hello everyone

welcome to today's training on UKG Pro BI Analytics

this is a basic report building tutorial on how to use reporting in UKG Pro People Analytics

I am with InteGreat Solutions who provides client side implementation support, optimization and reporting in various HRIS systems

the objective for the training today is to learn how to build a basic report, create some custom categories for that report, combine data and do some formatting

we'll also look at how to create a simple formula, schedule that report, group the data together, and add some additional elements to the reporting

should you need any assistance with UKG or any other HRIS platform, feel free to contact us at integreate solutions dot com

we'll be using the demo environment that's seen here

to get to Business Intelligence or UKG Pro People Analytics, you're going to go to Administration, Business Intelligence and then open up Cognos Analytics

it will bring you into a home screen that looks like this

and we're going to start by building a basic report

we're going to go down and select new, we're going to select report, blank is selected, you'll keep that selected and select create

the most common type of reporting in UKG Pro People Analytics is the list format

so I'm going to go ahead and select list

you can name it whatever you would like, we'll just call it sample here and I'll hit okay

now you're going to select the source where is this report pulling the data from

in team content you're going to go to BI Content

you're going to select which platform you would like to pull the data from

in this scenario we're going to pull from the core system

you're going to go to delivered packages and then the administrator package contains everything that you would need to do reporting on for the most part

this is a common one that's used by many UKG Pro People Analytics report builders

but my personal favorite is the my employees package, I use this one primarily when looking at information that a basic employee admin would see

I think it's less overwhelming than the administrator package, however, depending on what data you're looking to present, the administrator package might be more favorable

in this scenario we're going to use the my employees package, because it's organized in a way that flows with how UKG is set up

I'm going to select open and it's going to load the package on the left hand side

I'm going to expand on this my employees so that I can see everything that I can pull into the report to report on

now we're going to start adding the data into our report

I always start off with employee number

you want to have a unique employee number so that you can easily use that report

you'll be able to count more efficiently, you'll make sure that your data isn't going to get mixed up if you do any formulas in the downloads, such as v lookups or x lookups

to move it into the report you can double click it or you can click and drag

I'm also gonna add employee name, this is a great example of how when you click and drag it doesn't always put it within the report

I always recommend using the double click

selecting your table that you're looking to add it to and double clicking, that way you can make sure that it's all going to be combined into the same table

I'll select some other elements here

we'll do job org level one and two and then we're gonna scroll down to job and take a look in here if there's anything else that we would like to add we'll add time and job

I'm going to minimize jobs, I'm gonna pull up personel and I want to know how long they've been at the company

so I'm going to pull into employment dates and then I'm going to put seniority years

so how many years is their seniority at the company

if you would like to see how the report is coming along, you can go over here to the right hand side where it says page design and switch it to say page preview

then you'll be able to see the data real time with the information that you have there

so maybe while looking at the information you decide that you don't want to see all of the data that's inside of UKG, you only want to see it for active employees

so underneath my employee you can select employment status, click and drag it over or double click it so that it adds it into your report

by selecting the top here you'll be able to see that there is a filter

I'm going to select the filter and select edit filters then I'm gonna select this plus sign to add a new filter and I want to choose the employment status

I'll select okay and then it'll give me the different options of employment statuses that are appearing in that column I only want to see active

so I'm going to select ok

I'll select ok again and you'll see that these terminated employees are no longer there and we're only seeing active

now let's build some custom categories

I'm looking at this org level one and I'd like to be able to split it up to be able to see who is client facing and who is not in a more easy to read way

so I'm going to add a new column that will be client facing

to do that I'm going to go up here to insert calculation and I am going to select custom oops sorry I'm gonna select define custom groups

I'm gonna select this plus sign to create a new group and I'm going to do select new values group

in here I'll type client facing and select the divisions that are client facing

since there's only going to be client facing and non client facing we can group the remaining values into a single group

if you have additional ones, you can go ahead and do select new values group and select those that would be non client facing

I'm going to toggle this one over here where it says use a custom name and I'm going to type in client facing with a question mark

I'll hit okay and that's going to create a new column that will use the data in org level one and create it in its own column

you can also do this with numbers, let's look at seniority years

I'm going to go back to insert calculation and I'm going to select define custom groups

and in this one what I'm going to do is select new and new range group, so I want anyone that's over ten years at the company will be considered tenured

I'll call this one tenured

I'll add a new one new range group and this one I'll say approaching and this one will be from two years to ten years

then I'll group the remaining values into junior

let's name this column and we'll just call it tenure

I'll select ok

and now you'll see on the right hand side anybody that's over ten years will say ten year

let's filter this or sort this so that we can see some different values

I'm gonna select descending so that we can see this higher values

and then you can see here that we have someone that's approaching

next we're gonna go over how we can combine data into its own column a common use of this is for address UKG breaks up the address into different options

and maybe you want to combine it into one so maybe you want to combine this address plus one and two and then city state zip code into one cell in this situation

I'm going to show how we can combine org level one and org level two together

I'm going to select both columns by clicking on it and holding down control to click the second one

