Introduction to PeopleSoft Query.ppt

8/10/2019 Introduction to PeopleSoft Query.ppt

1/127

1

INTRODUCTION TOPEOPLESOFT

QUERY

Revised: August 2008


2/127

2

OVERVIEW

PeopleSoft Query

Basic ad hoc reporting tool

Allows you to write ad hoc queries and also run queries

shared by others Allows data to be extracted to Excel


3/127

3

BASIC QUERY

Six steps to creating a basic query1. Select the data record(s)

2. Select the field(s)

3. Set the query criteria

4. Edit the field properties (optional)

5. Save the query (optional)

6. Run the query


4/127

4

SAVED QUERY

You can access and run queries that you or others havesaved in the past Public Queries are queries that you (or others) have saved which are

accessible by anyone

Private Queries are queries that you have saved which are only accessible by

you

When using a Public Query: If you did not create the query: always save the query under a new name

before making any changes OK to Run a Public Query as is without saving it under another name


5/127

5

NAVIGATING TO QUERY: Reporting Tools > Query > Query Manager


6/127

6

Using a Saved Query

Follow along with me on this exercise

Navigate to:Reporting Tools > Query > Query Manager

Enter EM in the Begins with search box

Click on Searchbutton


7/127

7

Note:

The list of query names & descriptions

Ownership (Public or Private)

Edit, Run to HTML, and Excel hyperlinks


8/127

8

You can open an existing query by clicking on the Edit hyperlink for the query you want torun

Using the Action drop down box you can delete, move to folder, rename or copy a query tosomeone else

Do NOT delete or rename a query that was created by someone else

Click on EMP_LIST_SEN_BRTH_JMS


9/127

9

This takes us to the Fieldstab of the query

Well take a closer look at this later

Click the RunTab


10/127

10

Query Results:


11/127

11

Wow!

You can now format your report as younormally would with any other Excelspreadsheet, save the report or e-mail itto someone.

Close the window


12/127

12

Alternate Execution Method

Click the HTML hyperlink for the query you want to run


13/127

13

Query Results

Note the report heading


14/127

14

Creating a New Query

Follow along with me on this exercise

Navigate to:

- Reporting Tools > Query > Query Manager

- Click on Create New Query


15/127

15

Record Selection

The first step is to select a data record

Note the search options:

Search By (defaults to Record Name) Use Drop down box to see other options

Enter Personalin the search box to find the Personal Data record


16/127

16

NOTE:

Record name description

Add Record hyperlink to select the record for this query

Show Fields hyperlink to view the fields in the record

Find the PERSONAL_DATArecord & click Add Record


17/127

17

Note:

Folder icon

Alias Record

Hierarchy Join

Minus Button

Fields:

Check box(es)

Key Symbol

Field namesCriteria icon

Join Record Names


18/127

18

Select the Fields

Click on the checkboxes for the following fields: EMPLID

NAME

SEX

Birthdate

Click on the Fieldstab


19/127

19

Col

Record.Fieldname Format

Ord XLAT

Agg Heading Text Add Criteria Edit

Delete

NOTE the following headings:


20/127

20

Edit Field Properties

Locate the SEXfield

Select Edit


21/127

21

Your edit choices:

Heading

No Heading

Text

RFT Short

RFT Long

Heading Text

Unique Field Name

Aggregate values

Translate Value

None

Short

Long


22/127

22

Edit the data as follows:

Heading: Text

Heading Text: Gender

Aggregate: None

Translate Value: Short

Click OK


23/127

23

Click on Reorder/Sort

Move Birthdate to Col 3

In the New Order By column: Make Sex sort order 1

Click OK


24/127

24

Note the following changes: The Birthdate field has moved above the Sex field

The sex field is now designated as the primary sort

The short translate value will be displayed rather than a code

Column heading will show as Gender

Edit a few more field properties for practiceEdit field EMPLID

Heading Text: Employee ID

Order By: 1


25/127

25

Select the View SQL tab

The query tool automatically generates SQL (Structured Query Language) code

SQL will look familiar to those of you who wrote queries in the past using QMF and is usefulfor advanced users in troubleshooting problems with a query.


26/127

26

Saving Queries

Once you have created a query,

you may want to save it prior torunning it.

