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How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
How To Automate Part 2
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How To Automate Part 2

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A reference manual, on how to automate your work, from end to end.

A reference manual, on how to automate your work, from end to end.

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  • 1. NetConsole data source
  • 2. NetConsole timesheet data <ul><li>Sometimes your data source is not correct and you have to do your own calculations. </li></ul><ul><li>This is the case for my NetConsole data. </li></ul><ul><li>The solution was to copy/paste data for the year and compare it to the previous file and have access split out the differences and perform the calculations. </li></ul><ul><ul><li>Before Access, this was done by hand, in Excel. This lead to late nights and headaches. </li></ul></ul>
  • 3. NetConsole timesheet data <ul><li>Run a report in NetConsole </li></ul><ul><li>Select Copy </li></ul><ul><li>Paste it into a blank excel tab. </li></ul>
  • 4. NetConsole timesheet data <ul><li>Open the database and the All 1 st table. </li></ul>
  • 5. NetConsole timesheet data <ul><li>Highlight all the data and hit the delete key. </li></ul><ul><ul><li>This deletes out old data and swaps in last check’s data. </li></ul></ul>
  • 6. NetConsole timesheet data <ul><li>Copy the All 2 nd table. </li></ul>
  • 7. NetConsole timesheet data <ul><li>And paste to the All 1 st table </li></ul><ul><li>Goto </li></ul><ul><ul><li>Edit </li></ul></ul><ul><ul><li>Paste Append </li></ul></ul>
  • 8. NetConsole timesheet data <ul><li>Go back to All 2 nd and delete the data that was just copied. </li></ul>
  • 9. NetConsole timesheet data <ul><li>Copy the excel data into Access </li></ul><ul><li>Select columns A thru J </li></ul><ul><li>Select Copy </li></ul>
  • 10. NetConsole timesheet data <ul><li>Go back to All 2 nd </li></ul><ul><li>Select Paste Append </li></ul>
  • 11. NetConsole timesheet data <ul><li>These are called drop-off tables (at least that is what I named them). </li></ul><ul><ul><li>These tables will be used to find the differences since the last run of the NetConsole report. </li></ul></ul><ul><ul><li>The differences are going to be the new pay weeks on the upcoming check and any prior week approvals or disapprovals since the last run of the report. </li></ul></ul><ul><li>The two data sources (old file and new file) are turned into a new data source which dictates what employees get paid. </li></ul>
  • 12. Queries
  • 13. Why Queries <ul><li>Queries are great for manipulating data and turns manually work in excel into simple clicks in Access. I use them for two main purposes. </li></ul><ul><li>If there are two or more tables and you want to combine the data. </li></ul><ul><ul><li>Queries make it easy by linking common denominators (SS #, Names, Dept #s, etc). </li></ul></ul><ul><ul><li>Linking tables is like using Vlookup in Excel, be much easier. There is never a need to update a formula or range when new data is added. </li></ul></ul><ul><li>For simple and complex formulas. </li></ul><ul><ul><li>The formula is at one point (the header) instead of several rows and columns that constantly need to be updated. </li></ul></ul>
  • 14. Making Access Queries
  • 15. Making Queries Select Create query
  • 16. Making Queries Select the Tables and Queries that you want data from.
  • 17. Making Queries Each table/query will be displayed as a separate box
  • 18. Making Queries Pick up a common denominator and drag it to its counter part. A line will link the two together.
  • 19. Making Queries Double click on the line and select the second option.
