This article provides comprehensive documentation for each data view in Access Data Engine that supports the base dashboards and insights. Each view is designed to provide specific data perspectives for reporting and analytics within the Definitiv workforce management and payroll solution.
P2-aaa-Output-Active Employee
View Description
The Active Employee view shows only active employees who are not terminated and do not have a termination date in the past. This table includes a subset of the employee list containing only active employees, along with their primary allocations including pay policy, project, location, department and role.
Key Use Cases
Active headcount reporting
Current workforce analysis
Real-time employee status monitoring
Data Fields
Display Name | Description |
Age | Age in years, calculated based on date of birth |
Base Rate Type | Type of payment contract: Yearly Salary, Total Package, Hourly Payment, or Daily Payment |
Can Only Work Assigned Projects | Indicates if employee can only work in assigned project cost centers |
Continuous Years of Service Start Date | Date used to calculate continuous employment for redundancy entitlements |
Converted Hourly Rate | Hourly rate or converted hourly rate based on Pay Policy Type |
Date of Birth | Employee's birth date |
Employee Hire Date | Latest/last hire date for the employee |
Employee Number | Unique payroll number assigned to the employee |
Employee Termination Date | Date when employment contract ended (not applicable for active employees) |
Employment Status | Current employment status (active/inactive) |
First Name | Employee's given or first name |
Full Name | Combination of first name and surname |
Full Name, Number | Concatenation of full name and employee number for unique identification |
Gender | Sex or gender (Male, Female, Other) used for WGEA reporting |
Hired Months Ago | Number of months since latest hire date |
Middle Name | Employee's middle/second name |
Not Paid Via EFT | Flag indicating if paid by method other than Electronic Fund Transfer |
Organisation Name | Employing company entity name |
PayCalender | Payment frequency (weekly, fortnightly, monthly) |
Pay Policy | Currently assigned payment/pay rate policy name |
Pay Policy Type | Whether pay policy is company/generic or custom/individual |
Preferred Name | Name employee likes to be known as |
Primary Department | Main department allocation/assignment |
Primary Employment Type | Main employment type (Full Time, Part Time, Casual) |
Primary Location | Main physical work location/site assignment |
Primary Project | Main project allocation/assignment |
Primary Role | Primary job or role assignment |
Salary | Annual salary for salary-based employees |
Surname | Employee's last name |
Terminated Months Ago | Not applicable for active employees |
Termination Reason | Not applicable for active employees |
Termination Type | Not applicable for active employees |
Title | Formal title (Mr, Mrs, Dr, etc.) |
Weekly Hours | Contracted weekly working hours |
Years of Continuous Service | Length of unbroken employment in whole years |
Years Of Service Effective Start Date | Date from which continuous service is calculated |
P2-aaa-Output-Employee
View Description
The Employee view includes the full list of employees containing both active and terminated employee records. It provides comprehensive employee information including primary allocations for pay policy, project, location, department and role.
Key Use Cases
Complete workforce historical analysis
Terminated employee reporting
Comprehensive headcount tracking
Data Fields
This view contains identical fields to the Active Employee view but includes both active and terminated employees, making the termination-related fields relevant for terminated employees.
P2-aab-Output-Employee Additions and Deductions
View Description
This data view lists any additions or deductions relevant for employees, providing detailed information about supplementary payments and deductions applied to employee pay.
Key Use Cases
Payroll additions and deductions analysis
Employee benefit tracking
Compensation component reporting
Data Fields
Display Name | Description |
Add/Ded Type | Defines whether record is an addition (money added) or deduction (money taken out) |
Cease Date | Date when addition/deduction payments finish (ongoing if no date) |
Commencement Date | Start date for inclusion in pay run processing |
Employee Number | Unique payroll number for employee identification |
First Name | Employee's given or first name |
Full Name | Combination of first name and surname |
Full Name, Number | Concatenation of full name and employee number |
Pay Code | Payroll code/pay item for processing the addition/deduction |
Pay Item Description | Description of the payroll code/pay item |
Rate | Amount or payment rate used with units to calculate total |
Surname | Employee's last name |
Unit of Measure | What the unit represents (payment, hours, percentage) |
Units | Multiplier for rate calculation |
P2-aac-Output-Employee Processed Leave Applications
View Description
This view shows processed leave information in the dashboard. Due to certain calculations being completed on-the-fly and not saved to the database, it cannot provide accurate leave insights for leave that has not been processed through payroll yet.
Key Use Cases
Historical leave analysis
Leave payment tracking
Approved leave reporting
Data Fields
Display Name | Description |
Employee Number | Unique payroll number for employee identification |
First Name | Employee's given or first name |
Full Name, Number | Concatenation of full name and employee number |
Leave Approval Status | Current position in leave approval workflow |
Leave End Date | Last day of leave/time off |
Leave Reason | Reason for taking leave (from predefined list) |
Leave Start Date | First day of leave/time off |
Leave Type | Type of leave being taken (Annual Leave, Personal/Sick Leave, etc.) |
Payment Status | Position in payroll process (partially paid, fully paid, etc.) |
Submitted Date/Time | Date and time leave application was submitted |
Surname | Employee's last name |
Total Paid $ | Total monetary amount processed through payroll |
Total Paid Units | Hours or days processed and deducted from leave balances |
Unit of Measure | Whether leave is processed in hours or days |
P2-aba-Output-Employee Leave Entitlements
View Description
Contains employee leave balances as at the last pay run plus a forecasted entitlement to the current date if those two dates are not the same. This view provides comprehensive leave entitlement information.
