PeopleSoft Query Manager for HR Data - version 9
The University of Akron
Table of Contents
COURSE OBJECTIVES .............................................................................................. 3
LESSON 1: HUMAN RESOURCES DIRECTORY INFORMATION .................................. 4
DISCUSSION ............................................................................................................. 4
UA DIRECTORY INDICATOR ............................................................................................ 5
EXAMPLES ................................................................................................................ 6
LESSON 2: VIEWING PERSONAL INFORMATION ..................................................... 7
LOCATE A RECORD ...................................................................................................... 7
BIOGRAPHICAL DETAILS PAGE......................................................................................... 8
CONTACT INFORMATION PAGE ......................................................................................... 9
REGIONAL PAGE ....................................................................................................... 10
EXERCISE............................................................................................................... 10
LESSON 3: JOB DATA ............................................................................................ 11
WORK LOCATION PAGE ............................................................................................... 13
JOB INFORMATION PAGE ............................................................................................. 16
OTHER JOB DATA PAGES ............................................................................................. 17
Payroll Page ...................................................................................................... 17
Compensation Page ........................................................................................... 18
Job Data UA Page .............................................................................................. 18
Job Labor Page .................................................................................................. 19
Job Data Titles UA Page ...................................................................................... 20
Salary Plan Page ............................................................................................... 20
LESSON 4: KNOW YOUR DATA .............................................................................. 21
CONVERSION INFORMATION ......................................................................................... 21
CURRENT DATA ........................................................................................................ 22
LESSON 5: EFFECTIVE DATING ............................................................................. 23
ACTION TYPES AND EFFECTIVE DATES ............................................................................. 23
LESSON 6: TAARS (TERM ACADEMIC ACTIVITY REPORTING) ............................... 25
LESSON 7: UA_EMPLOYEES RECORD .................................................................... 26
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LESSON 8: CREATE A NEW QUERY ........................................................................ 27
PART A: SELECT THE FIELDS ........................................................................................ 27
PART B: SELECT COLUMN ORDER AND DATA SORT .............................................................. 30
PART C: ADD CRITERIA .............................................................................................. 32
Use the Fields Page ............................................................................................ 32
Use the Criteria Page ......................................................................................... 36
PART D: SAVE THE QUERY AND SET THE DISTINCT PROPERTY ................................................. 43
PART E: VIEW, PRINT AND SAVE QUERY RESULTS ............................................................... 45
From the Run Page ............................................................................................ 45
From the Find an Existing Query Search Page ....................................................... 46
LESSON 9: USE QUERY RESULTS IN A MAIL MERGE .............................................. 48
DISCUSSION ........................................................................................................... 48
PREPARE THE QUERY RESULTS FOR A WORD MAIL MERGE ...................................................... 49
THE MAIL MERGE WIZARD........................................................................................... 50
APPENDIX A: UA_EMPLOYEES FIELD LIST ............................................................ 60
APPENDIX B: NAMING CONVENTIONS .................................................................. 76
APPENDIX C: COPY A QUERY TO ANOTHER USER ................................................. 77
APPENDIX D: CONFIGURE FOR EXCEL FILES ........................................................ 79
APPENDIX E: TEXT TO COLUMNS .......................................................................... 81
APPENDIX F: CONFIGURE POP-UP BLOCKER ........................................................ 84
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Course Objectives
Query Manager is accessed through the PeopleSoft SA/HR menu. The Query Manager
allows access to all the data stored in the PeopleSoft SA/HR database: historical,
current and future.
In this course, you review the UA Directory Information, Personal Data and Job Data
pages, which display the HR data that is most frequently used by departments at The
University of Akron. PeopleSoft’s Query Manager is used to create a report that utilizes
some of this data. The report data is downloaded to Excel for use in a Word mail merge.
You will:
Review the restrictions on the use of employee personal information
Review the UA Directory Information, Personal Data and Job Data pages
Discuss additional HR data that is available with the appropriate security access
Review Effective Dating
Create a query
Download the query data to an Excel worksheet
Use the mail merge wizard in Word to create labels with the data
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PeopleSoft Query Manager for HR Data - version 9
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Lesson 1: Human Resources Directory Information
Discussion
Individuals granted access to Human Resource information are required to maintain the
strictest confidentiality with regards to employee information. Information is to be used
for management decision making and personnel action processing only.
Like students, employees have rights to protect their personal information. Departments
cannot release any personal data about an employee other than home phone number
and address. Before releasing any information related to home address or phone
number, you must check the UA Directory Indicator.
Requests for individual employee information (other than home phone number and
address) from outside entities, such as employment verifications from a bank, are to be
directed to Human Resources Information Services at extension 7096. A breach of an
employee’s right to confidentiality may result in disciplinary action.
REMEMBER: Before releasing any information related to home address or phone
number, you must check the UA Directory Indicator.
