Reports Summary Matrix

Transcription

1 Summary Matrix Overview There are two types of reports available in the People First system: Data Warehouse (38 total) and SAP (Management) (31 total). In addition, multiple performance management reports are available in the Performance & Talent Management module. Unless otherwise noted in the matrix below, the data warehouse and SAP reports are accessed through the Management tab within the or modules. The performance management reports are accessed through the Performance & Talent Management tab. The following Summary Matrix identifies all reports available in People First, the location of each report, a summary purpose of each report, and the user security role codes that have access to run the applicable report. Unless otherwise noted in the matrix, report data is based on the previous day and SAP report data is real time. For the reports listed in this document, please refer to the corresponding Instructional Guides in the HR Professional User Guide. The instructional guides can be found on the People First website at r_practitioners/hr_professional_user_guide Name Location Purpose Notes Role Code DATA WAREHOUSE REPORTS (Unless noted below, data in the following reports is based on the previous day.) 1 Agency Leave Liability by Funding ID 2 Agency Leave Liability by Leave Type 3 Agency Leave Liability >>Budget >>Budget >>Budget fiscal year-end leave liability data summarized by funding ID. fiscal year-end leave liability data summarized by leave type. detail fiscal year-end leave liability data by employee. The first day of the fiscal year must be entered in order to process the report. For example, for fiscal year , enter 07/01/2009. The first day of the fiscal year must be entered in order to process the report. For example, for fiscal year , enter 07/01/2009. The first day of the fiscal year must be entered in order to process the report. For example, for fiscal year , enter 07/01/2009. RSM - 1

2 Summary Matrix Name Location Purpose Notes Role Code 4 Appointment Status Expiration >>HR To monitor employees whose appointment status expiration date is within a selected range of dates and an action needs to be taken in People First to update the appointment 5 Average Salary by Class Code 6 Average Salary by Pay Grade 7 Benefit Cancellation >>Budget >>Budget >>Benefits record. average salary by class code. average salary by pay grade codes. employees enrolled in a benefit plan at risk of being cancelled by the benefit vendor for non-payment of premiums. The report can be run for an agency (OLO) code or statewide. The report can be run for an agency (OLO) code or statewide. This report contains confidential information and is only valid for two days after the final regular payroll has processed. This report is also available to benefitonly entities (e.g., the Legislature, state universities, etc.). A, G, H, I, N, 8 Benefit Changes >>Benefits employees who have made a change to a benefit plan in People First for the requested time This is a key benefits report that agencies should work each pay This report contains confidential information. The report is also available to benefitonly entities (e.g., the Legislature, state universities, etc.). A, G, H, I, N, 9 Benefits Underpayment/ Overpayment >>Benefits employees whose employee or employer premium payments do not This is a key benefits report that agencies should work each pay This report contains confidential information. Records will remain A, G, H, I, N, RSM - 2

3 Summary Matrix Name Location Purpose Notes Role Code match the expected payment amounts for the requested time on the report until the employee and employer premium payments match the expected payment amount for the requested time This report is also available to benefitonly entities (e.g., the Legislature, state universities, etc.). 10 Budgeted Positions 11 EEO Utilization - Adverse Impact Analysis 12 EEO Utilization - ALM Analysis 13 EEO Utilization - Incumbency to Availability Analysis/Goal >>Budget >>HR >>HR >>HR a report of budgeted positions based on the selected report filter(s). To determine whether a particular race/ethnic or gender group has been adversely impacted based on the selected calculation method and transaction type. the available labor market data based on the U.S. Census data. To determine if a particular gender and race/ethnic group is being underutilized for affirmative action planning or goal setting. This is a key benefits report that agencies should work each pay OPS and contractor positions are not included. The 2000 U.S. Census Data is used for this report. The calculation method determines the contents displayed on the report. For example, Underutilized? will not be displayed on the report if the calculation method used is the standard deviation rule. H, K, I, M, N, I, K, N, S, U, I, K, N, S, U, I, K, N, S, U, RSM - 3