  • 20. Making Queries Double click on the header rows to add them to the query
  • 21. 401(k) queries
  • 22. 401(k) queries <ul><li>I have several tables I update that have different types of data. </li></ul><ul><li>These tables will be linked together in queries to provide different types of information. </li></ul>
  • 23. 401(k) queries <ul><li>This is the Earning Code Range table. </li></ul><ul><li>It contains all of the earning codes, per check date, per employee. </li></ul><ul><ul><li>Big problem is that there is a row for each earning code. You can’t do calculations on data like this. </li></ul></ul><ul><li>My final goal is to get all earning codes into column headers </li></ul><ul><ul><li>Then calculations can be performed on them via my queries or my pivots. </li></ul></ul>
  • 24. 401(k) queries <ul><li>A series of queries based off of the earnings code table, were created. </li></ul><ul><li>These queries represent a single earning code. </li></ul><ul><li>On of them is earning code 17. </li></ul>
  • 25. 401(k) queries <ul><li>The query is made up of all of the headers from the earnings table. </li></ul><ul><li>There is one difference. </li></ul><ul><li>It is filtered for code 17. </li></ul><ul><ul><li>Simply type the number 17 on the Criteria for that header. </li></ul></ul>
  • 26. 401(k) queries <ul><li>This query only has the earning code 17. </li></ul><ul><li>This is done with each earning and deduction code. </li></ul><ul><ul><li>Then they are brought together through another series of queries. </li></ul></ul><ul><li>This is example of how queries can narrow a range of data. </li></ul>
  • 27. 401(k) queries <ul><li>The earning codes are linked together and added as new headers to the master query. </li></ul><ul><li>Try not to link more then 10 tables at a time. </li></ul><ul><ul><li>Linking too many tables at one time kills performance (5 minute wait times). </li></ul></ul><ul><ul><li>Making 10 queries (building upon each other) with 10 tables linked to each improves the performance (almost instant opening). </li></ul></ul>
  • 28. 401(k) queries <ul><li>The links are done by 4 common denominators; </li></ul><ul><ul><li>Checkdate, SS #, Check # & Dist#. </li></ul></ul><ul><li>Use a main table to link back the queries. </li></ul><ul><ul><li>When the query is opened, the row count should always be the count of the main table. </li></ul></ul><ul><li>The line are linked with the number 2 link. It drops off data that is not present on the main table </li></ul>
  • 29. 401(k) queries <ul><li>The purpose of this linking of queries is to get the earning code header on a column (so formulas can be applied). </li></ul><ul><li>Once linked, double click on earnings amount and it creates a header for that amount. </li></ul>
  • 30. 401(k) queries <ul><li>Each Earnings code now has its own header by employee, check date, etc. </li></ul><ul><li>Simple to complex calculations can be performed </li></ul><ul><ul><li>E18 Shift2 + E19 Shift 2 = Total Shift </li></ul></ul><ul><ul><li>Or all of the earnings codes = Total Wages </li></ul></ul><ul><li>I have a spreadsheet that uses this query to create a mock W-2 for each employee and summarized for easy balancing. </li></ul><ul><li>Very powerful tool, that once set-up, saves tons of time. </li></ul>
  • 31. 401(k) queries <ul><li>The final query has all of the deduction codes, earning codes, taxes and memo codes on one row </li></ul><ul><ul><li>Per person </li></ul></ul><ul><ul><li>Per check date </li></ul></ul><ul><ul><li>Per check # </li></ul></ul><ul><ul><li>Per dist # </li></ul></ul><ul><li>This query is one stop shopping for a ton of pivot tables and analysis. </li></ul>
  • 32. 401(k) queries <ul><li>For the 401(k) spreadsheet the master query ( everything ) is used </li></ul><ul><li>Make a new query </li></ul><ul><li>Add formula headers. </li></ul>
  • 33. 401(k) queries <ul><li>In Queries you are merging data which generates a lot of blank cells. </li></ul><ul><li>Blank cells can not be calculated in Access unless you use this special formula (there are others but they don’t link into excel). </li></ul><ul><ul><li>IIf(IsNull(“header name”),0,”header name”) + the same formula for a different header name. </li></ul></ul>
  • 34. 401(k) queries <ul><li>Just like Excel, Access has a line limit, for formulas. </li></ul><ul><li>I had to do 3 separate formulas and then a final “Totals” formula (adding them 3 up). </li></ul><ul><li>This formula was for earning codes that make eligible earnings for 401(k) (what our deduction % is calculating from). </li></ul>
  • 35. 401(k) queries <ul><li>This is a balancing formula between the new “Total” and an ADP memo code that is suppose to being doing the same calc. </li></ul><ul><li>This is an audit feature that is automatically applied to all employees and can be summarized on a pivot table. </li></ul><ul><ul><li>No more spot checking, this does everyone at once, instantly. </li></ul></ul>
