Reporting on terminated employees is a fundamental task for HR teams, but outdated tools often make the process cumbersome and confusing. If, for example, a user needed a report listing terminated employees with basic details such as names, job titles, and termination dates, what are some options to provide this information in a clear and concise manner? Fortunately, SWK created a step-by-step tutorial on creating a terminated employee report using Sage HRMS Secure Query.
In this use case, options like standard reports and Crystal Reports were typically found to be either too rigid or overly complex for the user’s needs. Secure Query, however, emerged as the perfect middle ground. With its intuitive interface and robust capabilities, this Sage HRMS feature allows you to create custom reports quickly and efficiently, without requiring advanced technical skills.
The Benefits of Sage HRMS
Sage HRMS provides a range of powerful tools that enable HR teams to work with greater effectiveness and efficiency. Key benefits include improved data management, streamlined payroll processes, comprehensive employee insights, and support for performance evaluations.
Here are some reasons for why you should consider Sage HRMS in the cloud:
- Sage HRMS in the cloud combines HR management capabilities like employee data tracking, payroll processing, and performance reviews with the accessibility and security benefits of cloud hosting through SWK
- Moving Sage HRMS to the cloud with SWK provides enhanced cybersecurity measures, remote access capabilities, and scalability without requiring additional infrastructure investments
- We have expertise in Sage HRMS implementation and cloud integration, with decades of experience, dedicated support teams, and proven success integrating Sage HRMS with ERP systems
Why Secure Query Works Best
Sage HRMS Secure Query provides an ideal solution for HR professionals who need flexibility in reporting without the steep learning curve of advanced tools. It simplifies the process of selecting fields, filtering data, and exporting results into various formats like Excel. Unlike standard reporting options that may include irrelevant data or require extensive modifications, Secure Query allows for customization tailored to specific needs. This balance of simplicity and functionality makes it an essential tool for creating effective HR reports.
Step-by-Step Guide to Creating Your Report
To get started, you can access Secure Query through the Reports > Employees menu, where you will find the option to create new queries by selecting specific fields from the Master Table and additional optional tables. The tool offers flexibility in query creation, allowing users to filter, sort, and group records according to their needs. Queries can be set as either private for personal use or public for all users with Secure Query access. With this, you can easily edit, copy, rename, or delete queries as needed, though only query authors and System Administrators have full editing privileges.
Creating an effective terminated employee report begins with understanding the foundational steps in Secure Query. From setting up your query and selecting the right data sources to organizing and exporting your results, each stage plays a crucial role in delivering accurate and actionable insights. By following these clear and structured steps, you will ensure your report is both comprehensive and easy to reuse, saving time and streamlining your HR reporting process.
Initial Setup
Begin by launching the program and creating a new query. Try naming your query something simple, such as “Terminated Employee Report,” as it helps keep it organized and easily identifiable. Next, decide on the access level: private (for your use only), shared (for specific users), or public (available to all Secure Query users). For sensitive reports, shared access is often a smart choice, ensuring the right people can access the information without compromising data security.
Selecting Data Sources
The data sources you choose will define the scope of your report. For a terminated employee listing, the essential sources are Demographics for names, HR Status for employment information, and Current Job for position details. There are also other advanced options for relating additional tables, such as dependents or insurance benefits, but these may not be necessary for a straightforward termination report.
Choosing Fields
The field selection process is straightforward and user-friendly. For this report, include employee names, job titles, and termination dates. Secure Query provides flexibility in formatting names, offering options such as “Last, First, Middle” or “First, Middle, Last.” Once selected, the fields can be arranged in the desired order for easier readability.
Organizing Records with Filters and Sorting
Sorting and filtering are critical for creating a focused report. Sorting by termination date, either ascending or descending, ensures clarity in your results. Filtering by employee status code—such as “T” for terminated employees—narrows the dataset to relevant entries. For greater flexibility, use Secure Query’s “Ask Later” button to set date ranges, enabling you to reuse the query for different time periods without modifying the settings.
Exporting the Report
After organizing your data, select the export format that best suits your needs. While this software supports several formats, Microsoft Excel is often preferred for its familiarity and versatility. If you have used the “Ask Later” function, input the date range when prompted. The system processes the report in seconds, delivering a clean, exportable file ready for further analysis or sharing.
Maximizing the Value of Your Report
Once complete, your report becomes a valuable tool for streamlining your HR operations. The format allows for easy review, sorting, and additional data manipulation. Saving the report for future use not only saves time but also ensures consistency in your reporting processes.
To get the most out of Secure Query, think strategically about how you structure your reports. Using options like “Ask Later” gives your report flexibility, while carefully setting access permissions protects sensitive data. Additionally, explore filters to refine your datasets for more specific insights. These best practices will help you create reports that are both accurate and actionable.
Contact Us for More Tips
Sage HRMS Secure Query simplifies the creation of essential HR reports, such as terminated employee listings, by eliminating the complexity often associated with advanced tools. Its design and flexibility make it a powerful option for HR professionals looking to save time and focus on other, more pressing insights.
With its user-friendly interface and encompassing functionality, Secure Query allows you to focus on what matters most: supporting your organization’s strategic goals with accurate and actionable data. Contact SWK today to learn how Secure Query paired with our expert guidance can transform your HR reporting. With years of experience working with Sage HRMS systems, we can help you unlock the full potential of your data and enhance your core business functions.