my|CalPERS Employer Reports (Cognos) Student Guide · PDF fileEmployer Reports Overview 2 my|CalPERS System Access Administration 4 Commonly Used Reports 7 Scenario 1: Navigate through

my|CalPERS Employer Reports (Cognos) Student Guide

March 16, 2018

March 16, 2018 Page 1 of 41

Employer Reports (Cognos) my|CalPERS generates reports using IBM Cognos software. Cognos queries your agency’s data in my|CalPERS and generates reports in multiple formats using criteria that you choose.

Disclaimer

As a security safeguard, business partner and participant information has been masked within the figures in this procedure guide.

Training Opportunities

Prior to taking a my|CalPERS System Training instructor-led class, new users should review the Introduction to my|CalPERS for Business Partners guide and have attended a Business Rules training class.

Business Rules

This student guide does not include business rules. Attend a business rules training class or review business rules online training for the simplified explanation of laws defined by California Public Employees’ Retirement Law (PERL).

https://www.calpers.ca.gov/docs/mycalpers-intro-for-business-partners.pdf


Contents

Topic Page

Scenario 1: Navigate through Cognos 3

Scenario 2: Run & View Reports 5

Scenario 3: Cognos Tools 6

Scenario 4: Report View 8

Scenario 5: Run Reports in Different Formats 10

Scenario 6: Folders 12

Scenario 7: Set and Disable Schedules 16

Scenario 8: Future Reports 20

Scenario 9: Create Password Protected PDF Report 23

Scenario 10: Manage Folders & Reports 27

Employer Reports Overview 30

System Access Administration 31

Commonly Used Reports 32

CalPERS Resources and Contacts 39


Scenario 1: Navigate Through Cognos

Step Actions

Step 1 From the home page, select Common Tasks from the left-side navigation.

Step 2 Select the Reports link.

Step 3 Select the My home or IBM Cognos Content icon in the Cognos window.

Step 4 Select the PSR REPORTS ENV98 link.

Step 5 Use the Next Page button to advance one page forward.

Step 6 Use the Last Page button to advance to the last page of reports.

Step 7 Use the Previous Page button to advance back one page.

Step 8 Use the First Page button to advance to the first page of reports.

Step 9 Change the Display Entries To/From Number box amounts and select the Go To

button to see additional entries per page.

Step 10 Select the Sort icon next to Name or Modified column headings to sort reports in ascending or descending order.

Step 11 Search for reports by entering the report name in the Search field.


Step 12 Select the Search icon.

Step 13 Select the Refresh icon to refresh the current page.

Step 14 Select the Home icon to return to the Public Folders page.

Step 15 Select the Return icon to return to the previous page you were on.

Step 16 Select the Details View icon to display the description of the folder or report.

You have completed this scenario.


Scenario 2: Run and View Reports

Scenario

You will locate, run, and view reports in different formats.

Step Actions



Step 3 Select the My home or IBM Cognos Content icon from the Cognos window.


Step 5 Locate the desired report.

Step 6 Select the link for the report.

Step 7 Complete the report criteria.

Step 8 Select the Finish button.

Step 9 Do you want to view the report in a different format?

If… Then…

Yes Continue to step 10

No You have completed this scenario

Step 10 Select the Format icon located near the top right corner of the page.

Step 11 Select the desired format.



Scenario 3: Cognos Tools

Scenario

You will select the different Cognos tool icons to view their functionality.

System Logic

Tool Icon/Link Functionality Set properties

Specifies the report properties set by CalPERS. Users can rename item.

Run with options

Run the report in different or multiple formats, specify when the report will run and where the report will be saved

Schedule

View, set or disable a schedule for a report in the My Folders tab

More…

Provides access to the tools listed below

View report output versions

View the output versions of a report that is saved in the My Folders tab

View my permissions

View your access permissions of a report

View Run History

View the run history of reports scheduled to run in the background

Copy

Copy a report or folder that is saved within the My Folders tab

Create a shortcut to this entry

Create a shortcut of a report within the My Folders tab

Create a report view of this report

Rename a report and save it in the My Folders tab

Please do not use this option

This is a disabled option and may not be viewable on all browsers.