Click SAVE (naming standardsfollow)

Enter: Query Name

Description

Owner

Private

Public


27/127

27

Naming Standards

Spaces & special characters are NOT allowed

All query names should begin with OX followed by:

Department abbreviation (e.g. BN for Benefits)see PS Query Help HomePage

Descriptive name

Initials of the person who created the query

Example:

OX_Department Abbr_Descriptive Name_Initials

OX_BN_Employee_Listing_KP


28/127

28

Enter:

Query Name: OX_GBLCO_EE_LIST_INITIALS

Description: General Info About Employees

Owner: Public

Click OK

Then click the Propertieslink (at bottom)


29/127

29

The Properties page allows you to maintaindescriptive information related to the query:

Query Name, Description and Owner

defaulted from the Save Page Query Type defaults to User

Distinct checkbox eliminates duplicate rows(sporadic - current problem in Oxy PS environment)

Query Definition allows furtherdocumentation about the query

Status Box displays the history of the last

save of the query

Click OK & then Run to execute the query


30/127

30

Examine your data Note the Download to Excel option

Close this window by clicking the X in the upper right corner


31/127

31

Saving a query as a favorite

After you create your query:

Click the Return to Search button

Enter the query name in the search box:


32/127

32

Saving your query as a favorite

Check the Select box

Click on the Action drop down arrow

Select Add to Favorites

Click GO


33/127

33

Key Points

There are six steps to creating a query:

Select the record(s)i.e. Data Tables Select the data field(s)

Set the query criteria

Edit the field properties (optional)

Save the query (optional)

Run the query

For translate fields, the long or short descriptions can be displayed rather than the code

Queries can be saved as public or private

The SQL statement generated by a query can be viewed by selecting the View SQLtab(for advanced query users)


34/127

34

Individual Activity #1

You have been asked to create a query that displays the hire and termination dates of all

employees and eliminate duplicates (see page 29).

Record EMPLOYMENT

Fields/Headings EMPLID Employee ID

HIRE_DT Hire Date

TERMINATION_DT Termination Date

LAST_DATE_WORKED Last Date Worked

SUPERVISOR_ID Supervisor ID

Order by TERMINATION_DT descending

Query Name HIRE_TERM_QRY


35/127

35

Did you remember to:

Change field headings Order by termination date in decending order

Click on the New Queryhyperlink


36/127

36


You have been asked to produce an updated list of employees emergency contacts.

Record EMERGENCY_CNTCT

Fields/Headings EMPLID Employee ID

CONTACT_NAME Contact Name

RELATIONSHIPRelationship (short translatedescription)

PRIMARY_CONTACT Primary Contact

PHONE Phone

Order by EMPLID

CONTACT_NAME

Query Name EMER_CNTCTS


37/127

37

Did you remember to:

Change headings? Use short translate value for Relationship?

Order by EmplID and Contact Name?

Click on the New Queryhyperlink


38/127

38

Selection Criteria

Next, we will add criteria rows to a query to return specific rows of data

Compare fields to find data matching a specific selection criteria


39/127

39

Selection Criteria

Create a basic query to capture employee data and save the query withoutrunning it.

Record PERSONAL_DATA

Fields NAME

EMPLID

MAR_STATUS (short description)

Order by NAME

Query Name/Description CRITERIA Criteria for Employees


40/127

40

Did you remember to make the following field edits?

Change Name to the first field and sort by name?

Use the Short Name for the Mar_Status translation type?

Name the query and give it a description?

When youre ready, click the Criteriatab and then the Add Criteria button.


41/127

41

Choose Expression 1 Type:

Used to specify what you are comparing

Field

Expression (i.e calculation)

NOTE:

Your selection of Expression 1 Typechanges the display for Expression 1 on theright

Expression 1:

Select the field (or Expression) you wantto compare

Field

Expression

Next well consider Condition Type


42/127

42

Condition Types

Between Not between

Equal to Not equal to

Greater than Not greater than

In list Not in list

In tree Not in tree

Is null Is not null

Less than Not less than

Like Not like


43/127

43

Note the different Expression 2 Types:

Field Expression

Constant

Prompt

Subquery

Click the Cancel button

Click the Querytab


44/127

44

Find the field: Sex

Click the Add Criteriaicon

(funnel)


45/127

45

Select Condition Type: equal to

Expression type: Constant

Expression 2: F

Click OK


46/127

46

You can apply criteria to fields that are not included in the query output

You need to know how the data is stored in the database to ensure accurate resultswhen the query is run

Click Savethen Runto view the output


47/127

47

RESULTS


48/127

48

In addition to your current criteria, we now want to narrow the selection to retrieve onlythose employees who have the capital letter D in their first name, middle initial or last

name.

