Oracle Discoverer Mail Merge

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HR: Capstone

Student Guide


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Copyright © 2000 University of Virginia and Oracle Corporation. All rights reserved.

HR: Capstone Table of Contentsi

Table of Contents

Course Overview - HR: Capstone ..................................................................................................................1-1 Course Overview - HR: Capstone .................................................................................................................1-2

Generating Reports .........................................................................................................................................2-1

Generating Reports........................................................................................................................................2-2 Generating Reports ....................................................................................................................................2-4 Discoverer - Opening a Pre-Defined Report ..............................................................................................2-10

Summary........................................................................................................................................................2-17

Using Reports...................................................................................................................................................3-1 Using Reports ................................................................................................................................................3-2 Summary........................................................................................................................................................3-20

Creating Mailing Labels..................................................................................................................................4-1 Creating Mailing Labels ................................................................................................................................4-2 Creating Mailing Labels ................................................................................................................................4-3

Discoverer - Export Mailing Label Information to Excel ..........................................................................4-4 Creating Mailing Labels Using MS Word 2000 ........................................................................................4-8

Creating Mailing Labels Using MS Word 2003 ........................................................................................4-16 Summary........................................................................................................................................................4-29


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Copyright © 2000 University of Virginia and Oracle Corporation. All rights reserved.

HR: Capstone Table of Contentsii


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Revised: 11/5/04 Copyright© 2004 University of Virginia and Oracle Corporation. All rights reserved. Effective: 5/3/04

Course Overview - HR: CapstoneChapter 1 - Page 1

Course Overview - HR:Capstone

Chapter 1


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Course Overview - HR: CapstoneChapter 1 - Page 2

Course Overview - HR: Capstone

Responsibilities

Having been assigned the IS responsibility listed below, you are required to attend this workshop

HR: Capstone.

This course is for the following responsibilities:

• UVA HRMS Specialist

• UVA HRMS Faculty/Staff Reviewer

Performance Objectives for HR: Capstone

At the completion of this workshop, you should know the following:

• Generate a Report in IS

• Generate a Report in Discoverer

• Review and interpret data on specific HR reports.

• Determine appropriate actions from viewing report results.

• Generate the IS.HR_Employee Information for Labels report.

• Export label data to Microsoft Excel.

• Perform a mail merge in Microsoft Word to create mailing labels.


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Generating ReportsChapter 2 - Page 1

Generating Reports

Chapter 2


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Generating Reports

Section Objectives

At the end of this section, you should be able to:




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Generating Reports

Generating Reports In IS

Generating reports in IS follows the same procedure, regardless of the report. Each report,

however, has its own parameters or search criteria.

Reports may be viewed on screen or printed to your IS printer or via your web browser. Printing

using an IS printer is the preferred printing method; the reports were designed for IS printers. Ifyou choose to print via the web, the report may not fit on the page properly, and you may need to

change the page orientation from portrait to landscape.


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Generating Reports

Submit Request

IS HRMS

N → Submit Processes and Reports → Submit Processes & Reports

Submit a New Request

1. Select Single Request and click on the [OK] button.


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Select Report Name

2. Use the list of values to select the report name in the Name field.


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Complete the Parameters Form

3. Complete the Parameters form.

The Parameters form is different for each report. The example above contains common

search criteria such as Effective Date and Organization. You may use any of the fields on

the Parameters form to enter search criteria. For some reports to run correctly, certain parameters may be required.

4. Click on the [OK] button.

Print Using an IS Printer

You may review the report online or print it out. If you wish to print it out and you have anIS printer, follow the steps in this section. If you wish to view the report online or print

using a non-IS printer, skip to the Viewing and Printing Using Your Web Browser section.

5. Click on the [Options...] button.


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6. Complete the Print the Output To region of the Upon Completion... form.

− Printer: Enter your printer name or use the list of values to select a printer name.

− Copies: Enter the number of copies of the report to print. To print any copies, you

must enter a number greater than 0.

If your printer name is not found, contact your LSP or the ITC Help Desk to get an IS

printer set up.


8. Click on the [Submit Request] button.

9. Close the Requests window.


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Viewing and Printing Using Your Web Browser

10. When the report is finished running, the Phase field will say "Completed" and the Status

field will say "Normal". If the Phase field does not say "Completed", click the Refresh Data

button occasionally to see the current status on screen.