Step Actions






Step 6 Select the Set properties icon for the desired report.

Step 7 Select the Close button.


Step 9 Select the Run with options icon for the desired report.

Step 10 Select the Cancel button.


Step 12 Select the Schedule icon for the desired report.

Step 13 Select the Close button.

Step 14 Locate the desired report and select the More… link for the desired report.

Step 15 Select the Cancel button.



Scenario 4: Report View

Scenario

You will use the Create a report view of this report link, rename the report, and save the report in your My Folders tab.

Step Actions

Step 1 From the home page, select the Common Tasks from left-side navigation.





Step 6 Locate the desired report and select the More… link for the desired report.

Step 7 Within the Perform an action page, select the Create a report view of this report… link.


Step 8 Confirm or update the Name, Description, and/or Screen tip fields.

Step 9 Where do you want to save this report?

If… Then…

My Folders Select the My Folders link and skip to step 12

Another Location

Select the Select another location… link and continue to step 10

Step 10 Select the location within the pathway.

Step 11 Select the OK button.



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Scenario 5: Run Reports in Different Formats

Step Actions






Step 6 Select the Run with Options icon for the desired report.

Step 7 Select the appropriate option from the Format drop-down list.

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Step 8 Select the Run button.

Step 9 Enter or select the report criteria.



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Scenario 6: Folders

Scenario

You will create folders in the My Folders tab and will utilize the different features in Cognos that allow the user to modify folders.

System Logic

Folders and entries located within the My Folders tab are specific to the user.

Step Actions





Step 5 Select the My Folders tab.

Step 6 Select the New Folder icon in the upper right corner.

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Step 7 Confirm or update the Name, Description, and/or Screen tip fields.

Step 8 Where do you want to save this folder?

If… Then…


Another Location


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Add a New Sub-Folder Step 12 Select the link for the folder where you want to add a sub-folder.

Step 13 Repeat steps 6-11.

Copy an Item Step 14 Locate the item you wish to copy.

Step 15 Select the More… link for the item you want to copy.

Step 16 Select the Copy… link.

Step 17 Repeat steps 7-11.

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Delete an Item Step 18 Locate the item you wish to delete.

Step 19 Select the checkbox to the left of the item.

Step 20 Select the Delete icon.


Move an Item Step 22 Locate the item you wish to move.

Step 23 Select the More… link associated with the item.

Step 24 Select the Move… link.

Step 25 Select the location within the pathway where you wish to move the item.



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Scenario 7: Set and Disable Schedules

Scenario

You will run a report, save it within your My Folders tab, and set and disable a schedule.

System Logic

In order to set a schedule to a report, it must first be run and saved within the My Folders tab. The criteria that were used to run the original report will remain the same when the schedule runs. Only one schedule can be associated with each entry.

Step Actions

Step 1 From the home page select Common Tasks from the left-side navigation.






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Step 7 Select the advanced options link at the top right corner of the page.

Step 8 When do you want the report to run?

If… Then…

Now Skip to step 10

Later Continue to step 9

Step 9 Select the Later radio button.

Step 10 Complete the Date and Time fields of when you wish the report to run.

Step 11 Within the Options section, Formats subsection, select the appropriate format(s) you wish to generate the report in.

Step 12 Do you wish to rename and/or save the report in a different location?

If… Then…


No Skip to step 18

Step 13 In the Options section, Delivery subsection, select the Edit the options… link.

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Step 14 In the Name field, rename the entry.

If… Then…


Another Location






Select the Report Criteria Step 19 Complete the report criteria.



Set a Schedule Step 22 Navigate to the My Folders tab.

Step 23 Locate the entry you want to set a schedule.

Step 24 Select the Schedule icon associated to the entry.

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Step 25 Within the Frequency section, complete the desired schedule frequency, start date and time and/or an end date and time.


Disable a Schedule Step 27 Navigate to the My Folders tab.

Step 28 Locate the entry you want to disable a schedule.

Step 29 Select the Schedule icon associated to the entry.

Step 30 Select the Disable the schedule checkbox.



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Scenario 8: Future Reports

Scenario

You will set a report to run at a later date and time.

