REPORT WRITING · Shared Services SA - CHRIS 21 Reports Page 6 of 67 2. CHRIS 21 REPORTS There are three (3) types of reporting tools available to users of CHRIS 21 and HR21. Type

REPORT WRITING Create a New Report

Publish a Report

Create a Mail Merge Document

Copy and Edit an Existing Report

Filter Designer

CHRIS 21 Training Document

CHRIS 21 Project, Training

30 March 2017

V1.9F

Shared Services SA - Introduction

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CONTENTS

1. INTRODUCTION........................................................................................................................ 5

1.1 ABOUT THE TRAINING MODULE ..................................................................................................................... 5

1.2 ASSESSMENT TASKS ...................................................................................................................................... 5

1.3 PRE-REQUISITES ............................................................................................................................................. 5

1.4 WHO SHOULD USE IT ...................................................................................................................................... 5

1.5 LEARNING OUTCOME ...................................................................................................................................... 5

2. CHRIS 21 REPORTS ................................................................................................................. 6

3. REPORT DESIGNER ................................................................................................................ 7

3.1 REPORT DESIGNER INTERFACE .................................................................................................................... 7

3.2 ACCESS EXISTING DESIGNER REPORTS ..................................................................................................... 8

3.3 PLANNING A NEW REPORT........................................................................................................................... 10

3.4 CREATE A REPORT ........................................................................................................................................ 11

3.5 ADD FIELDS TO THE REPORT ...................................................................................................................... 13

3.6 APPLY MODIFICATIONS TO THE SELECTED FIELDS ................................................................................. 18

3.7 DEFINE THE REPORT SELECTION CRITERIA ............................................................................................. 21

3.8 SORTING THE REPORT ................................................................................................................................. 26

3.9 SETTING THE REPORT OPTIONS ................................................................................................................. 29

4. PUBLISH A REPORT .............................................................................................................. 35

4.1 REPORT OUTPUT TYPES .............................................................................................................................. 35

4.2 PREVIEW REPORT ......................................................................................................................................... 37

4.3 PUBLISH REPORT TO WORD ........................................................................................................................ 38

4.4 PUBLISH REPORT TO EXCEL ........................................................................................................................ 39

4.5 PUBLISH REPORT TO EXCEL – DEFINE COLUMN DATA FORMAT ........................................................... 40

4.6 PUBLISH REPORT TO EMAIL......................................................................................................................... 43

4.7 SAVE REPORT OUTPUT TO PERSONAL FOLDER LOCATION ................................................................... 44

4.8 PUBLISH REPORT TO PDF ............................................................................................................................ 46

4.9 SCHEDULE A REPORT RECURRENCE ........................................................................................................ 47

5. COPY AND EDIT AN EXISTING REPORT .............................................................................. 51

5.1 COPY AN EXISTING REPORT ........................................................................................................................ 51

5.2 EDIT AN EXISTING REPORT .......................................................................................................................... 53

5.3 DELETE A REPORT ........................................................................................................................................ 53

6. FILTER DESIGNER ................................................................................................................. 56

6.1 CREATE A FILTER USING FILTER DESIGNER ............................................................................................. 56

6.2 ADDITIONAL FILTER FUNCTIONS ................................................................................................................. 61

7. CREATE A MAIL MERGE DOCUMENT .................................................................................. 63

7.1 CREATE A REPORT ........................................................................................................................................ 63

7.2 CREATE THE MAIL MERGE LETTER ............................................................................................................. 64


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TRAINING DOCUMENT LEGEND

Important Information

Scenarios

Warning

Learning Activities

Assessment Activities


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1. INTRODUCTION

1.1 ABOUT THE TRAINING MODULE

The key features of this training program are:

Create Reports

Publish Reports

Create a Mail Merge Document

Copy and Edit Reports

Create a Filter using Filter Designer

Learning completed as a facilitated session or as a self-paced learning module.

1.2 ASSESSMENT TASKS

Assessments provide an opportunity to apply your new skills and knowledge to solve workplace tasks.

Assessments for this Training Module are located in the Assessment Guide.

