Ryerson Custom Reports. Guide for Users Updated on 21 December 2015

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1 Updated on 21 December 2015

2 Contents Getting Help... iii Supported Browsers... iii... 1 Overview... 1 Retrieve an actuals report... 2 Retrieve an encumbrance report Retrieve an OPSEU salary report Retrieve CUPE 3904 Reports: Unit 1, 2, Glossary ii

3 Getting Help ehr Online Learning You will find a collection of online tutorials and user guides for ehr systems at: Check out the Getting Started topic before you start browsing the online content. HR Client Services If you experience difficulties logging into ehr or online tutorials, contact HR Client Services: Call: ext or Technical Help To access any Ryerson system, you must first activate your Ryerson identity by completing the web form available at: If you experience difficulties logging into ehr via the Ryerson portal using your RyersonID, contact the CCS Help Desk: Call: ext or Supported Browsers Firefox WIN 7 Safari OSx Chrome OSx/WIN 7 Desktop version 24.x, 35.x 17.x, 24.x, 30.x 7.x Internet Explorer WIN 7 9.x, 10.x, 11.x Compatibility Off Disclaimer This document is intended as a reference for employees of Ryerson University. Every effort has been made to ensure the content of this document is correct. If any conflict of information is found between this document and any official documents related to the content, the applicable policy/collective agreement information in the official documents will prevail. The information contained in this document can change without notice and is not guaranteed to be error-free. If you find any errors, contact HR Client Services at (416) or iii

4

5 Overview 'Custom Reports' provide administrators with tools to retrieve budget and actual expenses to account codes in the general ledger and employee-related information. Access to each report is determined by your eligibility to have access to confidential data. Need access to custom reports? Contact HR Client Services on ext or if you are an administrator who needs access to custom reports. By the end of the section you will be able to: Run reports for salary, employee and encumbrance data View and download reports using 'Report Manager' This section applies to: Administrators or managers 1

6 Retrieve an actuals report This report provides detailed information on payroll costs charged to each account code for employees in a department. For example, you may need to know payroll costs for all employees (that are hired as Invigilators during a semester) for budgeting purposes. This report will provide you with this type of data. Procedure In this topic you will learn how to run an actuals report for a cost center and account code. 1. Navigate to the 'Drill Down Report - HRRPT' page. Click the Main Menu button. 2. Click the menu. 3. Click the Drill Down Reports menu. 4. Click the Drill Down Report - HRRPT menu. 5. To begin with any custom report, you will need to create a Run Control ID each time you run the report. The 'Run Control ID' defines parameters for the report. 'Run Control IDs' are valid for one day only. You can re-use the same 'Run Control ID' on the same day and only change the parameters. For example, if you need the same report but wanted pay data from a different account code. You can also click the 'Search' button to find and use the existing 'Run Control ID'. 2

7 6. In this example, you will create a new Run Control ID. Click the Add a New Value tab. 7. This example report will provide actual information about invigilators within a TRSM department. Enter a unique identifier that describes your report, so that it's easy to find later if you need to run the report again during the day. Enter "FALL2015" into the Run Control ID field. 8. Click the Add button. 9. Select the report type as 'Actual' and the output format as 'Excel'. 10. Identify the 'Pay Date' in the Pay Date From and to fields. For this report example, the dates selected are from 09/25/2015 to 12/18/2015. For more information about the pay dates and which pay periods are covered by each, refer to the bi-weekly pay deadlines ( 3

8 11. Access to cost center and account information is based on your security access. If you need the report to run for a range of cost centers, look-up the applicable account number range. In this instance, the cost center selected is '11568 Accounting' and account '6125' at TRSM. Use the Look up (Alt+5) button to select the applicable 'Cost Center'. Access to cost center and account information is based on your security access. If you are unable to view data for a certain cost center, request access from HR Client Services on x Drill down report results can be further narrowed down by specifying more criteria. Your financial advisor ( will provide you with specific codes for the following: Activity ( - code used to identify the fiscal year or term Employee/Crse - code used to specify course information for CE instructors Employee ID - unique employee number (nine numbers) 4

