PeopleSoft

Query Basics
Course Workbook

***January 2002
LSUHSC- Shreveport
Human Resource Management
Table of Contents
BASIC PEOPLESOFT QUERY ................................................................... 3
Overview ..................................................................................................................... 3
CHAPTER 1 .............................................................................................................. 4
OBJECTIVES .................................................................................................................... 4
LOGGING INTO THE REPORTS DATABASE ..................................................................... 5
ACCESSING QUERY......................................................................................................... 6
OPENING AN EXISTING QUERY ...................................................................................... 8
RUNNING A QUERY ......................................................................................................... 9
CREATING A NEW QUERY ............................................................................................ 11
Record Selection ....................................................................................................... 11
Field Selection ............................................................................................................ 1
Formatting Your Fields ......................................................................................... 13
1. Modifying Your Column Order ................................................................... 13
2. Modifying Your Heading (or Column) Titles.............................................. 15
3. Modifying Translate Values in Your Queries ............................................. 15
4. Changing Your Output (or Sorting) Order.............................................. 17
SAVING YOUR QUERY .................................................................................................. 19
ACTIVITY NO. 1 GENERATE A QUERY...................................................................... 20
ACTIVITY NO. 2 ............................................................................................................ 21
CHAPTER KEY POINTS ................................................................................................. 22
CHAPTER 2 ............................................................................................................ 23
OBJECTIVES .................................................................................................................. 23
CRITERIA TAB .............................................................................................................. 24
The Expression 1 Column ......................................................................................... 24
The Operator Column ............................................................................................... 25
The Expression 2 Column ......................................................................................... 27
In List ........................................................................................................................ 28
Between ..................................................................................................................... 30
Like............................................................................................................................ 31
The Logical (And/Or) Column .................................................................................. 32
Run-Time Prompts .................................................................................................... 33
QUERIES WITH MULTIPLE TABLES.............................................................................. 35
EFFECTIVE DATE .......................................................................................................... 39
DISTINCT....................................................................................................................... 40
CHAPTER KEY POINTS ................................................................................................. 41
APPENDIX ............................................................................................................... 42
USING THE APPLICATION DESIGNER ........................................................................... 42
COMMONLY USED RECORDS AND FIELDS ................................................................... 49
FIELD RECORD DEFINITION ......................................................................................... 52

2
BASIC PEOPLESOFT QUERY

Overview

Enables users to create queries which can be viewed in a grid control,

Excel, and Crystal Reports.
Basic PeopleSoft Query teaches:
o Basic functions of Query and how to create a simple query,
selecting specific records, and specific fields.
o How to modify column headings
o How to sort output
o How to retrieve short or long description for translate values
instead of code
o How to retrieve information based on parameters such as equal to,
greater than, in list, between, and like.
o Basics of runtime prompts
o How to specify criteria for effective-dated tables

3
CHAPTER 1

Objectives

Run predefined queries

Create simple queries

Select fields from a specific record

Learn some basic concepts and features

Learn how to create a query from one table

Modify view preferences

Manipulate data in query

Learn options for displaying values in the Translate Table fields

4
Logging into the Reports Database
________________________________________________________________________

Navigation - Select The Start Button, Programs, PeopleSoft 7.x, PS Higher Ed 7.6,
Higher Ed Report

5
 Accessing Query
________________________________________________________________________

Navigation - Select Go, PeopleTools, Query

Opening a query allows you to view a query, modify a query, or run an existing query.
You can also create a new query.

Your panel should look like the one below.

Designer
View
Component
View

6
The Query Panel consists of the Component View (left side) and the Designer View
(right side).

Component View The Component View has two tabs at the bottom. Database and
Query.

Database tab Is a listing of all the records (i.e., tables).

These records contain fields, which are used
to create a query.

Query tab Contains all of the components used in a

query, including record components, field
components, expressions, and prompts.

Designer View The Designer View is where you can select and view the fields,
criteria, and other details related to the query. There are four tabs
across the top of the Designer View: Fields, Criteria, SQL, and
Results. Each tab has a specific purpose in the creation of a query

7
Opening an Existing Query
________________________________________________________________________

Navigation - Select File, Open or Select the Open Button

Type LSU_ in the field name

Click the down Arrow

Highlight LSU_APPOINTMENTS

From here you can view, modify, and run the query.

Note: Public queries are available to all end-users. Any Public queries that are
modified should be saved as Private queries. You can then run or modify the
Private query without affecting a predefined query.

Query Record

Query Field

8
Running a Query
____________________________________________________________________

There are two ways to run a query. The method you choose depends upon whether you
wish to manipulate the results in Excel or just view the results you get from the query.

If you are only interested in the results of the query and will not need to manipulate the
data, you must:

Select File, Run

Or click the Run Query Icon

Grid
Control

The Results tab is activated and Query displays the number of Rows Fetched.

You can do the following in the Grid Control:

Resize columns using click and drag.
Sort by clicking once on the column heading.
Print by single clicking on the Print Results Button on your query
tool bar.

9
If you wish to manipulate the query results, follow the instructions below.

Select File, Run

Or Click the Run to Excel Button

The Excel program is activated and Excel displays the results of the query.