4 Summary Matrix Name Location Purpose Notes Role Code >>HR I, K, N, S, U, 14 EEO Workforce Separations Detail 15 EEO Workforce Summary (Active) 16 EEO Workforce Transaction Detail 17 EEO Workforce Transaction Summary 18 Employee Roster >>HR >>HR >>HR >>HR agencies detailed transaction and employee data for each separation within a user specified timeframe. agencies the ability to see their workforce broken down by EEO 4 Job Category, race, gender, pay plan, class code and pay grade at any "point in time." agencies detailed transaction and employee data for a selected transaction type (new hires, promotions, demotions or reassignments) within a user specified time frame. agencies a report of summary counts of their new hires, promotions, demotions, reassignments or separations within a specified time frame, broken down by EEO 4 Job Category, race, gender, pay plan, class code and pay grade. a listing of employee and related demographic information. This detailed report can be used to list individual separation transactions for the EEO Workforce Transaction Summary run with same filters. Data is available from 07/01/2009 forward. The user selects an End Date only, and the report generates counts according to the eight EEO 4 Job Categories, race, gender, pay plan, class code, and pay grade. Data is available from 07/01/2009 forward. This report can be used to list individual transactions for the EEO Workforce Transaction Summary run with same filters. Data available is from 07/01/2009 forward. This report can be used to analyze and/or monitor agency anomalies or trends found within their EEO practices. The report can be run for new hires, promotions, demotions, reassignments, or separations. Data is available from 07/01/2009 forward. This report contains confidential information. OPS employees can be included. I, K, N, S, U, I, K, N, S, U, I, K, N, S, U, I, K, M, N, S, RSM - 4

5 Summary Matrix Name Location Purpose Notes Role Code The A Role Code has >>HR the ability to run this report statewide. 19 Employee Transaction Condensed 20 Employee Transaction 21 LAS/PBS Budget Entity/FLAIR Org Level >>HR >>Budget a listing of employee transactions by effective date from People First and non-ops transactions from the legacy system, COPES. This report can be used to help verify key service dates and employment tenure. It does not contain as many data fields as the Employee Transaction and is designed for use by the manager. a listing of employee transactions by effective date from People First and non-ops transactions from the legacy system, COPES. This report can be used to help verify key service dates and employment tenure. It is designed for use by staff in the human resource office. To monitor position and salary rate information by budget entity/flair Org Code level in preparation for the annual fiscal yearend transfer of position and rate information into the LAS/PBS System. The A Role Code has the ability to run this report statewide. The report has three sort report modes (Level 2, Level 3 and Level 4) available for display of the position data. Positions that are not marked correctly as overlap or shared are identified so corrective action can be taken in People First to ensure that the appropriate salary rate is captured for the position record on RSM - 5

6 Summary Matrix Name Location Purpose Notes Role Code June 30 of each fiscal year. 22 LAS/PBS Budget 23 Leave Balance 24 Leave Without Pay 25 Licensure Expiration >>Budget >>Leave >>Payroll >>HR To monitor position and salary rate information in preparation for the annual fiscal yearend transfer of position and rate information into the LAS/PBS System. leave balance information by leave type. employees who have leave without pay attendance codes on their timesheet or a "LOA Without Pay" Personnel Action Request (PAR), whose work dates fall within a selected range of dates. Only submitted and approved timesheet data within the past 270 days is captured. employees who have a professional license or certification recorded in People First or the position requires the employee to maintain a The report has three report sort modes (Budget, Rate and Detail) available for display of the position data. Positions that are not marked correctly as overlap or shared are identified so corrective action can be taken in People First to ensure that the appropriate salary rate is captured for the position record on June 30 of each fiscal year. Enter pay period dates in order to process the report. The data for this report is updated weekly on Saturday. This is a key payroll audit report that agencies should work each pay In order to monitor positions that require a professional license or certification, an entry must be made on the Org Management record, Info Type 9130, License/Cert & State Property. A, B, C, F, G, S, T, A, B, C, D, F, G, H, I, K, M, N, S, T, U, X, Y A, C, G, H, I, K, M, N, S, U, RSM - 6