From the Criteriatab, click the Add Criteriabutton


49/127

49

Select Expression 1 Type: Field

Expression 1: Click on the Searchicon

Select Namefield from the list

Condition Type: like

Expression 2 Type: Constant

Expression 2: %D%

The Like operator is case sensitive anduses wildcard characters to search fordata

Wildcard characters are:

% Any string of zero or morecharacters

__ (underscore) Any single character

Click OK


50/127

50

Click Save

Click Run

NOTE the Logical drop down list (And/Or) for your criteria


51/127

51

You now have a female employees who have a capital D in their name

RESULTS


52/127

52


Produce a list of all employees whose Business Title contains the word Manager. Also,

only show those who were hired after 1989.

Record EMPLOYMENT

Fields EMPLID

BUSINESS_TITLE

HIRE_DT

Order by HIRE_DT (descending)

Query Name/ Description Business_Title Manager Business Title Query


53/127

53

Results:

NOTE: Some fields are case sensitive which will impact your results


54/127

54

Criteria page


55/127

55

Effective Dates

Effective dated records are those records that contain the field EFFDT. The effective date provides a history of changes over time

There are three categories of effective dates:

History

Rows of data where the Effective Date is less than the Effective

Date of the current row.

CurrentThe row of data with the highest effective date/sequence numberless than or equal to todays system date.

FutureRows of data where the Effective Date is greater than todays

system date.


56/127

56

Effective Dates

Effective Dates are used in a query as criteria to select a specific population.

When you start a new query and select an effective-dated record/data table, a dialog boxwill display informing you that an effective-date criteria row has been automaticallycreated.


57/127

57

Effective Dates

Click the New Query link

Record: JOBCODE_TBL

Click Add Record

Click OKin dialog box

Select the Criteriatab


58/127

58

Click the Editbutton


59/127

59

Four effective dated comparisons:

Effective Date =

Do NotUse:

First Effective Date

Last Effective Date


60/127

60


Create a query that lists the last current job actions as of the current date for your employees.

Record JOB

Fields/Headings EMPLID ID

DEPTID (column 2) Dept ID

JOBCODE Job Code

ACTION (short description) Action

ACTION_REASON Reason

EFFDT Effective Date

LOCATION Location

ANNUAL_RT Annual Rate

Order by EMPLID

Criteria Annual salary of $50,000 or more (enter 50000)

Compensation Frequency of monthly (Enter M)

Query Name OX_BN_CUR_ACTION_XX


61/127

61

Fieldstab


62/127

62

Criteriatab


63/127

63

Results


64/127

64

Using Aggregate Functions

Five aggregate functions are available:

Average

Count

Max

Min

Sum


65/127

65

Sample Aggregate Query

Build a very simple query to list Employee IDs for employees in thePERSONAL_DATA record (or data table)

Record: PERSONAL_DATA

Fields: EMPLID

Query Name: EMPLNUM

Save

Run to see how many rows are returned


66/127

66


67/127

67

Now add the aggregate function to count the number of employees.

Click Fieldstab

Click Editbutton

Aggregate: Count

Click OK Click Save

Click Run


68/127

68

Results

NOTE: Only one row is returned with a count of the number of Employee IDs.


69/127

69

Advanced Topics

Multiple Table Queries

Prompted Queries

Writing Expressions

M lti l T bl Q i


70/127

70

Multiple Table Queries

PeopleSoft Query Manager allows you to join data from more than onerecord/Data Table

You can join multiple records using the web-based Query Manager


71/127

71

Tables and Views

Records listed in the Record Search may represent either a Table or a View.

A Table physically stores specific data.

A View is a compilation of data that is usually retrieved from multiple tables. This canbe considered as pre-joined tables.

Some Views may already have criteria associated with them.


72/127

72

Joins

A join allows you to retrieve data from two or more records/Data Tables -or- specify

criteria from more than one record/table

Whenever you perform a join, the records are linked based on common fields.

In Query, pre-defined joins can be generated as either a Hierarchical join or a RelatedRecord join.

You do not have to add any criteria for pre-defined joins in order to link the records.


73/127

73

Types of Joins

Record

Hierarch

A Hierarchical join uses records that are parents or children of each other.The hierarchical relationship is defined by the Parent Record in the

Application Designer.

Example: Joining employee Personal data with Dependent/Beneficiary data.

