Reports Summary Matrix - DMS · Reports Summary Matrix Overview There are two types of reports...

RSM - 1 Last Updated on February 10, 2017

Reports Summary Matrix

Overview There are two types of reports available in the People First system: Data

Warehouse Reports (38 total) and SAP (Management) Reports (33 total). In

addition, there are two other employee reports. Unless otherwise noted in the

matrix below, the data warehouse and SAP reports are accessed through the

Management tab within the Data Warehouse Reports or Reports modules.

The following Reports Summary Matrix identifies all reports available in People

First, the location of each report, a summary purpose of each report, and the

user security role codes that have access to run the applicable report. Unless

otherwise noted in the matrix, Data Warehouse report data is based on the

previous day and SAP report data is real time.

For the reports listed in this document, please refer to the corresponding

Instructional Guides in the HR Professional User Guide. The instructional guides

can be found on the People First website at

http://www.dms.myflorida.com/human_resource_support/people_first/for_state_h

r_practitioners/hr_professional_user_guide

Report Name Location Purpose Notes Role Code Access

DATA WAREHOUSE REPORTS (Unless noted below, data in the following reports is based on the previous day.)

1 Agency Leave Liability by Funding ID Report

Data Warehouse Reports > Budget Reports

To provide fiscal year-end leave liability data summarized by funding ID.

The first day of the fiscal year must be entered in order to process the report. For example, for fiscal year 2009-10, enter 07/01/2009. During the fiscal year, the data for this report is updated monthly on the first Saturday of each month. Once the fiscal year is closed, the data is frozen on the third Saturday in July.

A, C, D, F, G, H, I, K, N, S, U, X, Y

2 Agency Leave Liability by Leave Type Report


To provide fiscal year-end leave liability data summarized by leave type.

The first day of the fiscal year must be entered in order to process the report. For example, for fiscal year 2009-10, enter 07/01/2009. During the fiscal year, the data for this report is updated monthly on the first

A, C, D, F, G, H, I, K, N, S, U, X, Y

http://www.dms.myflorida.com/human_resource_support/people_first/for_state_hr_practitioners/hr_professional_user_guide






Saturday of each month. Once the fiscal year is closed, the data is frozen on the third Saturday in July.

3 Agency Leave Liability Report


To provide detail fiscal year-end leave liability data by employee.

The first day of the fiscal year must be entered in order to process the report. For example, for fiscal year 2009-10, enter 07/01/2009. During the fiscal year, the data for this report is updated monthly on the first Saturday of each month. Once the fiscal year is closed, the data is frozen on the third Saturday in July.

A, C, D, F, G, H, I, K, N, S, U, X, Y

4 Appointment Status Expiration Report

Data Warehouse Reports > HR Reports

To monitor employees whose appointment status expiration date is within a selected range of dates and an action needs to be taken in People First to update the appointment record.

A, C, D, F, G, H, I, K, M, N, S, U, X, Y

5 Average Salary by Class Code Report


To provide average salary by class code.

The report can be run for an agency (OLO) code or statewide.

A, C, D, F, G, H, I, K, M, N, S, U, X, Y

6 Average Salary by Pay Grade Report


To provide average salary by pay grade codes.

The report can be run for an agency (OLO) code or statewide.

A, C, D, F, G, H, I, K, M, N, S, U, X, Y

7 Benefits Cancellation Report

Data Warehouse Reports > Benefits Reports

To identify employees enrolled in a benefit plan at risk of being cancelled by the benefit vendor for non-payment of premiums.

This report contains confidential information and is only valid for two days after the final regular payroll has processed. This report is also available to benefits only entities (e.g., the Legislature, state universities, etc.).

A, G, H, I, N, S, U, X, Y




This is a key benefits report that agencies should work each pay period. Users assigned an A security role code can run the report statewide.

8 Benefits Changes Report


To identify employees who have made a change to a benefit plan in People First for the requested time period.

This report contains confidential information. The begin date must be the first day of a month and end date must be the last day of a month. The report is also available to benefits only entities (e.g., the Legislature, state universities, etc.). This is a key benefits report that agencies should work each pay period. Users assigned an A security role code can run the report statewide.

A, G, H, I, N, S, U, X, Y

9 Benefits Underpayment/Overpayment Report


To identify employees whose employee or employer premium payments do not match the expected payment amounts for the requested time period.

