If you need to identify the original hire date for active employees (faculty, staff, management) at your campus, there are two approaches you can take to get the needed data. The first uses the Active Current Status (AC) file and the second uses the Transaction Data (TR) file. Each approach has its pros and cons. In either case, you should choose the method that is best suited to your proficiency at writing ad hoc reports.
The first method simply prints the value of the field Employment Date (AC:EMPDATE) for employees in the AC file. Employment Date is computer-generated from the effective date of the employeeâ€™s initial appointment at the campus. Since the AC file has only active and onleave positions for faculty, staff and management employees, there is no need for screening statements in the report request.
TABLE FILE AC
AC:SSA AC:WNAME AC:EMPDATE
------ -------- ----------
111-11-1111 CAMEL, CHRIS 01/19/1999
222-22-2222 HIPPO, RON 08/29/1983
333-33-3333 APE, ETHEL 08/25/2003
Items to consider:
This is a simple report that can be written by anyone with basic ad hoc reporting skills.
For employees with multiple active/onleave position sequences, you will get one line of data for each position.
If an employee has multiple active/onleave position sequences, and the employment date on the subsequent appointments was not corrected to reflect the original employment date, you will see different employment dates for an employee.
If an employee had an extended break in service, their employment date may have been adjusted to reflect the appointment date of the return.
The AC file is only updated weekly, so it will not contain any employees whose appointment was keyed in the current week.
The second method identifies the earliest transaction Effective Date (TR:EFFDATE) for employees in the TR file. Because the TR file has active and separated positions for faculty, staff and management employees, the field Employee Status (TR:STATUS) is used to evaluate only position sequences for employees whose overall status is active.
TABLE FILE TR
If TR:STATUS EQ 1
TR:SSA TR:WNAME TR:EFFDATE
000-00-0000 KANGAROO, ANN 10/03/2005
This report uses the prefix operator MIN. so proficiency with advanced ad hoc report commands is required.
This report will generate only one line of data per employee and will not consider any breaks in service.
For employees whose earliest transaction is COA, the effective date identified will reflect their conversion to the EHDB in January 1976, not their earliest appointment.
The TR file is updated daily, so it contains current data.
Last Updated: October 3, 2005