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CIRS User Manual

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        CIRS User Manual

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CIRS User Manual

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The manual is available at http://www.calstate.edu/hrpims/manual

If you have any questions or comments, please call the CIRS Hotline at 916-323-5694 or send email to CIRS@calstate.edu.

Last Updated: January 3, 2006

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About HR Data Operations Support System Costs Equipment Requirements CSU/SCO Documents CIRS Forms

User ID Log on/ Log Off CIRS Non-Use Policy Reconnect Security Coordinator Designation and Restrictions Security Reminders: Hardware & Social Security Numbers Security Violations

Introduction Main Ad Hoc Reporting Screen Personal Library Common Library

Overview Browse (B) Copy [C] Delete [R] Edit [E] Print [P] Rename [R]

Overview Status Message (F1) New Request (F2) Exit (F3) Locate Request (F4) Sort Requests (F5) Swap Library (F6) Scroll Up & Down (F7 & F8) Search Library (F9) Batch Results (F10) Hold Files (F11)

Batch Versus Online Execution

Overview Executing Reports Online Online FOCUS Environment Viewing Results Online (Hot Screen) Printing Reports Online Fixing Errors Online Exiting Online Focus Environment

Overview Submitting Batch Jobs Batch Results

A54 File Batch Report Versus Hold Files Custom Campus Files Differences between the PH, PY, and PHS files Differences between the TR and EH files Getting Payment Data Payment History Summary (PHS) File When is The PY File Emptied

Converting Alpha Dates To Smart Dates Converting Smart Dates To Alpha Format Difference Between Define and Compute Employment Date, Months and Years Executing Defines In Joined Files Including Defines In Report Requests Defined Fields For SSA Separate City and State Separate First Name and Middle Initial Smart Dates Storing Defines

Overview Changes To Employment History Extract Create An EH Current Status File Data Element: Data Overflow Employee count for a point in time Employment History Work Sheets Employment History Data Overflow Employment Verification Extract Extracting Pay Data For Uploaded SSN's Payment Extract Process - Current Business Month Procedures For Creating and Using Extract Files Using PERMSML For Extracts When Is the PY file Emptied? Employment History Extract Employment History Extract Profiles Payment History Extract Verifying A Successful Extract

All Campuses Earnings Id Employee Status Code Overflow Field Salary Fields Smart Dates Summarized Employee

Overview Change/Delete Employees by Report Change Delete Employees by SSN Add Employees to IPEDS Generating IPEDS Reports IPEDS Required an Optional Matrix IPEDS Data Elements

IPEDs Main Page IPEDS Noting Changes on the Detail Report B41 IPEDS Report Selection Criteria IPEDS Occupational Activity Grouping IPEDS Tenure by Probation Period Code IPEDS Line Number Definitions IPEDS Report B40 IPEDS B40 Definitions IPEDS 40 Description IPEDS Report B41 IPEDS B41 Definitions IPEDS B41 Description IPEDS Report B 42 IPEDS B42 Definitions IPEDS B42 Descriptions IPEDS Report B43 IPEDS B43 Definitions IPEDS B43 Descriptions IPEDS Report C41

Overview Update/Delete Job Codes Add Job Codes

Overview SNOS Rules Change/Inactivate Employees By Group Add Employes to SNOS Delete Employes from SNOS Change/Inactivate Employees Generating SNOS Reports SNOS Required and Optional Matrix

Compatible Emulation Software Copy Command Improved Uploading SSN's to PERMSML

The ALL prefix Comparing Value To Value Compound Screening Statements FOCUS Users Manual FOCUS subroutine: CTRAN FOCUS Version Generating A Running Total Getting All Parent Segment Instances How FOCUS Processes A Request How To Use Multiple Verbs INCLUDE Command In-Groups-Of Command Insufficient Field Lengths Joining To the Pay Scales File Last Command Matching Multiple Files Prefix Operators Using Joins Using Multiple Verbs Using Record Limits Using WHERE TOTAL Selection Tests When To Use IF and WHERE WHERE Screening Statements Retrieving All Fields in A Segment Ranking Sort Field Values Download Data -TABT format

Blank Values in Hold Files Changing Your Default Printer Checking Job Status Clarification Of Non-Use Policy Comparing Date Fields Create Hold Files for Downloading Define To Separate the City & State Field Employee Counts Versus Position Counts Employee Versus Position Status Creating Report Request Exiting FOCUS/CIRS - FOCUS 101 File Segment Types - FOCUS 101 Finding Sample Report Requests Getting Unstuck (Overlap) Home Key Holding And Reusing Data Holding Data Using Across Command Hot Screen Commands How To Avoid Calling the Hotline How To Cancel a Print Job How To Execute Multiple Reports Indexing Your Library Line Edit Commands No Data for Report Request? Orphaned Reports in The Common Library Renaming Fields in Hold Files Reporting On a Point in Time Rounding Numbers Setting SCROLL Value for F7/F8 Keys Status Messages Subroutine to Convert Special Characters System Messages Systemwide Head Counts Temporary Members in Common Library Transferring Your CIRS Library Verifying Data Wildcards and Masking Where To Find Student Data

