How To Automate Part 3


Published on

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

Published in: Technology, Business
1 Comment
    Are you sure you want to  Yes  No
    Your message goes here
No Downloads
Total views
On SlideShare
From Embeds
Number of Embeds
Embeds 0
No embeds

No notes for slide

How To Automate Part 3

  1. 1. Journal Entry Pivots
  2. 2. Journal Entry Pivots <ul><li>The Pivot is linked to a query that narrows the data to just include data for 2007. </li></ul><ul><li>Separate formulas are done that look for a specific Department on the pivot table. </li></ul><ul><ul><li>This ensures that It never puts information into the wrong Dept. </li></ul></ul><ul><ul><li>Also, other formulas require multiple depts and the formulas would quickly exceed the line limit. It’s a buffer. </li></ul></ul><ul><ul><li>Notice this formula looks like the IsNull formula in Access. Excel has the same problem with blanks as Access. </li></ul></ul>
  3. 3. Journal Entry Pivots <ul><li>This tab is doing the same as the previous but with formulas on the next tab. </li></ul><ul><li>There are 4 pivots like this. </li></ul><ul><li>It could be done as 1 pivot but at the time, I had not made the query ( everything ), that could bring all of the data together. </li></ul>
  4. 4. Journal Entry Pivots <ul><li>This is the same formula as the other. </li></ul><ul><li>These formulas are easy to replicate. </li></ul><ul><ul><li>Make one row. </li></ul></ul><ul><ul><li>Copy and paste that down to the number of rows you need (in this case it is dependant on Dept). </li></ul></ul><ul><ul><li>Go to each row, highlight and do a replace with. </li></ul></ul><ul><ul><ul><li>Example; Replace “920294” with “920295”. All of the formulas on the row will now have the correct dept referenced. Rinse and repeat with rest of dept rows. </li></ul></ul></ul>
  5. 5. Journal Entry Pivots <ul><li>These are the formulas for determine how much FUTA and SUTA is owed per employee, by dept on a check date. </li></ul><ul><li>Very complex because it has to have YTD (because the tax caps) and single check date data to determine what is owed. </li></ul><ul><ul><li>That means a YTD pivot and a check date pivot. </li></ul></ul><ul><ul><li>They are referenced here and the FUTA and SUTA is calculated off that info. </li></ul></ul>
  6. 6. Journal Entry Pivots <ul><li>This is the YTD pivot. </li></ul><ul><li>It contains an actual gross and a gross that is eligible for FUTA tax, per employee, for 2007. </li></ul><ul><ul><li>These are calculated on a query based off of the everything query. </li></ul></ul>
  7. 7. Journal Entry Pivots <ul><li>This is using the same Access query. </li></ul><ul><li>The dept is added onto the pivot and the check date is filtered on the page field. </li></ul>
  8. 8. Journal Entry Pivots <ul><li>The formulas tab is linked to these 2 pivot tables so the data can be summed by department. </li></ul>
  9. 9. Journal Entry Pivots <ul><li>This tab then reads the previous pivot tables. </li></ul><ul><li>This could all be simplified and reduced to an Access query and pivot table. </li></ul><ul><ul><li>No need to change since the set-up is done and updating each week only takes a minute. </li></ul></ul><ul><ul><li>The only reason to every change the setup is if there was maintenance needed to upkeep all the moving parts (formulas and pivots), which there isn’t any. </li></ul></ul>
  10. 10. Journal Entry Pivots <ul><li>This is where all the data gets referenced and balanced. </li></ul><ul><li>The formulas look at cells on each of the tabs. </li></ul><ul><li>It is organized by dept , account and Cost Center. </li></ul>
