Management Systems, EISD - Departmental Reporting

Author: Majid Khan

Reference: DepartmentalReporting.doc

Date: 22nd September 2005

Revisions: 1.0

1 Introduction

2 Access to Departmental Reporting

3 Reports

3.1 Report Parameters

3.1.1 UCL Employee Reports

3.1.2 UCL Absences and Sickness

3.1.3 UCL Costing Information

3.1.4 Ethnic and Disability Monitoring

1. Introduction

 The Departmental Reporting Application is a replacement for the Demist Reports and an aide to Resource link's MyView.

Department Heads and other nominated users will use the application to obtain employee related information.

MyView Self Service only shows data for current employees. If data is required for employees who have left UCL then the Departmental Reporting Application should be used.

The Departmental Reports are split into four categories:

•  UCL Employees Reports - General Employee Reports

•  UCL Absences and Sickness - Absence and Sickness Reports

•  UCL Costing Information - Cost Analysis Data

•  UCL Monitoring - Ethnicity and Disability Data

In order to gain access to the application, the user will have to request it; this is done via the standard request forms which can be found on the Management Systems web page or by contacting the MyView Self Service Helpdesk ( Hr-self-service-support@ucl.ac.uk ). All requests must be approved by the Head of Department.

An Oracle account will be created which will be given the necessary roles.

The user must be assigned the following role in order to gain access to the application.

Role Report Section Access

RL_READ_ALL UCL Employee Reports, UCL Absence and Sickness, UCL Costing,

UCL Monitoring

RL_READ_ABS UCL Absence and Sickness

RL_READ_STD UCL Employee Reports, UCL Costing, UCL Monitoring

RL_READ_COST UCL Costing

2. Access to Departmental Reporting

There are two ways to access the system:

1. Management Systems web page

2. MyView Self Service Application

Both access points will require the user to enter their Oracle username and password.

Once the user has logged in, the user role is checked, if they have the appropriate roles they will be presented with the screen below with the button HR Systems.

By pressing on the HR_Systems button you will be presented the HR Menu. Depending on the roles you have been assigned, access may be available to other HR Applications. For, example the user for the menu below has access to Departmental Reporting and the Redeployment System.

The nodes are expanded by simply clicking on them. For example, by clicking on the UCL Employee Reports option then this will provide you with the different reports that are available under this particular branch.

Please note if you use a left handed mouse setting you may find you cannot navigate the menu. If this is the case please email Hr-self-service-support@ucl.ac.uk . Alternatively use WTS, where your mouse will work on both settings.

3. Reports

The reports are divided into four branches with each containing a number of different reports.

1. UCL Employee Reports

2. UCL Absences and Sickness

3. UCL Costing Information

4. UCL Monitoring

By double clicking on the report, the user is presented with a parameter screen. Different reports will have different parameters. To run a report the user should enter the desired parameters and then simply press the Run Report button.

The Run Report button will display a PDF version of the report, if the user wants an excel version of the report, the Save to CSV button should be pressed. This will bring up a prompt asking the user whether to download the CSV file or open the file. If the file download pop up does not appear then try the following:

Tools

  1. Internet Options
  2. Security Tab
  3. select custom level
  4. Scroll down to Automatic Prompting for file downloads-set to enable.

‘Include Department Subunits'

The user should be aware of the parameter ‘Include Department Subunits'. If this parameter is checked then the report will return all records for the user department and any subunits for that department.

E.g. The Department GM below has 4 subunits (HN, HF, HM, HL). If GM is entered as the departmental code and ‘Include Department Subunits is checked then the report will include data for GM, HN, HF, HM and HL. If ‘Include Department Subunits' is not checked then the report will only return data for GM.

 

3.1. Report Parameters

3.1.1.   UCL Employee Reports

Employee Details

The Employee Details Report will provide the end user with information on an employees Personal, Appointment and Salary/Grade details. If a person has two appointments then this will be displayed on a separate page.

The following parameters can be used to allow the user to enter different search criteria.

