PSHR WMU Electronic Workflow ~ Reports User Guide November 2015 Western Michigan University Human Resources 1300 Seibert Administration Building (269) 387-3620 [email protected]

Reports User Guide – Revised 11.2015

Table of Contents

Requesting User Access --------------------------------------------------------------------- 1 Web Browser Requirements ---------------------------------------------------------------- 1 Accessing the WMU Electronic Workflow Form Panels ---------------------------- 1

ALL initiators and approvers have access to run the Approval Rules Report. Approval Rules Report- WMHR504 ------------------------------------------------------- 4 Sample Approval Rules Report---------------------------------------------------------------9 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

Temporary Appointment Spreadsheet Report – WMHR503 -------------------- 10 Sample Temporary Appointment Spreadsheet Report -----------------------------15 Incidental Pay Spreadsheet Report- WMHR502------------------------------------- 16 Sample Incidental Pay Spreadsheet Report --------------------------------------------22 Appendix A – Sample of data on the WMHR503 report------------------------------22 Appendix B- Sample of data on the WMHR502 report-------------------------------23

Reports User Guide – Revised 11.2015

Requesting User Access To process a PSHR WMU Electronic Workflow Report you must have online security access to the PeopleSoft WMU Workflow panels. 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 [email protected] 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 works 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) Go to the Web site address provided to you when your online security access was authorized. 2) Enter your assigned UserID 3) ‘Click’ the ‘Enter’ button and then enter (your BroncoNetID) and password at the prompt.

If you have never logged in to GoWMU before, follow this link first.

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4) The GoWMU panel will open up.

5) • • • •

Click on the ‘All’ arrow in the My Work section. Select the arrow to the Administrative Applications. Select PeopleSoft Administrative Systems. Select the ‘PeopleSoft Human Resources’ link, you will see the PeopleSoft ‘Menu’

Click on the ‘arrow’ to open up the PeopleSoft links.

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

7) Clicking on the WMU Workflow link will open up the workflow report options. -Use WMU-Workflow Reports to see the workflow appointments or incidental payments that have occurred during a specific timeframe. -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. (See page 8 for a sample report).

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Approval Rules Report (WMHR504) The approval rules report allows users to view the existing electronic workflow approval rules (process) for their area. 1) Log into PeopleSoft a) See Accessing the WMU Electronic Workflow Form Panels. 2) Access the WMU Electronic Workflow Reports a) ‘Click’ on WMU Workflow under Menu on the left hand side of screen. b) ‘Click’ on WMU – Workflow Approval Rules under WMU Workflow Reports. Note: If this is your first time running this report, you will need to add a run control. To Add a Run Control: a) Select the “Add a New Value” tab. b) Enter your assigned User ID (BroncoNet ID) in the Run Control ID box. c) ‘Click’ Add to continue.

3) Running the Approval Rules Report a) Select the “Find an Existing Value” tab. b) ‘Click’ Search to continue. c) Enter the WMU Form Type. i. ‘Click’ on the looking glass icon to search and select valid WMU Form Type. WMU Form Type GRA Form HSA Form TA Form Reports User Guide – Revised 11.2015

Description Graduate Appointment Form Hourly Student Appointment Form Temporary Appointment Form 4

d) Select the radio button in the Group Box for the group you want to see approval rules for. • • • • •

Cost Center = Reports approval rules for that cost center. The cost center is also known as the department section of the combo code. Department = Human Resources’ department label. 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. Note: If you select a specific area and no approval rules are found for that level, the program will report the default approval rules that will be used.

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

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f) 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. g) ‘Click’ OK.

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

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j) ‘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.

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

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l) ‘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 (WMHR503) 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. 1) Log into PeopleSoft a) See Accessing the WMU Electronic Workflow Form Panels. 2) Access the WMU Electronic Workflow Reports a) ‘Click’ on WMU Workflow under Menu on the left hand side of screen. b) ‘Click’ on WMU – Workflow Reports. Note: If this is your first time running this report, you will need to add a run control. a) b) c) d)

Select the “Add a New Value” tab. Enter your assigned User ID in the Run Control ID box. Enter WMUHR503 in the Object Name box. ‘Click’ Add to continue.

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3) Running the Temporary Appointment Spreadsheet Report a) Select the “Find an Existing Value” tab. b) ‘Click’ Search c) Select an existing run control with the Object Name WMUHR503 Extract TA / HSA / GRA to CSV.

d) 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.) e) Select the date parameters, select item in group box, enter data and click ‘Run’.

Note: Leaving the parameters as displayed will return all Temporary Appointments that you have been granted access to view. You may specify a date range if needed. Reports User Guide – Revised 11.2015

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f) 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 TA Records to CSV file; Process Name WMUHR503. iii. Output Type: Web. iv. Format Type: PDF. g) ‘Click’ OK.

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

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i) ‘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.

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

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k) ‘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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Incidental Pay Spreadsheet Report - (WMHR502)

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. 1) Log into PeopleSoft a) See Accessing the WMU Electronic Workflow Form Panels. 2) Access the WMU Electronic Workflow Reports a) ‘Click’ on WMU Workflow under Menu on the left hand side of screen. b) ‘Click’ on WMU – Workflow Reports. Note: If this is your first time running this report, you will need to add a run control. a) b) c) d)

Select the “Add a New Value” tab. Enter your assigned User ID in the Run Control ID box. Enter WMUHR502 in the Object Name box. ‘Click’ Add to continue.

