Running Reports and other Batch Processes by ijx13895

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									                                                                                                                  Training Guide
                                                                          PeopleSoft Financials Fundamentals


                                       Running Reports
                                   and other Batch Processes

                                              Table of Contents
Running reports and other batch processes ................................................................... 1
   Using Run Controls ..................................................................................................................... 1
   Submitting a batch process with Process Scheduler .................................................................... 8
   Viewing results with Process Monitor....................................................................................... 12
   Viewing results with Report Manager ....................................................................................... 21
Glossary ........................................................................................................................... 27




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                                                                                  Training Guide
                                                       PeopleSoft Financials Fundamentals



Running reports and other batch processes
You many submit a batch process (run a job) to perform many different tasks in PeopleSoft such
as running a report, loading data, performing a batch update, etc. When you use an application
page containing a batch process, you will need to choose a Run Control ID and then submit the
batch process using the Process Scheduler screen. You will then retrieve your reports or other
output using the Process Monitor or Report Manager screens.

Process Scheduler's primary role is to support the PeopleSoft application environment. It is used
to run PeopleSoft processes, including programs, batch programs, reports, and so on.

More specific examples of processes include running reports, posting journal entries, loading
benefit enrollment forms, and calculating payroll deductions. All of these are performed behind
the scenes of your online system.

There are several advantages to using Process Scheduler to run reports. This lesson focuses only
on running reports and not on any other types of processes. Because a report is a type of process,
these two terms may be used interchangeably, depending upon the context in which they are used.

Process Scheduler Advantages:
• System Efficiency: Data-centric processes can run close to the database on high-powered
servers. Non-data-centric processes can run anywhere.
• Low Administration Overhead: User accounts on servers are unnecessary. Users don't need to
know additional passwords to run processes.
• End-User Productivity: Users don't need to know the syntax of running a report, or any
process, for that matter. Workstations remain available for other tasks while a process runs in the
background on a server.

Process Scheduler enables you to run processes one at a time, per your request. For example, you
may want to run a report that generates a list employees hired last month. If it fits your needs, you
can also schedule a recurring report to run at specified times, such as every Friday at 6:00 p.m.

Process Scheduler enables you to run reports easily and efficiently, without interruption to your
workstation. A report may be running at the same moment you are reconciling financial data in a
spreadsheet or entering personnel data into a database-whatever the case may be for your
particular position. In short, you can continue your daily work routine while Process Scheduler
takes care of running your reports.

Upon completion of this lesson, you will be able to:
• Understand using Run Control IDs.
• Sibmit a batch process using Process Scheduler.
• View results using Process Monitor.
• View results using Report Manager.


Using Run Controls
You many submit a batch process (run a job) to perform many different tasks in PeopleSoft such
as running a report, loading data, performing a batch update, etc. When you use an application
page containing a batch process, you will need to choose a Run Control ID and then submit the


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 PeopleSoft Financials Fundamentals

batch process using the Process Scheduler screen. You will then retrieve your reports or other
output using the Process Monitor or Report Manager screens.

This topic will discuss using Run Control IDs. Before beginning, it is important to understand a
few basic terms:

• Process Request: A single "run request," such as an SQR or Crystal report.
• Run Control ID: A unique ID, associating each operator with his or her own run control table
entries.
• Process Instance: A unique number that identifies each process request. This value is
automatically incremented and assigned to each requested process when the process is submitted
to run.


Procedure

In this topic, assume your organization is analyzing budget data. As part of this project, you have
been asked to run a ChartField report that lists all the valid department codes for your
organization. ChartFields are the fields that store charts of accounts and provide the system with
the basic structure to separate and categorize transactional and budget data. Your goal is to run
the Valid Department Codes report.

    Step       Action
    1.         To begin this topic, assume that we have just selected a PeopleSoft report to run.

               The first screen we will see asks us to select a Run Control ID or create a new
               one.


               How many Run Control IDs do I need?

               You may have access to run dozens of different batch processes within
               PeopleSoft. Each distinct process generally has its own set of
               parameters that are saved via the Run Control IDs. You may name a
               single Run Control ID (such as your initials) that will remember
               parameters for each of the processes you run. Some people like to name
               a different Run Control ID for each process they run.

               There are some cases where you might want to use multiple Run Control
               IDs for the same process. This might be the case if you run the same
               process under different circumstances such as times of the year. An
               example of this might be creating Run Control IDs for a printing process
               indicating Print_Spring_Statements and Print_Fall_Statements.


               What is the format for a Run Control ID?