Learning Activities found throughout the Training Document reinforce understanding of key points and information.

1.3 PRE-REQUISITES

Complete CHRIS 21 Navigation training prior to the commencement of this unit.

1.4 WHO SHOULD USE IT

This guide is for all staff that creates, edit and publish Reports.

1.5 LEARNING OUTCOME

The following performance criteria must be met in order for competency to be achieved for this Training Module.

By the end of this Training Module, learners will be able to:

Task/Content Learning Outcomes

Report Writing Create a new report using Report Designer

Publish a report

Create a Mail Merge document using Report Designer

Copy an existing report

Edit an existing report

Create a new Filter using Filter Designer

Shared Services SA - CHRIS 21 Reports

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2. CHRIS 21 REPORTS There are three (3) types of reporting tools available to users of CHRIS 21 and HR21.

Type of Reporting Description

Payrun Output Reports

Reports run overnight by Frontier, ready for access by Payroll Services the next day.

Adhoc Reports Adhoc reports are available on request from HRMS.

Report Designer The types of reports created using Report Designer can range from production reports that managers may base decisions on, to ad hoc reports needed to answer informatively unexpected queries.

Before using Report Designer for a report, consider whether other options meet your reporting needs, for example WebFocus Reports in HR21.

This training module focuses on creating reports using Report Designer.

Learnings from creating a report using the Report Designer cross over seamlessly to creating complex filtering using the Filter Designer. Please refer to page 56 for the steps on how to use the Filter Designer.

The Report Designer and Filter Designer tools are only available from the Reporting profile.

Shared Services SA - Report Designer

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3. REPORT DESIGNER

3.1 REPORT DESIGNER INTERFACE

The Report Designer is the interface to open an existing report or to create a new report.

To open Report Designer complete the following steps.

1. On the toolbar, click Report Designer icon.

Alternatively, open Report Designer via the Menu Bar, select Tools > Report Designer.

The Report Designer Window opens presenting a summary list of all the available reports.


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3.2 ACCESS EXISTING DESIGNER REPORTS

To open a report, double click on the report from the list.

If the required report is not visible, use the scroll bar arrows to scroll the list of reports.

2. Use Ctrl + F (Find) to search for and locate report titled TRAINEG.

There are a number of alternative options to locate a report in instances where the report name is forgotten, they are:

Search using the first few characters, e.g. TRA

Search by Owner using the Filter (Ctrl + I)

3. Double click on report to open.

4. Click Finish to close the report and return to the Choose Design tab.


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5. Click to close the Report Designer window.


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3.3 PLANNING A NEW REPORT

The most important step in creating a new report is to plan!

Before commencing a new report, define clearly the fields from CHRIS 21 to include, specify the criteria, and determine the sort order and by what means intend to publish the report.

The process flow demonstrates the steps to create a new report using Report Designer (or Filter Designer).

Plan Description Selection Sorting Options

From which screens

Name the report Define the criteria for the report output

Set sorting options Save for future access

What fields to include

Add fields to the report

Ascending or Descending

Preview data to check meets criteria and format

Displayed or hidden

Page Breaks Publish

Show code and or translation

Copy and edit to update parameters

Plan Description Selection Sorting Output


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3.4 CREATE A REPORT

SCENARIO 1 – WRITE A NEW REPORT

Payroll Processing has received a request from an Agency to run a report over all the timesheet entries for an employee since a certain date.

Employee Number: XXXXXXX (choose an appropriate employee number)

Since Date: 1 July 2015

The table below lists the screens, fields, selection criteria and sort order to use for creating the report.

What? Content Which? Selection Criteria How? Sort Order

Field Screen Name Screen ID

Employee Number

Details DET

Employee Number equals XXXXXXX

Employee Number (Translation)

Date

Timesheet TIM

Greater or Equal to 01/07/2015

Ascending

Sequence Not equal to any sequence number beginning with 5

Ascending

Code

Hours

Rate

Amount Calculated Field

Average Hours/Week

Position POS

1. Click Report Designer.

2. Click New (Ctrl + N).


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3. From the Description tab, complete the report Name, Title and a brief description fields as follows.

