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- Click here to go directly to the HR Data Warehouse Overview
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- Click here to go directly to the Data Fields and Descriptions User Guide
| Table of Contents |
Introduction
Accessing the Detail Report
Navigating the Detail Report Screen
Select Organizational Unit
Select Time Period
Select Data Fields
Select Employee Criteria
Select Output Options
Running Your Report
Error Messages
Data Fields & Descriptions
User Support and Assistance
| Introduction |
The Detail Report is a reporting option in the Human Resources Data Warehouse that allows the user to select specific data fields of interest and displays the detail of the data fields. The information is generated in a spreadsheet-type format with data in rows and columns similar to Microsoft Excel. The Detail Report is a useful way to extract employee data for more in-depth analysis. An example of output from a Detail Report that includes employee type (e.g., EPA and SPA), fiscal year, first name, gender and race would appear like the following:
| Accessing the Detail Report |
To access the Detail 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 Detail
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 Detail Report Screen |
Select the button
and you will be presented with the Detail Report screen. All of the
Detail Report options are presented on a single screen which you
scroll through to view and select prior to running your reports. 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 Data Fields
4. Select Employee Criteria
5. Select Output Options
Use your mouse and Windows scroll bars to move around among the different areas of the Detail Report screen.
| Select Organizational Unit |
The first section in the Detail 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 screen
appears as follows:
For purposes of organizational selections, the Detail 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 Detail 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 Detail 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 can 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 can
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 Data Fields |
The third section of the Detail Report is the 
area. In the Detail Report you are able to select as many of the
available data fields at one time as you desire. A partial list of the data
fields contained in the HR Data Warehouse is displayed in the two screen shots
below:
The left side of the screen, under the title Available Fields,
is a scrollable list of data fields available for your report. You may choose
these fields one at a time by highlighting the desired field with your mouse
and then selecting the
button. This would move your selected field over to the right side of the
above screen under the Selections heading. You can also hold down
the Ctrl key on your keyboard and select multiple fields at once.
Once you are done selecting all of the desired fields for your report, you
can then release the Ctrl key on your keyboard and click the
button to move the fields as a group over the right side of your screen in
the Selections column.
You can also use the
button to select all of the fields on the left side of the screen and then
use the button to
move these fields to the right side of your screen under the Selections
column. Regardless of which method you choose, the concept is to highlight
and move fields from the left side of your screen to the area on the right
side of your screen to identify which data fields you wish included in your
report and then in what order to display the fields on your report output.
In the below example, we have highlighted four fields -- FTE,
Fiscal Year, Full Name, and Gender -- and are ready to select the
button to include these fields as selections in the report.
Once the
button is selected, your screen would now appear as follows indicating that
our fields are now Selections for our report:
Several other buttons are displayed on the above screen to assist
you in making your data field selections. The
button allows you to remove one or more of the fields now appearing in the
Selections section, so the removed fields are not included on your
report. Similar to how you selected fields on the left side of the report
screen to move them to the right side, you can select one field at a time
from the Selections column or multiple fields at a time using the
Ctrl key on your keyboard prior to using the
button. You may move fields back and forth until you are satisfied with your
selections. The button
will remove all of the data fields previously selected in the Selections
column of the above screen to allow you to start the selection process over
again.
Finally, the order of the fields in your report output will
be based on the order of the fields as they are displayed in the Selections
area. The fields are by default ordered alphabetically. If you wish to change
the order to a different display in the report output, you would highlight
the field you wish to move and select either the 
or 
buttons on
your screen. So for example, on the previous screen example, Full Name will
be displayed on your report before Gender. If you wish Full Name to appear
on your report after Gender, highlight the Full Name field in the Selections
area of the screen, and then use the
button until Full Name appears below Gender. You can also accomplish the same
step by highlighting the Gender field within the Selections column
and use the button
until Gender appears above Full Name.
It is recommended that you finish selecting and moving all of
your selected fields to the Selections area before you start changing
their order with the
or buttons.
If you add or delete any fields from the Selections area after you
have determined the report order, the fields in the Selections area
will resort automatically to alphabetical.
The Multiple Year option at the very bottom of the
section
allows you to eliminate duplicate detail data for the same employee when reporting
across multiple calendar or fiscal years and to include only the most recent
data for that employee in your report. Since the HR Data Warehouse enables
you to report on historical data across multiple years worth of payroll and
SPA HRIS files, many employees will have detail data reflected for each year
that you report on. Even inactive employees are carried across multiple years
in the Payroll system which also may result in them appearing more than once
in a multi-year report that you generate.
The default selection, displayed below, is set to No, so that all data across all of the calendar or fiscal years you may have selected is included.
Leaving the default selection set to No means you will likely see duplicate data for the same employee contained in you report. So for example, if an employee has been with the University for five years, and you run a report for five separate years, this employee’s information which be included five separate times representing each year’s data. However, there are occasions you may not want these duplicate entries and only to reflect detail data for each employee for the most recent year that it is available. In that instance, set the above option to Yes. With the Yes option selected, using the previous example of an employee who has been with the University the past five years, the employee in question would be listed on your report only once with the data as it is reflected from the latest year specified in the time period for your report.
| Select Employee Criteria |
The fourth section of the Detail Report screen is 
.
This section gives you the option of choosing various criteria that 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.
This area is a grouping of additional optional selection criteria, some of which are relevant for EPA employees, some for 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 Detail 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.
Return to top
| 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. 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.
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 Detail 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 Detail 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 failed to select at least one field
in the
section.
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.