Ryerson Custom Reports
Guide for Users
ii
Contents
Getting Help ... iii
Supported Browsers ... iii
Ryerson Custom Reports ... 1
Overview ... 1
Retrieve an actuals report ... 2
Retrieve an encumbrance report ... 13
Retrieve an OPSEU salary report ... 24
Retrieve CUPE 3904 Reports: Unit 1, 2, 3 ... 33
Getting Help
eHR Online Learning
You will find a collection of online tutorials and user guides for eHR systems at:
http://www.ryerson.ca/hr/eHR. Check out the Getting Started topic before you start browsing the online content.
HR Client Services
If you experience difficulties logging into eHR or online tutorials, contact HR Client Services:
Call: 416-979-5000 ext. 5075 or Email: [email protected]
Technical Help
To access any Ryerson system, you must first activate your Ryerson identity by completing the web form available at: http://www.ryerson.ca/accounts/. If you experience difficulties logging into eHR via the Ryerson portal using your RyersonID, contact the CCS Help Desk:
Call: 416-979-5000 ext. 6806 or Email: [email protected]
Supported Browsers
FirefoxWIN 7 Safari OSx OSx/WIN 7 Chrome
Internet Explorer WIN 7 Desktop version 24.x, 35.x 17.x, 24.x, 30.x 7.x Compatibility Off 9.x, 10.x, 11.x
Disclaimer
This document is intended as a reference for employees of Ryerson University. Every effort has been made to ensure the content of this document is correct. If any conflict of information is found between this document and any official documents related to the content, the applicable
Ryerson Custom Reports
Overview
'Custom Reports' provide administrators with tools to retrieve budget and actual expenses to account codes in the general ledger and employee-related information. Access to each report is determined by your eligibility to have access to confidential data.
Need access to custom reports?
Contact HR Client Services on ext. 5075 or [email protected] if you are an administrator who needs access to custom reports. By the end of the section you will be able to:
Run reports for salary, employee and encumbrance data
View and download reports using 'Report Manager' This section applies to:
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Retrieve an actuals report
This report provides detailed information on payroll costs charged to each account code for employees in a department. For example, you may need to know payroll costs for all employees (that are hired as Invigilators during a semester) for budgeting purposes. This report will provide you with this type of data.
Procedure
In this topic you will learn how to run an actuals report for a cost center and account code.
Step Action
1. Navigate to the 'Drill Down Report - HRRPT' page. Click the Main Menu button.
2. Click the Ryerson Custom Reports menu.
3. Click the Drill Down Reports menu.
4. Click the Drill Down Report - HRRPT menu.
5. To begin with any custom report, you will need to create a Run Control ID each time you run the report. The 'Run Control ID' defines parameters for the report.
'Run Control IDs' are valid for one day only. You can re-use the same 'Run Control ID' on the same day and only change the parameters. For example, if you need the same report but wanted pay data from a different account code.
Step Action
6. In this example, you will create a new Run Control ID. Click the Add a New Value tab.
7. This example report will provide actual information about invigilators within a TRSM department. Enter a unique identifier that describes your report, so that it's easy to find later if you need to run the report again during the day.
Enter "FALL2015" into the Run Control ID field. 8. Click the Add button.
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Step Action
11. Access to cost center and account information is based on your security access. If you need the report to run for a range of cost centers, look-up the applicable account number range.
In this instance, the cost center selected is '11568 Accounting' and account '6125' at TRSM. Use the Look up (Alt+5) button to select the applicable 'Cost Center'.
Access to cost center and account information is based on your security access. If you are unable to view data for a certain cost center, request access from HR Client Services on x5075.
12. Drill down report results can be further narrowed down by specifying more criteria. Your financial advisor
(http://www.ryerson.ca/financialservices/about/services/contacts/index.html) will provide you with specific codes for the following:
Activity
(http://www.ryerson.ca/financialservices/about/services/contacts/index.html) - code used to identify the fiscal year or term
Step Action
13. Click the Save button to save your report criteria in the current Run Control ID. You can re-use this report for one day only, or create another 'Run Control ID' for a new report with different criteria.
Click the Save button. 14. Click the Run button.
Step Action
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Step Action
Step Action
17. Ensure the 'Select' option is checked - without this option checked, the report will not run.
Click the OK button.
Step Action
18. The report is now processing. Notice that your report has been assigned a Process
Instance number.
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Step Action
19. Click the Administration tab.
Step Action
21. Once the report completes processing, the status will change to Posted. How detailed the report is will dictate how long it takes to obtain a status of 'Posted'.