You now have the ability to use all of the various tools available to you in Excel. When
saving an excel spreadsheet created in Citrix, remember to save the document to your C:\
drive.

10
Creating a New Query

Select File, New

Or Click the New Query

Record Selection

The first step in creating a query is selecting a record. The record you select establishes
the primary focus of your query. To create a query of general information about
employees, select the Employees record.

Double-click the Employees Record

You will be returned to the Database tab in the Component View. The Dictionary Tree
contains all the records to which your operator ID has access. This is where you select the
record you want to use for your query.

Tip: If you click on the plus sign,

you will see all the Fields contained
in the Record.

NOTE: The EMPLOYEES table is batch data. The data is one day old and is
refreshed nightly. All other tables are Real Time.

11
 Field Selection Tip: Single click on the Sort
Field Components Button
We have already selected our Record, so now its to sort the Field names in
time to select our Fields for our query. alphabetical order.

To select our first field, simply Double-click EMPID

The Field has now been

added to your query.

Next, we need to select the remaining Fields we want to display in our query. Use your
scroll bar to find the remaining fields.

Double-click NAME Tip: To delete a field

Double-click JOBTITLE from your query, simply
Double-click DEPTNAME double click on the
Double-click FULL_PART_TIME column (Col) number.

12
To Run your query select one of the following three options:
Select File, Run
Or Click the Run Query Icon
Or Click the Run to Excel Button

Formatting Your Fields

Now is the time to format your fields so that the query results will be displayed in the
right order and with the correct heading names. The following are the four ways in
which we can modify Fields.

1. Modifying Your Column Order

There are two ways to modify column order. The first is changing the column number
and the other is the drag and drop method.

At this time, our query columns will be displayed in the following order:

Lets change the column order to:

To change your column order, double-click on the Field name.

Double-click on DeptName

13
The following panel will be displayed:
This panel currently shows that our DeptName
Field will be displayed as the fourth column in
our query results. We want to change the
column number so that DeptName is now
displayed as the first column.

Type over the 4 with a 1 and single click the

OK Button.

DeptName Field will

now be displayed as
the first column of
information in our
query results.

You will need to perform the previous steps in order to change the rest of the columns to
reflect the correct order. The following display represents the order of your Field names
after you modify their order.

Another method is the drag and drop method. Highlight the field you want to move and
hold down the left mouse button. Drag the pointer to the position you want the field to
be. Your pointer will have a small hashed box attached to it. If it doesnt it means you
cant place the field in that position. Release your mouse button.

Drag and drop Name so that it is displayed as one in the list.

14
 2. Modifying Your Heading (or Column) Titles

To modify a heading title, double-click on the Heading Title Field.

Double-click ID

The following panel will be displayed.

Currently, the Short name for the Heading Text is
being displayed. If you single click on the RFT
Long Button, the Heading Text changes to
EMPLID. In this example, lets change the
Heading Text to Employee ID. In order to make
this change, we must:

Highlight ID and type over it with the new

title of Employee ID. Click the OK Button.

The Heading will now be displayed as Employee ID instead of ID in our query results.

Note: Instead of typing in a new Heading name, you may want to change the Heading
by clicking on the RFT Long in the Field Properties box.

3. Modifying Translate Values in Your Queries

Translate Values enable you to modify the value that is displayed in your query results.
The table that you are querying may include Fields that use a Translate Table. If so, it
means that the Field itself contains a short code of some kind, for which the Translate
Table provides a set of corresponding values. For example, if the Record includes an
EMPL_STATUS Field, the Field has one of the values A, R, or T. The Translate Table
translates these codes into Active for the letter A, Retired for the letter R,
Terminated for the letter T.

15
If a Field has values on the Translate Table, a letter appears in the Xlt column for the
Field. By default, the letter N (for None) is displayed. This means that Query will not be
replacing the codes with the corresponding translate values.

To use the Translate Table values for a Field, double-click on the Xlt letter. The Field
Properties dialog box is displayed.

Double-click on the Xlt letter in the Full/Part row.

Specify which Translate Value you want to display in the query results None, Short, or
Long.

Select the Long translate value and Click

the OK Button

16
The results of our query show Full-Time or Part-Time instead of F or P

4. Changing Your Output (or Sorting) Order

At this time, we do not have a sorting order for our query results. We know this because
there are no numbers displayed in the Ord (Order) Column. As a result, our query results
will not be sorted in any order.

Double-click in the Ord Column for Name

Results: This will place a 1 in the Ord column for the Name Field. The query results will
now be sorted by Name in ascending order.

Tip: If you then want to sort the query by

department, you would double click in the Ord
column for the Department Field and a 2 would
be displayed.

17
To change the sort order to descending order we must:

Right mouse click

on the Name Field
name

The following panel will be displayed:

Select Order By

Single click on the Descending Box and

click the OK Button.

We have now modified our Fields to reflect the column order, column heading titles, and
output (or sorting) order we want displayed in our query results.

To run your query select one of the following:

Select File, Run
Or click the Run Query Icon

18
Saving Your Query
______________________________________________________________________

Once you have generated a query, you may want to save it so you can execute it again at
a later time without having to recreate it.

Select File,Save Tip: Always begin your

Or click the Save icon query name with
LSU_.
The following panel is displayed.:

The Owner should be Private

Type the Query Name beginning with LSU_

Type in a description that has meaning to

you.

