state of connecticut core-ct project epm user group meeting january 2004
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STATE OF CONNECTICUTCore-CT Project
EPM User Group MeetingEPM User Group MeetingJanuary 2004January 2004
• Introduction Jeanne Skellett• System Issues Mark Malcolm• System Enhancements/Updates Frank Scalia• Agency Report Demonstration Jennifer Traynor• BREAK• EPM Training Steve Perkins• User Comments/Issues/Request Frank Scalia• Next Meeting Jeanne Skellett
Agenda
3
Janet Knopf - StateFrank Scalia – StateRoger Sherman – StateMary Yabrosky - StateScott Hagberg – AccenturePatrick Dwyer – AccentureTBD – State Agency
Jeanne Skellett – StateDave LaPierre – State
Mark Malcolm - Accenture
Reporting Team Structure
4
Provide a forum for end users and the EPM team to:
• Review and receive updates on EPM issues• Exchange ideas • Present EPM enhancements• Host Agency to Agency presentations on EPM
uses
EPM User Group Purpose
Agency Concerns
Queries are executed but they take a long time to complete
Performance
Reporting table data refresh has been inconsistent
Data Refresh
Users need help in understanding the information in the reporting tables.
Understanding Information on the Tables
DescriptionConcern
The Top Three User Concerns are:
• Introduction Jeanne Skellett• System Issues Mark Malcolm• System Enhancements/Updates Frank Scalia• Agency Report Demonstration Jennifer Traynor• BREAK• EPM Training Steve Perkins• User Comments/Issues/Request Frank Scalia• Next Meeting Jeanne Skellett
Agenda
• Security Principles
• Refresh Rate
• EPM Help Process
• Efficient Help Ticket Resolution
• Views versus Tables
EPM Fundamentals
General Security Guidelines
• Your role in the HRMS or Financials system will determine the EPM reporting tables to which you have access
• Your query result sets are restricted either by the departments or business units to which you have access
• In general, if you can see it in the transactional system you should be able to query it in EPM
Security Principles
The refresh goal:• Our batch schedule updates the EPM tables on a nightly basis • Updates made in the transactional system should be available for reporting
the following day.
The refresh realities:• The EPM batch schedule is dependent on HRMS and Financials batch
schedule• Processing errors do occur. Attempts to fix occur during the night.
Refresh exceptions:• CT_DET_PAYROLL – Refreshed after payroll is distributed• CT_LEAVE_PLAN – Refreshed after leave accrual processing
Refresh Rate
Refresh Rate (continued)
Updates appear on CORE-CT homepage when data is not refreshed
Help Desk
WLA
Data Dictionar
y
Job Aids
AgencySuperuse
r
EPM Help Process
Users should follow the following process for obtaining help
Labs
• When contacting the help desk about a reporting problem communicating the type of report you are trying to create will assist the help desk in identifying the best resource for resolving the ticket
For example: Reports generated via EPM Reporting Tools will be resolved more quickly if routed to the EPM team
All other reports should be routed to either the Financials or HRMS teams for timely resolution
Efficient Impact Ticket Resolution
What is a view? Views are subsets of data from one or more tables
What are views used for in EPM?Views are being used to secure sensitive data• Example: Address information for certain employee groups
Views are being used to segment table data to simplify reporting• Example: Specific ledger groups like allotments and appropriations
How does querying from a view differ from a table? To the user there is no difference between query from a view or table
Views versus Tables
Open Issues
Knowing the Data/Using the Tool- Users need help learning the information in the reporting tables and how to use the tool to create a report
• Working on securing additional support resources
• Adding query labs in January
• Meeting with users directly to resolve issues
• Need to create reporting table job aids
Sharing Queries- Users want to share Ad-Hoc queries they have created with others
• Roll-out approach and management plan created
• Plan just submitted for review by directors
Query Size Limits- Users requesting larger data set retrieval capability
• Scheduled queries circumvents the limits placed when displaying results on-line
Issue Efforts / Solutions
Open Issues
Reporting Table Refresh- Intermittent delays in refresh
• Running EPM batch earlier• New logic added to batch schedule to enable dynamic processing
Run Hyperlink on Query Manager- Some users experiencing blank page or error message return
• PeopleTools upgrade expected in the Spring
• Use preview tab in the query
Performance - Navigation from page to page and running of some queries sometimes takes too long
• Tech Team has increased memory & servers
• Indexes begin added to tables• Queries are being evaluated• Schedule Query
Issue Efforts / Solutions
• Introduction Jeanne Skellett• System Issues Mark Malcolm• System Enhancements/Updates Frank Scalia• Agency Report Demonstration Jennifer Traynor• BREAK• EPM Training Steve Perkins• User Comments/Issues/Request Frank Scalia• Next Meeting Jeanne Skellett
Agenda
• Capability to Schedule Queries
• Chart of Account Trees – Enabling ‘in tree’
• New EPM Reporting Tables/Queries
• Prompt Table Edits
System Enhancements/Updates
Benefits of scheduling queries:• Allows access to full result set• Distribution of report results to any EPM user• Schedule Query to run on a recurring basis• Enhance Performance by running outside the Application
When to schedule a query:• When a query returns the error “Query Result Set too Large.”• When a query is run on a recurring basis.
