PeopleSoft Intermediate Reporting April 2008

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PEOPLESOFT HRMS INTERMEDIATE REPORTING 3

ABOUT PEOPLESOFT HRMS 3

ABOUT THE GUIDE 3

UNDERSTANDING PEOPLESOFT QUERY 4

PEOPLESOFT QUERY: THE BIG PICTURE 4

PEOPLESOFT REPORTING SOLUTIONS 5

RUN AN EXISTING QUERY USING QUERY VIEWER 5

QUERY TO HTML RESULTS 6

QUERY TO EXCEL RESULTS 7

ADD TO FAVORITES 8

RUN AN EXISTING QUERY USING QUERY MANAGER 9

BASIC SEARCH RESULTS 10

ADVANCED SEARCH RESULTS 10

QUERY TO HTML RESULTS 11

QUERY TO EXCEL RESULTS 11

EXCEL QUERY NOTES 12

USING QUERY MANAGER 13

CREATING QUERIES 19

ADDING A RECORD (TABLE) 20

ADDING FIELDS 22

REMOVING FIELDS 23

MODIFYING FIELD PROPERTIES 24

CRITERIA 28

WORKING WITH MULTIPLE RECORDS 45

CREATING RECORD HIERARCHY JOINS 45

CREATING A RECORD HIERARCHY JOIN: 46

CREATING RELATED RECORD JOIN 48

CREATING ANY RECORD JOINS 51

REMOVE A RECORD FROM A QUERY 53

SAVING, DELETING AND RENAMING QUERIES 55

SAVING QUERIES 55

QUERY PROPERTIES 57

DELETING A QUERY 58

RENAMING A QUERY 59

APPENDIX 2

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PeopleSoft HRMS Intermediate Reporting

About PeopleSoft HRMS PeopleSoft Human Resource Management System (HRMS) provides support for general human resource functions.

Vanderbilt University implemented PeopleSoft HRMS in 1998. Active employees of Vanderbilt University in the

previous system at the time of implementation of PeopleSoft were converted to PeopleSoft. However, detailed

employment information, such as salary history prior to 1998, was not converted. Current PeopleSoft modules

utilized by Vanderbilt University include, but are not limited, to the following:

Administer Workforce

Manage Positions,

Maintain Payroll Data

Manage Payroll Process

Administer Base Benefits

Administer COBRA

Administer Benefits Billing

Administer FMLA

Manage Labor Relations

During the fall of 2004, Vanderbilt University upgraded to PeopleSoft version 8.8. Business Objects version 6.1.a was

also implemented during the fall of 2004 and will continue to evolve through various phases.

Although this manual could possibly be applied to subsequent versions, the manual is to be used in conjunction with

PeopleSoft Version 8.8 and Business Objects version 6.1.a.

Note that PeopleBooks and PeopleSoft query training books have been utilized to build this guide.

About the Guide This guide is designed to support users in learning how to operate the application and to serve as a reference. This

file may be downloaded to a PC or printed.

Here are some tips to help users easily find guide information:

Helpful notes are indicated after this special icon. A must read.

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UNDERSTANDING PEOPLESOFT QUERY

The main reason you store your business data in a database is so you can manipulate it to answer questions and

solve business problems. However, getting just the information you are looking for can often be a difficult and time

consuming.

Query enables you to extract the data you want using visual representations of our PeopleSoft database without

writing SQL (Structured Query Language) statements. The queries can be very simple or as complex as necessary.

Queries can be created to solve a one-time ad-hoc need or queries can be created to run repeatedly.

PeopleSoft Query: The Big Picture We have a lot of valuable data in our PeopleSoft database. The key to using that data effectively is getting the

information you need when you need it.

Data in PeopleSoft Database

PeopleSoft Query

Operator

SecurityQuery Trees

Query Profile

Search Dialog Grid ControlPeopleSoft

nVision

Microsoft Excel

Query retrieves data and passes it to the part of the system that needs it.

