Information Management's myUFL report descriptions
myUFL reports created and managed by ITCIM are intended for use within units affiliated with the Health Science Center, University of Florida.
Last updated: 10/02/2008
- Report Development
- General Descriptive Statements
- Prompt Selections
- CANCEL, BACK, NEXT, FINISH control buttons
- Calendar usage
- Selection Functions
- Report Formats
- Comments about prompt options used in these reports
- HSC Colleges
- Employee Categories
- Salary Plan(s)
- Resident Types
Reports with descriptions
- Public Folders > Special Newsboxes > Health Science Center > 27000000 - VPHA > HR
- HSC - Additional Pay Received by Department (Summary)
- Details bonus, incentive, and other additional monies received by employees, summarized by department. Allows for selection of an HSC college and one or more of its departments, employee category(s), pay end dates and UFID. Ordered by department, employee name, and earnings code. Reported fields also include retroactive indicator and pay amount.
[ER_Payroll_FM_Package]
- Default Format: HTML
- Revision History: None
- Prompts: College / Department; Employee Category; Employee Salary Plan; Employee ID (optional - used to retrieve results for an individual, rather than the entire department); Pay End Date Range -- "From" a specified date or "Earliest date" and "To" a specified date or "Latest date."
- Data: Employee Name, UFID, Earnings Code, Salary Plan, Retro, Monetary Amount with totals calculated for individuals, Detail Departments (e.g., CoM Department of Medicine groups include: 29050000, 29050101, 29050102 ... ) and Department.
- Comments: To ensure adequate performance, no more than 10 departments in the College of Medicine may be selected at one time. Does not include Regular (EG&G), AEF or VA Salary amounts.
- HSC - Additional Pay Received by Employee (Detail)
- Details bonus, incentive, and other additional monies received by employees. Allows for selection of an HSC college and one or more of its departments, employee category(s), pay end dates and UFID. Ordered by employee name, department, earnings code and pay end date. Reported fields also include run date, retroactive indicator and pay amount.
[ER_Payroll_FM_Package]
- Default Format: HTML
- Revision History: None
- Prompts: College / Department; Employee Category; Employee Salary Plan; Employee ID (optional - used to retrieve results for an individual, rather than the entire department; Pay End Date Range -- "From" a specified date or "Earliest date" and "To" a specified date or "Latest date."
- Data: Employee Name; UFID; Department; Earnings Code; Pay End Date; Run Date; Salary Plan; Distribution Line; Descr; Retro; Monetary Amount.
- Comments: To ensure adequate performance, no more than 10 departments in the College of Medicine may be selected at one time. Does not include Regular (EG&G), AEF or VA Salary amounts.
- HSC - Additional Pay Received by Employee (Summary)
- Details bonus, incentive, and other additional monies received by employees, summarized by department. Allows for selection of an HSC college and one or more of its departments, employee category(s), pay end dates and UFID. Ordered by employee name, department and earnings code. Reported fields also include retro indicator and pay amount.
[ER_Payroll_FM_Package]
- Default Format: HTML
- Revision History: None
- Prompts: College / Department; Employee Category; Employee Salary Plan; Employee ID (optional - used to retrieve results for an individual, rather than the entire department; Pay End Date Range -- "From" a specified date or "Earliest date" and "To" a specified date or "Latest date."
- Data: Employee Name; UFID; Department; Earnings Code; Salary Plan; Retro; Monetary Amount.
- Comments: To ensure adequate performance, no more than 10 departments in the College of Medicine may be selected at one time. Does not include Regular (EG&G), AEF or VA Salary amounts.
- HSC - Additional Pay by College - Pending
- HSC administrators periodically have a need to review additional payment records that have been entered into myUFL, but not yet paid. This report lists these additional payment records. Report opens as an Excel spreadsheet.
[ER_HR_Workforce_FM_Package]
- Default Format: XLS
- Revision History: None
- Prompts: College; Include payments that are NOT "OK to Pay"?
- Data: Name; UFID; Department; Earnings Code; HR Account Code; Start Date; End Date; OK to Pay?; Goal Amount; Goal Balance.
- Comments: When the Goal Amount and Goal Balance are equal, the scheduled additional payment amount has been paid. The second prompt offered on this report refers to payments that have disallowed by administrators and will not be paid.
- HSC - AEF Leave Payouts
- Details actual leave payouts from AEF (Fund Code 910) funds. Allows for a date range and selection of a college and one or more departments. Sorted by Employee name. Default output is produced as an Excel spreadsheet.
[ER_Payroll_FM_Package]
- Default Format: XLS
- Revision History: None
- Prompts: College / Department; Beginning Pay Period End Date; Ending Pay Period End Date.
- Data: Employee Name; UFID; Department; Earnings Code; Pay End Date; Monetary Amount
- Comments: Pay Period End Date selection choices are presented as a list of actual pay end dates.
- HSC - Current Employees by Department
- Lists Current Employees by department; then by employee name. Allows for selection of an HSC college and one or more of its departments; one or more employee categories (Faculty, TEAMS, etc.); whether or not to include AEF lines and salaries; and, whether or not to include zero FTEs. Reported fields also include UFID, service date, job start date, job code, department and FTE.
