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Counts Report
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| Table of Contents |
Introduction
Accessing the Counts Report
Navigating the Counts Report Screen
Select Organizational Unit
Select Time Period
Select Counting Method or Metric
Select Data Field Variables
Select Employee Criteria
Select Output Options
Running Your Report
Error Messages
Data Fields and Descriptions
User Support and Assistance
| Introduction |
The Counts Report is one component of the Human Resources Data Warehouse. The Counts Report is a useful tool for demographic or trend reporting. This reporting option displays numerical counts and totals for specific employee-related fields selected by the user.
The Counts Report has a selection of counting methods or metrics: raw head count, FTE, total turnover, voluntary turnover, or average full-time salary. The user also chooses up to four separate data fields to be reported on, up to 2 fields for columns and 2 fields for rows. Another powerful feature of the Counts Report is that the user can select the Show Detail option to get a display of each detail record contained in the totals.
The output below is from a Counts Report based on using the raw head count method and three separate data fields from the data warehouse: race, gender, and fiscal year. Gender was selected as a row and fiscal and race as columns.
| Accessing the Counts Report |
To access the Counts Report screen, log on to the Human Resources Data Warehouse by pointing your web browser to:
When you select the link for the HR Data Warehouse, you will see the following login screen:
Enter your UNC-CH Onyen and Onyen password and select the 
button to proceed to the HR Data Warehouse main menu, which appears below:
Select the 
button.
After you select this button, you are taken to a new screen which you scroll
through to view and select all of the reporting options to generate a report.
This User Guide describes the various areas of the screen as you scroll from
top to bottom and highlights all of the relevant options available for you
to customize your report output. Each of these options is organized into specific
sections and is described below.
| Navigating the Counts Report Screen |
After you select the
button, you will see the Counts Report screen. All of the Counts
Report options are presented on a single screen, which you scroll through
to view and select prior to running your report. The User Guide describes
the various sections as you scroll from top to bottom within the screen.
The sections are as follows:
1. Select Organizational Unit
2. Select Time Period for Report
3. Select Counting Method or Metric for Report
4. Select Data Field Variables for Report
5. Select Employee Criteria
6. Select Output Options
Use your mouse and Windows scroll bars to move around among the different areas of the Counts Report screen.
| Select Organizational Unit |
The first section in the Counts Report screen is 
.
This section is used to identify the specific organizational areas for those
employees to be included in your report, such as Department 2228 or an entire
School (if you are a Dean’s Office user). This portion of the Counts
Report screen appears as follows:
For purposes of organizational selections, the Counts Report allows you to use the employee’s Check/Home Department or, for reports which will only contain EPA employees, the Base/Appointing (primary) Department.
The Counts Report will only display and permit you to select organizational units for which you have authorization based on your Data Warehouse security permissions. The vast majority of HR Data Warehouse users will only have selections at the Department level, while Dean/Division-level offices will typically have selections available at both the Department and School/Division levels. Some Departments or Dean/Division offices will also have selections in the Sub-Unit/Area section. The selections in the Vice Chancellor section will only be available to central office users with institutional reporting responsibilities, such as the Office of the Provost, the Office of Human Resources, or the Office of Institutional Research.
The selection of the organizational unit(s) can be done from only one of the organizational levels at a time. For example, if selections are available to you at both the Department and School/Division levels, you may make selections in one of these levels, but not both at the same time. However, within each of the displayed organizational levels, such as Department, you can choose multiple selections by using the Ctrl key on your keyboard to select more than one. (This multiple selection feature is a typical Microsoft Windows application function.)
If you do not have access to an organizational unit/level you think you should have or see an organizational unit/level displayed that you should not have access to, please notify the HRIS Help Desk immediately by contacting 962-HELP or by submitting a web-based remedy ticket.
| Select Time Period for Report |
The second section of the Counts Report screen is 
.
This is where you select which time period(s) you wish to report on. You may
choose from one of four options: the current payroll, one or more UNC-CH fiscal
year-ends (06/30/XXXX), one or more calendar year-ends (12/31/XXXX), or a
Federal fiscal year-end (09/30/2005). The current pay period data is updated
each pay cycle and the year-end files are added into the Data Warehouse shortly
after each fiscal or calendar year-end. Currently, there is only one Federal
Fiscal Year End available.
