State of Connecticut Core-CT Project Query 8 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 NoExcel 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 NoExcel 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 NoExcel 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

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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 NoExcel 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 NoExcel 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

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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 NoExcel 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!!! Query Wrap-Up