HR Reporting. Introduction to: This training document was developed by and for the use of:

Introduction to: 

HR Reporting 

This training document was developed by and for the use of:

  Department of

Administration and Finance Information Systems Management 

COGNOS REPORTING

Cognos 8 BI

Cognos is a web-based reporting tool shared between TTU, TTUS and TTUHSC. General campus reports are accessed through Cognos.

Accessing Cognos

Cognos is accessed through the A&F Work Tools tab on Raiderlink (http://Raiderlink.ttu.edu). This tab provides many links to Cognos. Access is gained to various reports by clicking the Reports link within the Human Resources channel or through other channels at highlighted below:

In the window that opens, select My home. This will access the Cognos Connection page.

*Note – uncheck the “Show this page in the future” box to bypass this page in the future.

Accessing the Human Resources and Budget Folders

You will be directed to the Cognos Connection page, Public Folders tab. Within this area are named folders. These folders house reports for both departmental and functional users. The Human Resources reports are accessed through the Human Resources Folder and the Budget Folder.

Once the Human Resources Folder is selected, a window opens with all of the available

reports visible. The Breadcrumbs at the top of the window help to identify how you got

to the reports. Click on the hyperlink to return to another area within Cognos. To run a

report, click on the Report name which is a hyperlink to the report.

To initiate the report, click on the name of the report which is a hyperlink to the report.

Actions in Cognos

The column on the right of the page has some options that may be beneficial when running a report. Click on to open a Run with Options window. The default format of a report is HTML, here an alternate format can be selected (PDF, Excel, etc) prior to running the report. Once the selection is made, click run at the bottom of the window.

Search Feature

In the toolbar is a Search box that allows the user to initiate a search to find a report. Type in the name of the report and click the search icon.

Setting My Preferences

In the upper right corner of Cognos Connection is a drop down box with a choice “My Preferences”. This link accesses an area to personalize the portal.

Within this section, it is possible to:

• Change the number of entries in a list view – so the user does not have to arrow over to more pages

• Separators and style of separators in a list view can be selected

• Style can be selected – this changes the colors in which Cognos appears • The default report format can be selected

• The welcome page can at startup can be selected or un-selected.

The middle section allows the Portal view to be set to either a List or Detail style and if Details is selected, the number of columns in the view is also selected here.

In the upper right section of Cognos Connection is a tool bar with icons:

The selects a list view for reports The selects a detail view for reports

The is for creating a new folder in “My Folders” The is for ordering items in “My Folders

Changing Formats after Running a Report

After a report has run, the format can be changed by clicking the drop down box in the upper right as detailed below. In the drop down box, the desired format is selected and if Excel is selected, the second box will open and the Format of Excel should be selected.

Add a report to My Folders

This allows the report to be run from the “My Folders” tab, saving some clicks along the way. This action must be completed once the report has been run. To do this, click on the drop down Add this report and select Add to My Folders:

To run the report, click on the shortcut in My Folders:

It is important to always click Log Off before exiting Cognos. Doing so will prevent errors when accessing Cognos from Raiderlink

HR020 – New Hire Report for Departmental User

This report is used to view a list of new employees hired in your Home Organization department for a given date range. This report will show only those employees who are new to TTU. If the employee transferred from another department, they will not appear on this report.

Prompt Page 

In the drop down box, the Home Organization Chart (TTU, TTUSA or TTUHSC) will need to be selected and then using the calendar fields, provide the Date Range desired for the report. The Benefits Category type is optional.

For the Home Org, this report provides the R-number of the new employee, their name, position title, supervisor name and date of hire. If you hire a student worker, and your org is not their home org, they will not appear on your report. You can view these employees on the HR035 employee search report.

HR022 – Termination Report for Departmental Users

This report is used to view a list of employees in a Home Organization Department who separated from Texas Tech employment during a given date range.

Prompt Page 

In the drop down box, select the Home Organization Chart and then select the Date Range for which desired for the report. Click Finish.

For the Home Org, this report details the ID and name of the terminating employee. Also displayed are the position title, benefit category, supervisor, the position personnel date and effective date, and the job change reason for the terminating employee.

HR035 Employee Search Report

This report is designed to provide flexibility in how the Employee Search is generated. The first parameter selection is for the Chart of Accounts. Following that, if the desired output is all employees assigned to a certain “Home Org”, type in the 6 digit Organization Code. To view a single employee, the name of the employee (last name) may be entered in the Employee Name search field or the TechID (R number) may be entered in the Banner ID search field. The final parameter allows to look at those employees within a specific Benefits Category.

Display for Employee:

The report output begins by identifying the Home Org Chart to which the Employee is assigned. Then, the Home Organization followed by the Budgeted Organization are displayed. The

columns of the report provide the General Employee information such as ID, Name %FTE for position/positions, Employee Class and Benefit Category for position, Job type (Primary, Secondary, Overload, etc.) These dates are displayed: Date of Hire, Position Begin Date, Position End Date and Date of Termination. The Position Code and Description are displayed as well as the Supervisor’s Name.