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UA Directory Indicator
Path: UA Human Capital Management> Human Resource Support>
UA Directory Info
Steps
1. Enter the path as shown above. The Find an Existing Value page displays.
2. Enter the employee’s EmplID.
Enter the first name or partial
first name in the Name field
and the last name in the Last
-ORName field.
In class, enter your EmplID.
3. Click
.
4. Review the restrictions on the release of the employee’s directory information
(home phone number and home address).
Directory Indicator values:
No Home Address or
Phone
Home address or Phone
Phone
Address
NOTE: An individual can edit his/her UA Directory information, using eProfile,
which is available through Zipline then the Faculty/Staff page.
5. If more than one record is returned, select the appropriate record from the
Search Results at the bottom of the search page.
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Examples
Directory information is considered the employee’s home phone number and home
address. Here are some examples of when it is and is not okay to release directory
information about an employee:
Overall, a good rule is that the information you have access to
should be used ONLY to do your job. If in doubt, send the request to
Human Resources Information Services at extension 7096.
If a professor needs to contact another professor for University related business,
it is okay to provide this information regardless of directory authorization.
If another department needs data to prepare a PAF (Personnel Action Form) for
work the person is doing in their department, it is okay to provide this information
regardless of directory authorization.
If a bank, previous colleague, or debt collector is trying to track down an
employee and wants their directory information, the UA Directory Info page must
be reviewed. If there is a restriction, do not release information. If there is not a
restriction, release of phone number and address is permitted.
A department can create a home phone list for their department, but this would
be for departmental use ONLY. This type of list should not be created for or
distributed to anybody outside the department.
Any information regarding birthdays should not be released unless the list is
being used to project future staffing or for planning purposes.
Any requests for information, other than home phone and home address, should be
referred to Human Resources.
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Lesson 2: Viewing Personal Information
Personal data includes such information as: home address, phone, birth date and
highest degree earned. There are three pages in the group:
Biographical Details
Contact Information
Regional
Whenever possible, use the EmplID to locate an individual’s data. The EmplID is a
unique value of up to eleven digits that is assigned to every individual in PeopleSoft.
Name or Last Name also may be used to search for an employee. Using these criteria
will return a list of all employees matching the name information entered.
Path: Workforce Administration > Personal Information > Modify a Person
Locate a Record
Steps
1. Enter the path as shown above. The Find an Existing Value page displays.
2. Enter the employee’s EmplID.
This is the preferred method.
-OR-
Enter the first name or partial
first name in the Name field
and the last name in the Last
Name field.
In class, enter your EmplID.
3. Click
.
4. If more than one record is returned, select the appropriate record from the
Search Results at the bottom of the search page.
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Biographical Details Page
This page provides basic information about the employee.
3
1
2
Steps
1. Note the Effective Date of the row that is displayed.
By default, current and future rows are displayed. This is called
mode. The Update/Display button is grayed out when you are in that mode.
2. To see rows that are history, click on
.
The Include History button is grayed out when you are in that mode.
3. Use the View tools
rows of data.
to navigate to additional
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Contact Information Page
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Regional Page
Exercise
Search for and review the record for another person in your department.
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Lesson 3: Job Data
Originally, when the University converted job history from the legacy system into
PeopleSoft the old system did not utilize database technology. Therefore, multiple
employment records will appear anytime the effective dates in the old system
overlapped. In order to convert history, assumptions were made utilizing department
and account codes to organize and compress old system job information into the new
system. It is important to keep in mind that when Human Resources updates
PeopleSoft HRMS, the PeopleSoft concept of multiple or concurrent jobs will be used.
For example: A full-time professor who also teaches in the summer will have more than
one Empl Rcd#.
One Empl Rcd# for the full-time position
One Empl Rcd# for the summer position
The professor could have a third Empl Rcd# if the professor does summer
research where the effective dates of the research overlap the summer teaching
dates.
To determine which job record should be used pay attention to:
FT/PT Status
Termination date (if applicable)
Job Title
Department
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Path: Workforce Administration > Job Information > Job Data
Steps
1. Enter the path as shown above. The Find an Existing Value page displays.
2.
Enter the employee’s EmplID.
This is the preferred method.
-OR-
Enter the last name in the
Name field and use the
operator contains.
In class, enter your EmplID.
3. Click Search.
4. If more than one record is returned, select the appropriate record from the Search
Results at the bottom of the search page.
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Work Location Page
This page provides basic information on the employee’s status and department.
1
2
Steps
1. Review the data that displays on this page.
Keep in mind an employee may hold more than one position concurrently.
Use the View tools, if necessary, to advance through the records.
Your security also may restrict the rows of data you are able to view.
For example, there may be three rows of data (Empl Rcd# 0, 1, and 2), but your
security may restrict the view to Empl Rcd#2.