9 13. Click the Save button to save your report criteria in the current Run Control ID. You can re-use this report for one day only, or create another 'Run Control ID' for a new report with different criteria. Click the Save button. 14. Click the Run button. 15. You must select a 'Server Name' to identify the server on which the report will run. If you use the same Run Control ID for subsequent reports, the server name that you last used will default in this field. Click the Server Name list. 5

10 16. Click the PSUNX list item. 6

11 17. Ensure the 'Select' option is checked - without this option checked, the report will not run. Click the OK button. 18. The report is now processing. Notice that your report has been assigned a Process Instance number. 'Report Manager' is like your own personal "inbox" of reports output where you can view report content, check the posting status of your output, and review log files. To view the report, click the Report Manager link. 7

12 19. Click the Administration tab. 20. The reports are listed in the 'Report List'. The most current 'Drill Down Report' is at the top of the list and with a status of 'Processing'. Sort this list by clicking the fields in the grid header. 8

13 21. Once the report completes processing, the status will change to Posted. How detailed the report is will dictate how long it takes to obtain a status of 'Posted'. Click the Refresh button. 22. Once the report is 'posted' it is ready to download. Click the Drill down reports link. 9

14 23. The dialog box that appears on your screen might differ from the example shown, depending on which browser you use in ehr. Follow the browser prompts and save to your local drive. Click the Save as button. 24. The default file extension must be changed to '.csv' for the report data to display correctly in Excel. Enter "csv" into the File name field. 10

15 25. Click the Downloads tree item. 11

16 26. Click the Save button. 27. The report is exported from ehr in the.csv format ('comma separated values'), if prompted - click OK. Click the Open button. 28. The file will open in Excel. You might need to combine and format data, or resize the columns to suit your reporting requirements. Save this file to your preferred location. 29. End of topic. End of Procedure. 12

17 Retrieve an encumbrance report This report provides information on encumbrance dollar amounts (generated by payroll) for employees in a department. For example, you may want to run a report that generates a list of employees with their payroll information to determine how many budget dollars were encumbered to an account code for any given period. Procedure In this topic you will learn how to run an encumbrance report for a cost center and account code. 1. Navigate to the 'Drill Down Reports' page. Click the Main Menu button. 2. Click the menu. 3. Click the Drill Down Reports menu. 4. Click the Drill Down Report - HRRPT menu. 5. To begin with any custom report, you will need to create a Run Control ID each time you run the report. The 'Run Control ID' defines parameters for the report. 'Run Control IDs' are valid for one day only. You can re-use the same 'Run Control ID' on the same day and only change the parameters. For example, if you need the same report but wanted pay data from a different account code. You can also click the 'Search' button to find and use the existing 'Run Control ID'. 13

18 6. In this example, you will create a new Run Control ID. Click the Add a New Value tab. 7. This example report will provide encumberance information about invigilators within a TRSM department. Enter a unique identifier that describes your report, so that it's easy to find later if you need to run the report again during the day. Enter "FALL2015" into the Run Control ID field. 8. Click the Add button. 14

19 9. Click the Encumbrance option and ensure the output format is set to 'Excel' Identify the 'Posting Date' (which is a pay date). For this report example, the posting date 09/25/2013 has been selected. For more information about the pay dates and which pay periods are covered by each, refer to the bi-weekly pay deadlines. 11. Access to cost center and account information is based on your security access. If you need the report to run for a range of cost centers, look-up the applicable account number range. In this instance, the cost center selected is '11568 Accounting' and account '6125' at TRSM. Use the Look up (Alt+5) button to select the applicable 'Cost Center'. Access to cost center and account information is based on your security access. If you are unable to view data for a certain cost center, request access from HR Client Services on x

20 12. Drill down report results can be further narrowed down by specifying more criteria. Your financial advisor ( will provide you with specific codes for the following: Activity ( - code used to identify the fiscal year or term Employee/Crse - code used to specify course information for CE instructors Employee ID - unique employee number (nine numbers) 13. Click the Run button. 14. You must select a 'Server Name' to identify the server on which the report will run. If you use the same Run Control ID for subsequent reports, the server name that you last used will default in this field. Click the Server Name list. 16