Owner PRIVATE Only the operator ID that created the query,

open, run, modify, or delete the query.

PUBLIC Any user with access to the records involved

can run the query. You cannot save changes
to Public Queries. To save changes, you
must save the query as a private query.

Query Name Query names are upper case and can be up to 30 characters. You
cannot have spaces or any special characters (other than
underscore). The Query Name should begin with LSU_.

Description You can add a description for your query that can be up to 30
characters, mixed case, with special characters.

19
Activity No. 1 Generate a Query
________________________________________________________________________

You have been asked to generate a query. You will need to access information from the
EMPLOYMENT record. Other requirements are:

Display the fields: EmplID, Hire_Dt, ZZ_Anniversary_Dt, and

ZZ_Next_Merit_Elig
Order the output by Hire_Dt in descending order.
The column headings should be: Employee ID, Hire Date, Anniversary Date, and
Next Eligible Merit Date
If you were to save this query, it should begin with LSU_

Results:

20
Activity No. 2
_______________________________________________________________________

You are asked to provide a list of positions with department, job code, job title, full or
part time, holiday schedule, classified indicator, and pay group. You will access the
information from the POSITION_DATA record.

Display the fields

Position_Nbr Descr Class_Ind
DeptID Full_Part_Time Paygroup
JobCode Holiday_Schedule
Order the output by Department as the first sort, and Position number as the second
sort.
The column headings should be: PeopleSoft Position No., Department, Job Code, Job
Title, Full/Part Time, Holiday Schedule, Classified/Unclassified, and Pay Group
Display the short description for Full_Part_Time, and Class_Ind, not the code
You may Save this query if you wish.

Results:

21
Chapter Key Points

The primary record for a query is selected from the Query Tab

The two output options when executing a query are grid control and Excel

For translate fields, the long or short descriptions can be displayed rather than the
code

Queries can be saved as Private or Public. If a query is Public, all users who have
query security access to the records referenced by the query can execute the query

The column order for a query is easily modified using right-click or drag and drop.

22
CHAPTER 2

Objectives

Describe each option on the Criteria tab and the various methods of creating
criteria
Define criteria for effective-dated tables.

Overview
You will learn how to add criteria rows to a query to return specific rows of
data. Within these criteria rows you will learn how to compare fields to find
data of equal values, values greater or less than the field, values in a list, and
values in a range.

23
Criteria Tab
________________________________________________________________________

Often you do not want to retrieve every row of data from the record you are accessing.
PeopleSoft contains a lot of information and a complete list of entries is unlikely to
answer the questions that are motivating your query. To selectively retrieve just the data
you want, you need to define criteria for your query. Criteria will refine your query by
specifying conditions that the retrieved data must meet.

First, create a new query using the PERSONAL_DATA record.

Select
Name Orig_Hire_Dt
EmplID Highest_Ed_Lvl

Display the short description for Highest_Ed_Lvl. Order the output by Name. If you
would like to save your query please save as LSU_CRITERIA.

Click the Criteria tab

The Expression 1 Column

The Expression 1 Column allows you to specify what you are comparing. The first step
in adding criteria to your query is selecting the Field(s) for Expression 1.

To Add a Field to the Expression 1 column: Drag and drop the Field you want to add in
Expression 1 to the criteria panel.

Select Highest_Ed_Lvl and drag the field to the criteria panel

24
 Tip: Criteria can be added
by dragging and dropping
the desired field into this
area.

OR
Right Click Expression and Select Field.
Select Highest_Ed_Lvl from the Field
Name list. Click the OK Button.

The Operator Column

The Operator column determines how the query tool compares the values of the first
(left-hand) expression to the second (right-hand) expression.
By single clicking on the drop-own arrow in the Operator column you can select the
appropriate comparison operator from the drop-down menu.

OPERATORS

25
Operator When It Returns a Row
Equal to The value in the selected Field exactly matches the comparison value.

Greater than The value in the Field is greater than the comparison value.

Less than The value in the Field is less than the comparison value.

In list The value in the selected Field matches one of the comparison values in a
list.

Between The value in the selected Field falls between two comparison values. The
range is inclusive.

Like The value in the selected Field matches a specified string pattern. The
comparison value may be a string that contains wildcard characters. The
wildcard characters that Query recognizes are:

% Matches any string of 0 or more characters. For example, C% matches

any string starting with C, including C alone.

_ Matches any single character. For example, _ones matches any five-
character string ending with ones, such as Jones or Cones.

Null The selected Field does not have a value in it. Do not specify a comparison
value for the operator.

26
The Expression 2 Column

The Expression 2 Column allows you to compare the value you selected in Expression 1
against the value you select in this column. There are nine different types to choose
from. Based upon the value you choose for Expression 1 and the Operator you choose,
the value which are not available will be grayed out.

Right-click Expression 2

Value Type for

Expression 2

Select Constant
Press the F4 Key on your keyboard

A list of available constant values is

displayed. Use the scroll bar to search
for the value you want.

Tip: By pressing F4 on your

keyboard, a list of valid values for
you to select.

27
Select Bachelors Level Degree and double-click

The code is input into the Constant box.