               Run Control IDs are:
               ·Case Sensitive


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                                                 PeopleSoft Financials Fundamentals


            ·No spaces allowed (use underscores, i.e. Pay_Bills, Print_Payment)
            ·Up to 30 characters

            The criteria for a Run Control ID will be saved once a process is
            submitted, but you may also set up and save the Run Control criteria
            without running the process by just clicking Save at the bottom of the
            batch process application page you are working with.


  Step      Action
  2.        Notice that there is a blank Run Control ID field. A Run Control ID is an
            identifier that, when paired with your User ID, uniquely identifies the process you
            are running. The Run Control ID allows for important parameters to be available
            for a process when the process runs. This ensures that when a process runs in the
            background it does not have to prompt you for any additional values. All
            parameters are stored within the system and associated with Run Control IDs and
            User IDs.


            How many Run Control IDs do I need?

            You may have access to run dozens of different batch processes within
            PeopleSoft. Each distinct process generally has its own set of
            parameters that are saved via the Run Control IDs. You may name a
            single Run Control ID (such as your initials) that will remember
            parameters for each of the processes you run. Some people like to name
            a different Run Control ID for each process they run.

            There are some cases where you might want to use multiple Run Control
            IDs for the same process. This might be the case if you run the same
            process under different circumstances such as times of the year. An
            example of this might be creating Run Control IDs for a printing process
            indicating Print_Spring_Statements and Print_Fall_Statements.


            What is the format for a Run Control ID?

            Run Control IDs are:
            ·Case Sensitive
            ·No spaces allowed (use underscores, i.e. Pay_Bills, Print_Payment)
            ·Up to 30 characters

            The criteria for a Run Control ID will be saved once a process is
            submitted, but you may also set up and save the Run Control criteria
            without running the process by just clicking Save at the bottom of the
            batch process application page you are working with.




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  Step      Action
  3.        You can run this report by searching for an existing Run Control ID or you can
            add a new value, thus creating your own Run Control ID. The advantage of
            creating your own is that you can create one that makes sense to you, and one that
            you will most likely remember and be able to use again and again.

            For example, assume your name is Morgan. You can create a Run Control ID that
            is the same as your name so you can easily identify and remember it.
            Click the Add a New Value tab.




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  Step      Action
  4.        You will create a new Run Control ID called "Morgan." By creating your own
            Run Control ID, you will be able to save it and all assigned parameters so that you
            can easily access this report again in the future.
            Enter the desired information into the Run Control ID field. Enter "Morgan".
  5.        Click the Add button.


  6.        You use this page to define the parameters that will be used when the report is
            run. The parameters will vary depending on which report you are running. For
            example, other reports might have fields where you specify Business Unit,
            Employee ID, or Department values before running the report.




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  Step      Action
  7.        For this report, you must define the SetID and the As of Date. A SetID is a label
            used to identify Control Tables. It tells you which subsets of data on a Control
            Table a Business Unit can access.
            Enter the desired information into the SetID field. Enter "SHARE".
  8.        Press [Tab].

  9.        Enter the data for which you are running the report in the As of Date field
            (usually the system date). In this example, assume today's date is 02/24/2004.
            Enter the desired information into the As of Date field. Enter "02/24/2004".




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  Step      Action
  10.       Now the parameters have been set for this report.

            Your next step will be to click the Run button and proceed to the next topic for
            Submitting a batch process with Process Scheduler.
            Press [Tab].




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    Step       Action
    11.        Now that all the parameters have been set for this report, we will click Run to
               proceed to the Process Scheduler.
               Click the Run button.


    12.        You successfully created a Run Control ID.
               End of Procedure.


Submitting a batch process with Process Scheduler
You many submit a batch process (run a job) to perform many different tasks in PeopleSoft such
as running a report, loading data, performing a batch update, etc. When you use an application
page containing a batch process, you will need to choose a Run Control ID and then submit the
batch process using the Process Scheduler screen. You will then retrieve your reports or other
output using the Process Monitor or Report Manager screens.

This topic will discuss using the Process Scheduler. Before beginning, it is important to
understand a few basic terms:

• Process Request: A single "run request," such as an SQR or Crystal report.
• Run Control ID: A unique ID, associating each operator with his or her own run control table
entries.
• Process Instance: A unique number that identifies each process request. This value is
automatically incremented and assigned to each requested process when the process is submitted
to run.


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Procedure

In this topic, assume your organization is analyzing budget data. As part of this project, you have
been asked to run a ChartField report that lists all the valid department codes for your
organization. ChartFields are the fields that store charts of accounts and provide the system with
the basic structure to separate and categorize transactional and budget data. Your goal is to run
the Valid Department Codes report.