  11. 11. Journal Entry Pivots <ul><li>That last tab was where the data entry used to be hand typed each pay period (I kept the original layout). </li></ul><ul><li>You can tell by the formula how many different items need to be put in each cell. </li></ul><ul><li>Previously you needed to know what dollars needed to go where. </li></ul><ul><ul><li>This was a problem since it was done by memory. </li></ul></ul><ul><li>Now Excel knows where to put the data and with a look at the formulas you would know. </li></ul><ul><ul><li>Knowledge will not get lost with this system. </li></ul></ul>
  12. 12. Journal Entry Pivots <ul><li>This is the end result of all of that data. </li></ul><ul><li>It is the Journal Entry to be loaded into MFGPro. </li></ul><ul><li>The process went from days of data entry to opening a spreadsheet and selecting refresh. </li></ul>
  13. 13. Macros
  14. 14. Macros <ul><li>Macros mimic the key strokes and manual procedures of a user. </li></ul><ul><li>Most excel procedures can be replaced by recording a macro. </li></ul><ul><li>Once the macro is recorded and manipulated, a button can be created for ease of use. </li></ul><ul><ul><li>A link to a button can give the user a button push away from automating their job. </li></ul></ul><ul><li>When my queries and pivot tables can’t automate things or I need the data a certain way, I use a macros. </li></ul>
  15. 15. Macro building <ul><li>Add Visual Basic to your toolbar view </li></ul><ul><li>Click on the red (record) button </li></ul>
  16. 16. Macro building <ul><li>Change the Macro name </li></ul>
  17. 17. Macro building <ul><li>Select the stop button if you have a pre-written macro. </li></ul><ul><li>If you don’t then go through every excel step like you normally would. </li></ul><ul><ul><li>Example; Copy cell A1 from sheet 1 and paste it to cell A1 of sheet 2. </li></ul></ul>
  18. 18. Macro building <ul><li>Select the run macro </li></ul><ul><li>Select Edit </li></ul>
  19. 19. Macro building <ul><li>A blank VBA worksheet will appear. </li></ul>
  20. 20. Macro building <ul><li>Copy your prewritten VBA code (examples to follow from my Lambda macro) from Word </li></ul>
  21. 21. Macro building Paste over existing info
  22. 22. Macro building <ul><li>To make the button </li></ul><ul><li>Select button option </li></ul><ul><li>Size your button on the worksheet </li></ul>
  23. 23. Macro building <ul><li>You can either assign the macro upon creation or go back later and select assign macro </li></ul>
  24. 24. Macro building <ul><li>Once assigned the button will trigger the macro </li></ul>
  25. 25. Lambda Macro
  26. 26. Lambda Macro <ul><li>I decided to make a macro for the Lambda spreadsheet because I wanted the user to be able to update the pivot tables themselves. </li></ul><ul><li>Initially I would manually go through the steps each paycheck. It would take me about 5 minutes (the macro is close to instant). </li></ul><ul><li>I documented the manual procedures but they were not user friendly for non Excel geeks. </li></ul><ul><li>Most macros you can use the macro recorder to record each step you make and then replay it when needed. </li></ul><ul><ul><li>This one needs a couple adjustments. </li></ul></ul>
  27. 27. Lambda Macro <ul><li>It starts by going through each step while the macro recorder is running. </li></ul><ul><li>This would write most of the code and then you would just have to change it in certain spots. </li></ul>
  28. 28. Lambda Macro <ul><li>Go through and unmerge cells. </li></ul><ul><ul><li>Excel does not like merged cells. I make it a rule to never merge cells. </li></ul></ul><ul><li>Then filter the data and deleted out all non essential rows and columns. </li></ul>