[ER_HR_Workforce_FM_Package]
- Default Format: XLS
- Revision History: 09/08/2008 - Added DSR units to the College-level prompt and modified prompt box appearance. 03/10/2006 - to accommodate Employee Class Code (AER).
- Prompts: College / Department; Employee Category; Employee Salary Plan; Include Zero FTEs?; Include AEF Lines?; Print Salary?
- Data: Employee Name; UFID; Service Date; Job#; Job Start Date; Job Code; Category; Salary Plan; Employee Class; FTE; Annual Rate (only if AEF Lines or Print Salary options are marked 'Yes")
- Comments: Some positions - like Courtesy Faculty, have FTE values of 0.00. These can be included or omitted as desired using the Include Zero FTEs? prompt)
Choosing 'Yes' for the Include AEF Lines? prompt may cause individuals to show up with more than one row of data. Selecting 'Yes' ensures everyone in the selected department, employee category and salary plan, who receives AEF salary will be included in the resulting data set. Combining this 'Yes' response with a 'No' choice on the "Print Salary?" prompt will also produce multiple lines because salary from other sources is reported, but the individuals identified will be limited to people who do receive AEF Salary.
- HSC - Current Employees by Name
- Lists Current Employees in alpha name order. Permits selection of multiple HSC colleges/units and multiple departments as well as multiple employee categories (Faculty, TEAMS, etc.). Prompts allow inclusion of AEF lines (will produce extra rows of data), annual salary, and whether or not to include zero FTE positions. Report includes UFID, service date, job start date, job code, department, and FTE. Opens as an Excel spreadsheet. Caution - selecting multiple units may delay final delivery of results by several minutes.
[ER_HR_Workforce_FM_Package]
- Default Format: XLS
- Revision History: 09/08/2008 - Added DSR units to the College-level prompt and modified prompt box appearance. 03/10/2006 - to accommodate Employee Class Code (AER). 02/26/2007 - modified to permit selection of multiple college-level units simultaneously. Description changed.
- Prompts: College / Department; Employee Category; Employee Salary Plan; Include Zero FTEs? (some positions - like Courtesy Faculty, have FTE values of 0.00. These can be included or omitted as desired using this prompt option); Include AEF Lines?; Print Salary?
- Data: Employee Name; UFID; Service Date; Department; Job#; Job Start Date; Job Code; Category; Salary Plan; Employee Class; FTE; Annual Rate (only if AEF Lines or Print Salary options are marked 'Yes")
- Comments: Same as "HSC - Current Employees by Department"
- HSC - Current Residents
- Lists current residents by department, ordered by employee name. Includes hire date, start date, job code and salary plan. Provides for selection of resident type.
[ER_HR_Workforce_FM_Package]
- Default Format: HTML
- Revision History: 09/09/2008 - Modified prompt box appearance.
- Prompts: Resident Type
- Data: Employee Name; UFID; Hire Date; Start Date; Job Code & Description; Salary Plan
- Comments: Resident Type always includes both Residents and Chief Residents but each HSC college which has residents -- CoD, CoM, CoPHHP and CoVM, uses a different code value.
- HSC - Employee Business Contact List
- Details business contact information for current employees, including business email, phone and mailing address. Allows for selection of a HSC college and one or more of its departments; one or more employee categories (Faculty, TEAMS, etc.); and, whether or not to include zero FTEs. Ordered by employee name.
[ER_HR_Workforce_FM_Package]
- Default Format: XLS
- Revision History: 09/08/2008 - Added DSR units to the College-level prompt and modified prompt box appearance. 03/09/2006 - Modified to accommodate Employee Class Code (AER). Created a separate Employee Category prompt selection for Salaried PostDoc Associates to allow contact information to be obtained for either or both PDA types without retrieving other types of Faculty members.
- Prompts: College / Department; Employee Category; Employee Salary Plan; Include Zero FTEs?
- Data: Name; Employee ID; Category; Salary Plan; Email Address; Phone; Address Line 1; Address Line 2; City/State; Zip Code.
- Comments: E-mail Address and address information are derived from UF Business contact information contained in the UF Directory. Incomplete or erroneous values may be corrected by iindividuals using myUFL Menu > My Account > Update My Directory Profile OR by the unit's UF Directory Coordinator who act on their behalf.
- HSC - Employee Citizenship and VISA
- Lists citizenship and VISA information for current employees. Also includes job information, birth date, gender and ethnic group. Report opens as an Excel spreadsheet.
[ER_HR_Workforce_FM_Package]
- Default Format: XLS
- Revision History: 03/07/2006 - Modified to accommodate Employee Class Code (AER).
- Prompts: College / Department; Employee Category; Employee Salary Plan (optional)
- Data: Employee Name; UFID; Service Date; Hire Date; Department; Division; Job Code; Salary Plan; Employee Class; Job#; Birth Date; Ethnic Group; Gender; Country; Visa Type; Effective Date; Date Issued; Expiration Date; Temporary Extension Date.
- Comments: After filling in College / Department and Employee Category prompts, select NEXT to specify Salary Plan options or just click the FINISH button to run the report.
