III and Banner: Making the Data Work for You

Barbara Kriigel and Patrick ArmatisBarbara Kriigel and Patrick Armatis

University of Michigan--DearbornUniversity of Michigan--Dearborn

University of Michigan--Dearborn

8,000 students8,000 students Commuter campusCommuter campus Banner went live for fall 1997 term (Student Banner went live for fall 1997 term (Student

and Financial Aid) and Financial Aid) Implemented GUI, version 2.1.5Implemented GUI, version 2.1.5 Currently running 3.1Currently running 3.1 Library participated in implementation and Library participated in implementation and

continues to participate post-impcontinues to participate post-imp

Banner Made up of a number of primary systemsMade up of a number of primary systems

Student, Alumni/Development, Finance, Financial Student, Alumni/Development, Finance, Financial Aid, Human Resources, etc.Aid, Human Resources, etc.

Each primary system is comprised of application Each primary system is comprised of application modulesmodules Ex. Student system has recruiting, admissions, Ex. Student system has recruiting, admissions,

registration, general person, etc.registration, general person, etc. Each application module has associated forms Each application module has associated forms

(screens)(screens) windows group fields of related informationwindows group fields of related information

Banner Security Security can be placed at a variety of levels Security can be placed at a variety of levels

depending on user’s needdepending on user’s need system level, application level, form level--UMD system level, application level, form level--UMD

goes to application/form levelgoes to application/form level User “rights” can be set at various levelsUser “rights” can be set at various levels

query only, query/update, query/update/deletequery only, query/update, query/update/delete Be restrictive in assigning security levels and Be restrictive in assigning security levels and

add additional “rights” as necessaryadd additional “rights” as necessary UMD experienced significant paranoia in allowing UMD experienced significant paranoia in allowing

access to Banneraccess to Banner

Banner Forms Validation FormsValidation Forms

define values which can be entered in specific define values which can be entered in specific fieldsfields

Rule/Control FormsRule/Control Forms define rules which impact processing on other define rules which impact processing on other

formsforms Application FormsApplication Forms

where you enter, update or view informationwhere you enter, update or view information Query FormsQuery Forms

view information onlyview information only

Banner Form Names

7-LETTER FORM NAMES7-LETTER FORM NAMES

SOAHOLD (form to place/release a hold)SOAHOLD (form to place/release a hold) Position 1-- primary system owning formPosition 1-- primary system owning form

S=Student, A=Alumni, F=Fin., R=Fin. Aid, etc.S=Student, A=Alumni, F=Fin., R=Fin. Aid, etc. Position 2 -- application module owning formPosition 2 -- application module owning form

O=Overall, A=Admissions, P=Person, etc.O=Overall, A=Admissions, P=Person, etc. Position 3 -- type of form, report, process or tablePosition 3 -- type of form, report, process or table

A=Application, Q=Query, V=Validation, etc.A=Application, Q=Query, V=Validation, etc. Positions 4-7 -- name for form, process, etc.Positions 4-7 -- name for form, process, etc.

HOLD, ZIPC, CNTY, etc.HOLD, ZIPC, CNTY, etc.

Forms & Data Relevant to Library HOLDSHOLDS

SOAHOLD -- place/release a holdSOAHOLD -- place/release a hold STVHLLD -- defines hold codes, description of STVHLLD -- defines hold codes, description of

code, and what restrictions are associated with codecode, and what restrictions are associated with code registration, enrollment verification, transcript, registration, enrollment verification, transcript,

graduation, grades, accounts receivable can be graduation, grades, accounts receivable can be blockedblocked

REGISTRATIONREGISTRATION SFAREGQ -- list of courses (by term) for which a SFAREGQ -- list of courses (by term) for which a

student registeredstudent registered

Forms & Data Relevant to Library (cont)

IDENTIFICATION FORMIDENTIFICATION FORM SPAIDEN -- name(s), address(es), phone(s)SPAIDEN -- name(s), address(es), phone(s)

COMMENT FORMCOMMENT FORM SPACMNT -- any kind of information can be SPACMNT -- any kind of information can be

stored in a comment field; UMD stores library stored in a comment field; UMD stores library barcode in a comment fieldbarcode in a comment field

STVCMTT -- define comment codes, description STVCMTT -- define comment codes, description of codeof code

DEGREE SUMMARY FORMDEGREE SUMMARY FORM SHADGMQ -- Graduation status & termSHADGMQ -- Graduation status & term

Forms & Data Relevant to Library (cont)

FACULTY INFORMATION FORMFACULTY INFORMATION FORM SIAINST -- status, category, staff type, college, SIAINST -- status, category, staff type, college,

dept, etc.dept, etc.UMD uses info to assign ptype, privileges, etc. UMD uses info to assign ptype, privileges, etc.

in IIIin III E-MAIL ADDRESSE-MAIL ADDRESS

GOAEMAL -- e-mail addresses (preferred), GOAEMAL -- e-mail addresses (preferred), unique names, etc.unique names, etc.