Click the OK Button

Your completed criteria row should look like this:

In List

The In List operator finds fields having a value that matches any one of the values in a
list of values. With this option, you are prompted to create a list with the Edit List dialog.

Modify your current criteria bar so your report retrieves employees having a highest
education level of bachelors level degree, masters level degree, and Doctorate
(professional).

Click the down arrow for Operator

Select in list
Double-click Expression 2

Click Add Value and Select Bachelors Level Degree

Click Add Value and Select Masters Level Degree
Click Add Value and Select Doctorate Professional
OR

28
Click Values to select multiple values at a time.

Click Select

The codes are input into the Edit List box.

Click the OK Button

Your completed criteria row should look like this:

29
Between

The Between operator selects fields having a value that is between two specified values.
This is an inclusive range where the upper and lower values are included in the search.

In addition to retrieving employees with Bachelors, Masters, and Doctorate

(Professional) degrees, also retrieve only those employees who were hired anytime
between 1990 through 1998.

Drag and Drop Orig_Hire_Dt from Component View to Criteria Tab

Select between for Operator
Double-click Expression 2

Enter 01/01/90 for the first value

Enter 12/31/1998 for the second value

Click the OK Button

Your criteria row should look like this:

30
Like

The Like operator retrieves data containing fields that match specified portions of a
character string.

In addition to your current criteria, retrieve employees whose last names start with a B.

Drag and drop Name from the

Component View to the Criteria Tab

Select like for the Operator

Double-click Expression 2

Type B%

Click the OK Button

Your criteria row should look like this: TIP: Dont forget about using the wildcards
when using the Like operator (%, _). Also,
the Like operator is case-sensitive.

31
The Logical (And/Or) Column

The Logical column is a feature that adds flexibility to your query. The AND and
OR Logical Operators allow you to link multiple criteria.

When you link to critieria with AND, it means that a row must meet the first criteria and
the second criteria in order for Query to return it. When you link two criteria with OR, it
means that a row must meet the first criteria or the second criteria, not necessarily both.

Double-clicking in the Logical column enables you to toggle back-and-forth between

the AND and OR operators

32
Run-Time Prompts

The prompt operator allows you to search on a specific value each time you run your
query. For instance, in our Criteria query where we want information on educational
level, we can use set a prompt to ask which value we want to use.

Set Highest Educational Level operator to equal to.

Right click on Expression 2 and select prompt.

33
 The Run-Time prompt box will appear to verify the criteria.

Run-time Prompt panel:

You use the Run-time Prompt panel to define 1
the prompt that Query displays to ask the user
a comparison value. In most cases, it already
2
displays the correct information, and you
will not need to change it.
1 The Field box shows the name of the
Field you are prompting for. Query looks to
the Record definition for information about
this field and fills out the rest of the dialog
box based on its properties.

2 The Heading Text box displays the label for the text box where the user will enter
the comparison value. By default, Query uses the long name of the Field from the record
definition (RFT Long). You can, however, change the able to any text. To change the
text, select Text from the Heading Type list box, then type the new label in the Heading
Text box. The Heading Type list box also gives you the option of using the short name
from the Record definition (RFT Short).

Click the OK Button

Run the query

A dialog box appears as shown below.

You will be prompted for the educational level. If you open the drop-down box you can
choose one value from the list.

The query uses the value entered as the comparison value for the criteria that included the
prompt.

34
Queries with Multiple Tables
________________________________________________________________________

There will be times when you need to retrieve data from more than one table. In these
cases, you will need to link at least two tables in one query. Three common tables we will
use in Human Resource queries are Job, Personal Data and Job Code Table.

You are asked to provide a list showing all employees by:

Empl ID Job Title

Name Department
File, New Job Code

Select Job Table

Click the OK Button

NOTE: Refer to Page 47

in the Appendix
Lessons Learned -

35
Select fields of EmplID, JobCode and DeptID

Related Table Join

We are going to join the Personal Data table to the Job table using a Related Table Join.

Click the Database Tab and use the scroll bar to find the following table:

Click on the Personal_Data table

Click the OK Button

Select Name field

36
Notice that Job is table A and Personal_Data is table B. This is a Related Table Join.
The two tables are joined on a common field.

Select Descr field

Run Query

37
38
Effective Date
________________________________________________________________________

Effective-dated records are those records that contain the field Effdt. The effective date
field is used throughout PeopleSoft applications to give data a historical perspective and
allows for the viewing of data changes over time. Effdt enables rows of data to be
classified in one of three categories:

Categories of Description
EFFDT Criteria

History Rows of data where the effective date is less than the effective
date of the current row

Current The row of data with the highest effective date/sequence number
less than or equal to todays date (system date on the Server.)

Future Rows of data where the effective date is greater than todays date
(system date on the Server.)

Effective dates can be used in your query as criteria. When you start a new query and
select an effective-dated record, you will be prompted to choose a default for effective-
date processing in your query.

The Effective Date Options dialog box is

displayed only for effective-dated record.

39
Distinct
________________________________________________________________________

Sometimes when running a query the same row of output is listed more than once
because it meets the querys requirements. The Distinct check box removes duplicate
rows of output from the results.

Select File, Properties

OR
Select the Distinct Feature, single click on the Query Properties Button

Single click on the Distinct check box

Click the OK Button

The duplicate rows will be removed from your query results.