Click the Refresh button.
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Step Action
23. The dialog box that appears on your screen might differ from the example shown, depending on which browser you use in eHR. Follow the browser prompts and save to your local drive.
Click the Save as button.
Step Action
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Step Action
26. Click the Save button.
Step Action
27. The report is exported from eHR in the .csv format ('comma separated values'), if prompted - click OK.
Click the Open button.
28. The file will open in Excel. You might need to combine and format data, or resize the columns to suit your reporting requirements. Save this file to your preferred location. 29. End of topic.
Retrieve an encumbrance report
This report provides information on encumbrance dollar amounts (generated by payroll) for employees in a department. For example, you may want to run a report that generates a list of employees with their payroll information to determine how many budget dollars were encumbered to an account code for any given period.
Procedure
In this topic you will learn how to run an encumbrance report for a cost center and account code.
Step Action
1. Navigate to the 'Drill Down Reports' page. Click the Main Menu button.
2. Click the Ryerson Custom Reports menu.
3. Click the Drill Down Reports menu.
4. Click the Drill Down Report - HRRPT menu.
5. To begin with any custom report, you will need to create a Run Control ID each time you run the report. The 'Run Control ID' defines parameters for the report.
'Run Control IDs' are valid for one day only. You can re-use the same 'Run Control ID' on the same day and only change the parameters. For example, if you need the same report but wanted pay data from a different account code.
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Step Action
6. In this example, you will create a new Run Control ID. Click the Add a New Value tab.
7. This example report will provide encumberance information about invigilators within a TRSM department. Enter a unique identifier that describes your report, so that it's easy to find later if you need to run the report again during the day.
Enter "FALL2015" into the Run Control ID field.
Step Action
9. Click the Encumbrance option and ensure the output format is set to 'Excel'.. 10. Identify the 'Posting Date' (which is a pay date). For this report example, the posting
date 09/25/2013 has been selected.
For more information about the pay dates and which pay periods are covered by each, refer to the bi-weekly pay deadlines.
11. Access to cost center and account information is based on your security access. If you need the report to run for a range of cost centers, look-up the applicable account number range.
In this instance, the cost center selected is '11568 Accounting' and account '6125' at TRSM. Use the Look up (Alt+5) button to select the applicable 'Cost Center'.
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Step Action
12. Drill down report results can be further narrowed down by specifying more criteria. Your financial advisor
(http://www.ryerson.ca/financialservices/about/services/contacts/index.html) will provide you with specific codes for the following:
Activity
(http://www.ryerson.ca/financialservices/about/services/contacts/index.html) - code used to identify the fiscal year or term
Employee/Crse - code used to specify course information for CE instructors Employee ID - unique employee number (nine numbers)
13. Click the Run button.
Step Action
14. You must select a 'Server Name' to identify the server on which the report will run. If you use the same Run Control ID for subsequent reports, the server name that you last used will default in this field.
Step Action
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Step Action
16. Click the OK button.
Step Action
17. The report is now processing. Notice that your report has been assigned a Process
Instance number.
Step Action
18. Click the Administration tab.
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Step Action
20. Once the report completes processing, the status will change to Posted. How detailed the report is will dictate how long it takes to obtain a status of 'Posted'.
Click the Refresh button.
Step Action
22. The dialog box that appears on your screen might differ from the example shown, depending on which browser you use in eHR. Follow the browser prompts and save to your local drive.
Click the Save as button.
23. The default file extension must be changed to '.csv' for the report data to display correctly in Excel.
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Step Action
Step Action
25. Click the Save button.
Step Action
26. The report is exported from eHR in the .csv format ('comma separated values'), if prompted - click OK.
Click the Open button.
27. The file will open in Excel. You might need to combine and format data, or resize the columns to suit your reporting requirements. Save this file to your preferred location. 28. End of topic.
24
Retrieve an OPSEU salary report
The 'OPSEU Salary Report' data provides detailed employee information to administrators to use in managing employees within the collective bargaining unit. This custom report details employee information as well as data such as:
Position statuses - full/part time
Extended leave information
Hire dates and expected end dates
Compensation information such as: step, grade, hours, and actual/base salaries
Procedure
Step Action
1. Navigate to the 'Human Resources' menu. Click the Main Menu button.
2. Click the Ryerson Custom Reports menu.
3. Click the Human Resources menu.
4. Click the OPSEU Salary Report - HRRPT menu.
5. To begin with any custom report, you will need to create a Run Control ID each time you run the report. The 'Run Control ID' defines parameters for the report.