* Denotes a mandatory field

Field Description

* Name Type report name (maximum 8 characters)

Using initials in the name, helps with searching (Ctrl + F) for a report from the Choose Design tab.

* Title Type report title (maximum 50 characters)

Description Type description explaining the report purpose / outcome


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3.5 ADD FIELDS TO THE REPORT

The Field Chooser replicates the CHRIS 21 screens.

4. Click Field Chooser.

5. From Details (DET) double click on the Details fields required, in-turn displays in Content bar.

Field Action Required

Employee Number Double click field to add to the Content bar.

Employee Number Double click field to add to the Content bar. The additional employee number is translated to show the Surname and Initial, refer to Apply Modifications to the Selected Fields.


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Alternatively, drag and drop the field to the Content section.

The Employee Number field can be selected from any screen that has a relationship with the

Employee Number, e.g. ALW (Allowance), DED (Deduction), POS (Position) etc.

Navigate the Field Chooser screen-using F6 to display the Go To window and type in the screen

required, e.g. TIM (Timesheets).

6. Navigate to Timesheets (TIM) using F6.

To add multiple fields from a screen at the same time:

Hold down Shift key

Click on all required fields

Drag and Drop to the Content bar


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7. From Timesheets (TIM) double click on the Timesheets fields required, in-turn displays in Content bar.


Date Double click the field or drag and drop to the Content bar

Sequence Double click the field

Code Double click the field

Hours Double click the field

Rate Double click the field

Amount Double click the field

8. Navigate to Position (POS) using F6.


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9. From Position (POS) double click on the Position fields required, in-turn displays in Content bar.


Average Hours/Week Double click the field or drag and drop to the Content bar

To view hidden fields, i.e. fields not displayed on the Form (screen), click the All Fields tab.

Follow the step below to add the employee’s Age field - hidden field on the Details (DET) screen.

10. From Position (POS) click All Fields tab.


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Searching the All Fields tab can be performed from any screen, and does not require the screen of

the hidden field selected in the Field Chooser, for example; from POS a search for the Age field

(resides in Details (DET)) can be performed.

11. To locate the Age field use Ctrl +F (Find), and type DET in the Field Code, and then Enter.

12. In the Field Name column, locate the DET AGE field and double click to include.


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3.6 APPLY MODIFICATIONS TO THE SELECTED FIELDS

To delete a field from the Content bar, complete the steps below.

13. Right click on Age field in Content bar.

14. Select Delete.

Translation displays the field translation where available, e.g., the translation of an Employee Number is the Employee's surname and initials.

To display a field translation, complete the steps below.

15. Right click on Employee Number field.

16. Select Translation.


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To change the name of a field heading to a more meaningful name on the report and to adjust the column width, complete the steps following.

17. Right click on Code field.

18. From drop-down menu, select Display.

19. Heading defaults to Code, change to TIM Code.

20. Display Length defaults to 4, change to 8.

21. Click OK.

To display a total for a numeric field column, complete the steps following.

22. Right click on Amount field.

23. Select Total.


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The File option controls the records to display for Date fields, Number of Records and File Linking in the report. To change a field’s File options, complete the steps following.

24. Right click on the Average Hours/Week field.

25. From drop-down menu, select File.

26. The Records To Display option defaults to As At Date - change to Current.

27. Click OK.

28. Click Next to move to the Selection tab.


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3.7 DEFINE THE REPORT SELECTION CRITERIA

The defining of the selection criteria for the report output takes place on the Selection tab. It is possible to include up to fourteen (14) selection criteria in the one report.

When building a report where the expected number of rows returned is significant, including selection criteria is necessary to portion the results. For example when building a report to extract an entire table of information, such as PTA or ANS, include at least one selection criteria to breakdown the report into smaller outputs.

The base for producing the report output is to define Field data that is relative to a specified Condition for a Value, e.g. field data is greater than, equal to or not equal to a specified value.

Field identifies specific data to filter by, for example Employee Number, Date etc.

Condition specifies field data to return, for example; Equals, Greater Than etc.

Value specifies specific data to return, based on the Field and Condition, e.g. date, amount, numerical value etc.

