HRMS Reporting Tool Class

Transcription

1 HRMS Reporting Tool Class Department of Public Instruction Raleigh, North Carolina

2 Table of Contents Knowledge Base 2 Installation Guide 3 Reporting Tool Adhoc Reports 9 Exporting Data 14 Access Saved Adhoc Queries 18 Standard HRMS Contracts and Letters 21 Standard HRMS Standard Reports 33 HRMS Web Reports 60 HRMS Local Web Reports 65 HRMS Query Builder 67 Intro to SQL in HRMS 70 HRMS Customer Support Contact Info 82 1

3 What is the Reporting Tool Client Based Tool This application is installed on your desktop, An internet connection is still needed for download and to use. Purpose: To empower HR and Finance officers across your LEA with easy access to high quality data, reports and letters Retrieve data that was entered into your LEA applicant system. Make Federal Reporting A lot easier, we have a number of federal reports Some very important websites: HRMS Communication Site: - Contains training - Knowledge base - Queries that can be used for Query Tool/Local Reports Once you sign into the reporting tool Go to Help and it list all topics: - Adhoc Reports Help Topic - Letters Help Topic - Standard Reports Help Topic Architecture: The Reporting Tool is a Visual Basic 6 client based reporting application that accesses HRMS Data (read only) on your LEA s AS400. The returned data is displayed in a Crystal Reports Viewer 2

4 Installing the Reporting Tool HRMSReportingTool.lnk Reporting Tool HRMS Reporting Tool Installation Guide Please read over all of the instructions. For proper installation the Reporting Tool must be installed first then install IBM Client Access. ** IMPORTANT ** You must install the reporting tool before installing Client Access. Instructions are broken down as follows: A. Installing the HRMS Reporting Tool B. Determining IBM Client Access version and Installing IBM Client Access A. Installing the HRMS Reporting Tool 1. Log into your LEA Page From the Reporting Page of the website, click on the HRMS Reporting Tool link. After Clicking On Reporting Tool: 3

5 Take Note of: Reporting Tool Installation Guide HRMS Reporting Tool Client Access Download Full Access 2. Click on HRMS Reporting Tool & Select to Save the File and then click the "OK or Save" button. 3. This will save the file to your hard drive. Choose a directory location to save the file and select the "Save" command button. Be sure to remember where the file is saved. When the download to your hard drive is complete, close the window if still open. TIP: It is easier to save the file to the Desktop so that it can be readily found for installation and later removal. 4

6 Click Save, Take Notice of the version which should be the most recent version And since you saved it on your desktop that is where it will appear 4. Double click on the program file you saved. Read the installation text and click "Finish". 5. The HRMS Reporting Install Shield Wizard will display a series of windows with "Next" as a command selection. Select "Next" for each window until "Setup has finished copying files to your hard drive" is displayed. During this time, you may be prompted to overwrite older files that are currently on your workstation. Always select "Yes" to overwrite those files. * Just leave all defaults and click NEXT all the way until the end of install Notes for Windows 95 Users You may receive 1 or more pop-up windows stating Read-Only File Detected, if so choose Yes. You may receive a window marked Information that states The following files failed to Self Register Choose Next. On Widows 95 there is an installation issue that requires you to reinstall the Reporting Tool again after the Client Access client. 6. The system will ask you if you want to restart your system. Select "Yes, I want to restart my computer now." 7. Click the "Finish" button. This will restart your workstation. 8. Double click on the HRMS short cut icon on your desktop. 5

7 9. The messages "Please fill in the configuration settings on the following screen. This only has to be done once in HRMS Reporting" will be displayed in a popup box. 10. Select "OK". 11. Enter the TCP/IP address of the AS400 server where your HRMS database is located. If you do not know this information, contact your Network Administrator. Once the TCP/IP address is entered into the text box, select "Save and Close". TIP: Make sure the number is correct; otherwise the Reporting tool will not work properly. After it has been saved, if the TCP/IP address needs to be changed, you can click Configure from the Menu bar. *This is the same address that you use to get into your LEA page if you don t know it contact your AS400 Administrator 12. Close the HRMS Reporting Tool Application. ** Only follow these instructions if this is the very first time you have every installed the reporting tool B. Installing IBM Client Access To verify if you have IBM Client Access: 1) Launch the Reporting Tool and run a report, such as an Ad Hoc Report. If there is not an error, you should be able to proceed without reinstalling Client Access. If an error occurs, you will need to reinstall Client Access. 2) If you need to verify if Client Access is installed on your workstation, click on the Start button in the lower left hand corner of your window desktop. Then click on Programs. Is IBM AS400 Client Access is in the program files list? If you answer NO Install the Full Access version; Once you have successfully installed Full Access, DO NOT uninstall or reinstall Full Access again. Only proceed if the first two checks failed or if you are sure you have never installed client Access 6

8 1. On the Reporting Tool web page where you downloaded the Reporting Tool, click on the Full Access. 2.Select to Save the File and then click the "OK or Save" button. Save document to Desktop and click "Save" command button. Be sure to remember where the file is saved. Once the download to your hard drive is complete, close the window if still open. 2. Double click the downloaded file to begin installation. If the Client Access application detects an older version of the application, you will be asked if you like to uninstall the older version. Select Yes, the older version will be uninstalled, and you will be prompted to restart your workstation. Select Yes when prompted to restart. Once the workstation has restarted, the installation should continue automatically. If it does not continue automatically, find the downloaded file and double click on the file to restart the installation. 7

9 * Select Full Install leave all defaults the same and hit next 3. Read the installation instructions and click Finish. This will invoke the Welcome pop-up box for the IBM AS400 Client Access Express for Windows V5R1M0, click on the Next button. 4. Once the Client Access Express License Information window opens, click on Yes. a) Full Access version: * Select Full Install leave all defaults the same and hit next. Note: When installing on Windows XP you will receive a warning message, The software you are installing has not passed Windows logo testing This version was not Windows logo tested but does work with Windows XP. 5. Click the Next button on the Component Selection popup box. 6. Click Next on the Specify Programs Menu Shortcut popup box. 7. Once the Start Copying Files window opens, click Next. During this process you may be prompted to overwrite files that are currently on your workstation. Always select the Yes option to overwrite the older files. 8. When the Install Complete window appears, de-select the View the README file and the Show the welcome wizard when I restart my computer. Then click the Next button. 9. Restart your workstation now. On the Setup Complete popup window, click the Finish button. Notes for Windows 95 Users On Windows 95 there is an installation issue that requires you to reinstall the Reporting Tool again after the Client Access client for some installed files to register. Once your workstation has restarted, you will be ready to run the HRMS Reporting Tool Application. If you need assistance configuring an AS400 emulation session, contact your local network administrator or the DPI Helpdesk at

