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HR QUERY RUNBOOK Running HR Queries in the HCM/CS Reporting Instance The City University of New York Office of Human Resources Management/HRIS

HR Query RunBook - City University of New YorkHR Query RunBook 5 | Page Step 2: Navigate to Query Viewer Query Viewer is an end-user reporting tool that allows users to view and run

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Page 1: HR Query RunBook - City University of New YorkHR Query RunBook 5 | Page Step 2: Navigate to Query Viewer Query Viewer is an end-user reporting tool that allows users to view and run

HR QUERY RUNBOOK Running HR Queries in the HCM/CS Reporting

Instance

The City University of New York Office of Human Resources Management/HRIS

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Table of Contents

Executive Summary ....................................................................................................................................... 3

Scope ......................................................................................................................................................... 3

Intended Audience .................................................................................................................................... 3

Pre-requisite.............................................................................................................................................. 3

Procedure ...................................................................................................................................................... 4

Step 1: Access the Reporting Environment .......................................................................................... 4

Step 2: Navigate to Query Viewer ........................................................................................................ 5

Step 3: Search and Run a Query ........................................................................................................... 6

Appendix 1: Reporting Instance Environment ............................................................................................. 8

Appendix 2: A list of HR Audit Queries ........................................................................................................ 9

Appendix 3: A list of HR Report Queries .................................................................................................... 10

Appendix 4: A list of Business Unit Codes .................................................................................................. 11

Appendix 5: Reporting Instance User Access Request Form (for HR Data) ............................................... 12

Appendix 6: Request a New HR Query or Revision to Existing One ........................................................... 13

Revision History .......................................................................................................................................... 14

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Executive Summary

The OHRM HRIS team provides technical production support, identifies plans, and implements HR information system changes to meet the University’s strategic objectives. We also ensure the accuracy and protection of all HR related employee data and deliver timely and compliant information to campus partners, external vendors, and to State, Federal and NYC agencies.

Our goals include system enhancements and process improvements, which serve to empower our campus partners. This guide (runbook) will allow end-users to produce on-demand HR reports and data audits, for their respective business unit, previously provided by the BADR team. The runbook provides detailed instructions on how to run numerous HR queries.

Scope Using the Reporting Instance environment (see Appendix 1) users will learn how to:

• Navigate the Reporting Instance Environment • Search and Run Queries • Download Reports • Request Query Access • Request a New, or Revision to an Existing HR Query – located in Appendix

Intended Audience

This guide is for the Subject Matter Expert (SME) on your campus responsible for HR data reporting and auditing.

Pre-requisite

Users must have claimed their CUNYfirst account1 and have the roles identified below to run HR queries in the Reporting Instance.

Required access role(s) 2 : i. CU_HR_QTREE_ALL

ii. CU_HR_QTREE_NPI_ALL (an NPI role)

The BADR team recommends using the latest version of Mozilla Firefox browser. Internet Explorer version 10 or above would also work, but in some instances it may lack certain functionality.

1 To claim your CUNYfirst Account, go to: https://impweb.cuny.edu/selfservice/activation/start.action 2 Refer to Appendix 5 for information on how to request new or revise existing access role(s).

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Procedure

Step 1: Access the Reporting Environment Refer to Appendix 1 for more information on the Reporting Instance environment.

Log in to CUNYfirst at https://home.cunyfirst.cuny.edu

At the CUNYfirst landing page, click “Reporting HR/Campus Solutions” 3 as show in Diagram 1

Diagram 1: Landing after logging into CUNYfirst

3 Contact your campus HELP DESK to submit a CRM ticket if you are experiencing issues accessing the Reporting Instance.

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Step 2: Navigate to Query Viewer Query Viewer is an end-user reporting tool that allows users to view and run pre-developed queries4. Refer to Appendices 2 and 3 (HR Audit and HR Report Queries, respectively) for a list of available queries.

Follow the navigation path as shown on right and on Diagram 2: Reporting Tools Query Query Viewer

Diagram 2: Path to Query Viewer from the Home Page

4 Refer to Appendix 6 for instruction on how to request a new HR query or revision to existing one.

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Step 3: Search and Run a Query

Enter the query name5 in the field as shown on Diagram 3. The name is not case sensitive.

Click the “Search” button.

Diagram 3: Query Search in Query Viewer

Click “Excel” to initiate the query run with the exported into an excel file as shown on Diagram 4.

Diagram 4: Initiate a Query Run

5 Contact the BADR team if you do not see the query so we can confirm the proper role(s).

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Some queries will prompt you for additional information on the following page as shown on Diagram 5. Enter your campus (Business Unit) code as exactly provided, or otherwise you will not get any result. The code is not case-sensitive. Refer to Appendix 4 for your Business Unit code.