HR010 – Vacant Positions by Organization

This report displays for the department (organization) the single (LRW) positions that are budgeted but not filled. This is useful for managing the inventory of positions within your organization. You might refer to this report when

• you are a hiring manager who wants to post a vacant position for recruiting • you are completing the New Hire ePAF after the vacant position is filled

When the report is run, an employee’s name will appear as the last incumbent in a position. This helps the end user as it identifies who is being replaced which helps the end user in identifying the position.

Prompt Page

The Chart of Accounts is selected first, followed by the Position Organization.

The report output is in 3 different sections. First, Position Information is displayed, which includes Budgeted Org, The position number and name, Position Class, Amount Budgeted for the position and FTE for the position. Then the Position Labor Distribution Information is displayed which includes the FOAP, Salary amount and Percent. Finally, the Most Recent Incumbent will be shown, if applicable.

HR009 – Salary Roster by Home Organization

This report is used to see a listing of employees and how their positions are funded. The report output shows the salaries for all employees in a department sorted by FOAP.

Prompt Page 

Select the Chart of Accounts in the drop down box. Select the Position Organization. Click Finish.

The report shows the employees funded by FOAP. All FOAPs tied to the ORG will be

displayed. The report is sections by Position Class within the FOAP. Displayed are the “R” ID, Employee name and class, Position number and description, then the Job Suffix, Pay Code, Job Type, Single or Pooled position indicator, Job Labor Effective date, FOAP percent and FOAP salary. The total for the position class is then displayed in the summary row.

HR037 – Payroll Expenditures and Encumbrance Report

The parameter page is designed to provide many options for report output. There are three required prompts, Chart of Accounts, Organization and Fiscal Year. All others are optional. The report can be rendered for a specific FOAP, for the Org which will bring in all FOAPs tied to the Org., it can be executed by the Document ID and by Employee. There is also a prompt that allows viewing a specific posting period. If this is left blank, all posting periods will display.

*

The Report output as displayed below provides the parameter detail in the boxed heading. This report is sectioned by FOP and then Grouped by Employee ID. Notice the Account paid from is included in the column headers. The Earnings Code and description will identifies the sick leave, vacation pay, etc. The FOP summary follows by Account Code.

RPT_NBAJOBS_003

Active and Future Appointments by ORGN/FUND

This report provides a list of Active and Future Appointments for the ORG. The report is sectioned by fund. You will be able to easily see the funding by FOAP for all employees within your ORG. The Employee will be identified with their R# and the Position number to which they are assigned will be visible as well. The Job Suffix is included. The Job End Date column will identify if there is a future end date in the system – if there isn’t this date will be 12/31/2099. The FTE% of the employee as well as the SALARY on the FOAP is visible as well. The total FTE to the fund and total charge to the fund is found in the summarization row.

RPT_EMPL_007 – Employee Listing by Home ORGN

The Employee List by Home ORGN provides a list of the Active employees within the selected Organization. This is a useful reference when completing an ePAF.

Prompt Page

To begin, select the correct Chart of Accounts from the drop down box provided.

Once the Chart of Accounts is selected, the Home ORGN selection will be populated with the available choices for that particular Chart. Next, select the correct Home ORGN from the drop down box. Click Finish.

Each row within the report gives details for a particular employee.

On the right of this report are links to 3 other reports – the Current Appointment Report, Payroll Distribution Report and Payroll History Report. To run one of these reports, click on the link in the row representing that employee.

Current and Future Appointment Report

This report will be used to find Salary and FOAP by employee and is useful for completing the fields required for an ePAF.

Within the Employee Information row, the Employee ID, current and original Hire Dates, E Class and Description are presented.

Within the Job Information row, the Position Number and Title, P Class and P Class Description and salary information are available.

Payroll Distribution Report

This is useful for creating a Labor Redistribution (LRW) for an employee To run this report, the first parameter page requests the Fiscal Year for which the information is needed, the employee defaults in from the Employee List by Home ORGN report.

Prompt Page

Once this information is submitted, a second prompt page appears. Within this prompt, the Position (ex: Primary, Secondary) and Payroll Number / ID must be provided:

The Payroll Distribution Report provides details regarding the selected employee. The Position ID, Description and Job Suffix are identified as well as the Earnings type, the FOAP information pay percent, pay amount and document ID.

Payroll History Report

This is a payroll history by employee ID, document number, fund, org, account or program. Because we linked to it from the Employee List by Home ORGN report, the employee ID and name defaulted into the prompt page. The Chart of Accounts and Fiscal Year parameters must be entered. Other parameters are optional.

HR030 Employee Current Leave Balances

This allows viewing of leave balances either by employee or by organization. This report is useful when completing or approving timesheets or leave reports.

Prompt Page

The report allows you to search by Organization Code or by Employee last name. Once the parameters have been entered, select Finish.

The report output provides the user details regarding leave types and balances for the timeframe selected. Calculated within the report are the beginning balance, leave accruals, leave taken and the resulting ending balance. Banked hours are also displayed. You can run this for the current pay period. Banked hours are vacation hours accrued during the first six months of state employment. These hours move to “Accrued” during the pay period that the employee reaches six months of state employment.