state of connecticut core-ct project query 8 hrs updated 4/14/2003
TRANSCRIPT
State of ConnecticutCore-CT Project
Query8 hrs
Updated 4/14/2003
2
Getting Started
Welcome to the Query course!
• Instructor introduction
• Participant introduction
• Training facility orientation
• Ground rules
• Parking lot
• To participate in this course, you should have already completed the following training:
PeopleSoft Navigation Tutorial
Financials Overview course
Welcome
3
Objectives
In this training, you will learn to:
• Use the basic concept of Query in Core-CT. We will specifically focus on the following topics: Data Dictionary Core-CT Query Standards Running an Existing Query and Viewing Results Creating a New Query Maintaining a Query Defining Query Criteria Advanced Query Options
• Use Core-CT as a tool in supporting these topics
• Utilize Core-CT functionality to maximize your efficiency
Welcome
4
Agenda
Welcome
Data Dictionary
Core-CT Query Standards
Using an Existing Query
Morning Break
Creating a Query
Lunch Break
5
Agenda
Maintaining a Query
Defining Query Criteria
Afternoon Break
Defining Prompts
Advanced Query Options
Query Wrap-Up
6
Training Tools
In this training session, we use tools created specifically for this course
• Presentation
We use a PowerPoint presentation to guide us through our discussion of processes and key points related to using Core-CT
• Exercises
We developed exercises that enable you to practice the skills you learn in each module
• Training Database
The functionality in our database mirrors the Core-CT production environment closely, though changes may be made prior to go-live
– Significant changes made after training will be communicated to you
Data is loaded into the Core-CT training database to help you learn how to use Core-CT, not to reflect a specific agency’s transactions
You can make mistakes and experiment without consequence
Welcome
7
Training Tools
We also use a web-based help system during the class. This tool is available to you after go-live.
• Web Learning Assistant
Web-based tool that provides help and detailed information for specific Core-CT job functions
Contains: concepts, procedures, flows, and a glossary
The WLA is your primary reference tool (now and once Core-CT goes live)
The WLA will evolve with Core-CT. As functionality changes, so will the content in the WLA
Welcome
Let’s walk-through the tool together now
WLA Browse Path: Core-CT Information Access > Core-CT Query > Query Basics > Creating Simple Queries
8
Training Tools
Job Aids are available to reinforce the information introduced in this course. Job Aids summarize key information and outline critical processes in Core-CT.
• General Job Aids
• Module Specific Job Aids
• Reporting Job Aids
Welcome
9
Core-CT Navigation
Together we will practice the skills you learned in the Core-CT Navigation Tutorial
• Universal Navigation Header
Activity: Log in and use the Universal Navigation Header to sign off Core-CT
• Left-Hand Navigation Menu
Activity: Use the Left-Hand Navigation Menu to step through the various levels of the directory structure
Welcome
10
Agenda
Welcome
Data Dictionary
Core-CT Query Standards
Using an Existing Query
Morning Break
Creating a Query
Lunch Break
11
Overview
The Data Dictionary:
• Provides you with information about the fields that make up the Enterprise Performance Management (EPM) Reporting Tables
• The data dictionary is a spreadsheet containing all the tables that exist in Core-CT and the fields that make up those tables
• Enables you to look up and review descriptions of fields that you may be unfamiliar with in Core-CT
• This dictionary enables you to look up and review descriptions of fields that you may be unfamiliar with in Core-CT
Data Dictionary
12
Overview
Separated for HRMS and Financials, the Data Dictionary contains the following information for each reporting table:
• Field – the data field name (e.g. DEPTID or VENDOR_ID)
• Label – the name of the field as it appears on the page (Department or Vendor ID)
• Type – distinguishes whether the field is made up of characters (char), numbers (nbr), or dates
• Length – the length of the field
• Description – a brief description of the field
Data Dictionary
13
Walk-through and Exercise
Let’s review the Data Dictionary:
• First, we will access the Web Learning Assistant
WLA Path: Core-CT Information Access > Core-CT Query > Query Basics > Using the FIN Data Dictionary