The most recent payroll is the default option, which is displayed above. You do not need to do anything further to select this option.
If you wish to select either of the fiscal or calendar year options to be included in your report, use your mouse or Tab key to select the UNC-CH Fiscal Year End, Calendar Year End or Federal Fiscal Year End radio button.
For this example you have selected the UNC-CH Fiscal Year End option and the screen should appear as follows:
You may now select one or more fiscal years for your report, either individually or together using the Ctrl key on your keyboard.
To select a fiscal year, highlight one or more years with your mouse and
once you have selected the fiscal years of interest, select the 
button to move your selected years to the column on the right under the heading
Time Periods for Report. For example, if you select UNC-CH Fiscal
Years 2003 and 2004, your screen will now appear as follows:
In the screen above, the left column, under the title Time Period Selection,
contains the available time periods to select and the right column, under
the title, Time Periods for Report displays the time periods you
selected. You may use the 
button to remove one of your selected years. So for example, if you decided
to change your selection and just report on UNC-CH Fiscal Year 2004, you would
highlight the 2003 entry in the column on the right with your mouse and then
select the button.
Your screen would appear as follows:
On the column to the left, under Time Period Selection, you may
use the 
button to
select all the displayed years at one time and then use the
button to move them as a group over to the column on the right. You may also
use the 
button under
Time Periods for Report to remove all selected entries and start
again.
Use the identical steps outlined above to select available calendar years by first selecting the Calendar Year End button and moving the desired years from the left column to the right column.
| Select Counting Method or Metric for Report |
The third section of the Counts Report screen is 
.
As previously mentioned, the Counts Report produces report output
that counts and totals the unique values in particular data fields that you
select. When producing a Counts Report, there are five counting options
or metrics available.
Raw Head Count
The default option is Raw Head Count, which counts each employee, regardless of work schedule, as one employee. So if you had two full-time (1.0 FTE) employees and one part-time (.50) employee, using the raw head count method, the .50 FTE employee would be counted as one just like the 1.0 FTE employees and the total number of employees in this example would be counted as three. You do not need to do anything further to select this option.
For the following report, we used Raw Head Count as the counting method for employee type (EPA or SPA) by age range for a particular department and produced the following report:
FTE Count
The FTE Count method takes work schedule into account in all counts and totals. Using the example from above, with the FTE Count option, the .50 FTE employee would be counted as .5 instead of 1 and the 1.0 FTE employees as 1 each, resulting in a total number of 2.5 employees.
Using the same criteria for the Raw Head Count report example above, if you select the FTE Count method, you would produce the following results:
You may wish to select another of the counting method or metrics by choosing the appropriate radio button with your mouse as displayed below:
Total Turnover
The Total Turnover metric utilizes the raw head counting method. Total turnover is calculated by taking the number of terminations for the specified time period and dividing it by the total number of active employees at the end of the time period for the data fields. The below output is based on using the total turnover metric and three separate data fields from the data warehouse: race, gender, and fiscal year. Gender was selected as a row and fiscal and race as columns.
Voluntary Turnover
The Voluntary Turnover metric employs the same method of calculation as Total Turnover. The only difference is that voluntary turnover excludes termination reasons of retirement, death, and dismissal. Using the same employee criteria as in the example above, the Voluntary Turnover metric would provide the following results:
Average Full-Time Salary
The Average Full-Time Salary metric displays the average full-time salary for the specific data fields that you select. The following output is the result of using the average full-time salary metric and two data fields from the data warehouse: employee type (EPA/SPA) and gender. Employee type was selected as a row and gender as a column.
| Select Data Field Variables for Report |
The fourth section of the Counts Report is 
.
This section is where you select the specific fields to be counted and summarized:
You are permitted to select up to two fields for your report columns and two fields for your report rows. Columns run horizontally across the report and rows run vertically, similar to the columns and rows you would see in a Microsoft Excel spreadsheet.
For each of the column and row selections on the screen above, clicking on
the 
button presents
a list of available fields for you to choose.
For example, selecting the
for the Column 1: selection displays a pick list of data fields, a portion
of which is displayed below:
The Counts Report includes two optional features: a 
option and a 
option.
