Employee Data Report

Searching

The Basics

By default, the report gives four basic fields you would use in most searches:

  • Employee Type
  • Personnel Number
  • Organizational Unit
    To search for an entire Major Administrative Unit (MAU):
    • Use the search help for the Organizational Unit filter. In the pop-up
    • Enter the MAU in the "MAU/College Code" or "MAU/College Description"
    • Click "Go"
    • A list of departments in that MAU displays
      (for Supervisors, this includes only those orgs that have their employees in them).
    • Use the "Select All" checkbox in the header row of the table with the list of organizations (or select the first record, scroll down to the last record, hold down the shift key and select the last record. That will select all records in between)
    • Click "OK"
    • You will see all units are now listed in the Organizational Unit filter 
  • Employment Status

The more detailed you are with your search criteria, the narrower your set of results and the more quickly the results will be returned. Select the “Go” button when ready for results.

Employee History

Use the “Employee Lookup” view with the date range “Past” to see an individual’s history. Records are listed by adjustment reasons, so you will see some duplication of certain data elements (e.g. Salary) that did not change with that particular adjustment.

Adapt Filters

Additional search criteria are available. Use the “Adapt Filters” option to add more filter fields for the employees’ Assignment (Employee Job, Group/Subgroup, Personnel Area/Subarea, Payroll Area, Person ID). From the screen where you select additional filters, you can also save those filters as view for later use.

Preset Variants are available. To add them to your report:
  1. Select the menu in the upper left that displays “Standard ˅” or “Employee Information ˅“
  2. From the box that opens, choose the “Manage” button
  3. In the next box that opens, mark additional views as favorites by selecting the star icon, turning it from empty to filled.
  4. OPTIONALLY
    1. You may also set one of these to be the “Default” view when you open the application. 
    2. The “Apply Automatically” checkbox on the Default view will allow you to bypass the “Go” button to run the view, if you don’t need to change any filter settings.
  5. Then select OK.

Using the Results

Viewing

From the results table below, select any row to be taken to that employee’s details. As you scroll down the page or use the tabs to jump to sections, data will be presented in logical groupings.

Exporting

To download the list of results directly to MS Excel, use the “Export to Spreadsheet” button at the right end of the header for the results table (or choose the dropdown arrow and “Export”). It will save the file to the location you have specified as the default for downloading files in your browser settings. The export feature only downloads those columns that are displayed on screen.

If you choose the dropdown option and select “Export As…” two additional selections are available

  • Split cells with multiple values – to save room on screen many items like Organizational Unit, Job, Position, and Action type have BOTH their name/description and code in the same column. Checking this box will download the name/description and code into separate columns to make sorting and filtering easier in Excel
  • Include filter settings – Selecting this option will include a tab in the Excel download that lists the filter criteria used to arrive at the list of result.

These export features are also available for any given employee record for individual groups of data (Actions, Date Specifications, Monitoring of Tasks).

Making the Report Your Own

Selecting the Setting button (gear icon) above the list of results opens a screen where you can select which columns to display on screen, as well as how the information is sorted or grouped.