40
Chapter Key Points
Runtime prompts are created so users can further define the criteria associated with a
query at the time the query is executed.

With prompt queries, many users may execute the same query, but the output data
will be different based on the values entered at the prompt.

41
 Appendix
Using the Application Designer
_____________________________________________________________

The Application Designer is a useful tool to locate Records and Fields for your query.
Find the panel in PS that contains the data you are after in your query.

Navigate to the Work Location Panel

Access an Employees Job Data Record
Navigate to the View, Panel Name

The name of the panel will

be displayed at the bottom
of the window. Jot this
name down, you will
need to know it when you
access Application
Designer.

42
Navigate Go, PeopleTools, Application Designer

The following panel will be displayed:

Single click on the Open Button

This will display the panel shown below.

43
 Single Click on the drop-
down arrow in the Object
Type Field and select Panel

In the Name Field, type

in the name of the
panel you identified
above.

Type in
Job_Data1 in
the Name Field

Single Click on
the Select
Button

44
All the panels matching that name will be displayed.

Double Click on the name of the

panel you wish to view.

Double click on the name

Job_Data1

The system will prompt you if you would like to open the Panel as Read Only.

Single click on the Yes Button

The design of the panel will be displayed in the viewing area.

Double click on the field you
wish to include in your query.

Double click on the

position number field

45
This will give you the Record and Field name
behind the portion of the panel selected in the
previous step. You will want to write down
both the Records and Fields you will be
using in your query.

Record -- JOB
Field -- POSITION_NBR

At this time, you will want to identify and

write down all of the other Record and Field
names you will use in your query.

The next step is to access the query tool so that

you can begin to build our query.

46
Lessons Learned

Key Fields All Key Fields that are common among the Records being
used must be joined. The automatic join feature does not always create
the join. Depending on the Records you are using in your query, you may
have to manually join the Fields while in the Criteria Tab.

In this example, there are four Tables

that have been joined together.

DEPT_BUDGET_ERN
POSITION_DATA
EMPLOYEES
DEPT_BUDGET

When running a query, your results will include retirees, terminated

employees and active employees. To only query against active employees,
set your criteria for employee status to equal active.

Steps to follow:
Click on the Criteria tab
Click on the Empl_Status field and drag and drop
Set the Operator to equal to
Click in the Expression 2 field
Type A or click F4 to view your choices

47
Your Security Class that has been established for you in PS by Computer
Services determines the Records you have available to you when building
and running queries.

Do not join the following Records when building your queries:

JOB and EMPLOYEE

The two tables that contain employee social security numbers are:
PERS_NID
EMPLOYEES

When joining the JOB table with another table, make JOB Table A and
join the next table to JOB.

If a query takes a long time and never provides you with any data or you
finally get the error message shown below, this may be an indication that
you are trying to pull more data than the query tool can handle. If the
query tool is not powerful enough to provide you with the data, you may
need to break your query up into several queries and then run the results
to Excel. You can then combine the results into 1 Excel spreadsheet.

PUBLIC QUERIES

Name of Public Query Description of Query

LSU_LEAVE_ACCRUAL List leave accrual for employees.
LSU_PER_INFO Information required for PERs.
PER information on vacant
LSU_PER_VACANT_POSITIONS positions.

