Using Reports

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Using Reports

Distribution

Chief Human Resource Officer

UVA HRMS Specialist

UVA HRMS Faculty/Staff Reviewer

UVA HRMS Viewer

Ownership

The Chief Human Resource Officer is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

Introduction

The document is intended to review Human Resources reports used by departments. These reports will be used to assist departments by alerting departments to:

changes in employee information which may need to be verified or corrected.
employee information which may need to be updated, such as appointment or leave end dates.
outstanding official documents that must be submitted to University Human Resources.

Summaries of the reports include the following information:

Name: Name of the report.
Worksheet: Name of the worksheet if there are multiple worksheets in a Discoverer report. Worksheets appear as tabs in the lower right corner of the Discoverer screen.
Purpose: Why the report is used.
Frequency: How often the report is run. May include a recommended and a required frequency.
Critical Fields: The fields in the report to be reviewed which may trigger an action.
Action: Any steps to be taken based on the information in the report.
Additional Information: Any additional information or hints about running or viewing the report.

Reports in IS

Name	UVA HR Personnel Data Change Form
Worksheet	N/A
Purpose	Displays information entered into the Integrated System for a person. Facilitates verification and changes.
Frequency	As needed.
Critical Fields	All data.
Action	Employee or department may verify information. Enter changes on the paper form. Submit paper form to the UVA HRMS Specialist to enter into the Integrated System.

Name	UVA HR Faculty Detail Report
Worksheet	N/A
Purpose	Displays information about faculty members.
Frequency	As needed.
Critical Fields	All data.
Action	As determined by department administrator.

Employee Maintenance Reports (Discoverer)

Name	IS.HR_Faculty Promotion/Tenure Review
Worksheet	Tenure Review
Purpose	Identify faculty whose Projected Tenure Eligibility End Date is approaching.
Frequency	Required monthly.
Critical Fields	Projected Tenure Eligibility End Date
Action	Ensure tenure review is conducted one year prior to Projected Tenure Eligibility End Date. Maintain the Tenure Info EIT. Refer to Maintain - Tenure Information [NAV7017H].
Additional Information	When entering a date in the Parameters Wizard, enter a date at least one year in the future.

Name	IS.HR_Leaves or Suspensions that Expire in 30 Days
Worksheet	Leave End Dt Expiration
Purpose	1. Review imminent returns from leave or suspension. 2. Verify that leave or suspension end dates are not later than appointment end dates.
Frequency	Daily
Critical Fields	End Date
Action	1. Extend leave or suspension end date or return employee from leave or suspenstion. 2. Change end date to a date prior to or matching the appointment end date. Refer to Maintain - Employee on Leave or Suspension [NAV7009H].
Additional Information	To view one organization at a time, move the Organization of Primary Assignment to the Page Items axis.

Name	IS.HR_Next Performance Review
Worksheet	Next Performance Review
Purpose	Identify performance reviews that must be conducted.
Frequency	Recommended monthly.
Critical Fields	Review End Date
Action	Conduct performance review, discuss with employee, submit performance review to University Human Resources. UHR enters rating into the Integrated System.

Appointment Expiration (Discoverer)

Name	IS.HR_Appointment Expiration
Worksheet	(1) Primary Appointments
Purpose	Identify primary appointments to be renewed or terminated.
Frequency	Monthly
Critical Fields	Appointment End Date
Action	Extend appointment end date for faculty. Refer to Maintain - Extend Appointment [NAV7075H]. Give notice to faculty member. Terminate classified employee or faculty member. Maintain - Terminate Employee [NAV7010H]. Contact UHR to extend position end date, then extend appointment end date for classified employee. Refer to Maintain - Extend Appointment [NAV7075H].

Name	IS.HR_Appointment Expiration
Worksheet	(2) Secondary Appointments
Purpose	Identify non-primary appointments to be renewed or terminated.
Frequency	Monthly
Critical Fields	Appointment End Date
Action	Extend appointment end date for faculty. Refer to Maintain - Extend Appointment [NAV7075H]. If renewing a non-primary appointment, consult with the organization of the primary appointment. Terminate classified or faculty. Maintain - Terminate Employee [NAV7010H].

Name	IS.HR_Appointment Expiration
Worksheet	(3) Administrative Appointments
Purpose	Identify administrative appointments to be renewed or terminated. Identify administrative appointments where the Expected End Date is later than the appointment end date of the employee.
Frequency	Monthly
Critical Fields	Administrative Appointment Expected End Date, Appointment End Date of Primary Assignment
Action	If department or school policy requires approval to renew administrative appointments, obtain approval to renew administrative appointment. Extend administrative appointment end date. Refer to Maintain - Administrative Appointment [NAV7038H]. Allow administrative appointment to expire.