10 Reporting tool - Adhoc Reports The HRMS Reporting Tool consists of 4 sections: Overview The HRMS Reporting Tool consists of 4 sections: Ad Hoc Reports Saved Ad Hoc Queries Letters Saved AdHoc is where the Adhoc Reports that you have created are saved. Standard Reports AD HOC Reports Steps To Create an Ad Hoc Report 1) Select Ad Hoc Reports from the box at the left side of the screen. The Ad Hoc Reports drop down menu becomes available for you to make a selection. This 9

11 menu lists several pre-joined system files from which you can create a report. 2) Select the appropriate report from the drop down menu. The system displays three additional buttons at the bottom of the window: Field Selection Run Report Export Data 3) After selecting your report, you may run your report at any time. If you click the Run button at the bottom of the screen without accessing the Field Selection screen, your report will list: Displays every record within the file Unsorted data Columns arranged in alphabetical order by column headings. 4) Click on the Field Selection button to define the fields, selection criteria, and sort order for your report. See below for detailed instructions about field selection. 10

12 Field Selection After clicking on the field selection button, you may Select the fields to appear on your report Specify the order in which the fields appear Specify selection criteria Specify sort criteria All the fields available to display on your report are listed in alphabetical order within the Choices for Report box on the left-hand side of the screen. Pre-selected field choices initially appear in the box on the Right. Fields in this box will actually print on your report. They are listed in the order in which they will appear on your report. You may add, remove, and rearrange fields listed in this box. Click on the Ok button when you have finished with the field selection screen and are ready to run, save, and/or export your report. Adding a Field Scroll down the list in the Choices for Report box to locate the field you would like to see on your report. Select the field to add from the Choices for Report section. Click on the Move Right button OR double-click on the field. You will see the selected field displayed at the bottom of the list in the Selected Choices for Report section. Removing a field from your report Scroll down the list in the Choices for Report box to locate the field to be removed from your report Select the field to remove from the Selected Choices section. 11

13 Click on the Move Left button OR double-click on the field. The field you selected will move from the Selected Choices section to the bottom of the list in the Choices for Report Section. Rearranging the Column Order The columns on your report will appear from the left margin in the same order that the fields are listed in the Selected Choices section. Select the column/field to be moved. Click on the Move Up button to arrange a selected column closer to left margin Click on the Move Down arranges selected column closer to right margin Selecting Criteria Click on Select Criteria button located at the bottom of the Field Selections screen. You will advance to the HRMS Reporting Tool Selection Criteria Screen. 12

14 The selection options for your chosen report will appear in blue on your screen. Unavailable options will be appear in light gray. Please refer to the help text for your selected report view for detailed instructions in completing the available selection criteria options. When you have finished indicating the selection criteria for your report, click on the OK button. Selecting Sort Criteria Click on Sort Button located at the bottom of the Field Selections screen. You will advance to the HRMS Reporting Tool Sorting Choices Screen. Available sort options appear in the box on the left-hand side of the screen. Select sort option and click the Move Right button. 13

15 Repeat the above step for each option you wish to use as sorting criteria. The arrangement of fields in the box on the right is the sort order for the report. The default sort order is alphabetical by field name. To arrange the sort order, select a field and click on the Move Up or Move Down button. When you have finished selecting the sort criteria for your report, click on the OK button. Running your Report Click on the Run button located at the bottom of the HRMS Reporting Tool Home Screen. A report verification box will appear indicating your chosen selection criteria for this report. Click on OK to continue running the report. View your report results as they appear on your screen. NOTE: This view is intended to be for data verification only. Your screen shows four columns across the screen. Rows containing more than four fields will appear on multiple lines. To edit this view, you must export the report to a Windows application. You may print your report by clicking on the Printer icon at the top of your screen. To close your report view, click on the X located on the far right-hand side of the menu bar. You will be given the option to save your report criteria so you can run this same report at a later date. If you choose to save your report, you will be prompted to name your query. This name will appear in the drop down menu listing your Saved Ad Hoc Queries. At this point, you may edit your report results using the field selection options OR create another report. 5) After you have run your report and are satisfied with the results, you may Save your query to run again at a later date Export your data to a Windows application Exporting Report Data to a Windows Application You may export the data you selected within your ad-hoc report into another Windows application. Within the application you may then format your report to meet publishing standards or create a file for further processing. The Ad-Hoc Reports Application provides two exporting options: The Export Data button, which appears on the HRMS Reporting Home Page, builds a comma-delimited text file that you can import another application. In some applications, you must use an import wizard procedure to make this file readable with in the application. The Export Icon that appears at the top of the displayed report allows you to specify the type of file you want to create. If you select the correct file type, your application should be able to immediately open and use the file. A file import procedure within the windows application is not necessary. 14

16 Using the Export Data Button 1) Click on the Export Data button located on the HRMS Reporting Home Page. 2) An Export Verification window appears, indicating any selection criteria you specified for this file. Verify that you want to continue the export process and click OK. 3) At the Specify output file for export data: Select the location or folder where you want to store this file Type the name of your file Click Save to continue 4) When the process is complete, you will see a window confirming that the file has been created. Click on the OK button to continue. 15

17 NOTE: This file will be saved as a comma-delimited text file. 5) You may now access your new file from a Windows application. In most cases, you will use the Import Wizard associated with the application to convert the file to a format, which the application can use. 16

18 Using the Export Icon after the Report Has Run NOTE: This option exports the file exactly as you see it on the screen. 1) From your displayed report, click on the Export Icon at the top of the screen. 2) From the Export window, select the appropriate file format and destination from the drop down menu. File Format the type of file you are creating. Select the application in which you plan to use the file. Destination Select Disk from the drop-down menu to export the file to a Windows application. 3) Click OK to Continue 4) At the Choose Export File Window: 5) Select the Library where you want to reference this file 6) Type the name of your file 17