Step Actions








Step 8 Under the Run in the background section, select the Later radio button.

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Step 9 Complete the Date and Time fields of when you want the report to run.

Step 10 Do you wish to rename and/or save the report to a different location?

If… Then…


No Skip to step 16



Step 13 Where do you wish to save this report?

If… Then…


Another Location



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Select Report Criteria Step 18 Enter or select the report criteria.




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Scenario 9: Create a Password Protected PDF Report

System Logic

Within Cognos, PDF is the only format that allows a password.

Step Actions








Step 8 Within the Time and mode section, select the Run in the background radio button.

Step 9 When do you want to run the report?

If… Then…

Now Skip to step 12

Later Continue to step 10

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Step 10 Under the Run in the background section, select the Later radio button.

Step 11 Complete the Date and Time fields of when you want the report to run.

Step 12 Within the Options section, Format subsection, uncheck the HTML checkbox and select the checkbox for PDF.

Step 13 Do you want to set password protection?

If… Then…


No Skip to step 18

Set Password Protection Step 14 Select the Set… link.

Step 15 Check the Requires a password to open the report and/or Requires a password to access options checkboxes.

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Step 16 Within the Password and Confirm Password fields, enter the same password.


Delivery Subsection Step 18 Do you wish to rename and/or save the report in a different location?

If… Then…


No Skip to step 24



Step 21 Where do you wish o save this report?

If… Then…


Another Location






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Select Report Criteria Step 26 Enter or select the report criteria.




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Scenario 10: Manage Folders and Reports

Scenario

You will arrange the items located within the My Folders tab and rename an item.

Step Actions





Step 5 Select the My Folders tab.

Step 6 Select the Order icon.

Step 7 Select the item(s) you wish to order.

Step 8 Use the green right arrow icon to move the item(s) to the right column.

Step 9 Use the green left arrow icon to move the item(s) to the left column.

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Step 10 Use the green double right arrow icon to move all items to the right column.

Step 11 Use the green double left arrow icon to move all items to the left column.

Step 12 Use the Up link to move the item(s) up one spot.

Step 13 Use the Down link to move the item(s) down one spot.

Step 14 Use the To top link to move the item(s) to the top of the column.

Step 15 Use the To bottom link to move the item(s) to the top of the column.


Rename Folders and Reports Step 17 Locate the desired item within the My Folders tab.

Step 18 Select the More… link for the desired item.

Step 19 Select the Set properties button.

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Step 20 Modify the name of the item.



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Employer Reports Overview Before you use Cognos to generate reports within my|CalPERS, you’ll need to ensure the following:

• You have the proper user roles to run the report you need • The report you want to run is available • Your web browser is configured properly to allow Cognos to function properly

my|CalPERS Employer Reports (Cognos) Page

my|CalPERS Employer Reports (Cognos) page

Pathway: CalPERS website > Employers > my|CalPERS Technical Requirements > my|CalPERS Employer Reports (Cognos)

The my|CalPERS Employer Reports (Cognos) page provides a listing of reports, an example and description of each report, the user role needed to generate the report, and the status of each report.

my|CalPERS Cognos Reports Browser Requirements

my|CalPERS Cognos Reports Browser Requirements

Pathway: CalPERS website > Employers > my|CalPERS Technical Requirements > my|CalPERS Employer Reports (Cognos) > my|CalPERS Cognos Reports Browser Requirements

Internet Explorer may need to be configured in order to successfully generate Cognos reports. It may also need to be reconfigured if updated.

Report Formats

Cognos provides a variety of formats for generating reports. Not all formats listed below are available for all reports:

• HTML (default) • PDF • Excel 2007 • Excel 2007 Data • Excel 2002 • Delimited text (CSV) • XML

https://www.calpers.ca.gov/page/employers/mycalpers-technical-requirements/employer-reports

https://www.calpers.ca.gov/docs/cognos-browser-req.pdf

March 16, 2018 Page 31 of 41

System Access Administration

A System Access Administrator (SAA) serves a critical role for your agency, with the responsibility to maintain access to your agency’s my|CalPERS account.

