Before You Begin…

1. Before You Begin… This self-guided course is designed with a new user in mind. It is a basic overview to get you started. Additional details can always be found by clicking Help, asking your payroll office, e-mailing dsphelp@sco.idaho.gov or attending a trainer-led session. To proceed through this online training, press your left mouse button or right arrow key when you are ready to advance. To exit, close the window! Way to go! Enjoy the show….

2. Welcome to Online Reporting Online Training! Created for all state employees with Online Reporting access. Created by the Idaho State Controller’s Office, Division of Statewide Payroll (DSP)

3. Our Agenda Today • Defining Online Reporting • Introducing the Online DSP Personnel/Payroll User Manual • Logging On to Online Reporting • Maintaining Access to Online Reporting • Viewing Reports • Logging Off

4. Online Reporting:Definition • Online Reporting is an application that allows agencies to view, download and print a variety of payroll and personnel reports that have been generated by the Division of Statewide Payroll, Idaho State Controller's Office. • Online Reporting offers over 125 different reports. Here are just a few to give you an idea about the resources available to you:

5. Online Manuals, Voids & Adjustments SSN & Name Changes Generated Earnings for Taxable Meals Contract/Salary Overrides Created Preprocessing Control Employee Leave Balance Temp. Employees Nearing 1385 Hours Position Control Establishment List Wage & Salary Bonus Report Before we go any further, I’d like to introduce to you a very valuable tool that will assist you in being proficient in all DSP Applications. It’s our DSP Personnel/Payroll User Manual and it’s right at your finger tips! Online Reporting:Examples of Reports Available

6. One of the most valuable tools we can share with you is our DSP Personnel/Payroll User Manual which contains thousands of pages to teach you how to navigate through all of our applications (IPOPS, I-TIME, ESS, Online Inquiry & Online Reporting etc.). To access the User Manual, first click Payroll. Online Reporting:Online DSP User Manual You have access to multiple resources on the Idaho State Controller’s Office homepage at: www.sco.idaho.gov.

7. Again, the DSP Personnel/Payroll User Manual contains thousands of pages to teach you how to navigate through a variety of our applications and answers many questions to assist you in creating/processing/understanding the correct DSP procedures. To access the user manual, click DSP Personnel/Payroll User Manual. Online Reporting:Online DSP User Manual

8. Online Reporting:Online DSP User Manual First, you can search by Contents. When you click Contents, a list of the main DSP applications will appear and you can click on whatever link (or area) you would like to search in. For example, IPOS, Payroll Calculation, I-Time etc. Next, you can search by Index. When you click Index, an alphabetical list of topics will appear and you can click on whatever link (or area) you would like to learn more about. After you click DSP Personnel/Payroll User Manual, this page will appear. You will have three different ways to locate information you are seeking: Finally, you can search by Search (imagine that!). When you click Search, you will be prompted to type a word or phrase that you are searching for. After you type in the word, click Go and away you go!

9. Online Reporting:Online DSP User Manual • If, after you have thoroughly searched through the user manual, you are unable to find what you are looking for, please feel free to contact our DSP Help Desk at: • 208.334-2394 or DSPHelpDesk@sco.idaho.gov • In addition, we appreciate feedback you can provide on ways to improve the manual (i.e. information missing, incorrect etc.)

10. Online Reporting:Logging On You can access Online Reporting by first going to the State Controller’s Office homepage at: www.sco.idaho.gov. Next, click on the Logon button to bring up the logon screen.

11. 1. Type your user name here. 2. Type your 3-digit agency code or use the drop-down list to find your agency. Type your password here. Online Reporting:Logging On The Idaho State Controller’s Office has created a single user name and password that will allow you to access our e-government Web applications. If you are unable to remember your user name or password, select the “Forgot Password” option for help. Alright! Let’s log on!

12. Click Online Reporting Online Reporting:Logging On

13. Online Reporting:Logging On If you have access to Online Reporting, this page will appear. To return to the DSP Applications Menu,click Applications. The options that you see here are dependant upon the access levels your agency has given you. (If you have questions about your access, please contact your Agency Online Reporting Administrator.) To log off of Online Reporting, click Logoff.

