query basics 1 - maine.edu · university of maine system – peoplesoft query tutorials s. dunson...

University of Maine System – PeopleSoft Query Tutorials

S. Dunson Consulting 1-1 Query Basics 1

Q U E R Y B A S I C S 1

Day One Purpose The purpose of this course is to review the general concepts of building queries within PeopleSoft. Discussion will center on how to select a record and fields, modifying field properties, defining criteria and adding table prompts. During day two, the course takes time to walk through some calculations, proper usage of “In” criteria, and review of the security settings related to queries. In each situation, we will review the results via Microsoft Excel extracts.

Description The entire Query Basics course should result in the ability of participants to:

o Create basic queries o Add query criteria o Insert table prompts o Join multiple tables o Perform simple calculations o Export results to Excel

Dependencies To successfully complete this course, the assumption is that all participants are familiar with the concepts incorporated with relational databases, basic navigation within PeopleSoft, and some familiarity with PeopleTools.



Navigation Shortcuts

Hot Keys – Navigation Level “Hot Keys” perform immediate actions based on the combination of the keys selected. Depending upon the current user location within a component/page, there are certain key commands that are considered valid. “Hot Keys” at the page level are for specific fields, secondary pages, prompts/lookup, and scroll areas. Keys Function ALT + 1 Depending on the type of page, the following actions will be

executed: 1) Save, 2) Ok on a secondary page, and 3) Search or Add on a search or lookup page

ALT + 2 Return to Search ALT + 3 Next in List ALT + 4 Previous in List ALT + 5 Opens a Lookup or Calendar when on the designated

field. ALT + 6 Accesses related links ALT + 7 inserts a row at the cursors scroll level ALT + 8 deletes a row at the cursors scroll level ALT + 0 Refreshes the page

ENTER Will perform the function based on the button highlighted.

ESC

closes a page ALT + . returns user to the previous data listing within a scroll area ALT + , moves user to the next data listing within a scroll area ALT + / Performs action for the Find hyperlink ALT + ‘ Performs action for the View All hyperlink ALT + \ Toggles between the Add and Update on a Search Page CTRL + J Displays system information CTRL + K Displays keyboard information CTRL + Y Toggles menu between collapse and expand CTRL + TAB Toggles the focus through the frame set

Access Keys – Page Level “Access Keys” are used to change the focus to a designated field within a page. Keys Function ALT + 9 + ENTER Takes users to the Help line ALT + \ + ENTER Takes users to the Toolbar CTRL + Z + ENTER Takes users to the Search Box in a Menu



To view a listing of the Hot and Access Keys online, use the CTRL + K keys.

Wildcards When performing various searches within PeopleSoft, it is possible to incorporate the use of wildcards to restrict search option results to a specific string of characters. There are three features supported for retrieval of search data within the system: Wildcard Function % Percent - Search results matches with one or more characters _ Underscore - Search results matches on any single character

\ Backslash - Serves as an escape character, which instructs the search process to not treat the next character as a wildcard



PeopleSoft Tools There are several tools delivered with the product to assist users in developing simple to complex queries. Generally, everyone has access to various module specific pages. With the ability to identify technical page names from the browser pages, details may be entered into Application Designer to determine the records utilized to support the page.

Pages The first step to determining the records and fields to use in a query is to access the PeopleTools Information details. The information displayed will consist of the technical names for the page, component, and menu.

Step 1: Navigate to desired page(s)



Step 2: Complete the key strokes of CTRL+J to open PeopleTools Information page In some instances, the page name is the same as the record name that is used to support the information viewed online. The best means of confirming the records and fields utilized is by accessing Application Designer.



Application Designer If at least read only access is granted for Application Designer, users may open the design view of the page. The design view will reveal the record and field structure.

Step 1: Open Application Designer



Step 2: Select File> Open from the menu bar, or select



Step 3: Change the Object Type to ‘Page’ and enter ‘STDNT_AID_PACKAGE’ in the Name field



Step 4: Click [Open] to retrieve page design view

Step 5: Click the Order tab to view the listing of records and fields As a notation, DERIVED records may not be used in queries. Any of the other record types listed may be used in queries to assist in data extraction from the database.



