1. Using PS Query in the Reporting Instances April 25, 2014

2. Presenter Judith Ullman, CIS Application and Technical Support Manager

3. Agenda Navigation to Query Manager Query Manager Create New Query
Find Enrollment Record
Add Record
Add Fields
Save
Add Criteria
Run
Sort
Field Order
Join Class Info
Add Class Fields
Join Name Info
Add Name Fields
Effective Date Criteria
Security Joins
Add Query to Favorites
Questions

4. Navigation
Login to CUNYfirst. Choose the appropriate reporting instance.

5. Navigation
Choose Reporting Tools.

6. Navigation
Choose Query Manager.

7. Query Manager
Review this page: Search, Favorites, Private vs. Public.

8. Create New Query
Start creating a new query.

9. Create New Query: Find Record
Search for the desired record.

10. Create New Query: Add Record
Find and add the desired record.

11. Create New Query: Add Fields
Choose the desired fields.

12. Create New Query: Save
Save.

13. Create New Query: Save
Add properties to Save.

14. Create New Query: Criteria
Add Criteria for EMPLID.

15. Create New Query: Criteria
Choose Fieldname.

16. Create New Query: Criteria
Choose Fieldname EMPLID.

17. Create New Query: Criteria
Condition Type is “equal to”. Expression 2 Type is “Constant”.

18. Create New Query: Criteria
Add the constant EMPLID

19. Create New Query: Run
Run the query.

20. Create New Query: Run
Note the results are not quite as useful as we would like. We want to order the results by Term, and move Institution to the leftmost column.

21. Create New Query: Sort
Sorting is accomplished on the Fields tab. Choose “Reorder/Sort”.

22. Create New Query: Sort
Number the columns in the “New Order By” column. Choose “Descending” if desired.

23. Create New Query: Sort
Assign Term to be sorted first.

24. Create New Query: Sort The data have now been sorted by TERM.
Now notice the field order; we wish to put INSTITUTION on the left.

25. Create New Query: Field Order
The order of the fields is assigned on the Fields tab.

26. Create New Query: Field Order
Choose “Reorder/Sort”.

27. Create New Query: Field Order
Assign a “1” to Institution.

28. Create New Query: Field Order
Click “OK”.

29. Create New Query: Field Order
Now we see INSTITUTION in the first position.

30. Create New Query: Field Order
Run the query. Note we have the CLASS NBR, but this is not useful information about the class. We need to add a record to get useful class information.

31. Create New Query: Join Class Info
Get the exact name of the field. It is CLASS_NBR.

32. Create New Query: Join Class Info
Find the appropriate record.

33. Create New Query: Join Class Info

34. Create New Query: Join Class Info
These are all the records that you have access to that contain this field. Select “Join Record” for the CLASS_TBL record.

35. Create New Query: Join Class Info
Discuss join types.

36. Create New Query: Join Class Info
In this case, the suggested Auto Join Criteria are wrong. The CLASS_TBL lists information about classes, not students or employees. The EMPLID in CLASS_TBL refers to something like the person who entered the class information, and should not be used to get student information. Therefore, we uncheck that part of the join criteria.
In addition, the ACAD_CAREER of the student may not be the ACAD_CAREER of the course. Therefore, for this purpose, this link is also invalid.

37. Create New Query: Join Class Info
Most of the time, the Auto Join Criteria are correct. However, each developer is responsible for getting the correct joins.

38. Create New Query: Join Class Info
Now we see both records on the Query tab and we can choose fields from CLASS_TBL.

39. Create New Query: Add Class Fields
Add SUBJECT, CATALOG_NBR, and DESCR to the query.

40. Create New Query: Add Class Fields
Now we would like to add the student’s name. In this case, I know the record I want is NAMES.

41. Create New Query: Join Name Info
Find the NAMES record.

42. Create New Query: Join Name Info
Choose NAMES – Join Record.

43. Create New Query: Join Name Info
I need to get the name to match the EMPLID on the STDNT_ENRL record.

44. Create New Query: Join Name Info
Once again, I am shown the linking that PS Query suggests. I click Add Criteria.

45. Create New Query: Join Name Info
An effective date criteria message is displayed. We will investigate that in a moment.

46. Create New Query: Add Name Fields
This brings us to the Query tab. We choose the Name field.

47. Create New Query: Add Name Fields
Here are the results with the student’s name.
Now let’s go back and look at the effective date criteria referred to in the message.

48. Create New Query: Effective Date
Edit the EFFDT criterion.

49. Create New Query: Effective Date
This automatically added criterion adds code to the SQL to get the person’s most current name record. It gets the latest record up to the day the query is run. It does not choose any postdated (future) record.
You can change the criteria to get the latest or earliest record as of the date you choose.

50. Create New Query: Security Joins
Additional security code is automatically added when you use certain records. The NAMES record is one that includes this code. This is called a SECURITY JOIN and it is attached to records with sensitive data. It forces the code to check whether the person running the query has rights to the data. The OPRID is not saved with the query – it changes based on who is running the query.

51. Add Query to Favorites
When we go to the main page, our query is not listed. We can add it to our Favorites.

52. Add Query to Favorites
Search for the query.

53. Add Query to Favorites
The query is in the resulting list.

54. Add Query to Favorites
Check the Select box to the left and choose Add to Favorites from the dropdown choices. Choose Go.

55. Add Query to Favorites
The query is added to my Favorites, which I have sorted in alphabetic order.

56. The link to CUNYfirst reporting instances information.