  29. 29. Lambda Macro <ul><li>Columns(&quot;H:V&quot;).Select </li></ul><ul><li>Selection.Delete Shift:=xlToLeft </li></ul><ul><li>Columns(&quot;E:E&quot;).Select </li></ul><ul><li>Selection.Delete Shift:=xlToLeft </li></ul><ul><li>Columns(&quot;A:F&quot;).Select </li></ul><ul><li>Range(&quot;F1&quot;).Activate </li></ul><ul><li>Selection.AutoFilter </li></ul><ul><li>Range(&quot;B2&quot;).Select </li></ul><ul><li>ActiveWindow.FreezePanes = True </li></ul><ul><li>Selection.AutoFilter Field:=1, Criteria1:=&quot;Actual/Adjusted:&quot; </li></ul><ul><li>Rows(&quot;2:10000&quot;).Select </li></ul><ul><li>Range(&quot;A10000&quot;).Activate </li></ul><ul><li>Selection.Delete Shift:=xlUp </li></ul><ul><li>Code for deleting columns </li></ul><ul><li>Modified Code for filtering the word “Actual/Adjusted” and deleting rows. </li></ul><ul><ul><li>Changed the range to 2:10000 (it was 8:3596). </li></ul></ul><ul><ul><li>If not changed, then the range could change each time and it would not delete all of the info </li></ul></ul>
  30. 30. Lambda Macro <ul><li>Once the source data is put into shape. </li></ul><ul><li>The macro pastes it into the tab with the formulas. </li></ul><ul><li>The formulas do some more whipping into to shape for pivot table purposes. </li></ul><ul><li>The code had to be manually written for this part </li></ul>
  31. 31. Lambda Macro <ul><li>Sheets(&quot;Time Detail Dump&quot;).Select </li></ul><ul><li>Range(&quot;A1:C10000&quot;).Select </li></ul><ul><li>Range(&quot;C10000&quot;).Activate </li></ul><ul><li>Selection.Copy </li></ul><ul><li>Sheets(&quot;Modified data&quot;).Select </li></ul><ul><li>Range(&quot;A20000&quot;).Select </li></ul><ul><li>Selection.End(xlUp).Select </li></ul><ul><li>ActiveCell.Offset(1, 0).Select </li></ul><ul><li>Selection.PasteSpecial Paste:=xlPasteValues, Operation:=xlNone, SkipBlanks _ </li></ul><ul><li>:=False, Transpose:=False </li></ul><ul><li>Selection.AutoFilter Field:=8, Criteria1:=&quot;<>0&quot;, Operator:=xlAnd </li></ul><ul><li>This was typed in, due to the ranges constantly changing. </li></ul><ul><li>This is a YTD spread that has new data put in each week. So the last row of data is constantly changing. </li></ul><ul><ul><li>Example: After week 1 the last row of data was row 245. After week two the last row of data was row 530. </li></ul></ul><ul><li>This code accounts for that. It goes to row 20K, then goes to the last line of data and goes one row down. </li></ul>
  32. 32. Lambda Macro <ul><li>The macro then filters the data attached to formulas. </li></ul><ul><li>Then it copies this data over to another tab. </li></ul>
  33. 33. Lambda Macro <ul><li>This is the tab in which the pivot tables read. </li></ul><ul><li>A lot of times when data is moved around it loses its number value and a trick needs to be performed. </li></ul><ul><li>I call this my multiple one trick </li></ul><ul><ul><li>Copy the number 1 </li></ul></ul>
  34. 34. Lambda Macro <ul><li>Do Paste Special Multiply over the data that needs to be changes and it converts it back to a number. </li></ul><ul><ul><li>In this case, it also needed a reformat for the date column </li></ul></ul>
  35. 35. Lambda Macro <ul><li>Range(&quot;F1&quot;).Select </li></ul><ul><li>Application.CutCopyMode = False </li></ul><ul><li>Selection.Copy </li></ul><ul><li>Range(&quot;B2:C20000&quot;).Select </li></ul><ul><li>Range(&quot;C20000&quot;).Activate </li></ul><ul><li>Selection.PasteSpecial Paste:=xlPasteAll, Operation:=xlMultiply, _ </li></ul><ul><li>SkipBlanks:=False, Transpose:=False </li></ul><ul><li>Columns(&quot;C:C&quot;).Select </li></ul><ul><li>Application.CutCopyMode = False </li></ul><ul><li>Selection.NumberFormat = &quot;m/d/yyyy&quot; </li></ul><ul><li>This is the code for the multiple one trick and the date format change. </li></ul>
  36. 36. Lambda Macro <ul><li>Once the data is in order. </li></ul><ul><li>The macro goes to each pivot table and selects Refresh Data to reflect the new numbers. </li></ul><ul><li>Then it saves the file. </li></ul>