IMPORTANT: Security is based on the department in which you work. You may
not have security to see the row of data for a faculty member that teaches parttime for another department. If you need certain data that you cannot view, please
contact HR at extension 7096.
2. Note the links at the bottom of the page.
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Steps
3. Click on the Employment Data link. The Employment Information page displays.
4
3
5
4. Click on the Job Data link to return to the Job Data page.
5. Click on the Earnings Distribution link. The Job Earnings Distribution page
displays. View account information. This is used when the earnings are
distributed against more than one account.
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Steps
6. Click on the Benefits Program Participation link.
7
6
Information on this page indicates the employee’s eligibility for health benefits.
The employee’s salary as of September 1 determines such benefits as life
insurance amount and disability deductible. The Annual Benefits Base Rate field
is used when HR is notified of a retroactive pay increase for an employee that
would change the September 1 salary figure.
7. Click on the Job Data link to return to that group of pages.
The Work Location page displays.
8. Click on the
folder tab.
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Job Information Page
This page provides more specifics regarding the job position. Notice how the header
information (Effective Date, Job Indicator, Action, and Reason) carries over from the
previous page.
Standard Hours: 40 for full-time; vary for part-time
Supervisor ID: Should reflect the immediate supervisor. If this is incorrect, please do
not question the employee. Contact HR at extension 7096, so that the data can be
updated.
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Other Job Data Pages
The group of Job Data pages consists of eight pages:
Work Location
Job Information
Payroll
Compensation
Job Data Ua
Job Labor
Job Data Titles Ua
Salary Plan
Most of us only need and have security to view the first two pages, Work Location and
Job Information. Screenshots of the other six pages are shown on the following pages.
If you need the data on these pages to perform your job, discuss the required security
access with your supervisor.
Payroll Page
Note the Show following tabs tool
. In the above screenshot, this tool appears after
the
tab. When the tool is displayed, there are additional tabs that are
not seen on the screen. Click on
to display additional tabs.
The header information is repeated. The fields on this page are tied to the previous
page.
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Compensation Page
Job Data UA Page
Use this page to view specifics for the job.
BOT Date: Date the job went to the Board
Mail Opt:
Indicator for Deans/Department heads
Term Rate: Load * Rate = UA general contract rate
(This is used for part-time faculty only.)
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Job Labor Page
This page is used if an employee is a member of a union: American Association of
University Professors or Communication Workers of America.
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Job Data Titles UA Page
Use this page to view data regarding additional job titles.
Salary Plan Page
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Lesson 4: Know Your Data
Conversion Information
At the time of the initial implementation of PeopleSoft HR on 11-19-97, HR data was
converted from the mainframe system into PeopleSoft. It is important to understand
how the data was converted at that time, keeping in mind the following points:
Full-time history for all faculty and staff beginning with 1974 was converted. Any
rows of HR data in PeopleSoft that have an effective date prior to 01-01-1974
may not be accurate. Why? In the systems that were used prior to PeopleSoft, a
particular record for a person was edited (overwritten) again and again, so that
the data was current. However, it was not possible to retain historical or future
rows of data.
Contact HR for data dated prior to 1974.
Part-time summer session and graduate assistant assignments after 1990 were
converted to PeopleSoft. History prior to 1990 is maintained in hard copy in the
employee’s file or archives.
No assignments less than one week were converted to PeopleSoft.
Compensation frequency (used for Payroll), for part-time assignments and
graduate assistant assignments, was converted as 0 in a historical pay group
(HST). The actual rate from the old system is noted in “contract rate” on the
UA Job Data panel.
Administrative stipends, previously included in the full-time faculty contract, have
been split out for the fiscal years beginning 1996-1997. Faculty, who have a
stipend, will have a full-time job record and a part-time stipend record. The
reason “ADM” on Job Data 1 identifies the stipend record.
The old system did not maintain a history of job titles prior to 1989. Therefore,
the title effective in 1989 was converted as the job code for all effective dated
rows of information between the hire date and 1989.
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Current Data
Information processed on Personnel Action Forms (PAFs) is entered into PeopleSoft by
Human Resources on a daily basis. However, during peak times, such as the beginning
of each semester, PAFs are prioritized based on when the employees will be paid and
entered into the system based upon this priority.
Example: A college may process part-time faculty PAFs in late August. The priority at
this time would be for HR to input the key Graduate Assistant forms, since they receive
a pay before the part-time faculty members.
As a general rule, units should consider the payroll
schedule when extracting information from PeopleSoft.
Keep in mind that by the first faculty pay of the fall semester, ALL PAFs for full-time and
part-time faculty, received in Human Resources by the deadline, are in the system and
available for viewing. The database will be more up-to-date with fall part-time
faculty at the end of September than at the beginning of the month.
The data available in PeopleSoft is real-time, meaning that it is available as soon as it is
entered into the system, and updates are immediately reflected in PeopleSoft.