Related

Record

Related Record joins use records from non-hierarchical records/tables thatare related by a common field.

Example: Description tables for common codes are related records. Thisrelationship is determined by the Prompt Table edit defined for a field in the

Application Designer.


74/127

FIELDS Tab


75/127

75

FIELDS Tab

Return to RecordsTabType in Job & Select the Join Record link next to the Job table


76/127

76

Click on the A=Person_Name link


77/127

77

The Emplid (Key in both records) fields are automatically linked together to jointhe Person_Name record with the Job record

Click on the Add Criteriabecause this is the join you want.


78/127

78

The job record has become part of the query and is joined to the Person_Namerecord.

NOTE: The Alias ID for the Person_Name data table is A and the Alias ID for theJob data table is B.


79/127

79

Select the following Fields from the JOBrecord:EMPL_STATUS, LOCATION, AND BUSINESS_UNIT

NOTE: You may have to use the Find search option


80/127

80

Joining Base Tables to Control Tables

Control tables are shared by all divisions and sometimes need to be joined usingmultiple keys or fields.

Many control tables have a Setid field that is used to match the Setid for the divisionaccessing the table.

Most control tables also have an Effective Date that should be considered whenjoining to another base table.


81/127

81

Many fields that have associated tables have a link next to them that allows the userto click and automatically join this table to this field.

In this example we will join the Location_Tblcontrol table to the Location field inthe Job record.

Click on the Join LOCATION TBLlink & click OK to the pre-selected join.


82/127

82

Now the three tables are joined together (Person_Name, Job & Location_Tbl).

Select the DESCRField in the Location table and go to the Criteria tabin the query.


83/127

83

Here you see that the base tables have been joined together and the Effective Dates are setto look at the most current row in the record. Because you used the join link for the locationtable you do not see the joining of the location field in job with the location field in the control

table. However, it is done automatically for you in the background. This can be seen if youlook at the SQL tab.

NOTE: Because it is a control table, a manual join of the Setid should be done to eliminatethe chance of duplicate values for the same field.


84/127

84

Select the Criteria tab& click on the Add Criteriabutton to create a new criteria to join theSetid field in the Location record with the Setid for location in the Job record.

The fields to be joined are shown in the example above.


85/127

85

Now we need to go to the Fields taband edit our fields.


86/127

86

Add criteria on EMPL_STATUSto select only values of A, L, P.

Use the short translate value for the status code.

Move the Location Description next to the Location Code

Rename the Location heading text to read: Location Descr


87/127

87

Prompted Queries

PeopleSoft Query allows you to build reports that contain runtime prompts.

A runtime prompt allows you or another user to enter a value for a specific field at the timethe query is run.

The report will display only those data rows that match the criteria entered in the prompt.

This makes the query dynamic, allowing it to be used over and over again withoutmodifying the query to meet changing requirements.


88/127

88

Runtime Prompts

Record DISABILITY_BEN

Fields EMPLID

PLAN_TYPE (short description)

COVERAGE_BEGIN_DT

COVERAGE_ELECT (short description)

BENEFIT_PLAN

Order by EMPLID

Query name DISABILITY

Create the following query to retrieve employee disability election information.


89/127

89

Your Fields tab should look like this.Savethe query and Runit.


90/127

90

Results


91/127

91

A prompt is another type of criteria and it can be added from two locations: From either the

Fields tab or the Prompts tab. Click the Prompts tab

The Prompts tab can be used to add runtime prompts and display a list of all prompts thathave been added to the query.

The Fields tab is the most common method of adding criteria and is useful when only addingone runtime prompt.

Click the Fields tab


92/127

92

For field PLAN_TYPE, click the Add Criteriaicon.

Expression 2 Type: Prompt

Expression 2: New Prompt


93/127

93

Select Heading Type: RFT Long

Heading Types are:

RFT Long Long field name

RFT Short Short field name

Text Anything you want

Type, Format and Length all default from the fielddefinition in the database.

Edit Types:

No table edit

Prompt Table

Translate Table

Yes/No Table

Prompt Name is used in translations. No needto change this field.

Click OK twice

Click on the Fields Tab


94/127

94

Note that a prompt has been added and is represented as a bind variable. Click Save

Click Run


95/127

95

A prompt is displayed allowing you to select or enter your criteria

Select Long-Term Disability

Click OK


96/127

96

By using a prompt, the query is dynamic based on the Plan_Type chosen for each run.