Name	IS.HR_Appointment Expiration
Worksheet	(4) Endowed Chair Appointments
Purpose	Identify endowed chair appointments to be renewed or terminated. Identify endowed chair appointments where the Expected End Date is later than the appointment end date of the employee.
Frequency	Monthly
Critical Fields	Expected End Date, Appointment End Date of Primary Assignment
Action	If department or school policy requires approval to renew endowed appointments, obtain approval to renew endowed appointment. Extend endowed chair appointment end date. Refer to Maintain - Endowed Chair Information [NAV7045H]. Allow endowed appointment to expire.

Outstanding Official Documents (Discoverer)

Name	IS.HR_Outstanding Official Documents
Worksheet	Missing I9
Purpose	Identify employees who have not submitted an I-9 form to ensure compliance with Federal regulation.
Frequency	Daily
Critical Fields	Start Date, I-9 Status
Action	If status is "No" or blank, send I-9 form with appropriate documentation to UHR within 3 days of hire. If status is "Pending", check with employee to obtain a copy of the Social Security card.

Name	IS.HR_Outstanding Official Documents
Worksheet	Visa Expiration
Purpose	Identify employees whose visas will expire within 90 days to ensure compliance with Federal regulation.
Frequency	Daily
Critical Fields	Visa Expiration Date
Action	Inform employee to begin process of renewing visa three months before end date. If visa extended, forward extension information to UHR. If visa expires, UHR will take appropriate action.

Name	IS.HR_Outstanding Official Documents
Worksheet	Selective Service
Purpose	Identify employees who have not submitted a selective service form to ensure compliance with Federal regulation.
Frequency	Daily
Critical Fields	Selective Service Indicator
Action	Ensure selective service from has been completed and submitted to UHR.

Audit Report General Information

Audit reports record all changes to specific information in the database. The purpose of these reports is to alert users to changes so that the changes may be verified as correct.

All audit reports contain a date and time stamp and the user id of the person who made the change. If there is a question about why the change was made, you may wish to contact the person who made the change for further information.

When running audit reports, the parameters will include a date range. You may specify a range of dates since the last date that you viewed the report.

Audit Group 1 (Discoverer)

Name	IS.HR_Audit Reports - Group 1
Worksheet	New Hires and Rehires
Purpose	Review information about new hires and rehires to ensure that the hire is appropriate.
Frequency	Recommended daily. Required prior to each HR deadline.
Critical Fields	All data on report.
Action	Review data to ensure that it is approprate. Faculty/Staff Reviewer may run the IS.HR_Approvals for Hires and Salary Changes report. Refer to Salary Approval - Generating the IS.HR.Aprovals for Hires and Salary Changes Report [NAV7095H]. Contact HR for assistance if the person should not be hired.

Name	IS.HR_Audit Reports - Group 1
Worksheet	Terminate Employee
Purpose	Review terminations where the employee has been terminated.
Frequency	Recommended daily. Required prior to each HR deadline.
Critical Fields	Actual Termination Date, Reason
Action	If terminated in error, reverse the termination. Refer to Maintain - Reverse a Termination of an Employee [NAV7039H]. If termination data incorrect, reverse the termination and terminate again using correct information. Refer to Maintain - Reverse a Termination of an Employee [NAV7039H] and Maintain - Terminate Employee [NAV7010H].

Name	IS.HR_Audit Reports - Group 1
Worksheet	Terminate Assignment
Purpose	Review terminations where one or more of an employee's assignments has been terminated, but the person remains an employee.
Frequency	Recommended daily. Required prior to each HR deadline.
Critical Fields	Actual Termination Date, Reason, Organization
Action	If the assignment termination is in error and payroll has not been run since the termination, you may undo the termination by date tracking to the day before the termination and delete future changes. If payroll has been run, you will have to create a new assignment to replace the assignment that was terminated. Refer to Maintain - Change Assignment [NAV7029H].

Name	IS.HR_Audit Reports - Group 1
Worksheet	Leaves of Absence
Purpose	This report records changes made to leave of absence data. Review changes for accuracy.
Frequency	Recommended daily. Required prior to each HR deadline.
Critical Fields	Dates, Reason
Action	Maintain employee record to correct any errors. Refer to Maintain - Employee on Leave or Suspension [NAV7009H].

