Personnel Management (PMM) Reports
Click on a step to view instructions for PMM Reports:
Get Started with Personnel Management Reports
From your campus computer, type "portal" in the address line of your internet browser then press Enter on your keyboard.
Click on the Reports tab.
If the Reports tab is not displayed then click on the Profile tab and activate the Reports tab.
There are many tabs in the Portal. Your access to view these tabs and the contents within them is based upon your assigned functions and roles and the specific delegations of authority made to you by your Division.
Access Personnel Management (PMM) Reports.
Locate and click on Reports tab. Then click on the drop down menu and click on Position Management Rpts.
There are three Position Management Reports you can view:
- Monthly Statement
- Estimated Expenditure Report
- Position Transaction Report
Several search index fields will appear on the left hand side. These include Division like, SubDivision like, DeptName like, Last Name like, DocumentDate is after, DocumentDate is before, DocumentDate is equal, Position like, and ReportTitle like. Identify what you need to view by selecting and typing specific terms or values into these fields (such as a specific account number or department names).
Narrow your search by selecting more index values. If you want to search for a document that falls within a specific date range, use the DocumentDate is after (to set the earlier date) and the DocumentDate is before (to set the later date) Index Fields.
When you have limited your search by using the search index fields, click on the arrow on the left end of the task bar (this arrow will turn green when you move your mouse on top of ("mouse over") the arrow. The system will provide you with the results that match your search values.
You can narrow your search to obtain specific information by typing in values in the search index fields. For example, if you would like to see the Estimated Expenditure Report for employee James Smith for the month of December 2001, you would enter in the appropriate fields:
ReportTitle like = Estimated Expenditure Report;
LastName like = Smith;
DocumentDate is after = November 2001;
DocumentDate is before = January 2002.
How should I use the Search Index Fields
| I Want to Search Using.... |
Use this Search Index Field |
| The Division that the employee works in (i.e., Division of Academic Affairs) |
Division like |
| The Sub Division of the Division that the employee works in (may not have a specific department name, as with Associate Vice Presidents) |
SubDivision like |
| Employee's Department Name |
DeptName like |
| I Want to Search Using.... |
Use this Search Index Field |
|
Employee's Last Name
Searches based upon last names may yield results from all three (3) Position Management Reports.
|
LastName like |
| I Want to Search Using.... |
Use this Search Index Field |
| A date that I know preceded the document I am looking for |
DocumentDate is after |
| A date that I know came after the document I am looking for |
DocumentDate is before |
| A date that I know is equal to the date of the document I am looking for |
DocumentDate is equal |
| Employee's Position Number |
Position like |
| Keywords in Report Title |
ReportTitle like |
If you want to search for a document that falls within a specific date range, use the DocumentDate is after (to set the earlier date) and the DocumentDate is before (to set the later date) Index Fields.
Access to specific accounts is requested by your Division, College, or Department on the FRS Access Request Form and you will have access to view only those accounts that reside under that Organizational Unit.
The results displayed for each of the three (3) Position Management Reports are given by individual employee name only and you should see a separate line item for each individual employee.
If you must increase the Maximum Results setting to more than the default number (100), you may not be using the index fields adequately to narrow your search.
If you are not sure of an exact account name or phrase, use the wildcard symbol (%). If you are using a Search Index Field with an operator "like" (not equal) after it you can add a partial value or part of the account name/phrase in the text box and use the % (percentage symbol) either before or after your value or phrase. Click on the green arrow to search and the system will retrieve all the personnel reports that have the partial account name or phrase located before and/or after the %.
For example, if you are not sure of the exact Report Title name but know that it has the phrase "Estimated" at the beginning of it, you would type into the text box "Estimated%". When you have limited your search by using the search index fields, click on the arrow on the left end of the task bar (this arrow will turn green when you move your mouse on top of ("mouse over") the arrow. The system will provide you with the results that match your search values.
With which Search Index Fields Can I Use a Wildcard?
| Search Index Field |
Can I Use the Wildcard? |
| Division like |
Yes |
| SubDivision like |
Yes |
| DeptName like |
Yes |
| LastName like |
Yes |
| DocumentDate is after |
No |
| DocumentsDate is before |
No |
| Document Date is equal |
No |
| Position like |
Yes |
| ReportTitle like |
Yes |
Your search results will appear in the main window. Each report is identified with a yellow icon and by name of the account (document number assigned by Image Services), report title, document date, last name (of the responsible person), the position number for that employee, the employee's department name, and the division and subdivision in which the employee works.
In order to view more documents, simply increase the value in the Maximum Results window. DO NOT request an excessive number of documents (more than 500 documents) or you may experience serious technical difficulties or cause damage to the system.
To open a Personnel Management Report, double left-click on the yellow icon or the number under Name.
Many reports, such as the Position Transaction Report displayed here, will display account totals and transactions associated with the employee's Organizational Code, Division, College/School, and Cost Center. To view these pages, click on the left or right arrows beside the page numbers at the bottom of the screen.