48
Commonly Used Records and Fields
_____________________________________________________________
RECORD FIELDS GRADE
EMPLOYEES ACTION GRADE_ENTRY_DT
ACTION_DT HIGHEST_EDUC_LVL
ACTION_REASON HIRE_DT
ADDRESS1 HOLIDAY_SCHEDULE
ANNL_BENEF_BASE_RT HOME_HOST_CLASS
ANNUAL_RT HOME_PHONE
ASOFDATE HOURLY_RT
BENEFIT_RCD# HOUSE_TYPE
BIRTHDAY IN_CITY_LIMIT
BIRTHPLACE IPEDSSCODE
BUSINESS_TITLE JOBCODE
BUSINESS_UNIT JOBTITLE
CHANGE_AMT JOBTITLE_ABBREV
CHANGE_PCT JOB_ACCTTAB_POINTS
CITIZENSHIP_STATUS JOB_ENTRY_DT
CITY JOB_FAMILY
CMPNY_SENIORITY_DT LAST_DATE_WORKED
COMPRATE LAST_INCREASE_DT
COMP_FREQUENCY LOCATION
COUNTRY MANAGER_ID
COUNTY MAR_STATUS
CURRENCY_CD MILITARY_STATUS
DEPTID MONTHY_RT
DEPTNAME NAME
DEPTNAME_ABBREV NATIONAL_ID
DEPT_ENTRY_DT NUM1
DISABLED NUM2
DISABLED_VET OFFICER_CD
DT_OF_DEATH ORIG_HIRE_DT
EEO1CODE PAYGROUP
EEO4CODE PER_STATUS
EEO4_FUNCTION POSITION_ENTRY_DT
EEO5CODE POSITION_NUMBER
EEO6CODE POSTAL
EEO_CLASS PROBATION_DT
EEO_JOB_GROUP RATING_SCALE
EEFDT REFERRAL_SOURCE
EFFSEQ REG_TEMP
EMPLID REHIRE_DT
EMPL_RCD# REPORTS_TO
EMPL_STATUS REVIEW_DT
EMPL_TYPE REVIEW_RATING
ETHNIC_GROUP SALARY_MATRIX_CD
EXPECTED_RETURN_DT REVIEW_DT
FLSA_STATUS REVIEW_RATING
FORMER_NAME SALARY_MATRIX_CD
FROMDATE SAL_ADMIN_PLAN
FT_STUDENT SECURITY_CLEARANCE
FULL_PART_TIME SERVICE_DT
GEO_CODE SEX
GL_PAY_TYPE SHIFT
 SHIFT_FACTOR POSTAL_OTHER
SHIFT_RT QDRO_IND_YN
STATE REFERRAL_SOURCE
STD_HOURS RESUME_TEXT_FILE
STEP SEX
STEP_ENTRY_DT SMOKER
SUPERVISOR_ID SPECIFIC_REFER_SRC
TERMINATION_DT STATE
US_WORK_ELIGIBILITY STATE_OTHER
WORK_PHONE SUPERVISOR_ID
PERSONAL_DATA ADDRESS1 US_WORK_ELIGIBILITY
AGE_STATUS VA_BENEFIT
BILINGUALISM_CODE YEARS_OF_EXP
BIRTHCOUNTRY JOB EMPLID
BIRTHDATE EMPL_RCD#
BIRTHPLACE EFFSEQ
BIRTHSTATE DEPTID
BUSINESS_UNIT JOBCODE
CAMPUS_ID POSITION_NBR
CITIZENSHIP_STATUS POSITION_OVERRIDE
CITIZEN_PROOF1 POSN_CHANGE_RECORD
CITIZEN_PROOF2 EMPL_STATUS
CITY ACTION
COUNTRY ACTION_DT
DEATH_CERTIF_NBR ACTION_REASON
DEPTID LOCATION
DT_OF_DEATH ANNUAL_RT
EMPLID MONTHLY_RT
EMPLOYER HOURLY_RT
EMPL_REFERRAL_ID ANNL_BENEF_BASE_RT
EXTENSION SHIFT_RT
FERPA SHIFT_FACTOR
FT_STUDENT CURRENCY_CD
GEO_CODE BUSINESS_UNIT
HEALTH_CARE# SETID_DEPT
HEALTH_CARE_STATE SETID_JOBCODE
HIGHEST_EDUC_LVL REG_REGION
HOUSE_TYPE FLSA_STATUS
HOUSE_TYPE_OTHER EEOC_CLASS
HR_RESPONSIBLE_ID FUNCTION_CD
LANG_CD ESTABID
LAST_RELATION_NBR ADDS_TO_FTE_ACTUAL
MAR_STATIS CLASS_INDC
MILITARY_STATUS ENCUMB_OVERRIDE
NAME FICA_STATUS_EE
NUM1 FTE
NUM1_OTHER COBRA_ACTION
NUM2 EMPL_TYOE
NUM2_OTHER HOLIDAY_SCHEDULE
ON_DM_EM_DOSAVENOW STD_HOURS
ORIG_HIRE_DT OFFICER_CD
PER_STATUS EMPL_CLASS
PER_TYPE SAL_ADMIN_PLAN
PHONE GRADE
PLACE_OF_DEATH GRADE_ENTRY_DT
POSTAL STEP

50
 STEP_ENTRY_DT BUSINESS_UNIT
GL_PAY_TYPE CLASS_INDC
ACCT_CD COMPANY
EARNS_SIST_TYPE DEPTID
SALARY_MATRIX_CD DESCR
RATING_SCALE DESCRLONG
REVIEW_RATING DESCRSHORT
REVIEW_DT EFFDT
COMP_FREQUENCY EFF_STATUS
COMPRATE EG_ACADEMIC_RANK
CHANGE_AMT EG_GROUP
CHANGE_PCT EMPL_TYPE
LOCATION ENCUMBER_INDC
TAX_LOCATION_CD FULL_PART_TIME
JOB_ENTRY_DT HOLIDAY_SCHEDULE
DEPT_ENTRY_DT JOBCODE
POSITION_ENTRY_DT LOCATION
SHIFT MAIL_DROP
REG_TEMP MAX_HEAD_COUNT
COMPANY ORGCODE
FULL_PART_TIME ORGCODE_FLAG
PAYGROUP PAYGROUP
PIN_NUM PAY_SYSTEM_FLAG
PAY_BASIS_NUM PHONE
BAS_GROUP_ID PIN_NUM
ELIG_CONFIG1 POSITION_NBR
BEN_STATUS REG_REGION
RESUME_TEXT_FILE REG_TEMP
SEX REPORTS_TO
SMOKER REPORTS_DOTTED_LINE
SPECIFIC_REFER_SRC SHIFT
STATE STATUS_DT
STATE_OTHER STD_HRS_DEFAULT
SUPERVISOR_ID UPDATE_INCUMBENTS
US_WORK_ELIGIBILITY ZZ_APP_BASESUP_PAY
VA_BENEFIT ZZ_APP_PREM_MAX
YEARS_OF_EXP ZZ_MAS_JOB_DESCR
POSITION_DATA ACTION ZZ_SAP_POSITION_NM
ACTION_DT ZZ_SP_PAY_RT_TYPE
ACTION_REASON ZZ_TRNG_SRS_IND
ADDS_TO_FTE_ACTUAL
BUDGETED_POSN