Page Records Query Due to limited access rights to Application Designer, it may be necessary to find other means of determining records and fields required for the creation of queries. It is possible to create a custom data extract within Query Manager that lists the records and fields. The UMS_FA_PAGE_INFO query exists. The structure is linked to two records, PSPNLGROUP and PSPNLFIELD. The fields selected include RECNAME (Record Name) and FIELDNAME (Field Name).

Step 1: Open the UMS_FA_PAGE_INFO query



The criterion is a single prompt on the PNLNAME (Panel/Page Name) field. This allows any user to enter the technical page name from the PeopleTools Information page. The prompt table is the PSPNLDEFN_VW.



Step 2: Click Run The query will prompt entry of the page name after clicking Run. Record and field information will appear in the results section.

Step 3: Enter the page name and click [OK]

Common Query Records The module specific area records listed below are the most commonly referenced during query creation. Module Component Description Primary Record Financial Aid Packaging Status Summary STNDT_AID_ATRBT Financial Aid Term STDNT_FA_TERM Budget Maintenance STDNT_TERM_BDGT Need Summary STDNT_AWD_PER Student Awards STDNT_AWD_PKG Student Award Activity STDNT_AWD_ACTV



Module Component Description Primary Record Loan Origination LOAN_ORIG_DTL Campus Community Bio/Demo Data PERS_DATA_SA_VW Names NAMES Addresses ADDRESSES Ethnicity ETHNICITY_DTL Comments PERSON_COMMENT Checklist PERSON_CHK_ITEM Communications COMMUNICATION Admissions Application Data ADM_APPL_PROG Test Results STDNT_TEST_COMP General Evaluations ADM_APPL_CMP Student Records Student Program/Plan ACAD_PROG

ACAD_PLAN Term Activation STDNT_CAR_TERM Student Enrollment STDNT_ENRL Student Financials Account Summary ACCT_SUMM_AU_VW Student Invoice BI_BILL_HDR_VW1 Refunds REFUND_DTL



Query Creation – Existing

Query Manager Prior to creating any new queries, time should be spent reviewing those that are currently in existence. Query Manager will be used to review, modify, or create new data extracts.

Reporting Tools> Query> Query Manager

The Search by section provides a means of narrowing down search results. This entire section acts as a wildcard without necessarily requiring the use of the wildcard symbols. The most commonly used options are listed, but users may also search by Access Group Name, Owner, Folder Name or Type. Each of the Search By options is based upon the use of the ‘begins with’ wildcard. Search by Query Name The text entered into the field will be used to retrieve a query to

be displayed in the search results. Description The text entered will retrieve a query to be displayed in the

search results. Uses Field Name The text entered should reflect an actual field name that is used

in a potential query. Uses Record Name The text entered should reflect an actual record name that is

used in a potential query.



The outcome of the search is displayed within the Search Results section.

Area Area Description Query Name The database name assigned during the

creation. Query Description The user defined description, usually

established during creation Owner Public – query may be accessed to all users in

the database that has privileges granted to the records. Private – only the ID of the person that created the query may access. *When establishing queries for public access, everyone must be aware the actions of Delete, Rename, and Run will become available as well.

Folder Displays the category the query is linked. Edit Selecting this option opens the query within

Query Manager for editing. Run to HTML Selecting this option executes the query with the

output format of HTML. Run to Excel Selecting this option executes the query with the

output format of Microsoft Excel. Schedule Selecting this option executes the query based

on details provided within the Process Scheduler.



Query Results To review the outcome, it is only necessary to click the Run to HTML or Run to Excel link for the desired query.

Clicking either of the Run to links will cause a new browser window to open, which displays the results. The default results view is to list a maximum of 100 rows of data. If the outcome is greater than 100, it is possible to view each row of data at once by clicking the View All link. However, if there are fewer than 100 rows, the View All link will be inactive. (The total number of records is displayed to the right, above the results.) Typically, the outcome is appears immediately in the new browser window. With the structure of this query requiring user input, the results will not appear until the requested information is provided and the [View Results] push button is selected.



