Reports User Guide – Revised 10.2017

PSHR WMU Electronic Workflow ~ Reports User Guide

9.2 PeopleSoft

October 2017

Western Michigan University Human Resources

1300 Seibert Administration Building (269) 387-3620

Hr-hris@wmich.edu

Reports User Guide – Revised 10.2017

Table of Contents

Requesting User Access -----------------------------------------------------------------------1

Web Browser Requirements ------------------------------------------------------------------ 1

Accessing the WMU Electronic Workflow Form Panels ----------------------------- 1

Approval Rules Report- WMHR504 --------------------------------------------------------- 4

Sample Approval Rules Report---------------------------------------------------------------8

*ALL initiators and approvers have access to run the Approval Rules Report. NOTE: Use WMU-Workflow Approval Rules to see the approval rule routing for each form type for a

fund/cost center, department id, college/division, VP area

Temporary Appointment Spreadsheet Report – WMHR503 --------------------- --9

Sample Temporary Appointment Spreadsheet Report ----------------------------13

Incidental Pay Spreadsheet Report- WMHR502 ------------------------------------ --14

Sample Incidental Pay Spreadsheet Report --------------------------------------------18

NOTE: Use WMU-Workflow Approval Rules to see the approval rule routing for each form type for a

fund/cost center, department id, college/division, VP area

Appendix A – Sample of columns on the WMHR503 report------------------------19

Appendix B- Sample of columns on the WMHR502 report-------------------------20

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Requesting User Access To process a PSHR WMU Electronic Workflow Report you must have online security access to the PeopleSoft WMU Workflow panels. Users who do not have the following reports can obtain them with supervisor’s approval using the PeopleSoft information access authorization form found on Human Resources website under Forms: http://www.wmich.edu/hr/forms/access ALL initiators and approvers have access to run the Approval Rules Report. If you are unable to access the reports, or if you have questions regarding user access, please contact Human Resources at hr-hris@wmich.edu or 387-3620. If questions or issues with the browser, contact the OIT Help Desk at 387-HELP. Web Browser Requirements The PSHR WMU Electronic Workflow Reports work best with Internet Explorer version 10.0 and lower. If you are using a Mac, the Safari browser works best. Accessing the WMU Electronic Workflow Form Panels 1) Log in through the GoWMU portal at https://gowmu.wmich.edu/cp/home/displaylogin 2) Enter your assigned User ID 3) ‘Click’ the ‘Enter’ button and then enter (your BroncoNetID) and password at the prompt.

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4) The GoWMU panel will open up.

Once logged into GoWMU, you will see the Faculty/Staff Home Tab.

5) The PeopleSoft page will open. Click on Main Menu to view the list of items to select.

PeopleSoft Main Home Page

- Home – Click on this icon to return to the Main PeopleSoft Home page

- Notifications – Click on this icon to view actions and alerts

- Actions List – Click on this icon to save favorites and Sign Out

- Nav Bar – Click on this icon to navigate to certain menu items (formerly the Main Menu). It contains Recent Places, My Favorites, Payroll, Personal Details and Benefits.

1. Click the All Links arrow.

2. Click the Admin Applications arrow.

3. Click the PeopleSoft Admin Systems arrow to get to the ‘PeopleSoft Human Resources login’ link.

Once you click the PeopleSoft HR link, PeopleSoft will open.

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6) Clicking the Nav Bar icon will display the drop down main menu listings:

7) Click on the Navigator icon to get to WMU Workflow.

8) Click on the WMU Workflow menu item to get to the WMU Workflow Reports.

9) and WMU Workflow Reports.

The Navigator menu opens

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Approval Rules Report (WMHR504) The approval rules report allows users to view the existing electronic workflow approval rules routing for their department. A) Log into PeopleSoft

a) See Accessing the WMU Electronic Workflow Form Panels. B) Access the WMU Electronic Workflow Reports (See page 3 for screen shots.)

a) ‘Click’ on Nav Bar icon at the top right hand side of screen. b) ‘Click’ on the Navigator menu item. b) ‘Click’ on WMU Workflow under Menu on the left hand side of screen. c) ‘Click’ on WMU – Workflow Approval Rules

Optional- you can add this to My Favorites by clicking the icon at the top right.