- HSC - Employee Demographics
- Provides the ability to find a subset of current employees based on gender, ethnic origin and salary plan. Also includes part/full time indicator, primary/secondary positions, FTE, birth date and age.
[ER_HR_Workforce_FM_Package]
- Default Format: XLS
- Revision History: None
- Prompts: College / Department; Employee Category; Employee Salary Plan; Ethnic Group; Gender; Full-Time/Part-Time; Include Secondary Job(s)?; Employee Status
- Data: Employee Name; UFID; Job#; Birth Date; Original Hire Date; Job Start Date; Job Code; Job Indicator; Employee Status; Department; Salary Plan; Employee Class; Age; Gender; Ethnic Group; FTE; Annual Rate.
- Comments: Checking 'Yes' on the Include Secondary Job(s)? prompt causes the report to retrieve information about everyone affiliated with selected units even if their primary positions are associated with other units. Be aware, selecting 'Yes' may result in multiple rows of data for an individual but will produce AEF salary information as well as salaries derived from regular sources.
- HSC - Employee Retirement Plans
- Lists employees who have enrolled in a retirement plan, and displays the retirement plan in which they're enrolled. Also includes job information, birth date, gender and ethnic group. Report opens as an Excel spreadsheet.
[ER_HR_Workforce_FM_Package]
- Default Format: XLS
- Revision History: 05/04/2006 - Modified to consider both plan type and benefit plan code to determine an individual's actual retirement plan enrollment. 03/07/2006 - Updated to accommodate Employee Class Code (AER).
- Prompts: College / Department; Employee Category ; Employee Salary Plan (optional)
- Data: Employee Name; UFID; Service Date; Hire Date; Department; Division; Job Code; Salary Plan; Employee Class; Job#; Birth Date; Ethnic Group; Gender; Retirement Plan; Drop Begin Date.
- Comments: After filling in prompts for College / Department and Employee Category (Faculty, TEAMS, USPS are the only choices), the NEXT button may be clicked to specify Salary Plan options or the FINISH button can be used to run the report without going to the next prompt page. Drop Begin Date will only contain a value if that employee is participating in the FRS DROP program.
- HSC - Faculty Tenure Status
- Lists all current faculty (FA*,OF*, and CPFI) with tenure, degree, and demographic information. Includes salaries funded from outside selected college/department. Includes employees receiving VA salaries. Report opens as an Excel spreadsheet.
[ER_HR_Workforce_FM_Package]
- Default Format: XLS
- Revision History: 03/07/2006 - Modified to accommodate Employee Class Code (AER).
- Prompts: College / Department
- Data: Employee Name; UFID; Service Date; Hire Date; Department; Division; Job Code; Salary Plan; Employee Class; Benefit Program; Birth Date; Degree; Ethnic Group; Gender; Address1; Address2; City/State/Zip; Tenure Track Start Date; Tenure Granted Date; Tenure Status; County; FTE; Annual Rate.
- Comments: Count is an indicator created in the report's results to help distinguish Veteran's Administration salary positions (always '99') from other types of positions.
- HSC - FTE and Head Count by College
- Lists Head Count and Total FTE for Salary Groups within colleges. Can select College, Department, Salary Groups, Salary Plans, and whether to include zero FTEs. Totals display for all salary groups per college and for each salary group across selected colleges.
[ER_HR_Workforce_FM_Package]
- Default Format: HTML
- Revision History: 03/09/2006 - Modified to accommodate Employee Class Code (AER). Added an "As Of Date" prompt to permit use of this report to obtain values before the current date.
- Prompts: College; Department; Employee Category; Employee Salary Plan; Include Zero FTEs?; As of Date
- Data: Summarized Head Count and Total FTE (with cross-tab totals by Employee Category and unit)
- Comments: FTE reports permit simultaneous selection of several colleges. Unlike other reports cited on this page, Employee Category prompts on these reports offer Salaried PostDoc Associates as a distinct selection option. All other reports include Salaried PDAs in the Faculty Category.
- HSC - FTE and Head Count by College and Department Detail
- Lists Salary Plan Code, Name, FTE, Employee ID, Job Code and Total FTE for selectable Colleges, Departments, and Salary Groups. Additional prompts are provided to select Salary Plan Codes, whether or not to include zero FTEs, and As-Of-Date. Grouping is done by College, Department, Salary Group, FTE and a counter. Subtotaling is provided for number of employees and total FTE at the FTE level, Salary Group level, Departmental level, College level and Report level.
[ER_HR_Workforce_FM_Package]
- Default Format: HTML
- Revision History: 09/24/2008 - Added DSR units to the College-level prompt and modified prompt box appearance. 03/09/2006 - Modified to accommodate Employee Class Code (AER). Added an "As Of Date" prompt to permit use of this report to obtain values prior to the current date.
- Prompts: College; Department; Employee Category; Employee Salary Plan; Include Zero FTEs?; As of Date
- Data: Salary Group; Salary Plan Code; Name; FTE; Employee ID; EmpCount; Job Code; Total FTE
- Comments: FTE reports permit simultaneous selection of several colleges. Unlike other reports cited on this page, Employee Category prompts on these reports offer Salaried PostDoc Associates as a distinct selection option. All other reports include Salaried PDAs in the Faculty Category.