SAA responsibilities include:

• Maintain agency contacts, contact types, primary contacts and system privileges/user roles • Maintain accurate agency contact information • Deactivate and reactivate user accounts • Identify additional SAAs for your agency • Reset user passwords and update usernames • Create business partner relationships

System Access Administration Resources

System Access Administrators page

Pathway: CalPERS website > Employers > my|CalPERS Technical Requirements > System Access Administrators

my|CalPERS System Access Administration Student Guide

Pathway: CalPERS website > Employers > my|CalPERS Technical Requirements > System Access Administrators > my|CalPERS System Access Administration Student Guide

my|CalPERS System Privileges for Business Partner Roles

Pathway: CalPERS website > Employers > my|CalPERS Technical Requirements > System Access Administrators > Resources: my|CalPERS System Privileges for Business Partner Roles

https://www.calpers.ca.gov/page/employers/mycalpers-technical-requirements/system-access-administrators

https://www.calpers.ca.gov/docs/mycalpers-system-access-admin.pdf

https://www.calpers.ca.gov/docs/system-privileges.pdf

March 16, 2018 Page 32 of 41

Commonly Used Reports

Introduction

In this section, you will learn about commonly used Cognos reports, including the criteria used to generate the report, an example of each generated report, and suggested uses. The reports are grouped by their type; Benefits, Contributions, Enrollment, Financials, and Health.

Contents

Topic Page

Benefits 33

Contributions 34

Enrollment 35

Financials 36

Health 37

Retirement Contracts 38

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Benefits

Benefit Recipients by Employer Report

This report provides a listing of all the benefit recipients (including beneficiaries and survivors) whose benefits are funded by the employer. The report provides a listing of benefit recipients, their mailing addresses and their gross benefit amounts.

Participant Undeliverable Address Report

This report provides a listing of all the active employees whose addresses are marked as undeliverable or do not have an address on file. When mail is returned to CalPERS, and marked as undeliverable.

Retired Annuitant Hours Worked Report

This report provides a listing of Retired Annuitants (RAs) with active appointments within your agency during the date range selected. The report provides the total hours worked within your agency and all other CalPERS agencies.

We suggest running this report with a start date as the beginning of the fiscal year (July 1) and an end date as the last day of the fiscal year (June 30). For example, July 1, 2017 (start date) and June 30, 2018 (end date).

Retirement Planning for PAS Report

This report is only for public agencies and schools and provides a listing of active and inactive employees age 45 and older with 5 or more years of total service credit. The report aids employers in planning for turnover and succession, and providing retirement planning information to the appropriate employees.

March 16, 2018 Page 34 of 41

Contributions

Contribution Summary for a Fiscal Year Report

This report provides a summary of the contributions from posted payroll records for the selected fiscal year. This report can be used to reconcile posted payroll, Service Credit earnings, and Annual Member Statements.

For a detailed list of posted contributions by pay period and employee, run the Contribution Posted Detail Report or select the Earned Period/Adjustment Date link.

Reported member Detail and Summary Reports

These reports display a list of your agency employees and their reported earnings and contributions. This report can be used to reconcile posted payroll and Annual Member Statements.

For additional details about an employee, select their CalPERS ID link. The Reported Member Detail Report will display the pay period begin and end dates, pay rate, contributions (taxed, taxed deferred, employer paid, etc.), and special compensation (category, type and amount).

March 16, 2018 Page 35 of 41

Enrollment

Participant Appointment Details Report

This report provides a list of employees with an appointment start date within the specified date range. Employers can use this report to review appointments and reconcile membership/start dates.

Participant Pension Enrollment Data Report

This report lists all active employees enrollment data, including their enrollment levels as of the date entered. Employers can use this report to reconcile their active/separated appointments and review the enrollment level, pension formula, and/or contribution rates for their employees.

March 16, 2018 Page 36 of 41

Financials

Arrears Receivable Detail and Summary Reports

This report provides a detailed list of individual member receivables created for mandatory arrears and Government Code 20283 arrears. Employers can use this report to verify which employee(s) are included in the receivable invoice.