This report contains confidential information. Data is available on Monday (refreshed over the weekend). Availability of report data:

Monday: Report can be processed for the current coverage month, next coverage month and prior

A, G, H, I, N, S, U, X, Y




23 coverage months.

Tuesday – Friday: Report can be processed for the current coverage month, next coverage month and prior five coverage months.

Records will remain on the report until the employee and employer premium payments match the expected payment amount for the requested time period. This report is also available to benefits only entities (e.g., the Legislature, state universities, etc.). This is a key benefits report that agencies should work each pay period.

10 Budgeted Positions Report


To provide a report of budgeted positions based on the selected report filter(s).

OPS and contractor positions are not included.

A, C, D, F, G, H, K, I, M, N, S, U, X, Y

11 EEO Utilization - Adverse Impact Analysis Report


To determine whether a particular race/ethnic or gender group has been adversely impacted based on the selected calculation method and transaction type.

This report must be run by fiscal year.

A, C, F, G, H, I, K, N, S, U, X, Y

12 EEO Utilization - ALM Analysis Report


To provide the available labor market data based on the U.S. Census data.

The 2010 U.S. Census Data is used for this report.

A, C, F, G, H, I, K, N, S, U, X, Y




13 EEO Utilization - Incumbency to Availability Analysis/Goal Report


To determine if a particular gender and race/ethnic group is being underutilized for affirmative action planning or goal setting.

This report must be run by fiscal year. The calculation method determines the contents displayed on the report. For example, “Underutilized?” will not be displayed on the report if the calculation method used is the standard deviation rule.

A, C, F, G, H, I, K, N, S, U, X, Y

14 EEO Workforce Separations Detail Report


To provide agencies detailed transaction and employee data for each separation within a user specified timeframe.

This detailed report can be used to list individual separation transactions for the EEO Workforce Transaction Summary Report run with same filters. The begin date cannot be prior to June 30 of the previous fiscal year.

A, C, F, G, H, I, K, N, S, U, X, Y

15 EEO Workforce Summary (Active) Report


To provide agencies the ability to see their workforce broken down by EEO 4 Job Category, race, gender, pay plan, class code and pay grade at any "point in time."

The user selects an end date only, and the report generates counts according to the eight EEO 4 Job Categories, race, gender, pay plan, class code, and pay grade. The report reflects cumulative totals for the fiscal year of the end date entered.

A, C, F, G, H, I, K, N, S, U, X, Y

16 EEO Workforce Transaction Detail Report


To provide agencies detailed transaction and employee data for a selected transaction type (new hires, promotions, demotions or reassignments) within a user specified time frame.

This report can be used to list individual transactions for the EEO Workforce Transaction Summary Report run with same filters. The begin date cannot be prior to June 30 of the previous fiscal year.

A, C, F, G, H, I, K, N, S, U, X, Y




17 EEO Workforce Transaction Summary Report


To provide agencies a report of summary counts of their new hires, promotions, demotions, reassignments or separations within a specified time frame, broken down by EEO 4 Job Category, race, gender, pay plan, class code and pay grade.

This report can be used to analyze and/or monitor agency anomalies or trends found within their EEO practices.

A, C, F, G, H, I, K, N, S, U, X, Y

18 Employee Roster Report


To provide a listing of employee and related demographic information.

This report contains confidential information. OPS employees can be included.

A, C, F, G, H, I, K, M, N, S, U, X, Y

19 Employee Transaction Condensed Report


To provide a listing of employee transactions by effective date from People First and non-OPS transactions from the legacy system, COPES. This report can be used to help verify key service dates and employment tenure. It does not contain as many data fields as the Employee Transaction Report and is designed for use by the manager.

The A Role Code has the ability to run this report statewide.

A, C, D, F, G, H, I, K, M, N, S, U, X, Y

20 Employee Transaction Report


To provide a listing of employee transactions by effective date from People First and non-OPS transactions from the legacy system, COPES. This report can be used to help verify key service dates and employment

The A Role Code has the ability to run this report statewide.

A, C, D, F, G, H, I, K, M, N, S, U, X, Y




tenure. It is designed for use by staff in the human resource office.

21 LAS/PBS Budget Entity/FLAIR Org Level Report


To monitor position and salary rate information by budget entity/FLAIR Org Code level in preparation for the annual fiscal year-end transfer of position and rate information into the LAS/PBS System.

