Staff Absences. Fact Sheet No 4. Absence Reports (School Sites Only)

Transcription

1 Staff Absences Fact Sheet No 4. Absence Reports (School Sites Only) Absence Reports... 2 Running Reports... 3 Staff Absences by Site... 4 Staff Absences by Site Grouped by Staff Member... 5 Summary Absences by Site... 6 Staff Absence with Backfill Details by Site... 7 Staff Absence Data Extract... 9 Page 1 of 9

2 Absence Reports This is only applicable to school sites as it is designed to work the same way as the staff absence module in EDSAS. There are a number of reports and a data extract available within the Absence Module for you to use. To access reports/data extracts go into the HR Management Information system through the Application Portal. From the green menu button select Staff Absences, then Reports. This screen allows you to run reports about staff absences entered for your site. You should only see sites that you have the authority to access. Page 2 of 9

3 Running Reports Select from one of the currently available reports/data extracts o Staff Absences by Site o Staff Absences by Site Grouped by Staff Member o Summary Absences by Site o Staff Absence with Backfill Details by Site o Staff Absence Data Extract Select your site by clicking on the ellipsis button and then choose the appropriate site from the list. Enter any other required parameters. Refer to the information about each report/data extract on the following pages about available report parameters. The available output format for reports is PDF or EXCEL and the output format for the data extract is EXCEL. Click Run Report. You will be asked to choose whether you want to open or save the file. If you choose to open the report/data extract a window will open displaying the selected report/data extract in the format you requested. You can then print the report/data extract if you wish. If you choose to save the report/data extract you will be required to select a location in which to save it. Page 3 of 9

4 Staff Absences by Site This report displays the absences between specified dates for staff /s at your site. The report is sorted alphabetically by surname. The parameters that you can select for this report are From Date Mandatory, enter to select a from date range i.e. 01/01/12 To Date Mandatory, enter to select a to date range i.e. 31/01/12 Employee Type Default is All Staff; choose from drop down box to select either teaching or non-teaching staff Page 4 of 9

5 Staff Absences by Site Grouped by Staff Member This report displays absences between specified dates for staff /s at your site grouped by each staff. The report is sorted alphabetically by surname and then by ascending order of absence date. The parameters that you can select for this report are From Date Mandatory, enter to select a from date range i.e. 01/01/12 To Date Mandatory, enter to select a to date range i.e. 31/01/12 Employee Type Default is All Staff; choose from drop down box to select either teaching or non-teaching staff Page 5 of 9

6 Summary Absences by Site This report displays the absences between specified dates for staff /s at your site. The report is sorted alphabetically by surname. It is similar to the Report Staff Absences by Site however this report allows you to select an individual absence reason and also provides a total number of days for the absences displayed. The parameters that you can select for this report are From Date Mandatory, enter to select a from date range i.e. 01/12/12 To Date Mandatory, enter to select a to date range i.e. 31/12/12 Employee Type Default is All Staff; choose from drop down box to select either teaching or non-teaching staff Absence Reason Default is ALL (blank), choose from the drop down box to select an absence reason. Page 6 of 9

7 Staff Absence with Backfill Details by Site This report displays absence between specified dates for staff /s at your site with the details of any relevant backfill. The report is sorted alphabetically by surname and then by ascending order of relief teacher claim date. The parameters that you can select for this report are From Date Mandatory, enter to select a from date range i.e. 01/12/12 To Date Mandatory, enter to select a to date range i.e. 31/12/12 Page 7 of 9

8 Staff Absence with Backfill Details by Site (cont). Page 8 of 9

9 Staff Absence Data Extract This data extract contains staff absence information for your site depending on what parameters you have selected. The excel spreadsheet that is created is sorted alphabetically by surname and then by ascending order of absence date. The parameters that you can select for this extract are From Date Mandatory, enter to select a from date range i.e. 01/12/12 To Date Mandatory, enter to select a to date range i.e. 31/12/12 Employee Type Default is All Staff; choose from drop down box to select either teaching or non-teaching staff Absence Reason Default is All or choose from the drop down box to select a specific absence reason. Version 1.0 Last Updated December 2012 Page 9 of 9