Query Details - Query The Query page lists each of the tables used, and the system assigned alias. Expanding the record will display the fields linked to the record and any field specific joins with parent tables. This page is used to designate specific columns for the extract.



Query Details – Fields The Fields page lists all columns (field names) selected from the Query page.

Query Details – View SQL When viewing SQL details, notice the system automatically assigns an alias to record names. In any Structured Query Language statement, it is common to link an alias to a record, and subsequently fields, for ease of identification and streamlining of the entire request.



Query Details – Properties In many instances, it may be difficult to remember certain details about the query. By clicking the Properties link from any of the pages within Query Manager, users will be shown the high level characteristics.

Item Description Query Name User defined name Description User defined short description for the query Query Type The default value is User. There are additional options of

Process, Role and Archive. Owner Indicate if the query is for public or private use. Distinct Selecting this checkbox will remove duplicate rows from the

results. Query Definition User defined long description Last Updated Date/Time The date and time stamp reflecting the last time the query was

updated. Last Update User ID Displays the last User ID that modified, and/or saved the query.



Query Creation - Building New Query In this group activity, we will build a new query based on student Restricted Aid information. The Financial Aid Director has instructed the support analysts to provide a listing of all students receiving any form of Restricted Aid (Restricted Aid ID). The student Restricted Aid page is STDNT_RSTRC_AID1.

Step 1: Determine the record(s) used for Restricted Aid To determine the records used to support the Restricted Aid page, click the Run tab and enter

STDNT_RSTRC_AID1 in the page name field. After clicking the (or

), all tables will be displayed.

Group Activity



How many records are specific to student data?

Step 2: Click the Query tab, followed by the New Query link



Step 3: Enter ‘STDNT_RSTRC_’ in the record name field

Item Description Recname (Record name/description)

Based upon the search criteria, the results area will display the technical record name along with the description.

Add Record Clicking this link will add the designated record for use in the query.

Show Fields Clicking the folder icon to expand information will display all fields within the record. Reviewing fields in advance will assist users in determining the correct records as the basis for the query.



Step 4: Select Add Record for STDNT_RSTRC_AID

After clicking Add Record, the Query page of the Query Manager component will appear. Once a record is selected, the folder icon is automatically expanded to reveal all fields utilized in STDNT_RSTRC_AID. To hide the fields, click the folder icon.



Item Description Folder Clicking the folder icon to expand information will display all

fields within the record. Alias Record As mentioned previously, the system automatically assigns an

alias to the chosen record. The alias is used within the SQL statements supporting the query.

Hierarchy Join Clicking this link will display the parent/child relationship of the record. Joins may be created by clicking on record names from this secondary page. Once a table is chosen, it will appear on the Query page.

Delete The delete button may be used to remove hierarchy join(s).

Check box The Fields section lists each of the fields of the table. Selecting the check box indicates the field(s) that should be used in the query. Each of the rows lists the technical field name and description. Indicates key fields. Opens a new page to

add field criteria. (Use the or

to update field information instantly.)

Sort Clicking this button sorts all fields within a record. The default display is the key structure hierarchy.

Step 5: Select the following fields for the query EMPLID AID_YEAR RESTRICTED_AID_ID FINAL_DECISION OFFER_AMOUNT



Step 6: Click the Fields tab The fields selected from Query will display on the Fields page. (Fields must be added on the Query page.)

Item Description Col Column number indicates the order the field will be shown in the data

extract results Record.Fieldname Reflects the record alias and the field(s) used from that record Format Indicates the type of field along with the length Ord Column displays the order the field will be sorted in. Use the

or push buttons to open the secondary pages.



Item Description

XLAT If a field is based on translate values, users may define which translate value should appear in the results. (Use the [Edit] push button to access field properties.) N = None S = Short description L = Long description

Agg The aggregate column will indicate whether or not an aggregate function has been linked to the field.