19 7) Click Save to Continue 8) You may now access this new file using your preferred Windows application. Accessing Saved Ad Hoc Queries After you run your ad hoc query report, you have the option to save your report criteria so you can run the same report at a later date. When you select the Saved Ad Hoc Queries option, your saved queries will be available for you to select from the drop down menu. After it is selected, your query will run immediately. 18

20 While viewing your query output, you may Print your query using the print icon at the top of the screen. After clicking on this icon, your report should immediately print to your pc printer. Export the query using the export icon at the top of the screen. Refer above to the Using the Export Icon after the Report is Run section for instructions on exporting your query. 19

21 Exercises for Ad Hoc Reports 1. Create an Absence Ad Hoc Report 2. Remove the ASSIGN_PRIMARY & SSN field from the report. 3. Add the ETHNIC and GENDER fields to the report. 4. Move the LASTNAME and FIRSTNAME fields to display in first and second place in the report. 5. Sort the report by LASTNAME. 6. Select Criteria so that any 7 absence codes are displayed on the report. 7. Run the Report and Export the data. 8. Import the data into MS Excel. 20

22 Standard HRMS Contracts and Letters Generating Standard Contracts or Letters From the HRMS Reporting Tool Home Page, select the Letters Option Select contract or the letter of your choice from the Letters drop-down menu You will advance to a screen that allows you to enter selection and LEA specific information. Input options vary according to the choices on the menu. Click on the Run Letter Button System displays the contracts or letters on your screen. Click on the right and left arrows at the top of your screen to scroll through the generated output. 21

23 To Print Contracts/Letters Click on the Print Icon at the top of the screen To Export Data to a Windows Application From your displayed output, click on the Export Icon at the top of the screen. From the Export window, select the appropriate file format and destination from the drop down menu. File Format the type of file you are creating. Select the application in which you plan to use the file. Destination Select Disk from the drop-down menu to export the file to a Windows application. Click OK to Continue At the Choose Export File Window: Select the Library where you want to reference this file Type the name of your file 22

24 Verify that you have selected the correct file format Click on the Save button. A window titled Exporting Records appears on your screen. This window reports the progress of the export program. To terminate the export process, click the Cancel Exporting button. When the Exporting Window disappears from your screen, the export process is complete. You may now access this new file using your preferred Windows application. Contracts Use this program to generate employee contracts. You may print the standard career, probationary, and temporary contracts issued by the Department of Public Instruction. Employee contract information must be entered prior to running this program. You may enter the necessary information on the Contract screen as part of the New Hire process. You may create contracts or edit contract details using the Contract program located on the Staff Action program menu. After entering your selection options defined below, click on the Run Report Button to generate employee contract(s). Selection Criteria You may make entries in one or several of the fields listed below. No selection entries will generate contracts for all contracted employees in your database. SSN: Enter up to twenty-five social security numbers to print contracts for selected employees. If no social security numbers are entered, the program will print contracts for all employees matching the selection criteria specified in the remaining fields. 23

25 Contract Type: Select the type of contract from the drop-down menu. This program will only print system-defined contracts issued by the Department of Public Instruction. An entry in this field will restrict your output to contracts for employees who have employment based on your specified contract. Tenure Status: Select tenure status using the drop-down menu. Tenure status codes may be system or locally defined. Locally defined codes are entered using the Tenure Status program on the LEA Configuration page. Employee tenure status is updated using the Benefits program on the Staff Action menu. An entry in this field will restrict your output to contracts for employees who have the selected tenure status. Include Inactive Employees: Select this option if you wish to print contracts for employees who are not currently working for your school system. Board Action Date (required): Enter the date to print on the contracts using the calendar on the right-hand side of the screen. To specify date selection criteria: 1) Choose a month and year from the drop-down menu over the calendar. The calendar will change to display your selection. 24

26 2) Click on the day. 3) Click on the Set Date box for the date you want to use in your selection. 4) If you select a date in error, click on the Clear date box for your selection. You may then select another date from the calendar. Click the Run Letter Button to generate your letters. Click the Exit Button to return to the Reporting Tool Home Page. Contract Cover Letter Use this program to print standard letters to employees to be mailed with the contracts. The text in the body of the letter is system generated and cannot be edited. 25

27 After entering your selection options below, click on the Run Report Button to generate your letters. Selection Criteria You may make entries in one or several of the fields listed below. No selection entries will generate letters for all employees. SSN: Enter up to twenty-five social security numbers to print letters for selected employees. If no social security numbers are entered, the program will print letters for all employees matching the selection criteria specified in the remaining fields. Contract Type: Select the type of contract from the drop-down menu. An entry in this field will restrict your output to letters for employees who have employment based on your specified contract. Tenure Status: Select tenure status using the drop-down menu. Tenure status codes may be system or locally defined. Locally defined codes are entered using the Tenure Status program on the LEA Configuration page. Employee tenure status is updated 26

28 using the Benefits program on the Staff Action menu. An entry in this field will restrict your output to contracts for employees who have the selected tenure status. Include Inactive Employees: Select this option if you wish to print letters for employees who are not currently working for your school system. Phone Number: Enter your Personnel Department s 10-digit phone number. This phone number will be included within the body of the letter. Personnel Manager: Enter the name of your Personnel Administrator, or the person who will sign these letters. The name will appear on the letters under the signature block. Click the Run Report Button to generate your letters. Click the Exit Button to return to the Reporting Tool Home Page. Contract Non-Renewal Letter Use this program to print standard letters to employees who will not have their employment contacts renewed in the following year. The text in the body of the letter is system generated and cannot be edited. After entering your selection options below, click on the Run Report Button to generate your letters. Selection Criteria You may make entries in one or several of the fields listed below. No selection entries will generate letters for all employees. 27