- HSC - FTE and Head Count by Department
- Lists Head Count and Total FTE for Salary Groups within departments. Can select College, Department, Salary Groups, Salary Plans, whether to include zero FTEs, and As-Of-Date. Totals display for all salary groups per department and for each salary group across selected departments.
[ER_HR_Workforce_FM_Package]
- Default Format: HTML
- Revision History: 09/24/2008 - Added DSR units to the College-level prompt and modified prompt box appearance. 03/09/2006 - Modified to accommodate Employee Class Code (AER). Added an "As Of Date" prompt to permit use of this report to obtain values prior to the current date.
- Prompts: College; Department; Employee Category; Employee Salary Plan; Include Zero FTEs?; As of Date
- Data: Summarized Head Count and Total FTE (with cross-tab totals by Employee Category and unit)
- Comments: FTE reports permit simultaneous selection of several colleges. Unlike other reports cited on this page, Employee Category prompts on these reports offer Salaried PostDoc Associates as a distinct selection option. All other reports include Salaried PDAs in the Faculty Category
- HSC - Leave Accrual and Balances
- This report provides a means to obtain leave utilization and balance information for one or more departments and for one or more employee categories, with a single report. It displays Hours Carried Over, Hours Earned, Hours Taken for the last 2 pay periods and computes the Last Used amount for each Leave type.
[ER_HR_Workforce_FM_Package]
- Default Format: HTML
- Revision History: 04/03/2006 - Changed to reflect the annual conversion of vacation hours greater than 480 for Faculty and TEAMS to sick leave. 03/09/2006 - Modified to accommodate a new Employee Class Code (AER).
- Prompts: College; Department; Employee Category; Employee Salary Plan; Employee Status
- Data: College; Department; Salary Group; Employee ID; Name; Leave Accrual Plan Type; Pay Date; Hours Carried Over; Hours Earned Year to Date; Hours Taken Year to Date; Leave Balance; Record Count; Last Used.
- Comments: Record Count provides a quick way to identify the most recent entry (i.e., = 1)
- HSC - New Hires
- Lists Employees who have gained or regained employment (e.g., new hires, rehires, etc.). Allows for selection of an HSC college and one or more of its departments, a date range, one or more employee categories (e.g., faculty, teams), and whether or not to include zero FTEs. Ordered by employee name.
[ER_HR_Workforce_FM_Package]
- Default Format: HTML
- Revision History: 10/02/2008 - Added DSR units to the College-level prompt and modified prompt box appearance. 03/10/2006 - Modified to accommodate Employee Class Code (AER).
- Prompts: College; Employee Category; Department; Employee Salary Plan; Include Zero FTEs?; Date Range (From and To values)
- Data: Employee Name; UFID; Job#; Hire Date; Job Start Date; Employee Status; Job Code; Department; Category; Salary Plan; Action; Reason; FTE.
- Comments: More than one college may be selected simultaneously. The "To" value of the Date Range prompt initially displays today's date but can be changed if desired.
- HSC - Pay Rate Changes
- List employees who have received a pay rate change within a selectable time frame. Allows for selection of time frame, employee category(s), a college and one or more of its departments. Ordered by employee name.
[ER_HR_Workforce_FM_Package]
- Default Format: HTML
- Revision History: None
- Prompts: College / Department; Employee Category; Employee Salary Plan; Pay Rate Change Reasons; Date Range -- "From" a specified date or "Earliest date" and "To" a specified date or "Latest date."
- Data: Name; UFID; Job#; Department; Salary Plan; Start Date; Action Reason; Annual Rate; Change Amount; Change Percent.
- Comments: The Action Reason pick list is automatically populated with values represented in myUFL tables. Individuals who've experienced multiple pay rate change events, are represented by multiple rows of data.
- HSC - Pay Rate Increases
- Employee pay rate increases within a specified time frame are retrieved with this report. May use prompts to specify period, employee categories and salary plan codes, colleges with one or more departments and pay rate codes (action reason). This report ONLY selects records where Action Code = PAY and the amount is positive (i.e., an increase). Ordered by employee name. Use Run with Options icon to select something other than the default Excel 2000 Single Sheet output format.
[ER_HR_Workforce_FM_Package]
- Default Format: HTML
- Revision History: None
- Prompts: College / Department; Employee Category; Employee Salary Plan; Pay Rate Change Reasons; Date Range -- "From" a specified date or "Earliest date" and "To" a specified date or "Latest date."
- Data: Name; UFID; Job#; Department; Salary Plan; Start Date; Action Reason; Annual Rate; Change Amount; Change Percent.
- Comments: The Action Reason pick list is automatically populated with values represented in myUFL tables. Individuals who've experienced multiple pay rate change events, are represented by multiple rows of data.
- HSC - Positions with Multiple Incumbents
- Reports position numbers that have multiple employees assigned for a selected college. Ordered by position number and employee name. Reported fields also include UFID, Job Code, FTE, and Department.
[ER_HR_Workforce_FM_Package]
- Default Format: HTML
- Revision History: None
- Prompts: College
- Data: Position #; Position Description; Name; Employee ID; Job Code; FTE; Department
- Comments: More than one college may be selected simultaneously.