Heading Text Displays the default text as listed in the database. This text is what appears in the column headings for the selected fields. (To modify, use the field properties page.)

Add Criteria Clicking the icon opens a secondary page, Edit Criteria Properties. Field level criteria may be defined within the page.

Clicking the push button opens the Edit Field Properties page.

Delete Use the delete button to remove fields from the query. As mentioned above, the Edit Field Properties page provides a means to fine tune field level details. The page shot has a divider inserted to indicate how the properties would appear if the field was not based on translate values.



Item Description Heading Controls the information displayed in the column heading for the

field. Options include: No Heading – no text will be displayed Text – displays custom text entered in the Heading Text field RFT Short – displays short name of the field listed on the record RFT Long – displays the long name of the field listed on the record

Aggregate Select the appropriate aggregate function desired for the field. Translate Value For the Translate Value area, the first section focuses on the

value that should (or should not) be displayed in the query results – None, Short, or Long. By default, the effective-date used is typically the Current Date for the EFFDT field of the record. This means, the query will extract data for the translate table value that were active as of the row’s effective date. (If the current date is not desired, an expression or another field may be used instead.) To use another date field on the record as the effective date for the translate table values, select the radio button and choose the field that will be referenced for the effective date.

The final option is to use the . To include a record field, enter the field name in the Expression box, or select the Add Field link to identify the desired field. A prompt may be used as well to allow users to input a specific date that should be referenced for the translate table value.



Step 7: Change the Column Number for Offer Amount to 4

Click the push button; change the OFFER_AMOUNT New Column number to 4

and FINAL_DECISION to 5. Click to return to the Fields page.

Notice the fields will reflect a new column order. What is another way to change the field column number?



Step 8: Review the SQL generated Click the View SQL tab to review the SQL statement generated from the query building steps. To confirm the validity of a query, SQL statements may be copied from this page and pasted into a SQL editor program such as SQL Plus or Query Analyzer.



Step 9: Click Save How can we determine if our query has been saved?

Step 10: Enter the query details After clicking Save, a new page will appear requesting user input. Complete the fields as follows:

o Query Name – UMS_FA_STDNT_RSTAID o Description – Student Restricted Aid o Query Type - User o Owner – Private o Click OK to save the information and return the Query Manager component



Step 11: Click the Run tab to view results How many records are returned?

Step 12: Resort columns and define order by details Change the column numbers to display as follows:

o EMPLID = 2 o AID_YEAR = 1 o FINAL_DECISION = 4 o OFFER_AMOUNT = 5

Change the order to sort by:

o RESTRICTED_AID_ID = 1 o EMPLID = 2

Select the direction to descending order to reflect the larger amounts first:

o

Step 13: Save changes and run



1. We will modify our Student Restricted Aid query (UMS_FA_STDNT_RSTAID) by changing column heading texts and displaying the short description for translate values. Modify headings for:

o ID = Student ID o Aid Yr = Aid Year o Rstrct ID = Fund o Fnl Descn = Decision Status o Final Decision to display short description o Save the query o Run the query o Review results

Activity



2. The Central Financial Aid Office would like for the support analysts to provide a roster indicating the Restricted Aid details for students based on the following:

Create a new query The following fields should appear in this column order:

o AID_YEAR o EMPLID o RESTRICTED_AID_ID o APP_DT o FINAL_DECISION o DECISION_DT o RENEWABLE

The data should be sorted by

o Restricted Aid ID o Decision Date o EmplID

o The Decision Date should appear in descending order o Display the long description for the Final Decision o Save the query as UMS_FA_STDNT_RSTAID2 o Run the query

Activity



Query Criteria The purpose of a query is to retrieve specific data from the database. Indicating exact criteria ensures a much more selective process when retrieving data by eliminating what is not desired.

Step 1: Create a new query for Fiscal Item Types disbursement

Group Activity



Query Details – Criteria The Criteria page will display the message “No criteria have been added yet” until users add criterion.

Step 2: Add criteria to the UMS_FA_FISCAL_DISB query

Click the push button to open the Edit Criteria Properties secondary page.

