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

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using ms access to analyse payroll information

NWDUG 2001

USING MS ACCESS TO ANALYSE PAYROLL INFORMATION

The Budget Officer’s Perspective of HR/Payroll Records

presentation
PRESENTATION

NWDUG 2001

  • 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”
project outline
PROJECT OUTLINE

NWDUG 2001

  • 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
step 1

NWDUG 2001

STEP #1

CREATE NEW ACCESS DATABASE

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

Create Tables with Fixed Data
sample table object codes
Sample Table - Object Codes

NWDUG 2001

OBJECTDESCRIPTION

6110 CUPE

6120 BCGEU

6130 CCFA

6140 Exempt

step 2

NWDUG 2001

STEP #2

ADD CURRENT COLLEAGUE DATA

paytodat fields used
PayToDat Fields Used

NWDUG 2001

  • 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
pull information
Pull Information

NWDUG 2001

  • “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
import methods
Import Methods

NWDUG 2001

  • 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
importing text file into access
Importing Text File Into Access

NWDUG 2001

File Pulldown -Get External Data - Import

add field names

NWDUG2001

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
type in your field names
Type in Your Field Names

NWDUG 2001

Save your field names using “Save as”

helpful hint

NWDUG 2001

HELPFUL HINT

BRING GROSS AMOUNTS IN AS CURRENCYDATA TYPE TO ALLOW FOR NEGATIVE NUMBERS

new table created
New Table Created

NWDUG 2001

  • 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
step 3

NWDUG 2001

STEP #3

CREATE REFORMATTED TABLE FOR CURRENT DATA

break apart gl account

NWDUG 2001

Break Apart GL Account
  • 106423566110 -Arrives from Colleague
  • Fund = 10
  • Function = 64
  • Unit = 2356
  • Object = 6110
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)

Using Make Table Query

NWDUG 2001

run make table query

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
one time only

NWDUG 2001

ONE TIME ONLY

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

step 4

NWDUG 2001

STEP #4

LINK YOUR TABLES TOGETHER IN A QUERY

creating your 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
add all fields to your query

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”
save to name your query

NWDUG 2001

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”
step 5

NWDUG 2001

STEP #5

WRITE SOME SIMPLE REPORTS

creating your report

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
step 6

NWDUG 2001

STEP #6

DEFINE YOUR CRITERIA TO ANSWER AD HOC NEEDS

who is paying tom cruise

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.
enter your search criteria

NWDUG 2001

Enter your search criteria

Enter name for that field

sample report
SAMPLE REPORT

NWDUG 2001

who is being paid from this g l

NWDUG 2001

Who is being paid from this G/L?
  • In your query, define the criteria for Field UNIT as “1069”
  • Run your report.
sample report35
SAMPLE REPORT

NWDUG 2001

step 7

NWDUG 2001

STEP #7

CREATE STANDARD REPORTS FOR END USERS

who has been paid this year

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
sample report38
SAMPLE REPORT

NWDUG 2001

what is the total fiscal payroll

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
sample report40
SAMPLE REPORT

NWDUG 2001

mailing reports to departments

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)
  • E-mail to Department (attachment)
helpful hint gotcha

NWDUG 2001

HELPFUL HINT (GOTCHA)

Journel Entries in CF must be matched with EPAJ entries in Payroll to maintain accuracy

epaj entries show corrections
EPAJ entries show “corrections”

NWDUG 2001

GL Acct NoAmount

10 1301

10-62-6786-6140 3,001.25-

10 1301

10-61-7190-6140 3,001.25

Must equal zero --> 0.00

another application

NWDUG 2001

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
sample report45
SAMPLE REPORT

NWDUG 2001

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