Generating an Employee Snapshot

Employee snapshots capture employee information at a specific point in time, which allows you to evaluate employee information and determine if any information for regulatory reporting is missing or inaccurate. You can create snapshots, recreate snapshots, and update employee information in some snapshots such as regulatory information or employee status.

When determining if the employee snapshot data will be created, the process verifies the following for each individual:

· The individual has a primary or active position with defined salary information (the process first checks for a primary position and if no primary position exists, then checks for the most recent active position).

· For the non-Texas snapshots, the position start and salary review dates must be before the Snapshot As of Date and the position end date must be after the Snapshot As of Date.

· For the Texas TRS snapshots, the employee's payroll dates are also compared to the Report Period Begin and End Dates. This allows employees who were paid in a reporting period but whose position end date fell in the prior reporting period to be included.

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Retrieved Snapshots:

How To

When creating a new snapshot, the employee's primary active position is used. If the employee doesn't have a primary active position, the create process uses the employee's most recent active position.

1. Access the Process Employee Snapshot window.

2. Click the New Snapshot button. The Define/Review Employee Snapshot Criteria window appears.

3. In the Year column, enter the year for which you want to generate the employee snapshot.

4. In the As of Date column, enter the date for which you want generate the employee snapshot.

To access the calendar, click on the Calendar button.

5. From the Purpose drop-down list, select the reason for generating the employee snapshot.

The Purpose drop-down list displays only purposes that you have been granted permission to access.

If the Purpose that is selected is for the Texas Payroll snapshots, an additional set of criteria becomes visible.

· In the Report Period Begin Date column, enter the earliest date that you want your data to be compared to.

· In the Report Period End Date column, enter the latest date that you want your data to be compared to.

6. In the Description column, enter a brief description of the snapshot.

7. To include positions and benefits that have been inactivated since the As of Date, select the Include Positions/Benefits Inactivated Since As of Date checkbox. To not include them, deselect the checkbox.

8. From the Query Name drop-down list, select the query for the snapshot.

To modify the query, click the Customize button.

9. If a user data stored procedure needs to be utilized, select it from the User Data Stored Procedure Name drop-down list.

10. Click the Process Snapshot button. The employee snapshot is created and the Maintain Employee Snapshot window appears. You can review and update the employee snapshot information, review customized data, and generate a report. For more information, see Maintaining an Employee Snapshot.

	When you recreate an employee snapshot, the original snapshot and its associated data is deleted.
	When recreating a snapshot, the employee's primary active position is used. If the employee doesn't have a primary active position, the recreate process uses the employee's most recent active position.

1. Access the Process Employee Snapshot window.

2. From the Year and/or Purpose drop-down lists, select the snapshots to be displayed.

TIP: The Purpose drop-down list displays only purposes that you have been granted permission to access.

3. Click the Retrieve button. The snapshots are displayed.

4. From the Retrieved Snapshots section, select the snapshot to be recreated.

5. Click the Recreate Snapshot button. The Maintain Employee Snapshot window appears. You can review and update the employee snapshot information, review customized data, and generate a report. For more information, see Maintaining an Employee Snapshot.

	Not all snapshots allow updating in the Maintain Employee Snapshot window. This option is not available for the Texas Payroll snapshots.
	When you update employee snapshot information, only the data related to the snapshot is modified. For example, if you update the employee's tenure status, the tenure status is not updated in the Employee Master or Employee Data tables.
	For detailed procedures on how to update employee snapshot data, see Maintaining an Employee Snapshot.

1. Access the Process Employee Snapshot window.

2. From the Year and/or Purpose drop-down lists, select the snapshots to be displayed.

TIP: The Purpose drop-down list displays only purposes that you have been granted permission to access.

3. Click the Retrieve button. The snapshots are displayed.

4. From the Retrieved Snapshots section, select the snapshot to be updated.

5. Click the Maintain Snapshot button. The Maintain Employee Snapshot window appears.

6. To update employee information, click on the Detail Data tab and use the fields and columns available to make any needed updates.

7. To review user data, click on the User Data tab.

TIP: The Detail Data tab is only available when detailed data columns have been added to the employee snapshot User Data table. To modify the user data form, right-click and select Customize Form.

8. To generate or customize an employee report, click the Reports tab.

TIP: To modify the report, click the Customize button.

9. To lock the snapshot and keep it from being updated by other users, select the Lock Snapshot checkbox.

10. Click the Save button. The employee snapshot information is updated.

1. Access the Process Employee Snapshot window.

2. From the Year and/or Purpose drop-down lists, select the snapshots to be displayed.

TIP: The Purpose drop-down list displays only purposes that you have been granted permission to access.

3. Click the Retrieve button. The snapshots are displayed.

4. From the Retrieved Snapshots section, select the snapshot to be deleted.

5. Click the Delete Snapshot button. The Do you want to proceed with the delete window appears.

6. Click the OK button. The employee snapshot is deleted.

7. Click the Save button.