1) (If this is your first time running this report, use step B, otherwise, proceed with step A). A) Selecting the reports

a) Select the “Find an Existing Value” tab. b) ‘Click’ Search to continue and a new page will open. c) If a new page doesn’t open, then proceed to Step B.

B) If this is your first time running this report, you will need to add a run control

a) Select the “Add a New Value” tab. b) Enter your designated User ID (Bronco NetID) in the Run Control ID box. c) ‘Click’ Add to continue

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2) Select the WMU Form Type a) ‘Click’ on the looking glass icon to search and select valid WMU Form Type.

WMU Form Type Description GRA Form Graduate Appointment Form HSA Form Hourly Student Appointment Form TA Form Temporary Appointment Form

3) Select a radio button in the Group Box for the category you want to see approval rules for:

Cost Center = Reports approval rules for a cost center. The cost center is also known as the department section of the combo code.

Department = Main department name

College/Division = Reports approval rules for that level and lower.

VP Area = Reports approval rules for that level and lower.

All VP Areas = Reports approval rules for the entire campus. Note: ‘Click’ on the looking glass icon for a list of cost center, department, and college/division descriptions.

4) ‘Click’ Run at the top right hand of the screen to continue.

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5) Verify values on the Process Scheduler Request page: i. Server Name: PSUNX. ii. Under the Process List, ‘Check’ the box with the description of Approval Rules Report:

Process Name WMUHR504. iii. Output Type: Web. iv. Format Type: PDF.

6) ‘Click’ OK.

7) ‘Click’ Process Monitor link at the top right hand of page to view report.

8) ‘Click’ the Details link on the right for the report that was just completed.

Note: When the report is complete, a status of “Posted” will be displayed. You may need to wait a few seconds for processing. Click the Refresh button if needed.

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9) The Process Detail page will appear. Click on View Log/Trace link.

10) ‘Click’ the link under the File List labeled as a .pdf to open the report. i. You may save or print the report using the File, Save As or Print menu options. You may

also save the report by clicking the disk at the top left side of the screen.

See the next page for a sample report.

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Sample Approval Rules Report

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Temporary Appointment Spreadsheet Report (WMUHR503) The temporary appointment spreadsheet report generates a spreadsheet listing all temporary appointments processed over a period of time selected. This report includes fields from the appointment form. See Appendix A for a list of all the columns on the spreadsheet. A) Log into PeopleSoft

a) See Accessing the WMU Electronic Workflow Form Panels.

B) Access the WMU Electronic Workflow Reports (see page 3 for screen shots)

a) a) ‘‘Click’ on Nav Bar icon at the top right hand side of screen. b) ‘Click’ on the Navigator menu item. c) ‘Click’ on WMU Workflow under Menu on the left hand side of screen. d) ‘Click’ on WMU – Workflow Approval Rules under WMU Workflow Reports.

Optional- you can add this to My Favorites by clicking the icon at the top right. 1) (If this is your first time running this report, use step B, otherwise, proceed with step A).

A) Selecting the reports a) Select the “Find an Existing Value” tab. b) ‘Click’ Search to continue and report names will be displayed below. c) Select wmhur503:

d) If you do not see the report number listed, then proceed to Step B.)

B) If this is your first time running this report, you will need to add a run control a) Select the “Add a New Value” tab. b) Enter your designated User ID (Bronco NetID) in the Run Control ID box. c) Enter WMUHR503 in the object name

box. d) ‘Click’ Add to continue

wmuhr503

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2) Select the WMU Form Type by clicking on the magnifying glass. Choose from the following options; GRA Form, HSA Form, or TA form. (If you wish to run a report for the Incidental Pay forms, see page 16.)

3) Select the date parameters if applicable, and select an option in the Group Box (ie: VP Area, College/Division, Department, Cost Center – restricted by security access), enter the additional information if prompted (Ie – f/cc, department id, etc.) and click ‘Run’.

4) Verify values on the Process Scheduler Request page:

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i. Server Name: PSUNX. ii. Under the Process List, ‘Check’ the box with the description of Extract TA

Records to CSV file; Process Name WMUHR503. iii. Output Type: Web, and Format Type: PDF.

5) ‘Click’ OK.

6) ‘Click’ the Process Monitor link at the top right hand of page to view report.