• On your own, review some of the Financials Reporting Tables
Click the specific Reporting Table link to access the table
Raise your hand if you need any assistance
Data Dictionary
14
Agenda
Welcome
Data Dictionary
Core-CT Query Standards
Using an Existing Query
Morning Break
Creating a Query
Lunch Break
15
Overview
Private vs. Public Queries:
• Private Queries – only the User ID that created the query can open, run, modify, or delete the query
• Public Queries – any user with access to the records used by the query can open, run, modify, or delete the query
Core-CT Query Standards
16
Overview
Naming Standards:
• All query names must begin with the first 3 letters of your Department ID
• Use letters and numbers (no symbols)
• Use underscores (_) instead of spaces
Core-CT Query Standards
17
Agenda
Welcome
Data Dictionary
Core-CT Query Standards
Using an Existing Query
Morning Break
Creating a Query
Lunch Break
18
Overview
Query is an end user reporting tool which allows you to specify and extract the precise information that you want to retrieve from Core-CT and use it for many purposes
You can use queries in the following ways:
• To run queries as a separate process
• To display data
• To download query results to an Excel spreadsheet to further manipulate the data
Using an Existing Query
19
Process Flow
Where does the Core-CT system fit into the process?
Using an Existing Query
Access Query
Manager
Create Query
Define Selection Criteria?
Create Joins?
Define Selection Criteria
Add Record
Join
Run Query
Output to Excel or Page?
Download Query to
Excel
View Query on
Page
Yes
No
Yes
No Excel
Page
20
Key Points
When using an existing query, please note the following:
• The information you extract from Core-CT is data refreshed from the HRMS or Financials system as of the previous day. As a result, all of the information is only as current as the previous day.
• The Run option is useful if you want to run multiple queries or run the same query multiple times with different run time prompt values and compare the results of the queries
• You can configure your environment to open the Excel file in a separate window or save it as a file on your local hard drive by modifying the File Type Option settings in Excel
• When running a report to Excel, the data is “static” and will not automatically update when the query is run again. You will have to download the query to Excel again to see the updated version.
Using an Existing Query
21
Walk-through and Exercise
Let’s log-in to Core-CT
• First, we will walk through the process together
Scenario: Running a Query and Downloading Results to Excel
WLA Path:
– Core-CT Information Access > Core-CT Query > Query Basics > Running Queries
– Core-CT Information Access > Core-CT Query > Query Basics > Downloading a Query to Excel
Core-CT Path: Reporting Tools > Query > Query Manager
On your own, complete Exercise #1 in your Exercise packet
Remember to utilize the Web Learning Assistant
Raise your hand if you need any assistance
Using an Existing Query
22
Walk-through and Exercise
Let’s log-in to Core-CT
• First, we will walk through the process together
Scenario: Running a Query and Downloading Results to Excel
WLA Path:
– Core-CT Information Access > Core-CT Query > Query Basics > Using Query Viewer
– Core-CT Information Access > Core-CT Query > Query Basics > Downloading a Query to Excel
Core-CT Path: Reporting Tools > Query > Query Viewer
On your own, complete Exercise #2 in your Exercise packet
Remember to utilize the Web Learning Assistant
Raise your hand if you need any assistance
Using an Existing Query
23
Agenda
Welcome
Data Dictionary
Core-CT Query Standards
Using an Existing Query
Morning Break
Creating a Query
Lunch Break
24
Agenda
Welcome
Data Dictionary
Core-CT Query Standards
Using an Existing Query
Morning Break
Creating a Query
Lunch Break
25
Overview
Creating your own queries enables you to select the tables that you want to execute the query from and tailor the fields so that only the data you want displays
The steps involved in creating a simple query include:
• Selecting records
• Adding fields
• Editing field properties
• Editing query properties
A more complex query may also include:
• Defining selection criteria
• Creating joins
Creating a Query
26
Process Flow
Where does the Core-CT system fit into the process?
Creating a Query
Access Query
Manager
Define Selection Criteria?
Create Joins?