  37. 37. Lambda Macro <ul><li>This is the button that triggers the macro. </li></ul><ul><li>With one click of a button it </li></ul><ul><ul><li>Cuts down data </li></ul></ul><ul><ul><li>Converts it via formulas </li></ul></ul><ul><ul><li>Puts it into a pivot table form </li></ul></ul><ul><ul><li>Updates Pivot Tables </li></ul></ul><ul><ul><li>Saves file. </li></ul></ul><ul><ul><li>Saves you time and possible mistakes. </li></ul></ul>
  38. 38. Beginning to End with user documentation Anderson Hourly Raises
  39. 39. Raise Project <ul><li>These next slides will take you through a project from beginning to end. </li></ul><ul><ul><li>With the user documentation on how to use the creation. </li></ul></ul><ul><li>The project started by a request from Anderson HR to get a better report so that could easily give the hourly employees their annual raises. </li></ul><ul><li>The report they were using had a some manipulation that had to be done to it. They had to spend time getting the data into shape and then manually key in the raises into ADP. </li></ul>
  40. 40. Raise Project <ul><li>My solution was not to make another report where they had to do less work but to make a fully automated process. </li></ul><ul><li>This project includes all 5 of my methods. </li></ul><ul><li>This is being used to illustrate how easy something is to automate and how even the simplest task can be automated down to a couple of clicks and a button. </li></ul>
  41. 41. Linked into Source Data
  42. 42. Raise Project <ul><li>Start by making a new data base. </li></ul><ul><li>Goto </li></ul><ul><ul><li>New document </li></ul></ul><ul><ul><li>Blank database </li></ul></ul><ul><ul><li>Name and save in desired location </li></ul></ul>
  43. 43. Raise Project <ul><li>Goto </li></ul><ul><ul><li>Get External Data </li></ul></ul><ul><ul><li>Link Tables </li></ul></ul>
  44. 44. Raise Project <ul><li>Goto </li></ul><ul><ul><li>Files of Type </li></ul></ul><ul><ul><li>ODBC </li></ul></ul>
  45. 45. Raise Project <ul><li>This needed the ADP server </li></ul>
  46. 46. Raise Project <ul><li>Luckily all the information for my needs can be found on one table. </li></ul>
  47. 47. Raise Project <ul><li>The table is now linked and will always contain real time information. </li></ul><ul><li>Now it is time to refine the massive amount of data for my needs </li></ul><ul><ul><li>Building a query. </li></ul></ul>
  48. 48. Created a Query
  49. 49. Raise Project <ul><li>To start making my query </li></ul><ul><li>Select Create query in Design View </li></ul>
  50. 50. Raise Project <ul><li>There is only one table to choose. </li></ul>
  51. 51. Raise Project <ul><li>All of the columns headers are available to choose. </li></ul><ul><li>If you choose all of them, there would be too much data. </li></ul><ul><li>For this projects purposes there was only need for a couple of key fields. </li></ul>
  52. 52. Raise Project <ul><li>Double click the headers needed. </li></ul><ul><li>They then appear in column form below. </li></ul>
  53. 53. Raise Project <ul><li>To narrow the data down further </li></ul><ul><li>Filter for key words. </li></ul><ul><ul><li>It narrows down to; hourly Anderson employees that are active. </li></ul></ul>
  54. 54. Raise Project <ul><li>I needed two sets of data that were not in this table, so I made two formulas. </li></ul><ul><ul><li>Month and Year </li></ul></ul><ul><li>This formula is converting a date (6-7-07) to a month (Jun). </li></ul><ul><ul><li>Name of Header = “desired name”: </li></ul></ul><ul><ul><li>Formula = Format(“header”, ‘mmm’) </li></ul></ul>
  55. 55. Creating the Pivot Table
  56. 56. Raise Project <ul><li>Goto </li></ul><ul><ul><li>Data </li></ul></ul><ul><ul><li>PivotTable and PivotChart Report </li></ul></ul><ul><li>Now a link into the query is made. </li></ul>
  57. 57. Raise Project <ul><li>Select External data source </li></ul>
  58. 58. Raise Project <ul><li>Select Get Data </li></ul>
  59. 59. Raise Project <ul><li>Select MS Access Database </li></ul>
  60. 60. Raise Project <ul><li>Navigate to folder and select Access database </li></ul>