14. Let’s proceed by selecting to View Reports by Name. Online Reporting: Home Page View Reports by Name: Select from a list of reports sorted by name. View Reports by Date: Select from a list of reports sorted by date. User Maintenance: Administrators can add, change or delete user access. Report Download or Print: If you have access to download and/or print, you can do so by clicking the link. Report Maintenance: Administrators can add, change or delete reports that are available. Most agencies will not have this access.

15. Choose a System ID by clicking on a link in the SYS ID column. Online Reporting: Viewing Reports An Online Reporting System ID (SYS ID) is to identify the type of reports you are trying to access: AUIS44 – Bi-weekly Payroll AUIS44C – Calendar Year End AUIS44F – Fiscal Year End AUIS44J – Judicial Payroll AUIS44M – Month End AUIS44Q – Quarterly Reports AUIS44R – Request Reports AUIS44U – University Payroll AUIS44UF – University Fiscal Year End AUIS44V – Benefit Vendors Clicking this Home button will take you back to the Online Reporting Home page.

16. Online Reporting: Viewing Reports by Name Full Reports refreshes the report list to include all reports available for the SYS ID you are currently searching in. View a different System ID by clicking on Choose SYS ID. You can search for a specific report to view by typing the exact report name in the search field and then click Search. Or, you can also click on the report you wish to view in the reports column. Once you do either of these two options, the following screen will populate.

17. Online Reporting: Viewing Reports by Name Now, you can select the date of the report you are wanting to view! It’s just that simple! 

18. Online Reporting: Viewing Reports by Name If you have opted to view a Statewide Report*, you will then need to use the drop-down list and select your agency number, then click Continue. *Most agencies will not have access to Statewide Reports.

19. You will need Adobe Acrobat to view these reports and if you need it, you can visit: http://www.adobe.com/prodindex/acrobat/readstep.html Online Reporting: Viewing Reports by Name Save a copy to your hard drive or disc… Once your report appears, you have a variety of options. You can plainly read it and evaluate the information you needed to obtain or you can… Or print your report and retain it!

20. Online Reporting: Viewing Reports • DSP reports will be available online for two cycles (which, depending on the specific report, could be 2 days, two months or two years etc.). • Reports that you do not save but discover you need after that point can be requested from DSP by e-mailing DSPHelpDesk@sco.idaho.gov • For a detailed description of each icon displayed on the PDF form, see the on-line user guide at: http://www.adobe.com/products/acrobat/pdfs/acrruserguide.pdf

21. If you are an Agency Administrator, you will notice a User Maintenance option on the Online Reporting Home Page. Online Reporting: User Maintenance If you are set up as an Agency Administrator, in addition to viewing reports you will also be able to maintain the other users within your agency. You have the options to: Add Users Change Users Delete Users

22. Online Reporting: User Maintenance To make deletions, changes or additions to users’ accesses, you will need to choose the System ID that you will be changing by clicking on a link in the SYS ID column. Remember, an Online Reporting System ID (SYS ID) is to identify the type of reports you are trying to access. For example: AUIS44 – Bi-weekly Payroll AUIS44C – Calendar Year End AUIS44F – Fiscal Year End AUIS44J – Judicial Payroll AUIS44M – Month End AUIS44Q – Quarterly Reports AUIS44R – Request Reports AUIS44U – University Payroll AUIS44UF – University Fiscal Year End AUIS44V – Benefit Vendors

23. Once you have selected the SYS ID, this screen will appear and will list the current users and their permissions. Then, you can add a user… Online Reporting: User Maintenance: Delete User Or, delete a user… First, let’s delete a user!  To do so, check the box of the user you wish to delete in the Delete User column. Or, make changes to a current user… Then, click the Delete User button!

24. Ta da! Now that you are a pro at deleting, let’s add a user! Online Reporting: User Maintenance: Delete User Then confirm your deletion selections by clicking Confirm.

25. Online Reporting: User Maintenance: Add User Click on the add user button and you will be redirected to a search screen. To begin the process of allowing a new user to access Online Reporting, we must first add a user. We’ll start by clicking Add User!

