AM007: Absence Management Reports
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1 AM007: Absence Management Reports INTRODUCTION The Absence Management Reports Process Guide describes the report processing steps that Timekeepers and Manager/Approvers will perform to validate monthly processing on the CI campus. This guide includes the general processing steps common for all AMSS reports using three valuable reports as examples. SELECT A RUN CONTROL RUN REPORTS OPEN/SAVE REPORT REPORT FIELDS a) Absence Activity b) No Time Reported (No Leave Taken) c) Reported Absences H:\HR\Business Process Guides\CI PS Processes\New Processes\AM007 AM Reports (Revision ).doc Page 1 of 8
2 PEOPLESOFT PROCESSING Absence Management Reports Timekeepers and Manager/Approvers have access to Absence Management reports based on the security structure defined for them within the Absence Management system. In addition to the validations that occur at the time of entry in Absence Management Self Service, it is recommended that Absence Management activity is validated by the Timekeeper and Manager/Approver as part of their review. Manager Reports Absence Activity Report is run by employee or department. Snapshot of Absence activity by employee. Includes Absences takes, balances, and adjustments. No Time Reported (No Leave Taken) Report is run by department each Absence period. Identifies Absence Management eligible employees who have not reported any absences. Reported Absences Report is run by employee or department for a specified period. Summary of reported absences by employee. Navigation: Global Payroll & Absence Management > CSU Absence Management > CSU AM Inquiry > Multi Report CREATE A RUN CONTROL Apply this step for your first process only. Click on the Add a New Value tab Run Control ID: Create a new Run Control. (i.e.: AM_Reports) Click on the Add button. 1. SELECT A RUN CONTROL Use the Search button to bring up a listing of all of your Run Controls. Select the Run Control for the AM Reports process. H:\HR\Business Process Guides\CI PS Processes\New Processes\AM007 AM Reports (Revision ).doc Page 2 of 8
3 2. RUN REPORTS The report Run Control is displayed. Absence Report Search: o Complete the fields that will isolate the employees that you want to view (i.e.: Department) o Empl ID: Completing this field will result in data for that particular employee. o Empl Rcd#: Further filters out data to include only one record for an employee. o CSU Unit: Filter by Reporting Unit o Department: Filter by department code o Period ID: Filter by pay period (This filter will be important once we have a lot of history in the system) Monthly Processing: o Check the boxes of the reports that you would like to run. Multiple reports can be generated at the same time. o Recommended: Absence Activity No Time Reported Reported Absences Click Save on the bottom of the page to save the run control parameters. Click the Submit button to start processing. You should be taken directly into the Process List page. Wait a few seconds to let the process run, then click the Refresh button to update the run status. H:\HR\Business Process Guides\CI PS Processes\New Processes\AM007 AM Reports (Revision ).doc Page 3 of 8
4 The reports are finished processing when the Run Status changes to Success and the distribution status is Posted. Click on the Details link to open the process detail page. Click View Log/Trace under the Actions heading. The File List will appear, presenting you with links to the reports: a) Absence Activity CSUAM001_ABS_ACTIVITY_# csv b) No Time Reported CSUAM001_NO_LEAVE_TAKEN _#.csv c) Reported Absences CSUAM001_REPORTED_ABS_ #.csv H:\HR\Business Process Guides\CI PS Processes\New Processes\AM007 AM Reports (Revision ).doc Page 4 of 8
5 3. OPEN/SAVE REPORTS Click the first report name CSUAM001_ABS_ACTIVITY_#.c sv Select Open with Microsoft Excel and click OK. Note: this window may vary depending on the web browser and settings you are using. You may also choose to Save file in a designated folder on your computer or shared drive to be accessed later. Alternatively, you may right-click each of the report links, select Save Link As, and choose the desired folder to save the reports to be opened later. H:\HR\Business Process Guides\CI PS Processes\New Processes\AM007 AM Reports (Revision ).doc Page 5 of 8
6 4. REPORT FIELDS Once you have the files saved/opened, you may notice all three of these reports contain these twelve common fields identifying the employee s job data: A. EmplID B. Rcd C. Name D. Empl Status E. Empl Class F. CSU Unit G. DeptID H. Dept. Name I. Job Code J. Job Title K. FTE L. AM Pay Group H:\HR\Business Process Guides\CI PS Processes\New Processes\AM007 AM Reports (Revision ).doc Page 6 of 8
7 a) The Absence Activity report will display the following fields (in addition to the A through L fields common with the other reports): M. Absence Type N. Absence Date O. Duration P. Source b) The No Leave Taken report contains these additional three fields: M. Period ID N. Calendar ID O. Source c) The Reported Absences report contains these specific fields: M. Absence Type N. Begin Date O. End Date P. Duration Q. Approval Status R. Absence Status S. Partial Hours T. All Days U. End Day Hours V. Void W. Source H:\HR\Business Process Guides\CI PS Processes\New Processes\AM007 AM Reports (Revision ).doc Page 7 of 8
8 Manager Reports (continued) 5. RE-RUNNING REPORTS If you forgot to save an old report or wish to run a new batch of reports with different parameters (such as a different pay-period or another department), click the Multi-Report link in the top navigation bar to get back to run control page. Enter new search parameters and repeat the processing steps detailed in Section 2 above to run a new report, OR To view reports that you have already run, click the Process Monitor link. Select the appropriate time range and click Refresh to pull up a list of report instances you have run in the past. As you did before, Click Details next to the instance you wish to review; then Click View Log/Trace under the Actions heading to pull up the file list. Open/save the reports using your preferred method. H:\HR\Business Process Guides\CI PS Processes\New Processes\AM007 AM Reports (Revision ).doc Page 8 of 8
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