POLYDATA HR & Faculty Dashboards

1. POLYDATA HR & Faculty Dashboards August 2010

2. Agenda • Move to Dashboards • How to Log Into Dashboards • Accessing HR Dashboards • Important Information Box • Security • Human Resources (State) Dashboards • Faculty Dashboards • Job/Position Information Dashboards • Personal Contact Information • Translation Values • Demo • Terminology • Dashboard Prompts • Run Query • Dashboard Selectors • Dashboard – General Information • Dashboard Views • Download Results • Saving Selections • Resources

3. 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

4. Log into my.calpoly.edu Under “Single Click Access to” section, click PolyData Dashboards How to Log into Dashboards

5. POLYDATA Dashboards • General Information

6. 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 Information • Translation Values

7. Important Information box Welcome!

8. 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.

9. Security • What will you be able to view in the AP/HR Dashboards? • You will have the same security as in PSoft • HR Department Security has been applied to the HR Dashboards

10. 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.

11. Human Resources (State) Dashboards • Faculty • Faculty Employees • Faculty Leave Eligibility • RPT and Evaluation • Job/Position Information • Compensation • Contact Information: On-Campus • Department Employees • Department Positions • Employee Job History • HR 101 Form Data • Probationary Employees • Temp Assignments & Leaves • Personal Contact Information • Translation Values – Valid Values for all Prompts and Selectors • (will be available soon)

12. Faculty Dashboards • Faculty Employees • This 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.

13. Faculty Dashboards - Continued • Faculty Leave Eligibility • Criteria is set to look at current DIP Eligibility year – will change to current year + 1 future year • RPT and Evaluation

14. Job/Position Information Dashboards • Compensation • View current and future salaries for active employees • Does not contain history • Use the Employee Job History Dashboard to view a complete history • Contact Information - On-Campus • View department, email address and phone information for current employees, including those on leave • Possible uses: • Template for department rosters • On-campus mailings

15. Job/Position Information Dashboards – Continued A • Department Employees • View basic job information for current employees in your department, including those on leave • Department Positions • Lists all positions, including inactive positions • Two “queries” within one Dashboard • Filled Department Positions • Position Listing with Incumbent • Download View • Filters View • Vacant Department Positions • Vacant Position Listing • Download View • Filters View

16. Job/Position Information Dashboards – Continued B • Department Positions view

17. Job/Position Information Dashboards – Continued C • Employee Job History • View 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

18. Job/Position Information Dashboards – Continued D • Probationary Employees • Use to track employee probationary status • Includes current and future job rows for active employees in a probationary status, including those on leave

19. Job/Position Information Dashboards – Continued E • Temp Assignments & Leaves • Used to track temporary appointments and leaves of absence • Two queries within one Dashboard • Temporary Assignments • Temporary Assignments Listing: Lists only employees in a temporary assignment • Download View • Filters View • Leaves • Leave Listing: Lists only employees on a leave of absence • Download View • Filters View

20. Job/Position Information Dashboards – Continued F • Temp Assignments & Leaves view

21. Personal Contact Information Dashboard • List of personal information for current employees • Possible uses: • Emergency Contact List • Off-Campus Mailings

22. Translation Values Dashboard • This dashboard is being reviewed at this time and will be available soon. • Here’s an example:

23. Demo! • 12.3 Entitlement • 12.12 Entitlement • Roster – The meaning of Expected End Date and Pay End Date and when to run a roster • Department Employee Listing

24. 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 = Code • Deptid = Code

25. Dashboard Prompts • Prompts are used to narrow down your query results • Click on the for the Multi-Select Dialogue Box

26. Dashboard Prompts – Continued • Forcing No Results • The ‘Emplid’ prompt defaults to all ‘0’s on the following dashboards • Contact Information – On-Campus • Employee Job History • HR101 Form Data • Personal Contact Information • Employee Salary History • Latest Salaries • The ‘Position Nbr’ prompt defaults to all ‘0’s in Department Positions

27. Dashboard Prompts – Multi-Select • The box on the right will display all the valid values based on your security • To 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 256 • Click “OK” • Tip: Can also double-click on desired value

28. Dashboard Prompts –Multi-SelectContinued • To use the “Edit” feature • Click “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

29. Dashboard Prompts – Date Between • Date “Between” Prompt • Use 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

30. Dashboard Prompts – Value Selection • 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!

31. Run Query • Once you have selected your prompts, hit ‘Go’

32. 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’

33. 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)

34. Dashboard Views • 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

35. Dashboard Views – Continued A • Possible Views for Department Employees • If 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

36. Dashboard Views – Continued B • Faculty Listing by Department • For users with access to multiple departments, quickly limits results to one department • Faculty Listing • Lists all employees within the department(s) you have security to view • Download View • Enables sorting of data by clicking on column headers. This is also the best view to download to Excel. • Filters View • Lists limits for that Dashboard

37. 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.

38. Exporting Results – Continued • 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.

39. Saving Selections • To save the prompts you selected for future queries: • Click ‘Page Options’ drop down arrow • “Save Current Selections”; “For Me” • Name the current selection, then click “Ok”

40. Saving Selections – Continued • 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”

41. Resources • Academic Personnel Assistance 756-5281 • Sharon Chan • Human Resources Assistance 756-5440 • Brooke Blythe • Cheryl May • Chris Blackburn • Margie Coolidge • Joyce Haratani • polydata-hr-support@calpoly.edu • ITS Webpage: http://polydata.calpoly.edu/dashboards/index.html • Coming soon: HR Dashboard Help Information

42. Questions?