29 Date Selection: Using the steps outlined below to enter the Board Action Date and the Sign By Date. These dates will appear in the text of your letter. 1) Choose a month and year from the drop-down menu over the calendar. The calendar will change to display your selection. 2) Click on the Set Date box for the date you want to use in your selection. 3) If you select a date in error, click on the Clear date box for your selection. You may then select another date if desired. SSN: Enter up to five employee social security number to print letter(s) for specific employee(s). Personnel Manager Name: Enter the name of your Personnel Administrator, or the person who will sign these letters. The name will appear on the letters under the signature block. Personnel Manager Title: Enter the title of the person who will sign these letters. The title will appear under the administrator s name in the signature block of these letters Click the Run Report Button to generate your letters. Click the Exit Button to return to the Reporting Tool Home Page. Expiring License Letter Use this program to print standard letters to employees who have licenses expiring in the near future. The text in the body of the letter is system generated and cannot be edited. 28

30 After entering your selection options below, click on the Run Report Button to generate your letters. Selection Criteria You may make entries in one or several of the fields listed below. No selection entries will generate a letter for all employees. SSN: Enter an employee s social security number if you need to print a letter for one person. License Expire Date June 30: Enter the final year of the employees renewal cycle. Renewal Cycle Beginning Date July 1: Enter the beginning year of the employees renewal cycle (required). Renewal Cycle Ending Date June 30: Enter the last year of the employees renewal cycle (required). 29

31 Personnel Manager Name: Enter the name of your Personnel Administrator, or the person who will sign these letters. The name will appear on the letters under the signature block. Personnel Manager Title: Enter the title of the person who will sign these letters. The title will appear under the administrator s name in the signature block of these letters. Click the Run Report Button to generate your letters. Click the Exit Button to return to the Reporting Tool Home Page. License Renewal Letter Use this program to print standard letters to employees who have licenses to be renewed in the near future. The text in the body of the letter is system generated and cannot be edited. After entering your selection options below, click on the Run Report Button to generate your letters. Selection Criteria You may make entries in one or several of the fields listed below. No selection entries will generate a letter for all employees. 30

32 SSN: Enter an employee s social security number if you need to print a letter for one person. License Type: The type of license for which you want to print renewal letters. Select the appropriate option from the drop down menu. License Expire Date: The last date an employee s teaching license is valid. To specify date selection criteria: 1) Click on the Set Date box for the date you want to use in your selection. 2) Choose a month and year from the drop-down menu over the calendar. The calendar will change to display your selection. 3) Click on the date. 4) Repeat steps 1-3 for to select additional dates. NOTE: If you select a date in error, click on the Clear date box for your selection. You may then select another date if desired. Contact By Date: The date by which you want the employee to contact you. This date appears in the body of the letter. Follow the instructions for the License Expire Date to enter a date in this field. Personnel Manager Name: Enter the name of your Personnel Administrator, or the person who will sign these letters. The name will appear on the letters under the signature block. 31

33 Exercises for Contracts and Letters 1. Generate Probationary Contracts for Board Action Date: January 1, 2004 and Contract Create Date: January 2, Generate Contract Cover Letters for Career Contracts. 3. Generate Contract Non-Renewal Letters. 4. Generate Contract Renewal Letters. 32

34 Standard HRMS Reports To generate a Standard HRMS Report From the HRMS Reporting Tool Home Page, select Standard Reports Option Select the report of your choice from the Standard Reports drop-down menu You may advance to a screen which allows you to specify selection criteria a sorting order. Selection and sorting options vary by report. NOTE: If the report has no Selection and/or sort options, your report runs automatically after step 2. Click on Run Report Button System displays report on screen. To Print Report Click on the Print Icon at the top of the screen To Export Data to a Windows Application From your displayed report, click on the Export Icon at the top of the screen. 33

35 From the Export window, select the appropriate file format and destination from the drop down menu. File Format the type of file you are creating. Select the application in which you plan to use the file. Destination Select Disk from the drop-down menu to export the file to a Windows application. Click OK to Continue A Window titled Format Options will appear. The system has already selected the default file formatting choices. Select the options you prefer for your file and click OK to continue. At the Choose Export File Window: Select the Library where you want to reference this file Type the name of your file 34

36 Verify that you have selected the correct file format Click on the Save button. A window titled Exporting Records appears on your screen. This window reports the progress of the export program. To terminate the export process, click the Cancel Exporting button. When the Exporting Window disappears from your screen, the export process is complete. You may now access this new file using your preferred Windows application. Continuing Education Class Code Report Use this report to obtain a list of the courses entered in the Renewal Credit Class Code table, sorted by class code. There is no selection or sorting options. You may add, change or remove class codes using the Create Renewal program. You may access this program from the LEA Employee Page. Continuing Education by Class Report Use this program to generate a report of employees who completed a course. After entering your selection options below, click on the Run Report Button to generate you Continuing Education by Class Report. 35

37 Selection Criteria You may make entries in one or several of the fields listed below. No selection entries will generate a report listing a complete class roster for every course in your database. SSN: Enter an employee s social security number Class Code: Enter a class code. Class codes are locally defined using the Create Renewal program on the LEA Employee page. An entry in this field will restrict your report results to employees who have completed this course. Primary Site: A three-digit site code. Site codes are locally defined using the Site program on the Configuration page. An entry in this field will restrict your report results to employees who have a primary assignment at this site. Credits: A minimum number of renewal credits. An entry in this field will restrict your report results to employees who earned renewal credits greater than or equal to the number entered. Tech Credit: A minimum number of technology credits. An entry in this field will restrict your report results to employees who earned technology renewal credits greater than or equal to the number entered. Source: The facility where the class was held or the class sponsor. An entry in this field will restrict your report results to classes completed at the specified source. Licensed Employees Only: Select this option if you want to include only licensed employees in your class listing. If this option is not selected, you will receive all employees will be included. Include Inactive Employees: Select this option if you want to include persons no longer employed by your LEA in the report. 36

38 Date Selection: Complete the fields below by selecting a date using the calendar on the left-hand side of the screen. To specify date selection criteria: 5) Click on the Set Date box for the date you want to use in your selection. 6) Choose a month and year from the drop-down menu over the calendar. The calendar will change to display your selection. 7) Click on the date 8) Repeat steps 1-3 for to select additional dates. If you select a date in error, click on the Clear date box for your selection. You may then select another date if desired. Lic Expire: License expiration date. An entry in this field will restrict your report results to class rosters that only include licensed employees who have a license that expires on the specified date. Class End: Class ending date. An entry in this field will restrict your report results to class rosters of employees who completed a course ending on the specified date. Renew End: Ending date of a renewal period. An entry in this field will restrict your report results to class rosters that only include licensed employees who have a have a license renewal period that ends on the specified date. PriorRenew End: Ending date of the prior renewal period. An entry in this field will restrict your report results to employees who have had a previous renewal period which expired on the date specified. Choose this option if you want to print a renewal credit report for employees who have had their licenses automatically renewed. Continuing Education by Employee Report After entering your selection options below, click on the Run Report Button to generate your Continuing Education by Employee Report. Selection Criteria You may make entries in one or several of the fields listed below. No selection entries will generate a report listing a complete class roster for every course in your database. 37