 Department ID Optional

The Department ID is the code that represents your department. For example Management System's department ID is JG. If no parameter is entered the default behavior of the report is to use the department that you have been assigned. If you are unsure of your Departmental code then please contact the MyView Self Service Helpdesk ( Hr-self-service-support@ucl.ac.uk )

Employee Number Optional

Forename Optional

Surname Optional

Grade Optional

Post No Optional

 Start Date Optional

End Date Optional

 The Start and End dates are the date ranges that an employee could have started their appointment. If no dates are supplied then the report will bring back all current employees. If a date range is entered the report will display employees who were employed at UCL during that date range.

Employee Post holding

Report lists all the post holding / appointments within a department.

Department ID Optional

The Department ID is the code that represents your department. For example Management System's department ID is JG. If no parameter is entered the default behavior of the report is to use the department that you have been assigned.

Employee Number Optional

Forename Optional

Surname Optional

Grade Optional

Post No Optional

Employee End of Contract

The Employee End of Contract report displays all the people that have reached their projected end date.

 Department ID Optional

The Department ID is the code that represents your department. For example Management System's department ID is JG. If no parameter is entered the default behavior of the report is to use the department that you have been assigned.

 Employee Number Optional

Forename Optional

Surname Optional

 Start Date Optional

End Date Optional

The Start and End dates are the date ranges that an employee projected end date can fall between. If these dates are left blank then the dates in the background will be defaulted to 1 st day of the current month and last day of the current month.

For example: if start and end dates are not entered and the current date is 9 th January 2006, then in the background the start date will become 1 st January 2006 and the end date will be 31 st January 2006. The report will therefore use these date ranges to project the data back to the user.

Appraisals Due

The report lists all the appraisals that are due for the date period that the user enters.

 Department ID Optional

The Department ID is the code that represents your department. For example Management System's department ID is JG. If no parameter is entered the default behavior of the report is to use the department that you have been assigned.

 Employee Number Optional

Forename Optional

Surname Optional

 Start Date Optional

End Date Optional

The Start and End dates are the date ranges that an employee appraisal due date can fall between. If these dates are left blank then the dates in the background will be defaulted to 1 st day of the current month and last day of the current month.

For example: if start and end dates are not entered and the current date is 9 th January 2006, then in the background the start date will become 1 st January 2006 and the end date will be 31 st January 2006. The report will therefore use these date ranges to project the data back to the user.

Probation Period

 Department ID Optional

The Department ID is the code that represents your department. For example Management System's department ID is JG. If no parameter is entered the default behavior of the report is to use the department that you have been assigned.

 Employee Number Optional

Forename Optional

Surname Optional

 Start Date Optional

End Date Optional

The Start and End dates are the date ranges that an employee probation due date can fall between. If these dates are left blank then the dates in the background will be defaulted to 1 st day of the current month and last day of the current month.

For example: if start and end dates are not entered and the current date is 9 th January 2006, then in the background the start date will become 1 st January 2006 and the end date will be 31 st January 2006. The report will therefore use these date ranges to project the data back to the user.

Employees on Bar Points

The Report supplies information on employees who are approaching their bar point.

Department ID Optional

The Department ID is the code that represents your department. For example Management System's department ID is JG. If no parameter is entered the default behavior of the report is to use the department that you have been assigned.

Overtime Paid

The Overtime paid is based on the cost analysis to display any overtime paid to staff for a given period.

Department ID Optional

The Department ID is the code that represents your department. For example Management System's department ID is JG. If no parameter is entered the default behavior of the report is to use the department that you have been assigned.

Employee Number Optional

Tax Yr/Period (YYYYPP) Optional

This parameter is based on the financial tax year as apposed to the actual current month. The user is expected to enter the actual tax year and period they wish to view.

YYYY = Tax Year

PP = Tax Period

For example, if a user wanted to search January 2006 information, the user would have to enter 200510, this equates to search tax period 10 in tax year 2005.

