INTRODUCTION TO PEOPLESOFT QUERY

INTRODUCTION TO PEOPLESOFT QUERY
Printed 05/29/2003

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

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 Printed 05/29/2003

OVERVIEW PeopleSoft Query Online Reference:
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: Chapter 7 - Using Query Manager on the Web

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

PEOPLESOFT SANDBOX We’ll be developing our queries in the PeopleSoft Sandbox database. (GLB% will use the LTC DB) 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. Use UserID YourID and Your Password Use UserId PS and Password PS

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

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

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

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_EE

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

Query Results Click on Excel SpreadSheet hyperlink

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

Create New Query Follow along with me on this exercise Navigate to:
The PeopleSoft Employee Portal will contain a quick link to Query Manager, eliminating the need to click on each step of the path. It is still useful to know the full path when working directly within the PeopleSoft application. Follow along with me on this exercise Navigate to: PeopleTools > Query Manager > Use > Query Manager Click on Create New Query Printed 05/29/2003

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

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

Note Choose Fields Folder icon Alias Record Hierarchy Join
Minus Button Choose Fields Checkbox Key Symbol Field Add Criteria button Join Record Name Folder Icon – Hide or Unhide list of fields contained in the selected record Alias – Default given when record is selected, required when generating the SQL for the Query Record – The record name in the database and the description of the record Hierarchy Join – hyperlink allowing you to join a child record to its parent Minus Button – Used to delete the hierarchy join Checkbox – check to select this field for the query Key Symbol – Indicates the key field for the record Field – the field name as stored in the database Add Criteria button – Use to add a row of criteria Join Record Name – Use to join related records in multiple joins Printed 05/29/2003

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

•Col •Field •Format •Ord •XLAT •Agg •Heading Text
Col – The order in which the field is displayed in the query results Field – The field name Format – The format of the field Ord – Indicates if the field has been selected for sorting XLAT – Indicates if the field is a code from the translate table Agg – Indicates if an aggragate function has been used Heading Text – The default heading text Add Criteria button – Used to add selection criteria Edit button – Select to edit the field properties Minus button – Delete the field from the query •Col •Field •Format •Ord •XLAT •Agg •Heading Text •Add Criteria Button •Edit Button •Minus Button Printed 05/29/2003

Edit Field Properties Locate the SEX field Select Edit

Column Number Edit Field Properties Order By Locate the SEX field
Descending Heading No Heading Text Text RFT Short RFT Long Heading Text Unique Field Name Aggregate Translate Value None Short Long Edit Field Properties Locate the SEX field Select Edit

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

Edit a few more field properties for practice
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

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. Printed 05/29/2003

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 Query Name – Upper case, up to 30 characters. Cannot have spaces or any special characters other than the underscore Description – Up to 30 characters, mixed case and special characters OK Owner – Indicates who has access to the query Private – this is the default. Only the Operator ID that created the query can open, run, modify or delete the query. Only the Operator ID that created the query can modify the owner to Public Public – Any user with access to all records used for the query can open, run, modify, or delete the query. Printed 05/29/2003

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

Click Run to execute the query
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

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

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

Individual Activity #1 You have been asked to produce a query that displays the hire and termination dates of all employees and eliminate duplicates. 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 descending Query Name HIRE_TERM_QRY

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

Individual Activity #2 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 RELATIONSHIP Relationship (short translate description) PRIMARY_CONTACT Primary Contact PHONE Phone Order by Query Name EMER_CNTCTS

When discussion over, click New Query hyperlink
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

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

Selection Criteria Create a basic query to capture employee data and save the query without running it. Record PERSONAL_DATA Fields NAME EMPLID PER_STATUS (short description) ORIG_HIRE_DATE Order by Query Name/Description CRITERIA Criteria for Employees

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.

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 Next we’ll consider Condition Type Field – You are comparing to a field within the records selected for this query Expression – You are comparing to an expression you create. Each row is evaluated with the expression. Printed 05/29/2003

Condition Type 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 Each condition type determines what Expression 2 types are available. The common Expression types are: Field Expression Constant Prompt Printed 05/29/2003

Check the different Expression 2 Types
Field Expression Constant Prompt Click the Cancel button Click the Query tab Field – Compare to a field within the selected record Expression – Compare to an expression you create Constant – Compare to a single fixed value Prompt – Compare to a prompt which requires the user to enter a value or values at the time the query is run Printed 05/29/2003

Find the field: Sex Click Add Criteria button

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

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

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

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

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

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

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. Record EMPLOYMENT Fields EMPLID BUSINESS_TITLE HIRE_DT Order by (descending) Query Name/ Description Business_Title Manager Business Title Query

Results

Criteria page

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. There can be many History and Future dated rows. There can only be one current row. Printed 05/29/2003

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

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

Click the Edit button

Four effective dated comparisons
Do Not Use First Effective Date Last Effective Date Between or Not Between

Individual Activity #4 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 Criteria Annual salary of $50,000 or more (enter 50000) Compensation Frequency of monthly (Enter M) Query Name CUR_ACTION

Results

Fields tab

Criteria Tab

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

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

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

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

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

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

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.

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.

Join Example Create the following new query: Record TRN_INSTRCT_TBL
Fields INSTRUCTOR_ID INTERNAL_EXTERNAL (short description) CURRENCY_CD Order by

Fields tab Return to the Query tab page

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

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

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

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

Results Close this page and return to the query tab

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

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

Results

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.

Runtime Prompts Create the following query to retrieve employee disability election information. Record DISABILITY_BEN Fields EMPLID (short description) PLAN_TYPE COVERAGE_BEGIN_DT COVERAGE_ELECT BENEFIT_PLAN Order by Query name DISABILITY

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

Results

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

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

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 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

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

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

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

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

Choose Expression Type 2: select Prompt
Examine the Define Prompt section of Expression 2 In Expression 2, select the New Prompt hyperlink 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

Heading Type: RFT Long Click OK

Examine Criteria Tab for new criteria row

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

Results

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.

Runtime Prompts Create the following query to retrieve employee disability election information. Record HEALTH_BENEFIT Fields EMPLID (short description) PLAN_TYPE COVERAGE_BEGIN_DT COVERAGE_ELECT BENEFIT_PLAN Order by Query name MEDICAL

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

Results

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

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

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 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

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

The prompt is displayed directly below the query name and the View Records button has been added.
Select Medical Click View Results

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

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

Choose Expression Type 2: select Prompt
Examine the Define Prompt section of Expression 2 In Expression 2, select the New Prompt hyperlink 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

Heading Type: RFT Long Click OK

Examine Criteria Tab for new criteria row

Select Plan Type prompt: MEDICAL
Select Coverage Election prompt: Elect Click View Results

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 Tab Useful when adding multiple prompts to one query Criteria Tab Useful when adding 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.

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

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

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

INTRODUCTION TO PEOPLESOFT QUERY

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