Item Description Choose Expression 1 Type Based on the selection, instructs the system what will be

evaluated – field or expression. Expression 1 The expression details change based upon the type. If the type

is a field, the Record Alias.Fieldname is displayed. If the type is an expression, the Expression is displayed.

Condition Type The condition serves as the determining factor for what should happen with Expression 1 during the evaluation process. This is easily recognized as the criteria operator.

Expression 2 Type Option selected indicates what the query will compare. The selection will dictate what appears in the Expression 2.

Expression 2 User defined value for the comparison criteria type.



Operators The information listed in the chart for the operators possess a counterpart that would reflect the opposite outcome with the comparison.

Operator/Condition Type Description

Between Value of the selected record field falls between two comparison values - range is inclusive.

Equal to Value of the selected record field exactly matches the comparison value.

Exists The operator does not compare a record field to the comparison value. The comparison value is actually a subquery. If the subquery returns any data, the query will return to the corresponding row.

Greater than The value of the record field is greater than the comparison

In list The value in the selected record field matches one of the comparison values in a list.

In tree The value in the selected record field appears as a node in a tree created with the Tree Manager. (The comparison value is a tree or branch of a tree.)

Is null The selected field does not possess a value. Certain fields do not permit null values – key, required, numeric or character.

Less than Value of the record field is less than the comparison Like Acts as a wildcard. The wildcard characters

recognized are: • % Matches any string of 0 or more characters • _ Matches any single character.

Operators to Expression 2 Certain operators only work with specific expressions. The chart lists the mapping.

Operator/Condition Type Expression 2

Equal to Not equal to Greater than Not greater than Less than Not less than

Constant Field Expression Subquery Prompt

In list Not in list

List Subquery

Between Not between

Const – const Const – field Const – expr Field – const Field – field Field – expr Expr – const Expr – field



Operator/Condition Type Expression 2

Expr – expr Exits Not exists

Subquery

Like Not like

Constant (based on wild cards) Prompt

Is null Is not null

(no value)

In tree Not in tree

Tree Option becomes the Expression Type 2, Expression 2 is Node List

Add criteria to the query to restrict the results based on AID_YEAR of 2008.



Step 3: Save query and run

Step 4: Review results



Step 5: Include additional criteria for the UMS_FA_FISCAL_DISB query In order to review only item types that have actual disbursements that fall within a range of 000010002008 and 000016000020, additional criteria will be created.

The system automatically assigns Boolean expressions when creating multiple rows of criteria (AND). The Booleans supported within queries are:

o Parenthetical usage o AND o AND NOT o OR o OR NOT

Regardless of the order of the criteria rows, the system will always process parenthetical clauses first, followed by NOT expressions, then AND statements prior to OR statements.

Step 6: Save updates, run query and view results



3. Once more, changes will be made to the UMS_FA_STDNT_RSTAID query.

o Add your Institution as criteria o Include Institution as a column for display o Results should be based on 2008 o Exclude the Restricted Aid ID of QWRY_AWD2 o Exclude if the Final Decision is “Declined”

o And finally, the offer amount must be greater than $0 Columns should be displayed as:

o Institution o Student ID o Fund o Decision o Amount

Sort the results by the following order: o Fund o Amount o ID

Remove Aid Year from the display columns Results need to also reflect the larger amount first for the fund



4. A new request has been submitted by the Financial Aid Office for analysts to provide a roster listing the Restricted Aid configuration table details. The information will be used confirm values and review for necessary changes for the new aid year setup process.