39 SSN: Enter an employee s social security number Class Code: Enter a class code. Class codes are locally defined using the Create Renewal program on the LEA Employee page. An entry in this field will restrict your report results to employees who have completed this course. Primary Site: A three-digit site code. Site codes are locally defined using the Site program on the Configuration page. An entry in this field will restrict your report results to employees who have a primary assignment at this site. Credits: A minimum number of renewal credits. An entry in this field will restrict your report results to employees who earned renewal credits greater than or equal to the number entered. Tech Credit: A minimum number of technology credits. An entry in this field will restrict your report results to employees who earned technology renewal credits greater than or equal to the number entered. Source: The facility where the class was held or the class sponsor. An entry in this field will restrict your report results to classes completed at the specified source. Licensed Employees Only: Select this option if you want to print these reports only for licensed employees. If this option is not selected, you will receive a renewal credit listing for all employees in your LEA. Include Inactive Employees: Select this option if you want to print reports for persons no longer employed by your LEA. Classes Within Renewal Period Only: Select this option to restrict your report output to renewal credits earned during the current renewal cycle. Do not choose this option when printing reports for classified employees or if you want a life-to-date listing of renewal. 38

40 Date Selection: Complete the fields below by selecting a date using the calendar on the left-hand side of the screen. To specify date selection criteria: 1) Click on the Set Date box for the date you want to use in your selection. 2) Choose a month and year from the drop-down menu over the calendar. The calendar will change to display your selection. 3) Click on the date 4) Repeat steps 1-3 for to select additional dates. If you select a date in error, click on the Clear date box for your selection. You may then select another date if desired. Class End: Class ending date. An entry in this field will restrict your report results to class rosters of employees who completed a course ending on the specified date. Lic Expire: License expiration date. An entry in this field will restrict your report results to class rosters that only include licensed employees who have a license that expires on the specified date. Renew Begin: Beginning date of the renewal period. An entry in this field will restrict your report results to class rosters that only include licensed employees who have a have a license renewal period that begins on the specified date. Renew End: Ending date of a renewal period. An entry in this field will restrict your report results to class rosters that only include licensed employees who have a have a license renewal period that ends on the specified date. Prior Renew End: Ending date of the prior renewal period. An entry in this field will restrict your report results to employees who have had a previous renewal period which expired on the date specified. Choose this option if you want to print a renewal credit report for employees who have had their licenses automatically renewed. EEO-5 Detail Report Use this program to complete the Elementary-Secondary Staff Information Report (EEO-5), a bi-annual survey performed by the Equal Employment Opportunity Commission (EEOC). The race/sex data compiled on this report is used by the EEOC to determine information about public school employees across the country. The detail report is an audit trail that supports the headcount totals given on the LEA and site summary reports. It lists the names and social security numbers of employees within each report classification. Only permanent and interim employees (i.e. those with employee status codes of 01, 02, 03, 10, 11, and 12) are listed in this report. Use this detail report to verify totals on the summary report. 39

41 EEO-5 Error Report The EEO-5 Error Report lists all permanent and interim employees that could not be processed by EEO-5 report programs because key information was not entered in HRMS. It also gives the reason the employees were not process. The entries on this report must be reviewed and in most case resolved, in order for the LEA and site headcount totals on the EEO-5 Summary Report to be correct. There are no selection and sorting options for the EEO-5 Error Report. When you select this report from the drop-down menu, the program runs automatically and soon you will see the report output on your computer screen. EEO-5 Summary Reports (168A & 168B) The EEO-5 summary reports display headcount totals, by employment classification and demographic category, for all permanent and interim employees. The LEA (168A) and site (168B) reports are very similar in appearance and conform to the EEOC specifications. They may be submitted, as is, to the EEOC. 40

42 Enter the date you want to appear on your report in MM/DD/YYYY format in the field provided. Click on the Run Button to generate the report and view it on your computer screen. Employee Listing Report Use this program to print a report that lists the following summary information for all or selected groups of employees: Name Social Security Number Employment and Applicant Status Codes Hire Date Primary Position Information Tenure Type After entering your selection criteria and sort preference in the fields provided, click on the Run Report button to generate your Employee Listing. Selection Criteria 41

43 You may enter selection criteria in on or more of the fields below. If you do not enter any criteria, the Employee Listing will include every employee in your system. Hire Dates: Complete these fields to restrict your report to employees hired within a date range. To specify date selection criteria, use the calendar on the left-hand side of the screen to perform the steps below: 1) Choose a month and year from the drop-down menu over the calendar. The calendar will change to display your selection. 2) Click on the date. 3) Click on the Set Date box for the date you want to use in your selection. 4) Repeat steps 1-3 for to select additional dates. NOTE: If you select a date in error, click on the Clear date box for your selection. You may then select another date if desired. Employee Status: Enter an employee status code to restrict your report output to employees of the specified status. Enter a code in this field to specifically report fulltime, part-time, or terminated employees. Refer to the Employment Status code listing on the LEA Configuration Page to view valid employee status codes. Employee SSN: Enter a social security number to restrict your report output to one employee. Primary Site: Enter a site code to restrict your report output to employees having a primary assignment at the specified site. Refer to the site listing on the LEA Configuration page to view the valid site codes for your LEA. Position Number: Enter a position number to restrict your report output to employee(s) assigned to a specific position. Position Type: Enter a position type code to restrict your report output to employees who have a primary assignment in a position of the specified type. You must have your employees assigned to positions. Position type codes may be system-defined or locally defined. Use the Position Type program on the LEA Configuration Page to view position type codes. Tenure Type: Enter a tenure type code to restrict your report output to employees who have tenure of the specified type. Tenure type codes may be system-defined or locally defined. Use the Tenure Type program on the LEA Configuration Page to view tenure types. Include inactive employees: Click on this box if you want your report to include inactive employees. Include substitutes: Click on this box if you want to include substitute employees on your report. 42

