HRIS – Human Resources Information Solution RESOURCE …

HRIS – Human Resources Information Solution

RESOURCE GUIDE: AGENCY HCM VIEW - LENGTH OF

SERVICE REPORT (PA210)

HRIS Resource Guide

I - Internal Use Only July 15, 2019 AGENCY HCM VIEW - Length of Service Report (PA210) 2

AGENCY HCM VIEW - LENGTH OF SERVICE REPORT (PA210) Table of Contents INTRODUCTION ..................................................................................................................................................... 3

LENGTH OF SERVICE REPORT, (PA210) – POPULATION TAB ................................................................................... 4

STEPS 1-9 OF 14 ............................................................................................................................................................ 4

LENGTH OF SERVICE REPORT (PA210) – POPULATION TAB .................................................................................... 6

STEPS 10-14 OF 14 ........................................................................................................................................................ 6

LENGTH OF SERVICE REPORT (PA210) – REPORT TAB ............................................................................................. 8

STEPS, 1-9 OF 9 ............................................................................................................................................................. 8

LENGTH OF SERVICE REPORT (PA210) – CALCULATION TAB ................................................................................. 10

STEPS 1-9 OF 18 .......................................................................................................................................................... 10

LENGTH OF SERVICE REPORT (PA210) – CALCULATION TAB ................................................................................. 12

STEPS, 10-18 OF 18 ..................................................................................................................................................... 12 RESULTS OF THE LENGTH OF SERVICE REPORT (PA210), REPORT IMAGE ................................................................................ 14

HRIS Resource Guide


Introduction The Length of Service Report (PA210) is a standard report which can be used to obtain data regarding an employee, or group of employee’s length of service. Report parameters include options to run the report by:

• Process Level • Department • User Level • Location • Supervisor • Status Code • Employee Group • Or individual Employee Identification Number (EIN) The report allows additional options such as date listings and service calculation by different dates of date ranges. This report also allows for CSV generation. The Length of Service Report includes the following information: • Employee Identification Number (EIN) and name • The date field selected in the parameters • The total days in the calculation • The length of service in the selected format •Calculation options for various job codes and positions

HRIS Resource Guide


Length of Service Report, (PA210) – Population Tab (Image 1)

Steps 1-9 of 14 (Image 1, Table 1)

No. HRIS Field

Required

(R) Option

al (O)

Step / Action Expected Results

Notes / Additional Information

1

White Search Box

R Type PA210 in the White Search Box. Press ENTER on the keyboard.

The Length of Service report opens.

2

Job Name Field

R For a new report, type a unique name for the job. To use an existing report, you can select a previously defined job from the Drill Around. The jobs displayed are for the active user, displayed in the User

Job Name is established for the resulting report.

You can define different sets of parameters for the same report by using alternate job names. For example, you can inquire on an existing job name, change the parameters values, type in a new job name and use the CHANGE button. Each job defined for a particular user must have a unique

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HRIS Resource Guide


No. HRIS Field

Required

(R) Option

al (O)



Name field. name.

3 Job Description Field

O Type a description of the job.

A Job Description will display.

The job description helps you identify a batch job by providing additional information about the job name.

4 Population Tab

Click on Population Tab.

Parameter choices for report will be accessible.

There are 3 tabs that contain parameters: Population, Report and Calculation. Be sure to review all 3 to get the desired result.

5 Company Field

R Type 1 in Company field.

System will access information for Company 1.

All forms/actions must contain a 1 in the Company Field.

6 Process Level Field

R Type/Click the Process Level you are reporting on if applicable

System will allow a drop down menu of the Process Levels you have security access to.

Choose only if you all running the report for a specific Process Level

7 Department Field

O Type/Click the Department you are reporting on if applicable

System will allow a drop down menu of the Departments you have security access to.

Choose only if you all running the report for a specific Department

8 User Level Field

O Type/Click the User Level you are reporting on if applicable

System will allow a drop down menu of the User Level you have security access to.

Choose only if you all running the report for a specific User Level

9 Location Field

O Type/Click the Geographic Location Code you are reporting on if applicable

System will allow a drop down menu of the Location codes you have security access to.

Choose only if you all running the report for a specific Location code

HRIS Resource Guide


Length of Service Report (PA210) – Population Tab (Image 1)


No. HRIS Field

Required

(R) Option

al (O)



10 Supervisor Field

O Type/Click the Supervisor of the employees you are reporting on if applicable

System will allow a drop down menu of the Supervisor codes you have security access too.

Choose only if you all running the report for a specific Supervisor code

11 Include, Exclude Field

O Choose Include or Exclude data

System allows you to include or exclude additional data fields from the fields that follow.

Addition inclusions or exclusions are :

• Status Codes • Employee Groups • Employee (EIN)

12 Status O Type/Click the Status Code you are including or excluding if applicable

System will allow a drop down menu of Status Codes for selection.

You can choose up to 10 individual Status Codes to include or exclude

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HRIS Resource Guide


No. HRIS Field

Required

(R) Option

al (O)



13 Employee Group

O Type/Click the Employee Group you are reporting on if applicable

System will allow a drop down menu of Employee Groups for selection.

You can choose one Employee Group to include or exclude

14 Employee O Type/Click the specific EIN of employees you are reporting on if applicable

System will allow a drop down menu of the EINs you have security access too.

You can choose up to 8 individual EINs to include or exclude

HRIS Resource Guide


Length of Service Report (PA210) – Report Tab (Image 2)

Steps, 1-9 of 9 (Image 2, Table 1)

No. HRIS Field

Required

(R) Option

al (O)



1 Report Tab

R Click on Report Tab. Parameter choices for report will be accessible.


