PeopleSoft Query -Flexible Reporting Using Expressions Session #31411 March 19, 2013 Sagamore 4 1pm

Bill Barber Manager of Financial Technology Dana Merrilees

PS Functional Analyst

Indiana Family & Social Services Administration

PeopleSoft HR and Financials

Current release 9.1 for both Tools release 8.50.18

Introduction to State of Indiana FSSA Query Manager Expressions Examples of Common Expressions Example of query using different types of

expressions that include each type of Drilldown URL

FSSA is a health care and social service funding

agency. Ninety-four percent of the agency’s total

budget is paid to thousands of service providers

ranging from major medical centers to a physical

therapist working with a developmentally delayed

child. The care divisions in FSSA administer services

to one million Hoosiers or about one in every six

people in the state.

FSSA Business Units FSSA Administration Division of Disability and Rehabilitative Services Division of Aging Division of Family Resources Office of Medicaid Policy and Planning Division of Mental Health and Addictions

Evansville Psychiatric Children's Center Evansville State Hospital Madison State Hospital Logansport State Hospital Richmond State Hospital Larue Carter Memorial Hospital *4,087 employees out of 28,300

State purchase 1999

ePro 2001

Phase I 2006 GL AP AM

Phase II 2007 AR PC CST

Phase III 2008 Grants T&L Exp

AOS Go-Live 2009 Book of Record New Chart of Accounts

T&L Hospitals 2013

Federal Draws 2013

Full AR 2013

FSSA and PeopleSoft

Many users that run queries from PeopleSoft Query Manager will create or run existing queries, download/export to excel, and manipulate the data in Excel for further review.

Using Expressions within Query Manager can accomplish some of the same ‘manipulation’ on the front end, resulting in the desired outcome straight from the application.

The most familiar Query Manager tabs are likely Query, Fields, Criteria, and Run. OK, maybe View SQL to troubleshoot results…prompts can be handled in Criteria. Who cares about Expressions and certainly Having tabs?

Expression Type

Expression Text

Common SQL Functions in Expressions Note – these are sql commands that work in

PeopleSoft running on a sql server platform. Oracle platform commands differ. Syntax is different between platforms as well.

LEFT or RIGHT – Returns specified characters CAST – Converts an expression of one type

to another REVERSE – Returns characters of a field in

reverse order. STUFF - Places fixed characters into

specified fields values. LEN – Returns count of Chars

CASE – Evaluates list of conditions and returns one of multiple possible results-uses WHEN THEN statements

DATEFIFF – Returns the count of specified

date part between two dates SUBSTRING – Returns part of a value within a

field Calculation – addition, subtraction, multiply,

and divide ‘+’ ‘-‘ ‘*’ ‘/’ of field values or hard coded value.

Concatenate ‘+’ or ‘||’

Calculation ‘+’ ‘-‘ ‘*’ ‘/’ of field values or hard coded value. For example, if we want to see the impact of 5% increases in annual salary, use this expression. A.ANNUAL_RT * 1.05

‘+’ can be used for addition of numeric fields or concatenation of char fields. ‘||’ (shift + ‘\’ key) also concatenates. BU, voucherID, and line number are concatenated in this example. We needed a distinct value for each row to provide to a legacy system. Note the CAST used on voucher line. A.BUSINESS_UNIT + A.VOUCHER_ID + CAST (A.VOUCHER_LINE_NUM AS VARCHAR)

CASE for translations; In this example from HR, the location code is used to identify EE’s working ‘on campus’ as opposed to those working ‘off campus’. CASE A.LOCATION WHEN '0000000755' THEN 'Within Government Center' ELSE 'Outside Government Center' END

DATEDIFF - returns the time span difference between two dates. In this example, ‘D’ designates Day DATEDIFF(D,A.APPROVAL_DT,C.APPROVAL_DT)

DATEDIFF - returns the time span difference between two dates. Another good example using DATEDIFF is for a recurring daily query that is using an expression as a criteria to return any rows with an accounting date greater than yesterday (the -1 value tells it how many DAYS to go back). A.ACCOUNTING_DT - Accounting Date not less than DATEADD(DAY, DATEDIFF(DAY, 0, GETDATE()), -1)

Example of DATEDIFF in criteria.

SUBSTRING Use to return portion of values. (Field name, beginning char, number of chars) Example returns last 5 char, beginning with char 6, of date such as 1980-05-23 SUBSTRING (A.BIRTHDATE,6,5)

RIGHT or LEFT Returns specified characters, similar to excel. RIGHT(A.EMPLID,6)

STUFF - Places fixed characters into specified fields values. Using to mask a SSN with leading x’s in this example, beginning with char 1, replacing 5 chars with 7 specified chars. STUFF(A.NATIONAL_ID,1,5,'xxx-xx-')

REVERSE – Returns characters of a field in reverse order. Not sure of a practical use for this, but it could be fun to mess with users. REVERSE(A.NAME)

LEN - Returns count of Chars In this example, the length of the City field is returned. LEN(A.CITY)

UPPER and LOWER Converts characters to Uppercase or Lowercase. This example uses a few functions to convert all CAPS to proper case. UPPER(LEFT(A.LAST_NAME_SRCH,1)) + LOWER(SUBSTRING(A.LAST_NAME_SRCH,2, (LEN(A.LAST_NAME_SRCH) -1)))

Query using multiple expressions and each type of drilldown URL. We use a query url on a sharepoint site that initiates a public query.

Clicking the query URL initiates a log in screen if not already logged into the application. It then launches the html instance of the query.

Example of query result of clicking the Encumbrance amount link on previous screen.

List of expressions to filter LEDGER_KK for various ledgers.

List of Fields for query. Note 6-15 are all expressions.

Very limited criteria used. Prompts for BU and Bud Ref. None related to Ledger field.

Drilling URL’s on the Expressions tab. 1. Launches the PO encumbrance query 2. Launches the external URL of the Accounting Manual 3. Launches the Requisition Pre Enc query 4. Launches the GL Detail Expense query Note: Each of the PO and Req queries contains Drilling URL’s to open the respective Document Status page within the application.

Example of Query URL

Example of a Component URL

Bill Barber Manager, Financial Technology Group State of Indiana Family and Social Services Administration E-mail: william.barber@fssa.in.gov

Dana Merrilees PS Functional Analyst State of Indiana Family and Social Services Administration E-mail: dana.merrilees@fssa.in.gov

This presentation and all Alliance 2013 presentations are available

for download from the Conference site at

http://alliance-conference.com/

Presentations from previous meetings are also available