Category: Reports and Worksheets

Service Records Reporting

There are several reports available for reporting on personnel information from past years.  These reports, however, require the organization to have run the annual process, found in the Annual Updates section of the Personnel menu, to capture the service records for the year.  Service records are a snapshot of the staff for the year.

To run the reports, select the Service Record option in the Reporting menu.  First, use the Quick Search to find the group of people you are wanting and for what reporting year.  Then choose either Compensation Reports or Position Reports to see the selection of report options that signify different sort orders.  Once the report is generated, you can Save as Excel, Save as PDF or Print (see options at the top of the screen).

Worksheet Overview

Worksheets are similar to general reports but allow for data entry.  They are used to assist in entering/editing certain employee information.  Although they look similar to Excel worksheets, they are not.  Once you make the change to the data in the worksheet, it is just like entering it in the personnel record.  There is no step for importing/uploading the data into PeopleWerksHR. Users need to be careful with worksheets because there is no “undo” feature.

Worksheets are selected similar to reports.  You select a Worksheet Format, then select the search criteria for the records that you want included, then view the worksheet.  You can save worksheets just like you save reports.

Once you get accustomed to the worksheets in PeopleWerksHR, you will have certain ones that you use more than others.  If you are just starting, you may find this list of worksheets helpful:

  • Base Employment Info (Employee)
  • Employee –Base IDs, Years, Dates
  • Employee Background Checks (Employee)
  • Contract Management (Job)
  • Contract Management – Current/Future (Job)
  • Current-Next Year Salary Details (Job)

Saved Reports and Worksheet

Reports or worksheets that have been saved by you or shared with you by others appear in the My Saved Reports/Worksheets list.  Simply click on the title and it will load the report/worksheet and automatically run the search criteria that had been saved.  To see the results, click on View Report or View Worksheet.  If you want to modify the search criteria, you can do so and save another version of the report if needed.

Keep in mind that running a saved report/worksheet will always show the most up to date information in PeopleWerksHR.

In the My Saved Reports/Worksheets list, you can sort it by Title or by Owner by clicking on the data header.

Custom Report Creation

If one of the General reports does not meet your needs, you can create your own custom report format.   There are four steps.

  1. Select the data fields you want in the report.  To make it easier, the fields are grouped by category so select the Field Category from the dropdown list and click on the field that you want.  As you select the fields, they will appear in the field list by column.  You can re-order the fields by using the up and down arrows to the left of the field.
  2. Select the Report Area.  This is the most important step to get correct.  If you select the Employee report area, no matter what data fields you select, you will get only one record or line item for each employee found in your search.  You will not see all their jobs or all their credentials, etc.  If you are interested in the employee jobs, then select the Job Assignment report area.  In this report, you will see all the job assignments for the employees that you select in your search.  If you are interested in credentials, then select the Employee Education Licenses report area so you will see all the licenses for the employees that you select in your search.
    If you find that your resulting report does not have all the data you are expecting, then most likely you have chosen the wrong report area so try selecting a different one.  If you need to change the Report Area, make sure to rerun your search.
  3. Select Search Criteria.  Click on the Add-Edit Criteria button to select the criteria to find the data/records that you want in the report.  Remember that the more criteria you select, generally the fewer the records found.  After executing the search, the system will display a count of the total records.  If this count does not seem right to you, you may want to re-enter your search criteria.
  4. Click the View Report button to see the results.  By clicking on a data heading once or twice, the data will be sorted in either ascending or descending order.  Note that for some reports, there are additional sort options available in the upper right corner of the screen.   You can print the report to paper or to a pdf or export the data to a CSV/Excel file.  Then close the report.

If the report is one that you would want to run often, click on the Save Current Report button.  Enter a title and description for the saved report.  If you want others to be able to run the same report, you can share it with them by selecting their name from the list.

If you need to save the report with the exact data that you see, you should print it to paper or PDF or export it to Excel.    This is because every time a saved report is run, it always is pulling the latest data from  the system.

General Report Generation

The General reports are formatted reports that contain pre-selected data fields .    There are three steps for generating a report.

  1. Select the report format.  Either click on the report title or hover over the title with your mouse to get a brief description along with the list of fields.  Because there are so many reports in the system, they have been grouped into Report Areas so that it makes it easier to find the report you want.  Selecting a Report Area from the drop-down list will narrow your search for the report that you need.  If you are not sure what Report Area, then clear the Report Area field by clicking on the “x”.  You can then scroll down through the Report Format List to find the report you want.  Click on the desired report title.
  2. Select Search Criteria.  Click on the Add-Edit Criteria button to select the criteria to find the data/records that you want in the report.  Remember that the more criteria you select, generally the fewer the records found.  After executing the search, the system will display a count of the total records.  If this count does not seem right to you, you may want to re-enter your search criteria.
  3. Click the View Report button to see the results.  By clicking on a data heading once or twice, the data will be sorted in either ascending or descending order.  Note that for some reports, there are additional sort options available in the upper right corner of the screen.   You can print the report to paper or to a pdf or export the data to a CSV/Excel file.  Then close the report.

If the report is one that you would want to run often, click on the Save Current Report button.  Enter a title and description for the saved report.  If you want others to be able to run the same report, you can share it with them by selecting their name from the list.

If you need to save the report with the exact data that you see, you should print it to paper or PDF or export it to Excel.    This is because every time a saved report is run, it always is pulling the latest data from  the system.

Reporting Overview

PeopleWerksHR provides a variety of reports throughout the system.

The Reporting menu provides several options.

  • General Reports:  Over 150 pre-formatted reports.  Many of these same reports are also available by clicking on the Quick Reports button in the Personnel menu.
  • Custom Reports:  Build your own reports
  • E-Directory: Variations of work building directories.
  • Service Records: Job history reports.
  • Correspondence Archive: Sent correspondences history search.
  • Worksheets:  Similar to reports except you can edit certain data in them.

There are many other reports outside of the Reporting menu that are convenient.  Check the Special Reports section in the user documentation for more information.

 

Why am I missing staff in my report or worksheet?

There are multiple reasons for not getting the records that you expect from your search:

  • Your search criteria may have leftover selections from a previous search.  If this is the case, simply “clear” the search criteria and begin again.
  • Your search criteria may be correct but the data in the employee record(s) may be missing or incorrect.  Check one of the people’s record that you think should have been included in your search results and confirm that the data is correct.
  • Your search criteria may be incorrect.  Remember that the more criteria selected, the fewer the records found.  Each search criteria is evaluated in combination with the other criteria where the resulting found records must meet all the criteria.  Try removing some of the criteria to help your investigation.
  • Your search criteria may be correct but the report context may be incorrect if you have built a Custom Report.  If you need a report about jobs, then you need to select a jobs-based report.  If you choose an employee-based report, it will only show you one record for each employee and only their primary job.
  • If you are looking for contract information, be sure to select “Active Contract” in your search criteria.
  • You cannot include Job Classification in searches for people who may not have a job assigned.
  • If you are looking for retired or resigned personnel, include the Archive in your search criteria.

Is there a worksheet to enter employee evaluation data?

Can I run staff reports for previous years?

If you have run the annual process for capturing Service Records each year, then you will able to run reports for the years you have captured.  In the Reporting menu is the option for Service Records.  Use the Quick Search to find the group you want and then click on the Print Report buttons at the  bottom for your desired report.