11. Click on the [View Output] button.

The report will open in a web browser window in which you may view the report.

12. To print, click your browser's print function.

13. Close the browser window and the Requests window to return to the Navigator.


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Generating Reports

Generating Reports in Discoverer

IS Discoverer is used to run reports in the Operational Data Store (ODS). The ODS is a nightly

copy of the IS database. Custom reports are created in Discoverer and may be run by anyonewith access to the ODS.

The ODS is a nightly copy of the Production database. Information viewed in Discoverer reportswill be one day old. Changes made in IS will not appear in Discoverer reports until the next day.

Logging In to Discoverer

To access Human Resources reports in Discoverer, you must log in using a special username.This special username name limits access to private human resources data to those users with a

human resources responsibility in IS. Use the login information below.

−Username: userid :UVA ODS Specialist-Limited

− Password: your IS password

− Connect: ods


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Discoverer - Opening a Pre-Defined Report

Discoverer

B → Open an Existing Workbook

B→ Database

Workbook Wizard


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1. Click the button: Open an existing workbook.

2. Click the button: Database.

3. Select the Pre-Defined Report you want to run.


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4. Click the button: Open.

5. Select 'Open the workbook in the current database account'. The Parameter Wizard appears.

Notes on the Parameter Wizard

NOTE: Some reports will not present this selection. This screen appears only when you are

opening a Pre-Defined report created in a user account other than your own.

The user may also inhibit this screen from appearing regardless of who created the report by

Navigating to TOOLS/OPTIONS/ GENERAL tab and un-checking the ‘Display warningwhen opening workbook saved in a different database account’.

NOTE: The Parameter wizard defines the selection criteria for producing the results set.

These parameters may be modified and new parameters can be defined. Users learn tomodify and create parameters in ODS 1, Creating User Defined Reports.


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• All Pre-Defined reports may not display this Parameter Wizard. If it displays, you mayselect from the List of Values (LOV) indicated by the black triangle at the far right of the

field. You may also key the value. If there is no LOV you must key in the desiredvalue.

NOTE: The report might allow multiple values or a single value for a given report.

NOTE: The description box shows the format masks for the values. Parameters must be

keyed in conformity with the format (i.e. case sensitivity, punctuation such as quotationmarks surrounding characters, number of digits in year, etc.).


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6. Select [Finish].

The report window opens with this message:

NOTE: Select [No], only if you want to modify the report before running it, or you want to

open a different worksheet tab. The report will then open with no results. You can then

either modify the worksheet or change worksheet tabs.

7. Select [Yes]. The report will open to the sheet indicated in the message.

8. You may open more than one Pre-Defined Report at a time. Use the File Menu (File → Open) to select any other report(s) you wish to review.

9. With more than one report open use the Window menu to choose the report you want to see.


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10. You may close one report at a time by selecting the report you want to close from the

Window menu (previous example) then, selecting

File → Close.


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11. When you have finished reviewing all reports you may close Discoverer and any reports still

open by selecting File → Exit.


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Summary

Summary

Having completed this section, you should be able to do the following:




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Using ReportsChapter 3 - Page 1

Using Reports

Chapter 3


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Using Reports

Section Objectives

At the end of this section, you should be able to:




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Using Reports

Introduction

The course is intended to review Human Resources reports used by departments. These reports

will be used to assist departments by alerting departments to:

• changes in employee information which may need to be verified or corrected.

• employee information which may need to be updated, such as appointment or leave end

dates.

• outstanding official documents that must be submitted to University Human Resources.

Summaries of the reports include the following information:

• Name: Name of the report.

• Worksheet: Name of the worksheet if there are multiple worksheets in a Discoverer

report. Worksheets appear as tabs in the lower right corner of the Discoverer screen.

• Purpose: Why the report is used.

• Frequency: How often the report is run. May include a recommended and a requiredfrequency.

• Critical Fields: The fields in the report to be reviewed which may trigger an action.

• Action: Any steps to be taken based on the information in the report.

• Additional Information: Any additional information or hints about running orviewing the report.


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Using Reports

Reports in IS

Name UVA HR Personnel Data Change Form

Worksheet N/A

Purpose Displays information entered into the Integrated System

for a person. Facilitates verification and changes.

