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 data:

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 Service know.

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.

Select the button to print a report.
Select the button to zoom in and out.
Select the button to save the report to your own hard drive (a process known as exporting). But before you do, please read below:

SAVING TO THE "V" DRIVE

Select the 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.

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