1 POLYDATA HR & Faculty Dashboards August 2010
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POLYDATA HR & Faculty Dashboards
August 2010
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Agenda
Move to DashboardsHow to Log Into DashboardsAccessing HR DashboardsImportant Information BoxSecurityHuman Resources (State) DashboardsFaculty DashboardsJob/Position Information DashboardsPersonal Contact InformationTranslation ValuesDemoTerminologyDashboard PromptsRun QueryDashboard SelectorsDashboard – General InformationDashboard ViewsDownload ResultsSaving SelectionsResources
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Move to Dashboards
As of 7/31/10, accessing HR PolyData will be via the Human Resources (State) Dashboards
The HR PolyData Brio tables were frozen as of 7/31/10 and will no longer be refreshed.
This ‘frozen’ data will be available for Brio reporting until September 30
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How to Log into Dashboards
Log into my.calpoly.edu
Under “Single Click Access
to”
section, click
PolyData Dashboards
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POLYDATA Dashboards
General Information
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Accessing HR Dashboards
Click on “Human Resources (State)”
Select appropriate Dashboard set:Faculty (Fac Emp, Fac Leave Elig, RPT & Eval)Job/Position Information (Compensation, Contact Info On‐Campus, Dept Emp, Dept Positions, Emp Job History, HR101 Form, Prob Emp, Temp Assign & Leaves)Personal Contact InformationTranslation Values
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Important Information box
Welcome!
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Important Information
Today’s
Date
Data on your reports
will be as of this
updated date/time
‘About this Page’ will be added to the box in the near future.
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Security
What will you be able to view in the AP/HR Dashboards?
You will have the same security as in PSoft
HR Department HR Department Security has been Security has been applied to the HR applied to the HR DashboardsDashboards
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Security ‐
Requirements for Protecting Confidential Personal Data
On an annual basis ITS requires Cal Poly Portal users to reset their Portal password. At that time you must acknowledge that you understand and will abide by Cal Poly’s Information Technology Resources Responsible Use Policy (RUP)Why must I review and agree to abide by IT policies before activating my account or password change?
Cal Poly’s Information Technology Resources Responsible Use Policy (RUP) and other applicable IT policies govern the use of University information technology systems. Anyone requesting an account through ITS must certify in writing that their use of the account is consistent with Cal Poly’s mission and the RUP. Since the Password Manager replaces this process, the electronic acknowledgement was included to ensure that users are aware of these policies and their responsibilities. For more information, go to http://security.calpoly.edu/policies/index.html.
Go to Campuswide Policies (Responsible Use, Information Security, etc), then to Confidentiality-Security Agreements, then Confidentiality-Security Agreement: University Staff A copy of the Policy is provided.
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Human Resources (State) Dashboards
FacultyFaculty EmployeesFaculty Leave EligibilityRPT and Evaluation
Job/Position InformationCompensationContact Information: On‐CampusDepartment EmployeesDepartment PositionsEmployee Job HistoryHR 101 Form DataProbationary EmployeesTemp Assignments & Leaves
Personal Contact InformationTranslation Values – Valid Values for all Prompts and Selectors
(will be available soon)
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Faculty Dashboards
Faculty EmployeesThis is similar to the Department Employees Dashboard, but contains only faculty and more faculty related fields, such as WTU, SSI Counter, FERP, Pay End Date, etc
Action reason is missing, so you will not be able to tell the difference of two rows with the same effective date. This will be added soon.
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Faculty Dashboards ‐
Cont’d
Faculty Leave EligibilityCriteria is set to look at current DIP Eligibility year – will change to current year + 1 future year
RPT and Evaluation
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Job/Position Information Dashboards
CompensationView current and future salaries for active employeesDoes not contain history
Use the Employee Job History Dashboard to view a complete history
Contact Information ‐ On‐CampusView department, email address and phone information for current employees, including those on leavePossible uses:
Template for department rostersOn‐campus mailings
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Job/Position Information Dashboards – Cont’d
Department EmployeesView basic job information for current employees in your department, including those on leave
Department PositionsLists all positions, including inactive positionsTwo “queries” within one Dashboard
Filled Department PositionsPosition Listing with IncumbentDownload ViewFilters View
Vacant Department PositionsVacant Position ListingDownload ViewFilters View
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Job/Position Information Dashboards – Cont’d
Department Positions view
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Job/Position Information Dashboards – Cont’d
Employee Job HistoryView a complete job history for an employee (including historical, current and future job rows)
Listed in descending order by effective date
All Job/Position Information Dashboards link to this Dashboard by clicking on the employee’s name
HR 101 Form Data Assists with the HR 101 form completion process
Columns are listed in the order of the HR 101 Form
Includes current and future job rows for active and inactive employees
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Job/Position Information Dashboards – Cont’d
Probationary EmployeesUse to track employee probationary status
Includes current and future job rows for active employees in a probationary status, including those on leave
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Job/Position Information Dashboards – Cont’d
Temp Assignments & LeavesUsed to track temporary appointments and leaves of absenceTwo queries within one Dashboard
Temporary AssignmentsTemporary Assignments Listing: Lists only employees in a temporary assignmentDownload ViewFilters View
LeavesLeave Listing: Lists only employees on a leave of absenceDownload ViewFilters View
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Job/Position Information Dashboards – Cont’d
Temp Assignments & Leaves view
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Personal Contact Information Dashboard
List of personal information for current employees
Possible uses: Emergency Contact List
Off‐Campus Mailings
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Translation Values Dashboard
This dashboard is being reviewed at this time and will be available soon.