7 Summary Matrix Name Location Purpose Notes Role Code professional license or certification. 26 New Hires 27 OPS FYTD 28 Overlap and Shared Positions 29 Payroll Changes 30 Payroll Overpayment >>HR >>HR >>HR >>Payroll >>Payroll To monitor new hires for a selected range of dates. To monitor the fiscal year-to-date hours worked for OPS employees. positions that are marked as overlap or shared in People First or positions that need corrective action taken in People First. To monitor key changes to employee pay affecting data. This report contains a comparison of an employee's key payroll data for preceding and current F0001 (Payroll Input file sent to BOSP) payrolls. salary overpayments to employees. The data for this report is updated weekly on Saturday, beginning at 1 p.m. EST. It will take approximately three hours to completely update and will include all approved timesheets as of that day. This report can be used to identify positions that need corrective action taken to ensure that the correct salary rate is captured for the fiscal year-end transfer of data to the LAS/PBS System. This report is based on generation of the F0001 for the specific payroll. This is a key payroll audit report that agencies should work each pay This report contains confidential information. This report must be run every pay period and corrective action taken to collect the salary overpayment. S, U, Agencies should ensure any overpayments are processed in accordance with RSM - 7

8 Summary Matrix Name Location Purpose Notes Role Code Bureau of State Payrolls procedures. 31 Position FTE Totals by Pay Plan 32 Premium History >>HR >>Benefits 33 Rate >>Budget 34 Separated Employees 35 Service Awards >>HR >>HR To obtain FTE totals by pay plan. premium history for the state sponsored (DSGI) plans for the requested time To monitor position and salary rate information in preparation for the annual fiscal yearend transfer of position and rate information into the LAS/PBS System. A recap by budget entity is provided at the end of the report. employees who have separated during a selected range of dates to ensure that applicable exit procedures (such as collection of ID badges, removal of access to internal agency networks or systems, transfer of leave, etc.) are completed timely. a listing of employees who are eligible for agency service awards. This is a key payroll audit report that agencies should work each pay OPS positions are not included. This report contains confidential information. This report is also available to benefitonly entities (e.g., Legislature, state universities, etc.). This report can be used to identify positions that need corrective action taken to ensure that the correct salary rate is captured for the fiscal year-end transfer of data to the LAS/PBS system. It is suggested that this report be run each pay period and action taken in accordance with agency policies or procedures. Length of service is presented in increments of five years, from five to 60 years. S, U, X, Y A, G, H, I, N, A, B, C, D, F, G, H, I, K, M, N, S, T, U, X, Y RSM - 8

9 Summary Matrix Name Location Purpose Notes Role Code A, F, G, H, I, >>Payroll N, 36 Timesheet Interface Error This report will identify the errors that occurred during the processing of the timesheet interface. This report will provide a brief description of the error that occurred and whether the error is fatal or a warning. 37 Turnover >>HR 38 Vacancy >>HR While the report is visible for all agencies, the reports results will only be returned if the agency is submitting employee time using the timesheet interface process. agency turnover data for pay analysis purposes positions that are vacant for a selected range of dates or within any of the three Days Vacant categories (1-89 days, 90 to 179 days or 180 days or greater). SAP REPORTS (Unless noted below, the following reports are real time.) The data in this report is updated every hour on the half hour. Refer to DMS/HRM Policy Clarification 2008 #003 for additional clarification on turnover for competitive pay purposes. This report will produce turnover data back to Jan. 1, If an agency needs turnover prior to Jan. 1, 2007, please submit a request via to A, B, C, D, F, G, H, I, K, M, R, N, S, T, U, A, B, C, D, F, G, H, I, K, M, N, R, S, U, X, Y RSM - 9

10 Summary Matrix Name Location Purpose Notes Role Code 39 Address Verification Monitoring Agency >>HR A, H, I, M, N, the agency s employees status for completing the Address Verification process. The report filter Effective Date is the date (first day) the Address Verification process is activated. Agencies will be notified of the activation date each year. 40 Address Verification Monitoring Statewide >>HR To show statewide totals of each agencies employees status for completing the Address Verification process. The report filter Effective Date is the date (first day) the Address Verification process is activated. N, S 41 Benefits Early Effective Date >>Benefits employees who have elected an early effective date for health insurance for the requested time This report pulls records based on the day the election is made, not the effective date of the report. This report is also available to benefitonly entities (e.g., Legislature, state universities, etc.). A, G, H, I, N, This is a key benefits report that agencies should work each pay RSM - 10