Common Library Procedures Common Library Reminder Common Library Reports Indexing Your Library Orphaned Reports in The Common Library Temporary Members in Common Library Transferring Your CIRS Library

Active Employees with No Activity Addresses For Employees with A Retirement Status Change Anniversary Date Benefit Amounts for Employees Comparing Base Pay On 2 Different Dates Count and List of Employees Count of University Police Department Positions by Class Count Of Promotions by Fiscal Year Count Of R06 Employees at Max Creating Labels For A Laser Printer Difference In Base Pay for Reassignments Employee Search Employee's Initial Hire Date into A Class Employees With & Without a Parking Deduction Employees With CBID Change Employees With Multiple Employment Dates Exempt Employees With CTO Getting All Position Data for Department Chairs Graduate Assistant Time base Change How To Identify Full-Time Faculty How To Identify Intermittent Employees Identifying Employees with Multiple Positions Identifying First Date In CBID Identifying New Hires Identifying The Most Recent Appointment Lecturers With Base pay Greater Than SSI Max Matching EH File to TBLDEPT File Minimum, Maximum and Average Salary by Class Original Hire Date for Current Employees Pay Data for Noncitizen Employees Permanently Separated Employees Position Count on A Specific Date R11 Employees Paid 07/2005 To 12/2005 Systemwide Position Counts Transaction Listing Using Last Command Verifying Transactions Years Of Service

Addresses For Faculty Paid In Prior Pay Period Department Chair Lump Sum Pay Employee Counts Over 5 Years Employees Without All Health Deductions Estimating Number Of W2 Getting Accurate Payment & Deduction Data Getting Campus Name In Payment Data Reports Gross Pay and Employer Contributions Matching PERMSML File To PH File Pay History Summary PH File Available Earlier Summer Session Pay Total Gross Pay and State Share Amounts Tracking Hours for CSUEU Employees

Employees Over Max Vacation and CTO Balances As Of Jan 01, 2005

Introduction Main Compendium Screen Compendium Cycle Dates/Screen Compendium Report Terminology Finding Compendium Reports Schedule of Availability of Compendium Reports

Overview Browse Edit Print Download

Overview Express Access (F1) Guided Search (F2) Exit (F3) Locate Code (F4) Top 10 Reports (F5) Index Detail (F6) Scroll Up & Down (F7 & F8) Search Compendium (F9) Merged Searching Compendium Reports Batch Print (F10) Detail Level (F11)

A54 Compendium Report Reports for Benefits Compendium Report Highlights Payroll Warrant Register Reports CTO Aging Report A34 Compendium Report MSA/SSI Data

Overview Upload PC File to Host Set Focus File confirmation panels on/off Set home/tab jump to action bar on/off Print Library Index Compress Library Message Board Contacts Download Pay Scales Production File Set First CIRS Screen

Basic CIRS Reporting Module Advanced CIRS Reporting Module Online Training Demos Quick Guides

Access a Compendium Report Accessing a Hidden Compendium Report Finding Compendium Reports Print a Compendium Report Search for a Compendium Report How To Cancel a Print Job Printing Multiple Compendium Reports

Create a report request Test a Report request Submit a report request

Search for a common library

Download a hold file Download a compendium report

Employment history extract Employment verification report Payment history extract

Welcome How To Use This Site About HR-Data Operations Support

Batch Versus Online Execution Batch Report Versus Hold Files Creating Hold Files for Downloading Copy Command Improved Creating a 'Unique' Key Field in Systemwide Files Creating Laser Printer Labels Checking Job Status Differences Between PH, PY and PHS Files Differences Between TR and EH Files Employee Versus Position Status Evolution Of A Report Request Finding Sample Report Requests FOCUS Version 7.6 Getting Campus Name In Payment Data Reports Getting Accurate Payment & Deduction Data Holding And Reusing Data How FOCUS Processes A Request How To Execute Multiple Reports How To Identify Full-Time Faculty How To Identify Intermittent Employees Joining To The Pay Scales File Status Messages No Data For Report Request?Renaming Fields In Hold Files Reporting On A Point In Time System Messages Tenured/Tenure-Track Positions Using Smart Date Values Where To Find Student Data Verifying Data

A54 File Custom Campus Files Differences between the PH, PY and PHS files Differences between the TR and EH files Getting Payment Data Payment History Summary (PHS) File When Is The PY File Emptied

Converting Alpha Dates To Smart Dates Converting Smart Dates To Alpha Format Difference Between Define and Compute Employment Date, Months and Years Executing Defines In Joined Files Including Defines In Report Requests Defined Fields For SSA Separate City and State Separate First Name and Middle Initial Smart Dates Storing Defines

Changes To Employment History Extract Create An EH Current Status File Data Element: Data Overflow Employee count for a point in time Employment History Work Sheets Employment History Data Overflow Employment Verification Extract Extracting Pay Data For Uploaded SSN's Payment Extract Process - Current Business Month Procedures For Creating & Using Extract Files Using PERMSML For Extracts When is the PY file emptied?

