1 NewSouth HR Reporting Running the Mailing Labels Report

2 Select New South HR by a left mouse click once on NewSouth HR icon

3 Select Inquiries and Reporting

4 Select Reporting

5 Select Personal Data

6 Select Staff Mailing Labels

7 Name the run control e.g. TRP A Run Control ID is an ‘identifier’ or ‘title’ you give to a specific report that allows you to use the same parameters in the future. Alternatively, you may choose to use the same Run Control ID for every report (e.g. your initials) and redefine all parameters every time a report is run. Click

8 Enter the desired parameters. As of Date: This is a compulsory field. It will automatically default to today’s date. If you have previously used this Run Control ID (e.g. TRP) it will bring forward the previously saved dates. In that case update the “As of Date” to today’s date to access current data. You may choose dates other than today’s date if required.

9 Comm Date Start:/to: These are compulsory fields. The “Start” field will automatically default to 01/01/1930, and the “to” field will default to today’s date. If the run control has been used before it will bring forward previous dates saved. In most cases a “Start” date of 1/1/1930, and a “to” date the same as the “as of Date” will suffice.

10 Act/Rsn: This is not a compulsory field. Use the drop down list for options. If left blank the report will pick up all current employees that meet other criteria. Use Hire, New Contract or Rehire if you wish to restrict the output to specific actions.

11 If an action code is used (e.g. Hire), specific reason codes, or a range of reason codes, may be entered. e.g. If you choose reason codes “CON” to “FIX”, the report will pick up all employees who were hired using the reason codes CON, DOA, DOC and FIX from 1/1/1930 to Today’s Date. Leave the Reason code blank to pick up all Hires.

12 Term Date Start:/to: These are compulsory fields. The system will default to “Start” from tomorrow’s date “To” 31/12/2999 unless dates were previously saved in this run control. If other dates are brought forward change the Term Date Start to tomorrow’s date and “to” 31/12/2999. This will pick up all current employees, i.e. still active on the system.

13 Act/Rsn: This is not a compulsory field. Use the drop down list for options. If left blank the report will pick up all employees within the specified dates.

14 If an action code is selected (e.g. Termination), specific reason codes, or a range of reason codes, may be entered. e.g. If you choose reason codes “DIS” to “HDA”, the report will pick up all employees who are to terminate using the reason codes DIS, FIX and HDA from 6/9/01 to 31/12/2999. Leave Reason Code blank to pick up all Terminations.

15 FTE:/to: These are compulsory fields. It will default to ‘0.00 to 9.99’ which will capture all full-time and part-time staff.

16 Gender: This is a compulsory field. It specifies the gender of those to be included in the report. The default is “A” for All sexes.

17 Include EMPLID on Labels: Not a compulsory field. Do not click on this box. It is UNSW policy not to include the employee’s ID on the mailing labels. Include Salary Step on Report: Not a compulsory field. Check this box to include the employee’s Salary Step on the report.

18 Order: The report may be sorted by Last Name or by Faculty/ School/ Dept by selecting either radio button.

19 If the Jobcode radio button is selected the Jobcode:/to: fields become ungreyed. To specify the range of job codes to be included, use the drop down list to see valid values. Insert additional rows to include multiple job code ranges. These are not compulsory fields.

20 If the Salary Admin Plan/Grade radio button is selected the Salary Admin Plan: and Grade:/to: fields become ungreyed. You can then specify the range of Salary Admin Plans and/or Grades to be included. Use the drop down list to see valid values. Insert additional rows to include multiple Salary Admin Plans and/or Grades. These are not compulsory fields.

21 Department: This is a compulsory field. Use the drop down list to select a valid value. Insert additional rows (press F7) to include multiple Departments if required.

22 Employment Code:/to: Specify an Employment Code or a range of Employment Codes to be included in the report. Use the drop down list to see valid values. Insert additional rows to include multiple Employment Codes if required (press F7). These are not compulsory fields.

23 Click the run icon to run the report with the parameters defined. The first time you run the report you are required to select a Server.

24 Select the ‘PSUNX’ server and click to run the report.

25 Make a note of the Process Instance number.

26 Check the status of the report on the Process Monitor: Go >PeopleTools >Process Monitor

27 It may be necessary to click the icon to refresh the display on the Process Monitor. When the report status reads “Success” proceed to collect the report from the NSS Report Web page.

28 Click on the Start button, then click on ‘NSS Reports’

29 Click on ‘Yes’

30 Enter your Citrix (NSS) user name and password and click ‘OK’

31 Note: The reports will not appear on the list of Distributed Reports on the website if the parameters by which the report is run capture no data. The report generates 3 files with 3 process instance numbers  PART 1.pdf: is in report format and includes a banner page defining parameters selected  PART 2.spf: is in labels format for the printing of mailing labels.  PART 3.txt: is in text format to allow the data to be imported into Excel, Word etc Click on ‘adhoc’ reports

32 Scroll down the panel and select the report icon

33 Saving to Your Local Drive Use the following steps if you wish to save a report to your local drive PC Select File > Save As Enter L:\directory path\..\filename OR From Report Header, right mouse click on the report icon. Save Target As Select Client C: (L:) And choose appropriate C:\ drive location Mac Select File > Save As Enter L:\directory path\..\filename’ Press Enter or Return Select the desktop/disk volume from the list displayed

34 Printing Options CITRIX Printer (Supported by NSS) You can print direct from your CITRIX session providing you have access to a printer listed on CITRIX. Stationery required for printing of labels: Avery/software code L7162REV Avery re-order code Local Printer (Not supported by NSS) You can print to your Local printer providing:  You have saved the reports to your desktop  You have downloaded SQR Viewer and Crystal Viewer (available from the FAQ Database on the NSS Web Page)  You have downloaded Adobe Acrobat (available from the Reports page on the NSS Web Page)  You have completed the NSS Printer Registration form (available on the NSS Web page)

35 To create an Excel Spreadsheet Follow the steps on how to save the text file to a local directory on page 31 Open Microsoft Excel and open the text file saved on the local directory Highlight the appropriate text file and click to invoke the Excel Text Import Wizard.

36 Leave the Delimited check box on and click Leave the Tab checkbox on and click

37 Click Select File > Save As to save as a Microsoft Excel Workbook (*.xls) in an appropriate directory on the local drive or network drive.

38 To Create a Word Mail Merge Follow the steps on how to save the text file (.txt) to a local directory on page 31 Open a new document in Microsoft Word Select Tools > Mail Merge to invoke the Microsoft Word Mail Merge Helper.

39 1. To create the main document Select Create, Form Letters and Active Window

40 2. To define the data source select Get Data and Open Data Source

41 Open the text file from the local directory (where your previously saved it) Select Edit Main Document.

42 3. To insert fields in the main document Click on and select the fields you require and to create the main document.

43 For Example:

44 When all required fields have been inserted, invoke the mail merge helper again (Tools>Mail Merge) and click to merge the data with the main document.

45 Click again

46 A letter will be created for each employee listed in the original in the text file.