    Step       Action
    1.         Use the Process Scheduler Request page to enter, update, or view parameters,
               such as server name and process output format.




    Step       Action
    2.         Important: Always leave the Server Name blank.

               Note: In the remainder of this example, however, PSNT will be shown as
               selected.
               Press [Tab].
    3.         Use the Run Date field to specify the date you want the process to run. This gives
               you the ability to set a report to run on a future date.
               Press [Tab].



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  Step      Action
  4.        Use the Recurrence field to specify the recurring time intervals for a process
            request to run. For instance, if you need to run a process every week day at 5 p.m.
            that resolves all the transactions managed by your website, you could select a run
            recurrence definition to schedule this process to run at the appropriate times.

            Please submit a GMIS issue to have a specific recurrence definition created for
            you.
            Press [Tab].
  5.        Use the Run Time field to specify the time you want the process to run. This
            gives you the ability to set a report to run at a future time.

            Running a job after hours, for instance, will save processing time on the system.
            Press [Tab].
  6.        Use the Reset to Current Date/Time button to sets the Run Date and Run Time
            to the present date and time.
            Press [Tab].
  7.        The Description field helps to uniquely identify a process. You should be familiar
            enough with the processes that you run as part of your daily tasks to identify them
            by this description.
            Press [Tab].
  8.        The Process Name field displays the name of the process as it appears in the
            definition.
            Press [Tab].
  9.        The Process Type field displays the type of process, such as SQR, Crystal, and so
            on.
            Press [Tab].
  10.       Use the Type field to select the type of output you want to generate for this job.
            Your four choices are File, Printer, Email, or Web.

            File: This enables you to write the output to a file that will appear in the Output
            Destination.

            Printer: We are not able to direct output to a printer so this option should not be
            selected.

            Email: You can enter the destination information to send to a particular email
            recipient(s) Note that Email is available only for SQR, PS/nVision, and Crystal.

            Web: Sends all output of the process to the report repository, including log and
            trace files.

            Note: Web is nearly always selected here at SOI.
            Press [Tab].
  11.       Use the Format field to define the output format for the report. The values are
            dependent upon the Process Type you have chosen. For example, the default
            format for Crystal and PS/nVision is HTML.


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  Step      Action

            Note: For reports you should generally select PDF and for queries select XLS.
            Press [Tab].
  12.       Click the OK button.


  13.       The report is now running. Notice that your report has been assigned a Process
            Instance number, 3999. It is a good idea to make a note of the Process Instance
            number for future tracking.




  Step      Action
  14.       Once you have used Process Scheduler to run your report, you may next will use
            Process Monitor or Report Manager to view the process status and output for
            your job.
            Click the Report Manager link.


  15.       You successfully used the Process Scheduler to submit a batch job.
            End of Procedure.




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Viewing results with Process Monitor
You many submit a batch process (run a job) to perform many different tasks in PeopleSoft such
as running a report, loading data, performing a batch update, etc. When you use an application
page containing a batch process, you will need to choose a Run Control ID and then submit the
batch process using the Process Scheduler screen. You will then retrieve your reports or other
output using the Process Monitor or Report Manager screens.

This topic will discuss using the Process Monitor. Before beginning, it is important to
understand a few basic terms:

• Process Request: A single "run request," such as an SQR or Crystal report.
• Run Control ID: A unique ID, associating each operator with his or her own run control table
entries.
• Process Instance: A unique number that identifies each process request. This value is
automatically incremented and assigned to each requested process when the process is submitted
to run.


Procedure

In this topic, assume your organization is analyzing budget data. As part of this project, you have
been asked to run a ChartField report that lists all the valid department codes for your
organization. ChartFields are the fields that store charts of accounts and provide the system with
the basic structure to separate and categorize transactional and budget data. Your goal is to run
the Valid Department Codes report.

    Step       Action
    1.         A report process has just been submitted. Notice that the process has been
               assigned a Process Instance number, 3999.

               It is a good idea to make a note of the Process Instance number for future tracking.




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  Step      Action
  2.        Now that you submitted your report, you next will use Process Monitor or
            Report Manager to monitor the status of your report and view it's output. In this
            topic, we will use the Process Monitor to:

            • Check the status of your submitted process requests.
            • Cancel process requests that have been initiated or are currently processing.
            • Hold process requests that are queued, and queue process requests you have put
            on hold.
            Click the Report Manager link.


  3.        Process Monitor supplies you with two pages, the Process List page and the
            Server List page. You use the Process List page to monitor the process requests
            you've submitted.
  4.        You use the fields in the View Process Request For section to display specific
            processes based on the criteria entered in these fields.




