1. INTRODUCTION TO PEOPLESOFT QUERY

2. AGENDA Overview PeopleSoft Query Running Queries Writing Queries Advanced Topics –Multiple Table Queries –Prompted Queries

3. GROUND RULES Frequently we’ll be navigating together as a class in order to all see the same screens at the same time –Don’t go exploring on your own –Let me know immediately if you are having trouble navigating to the next page I’ll let you know when you can go ahead on your own

4. OVERVIEW PeopleSoft Query –Basic ad hoc reporting tool –Allows you to write ad hoc queries and run queries shared by others –Allows data to be extracted to Excel or in other formats –A more powerful version is available, but requires the PeopleSoft windows client component. HRIS staff Advanced Query users Online Reference: –http://peoplesoft.oxy.com:88/hrbooks/eng/psbooks/tpsq/ book.htmhttp://peoplesoft.oxy.com:88/hrbooks/eng/psbooks/tpsq/ book.htm –Chapter 7 - Using Query Manager on the Web

5. BASIC QUERY Six steps to creating a basic query –Select the record(s) (data tables) –Select the data field(s) –Set the query preferences –Edit the field properties –Save the query –Run the query

6. PEOPLESOFT SANDBOX We’ll be developing our queries in the PeopleSoft Sandbox database. This is a sample database supplied by PeopleSoft to allow us to get familiar with the PeopleSoft application. Safer environment for query testing than the conversion database. http://peoplesoftdr.oxy.com:88/servlets/iclientser vlet/hr83snd/http://peoplesoftdr.oxy.com:88/servlets/iclientser vlet/hr83snd/ Use UserId PS and Password PS

7. SAVED QUERY You can access and run queries that you or others have saved in the past –Public Queries are queries that you or others have saved –Private Queries are queries that you have saved When using a Public Query, –Always save the query under a new name before making any changes if you did not create the query –OK to Run a Public Query without saving it under another name

8. Using a Saved Query Follow along with me on this exercise Navigate to Home > PeopleTools > Query Manager > Use > Query Manager Enter OX_HR in the Search For box Click on Search button

9. Note: –the list of query names & descriptions –Ownership (Public or Private) –Delete, Rename and Run hyperlinks –You can open an existing query

10. You can open an existing query by clicking on the query name hyperlink Do not delete or rename a query created by another person Click on OX_LIST

11. This takes us to the Field tab of the query We’ll take a closer look at this later Click the Run button

12. Query Results Click on Excel SpreadSheet hyperlink

13. Wow!Wow! You can now format your report as you normally would with any other Excel spreadsheet, save the report or e-mail it to another person. Close the window

14. Create New Query Follow along with me on this exercise Navigate to: PeopleTools > Query Manager > Use > Query Manager Click on Create New Query

15. Record Selection The first step is to select a record Note search options –Search In –Search Type Enter Personal in the search box to find the Personal Data record

16. –Folder icon to display fields –Record name description –Add record hyperlink to select the record for this query –Locate PERSONAL_DATA, click Add Record

17. Note –Folder icon –Alias –Record –Hierarchy Join –Minus Button Choose Fields –Checkbox –Key Symbol –Field –Add Criteria button –Join Record Name

18. Select the Fields Select the checkboxes for the following fields: –EMPLID –NAME –ORIG_HIRE_DT –SEX Select the Fields tab

19. Col Field Format Ord XLAT Agg Heading Text Add Criteria Button Edit Button Minus Button

20. Edit Field Properties Locate the SEX field Select Edit

21. Column Number Order By –Number –Descending Heading –No Heading Text –Text –RFT Short –RFT Long –Heading Text –Unique Field Name Aggregate Translate Value –None –Short –Long

22. Edit The Data Column Number: 3 Order By: 1 Heading: Text Heading Text: Gender Aggregate: None Translate Value: Short Click OK

23. The SEX field has moved above the ORIG_HIRE_DT field, it is designated as the primary sort, will display the short translate value rather than a code and will display the column head as Gender Edit a few more field properties for practice Edit field EMPLID Heading Text: Employee ID Order By: 1

24. Select the View SQL tab The query tool automatically generates SQL (Structured Query Language) code for you. SQL will look familiar to those of you who wrote queries in the past using QMF and is useful in troubleshooting problems with a query.