Here’s an example:
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Demo!
12.3 Entitlement
12.12 Entitlement
Roster – Th e meaning of Expected End Date and Pay End Date and when to run a roster
Department Employee Listing
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Terminology
“Code” vs “Descr”Even though Grade Range and Empl Class do not indicate Descr, it will display the Descr and not the code
Exceptions that will display the Code and to display the Descr you’ll need to select the Descr:
Job Code = CodeDeptid = Code
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Dashboard Prompts
Prompts are used to narrow down your query results
Click on the for the Multi‐Select Dialogue Box
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Dashboard Prompts – Cont’d
Forcing No ResultsThe ‘Emplid’ prompt defaults to all ‘0’s on the following dashboards
Contact Information – On-CampusEmployee Job HistoryHR101 Form DataPersonal Contact InformationEmployee Salary HistoryLatest Salaries
The ‘Position Nbr’ prompt defaults to all ‘0’s in Department Positions
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Dashboard Prompts –Cont’d: Multi‐Select
The box on the right will display all the valid values based on your securityTo select a value either highlight the value and click on the ‘<‘, or double click on the value to have it move to the left under ‘Selected’If there are multiple values to select, you can highlight them as a group then click on the ‘<‘Returns only first 256 results. Click “More” to increase # of results in increment of 256Click “OK”Tip: Can also double‐click on desired value
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Dashboard Prompts – Cont’d: Multi‐Select
To use the “Edit” featureClick “Edit”Type the data (must be exact – best used for Emplid)To add another value to Edit box use “Enter” key on keyboard then add next value
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Dashboard Prompts – Cont’d
Date “Between” PromptUse as a “Less Than/Equal to” limit by leaving the beginning date blank
Use as a “Greater Than/Equal to” limit by leaving the end date blank
If you have a date range, you may enter both dates
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Dashboard Prompts – Cont’d
A value must be selected in only one of the prompt fields with an asterisk *
Values may be selected in additional non-asterisked prompt fields to narrow your results
Welcome!
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Run Query
Once you have selected your prompts, hit ‘Go’
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Dashboard Selectors
Selector function allows for customizing the report to meet your needs
Select the desired fields from the drop down lists
Yellow column header signifies which columns are selectors
Once you’ve selected your column choices, hit ‘Go’
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Dashboards –
General Info
Ability to Drill down to Employee Job History Report:
Click on Preferred Report Name or Primary Report Name (except on Personal Contact Information Dashboard)
When an employee has multiple job rows, they are listed by:
Empl Rcd (ascending order)Effective Date and Effective Sequence (descending order)
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Dashboard Views – Cont’d
Dashboard Views allows for customizing the report to meet your needs
Select the desired view from the Select a View drop down list
Different Views are available for the different dashboard views
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Dashboard Views – Cont’d
Possible Views for Department EmployeesIf the results are greater than 25 records you’ll see this
Click on the right arrow with the * to view all records
or click on the arrow w/o the * to view the next page
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Dashboard Views – Cont’d
Faculty Listing by DepartmentFor users with access to multiple departments, quickly limits results to one department
Faculty ListingLists all employees within the department(s) you have security to view
Download ViewEnables sorting of data by clicking on column headers. This is also the best view to download to Excel.
Filters ViewLists limits for that Dashboard
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Exporting Results
Once you get your desired results you may want to print or download the data
At the bottom of the results you see
If you select Print, it will give you exactly what you are viewing with the the prompt box and the results box.
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Exporting Results – Cont’d
If you select Download, you’ll have these options
If you choose to download to Excel, Excel 2000, Powerpoint or Web Page, the results will be as you see them in your view. You’ll need to format the Excel results.Download Data is a CSV file. You can format the CSV and save it as an Excel document.
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Saving Selections
ToTo savesave thethe promptsprompts youyou selectedselected forfor futfutuurere quequerrieies:s:
ClickClick ‘‘PagePage OptionsOptions’’ dropdrop dodownwn aa
rrow rrow
““SaveSave CurrentCurrent SelectionsSelections””;; ““ForFor MeMe””
NameName thethe currentcurrent selectselection,ion, thenthen clickclick ““OkOk””
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Saving Selections – Cont’d
To save the prompts you selected for future queries:
Click ‘Page Options’ drop down arrow
“Apply Saved Selections” then select appropriate one
To clear prompt you previously selected:Click Page Options“Clear My Selections”
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Resources
Academic Personnel Assistance 756‐5281Sharon Chan
Human Resources Assistance 756‐5440Brooke BlytheCheryl MayChris BlackburnMargie CoolidgeJoyce Haratani
polydata‐hr‐[email protected] Webpage: http://polydata.calpoly.edu/dashboards/index.htmlComing soon: HR Dashboard Help Information
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Questions?
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