HR C'P'R' Come Practice Reporting Payroll Expenditures by CFOAP

1
HR C.P.R.(Come Practice Reporting)Payroll
Expenditures by CFOAP

• March 2006

2
Goals

• By the end of todays session, you should be able
  to
• Be familiar with the set up for the Payroll
  Universe
• Create a report in the Payroll Universe
• Be familiar with why and which conditions you
  will need for most queries

3
Business Objects Sample Report
4
Things to consider about your request
You need to determine if My employees signify
only those employees where I am the Home
Organization or all employees that have jobs
(Timesheet Organization) in my Organization or
all employees that I pay from my CFOAPs.
My employees is likely defined with a Campus
Code and a College Code (and maybe even an Org
Code or Dept Code).
I want to create a report that shows where my
employees have been paid from this year.
When you use the phrase this year, it generally
means a State Fiscal year. You will most likely
need a condition on State Fiscal Year.
When you are looking to see where people have
been paid from, you will need to be in the HR
Payroll Universe
5
Payroll Universe Overview

• Who should use this universe?
• Anyone who wants to track the spending of Payroll
  and Employer Paid Benefit CFOAPALs
• Anyone who wants to track earn code spending
• Anyone who wants to check that their employees
  got paid
• Anyone who wants to see that reversals went
  through
• Universe Description
• This universe contains
• Historical records of payroll runs. This
  includes the gross pay, employer paid benefits,
  earnings transfers, re-issued checks, as well as
  the C-FOAPAL that pay has been posted to for each
  employee.
• Position and job information.

6
Payroll Universe Overview

• Universe Tips Tricks
• Accounting Detail Expense Amount is the main
  dollar figure you will want to use.
• It is a good idea to include Payroll Year,
  Payroll Id and Payroll Number in your queries.
• Sequence Number of zero is the original payroll
  event. Subsequent numbers could mean anything
• If you are only interested in Gross Dollars paid,
  be sure to use the predefined condition for it.
  You can also set the Acctg Detail Category Code
  equal to A.
• The Accounting Detail Document Id will give you
  the Finance Document Number that the payroll
  transaction was posted to. If there is no
  document number, the field will be set to zero.
• Do NOT combine data from either the Payroll Job
  or the Payroll Earning Classes with data in any
  other classes. In general, you should avoid using
  these classes.

7
Consider your Conditions Org Hierarchy

• What group of employees are you interested in
  getting back?
• What Campus? 1 - Urbana, 2 - Chicago, 4
  Springfield or 9 UA
• What College? the College of XY
• What Departments? The Department of ABC, DEF,
  etc.
• Which Orgs? The Organizations of 123456,
  654321, etc.

8
EDW HR Payroll Universe

• I want to create a report that shows where my
  employees have been paid from this year.
• Employee Name
• UIN
• Payroll ID
• Payroll Year
• Payroll Number
• Sequence Number
• Accounting Detail Event Description
• Accounting Detail CFOAP
• Accounting Detail Transaction Date
• Accounting Detail Expense Amount

9
Lets Log In
10
Click on Create a new document using BO
We will create a new document using
BusinessObjects.
11
We want to generate a standard report
Click on Begingt
12
We want to use a Universe
Click on Nextgt
13
Select the EDW HR Payroll Universe
Then Click on Finish
14
EDW HR Payroll Universe
15
HR Payroll Universe Example
16
HR Payroll Universe Example
USAGE NOTE Equal to implies only one value will
be conditioned upon. If you want to condition
upon 1 or more values, use in list instead
17
HR Payroll Universe Example
18
HR Payroll Universe Result
19
To help with formatting, DS now offers a
Formatting Class.
To sign up for the formatting class, go to
http//www.ds.uillinois.edu/training/
20
HR Payroll Universe Result
Payroll Number 999 is not a scheduled Payroll. It
is a scheduled accounting transaction to split
the Payroll expenses into the correct fiscal
period at fiscal year end.
21
Saving your Report
22
3 Options for Saving your document

• Option 1 File gt Save
• This is the Business Objects default. This saves
  the document to the hard drive of the machine you
  are currently working on. The location is under
  My Documents gt My Business Objects Documents gt
  User Docs
• Option 2 File gt Save As
• This allows you to choose the location to save
  the document. This location could be on your
  hard drive, on a CD or USB drive or on a network
  share, for example. This is also the option used
  to save to a different file format like an
  Excel .xls file.
• Option 3 File gt Send To gt Personal Documents
• This sends the document to be stored on the
  Decision Support server. You can then retrieve
  the document from any location or computer.
• This option is very useful when you have created
  the document at a workstation that is not your
  own and you want to be able to retrieve it back
  at your desk or you create the document at your
  desk and want to be able to retrieve it in a lab
  setting.

23
You need to send to Personal Documents
Select File Select Send To Select Personal
Documents You will then be able to retrieve this
document from any desk.
24
You need to send to Personal Documents
Give it a name and click on Save.
25
Retrieving your Report
26
You need to retrieve from Personal Documents
Select File Select Retrieve From Select
Personal Documents You will then be able to
retrieve a saved document.
27
Retrieving a Personal Document
Select the report you want then Click on Open,
28
Query Clearing House Reports
29
What is QCH?