- HSC - Potential Leave Payout Values
- This report presents potential values of unused vacation and sick leave which may be paid when someone with at least 10-years service credit, terminates University employment. It incorporates all applicable University rules pertaining to leave payouts. It also shows each individual's percentage of Academic Enrichment Fund and State salary values. Default results presented in Excel format.
NOTE: 05/26/2006: Results produced by this report will include people who do not have enough UF employment time to qualify for this benefit.
[ER_HR_Workforce_FM_Package]
- Default Format: XLS
- Revision History: 12/14/2007 - Updated to include Employee Class Code (AER) records.
- Prompts: College; Department; Employee Category; Salary Plan; Employee Status
- Data: College; Department; Employee Category; Name; Employee ID; Base Annual Salary; AEF Annual Salary; Total Annual Salary; Base Percentage of Total; AEF Percentage of Total; Calculated Hourly Rate; Annual Leave Hours Balance; Annual Leave Hours Payable; Sick Leave Hours Balance; Sick Leave Hours Payable; Total AEF Annual Leave Payout; Total Base Annual Leave Payout; Total Annual Leave Payout; Total AEF Sick Leave Payout; Total Base Sick Leave Payout; Total Sick Leave Payout; Total AEF Payout; Total Base Payout; Total Payout.
- Comments: Formulas utilized in this report represent UF's policies pertaining to sick leave and vacation payout calculations. Results produced by this report are intended to assist unit administrators making budgetary preparations in anticipation of planned departures.
UF's Human Resource Services (http://www.hr.ufl.edu/) and UF Regulation 6C1-1.201- University of Florida; Leaves represents the authoritative sources of information about leave payouts.
- HSC - Salary Distribution Detail (by Employee)
- Lists an employee's salary distributions during a selected time frame. Includes department, job code, earnings code, and fund
[ER_Payroll_FM_Package]
- Default Format: HTML
- Revision History: None
- Prompts: UFID Number; Pay End Date Range (From and To dates)
- Data: Employee Name; Employee ID; Department; Job Code; Earnings Code; Fund; Net Distribution
- Comments: Each unique combination of Earnings Code and Fund are represented on a single row.
- HSC - Service Pins
- Identifies TEAMS and USPS employees who are eligible for Service Pins in the selected year (July 1 of previous year through June 30 of the selected year). Service Pins are awarded at 5-year intervals beginning at year 5 from Original Hire Date. Primary job time spent as OPS is not considered for Service Pin awards. Prompts include year, Colleges, Departments.
[ER_HR_Workforce_FM_Package]
- Default Format: HTML
- Revision History: 01/24/2008 - Selections modified to include 11800000 - Animal Care Services; 11210000 - Institutional Review Board (IRB); 11600000 - Interdisciplinary Center for Biotechnology Research (ICBR); and, 11900000 - Emerging Pathogens Institute. These DSR units are of special interest to the HSC.
- Prompts: Enter year for which to run pins (e.g., 2005); College (one or more; optional); Department(s) (one or more; optional)
- Data: Department; Service Years; Sort Name; Name; Employee ID; Gender; Business Address 1; Business Address 2; Business Address 3; Business CSZ; Home Address; Home Address 2; Home Address 3; Home Address CSZ; Mail Address; Mail Address 2; Mail Address 3; Mail Address CSZ; Original Hire Date; Current Salary Plan.
- Comments: At the direction of Administrative Affairs, this report includes specific support organizations which are not normally represented in this collection of reports (e.g., selected Physical Plant Division units). CSV format is useful for preparing labels using Word's Mail Merge function.
- HSC - Terminations of Employment
- Lists Employees who have left employment (e.g., retired, terminated, etc.). Allows for selection of an HSC college and one or more of its departments, a date range, one or more employee categories (e.g., faculty, teams), and whether or not to include zero FTEs. Ordered by employee name.
[ER_HR_Workforce_FM_Package]
- Default Format: HTML
- Revision History: 10/02/2008 - Added DSR units to the College-level prompt and modified prompt box appearance. 03/10/2006 - Modified to accommodate Employee Class Code (AER).
- Prompts: College; Employee Category; Department; Salary Plan; Include Zero FTEs?; Date Range
- Data: Employee Name; UFID; Hire Date; Termination Date; Job Start Date; Job End Date; Employee Status; Job#; Job Code; Department; Category; Salary Plan; Reason; FTE
- Comments: None.
- VPHA - HSC Current Salaries
- Lists salaries and work counties for all current employees who have at least one position within the HSC. Includes employees receiving VA salaries. Report opens as an Excel spreadsheet.
[ER_HR_Workforce_FM_Package]
- Default Format: XLS
- Revision History: None
- Prompts: None.
- Data: Count; Employee Name; UFID; Service Date; Hire Date; Department; Job Code; Salary Plan; Employee Class; Job#; County; FTE; Annualized Salary
- Comments: Count is an indicator created in the report's results to help distinguish Veteran's Administration salary positions (always '99') from other types of positions.