11 Summary Matrix Name Location Purpose Notes Role Code 42 Dependent Certification Monitoring Agency >>Benefits A, H, I, M, N, the agency s employees status for completing the Dependent Certification process. The report filter Effective Date is the first day of Open Enrollment each year (e.g., 10/08/2012 for the 2013 Plan Year Open Enrollment Period). 43 Dependent Certification Monitoring Statewide >>Benefits To show statewide totals of each agencies employees status for completing the Dependent Certification process. The report filter Effective Date is the first day of Open Enrollment each year (e.g., 10/08/2012 for the 2013 Plan Year Open Enrollment Period). N, S 44 Dependent Documentation >>Benefits active employees who need to submit documentation for their dependents. This report contains confidential information. Records will remain on the report until the required documentation is submitted and processed by the People First Service Center. A, G, H, I, N, This report is also available to benefitonly entities (e.g., Legislature, state universities, etc.). This is a key benefits report that agencies should work each week. RSM - 11

12 Summary Matrix Name Location Purpose Notes Role Code >>Time 45 File 1 Payment History 46 FMLA/FSWP Tracking >>Time 47 Groups >>HR 48 Leave Audit >>Time the F0001 payment history for an employee for a requested time To track employees' use of FMLA/FSWP leave. To obtain a listing of an established Requisition Group, Time Group, or Requisition & Time Group and the assigned organization code ranges for an agency. all (annual, sick, special comp, regular comp, personal holiday) leave transactions for the selected employee, for the requested time This report is based on generation of the F0001 for the specific payroll. This report is based on timesheet hours. For timesheet entries, only approved timesheets transactions are included. The report can be run across agencies and across employee IDs for the agency s current employees. A, B, C, F, G, H, K, I, M, N, S, T, A, B, C, E, F, G, H, I, K, M, N, S, T, U, X Y 49 Leave Summary 50 Miscellaneous Deductions 51 Missing Timesheet >>Time >>Time >>Time To obtain the current leave balances of an employee. miscellaneous deductions for agency employees. agencies the ability to identify employees that have missing time on a timesheet. The report can be run back to go live in People First (2004). This report factors in all leave used that is contained on approved timesheets as of the time the report is run. This report can also be run by deduction code for an agency. Missing timesheets can impact the agency's leave liability data and delay the processing of leave payments for terminating employees. The data for this report is updated weekly on A, B, C, F, G, S, T, U, V, A, B, C, F, G, S, T, RSM - 12

13 Summary Matrix Name Location Purpose Notes Role Code Sunday. 52 Open Enrollment Elections Completed Agency 53 Open Enrollment Elections Completed Statewide 54 Outstanding Training 55 PAR Liaison 56 Pay Additive Monitoring 57 Payments Not Sent to BOSP >>Benefits >>Benefits >>E- Learning >>HR >>Time >>Time the agency s employees status for completing an open enrollment election(s). To show statewide totals of each agencies employees status for completing an open enrollment election(s). training that has not been taken by an employee or where an employee has failed a training course. To obtain a listing of the established PAR liaisons and the assigned organization code ranges for an agency. To track pay additives for an agency for a selected range of dates. agencies the ability to view all retro payments (for example, regular salary payments, overtime payments, and on-call payments) that were not sent on the F0001 to Bureau of State Payrolls (BOSP). contains retro payments that are older than two The report filter Effective Date is the first day of the new plan year (e.g., 01/01/2013) The report filter Effective Date is the first day of the new plan year (e.g., 01/01/2013) A failed course is considered outstanding for purposes of this report. The Shift Differential pay additive is not included in this report. When entering the Processing Date, use the payroll processing date for the requested pay This report must be run every pay period and reviewed to determine if corrective action should be taken to process the payment. This report is based on generation of the A, H, I, M, N, N, S A, C, G, H, J, K, M, N, S, U, I, K, M, N, S, RSM - 13