The report has three sort report modes (Level 2, Level 3 and Level 4) available for display of the position data. Positions that are not marked correctly as overlap or shared are identified so corrective action can be taken in People First to ensure that the appropriate salary rate is captured for the position record on June 30 of each fiscal year.

A, C, D, F, G, H, I, K, M, N, S, U, X, Y

22 LAS/PBS Budget Report


To monitor position and salary rate information in preparation for the annual fiscal year-end transfer of position and rate information into the LAS/PBS System.

The report has three report sort modes (Budget, Rate and Detail) available for display of the position data. Positions that are not marked correctly as overlap or shared are identified so corrective action can be taken in People First to ensure that the appropriate salary rate is captured for the position record on June 30 of each fiscal year.

A, C, D, F, G, H, I, K, M, N, S, U, X, Y

23 Leave Balance Report

Data Warehouse Reports > Leave Reports

To provide leave balance information by leave type.

Enter pay period dates in order to process the report. The data for this report is updated weekly on Sunday. Users assigned an A security role code can run the report statewide.

A, B, C, F, G, H, I, K, M, N, S, T, U, X, Y




24 Leave Without Pay Report

Data Warehouse Reports > Payroll Reports

To identify employees who have leave without pay attendance codes on their timesheet or a "LOA Without Pay" Personnel Action Request (PAR), whose work dates fall within a selected range of dates. Only submitted and approved timesheet data within the past 270 days is captured.

This is a key payroll audit report that agencies should work each pay period. Users assigned an A security role code can run the report statewide.

A, B, C, D, F, G, H, I, K, M, N, S, T, U, X, Y

25 Licensure Expiration Report


To identify employees who have a professional license or certification recorded in People First or the position requires the employee to maintain a professional license or certification.

In order to monitor positions that require a professional license or certification, an entry must be made on the Org Management record, Info Type 9130, License/Cert & State Property.

A, C, G, H, I, K, M, N, S, U, X, Y

26 New Hires Report


To monitor new hires for a selected range of dates.

A, C, D, F, G, H, I, K, M, N, S, U, X, Y

27 OPS FYTD Report


To monitor the fiscal year-to-date hours worked for OPS employees.

The data for this report is updated weekly on Saturday and will include all approved timesheets as of that date.

A, C, D, F, G, H, I, K, M, N, S, U,X, Y

28 Overlap and Shared Positions Report


To identify positions that are marked as overlap or shared in People First or positions that need corrective action taken in People First.

This report can be used to identify positions that need corrective action taken to ensure that the correct salary rate is captured for the fiscal year-end transfer of data to the LAS/PBS System.

A, C, D, F, G, H, I, K, M, N, S, U, X, Y




29 Payroll Changes Report


To monitor key changes to employee pay affecting data. This report contains a comparison of an employee's key payroll data for preceding and current F0001 (Payroll Input file sent to BOSP) payrolls.

This report is based on generation of the F0001 for the specific payroll. This is a key payroll audit report that agencies should work each pay period.

A, C, D, F, G, H, I, K, N, S, U, X, Y

30 Payroll Overpayment Report


To identify salary overpayments to employees.

This report contains confidential information. This report must be run every pay period and corrective action taken to collect the salary overpayment. Agencies should ensure any overpayments are processed in accordance with Bureau of State Payrolls procedures. This is a key payroll audit report that agencies should work each pay period.

A, C, D, F, G, H, I, K, N, S, U, X, Y

31 Position FTE Totals by Pay Plan Report


To obtain FTE totals by pay plan.

OPS positions are not included.

A, C, D, F, G, H, I, K, M, N, S, U, X , Y

32 Premium History Report


To provide premium history for the state sponsored (DSGI) plans for the requested time period.

This report contains confidential information. This report is also available to benefits only entities (e.g., Legislature, state universities, etc.). Users assigned an A security role code can run the report statewide.

A, G, H, I, N, S, U, X, Y




33 Rate Report Data Warehouse Reports > Budget Reports

To monitor position and salary rate information in preparation for the annual fiscal year-end transfer of position and rate information into the LAS/PBS System. A recap by budget entity is provided at the end of the report.