A valid condition and associated value may be one of the following examples.

Field Condition Value Data Returned

Date Equals 01/07/2015 All records that equal 01/7/2015

Date Greater Than 01/07/2015 All records greater than the 01/07/2015

Date Greater or Equal 01/07/2015 All records greater or equal to 01/07/2015

Date Less Than 01/07/2015 All records less than the 01/07/2015

Date Less or Equal 01/07/2015 All records less than or equal to 01/07/2015

Date Not Equal 01/07/2015 All records not equalling 01/07/2015

Date Not Present blank All employees with no date

To broaden the scope of the test, incorporate the following valid wild card characters.

Wild Cards Purpose Example

Question Mark (?) Single character substitution SM?TH finds SMITH, SMYTH, SMATH

Asterisk (*) Multiple-character substitution SMITH* finds SMITH, SMITHIE, SMITHLAND

Text after an asterisk AB*1*

Return results begin with AB and end with the character 1

AB022341

Asterisk before and after text

*Administration*

Return results where “Details” forms any part of the name

Administration Officer, Administration Clerk etc.


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Where a report has more than one selection criteria, the additional lines must connect using the Boolean operators AND / OR / BOR (Bracketed OR) as per the following examples:

Field Condition Value Connector

Commencement Date Greater or Equal 01/07/2015 AND

Department Equals C7 (DPC)

This example reports all the employees who commenced in the organisation from 01/07/2015 who work in Department C7 (DPC).



Department Equals C7 (DPC) OR

Department Equals B4 (DCS) OR

Department Equals C1 (DPTI)

This example reports all the employees who commenced in the organisation from 01/07/2015 who work in Department C7 (DPC). The report will also list all staff employed in Department B4 (DCS) and Department C1 (DPTI).



Department Equals C7 (DPC) BOR

Department Equals B4 (DCS) BOR

Department Equals C1 (DPTI)

This example reports all the employees who commenced in the organisation from 01/07/2015 who work in EITHER (BOR) Department C7 (DPC), Department B4 (DCS) or Department C1 (DPTI).


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Specify the conditions for the report as follows, starting with Employee Number field.

29. Complete the Employee Number row as follows, starting with drag-dropping field into the first row.


Employee Number Defaults to Equals Type employee number Select AND from options list

If creating a report for ongoing use, leave the value field blank. This action will force the user to input the value each time he or she runs the report.


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30. Complete the Date row as follows.


Date Select Greater or equal from options list

Type date 01/07/2015 Select AND from options list

31. Complete the Sequence row as follows.


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Sequence Not equal 5* Blank

32. Click Next to move to Sorting tab.


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3.8 SORTING THE REPORT

On the Sorting tab, apply the sort order for the report output.

Alternatively when exporting to Excel (Spreadsheet) apply sort here.

Field Purpose

Field Defines the data sort by, e.g. sort by Sequence number

Ascending Sorts data in Ascending order

Descending Sorts the data in Descending order

Break Inserts a Break between each classification

New Page Inserts a New page between each classification

To specify the Sort Order, complete steps following.

33. Drag and drop required field, e.g. Sequence into the first row; Ascending automatically defaults.

34. Repeat step until all Sort fields added.

To include all fields, click Sort by Contents; Ascending automatically defaults. To change sort to Descending, click checkbox (tick) to flag.


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35. To delete a field, right click on field and select Delete this row.

To delete all fields, click Specify sort order checkbox.

To change a field Sort Order click on the field and then use the Up or down arrows. Alternatively click on the field, and drag and drop into place.

To insert a Break, complete the following.

36. Click Break checkbox (tick) against field to insert a break that separates rows of data. The example above separates Timesheets by Date.

Where a Break in a report is required, the report must be run to PDF as Excel does not capture the breaks. Follow the process to Publish Report to PDF.

If there is a requirement to perform an alpha sort by Surname, select the Surname field from the Detail (DET) screen. The alpha sorting option will not work on Employee Number translations for the Surname.


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37. Click the Next button to move to the Options tab.


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3.9 SETTING THE REPORT OPTIONS

The Options tab enables report writers to specify individual options for the report.