7) Change the number of days to sixty. Look under ‘Run Status’. These are the statuses: ‘Queued, Processing, Success (and Error, if an error occurs). The Refresh button will give a new status if it is available.

When the report is complete, the run status displays ‘Success’ and ‘Posted’. Wait a few seconds for processing. Click the Refresh button if needed.

8) ‘Click’ the Details link on the right for the report that was just completed.

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9) ‘Click’ View Log/Trace to get to the CSV file.

10) Click’ on the CSV file link and the data will display in a spreadsheet.

See the next page for sample report.

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SAMPLE Temporary Appointment Spreadsheet Report - WMUHR503 This report was ran for the GRA form type.

*This data is all fictitious and doesn’t represent a particular person, or department’s pay information.

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The incidental pay spreadsheet report generates a spreadsheet listing all incidental pay forms processed and includes all the fields from the appointment form on this report. See Appendix B for a list of all the columns on the spreadsheet. A) Log into PeopleSoft

a) See Accessing the WMU Electronic Workflow Form Panels.

B) Access the WMU Electronic Workflow Reports (see page 3 for screen shots)

a) ‘‘Click’ on Nav Bar icon at the top right hand side of screen. b) ‘Click’ on the Navigator menu item. c) ‘Click’ on WMU Workflow under Menu on the left hand side of screen. d) ‘Click’ on WMU – Workflow Approval Rules under WMU Workflow Reports.

Optional- you can add this to My Favorites by clicking the icon at the top right. 1) (If this is your first time running this report, use Step B below; otherwise proceed with

step A below.) A) Selecting the reports

a) Select the “Find an Existing Value” tab. b) ‘Click’ Search to continue and a list of Run Control Id’s will show. c) Select wmuhr502 with the Object Name of Extract IP form records to CSV:

d) If you do not see the report number listed, then proceed to Step B.

B) If this is your first time running this report, you will need to add a run control a) Select the “Add a New Value” tab. b) Enter your designated User ID

(Bronco NetID) in the Run Control ID box.

c) Enter wmuhr502 in the object name box.

d) ‘Click’ Add to continue

Incidental Pay Spreadsheet Report - (WMUHR502)

wmuhr502

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2) The WMU Form Type will default to IP, Incidental Pay Form. 3) Select the date parameters, select a radio button in the Group Box, and enter the specified data

if needed in the Scroll Area.

Cost Center = Reports approval rules for a cost center. The cost center is also known as the department section of the combo code.

Department = Main department name

College/Division = Reports approval rules for that level and lower.

VP Area = Reports approval rules for that level and lower.

All VP Areas = Reports approval rules for the entire campus. Note: ‘Click’ on the looking glass icon for a list of cost center, department, and college/division descriptions.

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4) Verify values on the Process Scheduler Request page: i. Server Name: PSUNX. ii. Under the Process List, ‘Check’ the box with the description of Extract IP Records to CSV

file; Process Name WMUHR502. iii. Output Type: Web and Format Type: PDF.

5) ‘Click’ OK

6) ‘Click’ Process Monitor link at the top right hand of page to view report.

7) Change the number of days to sixty in order to view the list. Look under ‘Run Status’. These are the statuses: ‘Queued, Processing, Success (and Error, if an error occurs). The Refresh button will give a new status if it is available.

Note: When the report is complete, the run status displays ‘Success’ and ‘Posted’. Wait a few seconds for processing. Click the Refresh button if needed.

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8) Click’ View Log/Trace link to get to the CSV file.

9) Click’ on the CSV file link and the data will display in a spreadsheet.

See next page for sample report.

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SAMPLE Incidental Pay - WMUHR502 Report

*This data is all fictitious and doesn’t represent a particular person, or department’s pay information.

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Appendix A

WMHR503 Report – Temporary Appointment Form Spreadsheet List of columns and descriptions

Form Type (TA)-Temp Appt, (GRA)-Graduate Appointment, (H.S.A)-Hourly Student Appt

Form # A unique form number assigned once the form is saved

Status of Form Authorized, Canceled, Denied, Loaded to Database, Loaded to Pay sheets, Recycled for Re-Work, Routed for Approval

Status Action Date Date of the Status of Form

Last 4 Digits SSN Last 4 Digits used to confirm you have the correct person

WIN Western Identification Number assigned in Banner to each employee

EmplID Employee ID assigned to each new employee once the job data has been entered into PeopleSoft by HR