  • 36. 401(k) queries <ul><li>This formula mimics the formula ADP uses for our 401(k) match </li></ul><ul><li>A comparison ensures that ADP is doing the correct calc. </li></ul><ul><li>Access has the same formulas as Excel. </li></ul><ul><ul><li>Just a little different with an “IIf” instead of “IF”, and using tables instead of cells. </li></ul></ul><ul><ul><li>No copying and pasting of formulas. These are applied to all records. </li></ul></ul>
  • 37. 401(k) queries <ul><li>This is the raw data of the query. </li></ul><ul><li>You go between the data and the design by hitting this icon </li></ul>
  • 38. 401(k) queries <ul><li>For ease of use, pivot tables are then linked, to the query. </li></ul><ul><li>You never have to open the Access query again. </li></ul><ul><li>You only need to open excel and allow it to update. </li></ul><ul><li>Then you can analyze your data. </li></ul>
  • 39. NetConsole Queries
  • 40. NetConsole queries <ul><li>A series of queries are needed in order to get the correct data for payout. </li></ul>
  • 41. NetConsole queries <ul><li>It was started by making the individual hour code queries. </li></ul><ul><li>This was to get the codes out of rows and make them headers. </li></ul><ul><ul><li>This was done for both tables </li></ul></ul>
  • 42. NetConsole queries <ul><li>Drop off queries were made with the new hour code queries and a formula for the true amount to be paid. </li></ul><ul><li>By starting with 2 nd E (which is created from the new report data) there is a drop off of any people that don’t match with the 1 st </li></ul><ul><ul><li>This would include terminations </li></ul></ul>
  • 43. NetConsole queries <ul><li>The IsNull formula is used in order to do calculations on blank cells and so it can be linked into Excel. </li></ul><ul><li>Then there is a simple subtraction . </li></ul><ul><li>This is subtracting what the Old YTD hours (for code E) were from the new YTD hours. </li></ul><ul><ul><li>The difference will be what has been approved for the new pay period or new approvals for past weeks. </li></ul></ul>
  • 44. NetConsole queries <ul><li>Column Header E is the new Excused hour totals of the pay period. </li></ul><ul><li>This set up takes a bit of time, but once set up it never needs to be changed. </li></ul><ul><li>When I would do the same thing in Excel, it was a lot of copying and pasting and then a lot of formulas. </li></ul><ul><ul><li>This had to be done every paycheck, the same monotonous time consuming procedure. </li></ul></ul><ul><ul><li>The Access queries automate the work and make it instant. </li></ul></ul>
  • 45. NetConsole queries <ul><li>The master query (Reg Total) combines of all the hour code queries and adds some final formulas. </li></ul><ul><li>This query will be linked into my spreadsheet as both an Excel query (column form) and a pivot table. </li></ul>
  • 46. NetConsole queries <ul><li>This formula figures out what regular hours should be paid. It takes the standard 86.67 hours and subtracts personal leave hours. </li></ul><ul><ul><li>The result is an employee get paid personal hours (previous headers) and the rest is paid as regular hours. </li></ul></ul><ul><ul><li>There is also an exception person that gets paid 56 hours that need to be taken into account. </li></ul></ul>
  • 47. NetConsole queries <ul><li>This formula and the corresponding Criteria drops off any person that has no Personal or OT (in various forms) hours. </li></ul><ul><ul><li>There are a lot of duplicate or unnecessary row of data without this formula. </li></ul></ul>
  • 48. NetConsole queries <ul><li>The query is then linked into my pivot table for summary data. </li></ul><ul><ul><li>This is compared to ADP once the data is imported for a balance. </li></ul></ul>
  • 49. Pivot Tables
  • 50. Pivot Tables <ul><li>Pivot Tables are one of the more useful inventions to come out of Microsoft. </li></ul><ul><ul><li>It goes back to Lotus 1 2 3 </li></ul></ul><ul><ul><li>But has never really caught on. </li></ul></ul><ul><li>I use it as </li></ul><ul><ul><li>A data Hub (grabbing data from a variety of sources) </li></ul></ul><ul><ul><li>A massive filter, to easily find and view data. </li></ul></ul><ul><ul><li>Summary of Data </li></ul></ul><ul><ul><li>Calculations </li></ul></ul><ul><ul><ul><li>Audits </li></ul></ul></ul><ul><ul><ul><li>Totals </li></ul></ul></ul><ul><ul><ul><li>Problem indicators </li></ul></ul></ul>
  • 51. Linking Pivot Tables to Access Queries
  • 52. Connecting Pivot Tables Select; Data Pivot Table
  • 53. Connecting Pivot Tables Select External data source
  • 54. Connecting Pivot Tables Select Get Data
  • 55. Connecting Pivot Tables Select MS Access
  • 56. Connecting Pivot Tables Navigate to the database folder and select it.
