences (without selecting individual department numbers). B. Date Selection Options All of the HR reports have date selection prompts, which allow the user to narrow the report to a specific point in time or to pull data between two dates. Distribution reports contain several date prompts; whereas, personnel reports typically contain an As of Date prompt. Note the asterisk* denotes a required field. C. Earnings Account Selection Options Distribution and Encumbrance reports have an Earnings Account Selections Options prompt which is designed to provide users with flexible earnings account search options. The account has been divided into six tabs: Department, Fund, Ledger Class, Subclass, Object, and SR Code. Criteria entered into these prompts will narrow the report results accordingly. 16 HR Pilot Report Guide Version 1.0

21 HR Report Prompts Criteria entered on tabs on the left narrow available choices in tabs on the right. For example, the Fund tab will filter funds for departments selected on the department tab. While this is a fast method for finding funds associated with a particular department, you are not required to enter anything on the department tab and may skip directly to other tabs in the account control. Department (Optional) The department tab provides four department search options: Single Department (type in), Single Department (select from list), Department range(s) and Multi-select department list. You should only choose 1 department search option. Do not enter criteria into multiple department prompt options. Department choices will narrow the fund choices available on the fund tab. Fund (Optional) The fund tab provides four fund search options: Single fund (type in), Single fund (select from list), Fund range(s) and Multi-select fund list. You should only choose one fund search option. Do not enter criteria into multiple fund prompt options. Fund Code is also available as a search option. Ledger Class (Optional) The Ledger Class tab offers three Ledger Class combinations: 12, 22 and 92. All ledger class combinations are selected by default; however, the report can be narrowed to return a specific ledger class by checking one or two options only. Subclass (Optional) The Subclass tab (formerly referred to Budget) lists all subclasses available in the account. Choices made on the Department, Fund and Ledger Class tabs will narrow the list of subclass choices. Object (Optional) The Object tab lists all objects available in the account data. Choices made on the Department, Fund, Ledger Class and Subclass tabs will narrow the list of object choices. SR Code (Optional) The SR Code tab lists all SR Codes available in the account data. Choices made on the Department, Fund, Ledger Class, Subclass and Object tabs will narrow the list of SR Code choices. SR Codes are defined by individual department. SR Code descriptions are not available at this time. HR Pilot Report Guide Version

22 HR Report Prompts D. Additional Report Filter Options Many of the HR reports have optional filter prompts which allow the user to narrow the report to a specific criteria associated with an individual s job information. These prompts are not required and will return all values for the data item if no selection is made. Those familiar with Query Manager in the HRMS system will find the HR Reporting Level prompt in this area. While we strongly encourage users to transition to the Organization prompts, we recognize that it may be helpful to use the HR Reporting Level prompt when attempting to match results to the HRMS system. Note that the Type choice is grayed out. This is because the Type choices are dependent upon the Role chosen. Once the Role is chosen, the Type options will be populated. Exclude secondary data for primes will return primary and secondary job rows for individuals in the selected department(s). Include secondary data for primes will return primary and secondary job rows for individuals in the selected department(s) including rows for secondary jobs held by the prime outside of the selected department(s). 18 HR Pilot Report Guide Version 1.0

23 HR Report Prompts E. Columns available to display This set of prompts provides the ability to show or hide columns on the report as needed. Optimal report width has been set using the default columns selected. Selecting additional columns could force your report onto a second page (wide) when displayed or printed in PDF format. However, the ability to pick and choose columns could be very useful for on-line analysis or when exporting to results to Excel. F. Additional Display Options Several HR reports have a set of optional prompts to control formatting or miscellaneous options. The appendix page references all criteria entered on the report prompt page and is appended to the end of the report for reference. You can choose whether to include subtotals by Department, and Earnings Account. You can choose whether to print the Appendix page. You can select whether to list individual departments in the report heading. When a large number of departments are selected, this could make the heading cumbersome. Normally, this option would be selected when a minimum number of departments will be displayed. An option has been added to display row numbers. HR Pilot Report Guide Version

24 Navigating to the HR Reports III. Navigating to the HR Reports 1. At the Washington University intranet home page, select Cognos Connection Log on from your Favorites menu, or enter Note: This process may change when the system goes into production. The Cognos Application Website displays. 2. At the Cognos Log on screen, click the Namespace drop-down menu and select the Local Namespace if you are using a Local ID. If you are using a FINSYS ID, select the FINSYS namespace. Then click OK. The following screen shot represents an example using a Local ID. 3. Enter the User ID assigned to you. Press TAB, enter your password, and press OK. The Cognos Welcome page or the Cognos Connection page will appear. If the Cognos Welcome page appears, please select My Home in the upper-left corner, and the Cognos Connection page will appear. If the Cognos Connection page appears, proceed to the next step. 20 HR Pilot Report Guide Version 1.0

25 Navigating to the HR Reports Note: Eventually you will log in using your HRMS Self Service Employee ID and password. The Cognos Connection screen (Home Page) displays: Note: Your list of folders may only consist of one or two items. 4. Click HR Reports. The HR/Cognos Connection Reports Page displays with the HR Reports. 5. Note the My Folders tab highlighted above. HR Pilot Report Guide Version