38. Click Advanced options to display Additional print options and Access control.

On selecting Advanced options, the displayed button name changes to Standard options.

The list below outlines some of the key options used for the publishing of the report output.

Option Purpose

Summary of totals only Displays a total only for each specified criteria

Include terminated staff Include / not include terminated staff

Line Length Specify line length

Lines per page Specify number of lines per page

Print report parameters Displays the report parameters at the beginning of the report

Print field headings Displays the technical field name

Access Control Specify access


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39. To specify the Options, complete steps following.

Option Action Required

Line Length Overtype default (80) with 256

Print Report Parameters Click checkbox (no tick) to not include the parameters page

Access control Click Allow modification by non-owners

Selecting the right Access Control for the report is important, below is an explanation of how the selection determines what a user can and cannot change.

Access Purpose

Access prohibited to non-owners Default selection.

When selected only the report owner can access, make changes or run/generate.

Disallow modification by non-owners When selected non-owners can access the report and run, however they cannot change the defined Selection, Sorting or Options.

Allow modification by non-owners When selected non-owners have no restrictions, i.e. modify defined Selection, Sorting or Options.

Click the Save as default options button to save the settings as your default report settings for all future reports.


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40. Click Run Options tab, to view publishing options. Defaults to Publish via toolbar which runs the report immediately, do not change.

41. Click Detail tab and then Finish to generate the report.

The Status Bar shows the progress.

42. The Choose Design tab displays, press F5 (Refresh) to update the Summary List and display report.

There are a number of alternative options to locate a report in instances where the report name is forgotten, they are:

Search using the first few characters, e.g. TRA

Search by Owner using the Filter (Ctrl + I)


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LEARNING ACTIVITY 1

In preparation for creating a new report, use the table to plan a report that shows all Employees

who joined the Department/Agency on or after 01/01/2017.

Include in the planning of the report:

employee number

employee name

date they joined the organisation

employee’s current classification

Date of Birth

current annual salary.

Sort the report by Agency Joined Date and ensure the current classification is current.

Plan the report using the following table, detailing the screens, fields, conditions, values and

connectors to construct the report.




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LEARNING ACTIVITY 2

The Learning Activity reinforces the requirement to determine the correct result for specified

conditions, values and connectors. Specifying these correctly is a key function in producing the

required report output.

For each example, draw or write the results that meet the condition and/or values.

Data

Field Name Values Field Name Values

SIZE Small

Medium

Large

TYPE Square

Circle

Triangle

Entries

Example

Field Condition Value And / Or Result

SIZE Equals Small

Selection 1


SIZE Equals Small AND

TYPE Equals Circle

Selection 2


SIZE Equals Small OR

TYPE Equals Circle

s s

s M M

M L L

L

s s

s


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Selection 3



TYPE Equals Circle OR

TYPE Equals Triangle

Selection 4



TYPE Equals Circle BOR

TYPE Equals Triangle

Shared Services SA - Publish a Report

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4. PUBLISH A REPORT

SCENARIO 2 – PUBLISH THE BACKPAY RECLASSIFICATION REPORT

After creating and compiling the Backpay Reclassification Report, the Agency requires a copy of the report. For this scenario, publish the report in the following formats:

Report Output Types

Publish to Word

Publish to Excel

Publish to Email

Save as a file

View As PDF

Schedule Recurrence

4.1 REPORT OUTPUT TYPES

Report Designer provides many options to publish a report immediately via the Publish menu. This is the preferred method for publishing reports.

1. If closed, open Report Designer.

2. From the list of reports, use Ctrl + F (Find) to locate report BDATE001 from previous scenario.


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3. Double click on report to open.

4. Click Publish from the menu, to view options available.

5. Click on required Publish type, to generate the report output in format selected.


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4.2 PREVIEW REPORT

It is good practice to preview the report before printing or outputting the report to other options, to ensure the report produces the required output.

1. Click Preview.


The report output opens in a Report Designer window.