25. Saving Queries Once you have created a query, you will need to save it prior to running it. Click SAVE Enter –Query Name –Description –Owner Private Public

26. Enter Query Name: EE_LIST Description: General Info About Employees Owner: Private Click OK Then click the Properties tab

27. The properties page allows you to maintain 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 (current problem in Oxy PeopleSoft environment) –Query Definition allows further documentation about the query –Status Box displays the history of the last save of the query Click Run to execute the query

28. Examine your data Note the Download Results options XClose this window by clicking the “X” in the upper right corner

29. Key Points There are six steps to creating a query –Select the record(s) –Select the data field(s) –Set the query preferences –Edit the field properties –Save the query –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 SQL tab

30. Individual Activity #1 You have been asked to produce a query that displays the hire and termination dates of all employees and eliminate duplicates. RecordEMPLOYMENT Fields/HeadingsEMPLIDEmployee ID HIRE_DTHire Date TERMINATION_DTTermination Date LAST_DATE_WORKEDLast Date Worked SUPERVISOR_IDSupervisor ID Order byTERMINATION_DTdescending Query NameHIRE_TERM_QRY

31. Did you remember to: –Change field headings –Order by termination date in decending order When discussion over, click New Query hyperlink

32. Individual Activity #2 You have been asked to produce an updated list of employees emergency contacts. RecordEMERGENCY_CNTCT Fields/HeadingsEMPLIDEmployee ID CONTACT_NAMEContact Name RELATIONSHIPRelationship (short translate description) PRIMARY_CONTACTPrimary Contact PHONEPhone Order byEMPLID CONTACT_NAME Query NameEMER_CNTCTS

33. Did you remember to: –Change headings? –Use short translate value for Relationship? –Order by EmplID and Contact Name? When discussion over, click New Query hyperlink

34. Selection Criteria We will add criteria rows to a query to return specific rows of data Compare fields to find data matching specified conditions

35. Selection Criteria Create a basic query to capture employee data and save the query without running it. RecordPERSONAL_DATA FieldsNAME EMPLID PER_STATUS(short description) ORIG_HIRE_DATE Order byNAME Query Name/DescriptionCRITERIACriteria for Employees

36. 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 PER_STATUS translation type? –Name the query and give it a description? When we are all ready, click the Criteria tab and then the Add Criteria button.

37. Choose Expression 1 Type –Used to specify what you are comparing Field Expression Note that your selection of Expression 1 Type changes the display for Expression 1 Expression 1 –Select the field or expression you want to compare Field Expression Next we’ll consider Condition Type

38. Condition Type BetweenNot between Equal toNot equal to Greater thanNot greater than In listNot in list In treeNot in tree Is nullIs not null Less thanNot less than LikeNot like

39. Check the different Expression 2 Types –Field –Expression –Constant –Prompt Click the Cancel button Click the Query tab

40. Find the field: Sex Click Add Criteria button

41. Select condition type: equal to Expression type: Constant Expression 2: F Click OK

42. You can apply criteria to fields that are not in the query output You need to know how the data is stored in the database to ensure accurate results when the query is run Click Save then Run to view the output

44. In addition to your current criteria, we now want to retrieve just employees who have a first name, middle initial or last name that begins with the capital letter “D”. From the Criteria page, click the Add Criteria Button

45. Select Expression 1 Type: Field Expression 1 click Find Value prompt button Select Name field from the list Condition type: like Expression 2 Type: Constant Expression 2: %D% The Like operator is case sensitive and uses wildcard characters to search for data Wildcard characters are: % Any string of zero or more characters __ (underscore) Any single character Click OK

46. Click Save Note the And/Or drop down list Click Run

47. You now have a female employees who have a capital “D” in their name

48. Individual Activity #3 Produce a list of all employees whose Business Title contains the word “Manager”. Also, only show those who were hired after 1989. RecordEMPLOYMENT FieldsEMPLID BUSINESS_TITLE HIRE_DT Order byHIRE_DT(descending) Query Name/ DescriptionBusiness_Title Manager Business Title Query

49. Results

50. Criteria page

51. Effective Date 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 date: History Rows of data where the effective date is less than the effective date of the current row. Current The row of data with the highest effective date/sequence number less than or equal to today’s system date. Future Rows of data where the effective date is greater than today’s system date.