21 15. Click the PSUNX list item. 17

22 16. Click the OK button. 17. The report is now processing. Notice that your report has been assigned a Process Instance number. 'Report Manager' is like your own personal "inbox" of reports output where you can view report content, check the posting status of your output, and review log files. To view the report, click the Report Manager link. 18

23 18. Click the Administration tab. 19. The reports are listed in the 'Report List'. The most current 'Drill Down Report' is at the top of the list and with a status of 'Processing'. Sort this list by clicking the fields in the grid header. 19

24 20. Once the report completes processing, the status will change to Posted. How detailed the report is will dictate how long it takes to obtain a status of 'Posted'. Click the Refresh button. 21. Once the report is 'posted' it is ready to download. Click the Drill down reports link. 20

25 22. The dialog box that appears on your screen might differ from the example shown, depending on which browser you use in ehr. Follow the browser prompts and save to your local drive. Click the Save as button. 23. The default file extension must be changed to '.csv' for the report data to display correctly in Excel. Enter "csv" into the File name field. 21

26 24. Click the Downloads tree item. 22

27 25. Click the Save button. 26. The report is exported from ehr in the.csv format ('comma separated values'), if prompted - click OK. Click the Open button. 27. The file will open in Excel. You might need to combine and format data, or resize the columns to suit your reporting requirements. Save this file to your preferred location. 28. End of topic. End of Procedure. 23

28 Retrieve an OPSEU salary report The 'OPSEU Salary Report' data provides detailed employee information to administrators to use in managing employees within the collective bargaining unit. This custom report details employee information as well as data such as: Position statuses - full/part time Extended leave information Hire dates and expected end dates Compensation information such as: step, grade, hours, and actual/base salaries Procedure 1. Navigate to the 'Human Resources' menu. Click the Main Menu button. 2. Click the menu. 3. Click the Human Resources menu. 4. Click the OPSEU Salary Report - HRRPT menu. 5. To begin with any custom report, you will need to create a Run Control ID each time you run the report. The 'Run Control ID' defines parameters for the report. 'Run Control IDs' are valid for one day only. You can re-use the same 'Run Control ID' on the same day and only change the parameters. For example, if you need the same report but wanted pay data from a different account code. You can also click the 'Search' button to find and use the existing 'Run Control ID'. 24

29 6. In this example, you will create a new Run Control ID. Click the Add a New Value tab. 7. This example report will provide OPSEU with salary information for 'FTCE', 'Partial Year', 'Term' and 'Research Assistant' positions that fall under the collective agreement. Enter a unique identifier that describes your report. Enter "OPSEUSalary" into the Run Control ID field. 8. Click the Add button. 9. You must identify the 'As of Date' for all active employee records. Change the 'As of Date' each time you run the report. 25

30 10. You will need to enter the 'Empl Class' numbers for each OPSEU employee group 401, 402, 403, 404. These numbers are listed in the table header for reference. In this example, you will build a report for four employee groups. Enter "401" into the Empl Class field. Employee Group 401 = OPSEU FTCE 11. Enter "402" into the Empl Class field. Employee Group 402 = 'OPSEU Partial Year Employee' 12. Enter "403" into the Empl Class field. Employee Group 403 = 'OPSEU Term' 13. Enter "404" into the Empl Class field. Employee Group 404 = 'OPSEU Research Assistant' 14. Click the View All link to verify all Empl class were added to the report. 15. Click the Save button. 16. Click the Run button. 26

31 17. You must select a 'Server Name' to identify the server on which the report will run. If you use the same Run Control ID for subsequent reports, the server name that you last used will default in this field. Click the Server Name list. 27

32 18. Click the PSUNX list item. 28

33 19. Ensure the 'Select' option is checked - without this option checked the report will not run. Click the OK button. 20. The report is now processing. Notice that your report has been assigned a Process Instance number. 'Report Manager' is like your own personal "inbox" of reports output where you can view report content, check the posting status of your output, and review log files. To view the report, click the Report Manager link. 29