2. Review the output results and presentation.

3. Click to close the report and make adjustments as needed.


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4.3 PUBLISH REPORT TO WORD

1. Click the Publish drop-down from Tool bar, to display list of format options.

2. Click Word Processor to generate report in Word.

Output displays as a .prn (Read Only) file.


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4.4 PUBLISH REPORT TO EXCEL


2. Click Spreadsheet to generate report in Excel.

3. Leave default As Text.

4. Click OK.

Where a Break in a report is required to separate rows of data, the report must be run to PDF as Excel does not capture the breaks. Follow the process to Publish Report to PDF.


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4.5 PUBLISH REPORT TO EXCEL – DEFINE COLUMN DATA FORMAT

When running most reports the default data type, As Text, will suffice. When, for example, a phone number will not display with a leading zero, there are steps in the report running process to change the format of the data. The process can be used to change other column data formats, such as date.

1. Click from the Toolbar.

2. The Report Designer window displays. The Choose Design tab is visible.

3. Select required report and press Enter. Alternatively double click on report to open.

4. Click the arrow to select the report output as spreadsheet.


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5. Click Using the columns wizard.

6. Click OK.


The Convert Text to Columns Wizard displays.

7. Leave the default file type as Delimited.

8. Click Next.


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9. Leave the default Delimiter set as Comma.

10. Click Next.

11. Select the column (e.g. mobile) requiring data format change.

12. Click Text radio button, to keep phone number leading zeros.

13. Click Finish.

The report output displays in a Microsoft© Excel worksheet.


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4.6 PUBLISH REPORT TO EMAIL


2. Click Email to generate report and attach to an email.

Attachment format is .txt (text).

The Email Recipients dialog box displays.

3. Complete the Email Recipients fields as follows:

A specified Email address, or multiple Email addresses, separated by semi colons (;)

A Staff Member who has their Email Address recorded on the Details (DET) screen.

Email Self.

If required, add a comment to the Email.


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4.7 SAVE REPORT OUTPUT TO PERSONAL FOLDER LOCATION


2. Click Save As … to generate report and save to personal folder location.

3. Leave Document Type default of TEXT or make a different selection.


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4. The File Name displays default folder location. Click to browse and select a different location.

5. From Publish Report As Text window, navigate and select new folder location.

6. Leave File Name default of “Report Designer” or overtype with own Report Name.

7. Click Save.

8. Returns to the Save As window, and the File Name field updated with selected folder location.

9. Click OK.


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4.8 PUBLISH REPORT TO PDF

When a report is required with data defined by Breaks, for example by Date, publishing to PDF is required to capture the breaks.


2. Click View As.

3. Choose PDF (Portable Document Format).

4. Click OK.

5. Report is produced in PDF format with a Break between rows of data.


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4.9 SCHEDULE A REPORT RECURRENCE

The Schedule option, used to generate a report for a specific date and time, to a defined output location.

Complete the following steps to schedule a report recurrence.

1. Click Run Options tab.

2. Click Schedule radio button to select option.


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3. Click and enter the Recurrence pattern, if required.

4. Save the report output using one, or more, of the following Report options:

Save Report on Report Output window

Save File on Report Output window

5. Select the desired file Format. For example: CSV. This is particularly important if you plan to email the report output.

Email output

Click and enter the Email addresses or select a Staff member, if required. Use a semi colon (;)to separate multiple email addresses, for example:

[email protected]; [email protected]

Ensure the Staff member selected has a Work Email address entered on the Details (DET). If the Staff member does not have a Work Email address, this will result in problems on the report output.

mailto:[email protected]


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6. Click Save (Ctrl + S).

7. Click Clear and Close in the Message Window displayed.

8. Close Report Designer.

9. Navigate to Scheduled Reports (SRP) using F6 and confirm report is scheduled.

To access the scheduled report output, complete steps following.

10. Open the Report Output interface.

11. Select a publishing option from the Publish Tool Bar.


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LEARNING ACTIVITY 3

Using the report plan from Learning Activity 2 (page 32); create a new report that shows all Employees who joined the Department after 01/01/2017. Include in the report, the employee number and name, the date they joined the organisation, the employee’s current classification, the Date of Birth and current annual Salary. Sort the report by commencement date.

