Agency (BU) Query Manager Training

State of Indiana

Instructor: Lori Shapiro, ENTAP

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Agenda

• Welcome• Introductions• Expectations• Query Basics• Writing Queries• Record Joins• Other Query Features

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Expectations

• Full day of training• Class will be focused on teaching the

ENCOMPASS system.• Understanding the use of the Query Manager

tool.– Records (Tables) are discussed.– Course based around how to write queries.

• We will be using mostly the training database. – Production may also be used.

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Training Materials

• Training Manual• Presentation• Exercises• Record spreadsheet

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Ground Rules for Training...

• Please be on time.

• Put cell phones on vibrate.

• Forget about the “office.”

• Stay focused on “Learning the System.”

– No replying to emails.

• Ask questions.

• Respect others.

• Limit sidebar conversations.

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What Questions Do You Have???

Chapter 1

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Query Basics

• Query Manager vs. Query Viewer– Query Manager

• Ability to write and save “Private” queries• Ability to modify existing “Public” queries to save

as “Private”

– Query Viewer• Ability to search, run and print queries

• Folders– When saving queries, folders can be created

to help sort queries.

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State Naming Conventions

• The State of Indiana has designated a “Naming Convention” for all public queries:– SOImodule _Name_for_the_query– i.e. SOIAP008

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Favorites

• If there is a query that is run frequently, this query can be saved as a Favorite.

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What Questions Do You Have???

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Exercises

Chapter 2

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Database Instructions

• Database– Container for all of the elements

• Records (tables) – Containers for the data– Used to create and run the queries– The biggest challenge in writing queries is knowing

which record to use

• Fields– Columns in the records

• Rows– The actual data

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Writing Queries

• The following are the tabs on the query pages:– Records– Query– Expressions – Advanced topic– Prompts – Chapter 4– Fields– Criteria– Having – Advanced topic– View SQL– Run

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Records

• Basic Search page– Use this page to search for the record to be used in

creating the query

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Query

• The query page displays all of the Fields in the record.• Use this page to choose which Fields and Criteria are

needed for the query.

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Fields

• Once the Fields have been selected from the Query page, the Fields page will display the chosen ones.

• This page allows users to modify the Fields:– Reorder/Sort the fields– Edit the Properties of the Fields

• Change the Heading

• Add Aggregate functions

– Add Criteria

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Fields cont’d…

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Criteria

• Criteria narrows down the search for data.– For example, running a journal header query

• By adding a BU or fiscal year, the search through the database is narrowed based upon this criteria

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Criteria cont’d…

• There are a number of uses for Criteria.– When adding multiple records (joins) criteria is

needed to join the records together. – Field criteria– Expressions are used when asking for a specific field

equal to, between greater than, etc.– Prompts are used when there are multiple ways to

enter the criteria.• For example, instead of coding a BU into the query, the

prompt will ask for the BU each time the query is run.

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Criteria cont’d…

• Relating Multiple Criteria– When adding multiple criteria, Query Manager will

automatically create an “And” function.• The “And” function will use all of the criteria to find the data.

– Users have the ability to change to an “Or” function if applicable

• The “Or” function will look at the two criteria and read it as one or the other not both.

• Grouping Criteria– Multiple criteria can be grouped together with parentheses

– Manages the criteria especially for “Or” functions

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View SQL

• This page shows the SQL code behind the query.

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Run Query

• The Run tab will automatically run the query to the window.

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What Questions Do You Have???

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Exercises

Chapter 3

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Multi-Record Joins

• Joins are when more than one record is combined on a query.– Very useful when needing additional Fields or criteria

in a query.• For example – journal entry query

– A query may need the Long description, ledger and source which is on the JRNL_HEADER record.

– In addition, the chartfields and monetary amount are needed. These are on the JRNL_LN record

– Some records are joined because there may be no link between records that are needed.

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Types of Record Joins

• Related Records– Records can be automatically joined based on a

relationship created in the database.

• Any Record Joins– When building the query, the system will

automatically add the appropriate criteria when joining the records

• Outer Joins– For records where the database can’t find the

appropriate criteria to join, expressions are used to join the records

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What Questions Do You Have???

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Exercises

Chapter 4

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Additional Query Functions

• Prompts– Refines the query.– Instead of coding criteria directly into the query, a

Run Time prompt will display when query is run. User will enter criteria directly.

• Aggregate Functions– Adds mathematical functions into the query such as

totaling amount fields

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What Questions Do You Have???

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Exercises

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Post Go Live Support

• Post Go Live Support– “Report an Issue” link on the Sign In page

– “Report an Issue” link under the ENCOMPASS menu

– Call 317-234-HELP to create a helpdesk ticket

• Encompass Website– https://myshare.in.gov/sba/encompass/default.aspx– AP Training documents: ENCOMPASS > ENCOMPASS

Documents > Training > Query

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Evaluations

• Course evaluation– Please be honest– We use these evaluations to adjust the

class if necessary

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What Questions Do You Have???

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