HR QUERY RUNBOOK Running HR Queries in the HCM/CS Reporting

Instance

The City University of New York Office of Human Resources Management/HRIS

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Table of Contents

Executive Summary ....................................................................................................................................... 3

Scope ......................................................................................................................................................... 3

Intended Audience .................................................................................................................................... 3

Pre-requisite.............................................................................................................................................. 3

Procedure ...................................................................................................................................................... 4

Step 1: Access the Reporting Environment .......................................................................................... 4

Step 2: Navigate to Query Viewer ........................................................................................................ 5

Step 3a: Search and Run a Query ......................................................................................................... 6

Step 3b: Schedule a Query Run ............................................................................................................ 8

Appendix 1: Reporting Instance Environment ........................................................................................... 14

Appendix 2: A list of HR Audit Queries ...................................................................................................... 15

Appendix 3: A list of HR Report Queries .................................................................................................... 16

Appendix 4: A list of Business Unit Codes .................................................................................................. 17

Appendix 5: Reporting Instance User Access Request Form (for HR Data) ............................................... 18

Appendix 6: Request a New HR Query or Revision to Existing One ........................................................... 19

Revision History .......................................................................................................................................... 20

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Executive Summary

The OHRM HRIS team provides technical production support, identifies plans, and implements HR information system changes to meet the University’s strategic objectives. We also ensure the accuracy and protection of all HR related employee data and deliver timely and compliant information to campus partners, external vendors, and to State, Federal and NYC agencies.

Our goals include system enhancements and process improvements, which serve to empower our campus partners. This guide (runbook) will allow end-users to produce on-demand HR reports and data audits, for their respective business unit, previously provided by the BADR team. The runbook provides detailed instructions on how to run numerous HR queries.

Scope Using the Reporting Instance environment (see Appendix 1) users will learn how to:

• Navigate the Reporting Instance Environment • Search and Run or Schedule Queries • Download Reports • Request Query Access • Request a New, or Revision to an Existing HR Query – located in Appendix

Intended Audience

This guide is for the Subject Matter Expert (SME) on your campus responsible for HR data reporting and auditing.

Pre-requisite

Users must have claimed their CUNYfirst account1 and have the roles identified below to run HR queries in the Reporting Instance.

Required access role(s) 2 : i. CU_HR_QTREE_ALL

ii. CU_HR_QTREE_NPI_ALL (an NPI role)

The BADR team recommends using the latest version of Mozilla Firefox browser. Internet Explorer version 10 or above would also work, but in some instances it may lack certain functionality.

1 To claim your CUNYfirst Account, go to: https://impweb.cuny.edu/selfservice/activation/start.action 2 Refer to Appendix 5 for information on how to request new or revise existing access role(s).

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Procedure

Step 1: Access the Reporting Environment Refer to Appendix 1 for more information on the Reporting Instance environment.

Log in to CUNYfirst at https://home.cunyfirst.cuny.edu

At the CUNYfirst landing page, click “Reporting HR/Campus Solutions” 3 as show in Diagram 1

Diagram 1: Landing after logging into CUNYfirst

3 Contact your campus HELP DESK to submit a CRM ticket if you are experiencing issues accessing the Reporting Instance.

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Step 2: Navigate to Query Viewer Query Viewer is an end-user reporting tool that allows users to view and run pre-developed queries4. Refer to Appendices 2 and 3 (HR Audit and HR Report Queries, respectively) for a list of available queries.

Follow the navigation path as shown on right and in Diagram 2: Reporting Tools Query Query Viewer

Diagram 2: Path to Query Viewer from the Home Page

4 Refer to Appendix 6 for instruction on how to request a new HR query or revision to existing one.

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Step 3a: Search and Run a Query

Enter the query name5 in the field as shown in Diagram 3. The name is not case sensitive.

Click the “Search” button

Diagram 3: Query Search in Query Viewer

Click “Excel” to initiate the query run with the exported into an excel file as shown in Diagram 4

Diagram 4: Initiate a Query Run

5 Contact the BADR team if you do not see the query so we can confirm the proper role(s).

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Some queries will prompt you for additional information on the following page as shown in Diagram 5. Enter your campus (Business Unit) code as exactly provided, or otherwise you will not get any result. Refer to Appendix 4 for your Business Unit code.

Click the “View Results” button

Diagram 5: Query Prompt

Upon successful completion of the query run, a pop-up window will appear as shown in Diagram 6 PLEASE TURN OFF THE POP-UP BLOCKER!