Frequency As needed.

Critical Fields All data.

Action Employee or department may verify information. Enter

changes on the paper form. Submit paper form to theUVA HRMS Specialist to enter into the Integrated

System.

Name UVA HR Faculty Detail Report

Worksheet N/A

Purpose Displays information about faculty members.

Frequency As needed.

Critical Fields All data.

Action As determined by department administrator.


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Using Reports

Employee Maintenance Reports (Discoverer)

Name IS.HR_Tenure Review Information

Worksheet Tenure Review

Purpose Identify faculty whose Projected Tenure Eligibility End

Date is approaching.

Frequency Required monthly.

Critical Fields Projected Tenure Eligibility End Date

Action Ensure tenure review is conducted one year prior to

Projected Tenure Eligibility End Date.

Maintain the Tenure Info EIT.

Refer to Maintain - Tenure Information instructions.

Additional

Information

When entering a date in the Parameters Wizard, enter a

date at least one year in the future.

Name IS.HR_Leaves End Date Expiration Report-Departments

Worksheet Leave End Dt Expiration

Purpose 1. Review imminent returns from leave or suspension.

2. Verify that leave or suspension end dates are not later

than appointment end dates.

Frequency Daily

Critical Fields End Date

Action 1. Extend leave or suspension end date or return

employee from leave or suspenstion.

2. Change end date to a date prior to or matching the

appointment end date.

Refer to Maintain - Employee on Leave or Suspension

instructions.

Additional

Information

To view one organization at a time, move theOrganization of Primary Assignment to the Page Items

axis.


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Using Reports

Name IS.HR_Next Performance Review

Worksheet Next Performance Review

Purpose Identify performance reviews that must be conducted.

Frequency Recommended monthly.

Critical Fields Review End Date

Action Conduct performance review, discuss with employee,submit performance review to University Human

Resources. UHR enters rating into the Integrated

System.


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Using Reports

Appointment Expiration (Discoverer)

Name IS.HR_Appointment Expiration

Worksheet (1) Primary Appointments

Purpose Identify primary appointments to be renewed or

terminated.

Frequency Monthly

Critical Fields Appointment End Date

Action Extend appointment end date for faculty. Refer to

Maintain - Extend Appointment instructions.

Give notice to faculty member.

Terminate classified employee or faculty member.

Maintain - Terminate Employee instructions.

Contact UHR to extend position end date, then extendappointment end date for classified employee. Refer to



Worksheet (2) Secondary Appointments

Purpose Identify non-primary appointments to be renewed orterminated.

Frequency Monthly

Critical Fields Appointment End Date

Action Extend appointment end date for faculty. Refer to


If renewing a non-primary appointment, consult with

the organization of the primary appointment.

Terminate classified or faculty. Maintain - Terminate

Employee instructions.


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Using Reports


Worksheet (3) Administrative Appointments

Purpose Identify administrative appointments to be renewed or

terminated.

Identify administrative appointments where theExpected End Date is later than the appointment end

date of the employee.

Frequency Monthly

Critical Fields Administrative Appointment Expected End Date,Appointment End Date of Primary Assignment

Action If department or school policy requires approval to

renew administrative appointments, obtain approval to

renew administrative appointment.

Extend administrative appointment end date. Refer to Maintain - Administrative Appointment instructions.

Allow administrative appointment to expire.


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Using Reports


Worksheet (4) Endowed Chair Appointments

Purpose Identify endowed chair appointments to be renewed or

terminated.

Identify endowed chair appointments where theExpected End Date is later than the appointment end


Frequency Monthly

Critical Fields Expected End Date, Appointment End Date of PrimaryAssignment

Action If department or school policy requires approval to

renew endowed appointments, obtain approval to renew

endowed appointment.

Extend endowed chair appointment end date. Refer to Maintain - Endowed Chair Information instructions.

Allow endowed appointment to expire.


Worksheet (5) Committee Appointments

Purpose Identify endowed chair appointments to be renewed orterminated.

Identify endowed chair appointments where the

Expected End Date is later than the appointment end


Frequency Monthly

Critical Fields Expected End Date, Appointment End Date of Primary

Assignment

Action If department or school policy requires approval torenew endowed appointments, obtain approval to renew

endowed appointment.

