Flexible Employee Data Report

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Procedure Updated: 
01/22/20

Use this report to create adhoc reports using employee master data fields for a variety of reasons such as:

  • monitoring periodic increment dates,
  • monitoring indirectly valued employees,
  • auditing employee master data for accuracy, or
  • viewing a list of employee email addresses.

This report provides point-in-time employee data only using a key date. This report does not include an option for entering a date range.

Tips: 

The following statewide variants are available for the Flexible Employee Data Report:

  • SWV DATESPECS - Date Specifications
  • SWV EMP SHAPSH - Employee Snapshot
  • SWV PID - PID Variant
  • SWV PSTAGL lst - Pay Scale TyArGrpLvl report
  • SWV MA OVERIDE - Med Aid Override by job/persID
  • SWV Mail Addr - SWV Mailing Address
  • SWV EMAIL ADDR - Empl Email Address List

Refer to the Statewide Variant List for more information.

Authorization to view employee data is enforced based on the user’s active security profile in HRMS. For example, you cannot view an employee’s master data profile while they were employed with another agency.

The State of WA Flexible Employee Data Report (ZHR_RPTPAN02) is a customized report built specifically for Washington state employee HRMS users. A standard Flexible Employee Data report is also available using transaction code S_AHR61016362. This is a similar report that provides other employee master data field options such as date of birth.

  1. Enter transaction code ZHR_RPTPAN02 in the command field and click the Enter button.

    Screenshot of command field.

  2. Complete the Key Date section.

    Select one of the following radio buttons :

    • Today
    • Other keydate

    Screenshot of key date section.

    Tips: 

    The  Key date section will determine the effective date of your report results.

    Key date defaults to Today but can be changed to a different date.

    You will receive a message if Other keydate is selected but Key Date is blank.

  3. Complete the Selection section.

    The following field is optional:

    • Personnel Number

    Screenshot of selection section.

    Tips: 

    The Selection section will assist in getting only the information needed. A selection is not required for each field.

    Additional fields can be added to the Selection section using the Further selections button.

    For example, click the Further selections button and move Employment status and Personnel area from the Selection options (left) to the Selection fields (right) column. Now you can set filters on these fields.

    Screenshot of selection section.

    Leaving the Employment status field blank will bring Withdrawn (0) employees into your reports results. Use this selection field to restrict your report results to only Active (3) and/or Inactive (1) employees.

    If you use the Org. structure option to restrict your results by specific Organizational Units, results will automatically be restricted to Active (3) employees only. Results will not include Inactive (1) or Withdrawn (0) employees.

  4. In the Data Limiter section, update the Number of Employees to restrict the number of records returned in your report results.

    Screenshot of data limiter screen.

    Tips: 

    The Data Limiter for Number of Employees defaults to 100. This will return the first 100 employee records in your report results. You can change the Number of Employees to blank (return all employee records) or change it to another number.

    If running data for a large number of employees, you may need to run the report in the background. Refer to Running Reports in the Background procedure.

  5. In the Additional data section, click the Field selection button and select the fields you want to display in your report results.

    Screenshot of additional data section.

  6. To add Field selection items, scroll through the alphabetical Selectable fields list and click on the gray box to the left of the fields you want to add and click the right arrow to move them to the Selected fields box.

    Screenshot of field selection screen.

    Tips: 

    You can also double-click field names to move them back and forth between boxes.

    Once the fields have been added to the Selected fields box, you can change their order by clicking on the gray box to the left of the field and using the up and down arrows. You can also remove a field from the Selected fields list by selecting it and clicking on the left arrow to move it back to the Selectable fields list.

    You can have a maximum of 40 fields displayed on your report. The HR field selection screen will display how many fields you have selected for your report and how many are available.

  7. When all necessary report fields have been added to the Selected fields column, click the Continue (Enter) button.

    Screenshot of field section screen.

    Tips: 

    On the report selection screen, the Field selection indicator will turn green once fields have been selected.

    Screenshot of additional data screen.

