Payroll System Replacement Project

Subject:     PaySR Reports
Bulletin No. 21
Date: 6/22/98


Purpose


This Bulletin provides information on the reporting environment for PaySR. It includes information on PaySR databases, PeopleSoft Query, and the regularly-scheduled reports that will be run by OSC. It also describes how PaySR users can access, view and print these reports. This Bulletin is being sent to all Payroll Officers and Agency Liaisons, as well as to Coaches for agencies in Conversion Group 1.

Database Environment

PaySR Production - Agency personnel will have access to those panels in the PaySR Production Database that are necessary for performing their daily duties. The data that a user has access to through those panels is controlled by security. A user will see data only for relevant agency codes (departments). PS Query access is not available in this database. All PaySR scheduled reports will be produced from this database.

Query Database - The Query Database will be used for creating and executing ad-hoc queries to obtain information not readily available from PaySR-produced reports. An icon to access the Query database will be available on the PaySR desktop. The database will be available during normal business hours and is accessed with the same ID and password used to sign on to the Production database. Users may navigate through the online panels, however, data entry into the panels will not be allowed. Every evening, the data in the Query database will be refreshed with data from the Production database. Therefore, data available for ad hoc queries will never be more than one-business-day old.

PaySR Queries

PeopleSoft Query is a tool which enables PaySR users to obtain data that is not readily available from a PaySR scheduled report. Agency users who need to create and/or run queries for their agencies should be provided access to the query database (see Bulletin No. 17, Attachment A). Query users will have access to information for only authorized agency codes. Completion of the PeopleSoft Query for PaySR training is a prerequisite for access to PeopleSoft Query. There are three different output options available from PS Query:

  • Extracted data can be written to a listbox on the screen. This option is most useful when a printed report is not needed.

  • Output can be passed directly to a Microsoft Excel spreadsheet for further data analysis or quick displays of data formatted into columns. This option allows any spreadsheet packages that are compatible with MS Excel, such as Corel Quattro Pro, to be used for viewing and manipulating these reports.

  • Output can be passed directly to Crystal Reports, a report formatting package that is available from Seagate Software. With Crystal Reports, the user can create clear, easy-to-read reports quickly.


Accessing, Viewing and Printing PaySR Reports

PaySR users will access, view and print PaySR scheduled reports using Reveal C/S, a software package from O'Pin Systems. Agencies will no longer have to wait days to receive printed reports from OSC. Reports created from the evening's batch process will be available to agencies for viewing and printing the following morning. OSC will no longer distribute hard copy reports to agencies.

Access to Reveal is controlled by the user's security configuration (see Bulletin No. 17, Attachment A). Report security is designed to allow users to view all data for the agency code(s) the user has access to and, at the same time, prevent users in other agencies from seeing that same data. An icon to access Reveal C/S will be available on the PaySR desktop. No software is needed on the user's PC in order to view or print reports. The hardware required to access Reveal C/S is identical to that required to access PaySR.

After signing on to the report viewing package, users will see a list of reports that they are authorized to view. Reveal has many features that make report viewing quick and easy:

  • Users will be able to access multiple generations of each report. For example, two generations of the Payroll Register (date and time stamped) will be available online – the most current version and the one prior. Users will be able to open and view both copies simultaneously if desired, making comparisons easy.

  • A search function is provided to quickly find and highlight all occurrences of a particular piece of data in the report. The search function can also be expanded to automatically find the data in every generation of a particular report.

  • Column locking is available while scrolling down the page so headings are never lost.

  • A "greenbar feature" is available to highlight every other line on the page. This feature helps the user stay focused on a specific line of data as he/she is scrolling across the page.

  • Users have the option of exporting reports from OSC's server onto their PCs in three different formats:

            1.    As a Microsoft Excel spreadsheet – The whole report can be copied or just specific columns.
         
            2.    As a plain text file – The user will then be able to look at the text file through the Reveal C/S software since it is still in viewable form. The file is also viewable through any text editor such as Notepad or Wordpad or any word processing package like Microsoft Word or Corel WordPerfect.
           
            2.    As an executable file – The executable file will be bundled with a "lite" version of the viewing software. The "lite" version of the software will allow users the opportunity to look at, search through, and print the document. This makes it easy for a user to share the report with other employees in the agency who may not have access to the Reveal C/S software or store it on their own PCs or LANs for future viewing, and is an alternative to microfiche.

  • Users will be able to print the entire report or only those pages needed.

PaySR will provide agency users with training in the Reveal C/S software. Details of this training was provided in Bulletins No. 19 and 20.

PaySR Scheduled Reports

Reports that will be regularly produced by PaySR and provided to agencies are described below. Each of these reports will be available on OSC's server for two consecutive payroll periods, except for the Rejected Time Entry Transactions report which will be available for four payroll periods. Most reports are run at the end of the payroll cycle and are scheduled to be available to agencies on Friday morning. A sample of each report is attached.

PAY002 Payroll Register - This report replaces the current PRG-2 Salary Register. It is sorted in alphabetical order by last name and details all earnings, taxes and deductions used in the gross to net calculations for each employee. The Payroll Register indicates how the employee's net pay was distributed: by check, direct deposit or both. Unlike the legacy report, this report will no longer detail job-related information such as title, grade, etc. PaySR will no longer provide microfiche copies of the Payroll Register. Agencies may copy and store reports on their own PCs.

NPAY715 Check Reversals Report - A report similar to the payroll register, the Check Reversals Report will be produced detailing all of an agencies check reversals processed during a given payroll period.

NPAY720 and NPAY721 (Advice and Check Registers) - These are two new reports provided each payroll period, one listing direct deposit advices (pay stubs) and the other listing paychecks. These reports are in Mail Drop ID (check sort) order.


NHRP705 Workers' Compensation Transaction Report - This report replaces the current PRG-22 report and contains basically the same Workers' Compensation information as the legacy report.

NHRP712 Payroll Expenditure Charge Register - This report replaces the current PRG-3 report. It details all charge information for an agency's payroll by fund, charge agency, program and object by Position Pool ID. The only significant changes to this report are the replacement of the 3-digit fund with the 5-digit fund/sub-fund and the 3-digit major purpose with the full 10 character program code.

NPAY722 Deductions Not Taken Report - This replaces the PAL-5 report and details any deductions which were not taken from an employee's paycheck due to insufficient gross. This report is in Employee ID order.

NPAY502(x) Rejected Time Entry Transactions Report - This error report is available only for agencies which submit Miscellaneous Payment Files. It provides messages explaining why Time Entry transactions have been rejected by PaySR. It will also indicate if a file had no errors. This report is run Friday evenings and is available to users Monday mornings.

Discontinued Report

The Payroll YTD Summary Register (PRG-1) will not be produced by PaySR. The information contained in this report is available online on the Earnings, Deductions and Tax Balance Panels.


Questions on this Bulletin?
        Payroll Officers and Coaches should contact their Agency Liaison.
        Agency Liaisons should contact their PaySR Representative.


Attachments: Report samples