Integrating HR Data into Excel/Word

BLUE SKIES AHEAD 2009 QSS USER GROUP CONFERENCE Integrating HR Data into Excel/Word Session #: 46 Date: 3/4/09 Time: 10:30 AM

Presenter Information Name: Cindy Buck Title: Applications Support Analyst Santa Clara County Office of Education Regional Technology Center Email: Cindy_Buck@sccoe.org Phone: (408) 453-6748 (Help Desk) www.sccoe.org

Contents Part 1: QCC Interface with Excel & PDF Part 2: Reports - Downloading to PDF Part 3: Reports - Downloading to Excel Part 4: Personnel Downloader FUN! Part 5: Creating Charts & Graphs Part 6: Useful Tricks

Part 1: QCC Interface with Excel & PDF QCC provides several interfaces to Microsoft Office: Adobe Acrobat Documents (PDF) Direct download from QCC Print Manager into PDF format Great opportunity for archiving data Microsoft EXCEL Multiple download methods to MS Excel Similar post-download editing in Excel

Part 1: QCC Interface with Excel & PDF Proportional & Non-Proportional Fonts Proportional Font Each letter occupies a different horizontal space on a line, depending on its width. For example, and i takes up less space than a w. Non-Proportional Font Each letter occupies the same amount of horizontal space on a line. So, an i takes the same space as a w. QSS (QCC) use Non-Proportional fonts in their reports. PC s, in general, use Proportional fonts.

Part 1: QCC Interface with Excel & PDF Bottom-Line: To accurately represent a report in PDF or Excel, use nonproportional font, like Courier New. In Excel, this is less of a problem, since in Excel you can easily adjust the column widths to suit your needs.

Part 2: Downloading to PDF

Part 2: Downloading to PDF STEPS: 1. Select Report in QCC Print Manager 2. View report in QCC Print Manager 3. Click on PDF icon 4. Click on the Ellipsis 5. Select Path, Filename, Save 6. Click Create PDF icon 7. Check for ***File Created*** 8. Locate file and open 9. PDF Report in Acrobat Reader

Part 2: Downloading to PDF 1. Select the report in QCC Print Manager Click the folder to open

2. View Report in QCC Print Manager Part 2: Downloading to PDF

Part 2: Downloading to PDF 3. Click on the PDF Icon

Part 2: Downloading to PDF 4. Click on the ellipsis to browse a location to save the file Ellipsis is the 3 dots

Part 2: Downloading to PDF 5. Select a path, enter a file name & Save

Part 2: Downloading to PDF 6. Click on the Create PDF icon. Create and Close Create and stay here

Part 2: Downloading to PDF 7. Check for ***File Created*** & click on X icon to close window

Part 2: Downloading to PDF 8. Locate the file and click to open file

Part 2: Downloading to PDF 9. PDF Report (in Acrobat Reader)

Part 2: Downloading to PDF Tools! Thumb nails Thumbnail tool allows you to manage the document: Insert Pages Extract Pages Delete Pages Get rid of the dreaded zero page!!

Part 2: Downloading to PDF Tools!

Part 2: Downloading to PDF Tools! Bookmarks allow you to create, yes, bookmarks to easily navigate back to important pages in a large document. Useful for large reports and reports that have more than one section. Examples include position control projection reports (bookmark specific funds, etc) and retro pay report (bookmark beginning of account summary)

Part 2: Downloading to PDF Tools!

Part 2: Downloading to PDF Tools!

Part 2: Downloading to PDF Tools!

Part 3: Downloading to Excel Excel downloads vary from: Straight-forward to extremely complicated. It all depends on the report and what you want to download. QSS and QCC have the ability to save presets

Opportunities Sorting and Filtering Mail Merge for Letters and Labels Charts and Graphs Let s make it pretty!