'Run Control IDs' are valid for one day only. You can re-use the same 'Run Control ID' on the same day and only change the parameters. For example, if you need the same report but wanted pay data from a different account code.
Step Action
6. In this example, you will create a new Run Control ID. Click the Add a New Value tab.
7. This example report will provide OPSEU with salary information for 'FTCE', 'Partial Year', 'Term' and 'Research Assistant' positions that fall under the collective agreement. Enter a unique identifier that describes your report.
Enter "OPSEUSalary" into the Run Control ID field. 8. Click the Add button.
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Step Action
10. You will need to enter the 'Empl Class' numbers for each OPSEU employee group 401, 402, 403, 404. These numbers are listed in the table header for reference. In this example, you will build a report for four employee groups.
Enter "401" into the Empl Class field. Employee Group 401 = OPSEU FTCE 11. Enter "402" into the Empl Class field.
Employee Group 402 = 'OPSEU Partial Year Employee'
12. Enter "403" into the Empl Class field. Employee Group 403 = 'OPSEU Term' 13. Enter "404" into the Empl Class field. Employee Group 404 = 'OPSEU Research
Assistant'
14. Click the View All link to verify all Empl class were added to the report. 15. Click the Save button.
Step Action
17. You must select a 'Server Name' to identify the server on which the report will run. If you use the same Run Control ID for subsequent reports, the server name that you last used will default in this field.
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Step Action
Step Action
19. Ensure the 'Select' option is checked - without this option checked the report will not run.
Click the OK button.
Step Action
20. The report is now processing. Notice that your report has been assigned a Process
Instance number.
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Step Action
21. Click the Administration tab.
Step Action
23. Once the report completes processing, the status will change to Posted. How detailed the report is will dictate how long it takes to obtain a status of 'Posted'.
Click the Refresh button.
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Step Action
25. If prompted by the security settings of your browser, allow the pop up dialog to continue opening th report in Excel or save the file to a folder.
Click the Open button.
26. The report will open in Excel. 27. End of topic.
Retrieve CUPE 3904 Reports: Unit 1, 2, 3
CUPE 3904 Unit 1, 2, 3 Reports
Provides summary information about new and rehired instructors, CE Instructors, teaching assistants, graduate assistants, exam invigilators and lab monitors. Data include in these
reports includes changes to employee data that could affect the employee record and other data such as:
Additional assignment information
Leave information
Contract start and end dates
Compensation information such as: semester hours, pay, total contract amounts and hourly rate of pay
The same system procedure is used to run each report.
Procedure
In this topic you will learn how to run and download the CUPE 3904 Unit 1, 2, 3 reports.
Step Action
1. Click the Main Menu button.
2. Navigate to the 'Human Resources' menu. Click the Ryerson Custom Reports menu.
3. Click the Human Resources menu.
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Step Action
6. In this example, you will create a new Run Control ID. Click the Add a New Value tab.
Step Action
9. You will need to define a range of dates for the report data.
Enter the date into the From Date field. Enter "01/01/2015", or use the calendar icon to select a date.
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Step Action
Step Action
13. Click the PSUNX list item.
Step Action
14. Ensure the 'Select' option is checked - without this option checked, the report will not run.
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Step Action
15. The report is now processing. Notice that your report has been assigned a Process
Instance number.
Step Action
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Step Action
17. The reports are listed in the 'Report List'. The most current 'Drill Down Report' is at the top of the list and with a status of 'Processing'. Sort this list by clicking the fields in the grid header.
Click the Refresh button.
18. Once the report completes processing, the status will change to Posted. How detailed the report is will dictate how long it takes to obtain a status of 'Posted'.
Click the Details link.
Step Action
Step Action
20. Click the Save as button.
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Step Action
22. Click the Open button.
23. Job data and personal information is included in this report. Use this report to determine job changes and pay information. Changes may include: additional assignments, rehire, change in contract hours etc.
24. End of topic.
Glossary
Encumbrance
Encumbrance: Encumbered compensation are funds allocated to a cost
center for the department/faculty.
For more information about departmental budgets, contact your financial advisor
(http://www.ryerson.ca/financialservices/about/services/contacts/index.ht ml).
Posted
Posted: The report has finished posting and is ready to be viewed,
downloaded and/or deleted.
Posting
Posting: The report is in the process of being transferred to the Report
Repository.
Process
Instance Process Instance: A unique number that identifies each process (report)
request. This value is automatically incremented and assigned to each requested process when the process is submitted to run.
Run Control ID
Run Control ID: A unique ID, associating each operator with his or her