26 Navigating to the HR Reports You can click My Folders to see the information stored there. By clicking the New Folder icon on the toolbar, You can add a sub-folder to help you organize your files. For example, you could create one folder for saved views. In addition, by clicking on More to the far right of a file name, you can move or copy the file to another folder. Use this feature to organize your files, much like you would in a Windows folder such as My Documents. 22 HR Pilot Report Guide Version 1.0

27 The HR Reports Page IV. The HR Reports Page A. HR Reports Page Screen Shot List View Format Home Icon Help Task Bar Report Actions Note: The Modified Date is updated any time a report is saved to a folder or updated by the Report Writer. HR Pilot Report Guide Version

28 The HR Reports Page B. Navigating the HR Reports Page Icon Icon Toolbar List View Displays the HR Reports Page in List View Format Detail View Displays the HR Reports Page in Detail View Format Report Actions Home Returns to Cognos Connection Home Page Set / View Report Properties Run Report with Options Create a Report View of this report Create a shortcut to this entry (More ) View run history (More ) Add to bookmarks (More ) Note: Click More to see additional icons. Take a close look at the Home icon on the Cognos Connection toolbar. Notice the down arrow to the right of the Home icon. When you click it, you have two options. The top option lets you return to your Home page. The bottom choice lets you set what will be your new Home page. For example, you could move to My Folders and select a sub-folder your frequently use. By clicking the down arrow, Set View as Home, you make this setting your new Home page 24 HR Pilot Report Guide Version 1.0

29 Navigating a Report V. Navigating a Report A. Running a Report in the Foreground 1. Click to run ( icon) the Personnel Status Changes report. You may click on the report title to bypass the options screen. A Run with options screen appears: Options: a. The Format options include HTML, PDF, Excel, Delimited (CSV), and XML. i. HTML is great for viewing a report. ii. PDF is recommended for printing a report. iii. Choose Excel to download the report to Excel for further analysis. iv. Delimited allows downloading the report into other programs. v. XML is used for report authors. b. The Language option should use the default as English. HR Pilot Report Guide Version

30 Navigating a Report c. The Delivery options let you specify whether to view the report or print it. However, the View the report now is the only functioning option. Do not select Print the report:. The print option is only available with the PDF Format. If you view the report in HTML, you can convert the report to PDF to print it. d. The Prompt for values: option should always be checked. 2. Select the desired options and click Run. The example runs the Personnel Status Changes Report Options. If the report requires a selection from the user, one or more prompts may display. 3. Select the desired options. You then may select Additional Options to specify columns available to hide/show and formatting options. 26 HR Pilot Report Guide Version 1.0

31 Navigating a Report 4. Make all necessary selections. The following screen displays while the report is being generated. HR Pilot Report Guide Version

32 Navigating a Report Please do not click Select a delivery method. If you do, you will see the following screen. None of these options are currently available, and, unfortunately, clicking Cancel will abort the running of the report. Upon completion of processing, assuming you did not click Select a delivery method, the report displays: 28 HR Pilot Report Guide Version 1.0

33 Navigating a Report B. Running a Report in the Background 1. Click to run ( icon) the Personnel Status Changes report. A Run with options screen appears: 2. Click advanced options. You will see the following screen. HR Pilot Report Guide Version

34 Navigating a Report 3. Click and select The screen will refresh. 4. Click 5. Click Edit the options if you want to change the name of the to-be-saved report. Ensure that Select My Folders is selected. 30 HR Pilot Report Guide Version 1.0

35 Navigating a Report 6. Click OK 7. Click 8. You then can make your prompt selections. 9. Click Additional Options if desired. Make any additional selections, the click Run Report. 10. A screen will appear, showing you your selections. 11. Click OK. HR Pilot Report Guide Version

36 Navigating a Report 12. You will be returned to the Cognos Connection. Click My Folders, where your report will appear shortly. C. Navigating the Report Screen Use the Vertical and Horizontal Scroll Bars. Use the Top / Bottom Buttons at the bottom of a page. Use the Page Up / Page Down Buttons at the bottom of a page or the Page Up / Page Down Keys. Icon Description Home Returns to HR Reporting/Cognos Connection Home Page Return Returns to the previous screen Run the Report with prior selections saved Drill Down Active only when a drillable item is highlighted. Drill Up - Active only when a drillable item is highlighted. Go To Related Links N/A for Phase 1 View HTML View PDF View Excel Single Sheet Format View XML N/A for Phase 1 D. Printing a Report After running a report, click the down arrow to the right of the View HTML button toolbar. Then, select View in PDF Format. The report appears in PDF format. on the Next, click the printer icon on the PDF toolbar to print the document. Note: Printing in PDF is the recommended method of printing. 32 HR Pilot Report Guide Version 1.0