Tax Year 2005 Tax Period Parameter to Enter Actual Yr Month No

April 01 200501 2005 04

May 02 200502 2005 05

June 03 200503 2005 06

July 04 200504 2005 07

August 05 200505 2005 08

September 06 200506 2005 09

October 07 200507 2005 10

November 08 200508 2005 11

December 09 200509 2005 12

January 10 200510 2006 01

February 11 200511 2006 02

March 12 200512 2006 03

When March has been reached April will be the new tax year

 Tax Year 2006 Tax Period Parameter to Enter Actual Yr Month No

April 01 200601 2006 04

May 02 200602 2006 05

June 03 200603 2006 06

July 04 200604 2006 07

August 05 200605 2006 08

September 06 200606 2006 09

October 07 200607 2006 10

November 08 200608 2006 11

December 09 200609 2006 12

January 10 200610 2007 01

February 11 200611 2007 02

March 12 200612 2007 03

 If no parameter is supplied the default uses the current tax year and period.

 Starters and Leavers

This Report displays employees who have either started or have left UCL in the date range that has been entered.

Department ID Optional

The Department ID is the code that represents your department. For example Management System's department ID is JG. If no parameter is entered the default behavior of the report is to use the department that you have been assigned.

 Employee Number Optional

Surname Optional

 Start Date Optional

End Date Optional

The Start and End dates show starters and leavers at UCL for the dates given. If these dates are left blank then the dates in the background will be defaulted to 1 st day of the current month and last day of the current month.

For example: if start and end dates are not entered and the current date is 9 th January 2006, then in the background the start date will become 1 st January 2006 and the end date will be 31 st January 2006. The report will therefore use these date ranges to project the data back to the user.

Employees over 65

The report lists any people that are 65 and over on a given date.

Department ID Optional

The Department ID is the code that represents your department. For example Management System's department ID is JG. If no parameter is entered the default behavior of the report is to use the department that you have been assigned.

Start Date Optional

This parameter is used to obtain the people who are 65 and over on the date given. If no date is specified it will use the current date.

Employees in Department

Report simply provides a list of people in departments

Department ID Optional

The Department ID is the code that represents your department. For example Management System's department ID is JG. If no parameter is entered the default behavior of the report is to use the department that you have been assigned.

3.1.2. UCL Absences and Sickness

 Employee Absence

Department ID Optional

The Department ID is the code that represents your department. For example Management System's department ID is JG. If no parameter is entered the default behavior of the report is to use the department that you have been assigned.

Employee Number Optional

Forename Optional

Surname Optional

 Start Date Optional

End Date Optional

The Start and End dates are the date ranges that an employee may have been absent. If no dates are supplied then the report will default to bring back data for the previous 12 months.

Post No (Number) Optional

Abs Day Criteria Mandatory

This field is mandatory. The default is automatically entered as 12

 Abs Period Criteria Mandatory

This field is mandatory. The default is automatically entered as 6

Sickness Absence Monitoring

This report supplies a snapshot of people who have exceeded the specified UCL criteria on absenteeism.

Department ID Optional

The Department ID is the code that represents your department. For example Management System's department ID is JG. If no parameter is entered the default behavior of the report is to use the department that you have been assigned.

Start Date Optional

End Date Optional

The Start and End dates are the date ranges that an employee may have been absent. If no dates are supplied then the report will default to bring back data for the previous 12 months.

Abs Day Criteria Mandatory

This field is mandatory. The default is automatically entered as 12

 Abs Period Criteria Mandatory

This field is mandatory. The default is automatically entered 6

Maternity Leave

Report lists employees on maternity leave and also employees that are returning from maternity leave.

Maternity Leave Parameters

Department ID Optional

The Department ID is the code that represents your department. For example Management System's department ID is JG. If no parameter is entered the default behavior of the report is to use the department that you have been assigned.

 Employee Number Optional

Forename Optional

Surname Optional

 Start Date Optional

End Date Optional

The Start and End dates are the date ranges that an employee may have started their maternity leave or may be coming back from their leave. If these dates are left blank then the dates in the background will be defaulted to 1 st day of the current month and last day of the current month.

For example: if start and end dates are not entered and the current date is 9 th January 2006, then in the background the start date will become 1 st January 2006 and the end date will be 31 st January 2006. The report will therefore use these date ranges to project the data back to the user.