However, data from the UA_Employees record, which is used for HR queries, is NOT
real-time data. See Lesson 7 for more information about this record.
For payroll schedules and forms, go to the controller’s web page at
http://www.uakron.edu/busfin/controller/payroll.php .
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Lesson 5: Effective Dating
Effective dates are an important concept in PeopleSoft. Effective dating allows you to
store historical data, see changes in your data over time, and enter future data.
Effective dating enables The University to maintain a complete chronological history of
the data and tables, regardless of whether the data changed two years ago or will go
into effect in two months. For example, you may inquire on a person’s address and
need to be certain that you are viewing the current address and not a historic or future
address.
PeopleSoft uses three different categories to classify effective dates:
Current: The data row with the effective date closest to today’s (the system) date,
but not a future date. Only one row is the current row.
History: Data rows that have effective dates earlier than the current data row.
Future: Data rows that have effective dates later than today’s (the system) date.
Action Types and Effective Dates
When action types are combined with effective dates, you need to remember the
following guideline:
The types of actions you can perform on rows of data depend on the data row type.
The table below summarizes the capabilities of each of the action types in relation to
effective dated rows.
Action Type
Update/Display
View
Current, Future
Modify
Future Only
Insert New Rows
Effective Date>
Current Row
Include History
History, Current, Future
Future Only
Effective Date>
Current Row
History, Current, Future
All Existing Rows
No Effective Date
Restrictions
OR
On a Search Page:
Correction
OR
On a Search Page:
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If you wish to modify the data in an effective dated row, the proper procedure is to insert
a new row and enter the appropriate effective date and enter the new information. By
following this procedure, you will have a history of the data changes.
When you add an effective dated row the system automatically inserts today’s date as
the effective date. In some instances, the system will copy the data in the current row to
the new row. You can change the date of copied data in the newly inserted row (prior to
saving the data) as necessary.
Note: Update/Display is the default mode in PeopleSoft.
Not all rows of data in the PeopleSoft records are
effective-dated.
Here is an example of an employee with four possible events, listed by effective dates.
Assume today’s date is 10/01/2008.
Action
Effective Date
History
Hired
08/27/2006
X
Transferred
01/12/2007
X
Promoted
09/01/2007
Expected Termination
01/12/2009
Current
Future
X
X
With the retention of the job history, The University can track the employee’s career.
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Lesson 6: TAARs (Term Academic Activity Reporting)
TAARs is the acronym used for Term Academic Activity Reporting. The purpose of this
reporting is to:
Assure all courses, research, administrative and other activity are assigned to the
appropriate employee
Assure load limits are within University guidelines
Provide a data resource for OBR/HEI reporting
TAARs reports are printed for all full-time faculty and graduate assistants. Part-time
faculty will not have TAARs printed since their information is captured on the Personnel
Action Form (PAF).
Documentation is available at http://www.uakron.edu/its/learning/training/TAARs.php .
Name
Last Revised
Description
PDF: TAARs Checklist
9/8/2008
3-page quick guide.
Tutorial: TAARs Overview
9/5/2008
This 5-minute presentation provides an overview of
the TAARs process.
Tutorial: Print TAARs Report
9/8/2008
This 5-minute presentation demonstrates the
process to run the TAARs report.
Tutorial: Update Teaching
Activity
9/8/2008
This 5-minute tutorial demonstrates the procedure
to add/modify teaching activity.
Tutorial: Update Other
Activity
9/8/2008
This 5-minute tutorial demonstrates the procedure
to add/modify other activity.
Tutorial: Print the UA Acad
Activity by Location Report
9/8/2008
This 5-minute tutorial demonstrates the procedure
to print the Academic Activity by Location Reports.
PDF: TAARs Manual
9/8/2008
55 pages. This manual provides complete
instructions on the Term Academic Activity Process.
Included is an overview of the process, instructions
on Printing the TAARs Report, codes used for
updating TAARs, instructions on updating teaching
and other activity, and printing the UA Academic
Activity by Location report.
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Lesson 7: UA_Employees Record
The UA_Employees record is created each night, using data stored in the PeopleSoft
SA/HR database records. For active employees, all of their rows of data will be copied
from PeopleSoft to the UA_Employees record. An employee is considered active if
his/her status is Active, Leave of Absence, Paid Leave or Suspended.
An employee will not be in the UA_Employees record if:
The person’s status is not Active, Leave of Absence, Paid Leave or Suspended
and
His/her Last Effective Dated row is dated for more than seven (7) years ago.
EXAMPLE: A person who retired or was separated from The University of Akron more
than seven (7) years ago would not be in the record. Retirees or people who left The
University within the last seven (7) years will be in the record.
This record contains the most frequently requested HR data, as copied from many
PeopleSoft records. Using the UA_Employees record makes it easier for departments to
obtain the data that they need.