44 Sort By Click to select one of the following sort options: Employee Name Employee Status Tenure Type Position Number SSN (social security number) Original Hire Date Site Code Position Type New Hire Report This program prints a report listing new hires as required by the State of North Carolina. This report consists of employees who were hired within a specified date range. The report shows the following information about the selected employees: Name Social Security Number Address Birth Date Hire Date Selection Criteria Hire Start You must select the beginning date of the hiring date range from the onscreen calendar. Use the drop-down menu above the calendar to select the month and year for the beginning date of the range. From the calendar itself, click on the beginning day of the date range. When you have selected the correct day, click on the Set Date box next to the Hire Start field. The system inserts the date you selected from the calendar. 43

45 Hire End - You must select the ending date of the hiring date range from the on-screen calendar. Use the drop-down menu above the calendar to select the month and year for the ending date of the range. From the calendar itself, click on the ending day of the date range. When you have selected the correct day, click on the Set Date box next to the End Start field. The system inserts the date you selected from the calendar. NOTE: If you select a date in error click on the Clear Date box next to the appropriate field. Sort by If you want to sort your report data, click to select one of the two available sort options: Last Name, First Name Hire Date Click the Run Report Button to review your results. Click the Exit Button to return to the Reporting Tool Home Page. SS-200 (Full Time Personnel) Detail Report & SS-200 Payroll Detail Report Use this program to generate the state-required Public School System Full Time Personnel Report (SS-200). The race/sex data of full time personnel compiled on this report is used by the DPI to provide demographic information about public school employees to various private and public organizations. This Detail Report is an audit trail that supports the headcount totals given on the Summary Report. It lists all full time employees counted on the summary reports, by employment category within each site. Use the Detail Report to verify totals on the Summary Report. For each employee, the detail report displays pertinent demographic and assignment information. For each employment classification, the report displays funding source and demographic totals. These totals also appear on the Summary Report. 44

46 There are no selection and sorting options for the SS-200 Detail Report. When you select this report from the drop-down menu, the program runs automatically and soon you will see the report output on your computer screen. SS-200 (Full Time Personnel) Error Report & SS-200 Payroll Error Report Use this program to generate the state-required Public School System Full Time Personnel Report (SS-200). The race/sex data of full time personnel compiled on this report is used by the DPI to provide demographic information about public school employees to various private and public organizations. The Full Time Personnel (SS-200) Error Report lists all full time employees that could not be processed by detail and summary programs because key information was not entered in HRMS. It also gives the reason the employees were not processed. Errors on this report must be reviewed and, in most cases, resolved, in order for headcount totals on the Summary Report to be correct. 45

47 There are no selection and sorting options for the SS-200 Error Report. When you select this report from the drop-down menu, the program runs automatically and soon you will see the report output on your computer screen. SS-200 (Full Time Personnel) Summary By Site Report & SS-200 Payroll Summary By Site Use this program to generate the state-required Public School System Full Time Personnel Report (SS-200). The race/sex data of full time personnel compiled on this report is used by the DPI to provide demographic information about public school employees to various private and public organizations. The Full Time Personnel (SS-200) Summary by Site Report displays headcount totals by employment classification and demographic category for each site within the LEA. There are no selection and sorting options for the SS-200 Summary Report. When you select this report from the drop-down menu, the program runs automatically and soon you will see the report output on your computer screen. SS-200 (Full Time Personnel) Summary By Classification Report & SS- 200 Payroll Summary By Classification When first running the ss-200 Summary by Classification report you have the option of creating an electronic data file to send to DPI. This is done by attaching the file to an . The data in this file is not readable. It a data file specifically formatted for mainframe upload and contains the data for the generated report which you must review and insure is correct before submitting to DPI. 46

48 Use this program to generate the state-required Public School System Full Time Personnel Report (SS-200). The race/sex data of full time personnel compiled on this report is used by the DPI to provide demographic information about public school employees to various private and public organizations. The Full Time Personnel (SS-200) Summary by Classification Report displays headcount totals by employment classification and demographic category for all full time employees. There are no selection and sorting options for the SS-200 Summary Report. When you select this report from the drop-down menu, the program runs automatically and soon you will see the report output on your computer screen. SS-300 (Local Supplements) Detail Report & SS-300 Payroll Detail Report The Local Supplement SS-300 Error Report lists all full time employees that could not be processed by detail and summary programs because key information was not entered in HRMS. It also gives the reason the employees were not processed. Errors on this report must be reviewed and, in most cases, resolved, in order for headcount totals on the Summary Report to be correct. Use this program to generate the information needed to complete the state required Local Salary Supplement Report (SS-300). This report is used to determine how local 47

49 salary supplements are applied to positions. The Information Center of the DPI uses this data to publish the Local Salary Supplement for NC Schools and City Units report and to determine the average teacher s salary within the state. When first running the report you have the option of creating an electronic data file to send to DPI. This is done by attaching the file to an . The data in this file is not readable. It a data file specifically formatted for mainframe upload and contains the data for the generated report which you must review and insure is correct before submitting to DPI. This Detail Report lists detailed information about employees by class. There are no selection and sorting options for the SS-300 Detail Report. When you select this report from the drop-down menu, the program runs automatically and soon you will see the report output on your computer screen. SS-300 (Local Supplements) Summary Report & SS-300 Payroll Summary Report Use this program to generate the information needed to complete the state required Local Salary Supplement Report (SS-300). This report is used to determine how local salary supplements are applied to positions. The Information Center of the DPI uses this data to publish the Local Salary Supplement for NC Schools and City Units report and to determine the average teacher s salary within the state.. This Summary Report lists class and LEA totals. 48

50 There are no selection and sorting options for the SS-300 Summary Report. When you select this report from the drop-down menu, the program runs automatically and soon you will see the report output on your computer screen. SS-510 (Census Bureau) Error Report Use this program to generate information needed to complete the state required Bureau of the Census Supplementary Data Report (SS-510). The Information Center of the DPI uses this data to provide information to the Census Bureau. Note: Substitute information is no contained in the SS-510 Report and when the SS-510 Reports are first generated they will remind you with a generated message. This report lists error conditions as identified by the program. There are no selection and sorting options for the SS-510 Error Report. When you select this report from the drop-down menu, the program runs automatically and soon you will see the report output on your computer screen. 49