14 Summary Matrix Name Location Purpose Notes Role Code pay periods back. F0001 for the specific payroll. This is a key payroll audit report that agencies should work each pay 58 Payroll Deductions Retro Posting >>Benefits agencies information about payroll deductions, which were used to cover benefits premium underpayments from prior months. When entering the Coverage Period Begin Date, the first day of the coverage month should be used for the coverage month that the payroll is for. The Coverage Period End Date must be the last day of the month for the coverage month that the payroll is for. A, I, H, N, S, The report will only produce results for the past 24 months. 59 Potential Overtime >>Time potential overtime when an employee exits one agency and is hired by another agency in the middle of an FLSA The employee must have held an included position in at least one agency and worked more than his or her FLSA hours in that position. It can also identify This is a key benefits report that agencies should work each pay This report will need to be run by each FLSA Period Type that is applicable to your agency for all potential overtime to be reflected for the selected FLSA period range. This report is based on generation of the F0001 for the specific payroll. This is a key payroll audit report that A, B, C, F, G, H, K, M, N, S, T, RSM - 14

15 Summary Matrix Name Location Purpose Notes Role Code potential overtime when an employee is dually employed (in same agency or in another agency) in at least one included position and works more than the FLSA hours in a agencies should work each pay 60 Retroactive Payments Sent to BOSP >>Time agencies the ability to view all retro payments (for example, regular salary payments, overtime payments, and on-call payments) that were sent on the F0001 to Bureau of State Payrolls (BOSP) for processing. When entering the Processing Date, monthly agencies should use the last monthly payroll processing date and biweekly agencies should use the last biweekly payroll processing date. This is a key payroll audit report that agencies should work each pay 61 Special Compensatory Leave Audit 62 Timesheet Audit 63 Timesheet Information 64 Training Library >>Time >>Time >>Time >>E- Learning To obtain a summary of an employee s hours accrued, used, forfeited, adjusted, or a balance of hours in the 91, 92, 93, 94, or 95 leave types for special compensatory leave. To obtain a summary of an employee's hours worked and leave taken by attendance type. To obtain timesheet data by day for the requested time period by employee. listing of all training courses This report is based on generation of the F0001 for the specific payroll. This report is run by leave type for one employee to view special compensatory leave over a period of time or to obtain special comp leave balances for an entire agency as of a specific date. Only hours in status 20 (Submitted), 30 (Approved) and 40 (Rejected) are included in this report. This report provides data back to go-live for an employee. Agencies must maintain training data A, B, C, E, F, G, H, I, K, M, N, S, T, U, X, Y A, B, C, F, G, S, T, A, B, C, F, G, S, T, A, C, G, H, J, K, M, N, S, U, RSM - 15

16 Summary Matrix Name Location Purpose Notes Role Code by agency OLO code. in People First in order to use this 65 Training Summary >>E- Learning employees the ability to access their training history, regardless of the employing agency. The report can be generated by employee, supervisor, or course code. report. Agencies must maintain training data in People First in order to use this report. A, C, G, H, J, K, M, N, S, U, OTHER REPORTS (Unless noted below, the following reports are real time.) Name Location Purpose Notes Role Code 66 Performance Expectations A, H, M, U, X, Y 67 Performance Evaluations 68 Timesheet Summary Performance & Talent Management>> Primary Navigation Menu >>Performance Expectations Performance & Talent Management>> Primary Navigation Menu >>Performance Evaluations Employee Timesheet To monitor progress of the performance expectations setting process. To monitor progress of the performance evaluation process. To review, print, or save a copy of timesheet entries for the requested time period by employee. Refer to the Performance Management Instructional Guide for details on how to process performance expectations reports in the Performance & Talent Management module. Refer to the Performance Management Instructional Guide for details on how to process performance evaluations reports in the Performance & Talent Management module. This report provides data back to go-live for an employee. It can only be accessed through the employee's timesheet screen. This report should be used for any historical timesheets the agencies need to access. A, H, M, U, X, Y A, B, C, E, F, G, H, I, K M, N, S, T, U, X, Y, Z RSM - 16

17 Summary Matrix Name Location Purpose Notes Role Code Training Tab To obtain a E transcript of training courses that you have completed, regardless of agency. 69 Training Transcript Agencies must maintain training data in People First in order to use this report. This report is only available to the employee. Human resource users and managers should process the Training Summary to obtain employee training information. RSM - 17