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Lesson 8: Create a New Query
When creating a query, first organize it on paper.
List of fields needed
Column order and sort order
Criteria
In class, you design a query that lists the names, birthdays and uanetID’s of the people
that currently work in your department.
Part A: Select the Fields
Path: Reporting Tools > Query > Query Manager
Steps
1. Enter the path as shown above. The Find an Existing Query page displays.
2. Click on one of the Create New Query links.
The Find an Existing Record page displays.
3. Search by
The UA_Employees record is listed in the Search Results.
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Steps
4. Click on the Add Record link to select the record.
The UA_Employees record is added to the Query.
The Query page displays with an Effective Date message.
5. Click on OK.
6. The list of the 205 fields in the UA_Employees table is available.
The list is in the order of the columns (fields) in the table.
This order is helpful, because many of the commonly-used fields are at the
beginning of the list.
7. Note the Sort Fields tool
.
Click on the tool to display the fields in alphabetical order, A through Z.
This order is helpful, when the names of the needed fields are known to you.
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Steps
8. Place a checkmark in these fields:
Birthdate
DeptID
DeptName
EFFDT
EmplID
Empl_Status
Name
UANET_ID
Use the View tools
field list.
to scroll through the
These fields are added to the query design.
9. Click on the
folder tab to see the list of added fields.
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Part B: Select Column Order and Data Sort
Steps
1. On the Fields page, click on
The Edit Field Ordering page displays.
.
2. To change the order in which the fields appear in the query results, enter a new
column number in the New Column edit box.
In class, enter a 1 (one) in the Name field.
The employees’ names will be in the first column of the query results.
3. To select a sort order for the rows of data, enter a number in the Sort Order edit
box. You can sort by more than one field.
In class, enter a 1 (one) in the Name field.
The employees’ names will be sorted in A-Z order in the query results.
4. Click on OK.
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Steps
5. Review the Name field.
The Name field is the first field in the list.
The number one appears in the Ord (Order) column to indicate how the rows of
data will be sorted.
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Part C: Add Criteria
To restrict the rows of data that are returned, create criteria.
In class, you first restrict the results by EmplID. Then, that criterion is removed and you
restrict the results to your department and Active employees.
Criteria can be set in two methods:
Set the criterion on a field that displays in the query results.
Use the Add Criteria tool
on the Fields page.
Set the criterion on any field that is in the record(s) selected to use in the query.
The field does not need to be included in the query results.
Use the Criteria page.
Thoughtful selection of the fields that appear in the query results and setting of the
criteria will get you the data that is needed.
Use the Fields Page
Steps
1. On the Fields folder tab, click on the Add Criteria tool
the criterion.
for the field to use for
In class, use the EmplID field.
The Edit Criteria Properties page displays.
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Steps
2. Read the page.
Currently, it reads Field A.EmplID equal to Constant _______.
No value is selected for the EmplID to be equal to.
3. Enter your EmplID in the Constant edit box.
4. Click on OK.
The Fields page displays.
5. Test the query.
Click on the
folder tab.
The query results display.
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6. Review the results.
Make a written note of your DeptID.
The leading zeroes are required.
7. Return to the Fields page by clicking on the
8. To edit criteria, click on the
The Criteria page displays.
folder tab.
folder tab.
9. Delete the EmplID criterion by clicking on its Delete button
.
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Steps
10. Return to the Fields page.
11. Click on the Add Criteria tool
for the DeptID field.
The Edit Criteria Properties page displays.
12. Read the page.
Currently, it reads Field A.DeptID equal to Constant _______.
No value is selected for the DeptID to be equal to.
13. Enter your DeptID in the Constant edit box.
14. Click on OK.
The Fields page displays.
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Steps
15. Test the query.
Click on the
folder tab.
The query results display.
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Use the Criteria Page
Review the results in the screenshot shown. Sarah S Staff has two rows in the results.
1. If both of the rows of data are needed in the answer, the query is completed.
2. If only the rows for Active employees should appear in the query results, a
criterion for the Pay Status (Empl_Status) field is needed.
3. If all the employees with effective dated rows in the last seven years should
appear once, regardless of pay status, the Pay Status (Empl_Status) field can be
deleted from the query results (but remain as a criterion) and the Query property
of Distinct can be set. When the Distinct property is selected, duplicate rows do
not appear in the query. A duplicate row is a row where every field and
corresponding field value exactly match another row.
These are duplicate rows:
These are not duplicate rows:
In class, we will set a criterion on the Pay Status field, using the criteria page.
Then, we will review the setting of the Distinct property and save the query.
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Steps
1. Click on the
folder tab.
The Criteria page displays.
2. Click on
.
The Edit Criteria Properties page displays.
3. Click on the Lookup tool
in the Choose Record and Field edit box.
The Select a Field page displays.