52. Effective Date Effective dates are used in a query as criteria. When you start a new query and select an effective-dated record, a dialog will display informing you that an effective-date criteria row has been created

53. Effective Date Click New Query Record: JOBCODE_TBL Click Add Record Click OK in dialog box Select the Criteria tab

54. Click the Edit button

55. Four effective dated comparisons –Effective Date <= –Effective Date < –Effective Date >= –Effective Date > Do Not Use –First Effective Date –Last Effective Date –Between or Not Between

56. Individual Activity #4 Create a query that lists the last current job actions as of the current date for your employees. RecordJOB Fields/HeadingsEMPLIDID DEPTID (column 2)Dept ID JOBCODEJob Code ACTION (short description)Action ACTION_REASONReason EFFDTEffective Date LOCATIONLocation ANNUAL_RTAnnual Rate Order byEMPLID CriteriaAnnual salary of $50,000 or more (enter 50000) Compensation Frequency of monthly (Enter M) Query NameCUR_ACTION

57. Results

58. Fields tab

59. Criteria tab

60. Using Aggregate Functions Five aggregate functions are available –Avg –Count –Max –Min –Sum

61. Sample Aggregate Query Build a query to count the number of employees in the PERSONAL_DATA record –Record: PERSONAL_DATA –Fields:EMPLID –Query Name: EMPLNUM Save and Run to see how many rows are returned

63. Now add the aggregate function to count the number of employees. –Click Fields tab –Click Edit button –Aggregate: Count –Click OK –Click Save –Click Run

64. Advanced Topics You can work on these exercises on your own if you are ready for these advanced topics –Multiple Table Queries –Prompted Queries

65. Multiple Table Queries PeopleSoft Query Manager allows you to join data from more than one record You can join up to three records using the web-based Query Manager

66. 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 logical representation of data and may consist of data from multiple tables –Some views may already have criteria associated with them –Views can be considered to be pre-joined tables

67. Joins A join allows you to retrieve data from two or more records or specify criteria from more than one record Whenever you perform a join, the records are linked based on common fields. In Query, predefined joins can be generated as either a Hierarchichal join or a Related Record join. –You do not have to add any criteria for predefined joins in order to link the records.

68. 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 An example is joining employee personal data with dependent/beneficiary data. Related Record Related Record joins use records from non-hierarchical records that are related by a common field. For example, description tables for common codes are related records. This relationship is determined by the Prompt Table edit defined for a field in the Application Designer.

69. Join Example RecordTRN_INSTRCT_TBL FieldsINSTRUCTOR_ID INTERNAL_EXTERNAL (short description) CURRENCY_CD Order byINSTRUCTOR_ID Create the following new query:

70. Fields tab Return to the Query tab page

71. Select the Hierarchy Join hyperlink to join records that share a common high- level key.

72. A new page will appear allowing you to select the record to be joined to your existing query. Click TRN_INSTRCT_CRS

73. Your newly joined record and its fields are displayed below the first record Each record added is assigned an incremental letter alias The second record states whith which record it was joined Select Record B Field: Course Click the Fields tab

74. Note that the fourth column of data is B.COURSE Click Save Query Name: TRN_COURSES Click Run

75. Results Close this page and return to the query tab

77. Your newly joined record appears below the others and has been given the alias of “C” Select the Field: DESCR Select the Field: COURSE_TYPE Click the Fields tab

78. For Field COURSE_TYPE, edit XLAT: Long Description Click Save Click Run

79. Results

80. 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 time the query is run. The report will display only those data rows that match the field entered at the prompt. This makes the query dynamic, allowing it to be used over and over again for changing requirements.