GTVEMAL -- defines codes, description of codeGTVEMAL -- defines codes, description of code

Forms & Data Relevant to Library (cont) Personal MenuPersonal Menu

GUAPMNUGUAPMNU user defines list of forms included on menuuser defines list of forms included on menu helps eliminate need to know 7-letter form name helps eliminate need to know 7-letter form name

or clicking through menusor clicking through menus helps provide securityhelps provide security

UMD Circulation staff personal menuUMD Circulation staff personal menu SOAHOLD, SIAINST, SPAIDEN, SPACMNT, SOAHOLD, SIAINST, SPAIDEN, SPACMNT,

SFAREGQ, GOAEMAL, SHADGMQ, SFAREGQ, GOAEMAL, SHADGMQ, GUAPMNUGUAPMNU

Future Areas of Interest to Library

Accounts ReceivableAccounts Receivable Financial Aid for library student workersFinancial Aid for library student workers Fund raising/donors in AlumniFund raising/donors in Alumni

Placing Holds

Create a III file of patrons who need holdsCreate a III file of patrons who need holds print list with Banner ID (ID, SSN) and nameprint list with Banner ID (ID, SSN) and name script can be written to automatically place holdscript can be written to automatically place hold

Place HoldPlace Hold Search ID/Name, verify that hold does not exist, Search ID/Name, verify that hold does not exist,

select type of hold (ex. LB), use today’s date as select type of hold (ex. LB), use today’s date as “FROM” and default date for “TO”, add originator “FROM” and default date for “TO”, add originator code (ex. LIBR), save, rollback/exitcode (ex. LIBR), save, rollback/exit

UMD not using reason for hold or amountUMD not using reason for hold or amount

Releasing Holds

Retrieve patron Banner recordRetrieve patron Banner record Change “TO” date to current date and saveChange “TO” date to current date and save

as soon as record is saved, all restrictions as soon as record is saved, all restrictions associated with hold are releasedassociated with hold are released

Can temporarily release hold by changing Can temporarily release hold by changing “FROM” date to a future date“FROM” date to a future date

WARNING: Anyone with update access to WARNING: Anyone with update access to SOAHOLD can place/release ANY holdSOAHOLD can place/release ANY hold

Creating an III Patron File

Why create your own queries?

Library can create/update patron file as Library can create/update patron file as often as necessaryoften as necessary on old system, ITS staff created file as their on old system, ITS staff created file as their

time allowedtime allowed Data is up-to-date and accurateData is up-to-date and accurate

less hand-keying by library staffless hand-keying by library staff Library controls content and format of data Library controls content and format of data

in patron recordin patron record

Creating a Patron File

Locate where data is stored in BannerLocate where data is stored in Banner Create a Microsoft Access queryCreate a Microsoft Access query

library staff attended Access training sessionslibrary staff attended Access training sessions other SQL software packages are available; use other SQL software packages are available; use

package commonly used by institutionpackage commonly used by institution Convert data into format for IIIConvert data into format for III Load data in IIILoad data in III

Locate Data

Data may be in an Oracle table different than the Data may be in an Oracle table different than the Banner form where you view the data--Banner Banner form where you view the data--Banner form usually consists of multiple Oracle tablesform usually consists of multiple Oracle tables

Using the Dynamic Help Query to determine Using the Dynamic Help Query to determine table name of datatable name of data

Banner form data may be “calculated” at time of Banner form data may be “calculated” at time of viewing and thereby not available on the Oracle viewing and thereby not available on the Oracle tablestables

Creating an Access Query

Linking TablesLinking Tables data is scattered across several tables, linking the tables data is scattered across several tables, linking the tables

together creates a new table which contains only together creates a new table which contains only specified informationspecified information

PIDM (Personal Identification Master)PIDM (Personal Identification Master) unique number assigned when a “general person” record unique number assigned when a “general person” record

is created (equivalent to III’s patron record number)is created (equivalent to III’s patron record number) found on all Oracle tablesfound on all Oracle tables does not display in Banner anywheredoes not display in Banner anywhere