4. Use the View tools to scroll to
The Edit Criteria Properties page displays.
and to select it.
5. Click on the down arrow for Condition Type to select In list.
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Steps
6. Click on the Lookup tool
in the Edit List box.
The Edit List page displays.
7. Click on the
Active
Leave of Absence
Leave with Pay
Suspended
button in each of these four (4) rows:
The University considers an employee as active, if he/she has one of these
statuses.
On campus, the
acronym ALPS is
used when referring
to HR data. ALPS
indicates Active
employees.
.
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Steps
8. Click on OK.
The Edit Criteria Properties page displays.
9. Read the criterion.
Field A.Empl_Status in list ‘A’,’L’,’P’,’S’
10. Click on OK.
The Criteria page displays.
11. Click on
.
12. Click on the Lookup tool
in the Choose Record and Field edit box.
The Select a Field page displays.
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Steps
13. Select
.
The Edit Criteria Properties page displays.
14. Click on the down arrow for Condition Type to select Not in list.
15. Click on the Lookup tool
in the Edit List box.
The Edit List page displays.
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Steps
16. Follow these instructions to add the values AAF, DEE, T42, W2 AND 1XP.
Use all caps.
a. Type AAF in the Value box.
b. Click on the
button.
c. Type DEE and click
..
d. Type T42 and click
.
e. Type W2 and click
.
f. Type 1XP and click
.
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Steps
17. The list of values is completed. Click on OK.
The Edit Criteria Properties page displays.
18. Read the criterion.
A.ACTION_REASON not in list ‘AAF’,’DEE’,’T42’,’W2’,’1XP’
19. Click on OK.
The Criteria page displays.
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Part D: Save the Query and Set the Distinct Property
Steps
1. Click on
.
The Query Properties page displays.
2. In the Query box, enter a name for the query. The Query Name is uppercase and
can be a maximum of 30 characters. Spaces are not permitted. An underscore can
be used to separate words or abbreviations with the name.
In class, follow the naming conventions used at The University. Name the query
uxxx_hrquery_class, where xxx are your initials.
3. In the Description box, a brief explanation of the query’s purpose can be entered.
Since this text is searchable when someone is trying to locate a query, use key
words.
4. Leave the Query Type at its default of User.
5. Select either Private or Public from the down arrow at Owner.
In class, select Private.
6. In the Query Definition box, enter a more detailed description of the query, if you
like. This text only can be read when on this page. It is not searchable. If is helpful
to the person who wrote the query to leave himself/herself some notes.
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Steps
7. Click on OK.
The query is saved.
The query name appears on the page.
8. Click on the Properties link.
The Query Properties page displays.
9. Click on the box for Distinct.
10. Click on OK.
11. Click on
to save the change.
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Part E: View, Print and Save Query Results
A Query may be run from:
The Run page, when editing a query, or
The Find an Existing Value page, when searching for a query.
From the Run Page
The Run page displays the query results. This page is meant as a preview page. To
print, save or manipulate the data, select the
link to open Excel and
work with the data.
Steps
1. Click on the
folder tab.
The query results display.
2. Click on the
link.
Excel opens and the query results display in an Excel worksheet.
If this message displays, click on Yes.
NOTE: In order for Excel to open properly, your computer must be setup
to allow pop-ups from PeopleSoft and to open the file in Excel. See the
appendices of this manual for instructions.
3. Save the file in Excel, if desired.
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From the Find an Existing Query Search Page
Search for the query.
From the Search Results, select the link to run the query to HTML or to Excel.
Steps
1. Click on the Home link in the Navigation header.
2. Enter the path for the Query Manager.
Reporting Tools > Query > Query Manager
The Query Manager – Find an Existing Query page displays.
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Steps
3. Enter the criterion for the search.
In class, search by Query Name begins with UXXX, where XXX are your initials.
The Search Results display at the bottom of the page
4. To run the Query and see the results, select either HTML or Excel.
To use the results, such as in a Word mail merge, it is recommended that Excel
is selected.
The query runs and the results display.
If a message displays, click on Yes.
NOTE: In order for Excel to open properly, your computer must be setup to allow popups from PeopleSoft and to open the file in Excel. See the appendices
of this manual for instructions.
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Lesson 9: Use Query Results in a Mail Merge
Discussion
Mail merge is the process of creating custom mailings. In this lesson, you create labels,
using the data in the query results.
When using the mail merge feature, there is:
A main document, and
A data source.
The main document contains the text that will remain constant. This is the document
that you create and tell Word how to format. The main document is somewhat of a
template in that it does not show the result; it just shows the instructions as to what the
final product will look like once the information from the data source is identified. In
class, this will be a label form with the field names inserted.
The data source contains the information that you want to change from label to
another. In this lesson, the data source is an Excel spreadsheet, which contains the
query results.