- HSC - myUFL Security Roles
- ONLY DSAs ARE ABLE TO USE THIS REPORT! Identifies individuals in one or more colleges who have have one or more specified security roles. Reported fields include department, employee name, UFID, email address, and role name. Sorted by department, employee name, and role name. Downloads as an Excel spreadsheet.
[ER_Portal_Security_FM_Package]
- Default Format: XLS
- Revision History: None
- Prompts: Beginning Department (4 digits); Ending Department(4 digits); Employee UFID (optional); Role(s).
- Data: Department; Name; Employee UFID; Title; Email Address; Last Updated DateTime; and, Role Name.
- Comments:
This report can be used to examine all roles held by an individual but if a UFID number *is* entered, the starting and ending department values still have to be present.
Multiple roles may be selected. If this is done, a complete data row will be produced in the spreadsheet for each of an individual's roles. This permits role holders to be readily evaluated in a variety of ways.
- CoM - Employees Receiving VA Salary
- Lists all Employees receiving VA Salary (Earnings Code VAS) in the current fiscal year. Report opens as an Excel spreadsheet.
[ER_HR_Workforce_FM_Package]
- Default Format: XLS
- Revision History: None
- Prompts: None.
- Data: Name; UFID; Current?; Actual Start Date; Actual End Date; Termination Date; Calculated Start Date; Calculated End Date; Department; Annual Rate; Rate per Pay Period; Days; calc1; and, calc2.
- Comments:
Current? - Values of 'Y' and 'N' are used to identify the most recent VA Salary entry for an individual who's had more than one VA salary.
The Annual Rate displayed for 'Y' records may be found by using myUFL Menu > North American Payroll > Employee Pay Data > UF HR Additional Pay Approvals > Create Additional Pay. Select "View All" on the Additional Pay line before scrolling down to find the current VA Salary.
Actual Start Date, Actual End Date and Days pertain to the VA appointment itself.
Calculated End Date is created for this report because active appointments are actually open-ended (e.g., 2099).
Values displayed in calc1 and calc2 columns involve calculations about the amount of a person's VA salary earned during the reported time period.
calc1 determines the number of days between the end date and start date, then multiplies the number of days times the person's annual rate before being divided by 365 (days*(salary/365)).
calc2 is based on the number of days between the end date and start date and the Rate per Pay Period. This field duplicates results of a spreadsheet macro used by VPHA/DOCoM Administrative Affairs prior to creation of this report.
This report includes multiple rows of data for some individuals. Included references to previously paid amounts in this report serve a variety of purposes for DOCoM's Administrative Affairs office.
- CoM - Faculty with VA Appointment Ending Date
- This two-part report identifies CoM Faculty who, within a specified date range, either have a VA salary equal to zero but have not terminated or retired; and, those who have a VA Salary greater than zero and have terminated or retired. Report opens as an Excel spreadsheet.
[ER_HR_Workforce_FM_Package]
- Default Format: XLS
- Revision History: None
- Prompts: College (CoM GNV, CoM JAX, and/or ICHP); Department; Date Range (From and To dates)
- Data: Report 1: Department; Name; UFID; VA [Appointment] Ending Date; Employee Status; Employee Category; and, Location.
Report 2: Department; Name; UFID; VA [Appointment] Ending Date; Other Pay (value); Employee Status; Employee Category; and, Location.
- Comments: None.
Note: Pending the ability to automate scheduled execution, reports contained in this folder are run by ITCIM at the request of specific, authorized customers. These reports take so much time to run to completion, every effort is made to use them only before 8:00 AM or after 5:00 PM weekdays or on weekends when the chance of impacting Enterprise Reporting performance will be minimized. This folder and these reports are not visible to personnel with security roles used to access the HSC's Special Newsboxes. Contact ITCIM-L@lists.ufl.edu with any questions.
- CoM - AAMC Faculty Salaries
- Lists actual salaries paid for CoM Gainesville and Jacksonville faculty. Total salary includes monies paid from outside CoM but does not include additional pay amounts. User can select a data range for "Budget Date". (Revised 01/24/2006)
[ER_Payroll_FM_Package]
- Default Format: XLS
- Revision History: None
- Prompts: Date Range (From and To date values)
- Data: Employee Name; UFID; Salaries Paid
- Comments:
- CoM - Additional Pay for Faculty (FA12 only)
- Identifies current CoM faculty who have received additional pay. Includes amounts and types of payments (Bonus, YPD (productivity), Scholarship, Incentive/Productivity, Other, Outside CoM) with year-to-date values. Manually executed by
ITCIM quarterly to create an Excel spreadsheet on October 3, January 3, April 3
and, at the beginning of fiscal year after data from the Friday
following the end of the first complete pay period has been posted to
Enterprise Reporting.
[ER_Payroll_FM_Package]
- Default Format: XLS
- Revision History: None
- Prompts: None.
- Data: Bonus; YPD; Scholarship; Incentive/Productivity; Other; Outside CoM; Total
- Comments:
- HSC - Contact Addresses
- Lists Business and Home addresses of active employees in HSC colleges and departments. Selection options include Employee Categories and Salary Plans. Includes: UF Business Physical, UF Business Mailing, Local Home Mailing and Permanent Home Mailing address types. Spreadsheet results are sorted by Name and UFID.