Part 3: Downloading to Excel STEPS: 1. Select/Open Report in QCC Print Manager. 2. Select the Download File icon. 3. Set the Selection Criteria 4. Set the Column Output 5. Select the Sunny Excel icon 6. Set Text Import Wizard Parameters 7. Perform final formatting within Excel

. Part 3: Downloading to Excel

Part 3: Downloading to Excel 1. Select/Open Report in QCC Print Manager

Part 3: Downloading to Excel 1. Select/Open Report in QCC Print Manager

Part 3: Downloading to Excel 2. Select the Download File icon:

Part 3: Downloading to Excel 3. Set the Selection Criteria

Part 3: Downloading to Excel 4. Set the Column Output

Part 3: Downloading to Excel 5. Select the Sunny Excel icon

Part 3: Downloading to Excel 6. Set Text Import Wizard Parameters

Part 3: Downloading to Excel 7. Excel Wizard, continued

Part 3: Downloading to Excel 7. Perform final formatting within Excel

QCC Payroll Data to Excel Video Presentation

Part 4: Personnel Downloader A data warehouse Easy selection by category Very visual easy to use! Only product is data set for use in Excel or similar

Offer Letter Process Personnel Downloader Create Query Execute Query Microsoft Excel Tidy Data Microsoft Word Create Form Letter Merge Data from Excel

Contract Letter «Title» «FIRST_NAME» «LAST_NAME» «ADDRESS» «CITY», «STATE» «ZIP» Dear «Title» «LAST_NAME»: You are hereby notified that you have been elected to serve as a certificated, «REP_CODE» «TITLE1», for the 2008-2009 school year. The following conditions of employment have been stipulated by the County Superintendent of Schools and are hereby expressly made a part of this contract. You will be required to render service in the above-named position for such length of time and in such schools of the County Office during the school year as the County Superintendent of Schools may direct. Such service may include established teacher in-service sessions both prior to the first day of teaching, subsequent sessions, pre-term meetings or workshops as are called by the Principal or by the County Office staff, the post-term period necessary to complete to the Principals or other Supervisors satisfaction the teacher reports as established by law or by the Principal or supervisor and co-curricular assignments made by the Principal or County Office staff. This contract shall be subject to the provisions of the County Office Certificated Bargaining Unit contract. This offer of employment is made subject to the laws of California and to the lawful rules of the State Board of Education and of the Governing Board of the above-named school district affecting the terms and conditions of employment by governing in boards of school districts. Said laws and rules are hereby made a part of the terms and conditions of this offer of employment, the same as though they had been expressly set forth herein. This contract must be accepted and returned to your Human Resources Specialist, «HR_SPECIALIST», on or before June 11, 2008. Sincerely,

Offer Letter Name Street City State Zip Position Name Salary Report Code Personnel Downloader Example

Create File in Excel

Get the file in DATA

Bring to Excel

Mail Merge in Word

Mail Merge in Word

Mail Merge in Word

Mail Merge in Word

Mail Merge in Word

Mail Merge in Word

Mail Merge in Word I ll show you how to get rid of the ugly caps later

Part 5: Creating Charts & Graphs Once you have an Excel spreadsheet with data, you can use Excel s chart / graph functions. An Excel chart / graph can be used elsewhere, such as in Word as part of a larger report.

Part 5: Creating Charts & Graphs Start with a QSS/QCC Report: Analyze Data

Part 5: Creating Charts & Graphs Export the data to Excel as previously described:

Part 5: Creating Charts & Graphs Invoke Excel s Chart / Graph Function:

Add Data Labels: Part 5: Creating Charts & Graphs

Part 5: Creating Charts & Display Completed Pie Chart Graphs

Age/Service Process HR Report Selector Create Retirement Report Download to Excel Microsoft Excel Tidy Data Pivot Table Microsoft Excel Chart! Chart! Chart!

Age/Length of Service Download the Report Pivot Table

250 Number of Employees by Years of Service 200 150 100 50 0 0 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 40

Retirement Projection Process HR Report Selector Create Retirement Report Download to Excel Microsoft Excel Tidy Data Pivot Table Microsoft Excel Chart! Chart! Chart!

