state of connecticut core-ct project query 8 hrs updated 4/14/2003

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



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



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


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


17

Agenda

Welcome

Data Dictionary



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


19

Process Flow

Where does the Core-CT system fit into the process?


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.


21


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



22




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




23

Agenda

Welcome

Data Dictionary



Morning Break

Creating a Query

Lunch Break

24

Agenda

Welcome

Data Dictionary



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


Creating a Query

Access Query

Manager


Create Joins?


Add Record

Join

Run Query


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




Scenario: Creating a New Query

WLA Path: Core-CT Information Access > Core-CT Query > Query Basics > Creating Simple Queries


• On your own, complete Exercise #3 in your Exercise packet



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




Scenario: Creating a Query and Changing Its Column Headings



• On your own, complete Exercise #4 and #5 in your Exercise packet



Creating a Query

31

Agenda

Welcome

Data Dictionary



Morning Break

Creating a Query

Lunch Break

32

Agenda

Maintaining a Query


Afternoon Break

Defining Prompts


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


Maintaining a Query

Access Query

Manager


Create Joins?


Add Record

Join

Run Query


Download Query to

Excel

View Query on

Page

Yes

No

Yes

No Excel

Page

Create Query

35




Scenario: Deleting a Query

WLA Path: Core-CT Information Access > Core-CT Query > Query Basics > Deleting Queries





Maintaining a Query

36




Scenario: Renaming a Query

WLA Path: Core-CT Information Access > Core-CT Query > Query Basics > Renaming Queries





Maintaining a Query

37




Scenario: Updating an Existing Query






Maintaining a Query

38

Agenda

Maintaining a Query


Afternoon Break

Defining Prompts


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


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


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


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


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


45

Process Flow



Access Query

Manager


Create Joins?


Add Record

Join

Run Query


Download Query to

Excel

View Query on

Page

Yes

No

Yes

No Excel

Page

Create Query

46

Process Flow




Yes


Add Expressions

Add Prompts

Add Criteria

Add Having Criteria

47




Scenario: Adding Criteria to a Query

WLA Path: Core-CT Information Access > Core-CT Query > Defining Selection Criteria > Entering Selection Criteria






48

Agenda

Maintaining a Query


Afternoon Break

Defining Prompts


Query Wrap-Up

49

Agenda

Maintaining a Query


Afternoon Break

Defining Prompts


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


Defining Prompts

Access Query

Manager


Create Joins?


Add Record

Join

Run Query


Download Query to

Excel

View Query on

Page

Yes

No

Yes

No Excel

Page

Create Query

52

Process Flow


Defining Prompts


Yes


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




Scenario: Adding Prompts to a Query

WLA Path: Core-CT Information Access > Core-CT Query > Defining Selection Criteria > Defining Prompts





Defining Prompts

55

Agenda

Maintaining a Query


Afternoon Break

Defining Prompts


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


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


59




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






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


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


62

Process Flow – Creating Joins



Access Query

Manager


Create Joins?


Add Record

Join

Run Query


Download Query to

Excel

View Query on

Page

Yes

No

Yes

No Excel

Page

Create Query

63




Scenario: Creating a Record Join

WLA Path: Core-CT Information Access > Core-CT Query > Advanced Query Options > Creating Record Joins






64

Agenda

Maintaining a Query


Afternoon Break

Defining Prompts


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


Creating a Query

Maintaining a Query


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

state of connecticut core-ct project query 8 hrs updated 4/14/2003

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