Report By Option
You can use the optional
feature to produce a separate report every time the field value in the selected
field changes. If we had access to multiple departments, such as a Dean’s
Office user, you could set the
option to Home Department, as we have done below.
This would produce a separate report of age range/ employee type count for
each Department falling within the organizational unit you selected for your
report. Even if you were reporting data for a single department, you could
use the
option to produce a separate of employee type and age range for each EPA Tenure
Status code, as an example. If the
option is not used, you will get a single report for each of your
selected data fields.
Show Detail Option
Another valuable feature in the
section is the
function. This feature allows you to display the detail records associated
with the counts and totals report output for the data fields you have selected.
The default selection for
is set to 
.
If you wish to use this feature select the 
radio button with your mouse.
In addition to the column and row fields you have selected, the Show Detail option will automatically display the full name, PID, EPA/SPA indicator, job title and home department for each record in the report.
The following is an example of the Counts Report output with the
feature:
| Select Employee Criteria |
The next section of the Counts Report screen gives you the option of choosing various criteria, which determine which faculty/staff will be included in your report output. This section appears as follows:
Without making any changes to this section, the default selection options
are already highlighted in blue, such as 
.
The default selection criteria are:
You do not have to select anything to accept the default selections. If you wish to change any or all of these selections, simply click with your mouse on the desired selections. So for example, you might instead be interested in seeing both permanent and temporary employees in your department and restricting your report to include only SPA employees. Once you highlight these selections with your mouse, your screen would appear like the following:
Employee Status
An EPA employee’s status is based on their status in Payroll. In other
words, if an employee is active in Payroll, but inactive in EPAWeb, the employee
is considered Active. Accordingly, if an employee is inactive in Payroll,
but active in EPAWeb, the employee is considered Inactive.
Turnover and Average Full-Time Salary Metrics
The Turnover and Average Full-Time Salary counting metrics need specific selection
criteria for the computation. The turnover metric requires the selection of
all permanent, active and inactive employees. The Average Full-Time Salary
metric option requires the selection of permanent, active employees only.
If you are creating a report using one of these metrics, the specified employee
criteria is selected for you.
For any of these metrics, you will still have the ability to select any non-required employee criteria, such as employee type (EPA/SPA) or Full-Time/Part-Time. When you choose one of the counting metrics and include EPA employees, Zero Base Rate employees will not be included.
This area is a grouping of additional optional selection criteria, some of which are relevant for EPA employees, some SPA employees, and others for both. These are grouped together in this fashion for your convenience. These additional selection criteria appear as follows:
If you wish to use one or more of these selection criteria to focus in on a specific portion of the Faculty/Staff population, you can do so by highlighting the relevant selection criteria with your mouse.
For example, in the below screen, we have chosen to include in our report only individuals who fall between the ages of 20-29 or 30-39, who are clinical faculty, and not on tenure track.
The additional selection criteria will be added to all of the other selections you have made in the various areas of the Counts Report screen to determine which Faculty/Staff are included in your report.
A few other features are worth noting regarding the
area of your screen as displayed above. First, you may select multiple fields
within each category by pressing and holding down the Ctrl key on
your keyboard while using your mouse to make multiple selections. This is
typical for most Microsoft Windows applications. For example, in the Age Range
category, you would select and hold down your Ctrl key on your keyboard
and then use your mouse first to select 20-29 and then to select 30-39. Once
your done selecting all of the desired age ranges, you would release the Ctrl
key and you will see your selections highlighted on the screen in blue as
illustrated above.
You can unselect items by clicking on any item within the group with your
mouse. If you change your mind and decide not to make any selections within
a given category such as Age Range, you can use your mouse and highlight 
.
For example, if you had chosen age ranges of 20-29 and 30-39 as shown in the
previous example, and then decided you did not want to use the Age Range criteria
on your report at all, you would use your mouse and select the
option under Age Range to remove the criteria from being used in your report.
The below example shows the
option highlighted as if you had performed this step for Age Range:
Age Range will now not be used by the report in selecting Faculty/Staff for your report.