This report can be used to identify positions that need corrective action taken to ensure that the correct salary rate is captured for the fiscal year-end transfer of data to the LAS/PBS system.

A, C, D, F, G, H, I, K, M, N, S, U, X, Y

34 Separated Employees Report


To identify employees who have separated during a selected range of dates to ensure that applicable exit procedures (such as collection of ID badges, removal of access to internal agency networks or systems, transfer of leave, etc.) are completed timely.

It is suggested that this report be run each pay period and action taken in accordance with agency policies or procedures.

A, B, C, D, F, G, H, I, K, M, N, S, T, U, X, Y

35 Service Awards Report


To provide a listing of employees who are eligible for agency service awards.

Length of service is presented in increments of five years, from five to 60 years.

A, C, D, F, G, H, I, K, M, N, S, U, X, Y

36 Timesheet Interface Error Report

Data Warehouse > Payroll Reports

This report will identify the errors that occurred during the processing of the timesheet interface. While the report is visible for all agencies, report results will only be returned if the agency is submitting employee time using the timesheet interface process.

This report will provide a brief description of the error and whether it is a warning or fatal error. The data in this report is updated every hour on the half hour.

A, F, G, H, I, N, S, U, X, Y

37 Turnover Report Data Warehouse Reports > HR Reports

To provide agency turnover data for pay analysis purposes

If the reason code filter is not used when running the report, the following reason

A, B, C, D, F, G, H, I, K, M, R, N, S, T, U, X, Y




codes are used as the default:

51 – move to private sector

52 – move within State of Florida government

53 – other

63 – move to non-state of Florida government

Users assigned an A or H security role code can run the report statewide. Refer to DMS/HRM Policy Clarification 2008 #003 for additional clarification on turnover for competitive pay purposes. This report will produce turnover data back to Jan. 1, 2007. If an agency needs turnover prior to Jan. 1, 2007, please submit a request via email to PeopleFirstDataWarehouse

@dms.myflorida.com. 38 Vacancy Report Data Warehouse

Reports > HR Reports

To identify positions that are vacant for a selected range of dates or within any of the three Days Vacant categories (1-89 days, 90 to 179 days or 180 days or greater).

A, B, C, D, F, G, H, I, K, M, N, R, S, U, X, Y

mailto:[email protected]

mailto:[email protected]




SAP REPORTS (Unless noted below, the following reports are real time.)

1 Active Facilities Report


To identify active facilities that can be assigned to a position.

A, C, D, G, H, I, K, N, S, U, X, Y

2 Address Verification Monitoring Report – Agency


To provide the agency’s employees’ status for completing the Address Verification process.

The report filter Effective Date is the date (first day) the Address Verification process is activated (Aug. 1 each year).

A, H, I, M, N, S, U, X, Y

3 Address Verification Monitoring Report – Statewide


To show statewide totals of each agencies employees’ status for completing the Address Verification process.

The report filter Effective Date is the date (first day) the Address Verification process is activated (Aug. 1 each year).

N, S




4 Benefits Early Effective Date Report

Reports > Benefits Reports

To identify employees who have elected an early effective date for health insurance for the requested time period.

This report contains confidential information. This report pulls records based on the day the election is made, not the effective date of the report. This report is also available to benefits only entities (e.g., Legislature, state universities, etc.). This is a key benefits report that agencies should work each pay period.

A, G, H, I, N, S, U, X, Y

5 Benefits Eligibility Report


To identify whether an OPS employee is already eligible for benefits or could become eligible for benefits if hired into an additional OPS or salaried position.

This report contains confidential information. This report is also available to benefits only entities (e.g., Legislature, state universities, etc.).

A, F, G, H, I, M, N, S, U, X, Y

6 Dependent Certification Monitoring Report – Agency


To provide the agency’s employees’ status for completing the Dependent Certification process.

The report filter Effective Date is the first day of Open Enrollment each year. This report is also available to benefits only entities (e.g., Legislature, state universities, etc.).

A, H, I, M, N, S, U, X, Y




7 Dependent Certification Monitoring Report – Statewide


To show statewide totals of each agencies employees’ status for completing the Dependent Certification process.

The report filter Effective Date is the first day of Open Enrollment each year.

N, S

8 File 1 Payment History Report

Reports > Time and Payroll Reports

To provide the payroll input (F0001) payment history for an employee for a requested payroll.