  61. 61. Raise Project <ul><li>Find your query name </li></ul>
  62. 62. Raise Project <ul><li>Click on the arrow to bring all headers over </li></ul>
  63. 63. Raise Project <ul><li>Click Next </li></ul>
  64. 64. Raise Project <ul><li>Click Next </li></ul>
  65. 65. Raise Project <ul><li>Click Finish </li></ul>
  66. 66. Raise Project <ul><li>Input data source password </li></ul>
  67. 67. Raise Project <ul><li>Click Next </li></ul>
  68. 68. Raise Project <ul><li>Click Layout </li></ul>
  69. 69. Raise Project <ul><li>Drag and drop the headers needed </li></ul>
  70. 70. Raise Project <ul><li>Click Finish </li></ul>
  71. 71. Raise Project <ul><li>The initial pivot table is not appealing, so I usually change the appearance </li></ul>
  72. 72. Raise Project <ul><li>Goto </li></ul><ul><ul><li>Lightning bolt icon </li></ul></ul><ul><ul><li>Scroll to Table 1 </li></ul></ul><ul><ul><li>Hit OK </li></ul></ul>
  73. 73. Raise Project <ul><li>Right click on body of the pivot and select Table Options </li></ul><ul><ul><li>Click on Refresh on Open </li></ul></ul><ul><ul><ul><li>This will prompt a refresh upon opening the spreadsheet </li></ul></ul></ul><ul><ul><li>Change Fields per Column to 2 </li></ul></ul>
  74. 74. Raise Project <ul><li>Add some color for key fields </li></ul><ul><ul><li>Selecting Month and Year brings up the employees and their hourly rates </li></ul></ul><ul><li>Add two fields (filled in by user) for calculation purposes </li></ul><ul><ul><li>The Percentage is the employees increase and the effective date is when it is effective. </li></ul></ul>
  75. 75. Formulas
  76. 76. Raise Project <ul><li>Since the Pivot table has data not need (totals and blank areas) you can use formulas to get it into a format you can use for upload. </li></ul><ul><li>I have since found a way to do this on the pivot table itself. But since the set-up is complete, there is no need to change anything. </li></ul><ul><li>This IF statement is triggered by the File #, which I know will only be illustrated once per employee. </li></ul>
  77. 77. Raise Project <ul><li>A simple link to the pivot table grabs the data for all of the cells </li></ul>
  78. 78. Raise Project <ul><li>Triggered by File # and linking to the manually inputted effective date. </li></ul><ul><li>All of these fields are arranged in the order and the value for a file upload into ADP. </li></ul>
  79. 79. Raise Project <ul><li>Rounding with a formula imbedded </li></ul><ul><li>Reference to the Pivot </li></ul><ul><li>Calculation from the manually inputted raise percentage </li></ul>
  80. 80. Macro
  81. 81. Raise Project <ul><li>The macro does all of the grunt work. </li></ul><ul><li>From the pivot table </li></ul><ul><ul><li>The user selects the month and year </li></ul></ul><ul><ul><li>Inputs the raise % and effective. </li></ul></ul><ul><ul><li>Hits Macro button </li></ul></ul><ul><li>The macro does all the manual work of making an upload file and notifying me that it is ready to be loaded. </li></ul>
  82. 82. Raise Project <ul><li>Sub Csv_Load() </li></ul><ul><li>' </li></ul><ul><li>' Csv_Load Macro </li></ul><ul><li>' Macro recorded 5/2/2007 by durochs </li></ul><ul><li>Sheets(&quot;Import&quot;).Select </li></ul><ul><li>Columns(&quot;A:G&quot;).Select </li></ul><ul><li>Selection.ClearContents </li></ul><ul><li>Sheets(&quot;Calc&quot;).Select </li></ul><ul><li>Columns(&quot;A:G&quot;).Select </li></ul><ul><li>Range(&quot;G1&quot;).Activate </li></ul><ul><li>Selection.Copy </li></ul><ul><li>Sheets(&quot;Import&quot;).Select </li></ul><ul><li>Range(&quot;A1&quot;).Select </li></ul><ul><li>Selection.PasteSpecial Paste:=xlPasteValues, Operation:=xlNone, SkipBlanks _ </li></ul><ul><li>:=False, Transpose:=False </li></ul><ul><li>Application.CutCopyMode = False </li></ul><ul><li>Selection.AutoFilter </li></ul><ul><li>Selection.AutoFilter Field:=1, Criteria1:=&quot;=&quot; </li></ul><ul><li>Rows(&quot;3:999&quot;).Select </li></ul><ul><li>Range(&quot;A999&quot;).Activate </li></ul><ul><li>Selection.Delete Shift:=xlUp </li></ul><ul><li>Selection.AutoFilter Field:=1 </li></ul><ul><li>Cells.Select </li></ul>Selecting workbook Deleting out previous data, from last time macro was run. Copying data from Calc workbook and pasting it to the import. Using special values so links or formulas don’t go over. Filtering the data for blanks and deleting those lines