You will also note that each category, such as Age Range, has a 
displayed to the right of the category title. By checking the
box in conjunction with selecting specific criteria, you are reversing the
selection criteria to say only include those Faculty/Staff in my report who
do not meet the selected criteria. For example, in the below screen, we have
selected within the Age Range Category the 20-29 and 30-39 options and also
checked the box. So the
Age Range box now appears as follows:
By making these selections, the report will only include Faculty/Staff who
do not fall between the ages of 20-29 or 30-39. This very same selection logic
can be achieved by selecting the 0-19, 40-49, 50-59, 60-69, and 70 and above
selections. The selection
provides you with a more streamlined way to make these selections. You may
use the option with any
or all of the selection criteria categories displayed on your screen.
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| Select Output Options |
Your final choice before running your report involves the output format and
output orientation. These options are displayed in the 
area of your screen, which appears below:
Three output formats are available to choose from: PDF (this is the default and refers to the Adobe Acrobat format), Microsoft Excel, or HTML, which displays your output directly in your web browser.
The PDF format requires the Adobe Acrobat reader, which is available free of charge from http://www.adobe.com/. The Microsoft Excel option requires any version of Microsoft Excel, although Microsoft Excel 2000 or later is recommended.
The PDF format provides the most polished presentation without requiring any additional formatting on the part of the user. This format it is strongly recommended for the Counts Report when you are not selecting the Show Detail option. The latest version of Adobe is recommended for producing reports in PDF format. Please note - running reports with large amounts of information (i.e., All University or the Medical School) may require up to two minutes to create PDF pages.
The Excel format is recommended when you wish to further format or analyze the data using the features of Microsoft Excel and/or have selected the Show Detail option.
The output orientation allows your report to be formatted either in portrait or landscape orientation. The default is portrait, but depending on the number of fields selected for your report, you may wish to modify this and use landscape.
| Running Your Report |
As previously noted, once you have selected all of the desired report options,
select the 
button at the very top or bottom of the report screen. Your report request
will then be sent to the HR Data Warehouse and your report output returned
to your screen.
Depending on the size of the organizational unit you are reporting on and the number of data fields selected, the time needed to retrieve your report will vary. Most reports are generated within 30 seconds of your request, although especially large data sets covering major segments of the University may take as much as a minute or more to produce.
If you experience significant response time problems in producing a requested report, contact the HRIS Help Desk for assistance.
| Error Messages |
The HR Data Warehouse reporting tool has various built-in error checks to assure that you have supplied all of the mandatory information needed to complete your report. The system performs its error checks and notifies you if any errors need to be corrected prior to producing your report. As an example, if you fail to make any selection in the Select Organizational Unit section of the Counts Report screen, a separate browser window will be displayed which displays the appropriate error message. In this example, the following would be displayed:
Once displayed, you may select the 
in the far upper right of this browser window containing the error message
to close out this screen and return to the main screen of the Counts Report.
At this point, you can go ahead and add your organizational unit selection
and select the
button again to re-run your report. Assuming you have supplied all of the
required selections, your report should now be displayed.
If more than one error is found, they will be listed together, as in the following example where the user both failed to select an organizational unit (which is a required field) and also accepted the default report format of a Counts Report but failed to select at least one field for either the report column or row.
If you receive an error message you do not understand or believe is incorrect, please contact the HRIS Help Desk for further assistance or submit a web-based Remedy ticket. In such cases, please ensure that you record all of your screen selections that were made prior to receiving the error and well as the specific error messages that were displayed. This will assist the HRIS Help Desk staff or Data Warehouse programmers in troubleshooting your reported problem.
| Data Fields and Descriptions |
The HR Data Fields and Descriptions link will open a separate window to the HR Data Fields and Descriptions document. This document contains every employee data field available in the HR Data Warehouse, along with a description and the associated values for each field. We have included the appropriate selection criteria, calculation or definition for any metric or derived field. Currently, there are more than 120 data fields available for your reporting needs. It is recommended that you consult this information if you have questions, prior to contacting the HRIS Help Desk for assistance.
| User Support and Assistance |
User support for the Human Resources Data Warehouse is provided by the HRIS Help Desk. For problems accessing or using this application, contact the HRIS Help Desk by calling 962-HELP and indicating that you need support for the Human Resources Data Warehouse or by submitting a web-based Remedy ticket by pointing your browser to https://www.unc.edu/ar-bin/websub/index.pl. Select Human Resources Data Warehouse Support as the type of help needed and enter comments in the description area.