Report Name: TRNB (training number) e.g. TRNB001

Report Title: Employees commenced after 01/01/2017

Field Action

Employee Number

Join Date

Agency

Current Classification

Current Annual Salary

Report only the employees whose commencement date is after 01/01/2017

and belong to the Department of Training Agency

Sort in Ascending order by Commencement Date

Set Line Length to 256

Include terminated employees

Amend Access Control to Allow modification by non-owners

Preview the report

Publish the report to Excel

Shared Services SA - Copy and Edit an Existing Report

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5. COPY AND EDIT AN EXISTING REPORT An existing report may meet most of your required reporting needs. If this is the case, copy the existing report and edit it to suit your requirements. This action will not affect the existing report.

5.1 COPY AN EXISTING REPORT

SCENARIO 3 – COPY AN EXISTING REPORT

Copy an existing report which has the required fields in the Content Bar for use by another user.

Report Name - TRAINEG

1. Open Report Designer.

2. Use Ctrl + F (Find) to search for report TRAINEG, then double click the report to open.

3. Click File and then Save As…


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4. In the Save As window type new Report Name e.g. TRND001.

5. Click OK.

6. The Name field displays new Report Name, update the Title and Description fields not match.


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5.2 EDIT AN EXISTING REPORT

f

SCENARIO 4 – EDIT AN EXISTING REPORT

Edit the TRND (training number) report.

Amend the Report title and Description.

Add, move or delete the following fields:

Add: PYD screen – Autopay

Add: SMN – Current Classification

Add: SMN – Fortnightly – Total the amount

Delete the field – Annual

Move the Agency field so it is the first field in the report. Add Translation to the field.

On the Selection tab:

Delete the Annual field

Report on Autopay employees from the Department whose Start date was after 1/1/2017.

On the Sort tab:

Sort by Agency with a page break followed by start date.

Preview the report.

Publish the report to Excel.

To delete a field from the Content bar:

Right click on the Field name, and select Delete from the menu.

To move a field on the Content bar:

Click and drag the field in to new position on the Content Bar.

To delete a field from the Selection or Sort tabs:

Right click on the field and select Delete this row from menu.

5.3 DELETE A REPORT

For reports no longer required, delete from the Report Designer list.



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2. Use Ctrl + F (Find) to search for report TRAINEG.

3. Click Delete.

4. Click Yes to confirm the deletion.


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LEARNING ACTIVITY 4

Create the following EEO report.

Name – TRNE (training number)

Title – Training EEO

Description – EEO for training example

Provide a report of employees by gender. Include in the report the:

Employee number and Translation

Date Joined

Gender

Age

Current Salary – Annual amount - Total the amount.

Current Position - Translation

Department – Level 2 - Translation and rename to Department

Current Employment Status - Translation

Sort by Department, gender and age - oldest to youngest. Insert a Page break between the departments and a break between genders.

Allow Modification by non-owners

Preview the report.

Publish the Report to Excel

Plan Report



Shared Services SA - Filter Designer

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6. FILTER DESIGNER

6.1 CREATE A FILTER USING FILTER DESIGNER

Quick Filters provide the capability to filter a Summary List tab according to key value(s) and is a useful tool to filter quickly data from a list.

The Filter Designer expands on the Quick Filter functionality by utilising all of the features available in the Report Designer. This enables the creation of powerful and complex filtered lists from multiple related screens.

When adding fields in Filter Designer, the Translation function is not available.

By default, the Filter toolbar is not visible on the list of toolbars. To add the Filter toolbar:

1. Right click in the Tool bar, then select Filter from options list.

The Filter Tool bar displays.

SCENARIO 6 – CREATE A FILTER USING THE FILTER DESIGNER

Provide a list of all employees that joined the Department between 1 July 2016 and 30 June 2017. Include in the list the:

Employee number

Surname

First Name

Date Joined

Department – Level 2

Sort by the Joined date, followed by surname, first name


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1. Click New Filter icon.

The Content bar defaults with fields from the screen the Filter launched from, for this example the filter launched from Details (DET).