I'm gonna go back to that insert calculation and I'm going to select custom

this will bring up concatenate so it's gonna put the two together and I'll show you what it will look like up here in the preview so I don't want them to be touching

so I can either do a space or a hyphen or really anything that you would like

to be able to separate the two I'm gonna use the custom name of org one and two

click okay and then I will create a column where those are together

so for Andy here he's part of administration and then operations so his org one and two says administration division operations

next we're going to look at some formatting maybe you want everything at the top to be bold

um if you select the cell that you wish to format you can select over here with font you can change the font family the size and then we can make it bold here as well

when i hit okay you'll see that it changes that cell to bold

so you can do that for any number of cells, maybe you want to do some conditional formatting

so if we look at the column job and we want to highlight anyone who is a manager

I can go over here underneath properties, there's conditional styles, and I'm going to select those ellipses that are on the right hand side, select add and I'm going to do new conditional style

we're going to do it on job so I will select okay, we'll name that conditional style

then I'm gonna select this plus sign down here and I am going to select enter string criteria so you want to change anything that contains the word manager

I'll select ok and then I can choose how I want to style it

you'll always have two different string conditions, one for the criteria that you put in and then one for the remaining values

you can have multiple but you will always have at least two

now let's choose the style that we want to do for manager

I'm gonna select here these are some of the preset ones that you can use or you can select on this edit style and create your own so maybe we want to highlight it and we're going to change the font as well to bold

I'll select ok, select ok again ok again

and now you will see that there's conditional formatting in your report

to be able to highlight the cells that you want for formatting you can also change the titles that are at the top of each column

for example org level one here is based on division but it says org level one, so maybe you want that to read division

underneath properties on the right hand side I'm going to scroll down to data item and label in here I'll type division

and you'll see that it will change at the top of my data

now let's look at adding a formula

I'm gonna go over here to the toolbox and underneath textual there's query calculation

I'm gonna click and drag that into my my list and then it's going to bring up this box here

we're going to call this one time in job and what I wanted to look at is the percent of time that they're in their job compared to how long they've been at the company

if I go to this data items it's gonna show me everything that I have contained within my report

so I want to take the time in the job divided by seniority years

I want this to be a percent so what I need to do is enclose this and then enter an asterisk to be able to multiply by a hundred

you always want to select this validate icon so that it validates your data

and you want to always see that there are no errors if there's an extra bracket

for example and you click on validate, it's gonna give you some errors here

when I scroll down, I can see that it's based on seniority years so I can delete that extra bracket so that the reporting will actually work

I'm gonna select ok and then I'll add a column to my list of time and job so you can see the percent of time that they have been within their job these since they don't have a time and job

um it's going to error out

so it'll just keep that blank

I'm going to change the sort of this chart just so that we can look at it in a different way

all right

so next we're going to look at grouping data together so you see how everything is in its own cell

maybe you want to merge cells together so that it shows that they are all the same

so what I can do here is select on the column that I'd like to merge everything

and I'm going to select group ungroup automatically it's going to group everything together

so anything that doesn't have a division is grouped here administration division is grouped together

if I select page down until I find a new division

you'll see that all of them are grouped together

just to make this report shorter, I'm going to go to page design so that we can see all of it

we're going to now add some objects into our report so that it can help us with versioning history

so things that you can add are all underneath this toolbox

for this demonstration we're going to add date and time so what i'm going to do is move the date over and move the time over so now on my report it's always going to show the date and time at the bottom you can also click and drag this

to anywhere that you want

if you would like to have it be part of your report so if I do page preview

you'll see that today's date is gonna show up on the left hand side here I will select delete to remove that and then if we go to the bottom of our report you'll see that the time that we put there is there and then I'll put the date back

I'll click bottom so now you see the date and the time

now let's learn how to schedule this report

I'm first going to save it so i'm going to click save as if you save it to my content, it's only gonna be visible to you

team content is where most of the files that I create are saved

so basically in the team content you can select z z z company folders, Ultipro, and then you'll be able to see all the folders that are shared throughout your organization

for this instance I'm just going to save it to my content

I'll rename this to what I want the report to be called

select save and now if I'm on my homepage, I can go to content my content and I'll be able to see that sample report there

from here you can edit the report and you can change any of the information about it

um for this situation we are going to schedule it

so I'm going to click here select properties and I'm going to select schedule up at the top and then create schedule you can choose the frequency

so maybe we want to send it on every Wednesday and Friday

you can enter the start and you can also enter an end date or it can go on forever

now we're going to select how this report is being sent

so i'm going to select the options tab here

most often it's either a csv or excel

do you want the report to save every single time that it runs, then this box will be checked

in this situation I want to send the report by email so I'll check that box I'm going to select edit details

this is who the report is going to, you can also just type in an email, so maybe you have an HR team that you want that report to go to

you can put in a subject, you can put in messaging down at the bottom

I always turn off include link

um you can leave it on, however a lot of people if you're typing in who you're sending it to, they might not have access to that link and I get a lot of emails back saying that they don't have access

so instead I just want to attach the report output

I'm gonna go down to the bottom here and select save

now you'll see that the schedule is going to run every week on Wednesdays and Fridays

and it's going to be sent in html, csv and excel

it's going to email that report

I'll click close

and the report's already set up to be scheduled

this concludes our training

if you need any help with your reporting, any implementation support or optimization for your system, feel free to contact us at any time