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Exporting Data for use with Bulk Mail, Address
Certification, and otherExternal Applications
By
Indiana University of Pennsylvania
Mary Mosholder
Presentation Goal
To review the use of Banner to export data for use in a bulk mail system, an address verification system, and other external applications
About IUP 14,000 students; 1,800 employees Largest Member, SSHE 3 campuses; 1 center; 1 academy Doctoral I Clock-hour programs
Banner at IUP Implemented five baseline modules and
three “Web For” products 1998-2000 Banner 5.x (soon to be Banner 6) Oracle 9i, OAS (soon to be 9IAS) Sun Solaris
The ChallengeBulk Mail – Materials being sent out in a large
quantity. Needed a procedure that is faster than using labels generated from Banner Letter Generation
Address Validation – Incorrect addresses caused returned mail, and wasted postage. Needed a procedure to correct addresses
The ChallengeOther External Applications – Some users use
external (non-Banner) applications to evaluate data. Needed data from Banner in a format useable by other software applications and trackable within Banner
Solution Building Blocks
Created Banner processes using Pro*C, and integrated existing letter generation processes
GLBDATA
GWPBULK SWPCASS GLBLSEL
Data File
CASS Certification
Certified Address File
SWPCASS
Data File
DeskTop Mailer
Addresses Sprayed onto
Mail Piece
GLRLETR
Word Merge
Data File as Word
Document
File Saved as Extension
Needed
ART Letters
Topics Bulk Mail
Population Selection Data Extract
Address Validation CASS (Coding Accuracy Support System) CASS process at IUP
Exporting data with Letter Generation
Bulk Mail A mass mailing of over 200 Items
University magazine Brochures for prospective students
Postalsoft DeskTop Mailer by First Logic sprays the addresses and bar code onto the mail piece
Printer connected to DeskTop Mailer located in Post Office that sends out bulk mailings.
Bulk Mail One set of fields for all bulk mail The addresses are saved in a tab
delimited text file This text file can be created through any
software that allows users to save the data as tab delimited
The mail pieces must be sent to the Post Office with the DeskTop Mailer printer
Bulk Mail The data file is placed in a “Bulk Mail”
folder on the network The “Bulk Mail” folder is purged on a
regular basis The bulk mail person receives an email
when the file is ready The data file is imported into DeskTop
Mailer
Bulk Mail The addresses are checked for validity
(CASS certified addresses) Correct addresses are printed on the mail
pieces
Population Selection Data Extract Users had existing population selections that
they wanted to use for bulk mailings Created a Pro*C program (GWPBULK) that
pulls the address data for the people that are in the results of a population selection, and saves the data in a tab delimited file on the network
The addresses are pulled based on the address type parameters for GWPBULK
Population Selection Data Extract GWPBULK Parameters:
Application Code Population Selection ID Creator ID User ID Address Type 1 Address Type 2 Address Type 3 Address Type 4
Population Selection Data Extract The population selection is pulled using the
GLBDATA process The results are reviewed on the GLIEXTR form,
and/or updated on the GLAEXTR form. The IUP created data extraction Banner process
GWPBULK is run The file can then be copied to the “Bulk Mail”
folder when it is time to print
CASS United States Postal Service (USPS) Coding
Accuracy Support System Address Certification increases the accuracy and speeds the delivery of the mail pieces
Uncertified Addresses take longer be delivered to, or the mail piece may be sent back to IUP.
Corrects address spellings and abbreviations to the USPS standard
CASS Can earn the best postal discounts when you
process your address list using the most current information USPS Upgrades are sent to IUP on a regular basis.