[ER_HR_Workforce_FM_Package]
- Default Format: XLS
- Revision History: None
- Prompts: College; Employee Category; Department; Salary Plan.
- Data: Name; Employee ID; UF Business Physical, UF Business Mailing, Permanent Home Mailing and Local Home Mailing addresses; Category; Department.
- Comments:
- Shands - All HSC Employees A-L and Shands - All HSC Employees M-Z
- Lists all HSC employees (grouped by last name) with job, e-mail address and business address information. Used by ITCIM staff to prepare a comprehensive .CSV dataset upon request by Shands. Data is used to update Shands' Personnel Search program (CHRIS; http://communications.shands.ufl.edu/phone.html).
[ER_HR_Workforce_FM_Package]
- Default Format: CSV (delimited text)
- Revision History: 03/08/2006 - Modified to accommodate Employee Class Code (AER).
- Prompts: None.
- Data: Name; Employee ID; Title; Department; County; Category; Salary Plan; Employee Class; Email Address; Phone; Address Line 1; Address Line 2; City/State; Zip Code
- Comments: These reports are executed upon request by authorized UF&Shands personnel with results delivered via secure web folders.
- VPHA - Current UF Salaries
- Lists all current UF employees with salaries and work counties. Report is formatted as an Excel spreadsheet. To be run the first work day of each quarter on behalf of Administrative Affairs.
[ER_HR_Workforce_FM_Package]
- Default Format: XLS
- Revision History: None
- Prompts: None.
- Data: Count; Employee Name; UFID; Service Date; Hire Date; Department; Job Code; Salary Plan; Employee Class; Job#; County; FTE; Annualized Salary
- Comments: Count is an indicator created in the report's results to help distinguish Veteran's Administration salary positions (always '99') from other types of positions
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Report naming convention
- Reports located in any "27000000 - VPHA" folder (most have an "HSC - " prefix), are designed for use within any HSC college.
- Reports prepared for a particular college are published in that college's folder. Report names in these folders usually include a college- or department-specific prefix (e.g., CoM - Employees Receiving VA Salary which is located in the "29000000 - College of Medicine" folder).
Prompt Selections
Prompt selections containing a list of values normally have two options displayed at the bottom of the selection box. Select All and Deselect All work as expected. Making no choice is essentially the same as using Select All but we've come to suspect that using Select All may in some instances, allow the report to run slightly faster. If a FINISH button is available and active at the same time a NEXT button is available, it should serve as an indication that prompts offered on successive pages are optional. The report will run exactly as it would if the NEXT page had been displayed, and no choices were made.
CANCEL, BACK, NEXT, FINISH control buttons
The bottom of every report's prompt page includes control buttons. Buttons are either "grayed" out or are not displayed whenever the function isn't available. As an example, the FINISH button isn't active until all required prompts contain selected values. CANCEL ends execution of the report and closes the report window. BACK returns control to the previous prompt page. NEXT advances to the subsequent prompt page and FINISH starts the report.
Calendar usage
Clicking on the "Date Picker" icon brings up a graphical representation of a calendar. Move from one year to another by clicking the solid left- or right-pointing arrow icons located on both sides of the displayed year value. Choose a month by clicking on the desired month's abbreviation just below the year and then select the desired day of the month. When the day is selected, the calendar disappears and the date value is shown in the prompt box.
Unfortunately, developers are not able to fully control the position of displayed calendars. In general, using a full screen version of the report prompt page helps but in some situations, use of scroll bars will be necessary to navigate within the report's prompt pages to use the calendar and locate the NEXT or FINISH buttons.
Selection Functions
Prompts allowing more than one selection, commonly offer "Select All" and "Deselect All" functions as options presented below the selection box. Multiple selections can be made within the prompt box by clicking one value; holding down a keyboard shift key and clicking on another value to highlight all intervening values. Holding down a control (i.e., "Ctrl") key while clicking values with the mouse, enables non-contiguous values to be chosen.
Report Formats
The four formats available for Enterprise Reporting output include:
- HTML: A stylistically formatted web page that generally comes up on the screen faster than other formats.
- PDF: An Acrobat format which displays fairly quickly and is well suited for printing stylistically formatted reports.
- XLS: Excel format is a very good choice when further manipulation of report results is intended. Combining information derived from two or more myUFL reports is relatively easy when information is saved in spreadsheets. Deletion of rows or columns after sorting supports advanced analysis and can be helpful when preparing reports focusing on a particular circumstance.
- CSV: delimited text which can be opened in Excel. This format does not work well for every report but may avoid complications caused by merged cells in XLS formatted reports. Unlike the XLS format, columns that normally are 'hidden' from view, (e.g., Current Employees report when Print Salary was not selected) will appear in the text data.
Reports are designed with a default format. Clicking on the report's name will produce results in that form.
Alternative formats can be created by running the report in it's default form and when results have been produced, using one of the format conversion functions using icons displayed at the top of the report window. Using the "Run with Options" function to start the report can be an effective approach because it eliminates a potentially time-consuming step.
