Human Resources User Guide

Version 1.1 [April 2017]

Contents

1.1 About Qlikview .............................................................................................................................. 2

1.2 Qlikview User Access ..................................................................................................................... 2

1.3 Data Security and Protection ........................................................................................................ 2

1.4 Logging in to Qlikview ................................................................................................................... 2

2.1 Qlikview Basics – Understanding ‘Associative Data’ ..................................................................... 3

2.2 Navigating Qlikview....................................................................................................................... 4

2.2.1 Selecting Data ........................................................................................................................ 4

2.2.2 Report Tabs ............................................................................................................................ 4

2.2.2 Managing Your Selections ...................................................................................................... 5

2.2.3 Using Bookmarks .................................................................................................................... 5

2.2.4 Creating Bookmarks ............................................................................................................... 5

2.3 Data Extracts ................................................................................................................................. 6

3.0 Support Information ..................................................................................................................... 6

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Qlikview Guide

1.1 About Qlikview Qlikview is a management information tool which allows the creation of flexible reports drawn from

the different sources of data held at the university. The Human Resources reports link to records

held within Keele People, the institutional HR and payroll system. This data is updated nightly, so

information will be correct as of the end of the previous day.

1.2 Qlikview User Access Qlikview is made available to selected users with responsibility for managing staff or overseeing

areas of the university. An individual user’s access to data will be limited to those areas of the

organisation and staff that they are oversee, they cannot see staff elsewhere in the institution.

Qlikview can only be accessed on Keele Campus network or via the Keele VPN. Users can view

Qlikview dashboards in either a web browser or using the Qlikview App’s available from iTunes for

iOS or the Google Play Store for android devices.

1.3 Data Security and Protection Users have the ability to view and extract sensitive personal data which is governed by the Data

Protection Act. In using Qlikview you agree to have read and understood the Keele University Data

Protection Policy available at http://www.keele.ac.uk/dpa

Please ensure that any personal or confidential data extracted is held and disposed of securely, for

information and guidance on information security please see the IT Policies and Procedures at

http://www.keele.ac.uk/it/itpoliciesandprocedures

1.4 Logging in to Qlikview Go to the Keele Qlikview Access Point by visiting http://busrep.admin.keele.ac.uk

Once there you must agree to the Data Protection Policy and then login using your Keele staff user

account credentials.

Each Qlikview application that you have access to will be shown as a ‘tile’ with the report name and date last updated recorded below. Click on the tile to open the Qlikview Application you wish to view. Should you have access to a number of applications from different areas (Finance, Student, Human Resources etc.) you can use the ‘Category:’ drop down menu to filter the applications by area.

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2.1 Qlikview Basics – Understanding ‘Associative Data’ Qlikview uses what is known as an ‘associative’ data. This means that wherever there is further data

related to the selection you are looking at, you can select it to refine your search.

Qlikview uses a system of colour coding to identify the presence of associated data;

An item is highlighted GREEN when it has been selected

Items left in WHITE are associated data that is available for you to select further

Items that are GREY have no associated data, so cannot be selected

The example below looks at how associative data works in selection lists for the top three levels of the university’s structure which are illustrated as a hierarchy in the diagram to the right:

Until you make a selection, the any data on all three lists is available so will all stay white to indicate you can select anything here;

Once a selection is made it is indicated in green. The other associated available data will stay white to show you can select it, everything not available to your selection will be greyed out. In this example only the schools and work areas in the Faculty of Humanities and Social Sciences are available once it is selected at level 1;

Choosing a further selection within the faculty at level 2 will show only the work areas at level 3 related to that school, any work areas elswhere in this faculty become greyed out.

Level 1 - Faculty/Directorate

Level 2- School / Research Institute / Department

level 3 - Work Area

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2.2 Navigating Qlikview

2.2.1 Selecting Data Within Qlikview you can select available data by clicking on items within selection lists as shown in

2.1 and you can also make further selections by clicking on data items within tables, graphs and lists.

To choose a number of individual items from a selection list, hold down CTRL whist clicking on them.

For example, clicking on the total headcount figure for female ‘Managerial and Specialist’ staff in a

chart will update all of the reports within the Qlikview application to show just that group.

Another example would be within a report listing the names and positions of all staff, clicking on

‘Fixed Term’ under the ‘Mode of Employment’ column of an individual staff record will filter to show

only fixed term staff as below (the green dot indicates a selection has been made on that column);

2.2.2 Report Tabs Each Qlikview application is made up of one or more of related reports that are driven by the data

selections made. Within the application each report is like a page and tabs at the top allow you to

navigate between them as shown below;

If there are a large number of tabs which extend off of the screen, you can scroll left or right to show

them using the Qlikview toolbar arrow keys .

Alternatively there is a drop down list you use to can jump to reports, access this via the down arrow

on the Qlikview toolbar and the list of reports will open as shown below;

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2.2.2 Managing Your Selections Data items that make up a current selection are highlighted with a green dot .

You can see all of your current selections using the ‘My Current Selections’ window as below, this

example shows that reports are showing only substantive non-academic staff in fixed term positons.

To cancel a selection made in a table or list click on it again to return back to the previous state.

You can also use the eraser icon to remove a selection in the My Current Selections window.

To clear all selections and show all available data, use the ‘Clear All Selections’ button

2.2.3 Using Bookmarks To save time making selections we have created bookmarks for the most common, these will

automatically jump the data in the reports to a specific state. The bookmarks menu is accessible on

every report page or in the Qlikview toolbar at the top of the window.

Report Bookmark Menu

Bookmarks on the Qlikview toolbar

2.2.4 Creating Bookmarks

You can also create your own bookmarks if you have specific selections not on the list that you use regularly. Make the selections that you need to get your report to the state you wish to capture and then press the add bookmark button . .. Title your bookmark and save it when prompted to do so in the pop up window (left) Your bookmarks will be available to just your login and will show in the bookmark selection list.

Note that your bookmark captures and replicates your chosen selections, not the underlying data which will continue to change over time as it is updated.

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2.3 Data Extracts Data from tables and reports can be extracted from Qlikview to be worked on within Microsoft

Excel, there are three ways to do this;

If the table has an ‘XL’ button, pressing this will download the current view into an excel document.

If the table has copy icon then the table will be copied to your clip board and can be passed into an EXCEL document

If you right click anywhere on the table the options menu will open and you can choose

- Copy – this will copy the data to your clipboard - Send to Excel – will download the file as an Excel document - Export – will download the file as a Comma Separated Values

(CSV) text file

Remember to consider information security when extracting data.

Save information to a secure network location and consider who has access to it.

Do not store data locally on unencrypted PCs, portable devices or portable storage.

Do not send or share data via a means that is not secure e.g. to a non-Keele email

address.

Ensure temporary system files and passwords are deleted securely (such as browser

history, download folders, recycle bin, temporary office files).

For further information and guidance please familiarise yourself with the university policies at

http://www.keele.ac.uk/it/itpoliciesandprocedures - IT services can offer advice on steps you can

take to ensure data is held and disposed of securely.

3.0 Support Information Where possible, explanatory information is provided in the Qlikview Application and some

reports have pop up help messages to explain the data items if you click on the ‘?’ icon.

Should you have any issues with the report data or suggestions for future report developments,

please email us at hr.people@keele.ac.uk