Age/Service Reports

From Retirement Report

Board Report! Personnel Downloader Create File Download to Excel Microsoft Excel Tidy Data Filter Pivot Table Microsoft Excel Chart! Chart! Chart!

Board Report - Excel

Filter

New Hire Classified

Better Without Caps?

50 Terminations Processed by Month (2003-2008) 45 40 35 30 25 20 2003 2004 2005 2006 2007 2008 15 10 5 0 January February March April May June July August September October November December

New Hires Processed (2003-2008ytd) 60 50 40 30 2003 2004 2005 2006 2007 2008 20 10 0 January February March April May June July August September October November December

80 Combined Terminations and New Hires (2003-2008ytd) 70 60 50 40 30 2003 2004 2005 2006 2007 2008 20 10 0 January February March April May June July August September October November December

New Hires by Year (2003-2008ytd) 280 267 236 184 106 96 2003 2004 2005 2006 2007 2008

Salaried Staff Breakout Certificated 31% Classified 69%

We love data yes we do we love data how about you? KAISER FOUNDATION HLTH PACIFICARE HMO UNITED HEALTHCARE PPO Grand Total AIDES 278 262 30 570 BOARD MEMBER/PC MEMBER 2 2 CE EXECUTIVE MANAGEMENT 1 1 2 CERTIFICATED MANAGEMENT 11 9 20 CERTIFICATED SUPERVISORY 8 8 16 CLASSIFIED EXEC MANAGEMENT 1 1 CLASSIFIED MANAGEMENT 9 5 14 CLASSIFIED SUPERVISORY 16 4 20 CONFIDENTIAL 2 1 3 CTA 177 2 51 230 OSS 45 3 48 OTBS 111 2 25 138 PSYCH 4 5 9 Grand Total 662 266 145 1073

Current Medical Coverage Selection for OTBS Employees PACIFICARE HMO 2% UNITED HEALTHCARE PPO 18% KAISER FOUNDATION HLTH 80%

Medical Selection Overall with Bargaining Unit UNITED HEALTHCARE PPO PACIFICARE HMO AIDES BOARD MEMBER/PC MEMBER CE EXECUTIVE MANAGEMENT CERTIFICATED MANAGEMENT CERTIFICATED SUPERVISORY CLASSIFIED EXEC MANAGEMENT CLASSIFIED MANAGEMENT CLASSIFIED SUPERVISORY CONFIDENTIAL CTA OSS OTBS PSYCH KAISER FOUNDATION HLTH 0 100 200 300 400 500 600 700

Number of Dependents 4 Dependents 18.02% 5 Dependents 8.83% 6 Dependents 0.71% 7 Dependents 0.35% 1 Dependents 24.38% 3 Dependents 21.91% 2 Dependents 25.80%

Part 6: Useful tips and tricks

Part 6: Useful Tricks Use Excel s Text-to-Column Feature to Separate the Account String into Parts

Part 6: Useful Tricks Step 1: Copy the Accounts into a New Column in Text Format

Part 6: Useful Tricks Step 2: Select the Text-to-Columns Command

Part 6: Useful Tricks Step 3: Use the Text to Columns Wizard

Part 6: Useful Tricks Step 4: Use the Text to Columns Wizard Critical Step: Select Other Checkbox & type Dash (-)

Part 6: Useful Tricks Step 5: Use the Text to Columns Wizard Critical Step: Select all columns, then click on TEXT

Part 6: Useful Tricks Completed Account String Separated into Parts

Part 6: Useful Tricks Filter

Part 6: Useful Tricks Filter

Part 6: Useful Tricks Filter

Part 6: Useful Tricks =PROPER Get Rid of the Caps!

Summary Microsoft Office is well known and widely distributed Microsoft Office accommodates beginners to advanced users. QCC Offerings Personnel Downloader HR Report Selector with Download to Excel

Questions?