The sample report below provides an approximate count of employees at your campus or the last 5 years. The report is only an estimate because it simply counts the number of distinct SSNs paid for each year by agency/unit and classification. The Payment History Summary (PHS) file was chosen to generate the report because it contains data for the current and 5 prior fiscal years, thus eliminating the need to match multiple files. The report request is available in the CIRS common library as FOC5004.
AGY/UNIT CLASS TITLE 2001 2002 2003 2004 2005 --------------------------------------------------------------------- 000999 1035 ASC-12MO-CII 1 1 1 1 1 1050 ISA . . . . 1 1870 STUDENT AST 1 1 2 5 2 1874 BR STUDNT AST 1 1 2 2 . 2358 LECTURER A,AY 1 1 5 6 4 TOTAL 4 4 10 14 8 |
Report Request Commands
| Explanation Of Commands |
EX JPHSPSAG | A pre-programmed join is executed between the PHS/PS/AG files so that class title can be obtained from the PS file. |
DEFINE FILE PHS ADD YEAR/YY = PHS:PAYPERIOD; END | This define breaks out the year component of pay period. The new field, YEAR, is used as the sort field in the table request. |
TABLE FILE PHS COUNT DST.PHS:SSA AS 'SSACNT' BY YEAR BY PHS:AGYUNIT BY PHS:CLASS BY PS:TITLEA IF YEAR FROM 2001 TO 2005 IF PHS:PAYMETYP EQ 0 OR L IF PHS:CLASS GT 0 IF PHS:RANGE GE 0 ON TABLE HOLD AS PERMSML END | This portion of the request gathers 5 years of data from the PHS file and holds it to the PERMSML file. - The prefix operator DST is used so that SSNs are counted only once per agency/unit and class within a given year, regardless of how many payments were issued.
- By default, the fieldname for the count of distinct SSNs is COUNT. To avoid using the system supplied alias, the AS command is used to rename the field to SSACNT.
- Screening on payment types 0 or L identifies regular and student payments.
- The screening statements IF PHS:CLASS GT 0 and IF PHS:RANGE GE 0 are required to activate the join executed above.
- The sort command ACROSS cannot be used with DST so the data must be held and further processed to format the report per the sample above.
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TABLE FILE PERMSML SUM SSACNT AS '' BY PHS:AGYUNIT AS 'AGY/UNIT' BY PHS:CLASS AS 'CLASS' BY PS:TITLEA AS 'TITLE' ACROSS YEAR AS '' ON TABLE COLUMN-TOTAL END | The final report request is generated from data in the hold file PERMSML. - The total number of distinct SSNs (SSACNT) is sorted by class across the years creating a row of data that can be easily compared from year to year.
- If desired, the report can be modified for downloading by adding the following line before the END command: ON TABLE HOLD AS PERMLRG FORMAT LOTUS
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Last Updated: March 1, 2024