    Report will not run until Field selection items are added.

  8. Click the Execute button.

    Sample report results:

    Screenshot of report results.

    Tips: 

    In this example, the fields that were selected to be displayed were:

The following table maps each field to the infotype:

Report Field Infotype Name Infotype Number
2nd Address Line Addresses 0006
2nd Address Line – Type 5 Addresses 0006
ACA Status Code Planned Working Time 0007
ACA Status Code Text Planned Working Time 0007
Action Actions 0000
Action Type Actions 0000
Agency Hire Date Date Specifications 0041
Agency Service Date Date Specifications 0041
Anniversary Date Date Specifications 0041
Annual Salary Basic Pay 0008
Appointment Date Date Specifications 0041
Business Area Organizational Assignment 0001
Business Area Code Organizational Assignment 0001
Cadet Hire Date Date Specifications 0041
Capacity Utility Level Basic Pay 0008
Certificate Education 0022
City Addresses 0006
City – Type 5 Addresses 0006
Commission Date Date Specifications 0041
Compressed Workweek (EE) Telework/Flex Work (Employee) 9106
Compressed Workweek (EE) Text Telework/Flex Work (Employee) 9106
Compressed Workweek (POS) Telework/Flex Work (POS) 9901
Compressed Workweek (POS) Text Telework/Flex Work (POS) 9901
Contract Type Contract Elements 0016
Cost Center Organizational Assignment 0001
Country Key Addresses 0006
Country Key – Type 5 Addresses 0006
County Addresses 0006
County – Type 5 Addresses 0006
Daily Work Hours Planned Working Time 0007
Degree Type Education 0022
Education Major Education 0022
Educational Establishment Education 0022
Employee E-mail Communication 0105 Subtype 10
Employee Group Organizational Assignment 0001
Employee Group Code Organizational Assignment 0001
Employee Override Group Name Add. Withh. Info. US 0234
Employee Override Group Number Add. Withh. Info. US 0234
Employee Subgroup Organizational Assignment 0001
Employee Subgroup Code Organizational Assignment 0001
Employment Percentage Planned Working Time 0007
Employment Status Actions 0000
Ethnic Origin Code Additional Personal Data 0077
Ethnic Origin Text Additional Personal Data 0077
Ethnicity Code Additional Personal Data 0077
Ethnicity Text Additional Personal Data 0077
First Name Personal Data 0002
Flextime (EE) Telework/Flex Work (Employee) 9106
Flextime (EE) Text Telework/Flex Work (Employee) 9106
Flextime (POS) Telework/Flex Work (POS) 9901
Flextime (POS) Text Telework/Flex Work (POS) 9901
Flextime Hours From Telework/Flex Work (Employee) 9106
Flextime Hours To Telework/Flex Work (Employee) 9106
Full Name Organizational Assignment 0001
Gender Identity Personal Data 0002
Indirect Valuation Basic Pay 0008
IRS Mandates Withholding Info W4/W5 US 0210
JEV Begin Date Date Specifications 0041
JEV End Date Date Specifications 0041
Job Organizational Assignment 0001
Job Code Organizational Assignment 0001
Job Key/Class Organizational Assignment 0001
Last Name Personal Data 0002
LGBTQ+ Additional Personal Data 0077
Major Education 0022
Manager EE# Employee’s supervisor/manager and supervisor/manager’s personnel number when the Manager Name and Manager EE# are selected in the Additional Data Field selections of the report if the Organizational Management relationships are maintained.  
Manager Name Position to Organizational Unit relationships (A012 Manages/B012 Is Managed by) maintained on the employee’s supervisor’s position/organizational unit.

Or

Position to Position relationships (A002Reports/B002 is line supervisor of) are maintained on the employee's position. If the relationships are not maintained the report will display the Manager Name field as blank and Manager EE# field will display 00000000.
   