Last Name Last name of employee being hired

First Name First name of employee being hired

Middle Name Middle name of the employee being hired

Empl Type E- Exempt, S- Salaried

Officer Code Codes for Kronos: R_SAL EMP - salaried employee, R_STU EMP - hourly student employee, R_Temp EMP - hourly temp employee

Rate Code NAHRLY - hourly, NAANNL - salaried, BASE - base pay for PIO, OTHER - misc. pay

Appt Type The code selected to pay an employee a particular way. Defaulted data like dates and job code are attached to these appt types

Appt Type Description

Description of the appointment type. IE - Fall Teaching DA Full Appt, Additional Faculty Appt, Hourly Student Appt

Job Code A defaulted code based on appointment type to

Position Title Title associated with the job code

Grade A code associated with a level of pay within Salary Administration Plans. Grades associated with some temporary jobs, however, do not have a pay level association ( e.g. N99)

SAP Salary Administration Plan code. A primary grouping of jobs for various university purposes

SAP Description Description of the SAP group

Appt Period Period of time the employee is working. Fall, Academic Year, Fiscal Year, Spring, Summer I/II

Appt Begin Date The date the employee starts working

Appt End Date The date the employee's appointment ends. Temp appointments can only be for a year at a time and may be renewed

FTE Full time equivalent number. Only populated for faculty/PIO teaching appointments

Credit Hours Number of hours associated with the class. Only available for faculty/PIO teaching appointments

Pay Rate Pay assigned to the employee. It will either be hourly or salaried.

GL Combo Code General Ledger Combination code, formerly known as fund/cost center the employee is being paid out of

Fund Fund Portion (1st 2 digits) of Combination Code (ex: 11, 43)

Department Formerly known as cost center

Account Code Formerly known as object code

Department Desc. Description of the level-4 department for a job/employee, recognized by the

university community as an operational/academic unit

College/Division Defaults based on the GL Combo Code

VP Area Defaults based on the GL Combo Code

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Location Three digit location code of the GL Combo Code

Location Description Long description of the location code

Work Phone Phone number entered by the Initiator to represent the employee's phone number of who is being hired

Mail Stop Number associated with the building location of the employee

Offer Letter on File? Yes or No will be displayed

Letter Location Where the offer letter is located. (GA form has special directions. See Electronic Workflow News and Forms Forum archives page for more details)

Initiator Name of the person submitting the form

Initiate Date The date the person initiated the form

Approval Rule Set The name of the approval rule set associated with the GL Combo code being used to pay the employee.

WMU APPR Step

Where the form is as of the date the report ran: IN - Initiator, A1, 2, 3, 4 - Approver Level 1, 2, 3, 4, GC - Graduate College, GR- Grants, HP- Human Resources Processed, HRR- HR Representative, PR- Payroll

Appendix B WMHR502 Report – Incidental Pay Form Spreadsheet

List of columns and descriptions

WMU Form Type (IP) Incidental Pay, (TA)-Temp Appt, (GRA)-Graduate Appointment, (H.S.A)-Hourly Student Appt

WMU Form Nbr A unique form number assigned once the form is saved

Status of Form Authorized, Canceled, Denied, Loaded to Database, Loaded to Pay sheets, Recycled for Re-Work, Routed for Approval

Status Action Date Date of the Status of Form

EmplID Employee ID assigned to each new employee once the job data has been entered into PeopleSoft by HR

First Name First name of employee

Middle Name Middle name of the employee

Last Name Last name of the employee

Pay Group Pay Group the current employee is paid currently

Earnings Code Specific three digit code, also known as the Incidental Pay code

Earnings Description Description of the earnings code selected

Payment Amount Amount designated to pay the employee

Payment Combo Code General Ledger Combination code, formerly known as fund/cost center the employee is being paid

Payment Department Name of the department

College/Division Defaults based on the GL Combo Code

VP Area Defaults based on the GL Combo Code

Initiator Name of the person submitting the form

Check Date Date the pay check is issued

Pay Period Paid This tells you whether it's a bi-weekly or semi-monthly payroll and the pay period number

Approval Rule Set The name of the approval rule set associated with the GL Combo code being used to pay the employee

Manual Payment Shows if the process had to be manual or was part of processing the scheduled payroll