• DS Query Clearinghouse
• A place to share report templates
• Any EDW user can post Business Objects files for
  others to use as a starting point
• Share and work together!
• Query Clearinghouse link https//www.ds.uillinoi
  s.edu/Reports/Authentication/Login.aspx?ReturnUrl
  2freports2fQCH2fQCHBrowser.aspx

30
Accessing Query Clearinghouse
http//www.ds.uillinois.edu/default.asp
31
Press on the Login Using Bluestem
32
Press the Login Button
33
Enter your NetID and press Enter
34
Enter your Password and press Enter
35
Select Human Resources
36
Select Payroll
37
HR Payroll Universe Example
Want to play with these sample reports? Want
something similar for your use? Then go visit
Query Clearinghouse and get a sample report with
which to begin!
38
Thank You!
Questions? Discussion?
39
Appendix 1 DS Resources Specific Contact
Information
40
Resources for Data Warehouse Users

• DS Monthly Practice Labs
• Monthly, on each physical campus
• FAC from Student, Finance, and HR present to
  answer questions and provide hands on assistance
  in creation of custom reports
• View Practice Lab dates http//www.ds.uillinois.
  edu/events.asp

41
Resources for Data Warehouse Users

• DS Changing Lanes List-Serv
• A moderated list-serv (electronic mailing list
  manager)
• A forum to assist with the University's
  transition to a new reporting environment,
  specifically about the use of the Enterprise Data
  Warehouse, associated Data Marts, and Business
  Objects.
• Past Topics Query Clearinghouse Coordination
  of report creation DS User Practice Labs -
  monthly
• Subscribe at www.ds.uillinois.edu/changing_lanes
  .asp

42
Resources for Data Warehouse Users
For additional documentation and information
about universes, objects, tables, loading of EDW
data, training, data models, and metadata search,
please visit the DS website http//www.ds.uillin
ois.edu/bussol/Default.aspx?pageMetadata
43
How to Contact DS

• By filing an on-line Help Desk case
  http//onlinesupport.uillinois.edu/ds.html. To
  complete the form
• Authenticate via Bluestem
• Click "Start Here" on the left-hand margin
• Select "New Case" 
• Be sure "Decision Support" is listed on Help Desk
  line (first line of New Case entry form). If it
  does not, click "Change Help Desk" and select
  Decision Support from the list of options.
• Enter your contact information and the nature of
  your problem
• Click "Create Case" to submit the case to
  Decision Support for response
• Create a Help Desk Ticket
• Phone the AITS Help Desk
• Chicago [phone]
• Urbana [phone]
• Springfield [phone]
• Email the AITS Help Desk
• helpdesk2_at_uillinois.edu (one address for all 3
  campuses to use)
• If you have access to Clarify,
• Send a Clarify Ticket directly to the Decision
  Support Queuewell take it from there the
  appropriate person will respond.

44
Appendix 2 General Information
45
DS Resources and Contacts General

• Want general info on reporting?
• Check out Reporting Central at www.ds.uillinois.ed
  u
• Want to keep up to date with info about the Data
  Warehouse and Decision Support?
• Sign up for the Changing Lanes List-serv at
  http//www.ds.uillinois.edu/changing_lanes.asp
• Want to know the status of issues and when the
  Warehouse data was last updated?
• Visit the System Status page at
  http//www.ds.uillinois.edu/systemstatus.asp

46
DS Resources and Contacts Standard Reports

• Want to know what standard reports are available?
• Try the Standard Report Directory at
  www.ds.uillinois.edu
• How can I get access to standard reports?
• Follow the instructions at http//www.ds.uillinois
  .edu/RepCentral/default.aspx?pageRepAccess

47
DS Resources and Contacts Custom Reports

• How can I get access to create my own reports
  using the Data Warehouse?
• Follow the instructions at http//www.ds.uillinois
  .edu/RepCentral/default.aspx?pageDevAccess
• How can I find out what training is available for
  using Business Objects?
• Browse the Training Calendar on the DS website
  at http//www.ds.uillinois.edu/ViewClasses.asp
• Need help creating a report, or having a problem?
• Drop in at regularly scheduled practice labs to
  get one-on-one help from the experts in an open
  lab setting. See the Events page at
  http//www.ds.uillinois.edu/events.asp for times
  and locations.
• File a case with the AITS Help Desk (be sure to
  include Decision Support in the description so
  it gets routed to DS)
• Call 312-996-4806 (UIC) or 217-333-3102 (UIS or
  UIUC)
• E-mail helpdesk2_at_uillinois.edu

48
DS Resources and Contacts Change Management

• Need to know what changes have been made to the
  Data Warehouse?
• Go the Change Management page and click on
  Release Notes https//www.ds.uillinois.edu/aspte
  st/projects/metadata/release_management.asp
• What enhancements have been requested and what is
  their status?
• DS has a Change Management Advisory Committee
  (CMAC) that helps prioritize change requests,
  check out the CMAC page to find out more about
  changes in the queue and for lists of members
  https//www.ds.uillinois.edu/asptest/projects/meta
  data/cmac.asp

49
DS Resources and Contacts Collaboration

• Want to see if someone has created a query you
  could develop from, or share one youve created?
• Browse and post queries in the QCH at
  www.ds.uillinois.edu
• Want to talk about collaborating with DS or about
  our planned projects or services?
• Call Aaron Walz at 217-265-6540 or e-mail
  awalz_at_uillinois.edu