81. Runtime Prompts RecordDISABILITY_BEN FieldsEMPLID(short description) PLAN_TYPE COVERAGE_BEGIN_DT COVERAGE_ELECT(short description) BENEFIT_PLAN Order byEMPLID Query nameDISABILITY Create the following query to retrieve employee disability election information.

82. Your Fields tab should look like this. Save the query and run it

83. Results

84. A prompt is simply a row of criteria and can be added from two locations. Click the Prompts tab The Prompts tab can be used to add runtime prompts and display a list of all prompts that have been added to the query. The criteria tab is the most common method of adding criteria and is useful when only adding one runtime prompt. Click the Fields tab

85. For field PLAN_TYPE, click the Add Criteria button. Expression 2 Type: Prompt Expression 2: New Prompt

86. Select Heading Type: RFT Long Heading Types are: –RFT LongLong field name –RFT ShortShort field name –TextAnything you want Type, Format and Length all default from the field definition in the database. Edit Types: –No Table edit –Prompt Table –Translate Table –Yes/No User Prompt Name is used in translations. No need to change this field. Click OK

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

88. The prompt is displayed directly below the query name and the View Records button has been added. Select Long-Term Disability Click View Results

89. The query has become dynamic based on the Plan_Type chosen for each run.

90. To add a prompt for an additional field, such as coverage election, you simply add another row of criteria. Click the Fields tab Click the Add Criteria icon for the COVERAGE_ELECTION field

91. Choose Expression Type 2: select Prompt Examine the Define Prompt section of Expression 2 In Expression 2, select the New Prompt hyperlink PromptWill display the bind variable or prompt name used for this criteria Search IconWill display all prompts created for this query New PromptSelect this hyperlink to create a new prompt to be used for this row of criteria Edit PromptUse this hyperlink to edit the existing prompt used for this row of criteria

92. Heading Type: RFT Long Click OK

93. Examine Criteria Tab for new criteria row Click Save Click Run

94. Select Plan Type prompt: Long-Term Disability Select Coverage Election prompt: Elect Click View Results

95. Results

96. 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 time the query is run. The report will display only those data rows that match the field entered at the prompt. This makes the query dynamic, allowing it to be used over and over again for changing requirements.

97. Runtime Prompts Create the following query to retrieve employee disability election information. RecordDISABILITY_BEN FieldsEMPLID(short description) PLAN_TYPE COVERAGE_BEGIN_DT COVERAGE_ELECT(short description) BENEFIT_PLAN Order byEMPLID Query nameDISABILITY

98. Your Fields tab should look like this. Save the query and run it

99. Prompt Summary Creating Prompts Editing Prompts – once 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 a row of criteria, you must remove it from the criteria before deleting it. Prompts TabUseful when adding multiple prompts to one query Criteria Tab Useful when adding one prompt to a query for a specified field Prompts TabClick Edit button for the prompt you wish to edit. Criteria TabClick Edit Prompt hyperlink to edit the prompt.

100. PeopleSoft Tables EMPLOYEES - Non terminated Employees –Joins Job and Personal data for you –Ideal for much of your ad hoc reporting needs –Reporting table refreshed nightly, does not impact system performance –Contains data for non-terminated employees, allowing queries to run faster

101. Other PeopleSoft Tables EMPLOYMENT - EE General Employment Data PERSONNEL - Personal/Employmt/Job-One Date –Useful for common ad hoc reporting needs –Includes terminated/retired employees PERSONNEL_HIST - Personal/Employmt/Job-All Dtes –Useful for ad hoc reporting needs requiring history or future dated rows

102. Other PeopleSoft Tables JOB – Employee Job History –Base Job record table, join with personal_data table for simple join PERSONAL_DATA - PERSONAL_DATA view –Base Personal record table, join with Job for simple join