Extend endowed chair appointment end date. Refer to

Maintain - Endowed Chair Information instructions.

Allow endowed appointment to expire.


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Using Reports

Outstanding Official Documents (Discoverer)

Name IS.HR_Outstanding Official Documents

Worksheet Missing I9

Purpose Identify employees who have not submitted an I-9 form

to ensure compliance with Federal regulation.

Frequency Daily

Critical Fields Start Date, I-9 Status

Action If status is "No" or blank, send I-9 form with appropriate

documentation to UHR within 3 days of hire.

If status is "Pending", check with employee to obtain a

copy of the Social Security card.


Worksheet Visa Expiration

Purpose Identify employees whose visas will expire within 90

days to ensure compliance with Federal regulation.

Frequency Daily

Critical Fields Visa Expiration Date

Action Inform employee to begin process of renewing visa three

months before end date.

If visa extended, forward extension information to UHR.

If visa expires, UHR will take appropriate action.


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Using Reports


Worksheet Selective Service

Purpose Identify employees who have not submitted a selective

service form to ensure compliance with Federalregulation.

Frequency Daily

Critical Fields Selective Service Indicator

Action Ensure selective service from has been completed and

submitted to UHR.


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Using Reports

Audit Report General Information

Audit reports record all changes to specific information in the database. The purpose of these

reports is to alert users to changes so that the changes may be verified as correct.

All audit reports contain a date and time stamp and the user id of the person who made the

change. If there is a question about why the change was made, you may wish to contact the person who made the change for further information.

When running audit reports, the parameters will include a date range. You may specify a rangeof dates since the last date that you viewed the report.

Audit Group 1 (Discoverer)

Name IS.HR_Audit Reports - Group 1

Worksheet New Hires and Rehires

Purpose Review information about new hires and rehires to

ensure that the hire is appropriate.

Frequency Recommended daily. Required prior to each HR

deadline.

Critical Fields All data on report.

Action Review data to ensure that it is approprate.

Faculty/Staff Reviewer may run the IS.HR_Approvalsfor Hires and Salary Changes report. Refer to Salary

Approval - Generating the IS.HR.Aprovals for Hires and

Salary Changes Report instructions.

Contact HR for assistance if the person should not be

hired.


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Using Reports


Worksheet Terminate Employee

Purpose Review terminations where the employee has been

terminated.

Frequency Recommended daily. Required prior to each HRdeadline.

Critical Fields Actual Termination Date, Reason

Action If terminated in error, reverse the termination. Refer to

Maintain - Reverse a Termination of an Employee

instructions.

If termination data incorrect, reverse the termination and

terminate again using correct information. Refer to

Maintain - Reverse a Termination of an Employee and Maintain - Terminate Employee instructions.


Worksheet Terminate Assignment

Purpose Review terminations where one or more of an

employee's assignments has been terminated, but the

person remains an employee.Frequency Recommended daily. Required prior to each HR

deadline.

Critical Fields Actual Termination Date, Reason, Organization

Action If the assignment termination is in error and payroll hasnot been run since the termination, you may undo the

termination by date tracking to the day before the

termination and delete future changes.

If payroll has been run, you will have to create a newassignment to replace the assignment that was

terminated. Refer to Maintain - Change Assignment instructions.


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Using Reports


Worksheet Leaves of Absence

Purpose This report records changes made to leave of absence

data. Review changes for accuracy.


Critical Fields Dates, Reason

Action Maintain employee record to correct any errors. Refer to

Maintain - Employee on Leave or Suspension

instructions.


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Using Reports


Name IS.HR_Audit Group 2

Worksheet Key Flexfield Changes

Purpose Review any changes made to key flexfield data.

Includes changes to People Group, Job, Position, andGrade key flexfelds.


Critical Fields People Group, Job, Position, Grade, Payroll, and

Location

Action If incorrect, maintain data.

Compare people group data with the standardconditions data (hours per week) in Integrated System.

Refer to Maintain - Change Assignment instructions.


Worksheet Salary Change

Purpose Review any changes made to salary data.


