for your Department The Directory Report The Directory report lists each person in your department along with the information from the HR database that will be printed in the next directory. The Directory Coordinator will: 1. Run this report 2. Use Mail Merge to send an email to each employee with their directory information 3. The employee emails any changes or corrections back to the Directory Coordinator 4. The Directory Coordinator enters the changes in Oracle This following section gives step by step instructions for producing a report that shows the current directory listing for each staff and faculty person in your department. The steps covered here explain how to: 1. Log in to the Data Warehouse Portal (Hyperion Workspace) 2. Run a Brio Query called the Directory Report against the University's Human Resources information in the Data Warehouse 3. Export the report to Excel the Excel spreadsheet data is then distributed (using Mail Merge) to staff and faculty so they can review and update their directory information. See Appendix D for Mail Merge instructions. DirectoryUpdateUserGuide_040909.docx 18
Log in to the Data Warehouse Portal 1. Click the Start button in the bottom left corner of your desktop computer 2. Select Yale Admin Menu (YAMS) (Figure 8). 3. In the Yale Administrative Menu System dialog box (Figure 9) select Reporting in the top section. 4. In the bottom section under Yale Application Links, double click Data Warehouse Portal to open the application. Figure 8: Start Menu Figure 9: Yale Administrative Menu 5. Log on using your user name and password however this is not your usual CAS login. Unless you have been assigned a Data Warehouse Portal password to use with your NetID, use the following password structure (new users use the following): Username: NetID Password: First initial + Last initial + last four digits of your Social Security number Example: tk1234 The Hyperion Workspace will open in your browser (Figure 10). DirectoryUpdateUserGuide_040909.docx 19
Run the Directory Report The Directory report will list each person in the department along with the information from the HR database that will be printed in the next directory. To run the Directory report: 1. Single click the plus sign + next to University Standard Reports to expand the folder contents (Figures 10 ). 2. Single click the HR Folder to display a list of HR reports (Figure 11). Figure 10: The Hyperion Workspace Figure 10: Hyperion Workspace Figure 11: HR List of University Directory Report DirectoryUpdateUserGuide_040909.docx 20
3. Double click the report name: HR1 University Directory Report HRP001. 4. The Job Parameters window opens (Figure 12). Figure 12: Job Parameters Selection Window Figure 13: Select Information for your report. 5. Use the drop down arrows on the Level and Values boxes (Figure 13) to select the information you want in your report. If you re not sure which option to choose, run a Dept, Division and an Org report and compare the reports to determine which will be most useful for you. DirectoryUpdateUserGuide_040909.docx 21
6. Revise the information in the Enter Output File Name field. Highlight the text and rename the report by typing a new output file name in the box. Whatever you enter in this field will become the filename for the report you run. Use a file name that will be both useful, descriptive and contains some kind of numbering system or date, for example: DeptName Directory 1_040109 (for the first round of reviews on 4/1) DeptName Directory 2_040309 (for the second round of reviews on 4/3) Examples: HRSYS Directory 1_040109 HRSYS Directory 2_040509 HRSYS Directory 3_041209 7. Click the orange Run button (Figure 13). 8. The Background Job Confirmation/Hyperion Question window will open. Click OK.. 9. An output folder with your filename will appear in the report list (Figure 14). Figure 15: Background Job Confirmation Depending on the amount of data being pulled from the Data Warehouse, be prepared to wait several minutes before it appears. Tip: Press F5 to refresh the contents of the window. Double click the output folder to display the contents. Figure 14: Report Output Folder Figure 14: Double click the Output folder. DirectoryUpdateUserGuide_040909.docx 22
10. Select the file and click Open ( or double click the report file). Notice the file extension bqy, this is a Brio Query file. 11. The File download box appears. Select Open. 12. Select Export to Excel in the Data Warehouse report window. DirectoryUpdateUserGuide_040909.docx 23
13. Name the Excel file and Save the file to a folder on your computer. (It might be helpful to use a similar naming convention described above). 14. Close the Report Window and log out of the Hyperion Workspace window using the Log Off button on the toolbar. 15. Navigate to the folder and open the Excel file. The report information is explained below: Column Heading Print in Directory Employee Sp/F Spouse Description A Y or N flag indicates the employee s information will print in the University Directory. Default is Y. The name of the employee will display (last name, first name, middle initial). A Y flag will display if the spouse s name will print in the University Directory. The spouse s name will display in parentheses; a last name will display if different from the employee s last name. Default is N. Campus Address The employee s campus address will display; i.e., 221 Whit 104 Mail Code Campus Phone The employee s mail code will display. The employee s campus phone number will display. P The employee s primary assignment flag will display a Y. Title Ad/F Home Address The title corresponds to the position to which the employee is assigned. This is the title that will print in the University Directory. A Y or N flag indicates whether the employee s home address will print in the University Directory; if blank the default is N. The employee s street address will display as entered in the HR record. Default is N. City State Zip Ph/F Phone Org Name Cell Phone The employee s city/town of residence will display. The employee s state of residence will display. The employee s zip code will display. A Y or N flag indicates whether the employee s home phone number will print in the University Directory; if blank the default is N. The employee s home phone number will display. NOTE: This should not appear on the print area of the report, but be exported to the spreadsheet with the column heading Org Name. The emergency contact number that will be used by the campus wide emergency notification system known as Yale Alert. Voila! You now have your department's individual listings for distribution. DirectoryUpdateUserGuide_040909.docx 24