Define Selection Criteria
Add Record
Join
Run Query
Output to Excel or Page?
Download Query to
Excel
View Query on
Page
Yes
No
Yes
No Excel
Page
Create Query
27
Key Points
When creating a query, please note the following:
• You can extract precise information using visual representations of your Core-CT database, without writing Structured Query Language (SQL) statements
• If you click the Save button without first completing the Properties page, a dialog box displays prompting you to type the Query Name, Description, and Owner fields
• Once you set up a query, you have many options to format, output and save the query. You can also set the query criteria
• Core-CT allows you to run and/or create ad-hoc queries through the web browser, and download results to Microsoft Excel
Creating a Query
28
Walk-through and Exercise
Let’s log-in to Core-CT
• First, we will walk through the process together
Scenario: Creating a New Query
WLA Path: Core-CT Information Access > Core-CT Query > Query Basics > Creating Simple Queries
Core-CT Path: Reporting Tools > Query > Query Manager
• On your own, complete Exercise #3 in your Exercise packet
Remember to utilize the Web Learning Assistant
Raise your hand if you need any assistance
Creating a Query
29
Troubleshooting
If the query does not produce the desired results, you can:
• Access the Edit Field Ordering page and re-number the columns in the New Column group box
• Access the Edit Field Properties page and replace the Column number with next text
Creating a Query
30
Walk-through and Exercise
Let’s log-in to Core-CT
• First, we will walk through the process together
Scenario: Creating a Query and Changing Its Column Headings
WLA Path: Core-CT Information Access > Core-CT Query > Query Basics > Creating Simple Queries
Core-CT Path: Reporting Tools > Query > Query Manager
• On your own, complete Exercise #4 and #5 in your Exercise packet
Remember to utilize the Web Learning Assistant
Raise your hand if you need any assistance
Creating a Query
31
Agenda
Welcome
Data Dictionary
Core-CT Query Standards
Using an Existing Query
Morning Break
Creating a Query
Lunch Break
32
Agenda
Maintaining a Query
Defining Query Criteria
Afternoon Break
Defining Prompts
Advanced Query Options
Query Wrap-Up
33
Overview
Core-CT enables you to maintain and update existing queries by:
• Deleting queries that are no longer needed
• Renaming queries
• Updating query information to fit your query needs
Maintaining a Query
34
Process Flow
Where does the Core-CT system fit into the process?
Maintaining a Query
Access Query
Manager
Define Selection Criteria?
Create Joins?
Define Selection Criteria
Add Record
Join
Run Query
Output to Excel or Page?
Download Query to
Excel
View Query on
Page
Yes
No
Yes
No Excel
Page
Create Query
35
Walk-through and Exercise
Let’s log-in to Core-CT
• First, we will walk through the process together
Scenario: Deleting a Query
WLA Path: Core-CT Information Access > Core-CT Query > Query Basics > Deleting Queries
Core-CT Path: Reporting Tools > Query > Query Manager
• On your own, complete Exercise #6 in your Exercise packet
Remember to utilize the Web Learning Assistant
Raise your hand if you need any assistance
Maintaining a Query
36
Walk-through and Exercise
Let’s log-in to Core-CT
• First, we will walk through the process together
Scenario: Renaming a Query
WLA Path: Core-CT Information Access > Core-CT Query > Query Basics > Renaming Queries
Core-CT Path: Reporting Tools > Query > Query Manager
• On your own, complete Exercise #7 in your Exercise packet
Remember to utilize the Web Learning Assistant
Raise your hand if you need any assistance
Maintaining a Query
37
Walk-through and Exercise
Let’s log-in to Core-CT
• First, we will walk through the process together
Scenario: Updating an Existing Query
WLA Path: Core-CT Information Access > Core-CT Query > Query Basics > Creating Simple Queries
Core-CT Path: Reporting Tools > Query > Query Manager
• On your own, complete Exercise #8 and #9 in your Exercise packet
Remember to utilize the Web Learning Assistant
Raise your hand if you need any assistance
Maintaining a Query
38
Agenda
Maintaining a Query
Defining Query Criteria
Afternoon Break
Defining Prompts
Advanced Query Options
Query Wrap-Up
39
Overview
Core-CT enables you to add the following criteria to your query:
• Selection Criteria
• Expressions
• Having Criteria
• Effective Date Criteria
Defining Query Criteria
40
Overview – Selection Criteria
Selection criteria enables you to selectively retrieve only the data you want
• Refines your query by specifying conditions that the retrieved data must meet
• Serves as a test that Core-CT applies to each row of data in the table that you are querying
If a row passes, Core-CT retrieves it
If a row does not pass, Core-CT does not retrieve it
Defining Query Criteria
41
Overview - Expressions
Expressions are calculations that Core-CT performs as part of a query.