Critical Fields Effective Date of New Annual Salary, Old Salary Rate, New Salary Rate, Old Salary Basis, New Salary Basis,

Frequency, Working Hours, Salary Change Reason

Action If incorrect, delete Salary Proposal record. Enter a new

Salary proposal. New salary proposal will be subject toapproval process. Refer to Maintain - Changing Salary

instructions.

Compare salary to minimum and maximum of pay band.


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Using Reports



Worksheet Appointment Dates Changes

Purpose Review any changes made to appointment begin and end

dates.


deadline.

Critical Fields Old Appointment Start Date, New Appointment StartDate, Old Appointment End Date, New Appointment

End Date.

Action If incorrect, maintain dates. Refer to Maintain - Change Assignment instructions.


Worksheet Hire Date Changes

Purpose Review any changes made to hire dates.


deadline.

Critical Fields Old Hire Date, New Hire Date

Action For faculty, compare dates with dates on offer letter. If

incorrect and payroll has not been run, maintain date inthe Integrated System.

If incorrect and payroll has been run, contact UHR for

assistance.


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Using Reports



Worksheet Degree Change

Purpose Review any changes made to degree information in order

to fulfill commitment to faculty contract.


deadline.

Critical Fields End Date, Qualification Type, Attendance

Action Maintain faculty data as needed. Refer to Maintain -Update Education instructions.


Worksheet Tenure Info Change

Purpose Review any changes made to tenure information.


deadline.

Critical Fields Tenure Status, all tenure dates, Total Time on TenureTrack, Appointment End Date

Action If incorrect, maintain Tenure Information EIT. Refer to

Maintain - Tenure Information instructions.

Ensure that Projected Tenure Eligibility End Date is notlater than the Appointment End Date.


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Using Reports


Worksheet Endow. Chair Info Change

Purpose Review any changes made to endowed chair

information.


Critical Fields Effective Date, Expected End Date, BOV Chair,

Endowed Chair

Action If incorrect, maintain Endowed Chair Information EIT.

Refer to Maintain - Endowed Chair Information instructions.

Ensure that Expected End Date is not later than the

Appointment End Date.


Worksheet Admin Appt Change

Purpose Review any changes made to administrativeappointment information.


deadline.

Critical Fields Expected End Date, Appointment Type, Title

Action If incorrect, maintain Administrative Appointment SIT.

Refer to Maintain - Administrative Appointment

instructions.




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Using Reports


Worksheet EOP Ref Change

Purpose Review any changes made to EOP information.


deadline.

Critical Fields EOP Reference #, Exemption Reason, Exemption EndDate

Action If incorrect, maintain EOP Reference SIT.




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Summary

Summary





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Copyright© 2004 University of Virginia and Oracle Corporation. All rights reserved.

Creating Mailing LabelsChapter 4 - Page 1

Creating Mailing Labels

Chapter 4


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Section Objectives




• Perform a mail merge in Microsoft Word to create mailing labels.


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Employee Labels (Discoverer)

The IS.HR_ Employee Information for Labels report retrieves address information from the HR

database. This information may be exported to Microsoft Excel and mail-merged to create labelsin Microsoft word. Instructions for the full process follow the report description.

Address information is to be used for official University business only. Any other use is aviolation of the User Responsibility Acknowledgement and Agreement signed by each Integrated

System user.

Name IS.HR_Employee Information for Labels

Worksheet Employee Label Information

Purpose Create employee labels for University business mailings.Frequency As needed.

Critical

Fields

All data.

Action Export data to Microsoft Excel, mail-merge with

Microsoft Word to create labels.

Additional

Information

The report parameters allow you to limit the address

information by your business need. There are many parameters to choose from and you must use the Next

button on the Parameters Wizard to see all parameters.


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Discoverer - Export Mailing Label Information to Excel

Export Using the Toolbar Icon

If your system has MS-Excel installed, it is likely that you can use the following quick

method to export. If this method does not work for you, follow instructions in the Using the File Menu to Export section of this document.

1. With the report results on your screen, click the Microsoft Excel icon on the toolbar.

The Save As dialog box will not appear the first time you export the IS.HR_Employee

Information for Labels report. It will be automatically saved and immediately opened on

your screen. In that case, skip steps 2-4.

2. You will be asked to save the file. Choose a filename and location for the file.

3. Click the Save button.


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4. If you selected to use the default filename and location, you will be asked if you wish toreplace the existing file. Click Yes if you wish to overwrite an earlier version of this file, orselect No and give the file a new name.

