Reporting Tools in NYSTEP for HR Staff
This section describes some reporting tools that are (or soon
will be) available to HR staff to help agencies face the staffing
challenges to come. These reports are a work in progress. Additional
capabilities will become available in response to agency needs.
Here are some frequently asked questions about how to get planning
Q. What does my agency look like now in terms of the
number of employees approaching retirement?
A. To help you analyze current staff demographics,
Civil Service is providing a basic Age by Length of Service Profile
for your existing work force. This profile provides a high level
view across the following dimensions: entire agency, Tier 1/Tier
2, regional breakouts, and the five most populous titles. Future
plans call for making this information available as a standard
report in NYSTEP (New York State Electronic Personnel System).
Additional breakouts are available on request… just let Civil
Q. How do I get a picture of current attrition patterns?
A. NYSTEP Reports contain a first generation
attrition report called the Retirement, Separation and Termination
Report. This report, which can be requested for an entire agency
or a single title, categorizes NYSTEP transactions by attrition
type (e.g., retirements, resignations, probationary terminations,
etc.) and by fiscal year. With this report you can spot trends
such as year-to-year increases in the number of retirements, or
in the number of employees who separate from your agency to work
elsewhere in State service. In addition, users can download this
report (and all NYSTEP Reports) to their own PC in order to conduct
their own analysis.
These reports use the same Action / Action Reason coding conventions
that are used when submitting transactions to NYSTEP.
Q. I want to project likely retirements based on past
attrition patterns. Are retirement rates available?
A. Very shortly, Civil Service will release
a new NYSTEP report that will let you track attrition more precisely.
This report, which is currently being tested, will let you track
separations by agency, title code, and/or location. In addition
to the categories already contained in the Retirement, Separation
and Termination Report, the new report will track transfers and
promotions out of each title, and will calculate the rate at which
each separation type occurs.
Q. Is there any report available that will help determine
the probability that an employee will retire?
A. Civil Service is planning a new report that
will analyze agency demographics along with retirement system
eligibility criteria, and will categorize employees based on the
likelihood of retirement in the near future (Most Likely, Likely,
Least Likely). In order to ensure that the content of this report
meets agency needs, Civil Service will be convening an agency
work group to serve as subject matter experts for this report,
generate new report ideas and set priorities.
Q. I want to look at the work force in my agency according
to occupational grouping. Is there a way to do that in NYSTEP?
A. CSPS Agency Roster With Groups lets you create
a report by occupational group using the first two digits of the
title code. For example, you could create a report that contains
only computer titles (title codes beginning with "08") or personnel
titles (title codes beginning with "14"). This report can also
be requested for a particular grade range (e.g., employees in
computer titles in G23 or above) or location.
Q. We've been having trouble filling certain positions.
Is there any way I can tell how long a position has been vacant?
A. The Vacant Position Roster is a handy tool
for tracking how long a particular position has been vacant. While
the hiring process has many variables, this report is useful when
documenting difficulties in filling a position, and requesting
budget waiver approvals.
Q. The Retirement, Separations and Terminations Report
looks interesting. I'd like to download it to my own PC to perform
some additional analysis. Can I do that?
A. All NYSTEP Reports can be viewed on screen,
printed, or exported to your hard drive. Here's the step-by-step
procedure for downloading a report. We also have a
description of this process for non-visual users.
Note: The following section is addressed to HR staff members
that have NYSTEP access and are generally familiar with running
reports in NYSTEP. If you are an HR staff member and don't currently
have access to NYSTEP, or if you want additional information on
the reporting feature, you may contact the Civil Service Help
Desk at (518) 457-5406.
DOWNLOADING A REPORT FOR FURTHER ANALYSIS
When a report is completed, this toolbar will be visible.
button to print a report.
button to zoom in and out.
button to save the report to your own hard drive (a process known
as exporting). But before you do, please read below:
What is the "V" Drive?
Normally when you save a document to your PC, you save
it to the "C" drive. The Citrix WinFrame server, which is
where NYSTEP reports are generated, recognizes the user's
"C" drive and calls it a "V" drive. Therefore, the following
steps are critical to successfully export an on-line report
to your own machine.
THE ONLY WAY YOU CAN DOWNLOAD REPORTS AND BE ABLE TO RETRIEVE
THEM LATER IS TO SAVE TO THE "V" DRIVE, USING THE FOLLOWING
SAVING TO THE "V" DRIVE
button and the following dialog will appear:
Click on the dropdown arrow to select the file format that
the report will be saved in. Available options include Word,
Excel, LOTUS, Crystal Reports, and many others.
There is only one choice here. Disk file.
The following panel will display. This is where you will choose
the drive where you want to save your report. Remember - always
choose the "V" drive or your report will not be available for
you to retrieve later.
Remember - THE ONLY WAY THAT YOU CAN SAVE REPORTS ONLINE AND
BE ABLE TO RETRIEVE THEM LATER IS TO SAVE TO THE "V" DRIVE. Ignore
all the rest.
After a report has been saved, an export box will display that
shows the status of the export request. An export can be cancelled
at any time by pressing the Cancel Exporting button.
When the export is completed, use your disk explorer to go to
your "C" drive to find the file you just downloaded.