Click the “View Results” button.

Diagram 5: Query Prompt

Upon successful completion of the query run, a pop-up window will appear as shown on Diagram 6. PLEASE TURN OFF THE POP-UP BLOCKER!

Click “OK” to open the results in Microsoft Excel, or save to your local drive.

Diagram 6: Query Run Complete

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Appendix 1: Reporting Instance Environment

The reporting instance is a nightly copy of HCM/CS Production environment. It is used solely for reporting, and cannot be used for performing data entry. You can only access HR data by running the queries developed by the BADR unit.

Please note the HCM CUNY10 Reports are not available in this environment.

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Appendix 2: A list of HR Audit Queries

Important Reminder: Transactions entered in CUNYfirst HCM today will be in the Reporting Instance on the following day.

The BADR team will inform you when new query is added to the list and ready for use.

Query Name Description/Purpose Version HR_Audit_Empl_Class Flags job rows with incorrect Employee Class based on

the CUNY rules. Ver. 20170313

HR_Audit_Missing_Reasons Flags job rows with missing Action Reason. Ver. 20170403 HR_Audit_Pay_Groups Flags active job rows with a Default Pay Group (e.g. SDF,

CDF) Ver. 20170403

HR_Audit_Duplicate_Notes Flags job rows with duplicate “Chancellor” Note Types that have no Board Approval Dates (BADs). Multiple notes when Note Type = “others” are acceptable.

Ver. 20170403

HR_Audit_Org_Relationship Flags POI job rows that were entered with EMP Org Relationship and the rows have no BADs

Ver. 20170403

HR_Audit_No_BAD_Rows Flags job rows with effective dates more than 6 months old and have no BADs

Ver. 20170403

HR_Audit_ZZZ_Names Flags employee names with ZZZ who have job rows with no BADs.

Ver. 20170403

For guidance on how to reconcile data discrepancies in the HR Data audit reports, please refer to the HR Audit Guide located on the “HR Professional Secure Log-in” webpage, under the section for “HRIS (Business Analytics and Data Reporting)”.

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Appendix 3: A list of HR Report Queries

Important Reminder: Transactions entered in CUNYfirst HCM today will be in the Reporting Instance on the following day.

The BADR team will inform you when new query is added to the list and ready for use.

Query Name Description/Purpose Version

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Appendix 4: A list of Business Unit Codes

Business_Unit_Code Business_Unit_Descr

BAR01 Baruch College BCC01 Bronx CC BKL01 Brooklyn College BMC01 Borough of Manhattan CC COCOM Central Office Comm Colleges COSEN Central Office CSI01 College of Staten Island CTY01 City College GRD01 Graduate Center HCS01 Hunter Campus Schools HOS01 Hostos CC HTR01 Hunter College JJC01 John Jay College KCC01 Kingsborough CC LAG01 LaGuardia CC LAW01 Law School LEH01 Lehman College MEC01 Medgar Evers College MED01 CUNY School of Medicine NCC01 Guttman Community College NYT01 NYC College of Technology QCC01 Queensborough CC QNS01 Queens College SOJ01 School of Journalism SPH01 CUNY School of Public Health SPS01 School of Professional Studies YRK01 York College

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Appendix 5: Reporting Instance User Access Request Form (for HR Data)

To request access to HR queries in the Reporting Instance environment, please complete the “HR Reporting Access Request Form” which is located on the CIS website, http://www2.cuny.edu/about/administration/offices/cis/information-security/cunyfirst-peoplesoft-security/

For new users, you must check off “Add Access” on the “Access Level Section” as shown below. Check off “Revise Existing Access” if you are current users and requesting for additional role(s).

The following individuals must sign or approve the form.

1) The Employee 2) The Requesting Supervisor 3) The Business Unit HR Director 4) Central Office OHRM (for all NPI or Citizen roles in the shaded area, non-HR staff access, or access to all Business Units’ data)

Refer to the “Pre-requisite” section on page 3 for the required roles to access the HR queries. Submit the completed form to your campus Help Desk for processing. Central CIS only accepts one form per ticket. If you are submitting multiple forms, please attach them to individual ticket.

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Appendix 6: Request a New HR Query or Revision to Existing One

To request a new HR query or revision to existing one, please use the Human Resources Report/Data Request Form, which is located on the OHRM-HRIS website, http://www2.cuny.edu/about/administration/offices/hr/hris/.

o Select Report Output, “Other”

Enter either: • Query: NEW • Query: “Name of existing query”

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Revision History

Author Version Date Weng Wong First Draft April 3rd 2017 Kecia King-Anderson Revision April 19th 2017 Weng Wong Revision April 27th 2017 Sheraine Gilliam Revision April 28th 2017