Within your Sage HRMS or Sage Abra Suite reports menu, you have an item called “Secure Query.” This allows you to create quick and easy reports from any of the information found on the HR from Abra Suite or HRMS. I’m going to click on “New” to create a new report, and I’m going to create one that will help me identify employees that need to be reevaluated for the new department of labor regulations. So, I’m just going to call this “DOL Report.” I can choose to make it private or public. If I make it private, no other users will be able to see this. I can choose to make it public, and all other users within the HRMS system would be allowed to see this, and run the report. I can also choose instead to share it with just a few select other users.
I’m going to keep this one private and click “OK” and I’m presented with some options to add some basic information so I can choose what type of data I want to include in the report. I can tell that I want some demographic information because I want the employees name, I want to see their current pay, and their current job title.
Under “Step 2” I have additional information that I can pick whether it’s a custom page that I have created or some secondary items about the employee’s information that we track within HR. I’m not going to use any of these for this particular report so I’m going to skip onto the next step. Now I have the option to pick from any of the fields available within that demographic, current job, or current pay area that I selected originally.
I’m going to pick a few fields here, and I don’t have to go into any particular order as you’ll see. I’m going to pick “Annual Pay.” I want to see employees that are categorized as exempt in under the threshold of $47,476 so that’s why I want to see their annual pay. I also want to see some other information about them like “Exempt Description” just to make it easier on the report. I’m going to pick their “Job Title” and maybe you also want to see their department so you can pull other information of course as you wanted to. I want to see their name and you can see that some fields are combined but you can separate them as you want. I am just going to pick the one provided.
Now I will be able to see the employee’s name, their job title, whether they are exempt or nonexempt, and their annual pay. I don’t necessarily want them in this order so I can easily click and drag to move them into any order that I’d like. Now that I have all the fields that I want, I can click “OK” and now I have options to tailor the report a little bit more.
So, I have the fields available and can select additional ones if I need to. I can choose to group them if I want to, but I am going to leave the grouping off. I could choose to sort the records if I wanted them to be sorted alphabetically by last name, by exempt or nonexempt, but I don’t need to sort them for this report so I will move onto step four. The “Set Record Filters” is really where you can really pull in the data that’s specific to what you want to see. So, if I were to not set any record filters on this, I would see every single record in the database whether they were a terminated employee, an active employee, regardless of which company they are in, which status, etc.
I’m going to set some filters for the report to show just the information that I want to see. So, if I click on “Set Record Filter” I can pick the field that I want to a filter on even if it is not one I selected before. If I had multiple companies but only wanted to include one or a few I could choose “company code.” In this instance, I am wanting to see employees that are under a certain salary so I’m going to click on “Annual Pay” and type in the threshold from the department of labor regulations. This will show me employees that are less than that salary.
But that’s not the only criteria that I want to see because this is going to all active and terminated employees. A common filter that you will add is that you will have to define the status. So, I want to say the exempt employees under a certain status and that I have an active status. I’m going to come into the “Employee Status” field and select that it exactly matches “A” for active. There is one more criteria that I do want to add, and I want to see only those employees that have an exempt status. Those are the ones that I’m concerned with possibly needing to reevaluate.
I’m going to click on “Add” once again, and I’m going to select “And” to find that exempt status. Select the criteria to exactly match that they are exempt. You can always add more criteria to get more detailed. There is the ability to do bracketing of different filters so that you can specify if you want to add more to this or add another criterion that has two or three filter lines. You could bracket and do a comparison to set your filters that way as well, but that is a little bit more involved than we are going to get in this video.
I’m going to use the three that I have chosen here for this report, and I will click on “Done” to go to my output result options. Of course, Excel and Word are the two most commonly used but you do have other options if you want to save it as an ASCII or txt file. I’m going to save this as an Excel field because I want to manipulate the data a little bit further and I’m going to hit “Run Query.”
So now I have all my exempt employees that are underneath the DOL’s new regulation so these are the employees that I’m going to have to take a look at during my reassessment process. That’s it! It’s just that easy to create a basic query.