Middle Name Personal Data 0002
Military Spouse Additional Personal Data 0077
Monthly Hours Planned Working Time 0007
Next Increase Date Basic Pay 0008
Office/Region Addresses 0006
Office/Region – Type 5 Addresses 0006
Old JVAC Description

Note: this is the old JVAC, not the JVAC on Position Relationships
1002
Organizational Key Organizational Assignment 0001
Organizational Unit Organizational Assignment 0001
Organizational Unit Abbreviation Organizational Assignment 0001
Organizational Unit Code Organizational Assignment 0001
Part-Time Indicator Planned Working Time 0007
Pay Scale Area Basic Pay 0008
Pay Scale Area Code Basic Pay 0008
Pay Scale Group Basic Pay 0008
Pay Scale Level Basic Pay 0008
Pay Scale Reason Basic Pay 0008
Pay Scale Reason Code Basic Pay 0008
Pay Scale Type Basic Pay 0008
Pay Scale Type Code Basic Pay 0008
Payroll Area Organizational Assignment 0001
Payroll Area Code Organizational Assignment 0001
PD Completed Date Specifications 0041
PDP Eval Completed Date Date Specifications 0041
PDP Expectations Set Date Date Specifications 0041
Personal Holiday Eligible Date Specifications 0041
Personnel Area Organizational Assignment 0001
Personnel Area Code Organizational Assignment 0001
Personnel Number Organizational Assignment 0001
Personnel Subarea Organizational Assignment 0001
Personnel Subarea Code Organizational Assignment 0001
Position Long Text Organizational Assignment 0001
Position Number Organizational Assignment 0001
Position Short Text Organizational Assignment 0001
Postal Code Addresses 0006
Postal Code – Type 5 Addresses 0006
Prior Periodic Increment Date Date Specifications 0041
Pro Period Number Contract Elements 0016
Pro Period Unit Contract Elements 0016
Race Code and Text Additional Personal Data 0077
Rate/Salary per Period Basic Pay 0008
Reason Action Code Actions 0000
Reason for Action Actions 0000
Recommission Date Date Specifications 0041
Reference Procedure Field is not used N/A
Retirement Eligible Date Date Specifications 0041
Seniority Date Date Specifications 0041
Separation Effective Date Date Specifications 0041
Sex Assigned at Birth Personal Data 0002
Spouse/DP Surcharge Benefits Medical Information 0376
Spouse/DP Surcharge Text Benefits Medical Information 0376
Street/House Addresses 0006
Street/House – Type 5 Addresses 0006
Teamster Seniority Date Date Specifications 0041
Telework (EE) Telework/Flex Work (Employee) 9106
Telework (EE) Text Telework/Flex Work (Employee) 9106
Telework (POS) Telework/Flex Work (POS) 9901
Telework (POS) Text Telework/Flex Work (POS) 9901
Time Administrator Organizational Assignment 0001
Time Management Status Planned Working Time 0007
Time Type Override Planned Working Time 0007
Time Type Override Text Planned Working Time 0007
Tobacco Surcharge Benefits Medical Information 0376
Tobacco Surcharge Text Benefits Medical Information 0376
Total Basic Pay Calculated: sum of Wage Type amounts listed on Basic Pay (0008) and added into the Annual Salary.    
Transit Card Code Objects On Loan 0040
Transit Card Loan Object No. Objects On Loan 0040
Transit Card Text Objects On Loan 0040
Unbroken Service Date Date Specifications 0041
Weekly Work Days Planned Working Time 0007
Weekly Work Hours Planned Working Time 0007
WMS Review Date Date Specifications 0041
Work Contract Organizational Assignment 0001
Work Schedule Rule Planned Working Time 0007
Workforce Indicator Based on the Job related to the Position on the employee's Organizational Assignment (0001). The Workforce Indicator is assigned on the Job Relationships (1001).    
WSP Badge Number Code Objects On Loan 0040
WSP Badge Number Loan Object Number Objects On Loan 0040
WSP Badge Number Text Objects On Loan 0040
Years of Service Calculated based on the employee's Anniversary Date on Date Specifications (0041).