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  Step      Action
  5.        Use the User ID field to view the processes submitted by a user ID. Usually, you
            view your own user ID.

            Put your User ID in this field to view all of the processes that you are authorized
            to view.
            Press [Tab].
  6.        Use the Type field to view by a process type, such as Application Engine, Crystal,
            COBOL, SQR, or Application Engine processes.
            Press [Tab].
  7.        Use the Last fields to specify an interval of time by which to limit the process
            requests that appear in the list. Enter a custom numerical value in the field, and
            then select a unit type: Days, Hours, or Minutes.
            Press [Tab].
  8.        Use the Server field to view processes that are run on a particular server.
            Press [Tab].
  9.        Use the Name field to view all processes for a specific process name.
            Press [Tab].
  10.       Use the Instance fields to display results based on the process instance number.
            This number is automatically generated when a process is requested.
            Press [Tab].
  11.       Use the Run Status field to view processes by status, such as Completed or Error.
            Press [Tab].
  12.       Use the Distribution Status field to view processes by distribution status, such as


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  Step      Action
            Generated, Posted, or Not Posted.
            Press [Tab].
  13.       The current status of the report is Initiated. The report is finished running when it
            has a status of Success. How detailed the report is will dictate how long it takes to
            obtain a status of Success. This report is not long, so you will click the Refresh
            button after a few moments to update the Run Status. For reports that take longer
            to run, it is a good idea to continue other work while your report is being run in
            the background; there is no need to watch and wait.
  14.       Knowing the run status of your job helps you to see where it is in the queue or
            identify a problem if the process has an error.
  15.       Use the Refresh button to update the run status of your process.

            Please only click the Refresh button once every 10-20 seconds.
            Click the Refresh button.


  16.       The status of your report is now Success, meaning that your report has finished
            running.
  17.       You can get details about a particular process request and retrieve the output by
            clicking the Details link in the Details column. This opens the Process Detail
            page where you can view such details as request parameters and message logs.
            Click the Details link.


  18.       Most of the items on the Process Detail page are display-only; however, you can
            use some controls to manipulate the program run, as needed.
  19.       The Process group box contains general information to help you identify the
            process request. This is a display-only group, showing basic descriptive
            information about this process.
  20.       The Run group box shows specific run information, such as the run control ID
            and the run location. If the process runs on the server, the server name appears in
            the Server field and any run recurrence that you have selected appears in the
            Recurrence field.
  21.       The Update Process group box displays the actions you can take for this field
            depend upon your user authorizations and the current status of the request. If you
            are authorized, you have the following options for your request: Hold, Queue,
            Cancel, Delete, or Restart.
  22.       The Actions group box contains links to other pages that provide additional
            details about the process parameters.

            Note: You will generally click on the View Log/Trace link to view your
            output results.
  23.       Click the Parameters link to view additional information about the process
            parameters, such as runtime definition variables, the path and program used to run
            the process, the location of the completed output, and additional information about


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  Step      Action
            the process status.
  24.       Click the Message Log link to view messages that are inserted into the message
            log by the program that is running.
  25.       The Batch Timings link is only available for process requests with a process type
            of Application Engine.

            The Batch Timings report contains a set of statistics that system administrators
            can use to tune the system to gain better performance. This report relates
            specifically to PeopleSoft Application Engine program performance.
  26.       When you click the View Log/Trace link, a new browser window opens,
            displaying links that enable you to view the message log and trace file in a
            browser.

            The View Log/Trace link appears on the Process Monitor Detail page when at
            least one of the following conditions is met:
            • The output destination for the process request is Web, and the report and log
            files were successfully posted to the Report Repository by the Distribution Agent.
            • The process has a run status of Success.
            • The process request ran from a PeopleSoft Process Scheduler Server Agent that
            was set up using the Server Definition page with a distribution node.

            Note: You will generally click on the View Log/Trace link to view your
            output results.




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  Step      Action
  27.       Click the View Log/Trace link.




  Step      Action
  28.       Locate the PDF, XLS, or other link representing your output file.

            You will also notice a Trace File and Message Log which are generally not very
            useful.
            Click the URL link.




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  Step      Action
  29.       Your output will pop up in another window.

            Important: Make sure you do not have an active popup blocking program or
            you will not be able to open this output window.
            Click the Maximize/Restore button.


  30.       You may view, save, or print your report here.

            Then you should close this window.
            Click the Close button.




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  Step      Action
  31.       We will click Return to return to the Process Detail page.
            Click the Return button.




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  Step      Action
  32.       Return to the Process List page.
            Click the Ok (Enter) button.