5. The exported file opens in MS-Excel.


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Using the File Menu to Export

1. With the report results on your screen, select Export from the File menu.

3. Select "Current Sheet".

4. Select "Microsoft Excel Workbook" as the export format.

5. Choose the destination folder for the target file. Use the Browse button to select a location.

6. Click the Finish button.

7. Open the report in Microsoft Excel from the destination folder chosen in step 5.


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Creating Mailing Labels Using MS Word 2000

Edit Mailing Labels Source File

1. Using Microsoft Excel, open the file containing the data from the IS.HR_Employee

Information for Labels report.

If you specified a data directory when exporting the file, the file will be located where you

saved it. If you did not specify a directory, it will be saved in the default data directory forDiscoverer.

− Windows98 users look in c:\orawin95\discvr31\.

− Windows NT users, look in c:\orant\discvr31\.

2. Delete rows 1 and 2. Do not delete row 3, the row with the column headers such as "First

Name" and "Last Name".

• Highlight rows 1 and 2 by clicking on the row label for row 1 and dragging your mouse

to the row label for row 2.

•From the Edit menu, select Delete.

3. Save your work.


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4. Close Microsoft Excel.

Create Mail Merge Document

5. Open Microsoft Word to a blank document.

6. From the Tools menu, select Mail Merge. The Mail Merge Helper window opens.


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7. In step 1, click the Create button and select Mailing Labels from the list.

8. Click the Active Window button.


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9. In Step 2, click the Get Data button and select Open Data Source.

10. Navigate to the location of the data file using the Look in drop-down list.

11. Select MS Excel Worksheets (*.xls) from the Files of type drop-down list.

12. Click on the data file, and click the Open button.


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13. Entire Spreadsheet is selected. Click the OK button.

14. Click the Set Up Main Document button.

15. Choose the appropriate label options.

− Dot matrix: Select this radio button to print on a dot matrix printer.

− Laser and inkjet: Select this radio button to print on a laser or ink jet printer.− Tray: Use the drop-down arrow to select the paper tray to use.

− Label Products: Use the drop down arrow to select the label products to view.

− Product Number: Locate the product number of your labels.

− Label Information: This section gives you the dimensions of the labels selected inthe Product Number field.

16. Click the OK button.


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17. Click the Insert Merge Field button and select the first field to print on the labels. E.g.,First_Name.

18. Continue selecting fields to include on the labels until all fields you wish to print have been

selected.

− You must put a space between fields printing on the same line.

− You may type additional characters such as a comma.

− You may move to a new line by hitting the Enter button on your keyboard.

19. Click the OK button.


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23. Print the labels from the new document.

24. If you wish, save your labels document and your mail merge document for future use.

25. Close Microsoft Word.


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Creating Mailing Labels Using MS Word 2003

1. Open Microsoft Word 2003.

2. From the Tools menu, choose Letters and Mailing and then Mail Merge Wizard.

3. Select Labels for the document type.


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4. Click on Next: Starting Document.


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5. Click on Label options to ensure that the correct label product and size is selected.


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6. Select the appropriate Label product, Product number and Printer Tray, and click on the[OK] button.

7. Click on Next: Select Recipients.


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8. Click on Browse...


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9. Find the labels file and click on the [Open] button.

10. Click on the [Select All] button.



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12. Optionally, click on Select a different list... or Edit recipient list....

13. Click on Next: Arrange your labels.


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14. Click on Address block.


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15. Select the format for the employee's name, and click on the [Match Fields] button.


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16. Select the fields that you want to appear in the address block by clicking on the drop-down

arrow for that field.

The Address Line 2 and Address Line 3 are under the "Optional information" heading.


18. Click on the [Update all Labels] button.

19. Click on Preview labels.


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20. You can preview individual labels or make changes to the recipient list by clicking on Find a

recipient... or Edit recipient list.... respectively.

21. Click on Next: Complete the merge.


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22. Select the All button to merge all records (labels), and click on the [OK] button.

23. Select the printer properties as appropriate and click on the [OK] button to print the labels.


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Summary

Summary




• Perform a mail merge in Microsoft Word 2000 and/or 2003 to create mailing labels.


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