AMY OH S MEETING ON EXPORTING CUSTOM REPORTS, PIVOT TABLES & MORE (Created by Olga Killeen)

Transcription

1 AMY OH S MEETING ON EXPORTING CUSTOM REPORTS, PIVOT TABLES & MORE (Created by Olga Killeen) A. Exporting Report to Spreadsheet Format 1. Go to Reports and practice on Employee Profile Report. EP8l, API LaborWorkx Custom Report.pdf1 2. Export as Format: CSV (comma delimited) file & open the file 3. Click on the A column which will highlight 4. Go to Data / Text to Columns 5. Select Delimited, Next 6. Select Comma and deselect Tab, Next 7. Change Emp. I.D. # column to Text by clicking on General in I.D. # column then choose Text, Finish 1

2 EP8l, API LaborWorkx Custom Report.pdf2 8. Make the following changes to clean up the file: a. Remove 1 st column f. expr2 to Emp Class Code b. code to I.D. # g. full time equivalent to FTE c. when hire to Hire Date h. senor to Seniority Code d. when term to Term Date i. bargain unit to Union e. expr1 to Emp. Cat. (FLSA) k. name to Directory Name 9. Save as Excel file before it can be manipulated B. Manipulating Data: Filtering To filter data on spreadsheet go to Data / Filter / Auto Filter. This gives the ability of filtering data in each column. To restore data from filtering, select (All). The following are examples using filters: 2

3 EP8l, API LaborWorkx Custom Report.pdf3 1. Employee names that begin with B. In the filtered Name column press the down arrow then (Custom ) / (see below) / OK 2. Find everyone hired in 2010 In the filtered Hire Date column press the down arrow then (Custom ) / (see below) use today s date on the second line / OK 3. Find employees that are not UCIMC employees so they can be deleted from spreadsheet In the filtered Dept column press the down arrow then (Custom ) / (see below) / OK Or you can combine filters; for example employees last name start with B hired in First filter for employees last names that begin with B then the hire date. Remember to select (All) in the column(s) you have filtered so you can see all the information in the data base once again. 3

4 EP8l, API LaborWorkx Custom Report.pdf4 C. Pivot Table Pivot Table to get head count in each union (data has to be in Excel format) 1. Select entire work sheet (on any cell press hold down Ctrl / Shift / 8 keys) 2. Data / Pivot Table and Pivot Chart Report 3. Next / Next / Layout 4. I.D. # in Data section (headcount always use S.S. # or I.D. #) and Union in Row section 5. OK / Finish D. Graphing For bar graph, highlight table, F11 to render a graph 4

5 EP8l, API LaborWorkx Custom Report.pdf5 E. Calculation Using Array Percentage of employees in the different unions 1. Highlight column where you want the percentages to be listed 2. = (highlight Total data in first column, first row) / ( Grand Total number) 3. Press Ctrl / Shift / Enter keys to fill the formula down the column. You should see.0424 etc. 4. Format the number to percentage and the result is below. F. Calculation Using Function How Many Years an Employee has worked for UCIMC 1. Select entire work sheet (on any cell in spreadsheet hold down Ctrl / Shift / 8 keys) 2. Data / Pivot Table and Pivot Chart Report 3. Next / Next / Layout 4. I.D. # in Data section, Hire Date first then Name in Row section, OK, Finish 5

6 EP8l, API LaborWorkx Custom Report.pdf6 5. Hide Total row by selecting first Total line, right click, Hide 6. On the first employee s blank cell type the following formula: =datedif(hire Date, Today(), Y ) Y = Years, D = Days, M = Months This will give you how many years the employee has worked. 7. Then double click on lower right side of cell with formula on dot. This will fill down the formula. 8. To group employees by month of hire date right click on Hire Date title, Group and Show Detail / Group/ Year and deselect Months 9. To return to original hire date format again right click on HireDate title / Group and Show Detail / Ungroup G. Short Cuts & Tips Hold down Ctrl key / roll mouse wheel on top makes spreadsheet large and smaller Hold down Ctrl / Shift / 8 will select all continuous rows Format / Column / Auto fit Selection (or double click on right side of column) adjusts columns in spreadsheet Select entire spreadsheet and on Boarders tool bar, choose and will put lines around all cells Hold down Ctrl D (undo) Hold down Ctrl Y (redo) Double click on lower right side of cell with. on it and data will fill down all cells Tip Characters formatted as Text are aligned to the left Tip Characters formatted as numbers align to the right Tip Bottom left of spreadsheet will see how many records found in filter (sometimes doesn t work) 6