All Campuses Earnings Id Employee Status Code Overflow Field Salary Fields Smart Dates Summarized Employee

Compatible Emulation Software Uploading SSN's to PERMSML

The ALL prefix Comparing Value To Value Compound Screening Statements FOCUS Users Manual FOCUS subroutine: CTRAN FOCUS Version Generating A Running Total Getting All Parent Segment Instances How To Use Multiple Verbs INCLUDE Command In-Groups-Of Command Insufficient Field Lengths Last Command Matching Multiple Files Prefix Operators Using Joins Using Multiple Verbs Using Record Limits Using WHERE TOTAL Selection Tests When To Use IF and WHERE WHERE Screening Statements Retrieving All Fields In A Segment Ranking Sort Field Values Download Data -TABT format

Blank Values In Hold Files Changing Your Default Printer Checking Job Status Clarification Of Non-Use Policy Comparing Date Fields Define To Separate The City & State Field Employee Counts Versus Position Counts Finding Sample Report Requests FOCUS 101: Exiting FOCUS/CIRS FOCUS 101: File Segment Types Getting Unstuck Home Key Holding Data Using Across Command Hot Screen Commands How To Avoid Calling The Hotline How To Cancel A Print Job Line Edit Commands Rounding Numbers Setting SCROLL Value For F7/F8 Keys Subroutine to Convert Special Characters Systemwide Head Counts Wildcards and Masking Where To Find Student Data

Common Library Procedures Common Library Reminder Common Library Reports Indexing Your Library Orphaned Reports In The Common Library Temporary Members In Common Library Transferring Your CIRS Library

Active Employees With No Activity Addresses For Employees With A Retirement Status Change Addresses For Faculty Paid In Prior Pay Period Anniversary Date Benefit Amounts For Employees Comparing Base Pay On 2 Different Dates Count and List of Employees Count of University Police Department Positions By Class Count Of Promotions By Fiscal Year Count Of R06 Employees At Max Creating Labels For A Laser Printer Department Chair Lump Sum Pay Difference In Base Pay For Reassignments Employee Counts Over 5 Years Employee Search Employees Over Max Employee's Initial Hire Date Into A Class Employees With & Without A Parking Deduction Employees With CBID Change Employees With Multiple Employment Dates Employees Without All Health Deductions Estimating Number Of W2 Exempt Employees With CTO Getting All Position Data For Department Chairs Graduate Assistant Timebase Change Gross Pay and Employer Contributions Identifying Employees With Multiple Positions Identifying First Date In CBID Identifying New Hires Identifying The Most Recent Appointment Lecturers With Basepay Greater Than SSI Max Matching PERMSML File To PH File Matching EH File to TBLDEPT File Minimum, Maximum and Average Salary by Class Original Hire Date For Current Employees Pay Data For Noncitizen Employees Pay History Summary Permanently Separated Employees PH File Available Earlier Position Count On A Specific Date R11 Employees Paid 07/2005 To 12/2005 Summer Session Pay Systemwide Position Counts Total Gross Pay and State Share Amounts Tracking Hours For CSUEU Employees Transaction Listing Using Last Command Vacation and CTO Balances As Of Jan 01, 2005 Verifying Transactions Years Of Service

Accessing 'Hidden' Compendium Reports A54 Compendium Report Compendium Cycle Dates Compendium Reports For Benefits Compendium Report Highlights 09/03 Compendium Report Highlights 10/03 Compendium Report Highlights Compendium Reports - Payroll Warrant Register Compendium Search Function CTO Aging Report Finding Compendium Reports Compendium Report: A34 Compendium Reports For MSA/SSI Data Printing Multiple Compendium Reports When Are Compendium Report Available?How To Cancel A Print Job

Support Links To CSU/SCO Documents Security Coordinator Designation

Downloading Data - Overview Creating & Downloading Files In Excel Format Creating Hold Files for Downloading Downloading Batch Reports Downloading Problems Excel Format and Dates File Transfer Settings Word Macros

CIRS Forms CIRS Data Element Dictionary CIRS User Manual FOCUS Documentation Links to CSU/SCO Documents

Message Board Online FOCUS Error Messages

Security Coordinator Duties Security Coordinator Designation Security Reminder: Hardware Changes Security Reminder: Social Security Number Security Violations

Tutorial Information Basic CIRS Reporting Modules Advanced CIRS Reporting Modules Online Training Demos

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Impact of the CSU
The CSU System
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