USING MS ACCESS TO ANALYSE PAYROLL INFORMATION The Budget Officer’s Perspective of HR/Payroll Records NWDUG 2001

PRESENTATION One application of a reporting technique with step-by-step instructions Can be used any time you want to move Colleague information into MS Access This is a “Colleague” Report, presentation only comes from “Access” NWDUG 2001

PROJECT OUTLINE Extract Colleague Data from PayToDat File Import file into MS Access Database Reformat Information for more flexibility Use standard “Querys” and “Reports” to answer Ad Hoc Requests Provide End-Users with Easy to Read Reports NWDUG 2001

STEP #1 CREATE NEW ACCESS DATABASE NWDUG 2001

Create Tables with Fixed Data Cost Centre Table Object Code Table Function Table Fields: Fund, Function, Unit, Name, Budget Officer Fields: Object Code, Description Fields: Function Code, Description, Division NWDUG 2001

Sample Table - Object Codes NWDUG 2001 OBJECTDESCRIPTION 6110CUPE 6120BCGEU 6130CCFA 6140Exempt

STEP #2 ADD CURRENT COLLEAGUE DATA NWDUG 2001

PayToDat Fields Used GL Acct Number - PTD.GL.NOS Gross Amount - PTD.AMOUNTS Colleague ID - PTD.EMPLOYEE.ID Pay Period End Date - PTD.PERIOD.DATE Last Name - PTD.LAST Pay Cycle (PAYCLASS) PCLS.PAYCYCLE Mail Name - S.MIO.MAIL.LABEL NWDUG 2001

Pull Information “Extract” written by IT to create file We limit the amount of data by keying in a pay period end date to start from The file is “FTP’d” to our desktop using QVT The file is labelled “.txt” then imported into MS Access NWDUG 2001

Import Methods FAST - Open file in Excel first and “clean it up” - Then Import into Access FASTER- Change to.txt file name and Import into Access using “saved” specs SLICK - Write a macro which calls up file and imports using the “saved” specs NWDUG 2001

Importing Text File Into Access File Pulldown -Get External Data - Import NWDUG 2001

Import Text Wizard Opens File NWDUG 2001 Click on Advanced

Add Field Names Not necessary to use the Colleague Names Use names that are logical For example, we use “General Ledger” for PTD.GL.NOS NWDUG 2001

Type in Your Field Names Save your field names using “Save as” NWDUG 2001

HELPFUL HINT BRING GROSS AMOUNTS IN AS CURRENCY DATA TYPE TO ALLOW FOR NEGATIVE NUMBERS NWDUG 2001

New Table Created Colleague data now in a new Access Table One time only setup required to create your saved specs if you use Text method Each time you refresh your data from Colleague the old table is overwritten NWDUG 2001

STEP #3 CREATE REFORMATTED TABLE FOR CURRENT DATA NWDUG 2001

Break Apart GL Account Arrives from Colleague Fund = 10 Function = 64 Unit = 2356 Object = 6110 NWDUG 2001

Using Make Table Query Define Fund Define Function Define Unit Define Object fund: Mid([general ledger],1,2) function: Mid([general ledger],3,2) unit: Mid([general ledger],5,4) object: Mid([general ledger],9,4) NWDUG 2001

Run Make Table Query Use all the fields you brought in from Colleague Add the new fields you create to reformat the G/L Account Number Call the new table a different name Run this Query each time you refresh Colleague Data (!) button NWDUG 2001

ONE TIME ONLY CREATE YOUR MAKE TABLE QUERY ONCE ONLY THEN USE IT EACH TIME YOU IMPORT NWDUG 2001

STEP #4 LINK YOUR TABLES TOGETHER IN A QUERY NWDUG 2001

Creating Your Query Use NEW/”Simple Query Wizard” to link your tables and identify all the fields you’d like to query OR Use DESIGN/Query drop down box and add your tables and join them together using click/drag then identify all the fields you’d like to query NWDUG 2001

Joining Tables in Access NWDUG 2001

Add All Fields to Your Query Add all the information you have to your new query EG Object from the table you made and Object Description from the Object Table “6110”“CUPE” NWDUG 2001

Use Mouse to Add Files NWDUG 2001 Drag down the fields

Save to Name Your Query This will be the query you use to answer all your Ad Hoc Requests For Example, call it “Payroll Records” NWDUG 2001

STEP #5 WRITE SOME SIMPLE REPORTS NWDUG 2001

Creating Your Report Use NEW/”Report Wizard” to use your Query and identify all the fields you’d like to report and where to sort and total AND/OR Use DESIGN /”Design View” and create your report from your query NWDUG 2001

STEP #6 DEFINE YOUR CRITERIA TO ANSWER AD HOC NEEDS NWDUG 2001

Who is paying Tom Cruise? In your Payroll Records Query, define the criteria for Field Colleague ID as “11278” OR, define the criteria for Field Surname as “Cruise” Run your report. NWDUG 2001

Enter your search criteria NWDUG 2001 Enter name for that field

SAMPLE REPORT NWDUG 2001

Who is being paid from this G/L? In your query, define the criteria for Field UNIT as “1069” Run your report. NWDUG 2001

SAMPLE REPORT NWDUG 2001

STEP #7 CREATE STANDARD REPORTS FOR END USERS NWDUG 2001

Who has been paid this year? No criteria is necessary, show all records Create a new report by copying the 1st one Sort by Function/Schools Remove the details from your report Show summaries only NWDUG 2001

SAMPLE REPORT NWDUG 2001

What is the Total Fiscal Payroll? No criteria is necessary, show all records Create a new report using Report Wizard Sort by Fund, Function or Object to show various looks at the data Show summaries only NWDUG 2001

SAMPLE REPORT NWDUG 2001

Mailing Reports to Departments Put your selection criteria in your query Run the report to check File/Save as “Rich Text Format” (.rtf) to Department (attachment) NWDUG 2001

HELPFUL HINT (GOTCHA) Journel Entries in CF must be matched with EPAJ entries in Payroll to maintain accuracy NWDUG 2001

EPAJ entries show “corrections” NWDUG 2001 GL Acct NoAmount , , Must equal zero --> 0.00

Another Application Same Technique Y-T-D Actuals - Same as GLBR IT Staff wrote Extract for us Simple to Produce - Easy to Read Colleague Report - Access Presentation NWDUG 2001

SAMPLE REPORT NWDUG 2001

Questions?