37 Converting a Report to PDF Format VI. Converting a Report to PDF Format NOTE: Converting a report to PDF format is the recommended method to SAVE and PRINT reports NOTE: Drill-through functionality is not currently allowed in PDF Format. However, if you need drill-through functionality, you can run the report using the HTML option to avoid conversion. 1. While viewing a report, click the down arrow to the right of the View HTML Format button drop-down on the toolbar and select View in PDF format. The report is exported to a PDF format and displays: HR Pilot Report Guide Version

38 Exporting a Report to Excel Format VII. Exporting to Excel Format To export the report to Excel, click the down arrow to the right of the View in HTML Format button version you desire. on the toolbar. Then, click View in Excel Options and select the Note: For this option to work, you may need to hold down the CTRL key as you are selecting the Excel options and keep the CTRL key down until you click the Open or Save option. This issue relates to the Windows pop-up blocker. Alternatively, you can make a one-time change to Internet Explorer to bypass the pop-up blocker for the Cognos site and not have to hold the CTRL button down. To do this, perform the following steps: 1. Open Internet Explorer. 2. Click Tools, Internet Options. 3. Click the Security tab, then click the Local intranet icon. 4. Click the Sites button, then click the Advanced button. 5. Under the Add this Website to the zone:, enter 6. Click OK three times. 34 HR Pilot Report Guide Version 1.0

39 Exporting a Report to Excel Format Now, you can run the conversion without using the CTRL key. After the report is generated in Excel, you have an option to open the file or save it. The report is exported into Excel. Note: To ensure/gain full Excel functionality, please choose to Save the output to Excel rather than Open it on this screen. HR Pilot Report Guide Version

40 Saving a Report View VIII. Saving a Report View A. Static View After you have run a report, and it is displayed on your monitor, you have an option to save that view of the report. 1. After running a report, click on Keep this version near the top of the report. 2. Next, click Save as Report View. 3. Change the Name as desired, and click Select My Folders. Then, click OK. The report view will be saved in My Folders. The next time you want to view this report, simply go to My Folders and click the name of the report. The report view appears as before, but saves the processing time. It does not show current data if the data has changed since the report was first run. B. Dynamic View A dynamic View saves the responses to the various prompts that were used to generate the report. This allows you to avoid responding to the prompts every time you run the report. You will essentially save the prompt responses. 36 HR Pilot Report Guide Version 1.0

41 Saving a Report View 1. Open Public Folders and navigate to HR Reports. Click the Create a report view of this report ( ) on the far right of the report name. The following screen appears: 2. Change/Edit the Name as desired. 3. Enter a Description and Screen tip if desired. 4. Click Select My Folders for the location. 5. Click Finish. HR Pilot Report Guide Version

42 Saving a Report View 6. Click My Folders 7. Find the report you just saved and click the Set Properties icon ( ) to the far right of the report name. The following screen appears: 8. Click the Report View tab. 38 HR Pilot Report Guide Version 1.0

43 Saving a Report View 9. Click Set under Prompt values. 10. Select the prompt values as you normally would, then click Run Report. You will be returned to this screen. Click OK. Note: If you check Prompt for values, you will be prompted for values, but your choices made earlier will be intact. This allows you to change prompt values as necessary before running the report. If you clear the Prompt for values checkbox, assuming all required prompts are answered, the report will run without displaying the prompts. HR Pilot Report Guide Version

44 Saving a Report View 11. Click Additional Options, if necessary. 40 HR Pilot Report Guide Version 1.0

45 Saving a Report View 12. Make any other changes, and then click Run Report. This takes you back to the Report View screen. Note: If you leave the Prompt for values option checked, the prompts will appear when you run the report. If you clear the checkbox, the report will run without user input. 13. Click OK. Now, when you click this report in My Folders, the report will run using the saved prompts. HR Pilot Report Guide Version

46 Setting Personal Preferences IX. Setting Personal Preferences 1. At the HR Reporting/Cognos Connection home page, click the My Area icon down arrow, and then select My Preferences. The Set Preferences General screen displays. 42 HR Pilot Report Guide Version 1.0

47 Setting Personal Preferences 2. Enter and select your Report Preferences. Preference Number of entries in list view Report Format Separators in List View Automatic Refresh Rate Style Show Welcome Page at Startup Show a summary of run option Default View Number of columns in details view Product Language Content Language Time Zone Description Enter the number of reports to display on the List View. Recommend: 30. Select your default report format preference. Reports will always display in this format. Recommend: HTML. Select your preference for viewing the reports in List View. Grid Lines and Alternating Backgrounds separate the reports. Recommend: Grid Lines Refresh Rate for system checking for reports. Recommend: 30 seconds. Select the style preference for displaying the BI Reports Homepage. Select Preview to view the style. Select to display the Cognos Welcome Page at start up. Recommend: Unselecting. Select to show a summary of run options. Recommend: Not Selecting. Select List or Details. Recommend: List. Enter the number of columns for the Detail View. Recommend: 3. Use Default. Use Default. The default time zone is Mountain Standard Time. Select the correct time zone for your location. NOTE: CST = GMT-6 3. Click OK. The changes are in effect. Happy Reporting! HR Pilot Report Guide Version

48 That RAPS it up! X. That RAPS it up! That it up! 44 HR Pilot Report Guide Version 1.0