Key Use Cases
Leave balance reporting
Entitlement forecasting
Leave liability analysis
Data Fields
Display Name | Description |
Accrual Type/Leave Type Name | Name of the leave type or accrual type |
Calculated On | Last date/time leave projections were calculated |
Converted Hourly Rate | Hourly rate or converted hourly rate based on pay policy |
Employee Number | Unique payroll number for employee identification |
Entitlement As-At Date | Date when prorated leave balance transfers to entitled status |
First Name | Employee's given or first name |
Full Name, Number | Concatenation of full name and employee number |
Middle Name | Employee's middle/second name |
Organisation Name | Employing company entity name |
Preferred Name | Name employee prefers to be known as |
Salary | Annual salary for salary-based pay policies |
Surname | Employee's last name |
Title | Formal title (Mr, Mrs, Dr, etc.) |
Total Entitled Amount | Total monetary value of accrual/leave balance entitlement |
Total Entitled Units | Total units representing accrual/leave balance entitlement |
Total Pro-Rata Amount | Total monetary value of accruals where entitlement date not reached |
Total Pro-Rata Units | Total units for accruals where entitlement date not reached |
P2-bba-Output-Payroll Analysis
View Description
Provides summary level payroll data by pay run by employee showing income, tax, deductions, super payments and net pay information. Detailed line items are not included in this view, making it ideal for high-level payroll analysis.
Key Use Cases
Payroll cost analysis
Tax and superannuation reporting
High-level compensation analysis
Data Fields
Display Name | Description |
Employee Hire Date | Latest/last hire date for the employee |
Employee Number | Unique payroll number for employee identification |
Employee Termination Date | Last termination date (if applicable) |
Employer Contributions Super | Superannuation guarantee payment amount |
First Name | Employee's given or first name |
Full Name | Combination of first name and surname |
Full Name, Number | Concatenation of full name and employee number |
Gross Income | Total earnings before deductions (salary, overtime, bonuses) |
Net Pay | Take-home pay after all deductions |
Non-Taxable Income | Income not subject to taxation |
Pay Run Number | Unique reference number for the processed pay run |
Pay Calendar | Payment frequency (weekly, fortnightly, monthly) |
PAYG | Tax withheld and paid to ATO on employee's behalf |
Payment Date | Date of payment on bank file |
PayPeriodEndDate | End date of pay period associated with pay run |
PayPeriodStartDate | Start date of pay period associated with pay run |
Post Tax Deductions | Deductions after tax calculation but before payment |
Pre Tax Deductions | Deductions before tax calculation (reduces taxable income) |
Reimbursement | Business expense reimbursements (not considered earnings) |
Salary Sacrifice Super | Pre-tax salary sacrificed to superannuation |
Surname | Employee's last name |
Taxable Income | Portion of gross income subject to taxation |
Voluntary Contributions Super | After-tax contributions to superannuation |
P2-bba-Output-Pay Run Line Items
View Description
Provides a detailed breakdown of pay runs including pay codes, rates, payments made and types of payments or deductions. This view offers granular transaction-level detail for comprehensive payroll analysis.
Key Use Cases
Detailed payroll transaction analysis
Pay item breakdown reporting
Audit trail for payroll processing
Data Fields
Display Name | Description |
Date Time Published | Date and time pay run was finalized/published |
Employee Number | Unique payroll number for employee identification |
ExportCode | Payroll code/short code for pay item identification in exports |
First Name | Employee's given or first name |
Full Name | Combination of first name and surname |
Full Name, Number | Concatenation of full name and employee number |
GL Type | General Ledger classification (Liability or Expense) |
Is Taxable | Indicates if pay item is flagged as taxable |
Pay Run Number | Unique reference number for the processed pay run |
Pay Run Status | Processing stage (Draft, Verified, Published) |
Pay Item Category | Pay item classification (Payment, Accrual, Taxation, Super, Leave) |
Pay Item | Payroll/pay item name or description |
Pay Item Type | Classification for General Ledger storage (Liability, Expense, Oncost) |
Payment Date | Date of payment on bank file |
Rate | Amount used with units to calculate transaction total |
Surname | Employee's last name |
Total Note: taken from Raw Total Field | Calculation result of units multiplied by rate |
Unit Of Measure | Classification of the unit (payment, hours, etc.) |
Units | Multiplier for rate calculation |
Usage Guidelines
Dashboard Integration
These views are designed to support various dashboard and insight requirements:
Active Employee View: Real-time workforce monitoring
Employee View: Historical workforce analysis
Additions and Deductions View: Compensation component analysis
Processed Leave Applications View: Leave utilization reporting
Leave Entitlements View: Leave liability and forecasting
Payroll Analysis View: High-level payroll cost analysis
Pay Run Line Items View: Detailed transaction analysis
Data Refresh
Leave projections are automatically recalculated by certain tasks
Manual recalculation can be triggered in the Leave Approval application
Processed leave data only reflects information that has been processed through payroll
Best Practices
Use Active Employee view for current workforce reporting
Use Employee view for historical analysis including terminated employees
Use Payroll Analysis view for summary-level financial reporting
Use Pay Run Line Items view for detailed transaction-level analysis
Combine Leave Entitlements with Processed Leave Applications for comprehensive leave reporting