  83. 83. Raise Project <ul><li>Selection.Columns.AutoFit </li></ul><ul><li>With Selection </li></ul><ul><li>.HorizontalAlignment = xlGeneral </li></ul><ul><li>.VerticalAlignment = xlBottom </li></ul><ul><li>.WrapText = False </li></ul><ul><li>.Orientation = 0 </li></ul><ul><li>.AddIndent = False </li></ul><ul><li>.IndentLevel = 0 </li></ul><ul><li>.ShrinkToFit = False </li></ul><ul><li>.ReadingOrder = xlContext </li></ul><ul><li>.MergeCells = False </li></ul><ul><li>End With </li></ul><ul><li>With Selection </li></ul><ul><li>.HorizontalAlignment = xlCenter </li></ul><ul><li>.VerticalAlignment = xlBottom </li></ul><ul><li>.WrapText = False </li></ul><ul><li>.Orientation = 0 </li></ul><ul><li>.AddIndent = False </li></ul><ul><li>.IndentLevel = 0 </li></ul><ul><li>.ShrinkToFit = False </li></ul><ul><li>.ReadingOrder = xlContext </li></ul><ul><li>.MergeCells = False </li></ul><ul><li>End With </li></ul>Auto fitting the columns, so it prints properly. Center aligning, so everything lines up.
  84. 84. Raise Project <ul><li>Sheets(&quot;Import&quot;).Select </li></ul><ul><li>Sheets(&quot;Import&quot;).Copy </li></ul><ul><li>ActiveWorkbook.SaveAs Filename:= _ </li></ul><ul><li>&quot;I:Payroll HistroyPayrollThis MonthEmpAUEDD.csv&quot;, FileFormat:=xlCSVMSDOS _ </li></ul><ul><li>, CreateBackup:=False </li></ul><ul><li>Application.DisplayAlerts = False </li></ul><ul><li>ActiveWindow.Close </li></ul><ul><li>Sheets(&quot;Pivot&quot;).Select </li></ul><ul><li>Creates the spreadsheet by copying the workbook to a new worksheet and saving it. </li></ul><ul><li>This is the saved name I need in order to import it, into ADP. </li></ul>
  85. 85. Raise Project <ul><li>Dim OutApp As Object </li></ul><ul><li>Dim OutMail As Object </li></ul><ul><li>Dim strbody As String </li></ul><ul><li>Set OutApp = CreateObject(&quot;Outlook.Application&quot;) </li></ul><ul><li>OutApp.Session.Logon </li></ul><ul><li>Set OutMail = OutApp.CreateItem(0) </li></ul><ul><li>strbody = &quot;&quot; & vbNewLine & vbNewLine & _ </li></ul><ul><li>&quot;The Anderson hourly raise file is ready on the P drive&quot; & vbNewLine & _ </li></ul><ul><li>&quot;&quot; & vbNewLine & _ </li></ul><ul><li>&quot;&quot; & vbNewLine & _ </li></ul><ul><li>&quot;&quot; </li></ul><ul><li>On Error Resume Next </li></ul><ul><li>With OutMail </li></ul><ul><li>.To = &quot;; </li></ul><ul><li>.CC = &quot;&quot; </li></ul><ul><li>.BCC = &quot;&quot; </li></ul><ul><li>.Subject = &quot;Anderson Raises&quot; </li></ul><ul><li>.Body = strbody </li></ul><ul><li>.Send 'or use .Display </li></ul><ul><li>End With </li></ul><ul><li>Application.DisplayAlerts = False </li></ul><ul><li>On Error GoTo 0 </li></ul><ul><li>Set OutMail = Nothing </li></ul><ul><li>Set OutApp = Nothing </li></ul><ul><li>End Sub </li></ul>Wording for the Body of the email Who the email is sent to Subject field Sends and suppresses one of two message boxes
  86. 86. Raise Project <ul><li>Create a macro button </li></ul><ul><li>Select button </li></ul><ul><li>Drag to size and location </li></ul>Select macro once button is sized
  87. 87. Raise Project <ul><li>Once the macro completes it creates a spreadsheet that can be uploaded into ADP. </li></ul><ul><ul><li>This gives the employees their raises. </li></ul></ul>
  88. 88. Raise Project <ul><li>It also sends me an email stating the file is ready. </li></ul>