97/127

97

To add a prompt for an additional field, such as coverage election, you would simply addanother row of criteria.


Click the Add Criteriaicon for the COVERAGE_ELECT field


98/127

98

Choose Expression Type 2: select Prompt Examine the Define Prompt section of Expression 2

In Expression 2, select the New Prompthyperlink

Prompt Will display the bind variable or prompt name used for this criteria

Search Icon Will display all prompts created for this query

New Prompt Select this hyperlink to create a new prompt to be used for this row of criteria

Edit Prompt Use this hyperlink to edit the existing prompt used for this row of criteria


99/127

99

Heading Type: RFT Long

Click OK

Click OK


100/127

100

Examine Criteria tabfor new criteria row

Click Save

Click Run


101/127

101

You now have two prompts that will be used in your criteria.

Select Plan Type prompt: Long-Term Disability

Select Coverage Election prompt: Elect

Click OK

Results


102/127

102

Results


103/127

103

Runtime PromptsExample #2

Record Health_Benefit

Fields Emplid

Plan_Type Short description

Coverage_Begin_Dt

Coverage_Elect Equal to E

Benefit_Plan

Order By Emplid

Query Name OX_GBLCO_MEDICAL


104/127

104

Your Fields tab should look like this.

Savethe query and runit

Results


105/127

105

Results


106/127

106

Now, we will add a prompt to the query:

Reminders:

You can add a prompt in two ways:

- Using the Prompts tab

- Using the Fields tab (most common method when adding one runtime prompt)

Click on the Fieldstab


107/127

107

For Plan_Type: Click the Add Criteria Icon


Expression 2: Click New Prompt


108/127


109/127

109

Go to the Criteria tab: Note that a prompt has been added and is represented as a bindvariable.

Click Save

Click Run


110/127

110

A single prompt is displayed for you to select your specific criteria for the population youwant to retrieve

Select Medical

Click View OK


111/127

111

With the prompt, the query is dynamic based on the Plan_Type selected at run time.


112/127

112

To add a prompt for an additional field, such as coverage election, (which youve already

coded in the criteria), simply add another row of criteria.


Click the Edit button for the Coverage_Electfield


Expression 2: New Prompt


113/127

113

Heading Type: RFT Long

Click OK

Click OK

Examine Criteria Tabfor new criteria row

Click Save

Click Run

Select Plan Type: Medical


114/127

114

Select Coverage Election: Elect

Click OK

View RESULTS below.

Prompt Summary


115/127

115

Creating Prompts:

Editing Promptsonce created, you can view them via one of the methods above

Deleting Prompts:

To delete a prompt, access the Prompts page and click the delete button(minus sign) for the prompt you wish to delete. If you are using the prompt in arow of criteria, you must remove it from the criteria before deleting it.

Prompts Tab Useful when adding multiple prompts to one query

Criteria Tab Useful when adding only one prompt to a query for a specified field

Prompts Tab Click Edit button for the prompt you wish to edit.

Criteria Tab Click Edit Prompt hyperlink to edit the prompt.


116/127

116

Writing Expressions

Record Personal Data

Fields/Headings Emplid ID

Name Employee Name

Sex Gender(short desc)Birthdate


117/127

117

Your Fields screenshould look like this.

Did you remember:- To change the description of name and sex

- To add the short description to sex


118/127

118

Select the Expressions tab

Click on Add Expression


119/127

119

Change the expression Type to Number

Use 3as the Length

Click on the Add FieldLink

Choose Birthdatefrom the select list


120/127

120

Formula (calculates age as of the current date):Datediff(mm,A.BIRTHDATE,getdate())/12

Insert/Enter the formula shown belowin the Expression Text box

Click OK


121/127

121

Click on the Use as Fieldlink to include this expression to your query results


122/127

122

Change the Heading Texton the expression Line (Line 5) to AgeClick on the Runtab


123/127

Addi E i C it i i th Q


124/127

124

Adding an Expression as Criteria in the Query

Choose the Fields tabClick on the Add Criteriaicon for the expression line (Line 5)


125/127

125

Expression 1 Type: Expression

Expression 1: shows Expression

(NO change required)

Condition Type: Greater than

Expression 2 Type: Constant

Expression 2: 35

Click OK

Click on the Criteria tab


126/127

126

The expression is now part of the criteria.

The query will only select employees over the age of 35

Hit the RunTab


127/127

Results

Documents

Introduction to PeopleSoft Query.ppt