  • 57. Connecting Pivot Tables Navigate to the query and select all or a selection of headers you need.
  • 58. Connecting Pivot Tables Click Next
  • 59. Connecting Pivot Tables Select Next
  • 60. Connecting Pivot Tables Select Finish
  • 61. Connecting Pivot Tables Select Next
  • 62. Connecting Pivot Tables Select Layout
  • 63. Connecting Pivot Tables Drag and Drop headers into appropriate spots
  • 64. Connecting Pivot Tables <ul><li>The data is ready for analysis </li></ul>
  • 65. Grouping Pivot Tables <ul><li>To Group </li></ul><ul><li>CTRL click on each entry </li></ul><ul><li>Right click (for menu display) </li></ul><ul><li>Select Group and Show Detail </li></ul><ul><li>Select Group </li></ul><ul><li>If I have an Access source I usually create a new header in the query and skip doing it on the pivot. </li></ul>
  • 66. Grouping Pivot Tables <ul><li>Overwrite generated group name to anything you want </li></ul>
  • 67. Formulas in Pivot Tables <ul><li>For Formulas </li></ul><ul><li>Select pull down list </li></ul><ul><li>Formulas </li></ul><ul><li>Calculated Field </li></ul>
  • 68. Formulas in Pivot Tables <ul><li>Name you header under Name </li></ul><ul><li>Under formula select your header fields and apply calculations. </li></ul>
  • 69. 401(k) Pivot Tables
  • 70. 401(k) Pivot Tables <ul><li>Link the pivot table to the 401(k) query. </li></ul><ul><li>Select the query and all of the headers </li></ul>
  • 71. 401(k) Pivot Tables <ul><li>Add the earning and formula headers into the data section. </li></ul><ul><li>Rename them and changed them from count to sum. </li></ul><ul><ul><li>Click on a header and type over the Name and select sum. </li></ul></ul><ul><li>I needed to do this because the header name contains the query and table name, which makes it huge. </li></ul>
  • 72. 401(k) Pivot Tables <ul><li>Most formulas you can do in Access but some you can’t. </li></ul><ul><li>I needed to do this on the pivot table because the calculation needed to be off of summed data that was per check date, per employee. </li></ul><ul><li>The Access query had more factors, which made the calculation incorrect. </li></ul>
  • 73. 401(k) Pivot Tables <ul><li>These calculations are part of the auditing. </li></ul><ul><li>This tab is an audit per employee, per check date. </li></ul><ul><li>This is audited every paycheck to make sure the %’s are solid and the Diffs are zero. </li></ul>
  • 74. 401(k) Pivot Tables <ul><li>The initial pivot table tab is copied to this one. This allowed different auditing techniques to be performed. </li></ul><ul><li>This is tab 1 of 3 tabs to audit the YTD 401(k) eligible earnings. </li></ul><ul><li>This tab is a summed YTD calculation for the earnings (one of the formulas on my query). </li></ul>
  • 75. 401(k) Pivot Tables <ul><li>This is a pivot table linked to a separate Access query. </li></ul><ul><li>It is an accumulator that ADP updates each check. </li></ul><ul><li>This is to make sure their number matches mine. </li></ul><ul><li>The two queries could not be combined because this query data is a lumped summed, while the other data is separated by check date and other headers. </li></ul><ul><ul><li>This is difference between 600 rows of data and 9000 rows of data. </li></ul></ul>
  • 76. 401(k) Pivot Tables <ul><li>The 3 rd tab does the balancing. </li></ul><ul><li>There are formulas that point to each pivot table (which are both sorted by SS) </li></ul><ul><li>Then a simple subtraction formula illustrates any differences. </li></ul><ul><li>A filter is installed for easy of finding differences </li></ul><ul><ul><li>Does not equal 0. </li></ul></ul>