This report is available for both the preliminary and final payroll file runs.

A, C, D, F, G, H, I, K, N, S, U, X, Y

9 FMLA/FSWP Tracking Report


To track employees' use of FMLA/FSWP leave.

This report is based on approved timesheet hours.

A, B, C, F, G, H, K, I, M, N, S, T, U, X, Y

10 Groups Report Reports > HR Reports

To obtain a listing of an established Requisition Group, Time Group, or Requisition & Time Group and the assigned organizational code ranges for an agency.

A, C, D, F, G, H, I, K, N, S, U, X, Y

11 Leave Audit Report


To provide all (annual, sick, special comp, regular comp, personal holiday) leave transactions for the selected employee, for the requested time period.

For timesheet entries, only approved timesheets transactions are included. The report can be run across agencies and across employee IDs for the agency’s current employees. The report can be run back to go live in People First (2004).

A, B, C, E, F, G, H, I, K, M, N, S, T, U, X Y

12 Leave Summary Report


To obtain the current leave balances of an employee.

This report factors in all leave used that is contained on approved timesheets as of the time the





report is run.

13 Measurement Period Report


To identify salaried

and OPS

employees that

were measured for

benefits eligibility

for the requested

period.

This report contains confidential information. The report can be run for either an Open Enrollment or new hire measurement period. The effective date filter for an Open Enrollment measurement period must be 10/03/YYYY and the effective date filter for a new hire measurement period must be the first day of the requested month. This report is also available to benefits only entities (e.g., Legislature, state universities, etc.).

A, F, G, H, I, N, S, U, X, Y

14 Miscellaneous Deductions Report


To identify miscellaneous deductions for agency employees.

This report can also be run by deduction code for an agency.

A, C, D, F, G, H, I, K, N, S, U, V, X, Y

15 Missing Timesheet Report


To provide agencies the ability to identify employees that have missing time on a timesheet.

Missing timesheets can impact the agency's leave liability data and delay the processing of leave payments for terminating employees. The data for this report is updated weekly on Sunday.


16 New Hire Monitoring Report


To identify OPS and salaried employees in the new hire measurement period based on the initial agency eligibility decision.

This report contains confidential information. Agencies should use this report to monitor employees in the new hire measurement

A, F, G, H, I, N, S, U, X, Y




period, who were not initially eligible at hire, to determine if the initial agency decision is still correct. This report is also available to benefits only entities (e.g., Legislature, state universities, etc.).

17 Open Enrollment Elections Completed Report – Agency


To provide the agency’s employees’ status for completing an open enrollment election(s).

The report filter Effective Date is the first day of the new plan year. This report is also available to benefits only entities (e.g., Legislature, state universities, etc.).

A, H, I, M, N, S, U, X, Y

18 Open Enrollment Elections Completed Report – Statewide


To show statewide totals of each agencies employees’ status for completing an open enrollment election(s).

The report filter Effective Date is the first day of the new plan year.

N, S

19 OPS Employee Report


To identify all OPS employees for the agency.

This report contains confidential information. The report can be run for all OPS employees in your agency and captures both their benefits eligibility and their current enrollments (if eligible). This report is also available to benefits only entities (e.g., Legislature, state universities, etc.).

A, F, G, H, I, N, S, U, X, Y

20 OPS Leave of Absence Report


To identify OPS employees who are on academic break, military leave or FMLA leave.

This report contains confidential information. This report is also available to benefits only entities (e.g.,

A, F, G, H, I, N, S, U, X, Y




Legislature, state universities, etc.).

21 PAR Audit Report


To provide agencies the ability to track and monitor personnel actions (PARs) for a selected date range.

This is a key human resource report that agencies should work each pay period to ensure all PARs are completed within the appropriate payroll cutoff periods. This report replaces the manual reports previously provided by the People First Service Center.

A, C, H, K, N, S, U, X, Y

22 PAR Liaison Report


To obtain a listing of the established PAR liaisons and the assigned organization code ranges for an agency.

A, C, D, F, G, H, I, K, N, S, U, X, Y

23 Pay Additive Monitoring Report


To track pay additives for an agency for a selected range of dates.

The Shift Differential pay additive is not included in this report.