Replacement Benefit Fund (RBF) Invoice Detail Report

This report provides a listing of Replacement Benefit Fund (RBF) participants (payee) and the benefit amount that corresponds to the invoice number specified in the criteria. RBF relates to Internal Revenue Service code 415 (IRC 415).

March 16, 2018 Page 37 of 41

Health

Employer Health Enrollee Report

This report provides a list of the subscribers and their dependents enrolled in a CalPERS health plan as of the specified date entered in the criteria.

Employers can use this report to:

• Complete Affordable Care Act documents • Reconcile health bills • View health eligibility address (employer or personal) • Dependent 26 year old cancellation date • Identify dependents in the system without a SSN

Health Subscriber PA Billing Report

This report provides a complete list of the subscribers included on your monthly health statement for the specified billing cycle. To assist in the reconciliation process, the Payment Type column indicates if the premium is ongoing or an adjustment.

March 16, 2018 Page 38 of 41

Retirement Contracts

Business Partner Information Report

This report provides a list of all agency appointments. The list includes the employee name, CalPERS ID, member category, CBU, position title, appointment status (permanently separated or active), and appointment effective date.

Contract Detail Report

This report provides a list of your agency contract provisions, exclusions, and resolution details.

March 16, 2018 Page 39 of 41

CalPERS Resources and Contacts

Contents

Topic Page

CalPERS Resources 40

CalPERS Contacts 41

March 16, 2018 Page 40 of 41

CalPERS Resources

Introduction Obtain more information by visiting the CalPERS website at www.calpers.ca.gov.

Resources Links • my|CalPERS Student Guides

Pathway: CalPERS website > Employers > I Want To…: Find my|CalPERS Student Guides • Online Classes for Employers

Pathway: CalPERS website > Employers > I Want To… : Find my|CalPERS Student Guides > Online Classes for Employers

• Employer Education Schedule Pathway: CalPERS website > Employers > I Want To… : Find my|CalPERS Student Guides > Employer Education Schedule

• my|CalPERS Technical Requirements Pathway: CalPERS website > Employers > my|CalPERS Technical Requirements

• CalPERS Public Agency & Schools Reference Guide Pathway: CalPERS website > Employers > Policies & Procedures > Reference & Health Guides > Public Agency & Schools Reference Guide

• Circular Letters - CalPERS Pathway: CalPERS website > Employers > Policies & Procedures > Circular Letters

• California Public Employees' Retirement Law (PERL) Pathway: CalPERS website > About > Laws & Regulations > California Public Employees’ Retirement Law (PERL)

http://www.calpers.ca.gov/

https://www.calpers.ca.gov/page/education-center/employer-education/employer-training-classes/mycalpers-student-guides

https://www.calpers.ca.gov/docs/online-classes-for-employers.pdf

https://www.calpers.ca.gov/docs/employer-education-schedule.pdf

https://www.calpers.ca.gov/page/employers/mycalpers-technical-requirements

https://www.calpers.ca.gov/docs/forms-publications/pas-ref-guide.pdf

https://www.calpers.ca.gov/page/employers/policies-and-procedures/circular-letters

https://www.calpers.ca.gov/page/about/laws-regulations/public-employees-retirement-law

March 16, 2018 Page 41 of 41

CalPERS Contacts

Contact CalPERS via Email • To contact employer educators for questions and requests, email

[email protected]

• To contact the Employer Response Team for assistance with your most critical, complex, or time-sensitive issues, email [email protected]

Contact CalPERS by Phone or Fax You can reach CalPERS at 888 CalPERS (or 888-225-7377), Monday through Friday, 8:00 a.m. to 5:00 p.m., except on state holidays.

• TTY: (877) 249-7442 (This number does not accept voice calls) • CalPERS centralized fax number: (800) 959-6545 • Employer Response Team phone number: (800) 253-4594

Submit Inquiry You can send secure messages through my|CalPERS. Expand the Common Tasks left side navigation folder, and select the Submit Injury link to submit a question or request.

mailto:[email protected]

mailto:[email protected]

Documents

my|CalPERS Employer Reports (Cognos) Student Guide · PDF fileEmployer Reports Overview 2 my|CalPERS System Access Administration 4 Commonly Used Reports 7 Scenario 1: Navigate through