Scheduled Queries
Benefits of ‘in tree’:• Enable user to report based on a series of Accounts, DeptID’s, Sid’s,
Fund’s, etc.• Enables user to subtotal base upon the respective tree hierarchy
Who will benefit from ‘in tree’ querying?• Primarily financial reporting users • Agencies with a complex hierarchy of accounts, Sid’s, and Fund’s• Agencies with a complex department structure
Chart of Account Trees
New EPM Tables
New Reporting Tables being developed for Financials:
Table Name Description
Budget Transaction Holds all posted and unposted budget journal entries
Receiver Transaction Holds the detail information for all goods received, inspected, returned, and put away
Procurement X-ref Cross references all procurement transactions to each other
Vendor Withholding Transaction Holds the detail information for all withholding transactions for a vendor
Customer Contacts Lists all contact information for accounts receivable customers
New Reporting Tables being developed for HR:
New EPM Tables
Table Name DescriptionBenefits Billing Holds information relating to employees who must
send payments to the State of Connecticut to continue their benefits
Billing Activity Holds the detailed payment information related to Benefits Billing
Pay Check Summary Holds gross pay, total taxes, total deductions and net pay for a given paycheck
Additional Payment Holds information about payments processed through additional pay
Employee Deduction Holds information on all deductions that will be
taken from an employee’s earnings Employee Tax Holds information affecting an employee’s taxes
like marital status, allowances and exemptions
YTD Payroll Holds earnings, deduction, and tax totals by Year, Month and Quarter
Why are prompt table edits important? • They provide users with valid listing of values• They assist users in creating criteria for queries
The following fields now have Prompt Table Edits:– Business Unit– Account– Department– Fund– SID– Program– Project– Chartfield 1– Chartfield 2
Prompt Table Edits Added
Prompt Table Edits Example
Prompt Table Edits Example
Prompt Table Edits Example
Job Aids can be found at the following location:
http://www.core-ct.state.ct.us/epm/
Job Aids Location
• Introduction Jeanne Skellett• System Issues Mark Malcolm• System Enhancements/Updates Frank Scalia• Agency Report Demonstration Jennifer Traynor• BREAK• EPM Training Steve Perkins• User Comments/Issues/Request Frank Scalia• Next Meeting Jeanne Skellett
Agenda
Situation: Delivered payroll register not sorted or summed in the way DEP needed
Query Name: DEP Paycheck Details Summary
Description: DEP Payroll Register Alpha by employee name.
(Subtotals on each transaction / deduction type).
EPM End User Demonstration
Steps followed to create report: • Identified an existing query that was useful• Modified its Fields• Modified the Criteria and Prompts• Used the Sum function• Using Reorder/Sort
DEP Paycheck Details Summary
End User Demo
Other helpful uses of EPM
• Data clean-up example - • Personnel Director’s Manager Listing
• Introduction Jeanne Skellett• System Issues Mark Malcolm• System Enhancements/Updates Frank Scalia• Agency Report Demonstration Jennifer Traynor• BREAK• EPM Training Steve Perkins• User Comments/Issues/Request Frank Scalia• Next Meeting Jeanne Skellett
Agenda
What is a Tree? • The graphical hierarchy in PeopleSoft systems that displays the relationship
between items in a group.
• Trees add a convenient graphical layer that displays the relationships between chartfield values.
Benefits in EPM:• Trees allow a user to restrict a query result set to only those rows of data
which have values that exist in a tree node.
In Tree: Constraint Type
What is an Expression?
• Expressions are calculations that PeopleSoft Query performs as part of the query.
• They can be used to compare values.
Uses: • Numerical Manipulation.
• Substring.
• Concatenate.
• Decode (IF)
Expressions
• Introduction Jeanne Skellett• System Issues Mark Malcolm• System Enhancements/Updates Frank Scalia• Agency Report Demonstration Jennifer Traynor• BREAK• EPM Training Steve Perkins• User Comments/Issues/Request Frank Scalia• Next Meeting Jeanne Skellett
Agenda
35
Discussion
• Introduction Jeanne Skellett• System Issues Mark Malcolm• System Enhancements/Updates Frank Scalia• Agency Report Demonstration Jennifer Traynor• BREAK• EPM Training Steve Perkins• User Comments/Issues/Request Frank Scalia• Next Meeting Jeanne Skellett
Agenda
Thank You for your participation today. We look forward to continuing our work together to improve and make EPM a Success!
• Feed Back Forms
• Look for this presentation and meeting Q & A’son the Core-CT Website (http://www.core-ct.state.ct.us/)
• Next Meeting – March 2004101 E. River Drive, Room 1002 A&B
• AR/GL/Reporting Meeting - January 26, 2004101 E. River Drive, Room 1002 A&B
Closing
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