CORE SYSTEM POLICIES AND PROCEDURES PEOPLESOFT QUERY TOOL

Topic: Training, usage and availability of the PeopleSoft Query Tool

Effective Date: Nov. 22, 2005
Revised Date: April 20, 2006

Background:

PeopleSoft comes with a Query tool that allows users to retrieve data from PeopleSoft tables and was designed to be used as end user reporting tool. This tool can extract the precise information to be used for visual representation of the PeopleSoft databases, without writing Structured Query Language (SQL) statements. The queries can be written as simple or as complex as necessary: they can be one-time, ad-hoc queries or queries that will be used repeatedly. Due to the complexity of the System and the interoperability of the modules the user(s) of this tool must have an in-depth knowledge of the PeopleSoft integrated software. Due to the knowledge and training required the decision was made not to offer the Query Tool to the end user community as it has a strong impact on the production environment if not utilized efficiently and with accuracy. Currently, the functionality has been restricted to the CORE Project Functional and Technical Teams.

Policy/Procedures:

All state agency users of the financials and procurement modules of the PeopleSoft system that request Query Tool access must provide the following:

1. Must have had formal PeopleSoft Query training and provide documented evidence when requesting security access authorization.
2. Upon approval of training authorization the user will be provided security access to the test environment for three to 6 months.
3. Once their query ability is proven, security access will be moved to the production environment.
4. In the production environment all queries will be monitored to assure no degradation of system performance.
5. All queries developed by the user community must be private; all public queries will be developed and migrated to production by the CORE staff.
6. A Help Desk case must be submitted if any difficulties, unexpected results, or errors are generated when executing or creating a query. Assistance will be provided by the CORE Functional.
7. The request and approval process for public queries must be authorized and approved by the ISD Director and /or CORE Project Manager.

HRMS Query Requests:

Creation of queries for the HRMS PeopleSoft System will be limited, to the Office of State Finance and the Office of Personnel Management, due to the sensitivity of the data and the management of the personnel activities. Queries must be submitted to OSF/CORE or OPM for approval and processing.

In order to meet the requirements, as outlined in the “PeopleSoft Query Tool” policy [http://www.ok.gov/coreoklahoma/query_policy112905.html] issued Nov. 22, 2005, the following procedures have been developed. All state agencies requesting this access must follow the procedures as stated below. Please direct any questions concerning these procedures to the CORE Office at (405) 522-1700.

1. Training

You must complete a formal “PeopleSoft Query” training class and it must be provided by a recognized training facility. If you are not sure if the facility or the class will qualify, please contact the CORE Change Management Lead BEFORE you sign up for the training class.

Submit a copy of the certificate provided to you by the training facility [where you completed your course] to the CORE Change Management Lead. If the course was conducted by the CORE Office the CORE Change Management Lead will provide proof of attendance to the CORE PeopleSoft Security Administrator.

2. Request Access

The agency Security Representative must submit a request for access to the CORE PeopleSoft Security Administrator. This may be done with an e-mail request.

3. Grant Access

You will be notified of your access by the CORE PeopleSoft Security Administrator. The CORE PeopleSoft Security Administrator will contact you if there are any problems encountered which would prohibit the processing your request.

4. Trial Process

The trial process will begin as soon as you have been given access by the CORE PeopleSoft Security Administrator. The trial process will be 3-6 months. You will be monitored during this trial period.

5. Monitor Process

During the monitoring process the user must submit to the respective CORE Functional a list of queries created. This should be done at the end of each month. Please include a brief description of any problems encountered, any Help Desk case number(s) that you have created, or any information you feel is relevant to assist the CORE Functional with the monitoring process. Please submit Help Desk cases if you have any difficulties in the creation, generation, or execution of any queries you have developed. The CORE Functional will provide feedback concerning your progress and provide assistance if needed.

6. 3 Month CORE Team Review

The CORE team will review your progress based on your monthly submissions and systems monitoring. You will be given feedback addressing your progress.

7. 6 Month CORE Team Review

The CORE team will review your progress based on your monthly submissions and systems monitoring. You will be given feedback addressing your progress.

8. Provide Production Access

Access to the Production environment will be granted based on the CORE Team review. Notification will be sent to you when you have been granted access to the Production environment.

9. Production Query Monitoring

All queries created by the user community will be monitored to ensure no degradation of system performance.

Additional Information:

• All queries developed by the user community must be created as private queries.
• If you need a public query developed contact the CORE staff.
• Public queries must be authorized and approved by the ISD Director and/or CORE Project Manager.
• Create a Help Desk case for any difficulties, unexpected results, or errors encountered when creating private queries.

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Update to Memo of Nov. 29, 2005 (Dec. 13, 2005)

After the release of the Query Policy, several questions were raised concerning public queries and published reports. The following addresses the concerns:

If you currently run public queries and published reports, you will retain your current security access and all public queries and published reports will continue to be available.

These processes will continue to be available for HRMS, Financials and Procurement functionality.

If there are any additional questions, please contact the OSF Help Desk at (405) 521-2444 or by e-mail at HelpDesk@osf.ok.gov.

Memo from OSF Regarding Query Policy and Procedures (Nov. 29, 2005)

CORE SYSTEMS POLICIES AND PROCEDURE PEOPLESOFT QUERY TOOL

Topic: Training, Usage and Availability of the PeopleSoft Query Tool
Effective Date: Nov. 22, 2005

Background:

PeopleSoft comes with a Query tool that allows users to retrieve data from PeopleSoft tables and was designed to be used as end user reporting tool. This tool can extract the precise information to be used for visual representation of the PeopleSoft databases, without writing Structured Query Language (SQL) statements. The queries can be written as simple or as complex as necessary: they can be one-time, ad-hoc queries or queries that will be used repeatedly. Due to the complexity of the System and the interoperability of the modules the user(s) of this tool must have an in-depth knowledge of the PeopleSoft integrated software. Due to the knowledge and training required the decision was made not to offer the Query Tool to the end user community as it has a strong impact on the production environment if not utilized efficiently and with accuracy. Currently, the functionality has been restricted to the CORE Project Functional and Technical Teams.

Policy/Procedures:

All state agency users of the financials and procurement modules of the PeopleSoft system that request Query Tool access must provide the following:

1. Must have had formal PeopleSoft Query training and provide documented evidence when requesting security access authorization.
2. Upon approval of training authorization the user will be provided security access to the test environment for three to 6 months.
3. Once their query ability is proven, security access will be moved to the production environment.
4. In the production environment all queries will be monitored to assure no degradation of system performance.
5. All queries developed by the user community must be private; all public queries will be developed and migrated to production by the CORE staff.
6. The request and approval process must be authorized and approved by the ISD Director and /or CORE Project Manager.

HRMS Query Requests:

Creation of queries for the HRMS PeopleSoft System will be limited, to the Office of State Finance and the Office of Personnel Management, due to the sensitivity of the data and the management of the personnel activities. Queries must be submitted to OSF/CORE or OPM for approval and processing.