34 21. Click the Administration tab. 22. The reports are listed in the 'Report List'. The most current 'Drill Down Report' is at the top of the list and with a status of 'Processing'. Sort this list by clicking the fields in the grid header. 30

35 23. Once the report completes processing, the status will change to Posted. How detailed the report is will dictate how long it takes to obtain a status of 'Posted'. Click the Refresh button. 24. Once the report is 'posted' it is ready to download. Click the OPSEU Salary Report link. 31

36 25. If prompted by the security settings of your browser, allow the pop up dialog to continue opening th report in Excel or save the file to a folder. Click the Open button. 26. The report will open in Excel. 27. End of topic. End of Procedure. 32

37 Retrieve CUPE 3904 Reports: Unit 1, 2, 3 CUPE 3904 Unit 1, 2, 3 Reports Provides summary information about new and rehired instructors, CE Instructors, teaching assistants, graduate assistants, exam invigilators and lab monitors. Data include in these reports includes changes to employee data that could affect the employee record and other data such as: Additional assignment information Leave information Contract start and end dates Compensation information such as: semester hours, pay, total contract amounts and hourly rate of pay The same system procedure is used to run each report. Procedure In this topic you will learn how to run and download the CUPE 3904 Unit 1, 2, 3 reports. 1. Click the Main Menu button. 2. Navigate to the 'Human Resources' menu. Click the menu. 3. Click the Human Resources menu. 4. Click the CUPE3904 Unit1 Part/Sess-HRRPT menu. 5. To begin with any custom report, you will need to create a Run Control ID each time you run the report. The 'Run Control ID' defines parameters for the report. 'Run Control IDs' are valid for one day only. You can re-use the same 'Run Control ID' on the same day and only change the parameters. For example, if you need the same report but wanted pay data from a different account code. You can also click the 'Search' button to find and use the existing 'Run Control ID'. 33

38 6. In this example, you will create a new Run Control ID. Click the Add a New Value tab. 7. Enter a unique identifier that describes your report. Enter "C1_Inst" into the Run Control ID field. 8. Click the Add button. 34

39 9. You will need to define a range of dates for the report data. Enter the date into the From Date field. Enter "01/01/2015", or use the calendar icon to select a date. 10. Enter a date into the To Date field. Enter "04/30/2015". This report will provide data for a four month period. 11. Click the Run button. 35

40 12. You must select a 'Server Name' to identify the server on which the report will run. Click the Server Name list. 36

41 13. Click the PSUNX list item. 14. Ensure the 'Select' option is checked - without this option checked, the report will not run. Click the OK button. 37

42 15. The report is now processing. Notice that your report has been assigned a Process Instance number. 'Report Manager' is like your own personal "inbox" of reports output where you can view report content, check the posting status of your output, and review log files. To view the report, click the Report Manager link. 38

43 16. Click the Administration tab. 39

44 17. The reports are listed in the 'Report List'. The most current 'Drill Down Report' is at the top of the list and with a status of 'Processing'. Sort this list by clicking the fields in the grid header. Click the Refresh button. 18. Once the report completes processing, the status will change to Posted. How detailed the report is will dictate how long it takes to obtain a status of 'Posted'. Click the Details link. 19. Click the CUPE Unit 1 Partime...csv link. 40

45 20. Click the Save as button. 21. Your computer may default the name of the file to.xls. Change the extension of the File Name to "CUPE Unit 1...csv" and click Save. 41

46 22. Click the Open button. 23. Job data and personal information is included in this report. Use this report to determine job changes and pay information. Changes may include: additional assignments, rehire, change in contract hours etc. 24. End of topic. End of Procedure. 42

47 Glossary Encumbrance Encumbrance: Encumbered compensation are funds allocated to a cost center for the department/faculty. For more information about departmental budgets, contact your financial advisor ( ml). Posted Posted: The report has finished posting and is ready to be viewed, downloaded and/or deleted. Posting Posting: The report is in the process of being transferred to the Report Repository. Process Instance Process Instance: A unique number that identifies each process (report) request. This value is automatically incremented and assigned to each requested process when the process is submitted to run. Run Control ID Run Control ID: A unique ID, associating each operator with his or her own run control table entries. 43

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