Query Security

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PeopleSoft Reporting Solutions End-User Querying

PS/Query PeopleSoft Query enables user to extract information using visual

representation of the database without writing Structured Query Language

(SQL) statements.

Multidimensional and Reporting Analysis

PS/nVision PS/nVision enables users to import information directly from query into

predefined Excel spreadsheets. Use PS/nVision for data analysis and internal

or external reporting.

Production Reporting

SQR SQR is used for more complex reporting needs, procedural logic and to update

database tables. We will not be working with SQR in this class.

Types of Queries

Display data in HTML format (on the Preview tab). You can run queries within Query itself, displaying the result

set in a grid control for review. This option is useful as you refine your queries.

Provide input to a spreadsheet. Query can pass data to Microsoft Excel.

Run an Existing Query Using Query Viewer You may run an existing query in PeopleSoft 8.8 by entering the query name or the first letters of the query name

and conducting a search. Once the query has been identified, you may run the results to HTML or to Excel or you

may view the composition of the query.

There are two ways to generate query results, through Query Viewer or through Query Manager. Query Viewer will

only allow you to run the query results to HTML or to Excel. Users with access to Query Viewer only will not be able

to create or modify queries.

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Navigation: Reporting Tools>Query

Navigation: Reporting Tools>Query>Query Viewer

Select Run to HTML to generate query results in HTML. Select Run to Excel to run the query results to Microsoft

Excel. You can also click the Add to Favorites link to add the query to your favorites list. Once the query is identified,

it will appear whenever you conduct a search within Query Viewer or Query Manager.

Query names cannot contain spaces. Spaces are represented by an underscore (_).

Query to HTML Results A separate window will open and generate the results as shown below. You may run the results to Excel or simply

close the window to return to Query Viewer.

You may run the query results to Excel or to a Text editor by selecting the appropriate hyperlink.

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Query to Excel Results Note: It is best to save the spreadsheet when running a query to Excel. Users have experienced issues when

opening the query rather than saving. Click the Run to Excel HTML link.

Select Save to save the results.

Choose the filename and location and click Save.

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Add to Favorites You may add a query to Favorites within the Query Viewer. This action will result in the query appearing in the My

Favorites query section each time you open the page Query Manager or Query Viewer.

Simply click on the Hyperlink Add to Favorites

The query is added to My Favorite Queries. You may remove the query from My Favorites by clicking on the minus

icon below the heading Remove.

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Run an Existing Query Using Query Manager Query Manager allows you to create a new query, modify an existing query or simply run the query results to HTML

or to Excel. Note that all public queries that your userid has access to will be listed in the search results. Only those

private queries associated with your specific userid will be listed in the search results.

Search for a query using the basic or advanced search function. The image below depicts a basic search for a query.

This type of search is useful if you know the query name or at least the first few letters of the query name. The

second type of search function is an advanced search.

You may view all queries (public and those that are marked private for your user id) by leaving the query

name blank and selecting the search option.

Reporting Tools>Query>Query Manager

Enter Query Name or beginning query name and select Search

Enter the Name of the query first few letters and click Search.

Advanced

Search:

Hyperlink to

Advance

Search

features.

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Basic Search Results

You may edit the query, run it to HTML or to Excel by selecting the hyperlink.

Advanced Search Results The advanced search function offers a variety of search features including Query Name, Uses Record Name (table),

Uses Field Name, Owner, etc.

The example below depicts a result set by querying all queries that are Public and that include the Job record (table).

Basic

Search:

Hyperlink

to Basic

Search

features

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Query to HTML Results

You may run the query results to Excel or to a Text editor by selecting the appropriate hyperlink.

Query to Excel Results Note: It is best to save the spreadsheet when running a query to Excel. Users have experienced issues when

opening the query rather than saving.

Navigation

Icons: allows

user to view

various

records within

the result set.

View All:

allows user to

view the entire

result set. The

default is set to

display 100

records

Excel

Spreadsheet:

Download

result set to

Excel.

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Select Save to save the results.

Choose the filename and location and click Save.

E