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to Using the Departmental Reports Search Screen

Introduction

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Credits

Briefing Notes by Niyi Akinmutande, AD HR Operations and Information

with credits to

Marg Glover Departmental AdministratorAlan Liddell HR Helpdesk OfficerIain McKay Senior Analyst Programmer

for working together to conceptualise build and test the screens.

November 2007

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Departmental Reports and Administration Menu

Departmental Administrators and users authorised by the Head of Department will have the Departmental Reports and Administration menu on their MyView screen.

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Log in Screen

You will be expected to enter your UCL ID and password

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HR Menu

You will see a number of management reporting options. The one we are considering in this paper is the UCL Employee Search

Click on this menu item

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Search for Records

The Search Screen uses the same Oracle technology as the SiP system so experienced SiP users can skip the section on Wild Cards and Querying

Always put the system in Query mode so that you can look for staff records.

Enter Query F11 or

Execute or run query Ctrl +F11

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Querying for records

Enter QueryF11

Execute or run query Ctrl +F11

Cancel queryF4

Messages will appearhere. It also shows which record you are on.

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Use Wild Cards to help with your queriesThe percent sign (%) matches zero or more characters.

Typing:

%Smith% in “Surname" would return any record which had “Smith” anywhere in that field (for example, “Smith", “Goldsmith" and “Blacksmith" “Smithers" and "Smith-White" )

%Smith in “Surname” returns any names which end with Smith (for example, both “Goldsmith" and “Blacksmith" but not "Smythe" or "Smith-White").

NA% in the “First Names” field would return any names which start with “NA” (for example, “Nathan" and “Nathaniel" but not “Jonathan")

Querying using Wildcards

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Personal DetailsThis screen shows the

Personal DetailsContact Details and Emergency Contacts

Private Contact Details and Emergency Contacts are visible to Departmental Administrators and are asterisks to all other staff

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UCL Details

This screen shows the UPI Number and key employment dates

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Appointment Details

Details of the post that corresponds to the appointment selected above

Details of current and past appointments on the HR/Payroll database

Details of the grade history for the post selected above

Details of the cost centre and contract hours history for the post selected above

UCL business rules are such that professorial and any personal salaries are not displayed

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Appointment Details contd.Where ever the + sign is displayed it means that a detail table can be found by double clicking on the field.

Double clicking on the field here gives the hierarchy that the department belongs to. This give departmental administrators useful information on where a particular post is located in the UCL organisation structure.

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Appointment Details contd.Where ever the + sign is displayed it means that a detail table can be found by double clicking on the field. Double clicking on the field here gives

details of the service conditions attached to a particular post. This is useful when HR colleagues need to determine what business rules a particular post holder is subject to.

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Reporting Line

The Reporting Line shows where a particular member of staff’s post sits in the post to post administrative workflow.

The workflow shows all of the posts between the individual and the Provost. This helps departmental administrators to determine who can administer a particular post in manager self service.

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SPS Post HistoryRecords for staff who started at UCL prior to September 2004 are also stored in the legacy database system SPS. This screen allows departmental administrators access to the historic data not stored on the HR/Payroll database ResourceLink

Details of all posts on the SPS HR database which was turned off on 31/8/2004

Details of the salary and cost centre history for the post selected above

Double clicking on this field brings up the full SPS archive screen

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Archive Menu

On the HR menu the archive search screen can be found at this menu item.

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Archive ScreenThe Archive has similar functionality to the search screen. For any staff in the archive who have a record in ResourceLink you can double click on the Employee Number and the main ResourceLink

record will be called up.

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Archive Screen contd.

Double clicking a Salary History gives a detailed salary history

screen

Double clicking a Cost Code History gives a detailed cost code history

screen

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Close and ExitSelect this item to close your screen

Then select the Exit menu item to close down the Oracle application.

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MyView Reports and Manuals

You will have noticed that there are a wide range of managerial reports available through MyView. These are likely to be self explanatory for departmental administrator level staff.

Details of how the reports work can be found on the MyView first page via the MyView menu item shown below.