26. Online Reporting: User Maintenance: Add User Type the employee’s name you want to add into this field and click Search. Brooke

27. If there is only one employee with the name you searched for, it will automatically pull up this page. If there are numerous names to choose from, a list will appear and you will need to select the name of the user you adding. Online Reporting: User Maintenance: Add User Elizabeth Brooke If the name you selected to add is incorrect, click New Search to search for a new name. To cancel out of this area, you simply click Cancel and you will return to the home page. Most likely, you will not want to choose this option. By doing so, your new user will not have access to view the reports. If the name above is correct, click Add User and Set Permissions to proceed. The screen on the following slide will appear.

28. Assign will give the user access to view the selected report(s). Online Reporting: User Maintenance: Add User Assign All will give the user access to view all report(s). After you have made your proper selections, click Submit. Permissions will allow you to limit access to the reports for each user by pay location. If your agency does not use pay locations this does not apply. Assign and Permissions can be done together and access will be agency wide.

29. Online Reporting: User Maintenance: Changes By clicking Apply to All Added Reports, your user will be given assess to all pay location reports they have been assigned to. To cancel out of this area, you simply click Cancel and you will return to the Online Reporting home page. If you use pay locations, you can grant permission by typing the appropriate pay location number in this field. If you would like the user to have agency-wide access, type an asterisk (*) in the field. Or you can give permissions by individual report by clicking Apply Report by Report.

30. Online Reporting: User Maintenance: Changes Click in the appropriate boxes and click Apply and Continue!

31. Online Reporting: User Maintenance: Changes Click on the user whose profile you’d like to change. Elizabeth Brooke Susan Smith Jeanne Whitaker

32. After you have selected the employee you’d like to make changes to, this screen will populate and you have a variety of options. Online Reporting: User Maintenance: Changes You can delete their access to viewing a specific report by clicking in this box or… You can delete their access to viewing all reports by clicking Delete All Rpts or… You can cancel out and return to the Online Reporting Home Page. You can add access to view a new report by clicking this box or… If you did, in fact, make changes, please make sure to click Submit Edits. You can also make changes to user permissions by clicking the report link. Once you do that, you will have a variety of options – let’s take a look!

33. Again, you can make changes to this specific report for the user you originally selected by deleting the report or adding/deleting pay locations. Online Reporting: User Maintenance: Changes Your DSP User Manual will provide additional details if you need them. Now… Let’s take a quick look at how to download your reports!

34. Online Reporting: Downloading Reports If you have access to download online reports, you are able to download the reports you have access to. Downloading is important if you intend on referencing the reports at another time (remember, DSP only keeps these reports online for a limited time). A menu similar to this one will be displayed. Click on Report Download.

35. Online Reporting: Downloading Reports Again, click on the SYS ID you would like to work with.

36. Online Reporting: Downloading Reports • Click on the date for the reports you would like to download. (Payroll reports will have options to download the last two pay periods for both Pre-Processing and Final payroll.)

37. Online Reporting: Downloading Reports You can choose to download all the reports by checking the Select All box. You can choose to download individual reports by checking the reports needed, or... Then, click Zip Reports.

38. Online Reporting: Downloading Reports And you will get the following message:

39. Online Reporting: Downloading Reports This message will appear and you need to decide which action you’d like to take and then proceed by clicking on that specific action: most likely Open or Save.

40. Online Reporting: Downloading Reports Open the file (report) and view it. Or you can extract it and save it to your hard drive or a disc.

41. And that’s how you download reports!  Let’s review all we’ve covered today! Online Reporting: Downloading Reports From the Extract screen, choose where you would like to save the report(s). Then click Extract. Then to retrieve them, (remember where you originally saved them) go back and open them up where you saved them.

42. In review, we have… • Defined Online Reporting • Introduced the Online DSP Personnel/Payroll User Manual • Logged on to Online Reporting • Shared how to maintain user access to Online Reporting • Discussed how to view reports and • Logged off!

43. Fantastic job!

44. Thank you for participating! • If you have additional training questions that are not included in this self-guided course, please utilize the following options: • Access the DSP Personnel/Payroll User Manual online; • E-mail the DSP Help Desk at dsphelp@sco.idaho.gov; • Contact your local payroll office. Make it a great day!