2 Report Option field

R Select the value that indicates whether to create a date listing or a service calculation.

Valid values are: • 1 = Date Listing • 2 =Service Calculation

3 Date Selection field

R Allows the choice of several dates within the HRIS system for calculations. True Length of Service for the State of Arizona would result from the Adjusted Hire

Valid values are: • Hire • Adjusted Hire • Anniversary • Seniority • 5 – 9 Benefit Dates, Not

Used • 10 = User defined Date,

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HRIS Resource Guide


No. HRIS Field

Required

(R) Option

al (O)



Date selection. You must select one date field in Date Selection or User Date to perform the calculation.

Not Used

4 User Date Field

O Allows for use of dates in Employee’s User Fields

Valid values are: • Agency Hire Date • FMLA Date • Job Code Hire Date • Original State Hire Date • RET Rollover OPT • Status Term Date

5 Date Range Field

O Type a date range to include employee dates that fall within that range. This option is only valid if you select Date Listing in the Report Option Field.

6 Include Year O If you specify a date range, you can select the dates within a Month/Day range; for example, all anniversary dates in a given month.

Valid values are: • Blank = Include Year for

Selection • 1 = Select by Month

and Day Only

7 Sort Option O Select the value that indicates how the report should be sorted.

Valid Values are: • 1 = Employee • 2 = Proc Level; Dept;

Employee • 3 = Proc Level; Dept;

Date • 4 = Date

8 Sort by Year Field

O If you specified a date range, select whether to include the year for sorting of to sort using only the month and day.

Valid values are: Include Year For Sorting

Sort by Month and Day Only

9 CSV Output File

O Choose to create a CSV file for use with Excel or Access

Valid values are: • 1 = No • 2 = Yes The default values is 1.

HRIS Resource Guide


Length of Service Report (PA210) – Calculation Tab (Image 3)


No. HRIS Field

Required (R)

Optional (O)



1 Calculation Tab O Click on Calculation Tab.

Parameter choices for report will be accessible.


2 Service Calculation Field

O If you select Service Calculation in the Report Option field, indicate whether to base the calculation by position, by job, or by union.

Valid values are: • 1 = By Position • 2 = By Job • 3 = By Union

3 Through Date Field

O Select a date through which service time should be calculated. If you leave the field

Leaving the field blank will include all data, up to and including the present.

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HRIS Resource Guide


No. HRIS Field

Required (R)

Optional (O)



blank, the service time as of the current system date will be calculated.

This field lets you project service time.

4 Combined Positions Field

O If you select Keep Separate, the length of service will be calculated for each selected position or job in which the employee is active. If you select Combine, the selected jobs or position will be combined into one service time period.

Valid values are: • Combine • Keep Separate The default value is ‘1’.

5 Position levels Field

O Input 01 To limit position levels, type a range. To use all position levels, leave this field blank.

Valid values are: 01 - 98

6 Position Class Field

R Leave Blank This field not used by HRIS

7 Position Field R Type/Click the Position of the employee you are reporting on if applicable

8 Job Class Field

R Type/Click the Job Class of the employees you are reporting on if applicable

9 Jobs Field R Type/Click the Job Code of the employees you are reporting on if applicable

HRIS Resource Guide


Length of Service Report (PA210) – Calculation Tab (Image 3)

Steps, 10-18 of 18 (Image 3, Table 2)

No. HRIS Field

Required (R)

Optional (O)

Step / Action Expected Results Notes / Additional Information

10 Union Field O Leave Blank There are 3 tabs that contain parameters: Population, Report and Calculation. Be sure to review all 3 to get the desired result.

11 Add/Change Button

R Click Add/Change to save your report

See ‘Job Added’ in the lower left corner.

Valid values are: • 1 = By Position • 2 = By Job • 3 = By Union

12 Submit Job button

R Click Submit to process job. Job Submit pop-up will display. Click Submit button again.

Receiv e message “Job has been submitted”.

Leaving the field blank will include all data, up to and including the present. This field lets you project service time.

13 Job Scheduler link

R Click Job Scheduler to check the status of a job.

This will take you to the Job Scheduler.

Valid values are: • Combine • Keep Separate

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HRIS Resource Guide


No. HRIS Field

Required (R)

Optional (O)


Active Jobs Waiting Jobs Completed Jobs

Click on Active, Completed or Waiting to see the status of your Job.

Use the job schedule to determine the current status of your job. Queue refreshes automatically. To be available for display, report job must be in Normal Completion status.

The default value is ‘1’.

14 Print Manager R Click on Print Manager to access report results: Reports – this queue will display all the reports you have processed.

Print Manager will display your reports.

Valid values are: 01 - 98

15 Report Name R Locate the row for the job you would like to view.

All completed report jobs will be displayed in this queue.

This field not used by HRIS

16 Report Actions: View Print Delete

You can display report results one of two ways:

Click anywhere on the display line for the report, click your right mouse button and select ‘View’ from the drop down menu. Or Click the select box at the beginning of the report line and click ‘View’ under related actions.

Click Delete to delete the specific highlighted job. To delete multiple jobs. All jobs must have a check mark in the select box to be included

Depending on the action performed, you will either see additional information, or be asked to confirm an action Delete. System will ask for confirmation to delete, Click OK. File is deleted

HRIS Resource Guide


No. HRIS Field

Required (R)

Optional (O)


in the delete. 17 View Options is

to display your results in PDF format

R Click on drop down and select the option for your report results.

Report results will open.

18 Create CSV File to display your results in a spreadsheet

O Click to export results into a spreadsheet.

Results will display in a Excel Spreadsheet

Once in Excel you can save your report and manipulate your criteria.

Results of the Length of Service Report (PA210), Report Image (Image 4)

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