Available as yearly or bimonthly The upgrades are applied to all the computers that
run the software
CASS Supplies Error codes for addresses that could not
be corrected E101, E213, E214, and E501 are all related to foreign
addresses E302 No primary address line found E412 Street name not found in directory E413 Possible street name matches too close to choose
one (multiple street names found) E420 Primary range is missing (missing street number)
CASS E421 Primary range is invalid for the street/route/building
(invalid street number) E422 Predirectional needed, input is wrong or missing E423 Suffix needed, input is wrong or missing E427 Postdirectional needed, input is wrong or missing E429 Bad city, can’t select an address match (ZIP code
is valid for more than one city and each city has this street)
E600 Marked by USPS as unsuitable for delivery of mail (inactive address according to Post Office)
CASS IUP certifies the Banner addresses twice a
year (3rd week into Fall and Spring semesters) A Pro*C program (SWPCASS) was created
that can extract the addresses from population selection results, or update the Banner address information from a specific file When updating the Banner addresses some CASS
fields are truncated
CASS SWPCASS parameters:
Mode (E = Extract data, M = Modify Addresses) Address Type Application Code Population Selection ID Creator ID User ID
CASS process at IUP A population selection of registered
students is pulled using GLBDATA in the Banner client
SWPCASS is submitted in the Banner client with a mode of E, for the address type, and for the population selection
The data file is then imported into the CASS database portion of DeskTop Mailer
CASS process at IUP The Correct Addresses process within the
CASS database is ran The addresses are then exported to a
specific file on the IUP network This file contains the error code from CASS for
any addresses that it could not fix
CASS process at IUP SWPCASS is run with a mode of M
Updates any addresses in Banner to the CASS corrected address within the file
The file is then imported into a Microsoft Access database
A query is ran to separate the international students addresses that had an error. These addresses are sent to IUP’s International Affairs office
CASS process at IUP A query is run to select the remaining
addresses that have error codes The results of this query are divided up and
sent to members of the Address Resolution Team (ART) Members of this team have two weeks to correct
as many addresses on their list as they can
CASS process at IUP After the ART corrects the addresses that it
can, then SWPCASS is run again with the mode of E, for the address type, and for the population selection
The data file is then imported into the CASS database portion of DeskTop Mailer
The Correct Addresses process within the CASS database is ran
CASS process at IUP The addresses are then exported to a file on the
IUP network SWPCASS is run with a mode of M. The file is then imported into a Microsoft Access
database A query is ran to separate the international
students, and the remaining students with an error code are merged to an incorrect address letter
CASS process at IUP A query is ran to pull the registered students that
do not have an active address A list of international students from these results is sent to
the International Affairs office The remaining students are merged to a no address letter
The no address and incorrect address letters are distributed to the student’s advisor
CASS process at IUP The student receives their letter when they
meet with their advisor to receive their Time Appointment for scheduling
CASS process at IUP Last Spring (2003)
178 addresses for the ART to correct 77 letters sent
29 Incorrect addresses 48 no address
16 International students with incorrect addresses
19 International students without an address
CASS process at IUP This Fall (2003)
216 addresses for the ART to correct 168 letters sent
121 Incorrect addresses 47 no address
419 International students with incorrect addresses
25 International students without an address
Exporting Data with Letter Generation Export data for an external application, but also
track who was exported on SUAMAIL form within Banner
SUAMAIL is updated by the GLRLETR letter generation process
Admissions sends a file of recruits that are juniors in high school that have the College of Business on their recruit record to the College of Business. The College of Business imports this file into Microsoft Access.
Exporting Data with Letter Generation
A population selection was created A letter code was created for the file within
Banner Variables were created for any new fields A new paragraph was created The variables were added to a paragraph Paragraph linked to the letter code.
Exporting Data with Letter Generation
The external application needed a header line in the data file, and the fields to be tab delimited
A Microsoft Word merge document was created so that when merged the fields names are listed at the top, and the rest of the document contains the data with a tab between the each field
Exporting Data with Letter Generation
Word merge header line:
{IF {MERGEREC} = 1 “ field names with a tab between them and the merge fields” “the merge fields with a tab between them”}
Exporting Data with Letter Generation A web letter entry was set up
IUP has a web letter generation system that takes the prompts, that are stored in a table and displayed on the web, and runs the Banner letter generation processes (GLBDATA, GLBLSEL with the repeating pending letter prompt skipped, and GLRLETR). It also sends the letter data to the ProdPC program that does the merge through an executable
Exporting Data with Letter Generation
The user submits the letter generation job so that the resulting document is stored on their local network drive, or emailed to them
Once the letter is complete, the user opens the document, performs a Save As, and saves it to whatever file extension is needed for the external program
GLBDATA
GWPBULK SWPCASS GLBLSEL
Data File
CASS Certification
Certified Address File
SWPCASS
Data File
DeskTop Mailer
Addresses Sprayed onto
Mail Piece
GLRLETR
Word Merge
Data File as Word
Document
File Saved as Extension
Needed
ART Letters
ConclusionThe bulk mail, and address certification programs
needed to extract data from Banner. Pro*C programs that use population selections were created for the transfer of data from one application to another. When a SUAMAIL record is needed for data extracted to another application, a letter generation job can be set up with a Word merge document that produces a document in the format needed
Questions Mary Mosholder
Technology Services CenterApplication Development
G-14 Stright Hall, IUP Indiana, PA 15705
(724) 357-4721msinger@iup.edu
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