Click “OK” to open the results in Microsoft Excel, or save to your local drive

Diagram 6: Query Run Complete

NOTE: If the query times out or displays a Proxy error, please refer to Step 3b on page 8, which outlines the steps to schedule a query. It is recommended to schedule queries that produce large volumes of data.

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Step 3b: Schedule a Query Run Some queries take much longer to complete and may time out and display a “Proxy Error” message. As an alternative to running queries, they can also be scheduled.

Similar to producing the HCM Reports, scheduling a query requires a Run Control ID. Each query should have its own Run Control ID which stores the query’s prompt values. Once the system executes a Run Control ID, it uses this information to generate the content of the report.

Click “Schedule” as shown in Diagram 7

Diagram 7: Schedule a Query Run

If a Run Control ID already exists for a query, a result will be displayed as shown in Diagram 8, skip to Retrieve an Existing Run Control ID on page 13, otherwise continue to the next page to create a Run Control ID.

Diagram 8: Existing Run Control ID

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Create a Run Control ID If you already have created a Run Control ID for a query, skip this step and go to “Retrieve an Existing Run Control ID” on page 13 to retrieve the ID.

At the “Add a New Value” tab (highlighted), enter the query name on the “Run Control ID:” field, as shown in Diagram 9

Diagram 9: Schedule a Query Run

Click “Add” button

Some queries require prompt information (e.g. Business Unit codes or dates) to run, enter the appropriate value and click “OK” as shown in Diagram 10

Diagram 10: Enter Prompt Value

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Enter the required “Description”. You can use the same query name again as shown in Diagram 11

Update Parameters, if needed

Click “Apply”

Diagram 11: Run Control ID Description

Select the Format of the Data File (e.g. TXT, XLSX etc.), shown in Diagram 12

Optional: Choose a recurrence schedule by selecting the appropriate pre-set times at the “Recurrence” drop down field. By Leaving the field blank the query will run once, immediately.

Click “OK” Note: The system will not notify you when a scheduled report is posted.

Diagram 12: Process Scheduler Settings

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The query schedule has been initiated when the Process Instance ID appears, as shown in Diagram 13. At this point, the Run Control ID has been successfully created.

NOTE: We strongly advise not to create multiple Run Control IDs for the same query.

Select “Process Monitor”

Diagram 13: Process Instance shown on Run Control Page

Select “Refresh” to update the page, shown in Diagram 14

Once the Run Status changes to “Success” and the Distribution Status is “Posted”, the report process has been completed, then Click “Details”

Diagram 14: Retrieve Report from Process Monitor Page

NOTE: The Navigation path to the Process Monitor page is PeopleTools → Process Scheduler → Process Montior

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Click “View Log/Trace”, see Diagram 15

Diagram 15: Process Detail Page

Select Output File (.xls, .csv, .pdf etc.) as shown in Diagram 16

Save File to your computer

Diagram 16: View Log/Trace

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Use an Existing Run Control ID

If you are not on the Schedule Query Page, follow the navigation path: Reporting Tools Query Schedule Query, as shown in Diagram 17.

Enter the name of the Run Control ID ( hint: the HR Query name) and click “Search”

Diagram 17: Retrieve a Report

Update Parameters, if necessary

Click “Apply” to run the query

Diagram 18: Run Control ID

Navigate to the Process Monitor Page to retrieve the completed report. Instructions can be found on Page 11

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Appendix 1: Reporting Instance Environment

The reporting instance is a nightly copy of HCM/CS Production environment. It is used solely for reporting, and cannot be used for performing data entry. You can only access HR data by running the queries developed by the BADR unit.

NOTE: The HCM CUNY10 Reports are not available in this environment.

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Appendix 2: A list of HR Audit Queries

Important Reminder: Transactions entered in CUNYfirst HCM today will be in the Reporting Instance on the following day.

The BADR team will inform you when new query is added to the list and ready for use.

Query Name Description/Purpose Version HR_Audit_Empl_Class Flags job rows with incorrect Employee Class based on

the CUNY rules. Ver. 20170313

HR_Audit_Missing_Reasons Flags job rows with missing Action Reason. Ver. 20170403 HR_Audit_Pay_Groups Flags active job rows with a Default Pay Group (e.g. SDF,

CDF) Ver. 20170403

HR_Audit_Duplicate_Notes Flags job rows with duplicate “Chancellor” Note Types that have no Board Approval Dates (BADs). Multiple notes when Note Type = “others” are acceptable.