51
Field Record Definition
_____________________________________________________________

Panel
Group Panel Field Record Field
Personal Data Name/Address Name PERSONAL_DATA NAME
Personal Data Name/Address Address 1 PERSONAL_DATA ADDRESS1
Personal Data Name/Address City PERSONAL_DATA CITY
Personal Data Name/Address Parish PERSONAL_DATA COUNTY
Personal Data Name/Address State PERSONAL_DATA STATE
Personal Data Name/Address Postal PERSONAL_DATA POSTAL
Personal Data Name/Address Original Hire Date PERSONAL_DATA ORIG_HIRE_DT
Personal Data Personal Profile Full-Time Student PERSONAL_DATA FT_STUDENT
Personal Data Personal Profile Waive Data Protection DIVERSITY WAIVE_DATA_PROTECT
Personal Data Personal Profile Referral Source PERSONAL_DATA REFERRAL_SOURCE
Personal Data Personal Profile Gender PERSONAL_DATA SEX
Personal Data Personal Profile Marital Status PERSONAL_DATA MAR_STATUS
Personal Data Personal Profile Smoker PERSONAL_DATA SMOKER
Personal Data Eligibility/Identity Birth Date PERSONAL_DATA BIRTHDATE
Personal Data Eligibility/Identity Laguage Code PERSONAL_DATA LANG_CD
Personal Data Eligibility/Identity Ethnic Group DIVERSITY ETHNIC_GROUP
Personal Data Eligibility/Identity National ID PERS_NID NATIONAL_ID
Job Data Work Location Effective Date JOB EFFDT
Job Data Work Location Action JOB ACTION
Job Data Work Location Reason JOB ACTION_REASON
Job Data Work Location Reason Description ACTN_REASON_TBL DESCR
Job Data Work Location Position Number JOB POSITION_NBR
Job Data Work Location Position Description POSITION_DATA DESCR
Job Data Work Location Business Unit JOB BUSINESS_UNIT
Job Data Work Location Department JOB DEPTID
Job Data Work Location Dept. Description DEPT_TBL DESCR
Job Data Work Location Location JOB LOCATION
Job Data Work Location Empl ID JOB EMPLID
Job Data Job Information Job Code JOB JOBCODE
Job Data Job Information Job Code Description JOBCODE_TBL DESCR
Job Data Job Information Regular/Temporary JOB REG_TEMP
Job Data Job Information Full/Part JOB FULL_PART_TIME
Job Data Job Information Empl Class JOB EMPL_CLASS
Job Data Job Information Standard Hours JOB STD_HOURS
Job Data Job Information FTE JOB FTE
Adds to FTE Actual
Job Data Job Information Count JOB ADDS_TO_FTE_ACTUAL
Job Data Job Information FLSA Status JOB FLSA_STATUS
Job Data Job Information Classified Indicator JOB CLASS_INDC
Job Data Payroll Pay Group JOB PAYGROUP
Job Data Payroll Employee Type JOB EMPL_TYPE
Job Data Payroll Tax Location JOB TAX_LOCATION_CD
Job Data Payroll FICA Status JOB FICA_STATUS_EE

52
 Job Data Payroll Holiday Schedule JOB HOLIDAY_SCHEDULE
Job Data Payroll DDI Template ID ZZPY_LSUDDIINFO ZZ_DDI_TEMPL_ID
Job Data Compensation Sal Plan JOB SAL_ADMIN_PLAN
Job Data Compensation Grade JOB GRADE
Job Data Compensation Comp Frequency JOB COMP_FREQUENCY
Job Data Compensation Hourly Rate JOB HOURLY_RT
Job Data Compensation Monthly Rate JOB MONTHLY_RT
Job Data Compensation Yearly Rate JOB ANNUAL_RT
Job Data Compensation Comp Rate Code COMPENSATION COMP_RATECD
Job Data Compensation Change Amount JOB CHANGE_AMT
Job Data Compensation Change Percent JOB CHANGE_PCT
Benefit Program
Job Data Participation Benefit Program BEN_PROG_PARTIC BENEFIT_PROGRAM
Job Data Employment Data Company Seniority Date EMPLOYMENT CMPNY_SENIORITY_DT
Job Data Employment Data Sevice Date EMPLOYMENT SERVICE_DT
Job Data Employment Data Date of Last Increase EMPLOYMENT LAST_INCREASE_DT
Job Data Employment Data Last Date Worked EMPLOYMENT LAST_DATE_WORKED
Job Data Employment Data Probation Date EMPLOYMENT PROBATION_DT
Job Data Employment Data Anniversary Date EMPLOYMENT ZZ_ANIVERSARY_DT
Job Data Employment Data Next Merit Eligible Date EMPLOYMENT ZZ_NEXT_MERIT_ELIG
Job Data Employment Data Termination Date EMPLOYMENT TERMINATION_DT
Job Data Employment Data Hire Date EMPLOYMENT HIRE_DT
Job Data Employment Data Rehire Date EMPLOYMENT REHIRE_DT
Job Data Security/Service Appointment End Date EMPLOYMENT APPOINT_END_DT
Position Data Position Location Effective Date POSITION_DATA EFFDT
Position Data Position Location Status POSITION_DATA POSN_STATUS
Position Data Position Location Action Reason POSITION_DATA ACTION_REASON
Action Reason
Position Data Position Location Description ACTN_REASON_TBL DESCR
Position Data Position Location Business Unit POSITION_DATA BUSINESS_UNIT
Position Data Position Location Department POSITION_DATA DEPTID
Position Data Position Location Department Description DEPT_TBL DESCR
Position Data Position Location Location Code POSITION_DATA LOCATION
Position Data Position Location Job Code POSITION_DATA JOBCODE
Position Data Position Location Job Code Description JOBCODE_TBL DESCR
Position Data Position Location Position Number POSITION_DATA POSITION_NBR
Position Data Position Location Position Description POSITION_DATA DESCR
Position Data Description Position Status POSITION_DATA POSN_STATUS
Position Data Payroll Pay Group POSITION_DATA PAYGROUP
Position Data Payroll Employee Type POSITION_DATA EMPL_TYPE
Position Data Payroll Holiday Schedule POSITION_DATA HOLIDAY_SCHEDULE
Position Data Information FTE POSITION_DATA FTE
Adds to FTE Actual
Position Data Information Count POSITION_DATA ADDS_TO_FTE_ACTUAL
Position Data Information Classified Indicator POSITION_DATA CLASS_INDC
Position Data Information Pre-Encumb Indicator POSITION_DATA ENCUMBER_INDC
Position Data Information Standard Hours POSITION_DATA STD_HRS_DEFAULT
Position Data Information Max Head Count POSITION_DATA MAX_HEAD_COUNT
Position Data Information Regular/Temporary POSITION_DATA REG_TEMP

