Information Management's myUFL reports

myUFL reports created and managed by ITCIM are available in myUFL > Enterprise Reporting within Health Science Center Special Newsbox folders.

ITCIM's myUFL report details describes each report's prompts, output column headings, and comments intended to assist anyone who is unfamiliar with a particular product. Please direct questions or comments to ITCIM-L@lists.ufl.edu.

Current entries include:

A fix for receiving Excel formatted output from myUFL reports;

Hundreds of people are authorized to access the HSC's Special Newsboxes;

Report naming convention and locations;

Query Studio designers may have work saved in HSC Special Newsboxes.

As a summary, ITCIM's Published myUFL Reports include ... (34 as of 04/2008)

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.

• 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.

• 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.

• 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.

• 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.

• 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. (Revised on 03/10/2006)

• HSC - Current Employees by Name

Lists Current Employees 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. (Revised on 03/10/2006)

• 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.

• HSC - Employee Business Contact List

Details business contact information for current employees, including business E-mail, 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.
(Revised on 03/09/2006)

• 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. (Revised on 03/07/2006)

• 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.

• 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. (Revised on 03/07/2006)

• 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. (Revised on 03/07/2006)

• 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. (Revised on 03/09/2006)

• 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 and whether or not to include zero FTEs. 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. (Revised on 03/09/2006)

• 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 and whether to include zero FTEs. Totals display for all salary groups per department and for each salary group across selected departments. (Revised on 03/09/2006)

• 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. (Revised on 04/03/2006)

• HSC - New Hires

Lists Employees who have gained or regained employment (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 (faculty, teams, etc.) and whether or not to include zero FTEs. Ordered by employee name. (Revised on 03/10/2006)

• 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.

• 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.

• 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.

• 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. 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. Default results presented in Excel format. (Being revised on 12/12/2007)

• 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

• 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. Default results presented in Excel format. (Revised on 01/24/2008)

• HSC - Terminations of Employment

Lists Employees who have left employment (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 (faculty, teams, etc.) and whether or not to include zero FTEs. Ordered by employee name. (Revised on 03/10/2006)

• VPHA - HSC Current Salaries

Lists salaries and work counties for all current employees who have at least one position with the HSC. Includes employees receiving VA salaries. Report opens as an Excel spreadsheet.

Public Folders > Special Newsboxes > Health Science Center > 27000000 - VPHA > Other

• 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.

Public Folders > Special Newsboxes > Health Science Center > 29000000 - College of Medicine

• 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.

• 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.

Public Folders > Reports Under Construction > HSC > Restricted Publication

• 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)

• 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. To be run quarterly (manually by ITCIM) on July 3, October 3, January 3 and, April 3 to create an Excel spreadsheet.

• 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.

• 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 .CVS dataset upon request by Shands. Data is used to update Shands' Personnel Search program (CHRIS; http://communications.shands.ufl.edu/phone.html). (Revised on 03/08/2006)

• 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.

A fix for receiving Excel formatted output from myUFL reports

A fix has been identified for Windows XP users who have not previously been able to obtain Excel-formatted output from Enterprise Reporting reports. Instructions are contained in a Word document named: Getting-Excel-from-Enterprise-Reporting-2006-09-05.doc.
Additional settings may be needed in the browser. Reported actions include: turning off pop-up blocking (be particularly aware of pop-up blocking performed by add-on tool bars in addition to the browser's native functionality); using Medium level security; and, identifying *.UFL.EDU as a trusted web domain.

As of July 2, 2007, 400 individuals (370 affiliated with the HSC) have the security role required to access reports contained in Enterprise Reporting > Public Folders > Special Newsboxes > Health Science Center folders.

Provided as an FYI resource, the spreadsheet referenced above contains information produced by ITCIM's "HSC - myUFL Security Roles" report located in: > Public Folders > Special Newsboxes > Health Science Center > 27000000 - VPHA > Other.

Departmental Security Administrators (DSA) may request required roles on behalf of personnel within their scope of authority. Roles should be removed by the unit's DSA when access is no longer warranted. The Access Request System should be used to evaluate suspected mistakes in the spreadsheet.

Report naming convention and locations.

Reports located in any "27000000 - VPHA" folder (most have an "HSC - " prefix), are designed for use within any HSC college.

Reports intended for a particular college are published in that college's folder. Report names in these folders include a college- or department-specific prefix (e.g., CoM - Employees Receiving VA Salary which is located in the "29000000 - College of Medicine" folder).

Authorized Query Studio users may save work in Query Studio Users' Special Newsbox folders (Public Folders > Special Newsboxes > Query Studio Users). Individuals specifically designated to work on behalf of their college or department may ask the appropriate HSC Special Newsbox administrator to copy saved query products to a HSC Special Newsbox folder. The Newsbox administrator may also delete these products whenever the action becomes appropriate.

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