3.1.3. UCL Costing Information

Employee Post Funding

 Cost Code Optional

If no cost code is entered then it will return all cost codes used by the Department

 Department ID Optional

The Department ID is the code that represents your department. For example Management System's department ID is JG. If no parameter is entered the default behavior of the report is to use the department that you have been assigned.

Employee Number Optional

Forename Optional

Surname Optional

Post No Optional

 Start Date Optional

End Date Optional

The Start and End dates are the date ranges the cost code started. The report will display all information if no dates are specified.

 End of Funding

Cost Code Optional

If no cost code is entered then it will return all cost codes used by the Department

Department ID Optional

The Department ID is the code that represents your department. For example Management System's department ID is JG. If no parameter is entered the default behavior of the report is to use the department that you have been assigned.

Employee Number Optional

Forename Optional

Surname Optional

 Start Date Optional

End Date Optional

The Start and End dates are the date ranges the funding end date could fall between. If these dates are left blank then the dates in the background will be defaulted to 1 st day of the current month and last day of the current month.

For example: if start and end dates are not entered and the current date is 9 th January 2006, then in the background the start date will become 1 st January 2006 and the end date will be 31 st January 2006. The report will therefore use these date ranges to project the data back to the user.

HEFCE Funded Staff

Cost Code Optional

If no cost code is entered then it will return all cost codes

Department ID Optional

The Department ID is the code that represents your department. For example Management System's department ID is JG. If no parameter is entered the default behavior of the report is to use the department that you have been assigned.

Employee Number Optional

Forename Optional

Surname Optional

 Start Date Optional

End Date Optional

The Start and End dates are the date ranges the HEFCE funding start date could fall between. If these dates are left blank then the dates in the background will be defaulted to 1 st day of the current month and last day of the current month.

For example: if start and end dates are not entered and the current date is 9 th January 2006, then in the background the start date will become 1 st January 2006 and the end date will be 31 st January 2006. The report will therefore use these date ranges to project the data back to the user.

Cost Analysis

 Cost Code Optional

If no cost code is entered then it will return all cost codes

 Department ID Optional

The Department ID is the code that represents your department. For example Management System's department ID is JG. If no parameter is entered the default behavior of the report is to use the department that you have been assigned.

 Employee Number Optional

 Tax Yr/Period (YYYYPP) Optional

This parameter is based on the financial tax year as apposed to the actual current month. The user is expected to enter the actual tax year and period they wish to view.

YYYY = Tax Year

PP = Tax Period

For example, if a user wanted to search January 2006 information, the user would have to enter 200510, this equates to search tax period 10 in tax year 2005.

Tax Year 2005 Tax Period Parameter to Enter Actual Yr Month No

April 01 200501 2005 04

May 02 200502 2005 05

June 03 200503 2005 06

July 04 200504 2005 07

August 05 200505 2005 08

September 06 200506 2005 09

October 07 200507 2005 10

November 08 200508 2005 11

December 09 200509 2005 12

January 10 200510 2006 01

February 11 200511 2006 02

March 12 200512 2006 03

When March has been reached April will be the new tax year

 Tax Year 2006 Tax Period Parameter to Enter Actual Yr Month No

April 01 200601 2006 04

May 02 200602 2006 05

June 03 200603 2006 06

July 04 200604 2006 07

August 05 200605 2006 08

September 06 200606 2006 09

October 07 200607 2006 10

November 08 200608 2006 11

December 09 200609 2006 12

January 10 200610 2007 01

February 11 200611 2007 02

March 12 200612 2007 03

 If no parameter is supplied the default behavior in the background is to get the latest tax year and period.

 3.1.4.   Ethnic and Disability Monitoring

 Start Date Optional

End Date Optional

The parameters provide a date snap shot of Ethnic/Disability monitoring, if these dates are left blank then the dates in the background will be defaulted to 1 st day of the current month and last day of the current month.

For example: if start and end dates are not entered and the current date is 9 th January 2006, then in the background the start date will become 1 st January 2006 and the end date will be 31 st January 2006. The report will therefore use these date ranges to project the data back to the user.