The query should reflect the following in its structure and outcome: The columns should include

o Restricted Aid ID o Description o Short description o Restricted Aid Type o Minimum amount o Maximum Amount o Item Type

Data must be based upon 2008 The Restricted Aid Type should display the short description The column headings should display as:

o Restricted Aid ID = Fund o Description = Long Desc o Short Description = Short Desc o Restricted Aid Type = Type o Minimum Amount = Minimum o Maximum Amount = Maximum o Item Type = Item Type

Order the results by type Save the query as UMS_FA_RSTAID Run the query and view the results



Query Prompts

Query Details - Prompts Prompts within queries are values that must be entered by users at the time the data extract process is executed. The major advantage of using a prompt in a query is to provide means for a single report to be used in as many variations as possible (one to many) versus a single report that produces a set result each time (one to one). As an example, the majority of all Financial Aid tables are based on an Aid Year. It is labor intensive to recreate all queries annually to support an aid year, particularly when all other field level criteria may remain static. The ideal environment would incorporate the use of Aid Year as a standard for any query that is based upon Financial Aid.

Step 1: Open the UMS_FA_FISCAL_DISB query Currently, there are no prompts defined for our query. The Prompt page will display a reminder

for users indicating this status. To add a prompt, click the push button to open the Edit Prompt Properties page.

Group Activity



Item Description Field Indicate the field that will serve as the basis for the prompt. Type Displays the type of field (i.e.; character, number, time, etc.).

Information is stored within the record field properties details. Format Indicates the field format Length The field length based on the field properties. This information is

updated automatically when the field is selected. Decimals If the field type is numeric based, there may be decimals

involved in the structure. Heading Type Defines the format of the column heading on the results.

Options include Rft Long, Rft Short, or Text. Heading Text The text that will be displayed in the column heading for the field.Edit Type Defines the type of field edit. The options are:

o No Table Edit – default o Prompt Table – must define the record to use for field

prompting o Translate Table – used only if the values should be

validated against the Translate Table (XLAT). o Yes/No Table – edit used for check boxes

Prompt Table If the Edit Type value is Prompt Table, the table for prompting must be identified here. The field must be listed as a Translate Table field in the record definition.

With the use of the Edit Prompt Properties page, users must have a decent amount of knowledge about the fields and records selected to eliminate errors during the execution phase of the query. However, this may not always be the case. It is recommended to add prompts from the Fields page by editing the fields required.



Step 2: Create a prompt for Aid Year Click the criteria push button for AID_YEAR. The Edit Criteria Properties page will open.

Step 3: Change the Expression 2 Type to Prompt Based on the expression type change, the Prompt details section appears.



Step 4: Click the New Prompt link The prompt links will open the Edit Prompt Properties page. Notice that when prompts are added from the criteria page, all of the field level elements are completed by the system. The Bind value indicates the order the prompts will be processed by the system. Bind variables are extremely important when there are multiple prompts. If a query is created from a record with multiple keys, it is required that all higher level keys are listed first as prompts prior to listing lower level key prompts.



Step 5: Correct the Prompt Table for Aid Year In some instances, the default table value for the field is not the one desired. For the AID_YEAR field, the table should be AID_YEAR_TBL. After making changes, click [OK] twice to return to the Fields page.



Step 6: Review the Prompts page Notice the prompt now appears for Aid Year.

Step 7: Save query and review results



Step 8: Modify prompts Because ITEM_TYPE_FISCL has a key structure of multiple keys, we must include the others as prompts as well.

By default, the key fields are linked to the following tables for prompting:

o SETID = ITEM_TYPE_FA_VW o ITEM_TYPE = ITEM_TYPE_FA_VW o AID_YEAR = SETID_AIDYR_VW



5. To prevent creation of the Restricted Aid configuration query yearly, we will modify the UMS_FA_RSTAID query.

o Update the query in order to prompt for aid year information. o Save the query o Run and review results



Query Results PeopleSoft provides a means of reviewing data extracts in a variety of ways. As we have noticed from our query executions, data is always available for viewing online. When the results are available, the browser window does provide users the option to save the data in a Microsoft Excel spreadsheet or CSV text file. A Crystal report is another format for reviewing query data extracts. In order to review information in Crystal, it would be necessary to run the query from the process scheduler.

1. Open the UMS_FA_SD_PAGE_RECORDS query to return results.

o Enter RSTRC_AID1 as the page name o Click the options available under “Download to Excel”

query basics 1 - maine.edu · university of maine system – peoplesoft query tutorials s. dunson...

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