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    Step       Action
   33.         Click the Go back to Department link.


   34.         You successfully viewed your process and output using Process Monitor.
               End of Procedure.


Viewing results with Report Manager
You many submit a batch process (run a job) to perform many different tasks in PeopleSoft such
as running a report, loading data, performing a batch update, etc. When you use an application
page containing a batch process, you will need to choose a Run Control ID and then submit the
batch process using the Process Scheduler screen. You will then retrieve your reports or other
output using the Process Monitor or Report Manager screens.

This topic will discuss Report Manager. Before beginning, it is important to understand a few
basic terms:

• Process Request: A single "run request," such as an SQR or Crystal report.
• Run Control ID: A unique ID, associating each operator with his or her own run control table
entries.
• Process Instance: A unique number that identifies each process request. This value is
automatically incremented and assigned to each requested process when the process is submitted
to run.




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Procedure

In this topic, assume your organization is analyzing budget data. As part of this project, you have
been asked to run a ChartField report that lists all the valid department codes for your
organization. ChartFields are the fields that store charts of accounts and provide the system with
the basic structure to separate and categorize transactional and budget data. Your goal is to run
the Valid Department Codes report.

    Step       Action
    1.         The report has not been submitted. Notice that your report has been assigned a
               Process Instance number, 3999.

               It is a good idea to make a note of the Process Instance number for future
               tracking.




    Step       Action
    2.         Now that you submitted your report, you next will use Process Monitor or
               Report Manager to monitor the status of your report and view it's output. In this
               topic, we will use the Report Manager.

               The Report Manager is like your own personal "in box" of reports and process
               output. It provides a secured means to view report content, check the posting
               status of your output, and see content detail messages.
               Click the Report Manager link.


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  Step      Action



  3.        The Explorer page displays a hierarchical view of folders and reports. Unlike the
            Administration page, the Explorer page lists reports when both of the following
            events occur. First, the Distribution Agent has successfully posted the report to the
            report repository. Once the report has posted, the Distribution Agent publishes a
            message to have an entry added to the report folder table for the new report.
            Second, the local message node has subscribed to the message that was sent by the
            Distribution Agent by adding an entry for the report in the report folder table.
  4.        The List page displays the reports from multiple databases to which you have
            access. Unlike the Administration page, the List page lists reports when both of
            the following events occur. First, the Distribution Agent has successfully posted
            the report to the report repository. Once the report has posted, the Distribution
            Agent publishes a message to have an entry added to the report folder table for the
            new report. Second, the local message node has subscribed to the message that
            was sent by the Distribution Agent by adding an entry for the report in the report
            folder table.
  5.        You use the Administration page to view the report, view details about the
            report, and delete unwanted reports from the system. New reports that have been
            scheduled or are in the process of being posted to the report repository are viewed
            only through the Administration page.
  6.        You use the Archives page to view reports that have been archived.




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  Step      Action
  7.        For this exercise, you need to go to the Administration page to view the report.
            Click the Administration tab.
  8.        The reports are listed in the Report List section of the page. You can sort this list
            by using the fields in the View Reports For section of the page.
  9.        The Valid Departments Report with the instance number 3999 is at the top of
            the list, and the status is Posted.
  10.       In Report Manager, there are several status possibilities. Knowing what they
            mean will help you to understand the progress of your job without having to check
            the Process Monitor.




  Step      Action
  11.       Because the status of your report is Posted, you may now view your report.
            Notice the Details link on the right side of your screen.
            Click the Details link.




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  Step      Action
  12.       The link for the report contains the process name followed by the process instance
            number.

            Note: Your output will usually end in PDF or XLS.
            Click the FIN0011-_3999.HTM link.




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  Step      Action
  13.       A second browser window is opened that displays the report.
            Click the Maximize/Restore button.


  14.       Review the Valid Department Codes report. If you wish, you can also print this
            report by using the browser's print button.
  15.       Return to the Report List page.
            Click the Close button.


  16.       If you are authorized to delete a report, the Select check box will be active. This
            enables you to select the report and then click the Delete button to remove the
            report from the list.

            You don't need to delete these, however, because the system will purge these
            reports after 7 days.
  17.       You successfully viewed the status and output of a process using the Report
            Manager.
            End of Procedure.




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                                                                            Training Guide
                                                 PeopleSoft Financials Fundamentals



Glossary
Run       An arbitrary name used to control the attributes of a particular process request as
Control   submitted by a PeopleSoft application user. Process Scheduler uses Run Control IDs
ID        to identify requests by individual operators.




 Last changed on: 3/25/2010 10:48 PM                                       Page 27 of 29

								
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