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3) Running the Temporary Incidental Pay Spreadsheet Report a) Select the “Find an Existing Value” tab. b) ‘Click’ Search

c) Select an existing run control with the Object Name WMUHR502 Extract IP form records to CSV. d) The WMU Form Type will default to IP, Incidental Pay Form. e) Select the date parameters, and in group box pick an option and enter the specified data if needed in the Scroll section.

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f) ‘Click’ Run at the top right hand corner to proceed to the Process Scheduler Request Page. Note: Leaving the parameters as displayed will return all Incidental Pay forms that you have been granted access to view. You may specify a date range if needed.

g) 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. iv. Format Type: PDF. h) ‘Click’ OK.

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

j) ‘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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k) Click’ View Log/Trace link to get to the CSV file.

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

See next page for sample report. Reports User Guide – Revised 11.2015

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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 Form # Status of Form Status Action Date Last 4 Digits SSN WIN EmplID Last Name First Name Middle Name Empl Type Officer Code Rate Code Appt Type Appt Type Description Job Code Position Title Grade SAP SAP Description Appt Period Appt Begin Date Appt End Date FTE Credit Hours Pay Rate GL Combo Code Fund Department Account Code Department Desc College/Division VP Area

(TA)-Temp Appt, (GRA)-Graduate Appointment, (H.S.A)-Hourly Student Appt A unique form number assigned once the form is saved Authorized, Canceled, Denied, Loaded to Database, Loaded to Paysheets, Recycled for ReWork, Routed for Approval Date of the Status of Form Last 4 Digits used to confirm you have the correct person Western Identification Number assigned in Banner to each employee Employee ID assigned to each new employee once the job data has been entered into PeopleSoft by HR Last name of employee being hired First name of employee being hired Middle name of the employee being hired E- Exempt, S- Salaried Codes for Kronos: R_SAL EMP - salaried employee, R_STU EMP - hourly student employee, R_Temp EMP - hourly temp employee NAHRLY - hourly, NAANNL - salaried, BASE - base pay for PIO, OTHER - misc pay The code selected to pay an employee a particular way. Defaulted data like dates and job code are attached to these appt types Description of the appointment type. IE - Fall Teaching DA Full Appt, Additional Faculty Appt, Hourly Student Appt A defaulted code based on appointment type to Title associated with the job code 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)

Salary Administration Plan code. A primary grouping of jobs for various university purposes Description of the SAP group Period of time the employee is working. Fall, Academic Year, Fiscal Year, Spring, Summer I/II The date the employee starts working The date the employee's appointment ends. Temp appointments can only be for a year at a time and may be renewed Full time equivalent number. Only populated for faculty/pio teaching appointments Number of hours associated with the class. Only available for faculty/PIO teaching appointments Pay assigned to the employee. It will either be hourly or salaried. General Ledger Combination code, formerly known as fund/cost center the employee is being paid out of Fund Portion (1st 2 digits) of Combination Code (ex: 11, 43) Formerly known as cost center Formerly known as object code Description of the level-4 department for a job/employee, recognized by the university community as an operational/academic unit Defaults based on the GL Combo Code Defaults based on the GL Combo Code

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Location Location Description

Approval Rule Set

Three digit location code of the GL Combo Code Long description of the location code Phone number entered by the Initiator to represent the employee's phone number of who is being hired Number associated with the building location of the employee Yes or No will be displayed Where the offer letter is located. (GA form has special directions. See Electronic Workflow News and Forms Forum archives page for more details) Name of the person submitting the form The date the person initiated the form 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

Work Phone Mail Stop Offer Letter on File? Letter Location Initiator Initiate Date

Appendix B WMHR502 Report – Incidental Pay Form Spreadsheet List of columns and descriptions

Approval Rule Set

(IP) Incidental Pay, (TA)-Temp Appt, (GRA)-Graduate Appointment, (H.S.A)-Hourly Student Appt A unique form number assigned once the form is saved Authorized, Canceled, Denied, Loaded to Database, Loaded to Paysheets, Recycled for Re-Work, Routed for Approval Date of the Status of Form Employee ID assigned to each new employee once the job data has been entered into PeopleSoft by HR First name of employee Middle name of the employee Last name of the employee Pay Group the current employee is paid currently Specific three digit code, also known as the Incidental Pay code Description of the earnings code selected Amount designated to pay the employee General Ledger Combination code, formerly known as fund/cost center the employee is being paid Name of the department Defaults based on the GL Combo Code Defaults based on the GL Combo Code Name of the person submitting the form Date the pay check is issued This tells you whether it's a bi-weekly or semi-monthly payroll and the pay period number 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

WMU Form Type WMU Form Nbr Status of Form Status Action Date EmplID First Name Middle Name Last Name Pay Group Earnings Code Earnings Description Payment Amount Payment Combo Code Payment Department College/Division VP Area Initiator Check Date Pay Period Paid

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