51 SS-510 (Census Bureau) Detail Report Use this program to generate information needed to complete the state required Bureau of the Census Supplementary Data Report (SS-510). The Information Center of the DPI uses this data to provide information to the Census Bureau. This report lists detailed information about employees by class. All permanent and interim employees (full time and part time) are assigned to employment categories on the detail report with their primary position, salary amounts, and hours paid. Substitute, temporary and inactive employees do not appear on this report. There are no selection and sorting options for the SS-510 Detail Report. When you select this report from the drop-down menu, the program runs automatically and soon you will see the report output on your computer screen. SS-510 (Census Bureau) Summary Report 50

52 Use this program to generate information needed to complete the state required Bureau of the Census Supplementary Data Report (SS-510). The Information Center of the DPI uses this data to provide information to the Census Bureau. The Summary report lists totals for each classification within your LEA There are no selection and sorting options for the SS-510 Summary Report. When you select this report from the drop-down menu, the program runs automatically and soon you will see the report output on your computer screen. Personnel Directory Select this option to print a directory of all employees. You may print the directory for all employees or for a particular site or employee type. This report shows the following information: Name Site Home Address Home Phone Number 51

53 Selection Criteria You may enter selection criteria in on or more of the fields below. If you do not enter any criteria, the Personnel Directory will include every employee in your system. Primary Site: Enter a site code to restrict your report output to employees having a primary assignment at the specified site. Reference the site listing on the LEA Configuration page to view the valid site codes for your LEA. Position Type: Enter a position type code to restrict your report output to employees who have a primary assignment in a position of the specified type. You must have your employees assigned to positions. Position type codes may be system-defined or locally defined. Use the Position Type program on the LEA Configuration Page to view position type codes. Include inactive employees: Click on this box if you want your directory to include inactive employees. Include telephone numbers: Click on this box if you want to include telephone numbers in your directory. Include unlisted home phone numbers: Click on this box if you want to include unlisted telephone numbers in your directory. 52

54 Sort By Click to select one of the following sort options: Employee Name Site, Employee Name Site, Position Description, Employee Name Position Description, Employee Name Position History Report Run this report to generate a detailed listing of position history records. As you edit position and assignment information, the system automatically records the action within the system files. The programs compiling this report print all the actions occurring to this position beginning with the date the position was created. This report also includes budget code history for the position. You may generate this report for current position numbers or prior position numbers. A prior position number is a number that has been converted to a new number as a result of an administrative change, such as a transfer to another school. Selection Criteria Prior Position Codes: Select this option if you would like to report the position history for a position that formerly existed in your system and now exists under a different position number. Position Codes: Enter the position number(s) for which you want to generate position history. You may enter up to five numbers at one time. Include Inactive: Select this option if you want to include positions that terminated, frozen, or waiting to be purged. Fund Source: Select an option from the drop-down menu if you would like to report all positions paid from one category of funding. Position Title: Enter a position title code to report all positions designated in a specific category. The LEA defines position type codes using the Position Titles program with the LEA Configurations. The report displays position actions, with the oldest actions sorting to the top of the listing. Substitute Listing Report 53

55 Use this program to print a report that lists all or selected substitute employees in your LEA. The report displays the following information for each substitute: Name Social Security Number Phone Number(s) Sites Authorized Substitute Type Daily Pay Rate Subjects Authorized Grades Authorized After entering your selection criteria and sort preference in the fields provided, click on the Run Report button to generate your Substitute Listing. Selection Criteria You may enter selection criteria in on or more of the fields below. If you do not enter any criteria, the Substitute Listing will include every substitute employee in your system. Substitute SSN: Enter a social security number to restrict your report output to one employee. Subject: If selecting teacher substitutes, enter a subject area. Site: Enter a site code to restrict your report output to substitutes who have requested to work at the specified site. Reference the Site Listing on the LEA Configuration page to view the valid site codes for your LEA. Daily/Hourly Rate: Enter a dollar amount to restrict your report output to substitutes who earn a specific rate. 54

56 Grade Range: If selecting teacher substitutes, enter minimum and maximum grade levels. Type Code: Select the Substitute type from the drop-down menu. Substitute types are LEA defined and created using the Substitute Types option on the LEA Configuration page. Include Inactive Employees: Select this option if you want to see terminated employees formerly employed as substitutes on your report. Sort By Click to select one of the following sort options: Substitute Name SSN (social security number) Site Subject Grade From Grade To Variable Licensure Report Use this program to generate a licensure reports based on your selection and sorting options. Selection Criteria 55

57 Information Selection: Use the drop down menu to select the report you wish to generate (required). Report selection options are: All licensed employees Provisionals at end of 5-year cycle Employees in initial license programs (active or inactive) Employees in initial license programs (inactive only) Employees in initial license programs (active only) Employees with lateral entry licenses Employees with nonprovisional licenses Employees with provisional licenses Employees with temporary permits Employees with continuing licenses without limitations Report Title: Enter the title you would like to show on your report (required). Licensure Area: Enter up to five system-defined license area codes. Only employees having the specified license code(s) will appear on this report. If you do not enter license areas, the report will show all licensed employees for your information selection. Primary or Alternate Site: Enter up to five LEA-defined codes to restrict your report output to employees who are assigned to the specified site. Minimum Years Experience: Enter the least number of years of experience you would like to see on the report, between 1 and 50. Minimum age during current year: Enter the youngest age to appear on the report, between 20 and 70. License Expiring on 06/30/ : To limit results of the report to employees whose license expires in a particular year; enter a four-digit year in this field. The license expiration date must be within five years of the current year. Include inactive employees: Click on this box if you want to include inactive employees in your report output. Sort by Click on one of the following options to select the sort order of your report. Employee Name Site, Employee Name Race, Sex, Employee Name Teacher Turnover Leaving Report 56