A, C, F, G, H, I, K, M, N, S, U, X, Y

24 Payments Not Sent to BOSP Report


To provide agencies the ability to view all retro payments (for example, regular salary payments, overtime payments, and on-call payments) that were not sent on the F0001 to Bureau of State Payrolls (BOSP). Report contains retro payments that are older than two pay periods back.

When entering the Processing Date, use the payroll processing date for the requested pay period. This report must be run every pay period and reviewed to determine if corrective action should be taken to process the payment. This report is based on generation of the F0001 for the specific payroll. This is a key payroll audit report that agencies should work each pay period.

A, C, D, F, G, H, I, K, N, S, U, X, Y




25 Payroll Deductions Retro Posting Report


To provide agencies information about payroll deductions, which were used to cover premium underpayments from prior months.

When entering the Coverage Period Begin Date, the first day of the coverage month should be used for the coverage month that the payroll is for. The Coverage Period End Date must be the last day of the month for the coverage month that the payroll is for. The report will only produce results for the past 24 months. This a key benefits report that agencies should work each pay period.

A, H, I, N, S, U, X, Y

26 Position to Facility Relationship Report


To identify positions that are not assigned to an active facility and to identify employees assigned to a specific facility.

A, C, D, G, H, I, K, N, S, U, X, Y

27 Potential Overtime Report


To identify potential overtime when an employee exits one agency and is hired by another agency in the middle of an FLSA period. The employee must have held an included position in at least one agency and worked more than his or her FLSA hours in that position. It can also identify potential overtime when an employee is dually employed (in same agency or in another agency) in at least one included position and works more

This report will need to be run by each FLSA Period Type that is applicable to your agency for all potential overtime to be reflected for the selected FLSA period range. This report is based on generation of the F0001 for the specific payroll. This is a key payroll audit report that agencies should work each pay period.

A, B, C, F, G, H, K, M, N, S, T, U, X, Y




than the FLSA hours in a period.

28 Retroactive Payments Sent to BOSP Report


To provide agencies the ability to view all retro payments (for example, regular salary payments, overtime payments, and on-call payments) that were sent on the F0001 to Bureau of State Payrolls (BOSP) for processing.

When entering the Processing Date, monthly agencies should use the last monthly payroll processing date and biweekly agencies should use the last biweekly payroll processing date. This is a key payroll audit report that agencies should work each pay period. This report is based on generation of the F0001 for the specific payroll.

A, C, D, F, G, H, I, K, N, S, U, X, Y

29 Special Compensatory Leave Audit Report


To obtain a summary of an employee’s hours accrued, used, forfeited, adjusted, or a balance of hours in the 91, 92, 93, 94, or 95 leave types for special compensatory leave.

This report is run by leave type for one employee to view special compensatory leave over a period of time or to obtain special comp leave balances for an entire agency as of a specific date.

A, B, C, E, F, G, H, I, K, M, N, S, T, U, X, Y

30 Timesheet Audit Report


To obtain a summary of an employee's hours worked and leave taken by attendance type.

Only hours in status 20 (Submitted), 30 (Approved) and 40 (Rejected) are included in this report.


31 Timesheet Information Report


To obtain timesheet data by day for the requested time period by employee.

This report provides data back to go-live for an employee.


32 Training Library Report

Reports > E-Learning Reports

To provide listing of all training courses by agency OLO code.

Agencies must maintain training data in People First in order to use this report.

A, C, G, H, J, K, M, N, S, U, X, Y




33 Training Summary Report

Reports > E-Learning Reports

To provide employees the ability to access their training history, regardless of the employing agency. The report can be generated by employee, supervisor, or course code.

Agencies must maintain training data in People First in order to use this report.

A, C, G, H, J, K, M, N, S, U, X, Y

OTHER REPORTS (Unless noted below, the following reports are real time.)


1 Timesheet Summary

Employee Timesheet

To review, print, or save a copy of timesheet entries for the requested time period by employee.

This report provides data back to go-live for an employee. It can only be accessed through the employee's timesheet screen. This report should be used for any historical timesheets the agencies need to access.

A, B, C, E, F, G, H, I, K M, N, S, T, U, X, Y, Z

2 Training Transcript Report

Training Tab To obtain a transcript of training courses that you have completed, regardless of agency.

Agencies must maintain training data in People First in order to use this report. This report is only available to the employee. Human resource users and managers should process the Training Summary Report to obtain employee training information.

E

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