Transcript Search Screen Briefing Notes

Introduction
to Using the Departmental Reports Search Screen
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Credits
Briefing Notes by Niyi Akinmutande, AD HR Operations and Information
with credits to
Marg Glover
Alan Liddell
Iain McKay
Departmental Administrator
HR Helpdesk Officer
Senior Analyst Programmer
for working together to conceptualise build and test the screens.
November 2007
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Departmental Reports and Administration Menu
Departmental Administrators and users authorised by the Head of Department will have the Departmental
Reports and Administration menu on their MyView screen.
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Log in Screen
You will be expected to enter your UCL ID and password
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HR Menu
You will see a number
of management
reporting options. The
one we are considering
in this paper is the UCL
Employee Search
Click on this menu item
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Search for Records
Always put the system in Query
mode so that you can look for staff
records.
Execute or run query
Ctrl +F11
Enter Query F11
or
Notes:
The Search Screen uses the same Oracle technology as the SiP system so
experienced SiP users can skip the section on Wild Cards and Querying
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Querying for records
Cancel query
F4
Enter Query
F11
Execute or run query
Ctrl +F11
Messages will appear
here. It also shows
which record you are
on.
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Querying using Wildcards
Use Wild Cards to help with your queries
The percent sign (%) matches zero or more characters.
Typing:
%Smith% in “Surname" would return any record which had “Smith” anywhere in
that field (for example, “Smith", “Goldsmith" and “Blacksmith" “Smithers" and
"Smith-White" )
%Smith in “Surname” returns any names which end with Smith (for example,
both “Goldsmith" and “Blacksmith" but not "Smythe" or "Smith-White").
NA% in the “First Names” field would return any names which start with “NA” (for
example, “Nathan" and “Nathaniel" but not “Jonathan")
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Personal Details
This screen shows the
Personal Details
Contact Details and
Emergency Contacts
Private Contact Details
and Emergency Contacts
are visible to
Departmental
Administrators and are
asterisks to all other staff
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UCL Details
This screen shows the UPI Number and key employment dates
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Appointment Details
Details of current and
past appointments on
the HR/Payroll
database
Details of the post that
corresponds to the
appointment selected
above
Details of the grade
history for the post
selected above
Details of the cost
centre and contract
hours history for the
post selected above
Notes:
UCL business rules are such that professorial and any personal salaries are not displayed
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Appointment Details contd.
Where ever the + sign is displayed it
means that a detail table can be found
by double clicking on the field.
Double clicking on the field here gives
the hierarchy that the department
belongs to. This give departmental
administrators useful information on
where a particular post is located in the
UCL organisation structure.
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Appointment Details contd.
Where ever the + sign is displayed it
means that a detail table can be found
by double clicking on the field.
Double clicking on the field here gives
details of the service conditions
attached to a particular post. This is
useful when HR colleagues need to
determine what business rules a
particular post holder is subject to.
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Reporting Line
The Reporting Line shows where a particular member of staff’s post sits in the post to post
administrative workflow.
The workflow shows all of the posts between the individual and the Provost. This helps
departmental administrators to determine who can administer a particular post in manager self
service.
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SPS Post History
Records for staff who started at UCL prior to September 2004 are also stored in the legacy database
system SPS. This screen allows departmental administrators access to the historic data not stored on the
HR/Payroll database ResourceLink
Double clicking on this
field brings up the full SPS
archive screen
Details of all posts on
the SPS HR database
which was turned off
on 31/8/2004
Details of the salary
and cost centre history
for the post selected
above
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Archive Menu
On the HR menu the
archive search screen
can be found at this
menu item.
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Archive Screen
The Archive has similar functionality to the search screen. For any staff in the archive who have a
record in ResourceLink you can double click on the Employee Number and the main ResourceLink
record will be called up.
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Archive Screen contd.
Double clicking a Salary History
gives a detailed salary history
Double clicking a Cost Code History
gives a detailed cost code history
screen
screen
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Close and Exit
Select this item to close your screen
Then select the Exit menu item to
close down the Oracle application.
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MyView Reports and Manuals
You will have noticed that there are a
wide range of managerial reports
available through MyView. These are
likely to be self explanatory for
departmental administrator level staff.
Details of how the reports work can
be found on the MyView first page via
the MyView menu item shown below.
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