In order for the query results to work properly with a Word mail merge,
the first row of the worksheet must be deleted, the field names must be
in row 1, and the formatting must be removed from the row of field
names.
The steps to complete a mail merge for labels are as follows:
1. Select document type: Select labels.
2. Select starting document: Determine if you want to use the current document
(displayed in Word), open an existing document, or create a new document.
3. Change document layout: Select the appropriate label size.
4. Select recipients: Select the query results file as the data source to use.
5. Arrange the labels: Layout the merge fields on the label.
6. Preview: Preview the labels.
7. Complete the merge: Edit and print the merged document. Optionally, save the
documents.
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Prepare the Query Results for a Word Mail Merge
Steps
1. Delete the first row, which contains the query name.
Right-click on the row 1 header.
A shortcut menu displays.
Select Delete.
Row 1 is deleted. The field names now are in row 1.
2. Clear the formatting from row 1, which contains the field names.
Click on the row 1 header.
Row 1 is highlighted (selected).
In Excel 2007, click on the down arrow of the Clear tool
and select Clear formats.
In Excel 2003, select Edit > Clear > Formats from the menu.
The formatting is removed from row 1.
3. Save the changes.
The Excel worksheet is ready to use as a data source file in a Word mail merge.
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The Mail Merge Wizard
The Mail Merge Wizard is used in this lesson, because it is a similar process in
Word 2003 and Word 2007.
Steps
1. Open Word.
2. Click on the Mailings tab of the Ribbon.
3. Click on the Start Mail Merge tool.
From the menu in Word 2003,
select:
Tools >
Letters and Mailings >
Mail Merge
4. Select the option for Step by Step Mail Merge Wizard.
The Mail Merge task pane displays on the right side of the window.
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Steps
5. Follow the task pane from top to bottom.
For Step 1, at Select document type, choose Labels.
The bottom of the task pane adjusts, based on your selection.
6. At the bottom of the task pane, click on the link Next: Starting document.
Step 2 of the Mail Merge Wizard displays.
7. Under Select starting document, select Change document layout.
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Steps
8. Under Change document layout, click on the link for Label options.
The Label options dialog box displays.
9. Select Page printers and the Tray that will hold the labels.
10. Select the Label vendor (usually Avery).
11. Select the label size from Product number.
12. Click OK.
The labels display in the document.
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Steps
13. Click on the link Next: Select Recipients.
Step 3 of the Mail Merge Wizard displays.
14. Under Select recipients, select Use an existing list.
15. Under Use an existing list, select
.
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Steps
16. Navigate to the file that you saved with the query results.
Click on Open.
The Select Table dialog box displays.
17. Place a checkmark in the box for First row of data contains column headers.
18. Select a sheet from the list.
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Steps
19. Click OK.
The Mail Merge Recipients dialog box displays.
The Mail Merge Recipients box shows all records that are listed in the data
source. This box allows you to remove individual people by clearing the
check box to the left of their name. You can sort by any column by using the
header and the down arrow associated with each column.
If you need to Sort or Filter the merge, use the Sort and Filter links at the
bottom of the box.
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Steps
20. Click OK.
Word displays the changes.
The name of the data source file is listed in the task pane
under Use an existing list.
21. At the bottom of the task pane, click on the Next: Arrange your labels link.
Step 4 of the Mail Merge Wizard displays.
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Steps
22. There are two steps to perform:
A. Place the field names on the first label.
Click to place the cursor in the first label.
Select
. (in Word 2003, select
A list of fields displays.
.)
Select the field to place at the cursor’s location.
In class, select Name.
Add any punctuation, space, or press the ENTER key, as needed, to place
the cursor in the location for the next field.
Repeat these steps until the first label is completed.
In class, the label looks like this:
B. Ask Word to copy the layout to the other labels.
Click once on
.
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Steps
23. At the bottom of the task pane, click on the link Next: Preview your labels.
Step 5 of the Mail Merge Wizard displays.
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Steps
24. Click on the link for Next: Complete the merge.
Step 6 of the Mail Merge Wizard displays.
25. Under Merge, click on Edit individual labels.
A dialog box displays.
26. Be sure that All is selected.
Click on OK.
This opens a new document with the merged labels.
Save this document to keep these labels, if you wish.
27. Close and/or save the documents.
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Appendix A: UA_Employees Field List
The UA_Employees record has 205 fields. The list of these fields is shown twice in this
appendix. First, the list is in the order in which the fields are in the PeopleSoft record.
Second, beginning on page 68, the list of fields is given in alphabetical order.
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UA_Employees record with fields sorted in alphabetical order
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Appendix B: Naming Conventions
When saving a query, if public is NOT selected, you will be the only person who can
open or run this query.
If public is selected, any user who has security access to the Query tool can open,
modify, delete and run the query.
General guidelines to be used:
1.