You can use expressions:
• To calculate a value that Core-CT does not provide by default
• As comparison values in selection criteria
• As columns in the query output
Defining Query Criteria
42
Overview – Having Criteria
A Having criteria is like a Where clause for rows of data that have been aggregated into a single row of output
• A Where clause evaluates individual rows before they are grouped together by an aggregate function
• A Having clause evaluates the data after the rows have been grouped together by an aggregate function
Defining Query Criteria
43
Overview – Effective Date Criteria
The Effective Date (EFFDT) field provides a historical perspective, allowing you to see how the data has changed over time
• When you add a row of data to an effective dated table, you specify the date on which the data becomes effective
• When you change a row of data, you specify a new effective date and Core-CT retains the previous version of the row as history
• Please note that you can only specify effective dated criteria for tables that contain the EFFDT field
Defining Query Criteria
44
45
Process Flow
Where does the Core-CT system fit into the process?
Defining Query Criteria
Access Query
Manager
Define Selection Criteria?
Create Joins?
Define Selection Criteria
Add Record
Join
Run Query
Output to Excel or Page?
Download Query to
Excel
View Query on
Page
Yes
No
Yes
No Excel
Page
Create Query
46
Process Flow
Where does the Core-CT system fit into the process?
Defining Query Criteria
Define Selection Criteria?
Yes
Define Selection Criteria
Add Expressions
Add Prompts
Add Criteria
Add Having Criteria
47
Walk-through and Exercise
Let’s log-in to Core-CT
• First, we will walk through the process together
Scenario: Adding Criteria to a Query
WLA Path: Core-CT Information Access > Core-CT Query > Defining Selection Criteria > Entering Selection Criteria
Core-CT Path: Reporting Tools > Query > Query Manager
• On your own, complete Exercise #10 and #11 in your Exercise packet
Remember to utilize the Web Learning Assistant
Raise your hand if you need any assistance
Defining Query Criteria
48
Agenda
Maintaining a Query
Defining Query Criteria
Afternoon Break
Defining Prompts
Advanced Query Options
Query Wrap-Up
49
Agenda
Maintaining a Query
Defining Query Criteria
Afternoon Break
Defining Prompts
Advanced Query Options
Query Wrap-Up
50
Overview
When running a query, you can add a prompt to further refine a query
• A dialog box displays for you to specify the values
• The query uses the value as the comparison value
• Query results are returned based on the prompt value
Defining Prompts
51
Process Flow
Where does the Core-CT system fit into the process?
Defining Prompts
Access Query
Manager
Define Selection Criteria?
Create Joins?
Define Selection Criteria
Add Record
Join
Run Query
Output to Excel or Page?
Download Query to
Excel
View Query on
Page
Yes
No
Yes
No Excel
Page
Create Query
52
Process Flow
Where does the Core-CT system fit into the process?
Defining Prompts
Define Selection Criteria?
