Using PS Query in the Reporting Instances April 25, 2014

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Presentation transcript:

Using PS Query in the Reporting Instances April 25, 2014

Presenter Judith Ullman, CIS Application and Technical Support Manager judith.ullman@cuny.edu 212-541-1028

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

Navigation Login to CUNYfirst. Choose the appropriate reporting instance.

Navigation Choose Reporting Tools.

Navigation Choose Query Manager.

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

Create New Query Start creating a new query.

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

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

Create New Query: Add Fields Choose the desired fields.

Create New Query: Save Save.

Create New Query: Save Add properties to Save.

Create New Query: Criteria Add Criteria for EMPLID.

Create New Query: Criteria Choose Fieldname.

Create New Query: Criteria Choose Fieldname EMPLID.

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

Create New Query: Criteria Add the constant EMPLID 12242486.

Create New Query: Run Run the query.

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.

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

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

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

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.

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

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

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

Create New Query: Field Order Click “OK”.

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

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.

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

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

Create New Query: Join Class Info

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.

Create New Query: Join Class Info Discuss join types.

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.

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.

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

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

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.

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

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

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

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

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

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

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.

Create New Query: Effective Date Edit the EFFDT criterion.

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.

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.

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

Add Query to Favorites Search for the query.

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

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

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

The link to CUNYfirst reporting instances information. http://www.cuny.edu/about/administration/offices/CIS/CUNYfirst/reporting.html