2. Complete the Description tab as follows.

Name – TRNF (training number)

Title – Training Filter

Description – Filter for training


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3. From the Contents bar delete, fields not required; right click on field then select Delete.

For this example, delete the fields below.

Title

Primary Contact

Second Name

Preferred Name

Marital Status

Work Email

AGS Number

Termination Date

Standard Name

Previous Emp Number

DET TAG DATE

DET USER


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4. Click Field Chooser and then F6 to navigate to Position (POS) to select Level 2 field.

5. Click to close Field Chooser.

6. Click Selection tab, to specify the Level 2 value.

7. Drag and drop Level 2 field to first row, then complete fields as follows.


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Level 2 Defaults to Equals Type or select value blank

8. Click Finish to build the filter.

9. Click to close Filter Designer.

To view the filter, complete the steps following.

10. Click Ok in the Rebuild Filter message.



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11. Click Choose From TRNF tab.

Once the Filter is built the following updates and/or displays:

Under Current View the Filter selected and displays the Filter Name

New Choose From TRNF tab displays

Filter Toolbar buttons active

12. Click the Choose from TRNF tab to display filter results.

13. Double click on the first record in the list.

14. Press F8 to scroll to the next record in the filtered list.

Click the Default option in Current View to return to the standard view or click Use Filter button on the Filter toolbar.

6.2 ADDITIONAL FILTER FUNCTIONS

The Filter toolbar provides the following additional functionality when using Filters.


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Toolbar Function Icon What?

Use Filter Provides the option to choose an existing filter or create a new filter. If the Current View has a filter, clicking the Use Filter icon will toggle between the default view and the Filter view.

Choose Filter*

Select alternate filters or remove filter entries.

New Filter

Create a new filter.

Modify Filter*

Modify an existing filter.

Rebuild Filter*

After modifying a filter, click the rebuild filter icon to update the filter list with the revised data.

Next Entry*

Move to the next entry in a filtered list (F8).

* Icons only available after selecting a filter.

Shared Services SA - Create a Mail Merge Document

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7. CREATE A MAIL MERGE DOCUMENT Report Designer provides the capability to create bulk letters by including CHRIS 21 fields in the source document and use the Report Designer Mail Merge feature to generate the letters in Microsoft Word.

7.1 CREATE A REPORT

SCENARIO 5 – CREATE A REPORT TO USE FOR MAIL MERGE

Create a report that is the source of the data for a mail merge letter outlining a pay rise to all employees who and belong to the department – Dept of Training, have a home address recorded.

Report Name: TRNC(training number) e.g. TRNC001

Field Screen

Title

Details (DET) First Name

Surname

Address Line 1

Address (ADR)

Address Line 2

Suburb

Post Code

State

Address Type

Agency Position (POS)

Report only the employees who belong to the department - Dept of Training and have a Home Address.

Sort in Ascending order by Surname

Set Line Length to 256

Access control: Set Allow modification by non-owners.


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7.2 CREATE THE MAIL MERGE LETTER

For training purposes, a mail merge template has been created


2. On the Report Designer Menu Bar, click Tools > Mail Merge.

The Mail Merge for Report Designer window displays.


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3. Click New.

The New mail merge window displays.

4. Click the Report Designer button to open the Report Selection window.

5. Locate and select the report TRNC.

6. Click OK.

The report name populates in the Report Designer Name field.

7. Click Next.


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8. Click the Merge Document.

9. Navigate to and select MM Form Letter.doc.

The file path for the Mail Merge document name populates the Main Document to use field and the file name populates the Display name field.

10. Click Next.

11. Click Finish. The report and document are ready to merge.

12. Click on the Merge icon from the toolbar.


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Report Designer publishes the report and generates the merged document(s) in Microsoft Word, ready for printing and mailing.

ASSESSMENT ACTIVITY – REPORT WRITER

Use the Assessment Guide to complete Assessment Activities on:

Create a New Report

Edit Existing Reports

Publish Reports

Documents

REPORT WRITING · Shared Services SA - CHRIS 21 Reports Page 6 of 67 2. CHRIS 21 REPORTS There are three (3) types of reporting tools available to users of CHRIS 21 and HR21. Type