  • 77. 401(k) Pivot Tables <ul><li>This pivot table is a summary balance that I can print and compare to the file I upload on Mass Mutual’s (our 401k vendor) website. </li></ul><ul><ul><li>Same data as the 1 st pivot but no employees on the pivot, just summarized data and balances. </li></ul></ul>
  • 78. Lambda Pivots
  • 79. Lambda Pivots <ul><li>Lambda source data is copied into the spreadsheet so need to link anywhere. </li></ul><ul><li>A macro puts the data into correct format for the pivot tables. </li></ul><ul><li>This is just your basic pivot table functionality. </li></ul>
  • 80. Lambda Pivots <ul><li>The pivot reads columns A through E </li></ul>
  • 81. Lambda Pivots <ul><li>There are two pivot tables linked to the data. </li></ul><ul><li>This one illustrates employees hours by Month </li></ul>
  • 82. Lambda Pivots <ul><li>Simple data needed. </li></ul><ul><li>Just a couple of headers needed and no calculations or queries. </li></ul><ul><li>What made this project hard, was getting the data to the point where it could be viewed in a pivot (macros) . </li></ul>
  • 83. Lambda Pivots <ul><li>This one illustrates the account code’s hours per month. </li></ul><ul><li>To make the charts, it was a simple as hitting a button. </li></ul>
  • 84. Lambda Pivots <ul><li>That button automatically created this chart. </li></ul><ul><li>Once things are set up, there is no need to touch anything again. </li></ul>
  • 85. Creating External Queries in Excel
  • 86. External Queries <ul><li>Initial setup of external queries are similar to pivot tables. </li></ul><ul><li>Goto </li></ul><ul><ul><li>Data </li></ul></ul><ul><ul><li>Import External Data </li></ul></ul><ul><ul><li>New Database Query </li></ul></ul>
  • 87. External Queries <ul><li>Select Access </li></ul>
  • 88. External Queries Navigate to where the database is located.
  • 89. External Queries External queries simply list the data from headers selected.
  • 90. NetConsole Excel query
  • 91. NetConsole Excel queries <ul><li>Instead of a pivot, the data is brought in as a query. </li></ul><ul><li>It is linked in, to the Access Query Reg Totals, just like with a pivot. </li></ul><ul><li>Instead of a pivot calc, you can put in formulas, like a normal spreadsheet. </li></ul>
  • 92. NetConsole Excel queries <ul><li>In order for you formulas to auto fill, you need to edit the query. </li></ul><ul><li>Right click on the body and select Edit Query. </li></ul>
  • 93. NetConsole Excel queries <ul><li>Click on Fill down, to have you formulas auto fill in new cells, upon refreshing. </li></ul><ul><li>To update the spreadsheet upon opening, click on Refresh data. </li></ul>
  • 94. NetConsole Excel queries <ul><li>This tab put the data into the format I needed for an upload into ADP. </li></ul><ul><li>This is done by formulas pointing to the query and by filters hiding non relevant rows. </li></ul>
  • 95. NetConsole Excel queries <ul><li>Certain columns are filtered by </li></ul><ul><ul><li>Does Not Equal 0 </li></ul></ul><ul><li>There are a lot of blank rows that get hidden out of view. </li></ul><ul><li>This is done manually each pay check, but a macro could be set up to do this automatically, upon opening. </li></ul>
  • 96. NetConsole Excel queries <ul><li>A pivot table is linked to the access query </li></ul><ul><ul><li>Balances </li></ul></ul><ul><ul><li>Troubleshoots any problems. </li></ul></ul>

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