Ver. 20170403

HR_Audit_Org_Relationship Flags POI job rows that were entered with EMP Org Relationship and the rows have no BADs

Ver. 20170403

HR_Audit_No_BAD_Rows Flags job rows with effective dates more than 6 months old and have no BADs

Ver. 20170403

HR_Audit_ZZZ_Names Flags employee names with ZZZ who have job rows with no BADs.

Ver. 20170403

HR_Audit_Demographics Flags incomplete or inaccurate personal data Ver. 20170605 HR_Audit_Telephone Flags Employees with invalid Telephone numbers Ver. 20170606

For guidance on how to reconcile data discrepancies in the HR Data audit reports, please refer to the HR Audit Guide located on the “HR Professional Secure Log-in” webpage, under the section for “HRIS (Business Analytics and Data Reporting)”.

How often do you need to run the audit? Effective June 2017, the BADR unit ceases the distribution of the HR audit reports. The campuses will be expected to perform their audits using the above HR Audit Queries. The Monthly Scorecard will continue to be posted based on the result of these audits.

Below is the recommended HR Audit schedules. Please note the results of any corrections made today will be reflected on tomorrow’s reports.

Audit Queries Recommended Audit Frequencies Impact HR_Audit_Empl_Class Daily Job Data, CUR HR_Audit_Missing_Reasons Daily Job Data, CUR HR_Audit_Pay_Groups Daily Pay Data HR_Audit_Telephone Daily Benefit Data HR_Audit_Demographic Daily Benefit Data HR_Audit_Duplicate_Notes Daily from 2 weeks prior to CUR cut off date CUR HR_Audit_Org_Relationship Daily Job Data, CUR HR_Audit_No_BAD_Rows Daily from 2 weeks prior to CUR cut off CUR HR_Audit_ZZZ_Names Daily from 2 weeks prior to CUR cut off CUR

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Appendix 3: A list of HR Report Queries

Important Reminder: Transactions entered in CUNYfirst HCM today will be in the Reporting Instance on the following day.

The BADR team will inform you when new query is added to the list and ready for use.

Query Name Description/Purpose Version HR_REPORT_HIRE_TO_CAMPUS Hire to campus dates for all active employees Ver.20170515

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Appendix 4: A list of Business Unit Codes

Business_Unit_Code Business_Unit_Descr

BAR01 Baruch College BCC01 Bronx CC BKL01 Brooklyn College BMC01 Borough of Manhattan CC COCOM Central Office Comm Colleges COSEN Central Office CSI01 College of Staten Island CTY01 City College GRD01 Graduate Center HCS01 Hunter Campus Schools HOS01 Hostos CC HTR01 Hunter College JJC01 John Jay College KCC01 Kingsborough CC LAG01 LaGuardia CC LAW01 Law School LEH01 Lehman College MEC01 Medgar Evers College MED01 CUNY School of Medicine NCC01 Guttman Community College NYT01 NYC College of Technology QCC01 Queensborough CC QNS01 Queens College SOJ01 School of Journalism SPH01 CUNY School of Public Health SPS01 School of Professional Studies YRK01 York College

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Appendix 5: Reporting Instance User Access Request Form (for HR Data)

To request access to HR queries in the Reporting Instance environment, please complete the “HR Reporting Access Request Form” which is located on the CIS website, http://www2.cuny.edu/about/administration/offices/cis/information-security/cunyfirst-peoplesoft-security/

For new users, you must check off “Add Access” on the “Access Level Section” as shown below. Check off “Revise Existing Access” if you are current users and requesting for additional role(s).

The following individuals must sign or approve the form.

1) The Employee 2) The Requesting Supervisor 3) The Business Unit HR Director 4) Central Office OHRM (for all NPI or Citizen roles in the shaded area, non-HR staff access, or access to all Business Units’ data)

Refer to the “Pre-requisite” section on page 3 for the required roles to access the HR queries. Submit the completed form to your campus Help Desk for processing. Central CIS only accepts one form per ticket. If you are submitting multiple forms, please attach them to individual ticket.

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Appendix 6: Request a New HR Query or Revision to Existing One

To request a new HR query or revision to existing one, please use the Human Resources Report/Data Request Form, which is located on the OHRM-HRIS website, http://www2.cuny.edu/about/administration/offices/hr/hris/.

o Select Report Output, “Other”

Enter either: • Query: NEW • Query: “Name of existing query”

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Revision History

Author Version Date Weng Wong First Draft April 3rd 2017 Kecia King-Anderson Revision April 19th 2017 Weng Wong Revision April 27th 2017 Sheraine Gilliam Revision April 28th 2017 Weng Wong Revision May 22nd 2017 Kecia King-Anderson Revision May 25nd 2017