Creating an Access Query (cont)

Selecting the data from tablesSelecting the data from tables select all information neededselect all information needed each data element is located in it’s own field (ie each data element is located in it’s own field (ie

last, first and middle name)last, first and middle name) different data “types” are stored in the same table different data “types” are stored in the same table

(ie permanent, business, mailing addresses(ie permanent, business, mailing addresses indicatorsindicators

Change - denotes previous dataChange - denotes previous data Primary - denotes preferred dataPrimary - denotes preferred data Inactive - denotes expired dataInactive - denotes expired data

Creating an Access Query (cont)

De-dupingDe-duping check for dups (duplicates) while building check for dups (duplicates) while building

query in order to determine:query in order to determine: why dup occurred (missing indicator, duplicate why dup occurred (missing indicator, duplicate

record in Banner)record in Banner) can dup be prevented (use indicator, create separate can dup be prevented (use indicator, create separate

query, multiple linking)query, multiple linking)

change query to prevent dup change query to prevent dup if dup can’t be prevented, decide if data is necessaryif dup can’t be prevented, decide if data is necessary

Creating an Access Query (cont) Adding subsequent tablesAdding subsequent tables

link next table and check results (dups, correct info, link next table and check results (dups, correct info, etc)etc)

sometimes necessary to go back and change earlier sometimes necessary to go back and change earlier queryquery

Running queriesRunning queries can be time consuming depending on system usage, can be time consuming depending on system usage,

hardware, software, query logic, etc.hardware, software, query logic, etc. results may vary since Banner is real time systemresults may vary since Banner is real time system

Creating an Access Query (cont)

Tips for creating queries (Lessons learned the Tips for creating queries (Lessons learned the hard way) hard way) start with one table at a timestart with one table at a time for complicated tables (ie address, phone) create for complicated tables (ie address, phone) create

simple query which contains only data type you desiresimple query which contains only data type you desire create one “master” query that uses table of PIDMs to create one “master” query that uses table of PIDMs to

extract all necessary dataextract all necessary data use macros to import and export data, run queries, etc.use macros to import and export data, run queries, etc.

Result 36 Banner data elements

(from 9 oracle tables and 4 mapping tables)

13 III patron fields

Result 36 Banner data elements

(from 9 oracle tables and 4 mapping tables)

13 III patron fields

Converting Data

III format options for importing patron dataIII format options for importing patron data MARC MARC 80-Column Punched Card Image80-Column Punched Card Image Text File ImageText File Image Text File Image with RECORD labelText File Image with RECORD label Other formats possible (contact III)Other formats possible (contact III)

comma delimitedcomma delimited

Load Data

FTS/FTP data into IIIFTS/FTP data into III Load the Patron RecordsLoad the Patron Records

Read/Write Marc recordsRead/Write Marc records Check the error log and make correctionsCheck the error log and make corrections

patron record in use by systempatron record in use by system

How Much Time is Spent?

The entire process (querying, converting, The entire process (querying, converting, loading and making corrections) takes 30 loading and making corrections) takes 30 minutes at UMDminutes at UMD

Time varies depending on system usage, Time varies depending on system usage, full load vs partial load, etc.full load vs partial load, etc.

Synchronizing Holds between Banner and III Create Access query to compare holds in Create Access query to compare holds in

Banner and IIIBanner and III verify that everyone who should be on hold is verify that everyone who should be on hold is

actually on hold and vice versaactually on hold and vice versa Place and release holds as necessaryPlace and release holds as necessary

Script to Automatically Place Holds in Banner ““Create a list” in III of patron records who meet Create a list” in III of patron records who meet

criteriacriteria ““List” desired data to a fileList” desired data to a file Convert III data to comma delimited fileConvert III data to comma delimited file Load file into Access and update LB_HOLD Oracle Load file into Access and update LB_HOLD Oracle

tabletable Login to server and run scriptLogin to server and run script View LB_HOLD Oracle table for results (ie holds View LB_HOLD Oracle table for results (ie holds

placed, patrons not found)placed, patrons not found)

Questions??????

Presentation available at:Presentation available at:

http://www.umd.umich.edu/lib/iughttp://www.umd.umich.edu/lib/iug

Barbara Kriigel bkriigel@umich.eduBarbara Kriigel bkriigel@umich.edu

313/593-5614313/593-5614

Patrick Armatis parmatis@umich.eduPatrick Armatis parmatis@umich.edu

313/593-5564313/593-5564