58 Run this report to generate a listing of licensed teachers who terminated employment with your LEA during the specified year. Selection Criteria Report Year Enter the four-digit fiscal year. Teacher Turnover Not Leaving Report Run this report to generate a listing of licensed teachers employed by your LEA. Selection Criteria Report Year Enter the four-digit fiscal year. Teacher Turnover Not Leaving Report Run this report to generate a listing of licensed teachers employed by your LEA. Selection Criteria Report Year Enter the four-digit fiscal year. Teacher Turnover Summary Report This report summarizes the turnover in your school system for the fiscal year and is submitted in July to the Department of Public Instruction. The program calculates the 57

59 number and percentage of teacher leaving the teaching profession. It includes both those teachers that leave your LEA and those that take jobs other than teaching within your LEA. It also calculates the number of teacher leaving who have earned tenure. The results of this report are submitted annually to the State Board of Education as required by G.S. 115C-12 (22). Questions regarding this report should be directed to the School Personnel Support section within the Department of Public Instruction. Selection Criteria Report Year Enter the four-digit fiscal year. Teaching Areas Enter up to five teaching areas in which you are having the greatest difficulty hiring appropriately licensed teachers. 58

60 Exercises for Standard Reports 1. Generate the Continuing Education by Employee Report 2. Select both L and C Employee types. 3. Select Classes Life to date Period. 4. Generate a CVS file of the data. 5. Import the CVS data in to MS Excel. 6. Generate an Employee Listing Report sorted by Site Code with includes all inactive Employees, substitutes, and future assignments. 7. Generate a Personnel Directory and sort by Site and Last Name. 8. Export the Personnel Directory data and Save to your desktop. 9. Import the Personnel Directory data into Excel. 59

61 Purpose HRMS Web Reports HRMS Web Reports is a web-based reporting tool which is capable of producing simple, cost-effective reports in a timely manner. Currently, Web Reports is intended to be used as a supplement to the latest version of the HRMS Reporting Tool. Technical Architecture of Web Reports Web Reports is a Domino-based XML generator which uses a Microsoft Internet Explorer's built-in XML parsing and transformation capabilities to display XML with or without XSL stylesheets applied. Security How to Use Web Reports Web Reports uses the same built-in security as HRMS. In order to view Web Reports, users must have the appropriate access rights. Once a user is logged into the HRMS system, access to the individual web reports is granted according to the user's group membership. 60

62 Location To get to Web Reports click on the Reporting link on the HRMS Homepage Web Reports Main Page Number: This is a unique reference number for each web reports. Source: Lists the developer(s) of the web report. Most of the reports will have DPI listed as the source for the web report. However, with sufficient training, HRMS users will be able to create their own web reports. In appreciation of the contribution, when an HRMS user contributes to the design of a web report, the user's name will be listed here. Report Name: A simple description of the report Exportable Stylesheets: A list of stylesheets that may be downloaded for use with XML report data, either in the browser or Excel. This topic is addressed further under the Content Type section below. To save the stylesheets to your PC, you right click on the style sheet icon and select save as. The stylesheets must be saved in the C:\HRMS_Stylesheets folder to work with reports exported to Excel. You will need to create this folder yourself, and it must be directly off the root of the C: drive. Creating a folder in this location may require system administrator access to your PC. 61

63 Note: if you wish to save the stylesheet to a network location for common access, the downloaded XML file must be altered to hard-code the new location of the stylesheet. A more typical solution would be to print the formatted report to a PDF file, using a utility such as such as CutePDF or the full version of Adobe Acrobat. To run a web report, simply click on the report name of your choice. Once a report has been selected, a new page will open with report specific options. Certain reports are auto-launching. For auto-launching reports, you will not be asked to specify additional options, and the report will appear automatically. You may need to wait a while for each report to appear. Watch the browser's active indicator in the upper right corner to determine if the system is busy retrieving data. Reports All web reports have a similar user interface; however, the amount of user input required, if any, varies by report. Please read the instructions on each report page carefully before submitting. 62

64 Description: Each Web Report will display the report-specific input criteria, if any, what data is going to be displayed, how the data will be sorted on the report, and a description of what the report could be used for. Stylesheet: This selection allows the user to specify if the browser should format the XML data using the stylesheet associated with the report. If None is selected there will be no stylesheet applied to the XML data, and the data will appear in the browser window in raw XML form Content Type: This selection allows the user to choose between XML, Plain Text XML, and Excel. a) XML: This is the default choice and should generally be used to view all reports. Using this option, the user may view the report data in the browser in XML, or if a stylesheet is used, see the report formatted according to the selected stylesheet. b) Plain Text XML: This choice displays XML data, but the output type to the browser is plain text. This option does not result in formatted data. This output provides a way for a user to save XML report data to a text file. If a stylesheet is selected, the XML command that includes the stylesheet is included in the plain text, but the stylesheet is not applied in the browser. The user may then change the stylesheet specified, if desired, to use another "home-grown" stylesheet. Users are encouraged to contribute such stylesheets to the HRMS project. c) Excel: This option allows a user to export a report s XML data to an Excel file. Note: Users must save the Excel file to their machine prior to opening it, as clicking Open in the dialog box may not return any data. There are two methods of viewing XML data through Excel. The first, and preferred, method is to open the XML data with the appropriate stylesheet downloaded from the Exportable Stylesheets page. This is accomplished by running the report with Excel selected as an option. When prompted select save the file to any desired location. Only the stylesheets have to be in the 63

65 C:\HRMS_Stylesheets directory. The XML data can be saved anywhere you like, including a network drive. Contributors: A list of people who helped in the design of the web report SQL: Some of the reports may display the SQL queries associated with them at the bottom of the report. NOTE: if the SQL from the report is being run on the Query Tool the Select statement must be removed from the SQL query in order for it to run. Certain reports use nested queries. If nest SQL queries are posted, they will be number in such a way as to indicate the nesting order. In the case of nested queries, you will not be able to return the data using the Query Tool, but you can return the data in XML format in the Web Reports tool. Exercises 1) Run a basic Web Report 2) Open a Web Report s data in Excel 3) Run a Web Reports SQL statement in the Query Tool 4) Save The XML data from a report on your hard drive *Take notice of the SQL Statement this can be used in the Query Tool we will discuss later 64

66 Local Web Reports Web Reports that you have customized to meet your needs and saved: Can Edit Reports Here or click on Edit Local Web Reports New Report: To Create a New Report 65