Yes
Define Selection Criteria
Add Expressions
Add Prompts
Add Criteria
Add Having Criteria
53
Key Points
When defining prompts, please note the following:
• To ensure that the user selects only valid values for the field
Select an associated prompt table (if applicable) from the Edit Prompt Properties page
• To allow the use of a wildcard (%) in order to return all values
Select “No Table Edit” from the Edit Type drop down list on the Edit Prompt Properties page
Select “Like” from the Condition Type drop down list on the Edit Criteria Properties page
Defining Prompts
54
Walk-through and Exercise
Let’s log-in to Core-CT
• First, we will walk through the process together
Scenario: Adding Prompts to a Query
WLA Path: Core-CT Information Access > Core-CT Query > Defining Selection Criteria > Defining Prompts
Core-CT Path: Reporting Tools > Query > Query Manager
• On your own, complete Exercise #12 in your Exercise packet
Remember to utilize the Web Learning Assistant
Raise your hand if you need any assistance
Defining Prompts
55
Agenda
Maintaining a Query
Defining Query Criteria
Afternoon Break
Defining Prompts
Advanced Query Options
Query Wrap-Up
56
Overview - Aggregate Functions
An advanced query may include the use of aggregate functions:
• A special type of operator that returns a single value based on multiple rows of data
• Core-CT Query collects related rows and displays a single row that summarizes their content
Advanced Query Options
57
58
Overview - Aggregate Functions
You can apply the following aggregate functions to a field:
• Sum – Adds the numerical values from each row and displays the total
• Count – Counts the number of rows
• Min – Checks the value from each row and returns the lowest one
• Max – Checks the value from each row and returns the highest one
• Average – Adds the values from each row and divides the result by the number of rows
Advanced Query Options
59
Walk-through and Exercise
Let’s log-in to Core-CT
• First, we will walk through the process together
Scenario: Applying an Aggregate Function to a Field
WLA Path: Core-CT Information Access > Core-CT Query > Advanced Query Options > Applying an Aggregate Function to a Field
Core-CT Path: Reporting Tools > Query > Query Manager
• On your own, complete Exercise #13 in your Exercise packet
Remember to utilize the Web Learning Assistant
Raise your hand if you need any assistance
Advanced Query Options
60
Overview – Creating Joins
Core-CT enables you to create queries that include data from multiple tables
Joins:
• Retrieve data from more than one table, presenting the data as if it came from one table
• Define relationships among fields when you query the records
Advanced Query Options
61
Overview – Creating Joins
You can create a join between two records by:
• Selecting your initial base record
• Defining its output fields and associated criteria
• Returning to the Records page to select the second record and join the keys
Advanced Query Options
62
Process Flow – Creating Joins
Where does the Core-CT system fit into the process?
Advanced Query Options
Access Query
Manager
Define Selection Criteria?
Create Joins?
Define Selection Criteria
Add Record
Join
Run Query
Output to Excel or Page?
Download Query to
Excel
View Query on
Page
Yes
No
Yes
No Excel
Page
Create Query
63
Walk-through and Exercise
Let’s log-in to Core-CT
• First, we will walk through the process together
Scenario: Creating a Record Join
WLA Path: Core-CT Information Access > Core-CT Query > Advanced Query Options > Creating Record Joins
Core-CT Path: Reporting Tools > Query > Query Manager
• On your own, complete Exercise #14 in your Exercise packet
Remember to utilize the Web Learning Assistant
Raise your hand if you need any assistance
Advanced Query Options
64
Agenda
Maintaining a Query
Defining Query Criteria
Afternoon Break
Defining Prompts
Advanced Query Options
Query Wrap-Up
65
Conclusion
Wrapping up the Query course:
• Summary of completed course objective
Introduction to the Data Dictionary
Introduction to Core-CT Query Standards
Using an Existing Query
Creating a Query
Maintaining a Query
Defining Query Criteria
Applying Advanced Query Options
• Complete the course evaluation forms
Query Wrap-Up
66
Questions?
67
Sandbox Goals/Action Plan/Adjourn
After this class, Central/Agency users can:
• Use the Sandbox environment as a database for practice on Core-CT to reinforce what you have learned today
• Use all of the exercises completed in class as job aids in the Sandbox environment when you return to your agencies
• Fill out the Action Plan so you can plan when you will utilize the Sandbox and make the commitment to do so
Check out the Core-CT website for information and updates!!!
http://www.core-ct.state.ct.us
Query Wrap-Up