Screen images and more detailed descriptions of these approaches are presented at http://www.health.ufl.edu/itcenter/im/HSC-Special-Newsboxes2005-06-10.doc. It's probably worth noting that while two other choices are available, the only Excel formatting option that seems to work in myUFL Enterprise Reporting is "Excel 2000 - Single Sheet."
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HSC Colleges
Reports are customized for use within the Health Science Center by defining the range of selections to organizational ID numbers starting with 27, 28, 29, 30, 31, 32, 33, 34 and 35. Type One Centers -- a designation implemented for myUFL, include two organizations which are affiliated with the HSC.
-
- 27000000 - OFFICE OF HEALTH AFFAIRS
- All units affiliated with the Office of the Senior Vice President for Health Affairs
- 28000000 - COLLEGE-VETERINARY MED
- 29000000 - COLLEGE-MEDICINE
- 30000000 - COLLEGE-MEDICINE JACKSONVILLE
- 31000000 - COLLEGE-NURSING
- 32000000 - COLLEGE-PHARMACY
- 33000000 - COLLEGE-PUBL HLTH / HLTH PROFS
- 34000000 - COLLEGE-DENTISTRY
- 35000000 - SH-STUDENT HEALTH CARE CENTER (a CoM unit, effective 2008)
- TYPE ONE CENTERS
- 57130000 - WHITNEY LABS; and, 57720000 - INSTITUTE-CHILD HEALTH POLICY.
- DSR - HSC-RELATED
- 11210000 - SR-IRB-01 HEALTH CENTER; 11290000 - SR-CENTER-SMELL / TASTE; 11600000 - SR-BIOTECHNOLOGY; 11800000 - SR-ANIMAL CARE SERVICES; and, 11900000 - SR-EMERGING PATHOGENS.
Departments displayed after selecting a College value, are automatically derived from myUFL which means new departments appear and former departments are removed from prompt lists as soon as the changes are contained in Enterprise Reporting tables.
Employee Categories
While most Employee Category choices are self-explanatory, a few may require a brief explanation.
- Clin Postdoc -- Adjunct Clinical PostDoctoral Associates - distinguished from faculty and other PDAs at the direction of VPHA's Administrative Affairs.
- Faculty - with the exception of Courtesy Faculty and OPS Faculty, this group usually includes all other faculty types including Salaried PostDoctoral Associates. In the FTE and Business Contacts reports, Salaried PDAs may be selected independently of other types of Faculty. In these reports, Salaried PDAs will not be retrieved by selecting the Faculty category alone.
- Fellowships, Graduates and Other (FWSP, ISCR, Student Assistants, Student Government and Housing) -- Student employee types
- Housestaff - Chief Residents and Residents
- Other Employee Category types offered in these reports include OPS, TEAMS and USPS.
Salary Plan(s)
Values displayed in Salary Plan selection lists are determined by choices made in preceding Employee Category selections. The presence of this prompt offers potential for a high degree of granularity in report results. For instance, after selecting "Faculty" as an Employee Category, choosing "FA12 - Salaried Faculty - 12 Month" would exclude all other Faculty lines (e.g., 9 Month, 10 Month and Summer).
Resident Types include:
- RDN - Resident College of Dentistry
- RHP - Resident Pub Hlth & Hlth Prof
- RMD - Resident College of Medicine
- RVM - Resident College of Vet Met
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Report Development
The University's myUFL system consists of two major parts. Nearly all of the items displayed in everyone's myUFL Menu are associated with the transactional part of UF's PeopleSoft implementation. This part of myUFL is used to enter and look up data. Reportedly, this part of the system consisted more than 30,000 database tables when initially implemented.
The second major part is represented by Enterprise Reporting. Running on a distinct set of servers, more than 13,000 tables were initially used to construct the reporting warehouse part of myUFL. Automated ETL processes (technical jargon standing for "Extract, Transform and Load") are responsible for copying selected data from the transactional system into targeted tables in the reporting system. As of early 2006, this process has been responsible for consistently refreshing information in most areas of Enterprise Reporting every business day or two.
Tables in the reporting environment have indexes designed to improve the speed with which specific information can be located. Tables are associated (i.e., joined) with one another in the context of packages. Packages contain unique combinations of information that can be used with tools such as Query Studio.
myUFL report developers in UF Bridges and elsewhere all work in the same system (called Beta) containing a copy of the same information maintained in Enterprise Reporting. This area is not refreshed with data nearly as often as as the production reporting system because the process is time consuming and cannot be allowed to interfere with production-quality systems. This factor has been known to cause some frustration when content experts are asked to validate the accuracy and completeness of a draft report based on data that can be weeks out of date.
Developers work with a product called Report Studio. Report Studio is similar to Query Studio in the way packages and the data contained in tables within those packages are accessed. The biggest difference lies in each Report Studio developer's ability to construct prompts and options and to publish reports most people find much easier to use than Query Studio.
Reports devised in the Beta environment are submitted to UF Bridges for publication. After an assessment is performed by database administrators and other Bridges staff who evaluate reports in terms of overall systems performance, approved reports are moved from the Beta system to Enterprise Reporting. The publication process usually takes less than one week. All reports created by HSC developers are published in the HSC's Special Newsboxes.
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