53
Position Data Information Full/Part Time POSITION_DATA FULL_PART_TIME
Position Data Information Update Incumbents POSITION_DATA UPDATE_INCUMBENTS
Position Data Information Budgeted Position POSITION_DATA BUDGETED_POSN
Position Data Position Attribute Training Series Indicator POSITION_DATA ZZ_TRAINING_SRS_IND
Position Data Position Attribute Special Entrance Rate POSITION_DATA ZZ_SPC_PAY_RT
Approved Premium
Position Data Position Attribute Above the Max POSITION_DATA ZZ_APP_PREM_MAX
Special Entrance Rate
Position Data Position Attribute Type POSITION_DATA ZZ_SPC_PAY_RT_TYPE
Approved Base
Position Data Position Attribute Supplemental Pay POSITION_DATA ZZ_APP_BASESUP_PAY
Position Data Position Attribute SAP Position No POSITION_DATA ZZ_SAP_POSITION_NM
Position Data Position Attribute Master Job Description POSITION_DATA ZZ_MAS_JOB_DESCR

54
 PER Information
_____________________________________________________________

The following information is needed on every PER sent to Human Resource

Management:

1. Employee Name or Previous Incumbent Name

2. Employees Empl Id or Previous Incumbents Empl ID
3. Employees Social Security Number or Previous Incumbents Social Security Number
(Navigation: PeopleSoft 7.x, PS Higher Ed 7.6, Higher Ed Production, Administer Workforce (US), Use,
Personal Data, Eligibility/Identity)
4. Job Title
5. Department
6. Department ID
7. PeopleSoft Position Number
8. CS02# (SAP#)
9. Position Control Number (PIN#)
10. Old LSU Account Number

GL String Information:
(Information can be obtained via the web at http://www.lsumc.edu/Intranet/Accounting/ )

11. Department Number

12. Fund Number
13. Program Number
14. Class Number
15. Project/Grant Number (if applicable)

55
 PeopleSoft Human Resource Management Database
Navigation: PeopleSoft 7.x, PS Higher Ed 7.6, Higher Ed Production, Administer Workforce
(US), Use, Job Data

1.

2.

7.

6.

PeopleSoft Human Resource Management Database

Navigation: PeopleSoft 7.x, PS Higher Ed 7.6, Higher Ed Production, Develop
Workforce, Manage Positions, Use, Position Data

8.

56
GL String

Information can be obtained via the web at http://www.lsumc.edu/Intranet/Accounting/ for the

GL String.

11 15
12 13 14

57
 Account Code Table
The following (#11-15) information can be attained from the LSUHCS intranet website
at http://www.lsumc.edu/Intranet/Accounting/:
11. Department Number
12. Fund Number
13. Program Number
14. Class Number
15. Project/Grant Number (if applicable)*
After this information is obtained from the website navigate to the Account Code Table
in PeopleSoft Higher Education.
Navigation: Go, Define Budget Encumbrnc (US), Setup, Account Code Table, Update
Display/All
This information should then be keyed into the PeopleSoft account code table. This will
give you a drop down box showing the true PS account code. This is the number that
must be supplied on the PERs (1s & 3s) along with the old LSU account number.

11

12

13

14

15

*Only type in the Project/Grant number if available to display the Account Code
number. If you type in only the department, fund, program and class and there is a
project/grant number, you will get a number which is invalid but which PeopleSoft will
accept.

Please note: The Project/Grant Number is not always the Account Code Number. It
must be verified.

58