Audit Group 2 (Discoverer)

Name	IS.HR_Audit Group 2a
Worksheet	Key Flexfield Changes
Purpose	Review any changes made to key flexfield data. Includes changes to People Group, Job, Position, and Grade key flexfelds.
Frequency	Recommended daily. Required prior to each HR deadline.
Critical Fields	People Group, Job, Position, Grade, Payroll, and Location
Action	If incorrect, maintain data. Compare people group data with the standard conditions data (hours per week) in Integrated System. Refer to Maintain - Change Assignment [NAV7029H].

Name	IS.HR_Audit Group 2a
Worksheet	Salary Change
Purpose	Review any changes made to salary data.
Frequency	Recommended daily. Required prior to each HR deadline.
Critical Fields	Effective Date of New Annual Salary, Old Salary Rate, New Salary Rate, Old Salary Basis, New Salary Basis, Frequency, Working Hours, Salary Change Reason
Action	If incorrect, delete Salary Proposal record. Enter a new Salary proposal. New salary proposal will be subject to approval process. Refer to Maintain - Changing Salary [NAV7006H]. Compare salary to minimum and maximum of pay band.

Audit Group 3 (Discoverer)

Name	IS.HR_Audit Group 3
Worksheet	Appointment Dates Changes
Purpose	Review any changes made to appointment begin and end dates.
Frequency	Recommended daily. Required prior to each HR deadline.
Critical Fields	Old Appointment Start Date, New Appointment Start Date, Old Appointment End Date, New Appointment End Date.
Action	If incorrect, maintain dates. Refer to Maintain - Change Assignment [NAV7029H].

Name	IS.HR_Audit Group 3
Worksheet	Hire Date Changes
Purpose	Review any changes made to hire dates.
Frequency	Recommended daily. Required prior to each HR deadline.
Critical Fields	Old Hire Date, New Hire Date
Action	For faculty, compare dates with dates on offer letter. If incorrect and payroll has not been run, maintain date in the Integrated System. If incorrect and payroll has been run, contact UHR for assistance.

Audit Group 4 (Discoverer)

Name	IS.HR_Audit Group 4
Worksheet	Degree Change
Purpose	Review any changes made to degree information in order to fulfill commitment to faculty contract.
Frequency	Recommended daily. Required prior to each HR deadline.
Critical Fields	End Date, Qualification Type, Attendance
Action	Maintain faculty data as needed. Refer to Maintain - Update Education [NAV7008H].

Name	IS.HR_Audit Group 4
Worksheet	Tenure Info Change
Purpose	Review any changes made to tenure information.
Frequency	Recommended daily. Required prior to each HR deadline.
Critical Fields	Tenure Status, all tenure dates, Total Time on Tenure Track, Appointment End Date
Action	If incorrect, maintain Tenure Information EIT. Refer to Maintain - Tenure Information [NAV7017H]. Ensure that Projected Tenure Eligibility End Date is not later than the Appointment End Date.

Name	IS.HR_Audit Group 4
Worksheet	Endow. Chair Info Change
Purpose	Review any changes made to endowed chair information.
Frequency	Recommended daily. Required prior to each HR deadline.
Critical Fields	Effective Date, Expected End Date, BOV Chair, Endowed Chair
Action	If incorrect, maintain Endowed Chair Information EIT. Refer to Maintain - Endowed Chair Information [NAV7045H]. Ensure that Expected End Date is not later than the Appointment End Date.

Name	IS.HR_Audit Group 4
Worksheet	Admin Appt Change
Purpose	Review any changes made to administrative appointment information.
Frequency	Recommended daily. Required prior to each HR deadline.
Critical Fields	Expected End Date, Appointment Type, Title
Action	If incorrect, maintain Administrative Appointment SIT. Refer to Maintain - Administrative Appointment [NAV7038H]. Ensure that Expected End Date is not later than the Appointment End Date.

Name	IS.HR_Audit Group 4
Worksheet	EOP Ref Change
Purpose	Review any changes made to EOP information.
Frequency	Recommended daily. Required prior to each HR deadline.
Critical Fields	EOP Reference #, Exemption Reason, Exemption End Date
Action	If incorrect, maintain EOP Reference SIT. Ensure that Expected End Date is not later than the Appointment End Date.

Effective: 08/13/04

UVA HR Personnel Data Change Form

IS.HR_Audit Reports - Group 1

IS.HR_Audit Reports - Group 1