  89. 89. Raise Project <ul><li>Once I do a project, whether for my self or for some else, documentation (on how to use it) is usually needed. </li></ul><ul><ul><li>Even if the process is as simple as hitting a button. It is helpful to illustrate how to do it and why they are doing it. </li></ul></ul><ul><li>I try to make walkthroughs that touch on every mouse click. </li></ul><ul><li>The proceeding slides are the walkthroughs I made for the raise process. </li></ul>
  90. 90. Hourly Raises Walkthrough Documentation
  91. 91. Hourly Raises <ul><li>I created a spreadsheet that automates the hourly annual raises. </li></ul><ul><ul><li>The proceeding slides will walk you through the process. </li></ul></ul><ul><li>The spreadsheet is triggered by the next review date in ADP. </li></ul><ul><li>5 steps once spreadsheet is opened. </li></ul><ul><ul><li>Select Month of upcoming raises (based on next review date) </li></ul></ul><ul><ul><li>Select the Year </li></ul></ul><ul><ul><li>Input the raise percentage </li></ul></ul><ul><ul><li>Input the effective date </li></ul></ul><ul><ul><li>Hit macro button </li></ul></ul>
  92. 92. Location <ul><li>Navigate to P Drive, Payroll folder, Anderson folder, Review Dates spreadsheet. </li></ul><ul><li>The Anderson folder is restricted to myself, Sandy Snider and Brenda Dutton. </li></ul>
  93. 93. Macro Select Enable Macros
  94. 94. ADP Security <ul><li>The update will bring up the ADP security login. </li></ul><ul><li>Type in your ADP User Name and Password and select OK. </li></ul>
  95. 95. Month Selection Select (from the pull down arrow) the month of the next review date
  96. 96. Year Selection Do the same procedure for the year
  97. 97. Percentage <ul><li>Type in the percentage amount of the increase. </li></ul><ul><li>A calculation will be done (on the Calc workbook) based on this increase. </li></ul>
  98. 98. Effective Date Type in the date the raise needs to be effective in ADP.
  99. 99. Macro <ul><li>Click on Create Upload File </li></ul><ul><li>This is a macro that creates the raise spreadsheet (EmpAUEDD.csv) and sends me an email stating that it is ready for upload. </li></ul>
  100. 100. Outlook <ul><li>Once the macro is selected this warning will appear. </li></ul><ul><li>Select Yes. </li></ul><ul><li>It’s a Microsoft protection against viruses. </li></ul>
  101. 101. Calc Workbook <ul><li>There are 3 tabs; Pivot , Calc and Import. </li></ul><ul><li>Pivot; is the interface you use to trigger everything. </li></ul><ul><li>Calc; puts the data in the correct order and adds the raise to the current pay rate. </li></ul><ul><li>Import; is the workbook that is used to make a new spreadsheet. </li></ul>
  102. 102. Import <ul><li>You can print this workbook if you would like a record of the raises. </li></ul>
  103. 103. Conclusion <ul><li>I see automation as an ever evolving aspect of my job. </li></ul><ul><ul><li>Procedures I was using 2 years ago are now obsolete. </li></ul></ul><ul><ul><li>Some aspects of this presentation are already obsolete. </li></ul></ul><ul><ul><li>Finding these new methods and time savers has been one of the best aspects of my job. </li></ul></ul><ul><li>I could not of gotten my current methods with out a little help, inspiration and time. The following helped me in many different ways. </li></ul><ul><ul><li>Kbace consulting (introduced me to pivot tables) </li></ul></ul><ul><ul><li>Eric Brennen (Excel geek) </li></ul></ul><ul><ul><li>Karen Cooprider (1 st payroll manager) </li></ul></ul><ul><ul><li>Laura Kailukaitis (constant source of help) </li></ul></ul><ul><ul><li>Judy Gruner (allows me to pursue automation) </li></ul></ul><ul><ul><li>Brenda Heck (has given me plenty of projects to improve my methods) </li></ul></ul><ul><ul><li>MrExcel forums (tons of macro and formula help) </li></ul></ul>