Save as public only those queries you anticipate sharing with others. Use Save
As to make a private copy of the query for you. This private copy will ensure that
you can replace the public copy if someone damages it.
2.
All public queries should be saved using the following format:
All public queries must begin with a “U” this denotes a University of Akron
query as opposed to a NEOUCOM or system-delivered report.
The second, third and fourth characters must be your initials.
The last characters are the user’s choice.
Each user is responsible for maintaining an individual log of queries.
EXAMPLE: John J. Doe’s public query could be “UJJD_ENR_STDNT".
3.
Be respectful of others. Do not copy (save as), modify or run a query that does
not belong to you without the permission of the author.
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Appendix C: Copy a Query to Another User
In order to copy a query to another user, that user’s PeopleSoft ID must be known.
Steps
1. Enter the path to the Query Manager:
Reporting Tools > Query > Query Manager
The Query Manager search page is displayed.
2. Select the criteria to locate the query you need.
3. Click
.
The queries that match your criteria are displayed in the Search Results at the
bottom of the page.
4. In the Search Results, click to mark the query to copy to another user.
5. Click on the down arrow at Actions.
A list of options is displayed.
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Steps
6. Select Copy to User.
The list is collapsed and the selected Action is displayed.
7. Click
.
A prompt is displayed.
8. Enter the PeopleSoft ID of the person to receive the copy of the query.
9. Click
A message is displayed.
The person to whom you copied the query will see the query as a private query
listing.
10. Click
.
The Search Results page is displayed.
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Appendix D: Configure for Excel Files
Note: This procedure may need to be redone after certain Windows
Updates. Also, this procedure can be used regardless of what version of Office you are
running, Office 2003 or Office 2007. See the note for 2007.
Steps
1. Double click on the My Computer icon on the desktop.
2. From the menu, select Tools, Folder Options.
3. Click on the File Types tab.
4. In the Registered file types list, scroll to locate and select XLS- Microsoft Office
Excel 97-2003 Worksheet. It will be near the bottom of the list.
5. Click on the Advanced button.
Clear the checkboxes for Browse in same window (or Open Web documents in
place) and Confirm open after download.
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Steps
6. Click on the OK button.
7. Complete Steps 4-6 for the following file types:
XLA
XLB
CSV
Note: If you are using Office 2007, you need to follow the Step 4-6
for the following file types as well: XLSX and XLAM.
8. In the My Computer Window, click on the Close
button.
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Appendix E: Text to Columns
Splitting Text from One Cell to Two or More Cells
A worksheet may have text values in a single cell that you want to split into two or more
cells. Let us use the above example and split the FullName into LastName and
FirstName.
1. Insert the number of blank columns needed. In this example, two blank columns
are needed at column B and column C to hold the FirstName and the MiddleInitial.
2. Select the cells that contain the text to be split.
In this example, that would be A3:A5.
3. Click on the Data tab of the Ribbon. (In Excel 2003, click on Data in the menu.)
4. Select the Convert Text to Columns tool. (In Excel 2003, select Text to Columns.)
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5. The Convert Text to Columns Wizard is displayed.
6. Select the Delimited option button.
7. Click on Next. Step 2 of the Wizard is displayed.
8. Select the delimiter (character) that separates the sections of the text. The
delimiter is the character where you want to split the text.
In this example, it is the comma (separating the last name from the first name) and
the space (separating the first name from the middle initial). The preview area
indicates how the text will be separated.
In PeopleSoft data,
you probably will
need to unmark this
box.
Preview area
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9. Click on Next. Step 3 of the Wizard is displayed.
10. Make any changes you want in Step 3.
11. Click on Finish.
In this example, the worksheet would look like this.
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Appendix F: Configure Pop-up Blocker
Most computers on campus are set up to block pop-up windows from appearing. This
can interfere with the ability to work with many PeopleSoft pages and reports, because
PeopleSoft uses pop-ups to present information. Therefore, you will need to adjust the
setting for the Pop-up Blocker in Internet Explorer so that you can use PeopleSoft
without having pages blocked.
Steps
1. From within Internet Explorer select Tools, Internet Options.
Note: If you are using Internet Explorer 7, you can click on the Tools
icon and then select Internet Options. To identify what version
of Internet Explorer you are running, go to Internet Explorer
and click on the Help menu and then About Internet
Explorer. A box will display and will notify you as to the current
version of Internet Explorer.
2. Click on the Privacy tab.
The Block pop-ups option should be selected.
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Steps
3. Click on the Settings button.
4. In the Address of Web site to allow field, enter:
uakron.edu
5. Click on the Add button.
6. Enter uanet.edu in the Address of Web site to allow field and click on the Add
button.
7. Under Allowed Sites, you should see *.uakron.edu and *uanet.edu.
8. Verify that the checkbox for Show Information Bar when a pop-up is blocked is
selected.
9. Click on the Close button. Click on the OK button.
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