Selection and Variable Rules for Financial Aid and Student...Defining Simple Population Selection Rules Follow these steps to complete a population selection. Step Action 1 Access

Population Selection and Variable Rules Definition for Financial Aid

and Studentand Student

Cindy Taylor & Tania Pittman

September 30th, 2009September 30 , 2009

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• Audio will only be available for the instructorAudio will only be available for the instructor.

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Topics for DiscussionTopics for Discussiono How information is stored in Banner

fi i Si l l i S l i lo Defining Simple Population Selection Rules

o Extract the Population

o View Population Selection results on GLIEXTR

o Copying Population Selection Rules

o View Population Selection results on GLAEXTR

o Create a Variable Population Selection

How information is stored in Banner

• The Oracle database (which is the basis of Banner) is made up of tables and rows much like a spreadsheet.

• For example, view the table below:

L N Fi N Middl N S d IDLast Name First Name Middle Name Student ID

Flintstone Pebbles

Rubble Barney LeBron

Bugs Bunny Jordan

Jetson George Bird

Note: All of the last names are stored in the first column, and all of the information about Pebbles Flintstone is stored in one row, or record.

How information is stored in Banner

Role of the PIDM

• To store the vast amount of data used by Banner clients, the system has thousands of tables. For example, the table SPRIDEN stores name and ID information (e g last name first name prefix suffix etc); the tableinformation (e.g. last name, first name, prefix, suffix, etc); the table SPRADDR stores address information, and the table SPBPERS stores personal information (e.g., sex, birth date, and ethnicity).

• To ensure that the information on a specific record in one table is connected to the correct record in another table, Banner uses a field, called PIDM, which has the same value for a record in every table. Every time a new person or non‐person is added to the system, Banner generates a unique PIDM. This number is used for every record in every table that pertains to the person created.

How information is stored in Banner E l 1 Example 1

Look at that table again, but this time with the PIDM column added:

PIDM Last Name First Name Middle Name Student IDPIDM Last Name First Name Middle Name Student ID

0000001 Flintstone Pebbles

0000003 Bunny Bugs Jordan

0000004 Jetson George Bird

Example 2Now let’s look at another table, the Address table:

0000004 Jetson George Bird

PIDM Street City State Zip Code

0000001 233 South Main Street Dallas TX 73301

0000003 4 Woodgate Street Atlanta GA 30300

0000004 606 Bison Court Braintree MA 02184

To display name and address information for Pebbles Flintstone, Banner can connect the two records using the PIDM. Thus, Pebbles Flintstone lives at 233 South Main Street Dallas TX 73301Street, Dallas, TX 73301.

Note: Every table in Banner that contains information about a person or non-person uses the PIDM to identify the record.

Population Selection

What you need to generate a general population selection:selection:

Id tif th l ti i h t l t Identify the population you wish to select

Identify the field names being used in the population selectionselection

Create specific rules to select the population

Forms and Processes

• A Population Selection is a set of rules used to select IDs from the Banner database for reports, processes, and letters. For p pexample you can use a Population Selection to select a group of applicants for an orientation letter.

• An application type, selection ID, and creator ID must be unique to identify a Population Selection.

• The Population Selection Definition Rules Form (GLRSLCT) is used to define, maintain, and copy a Population Selection.

• The Population Selection Inquiry Form (GLISLCT) is used to display a list of the population selections within an application.pp

Forms and Processes

• The Population Selection Extract Process (GLBDATA) is used to ( l d ) f hextract IDs (people and non‐persons) from the Banner

database based on the rules entered on the Population Selection Definition Rules Form (GLRSLCT).( )

• The Population Selection Extract Inquiry Form (GLIEXTR) is used to display a population selection.

• The Population Selection Extract Data Form (GLAEXTR) is• The Population Selection Extract Data Form (GLAEXTR) is used manually create, change, and display a population.

Defining Simple Population Selection Rulesg p p

Identify the population you wish to select and the field names to use for your population selection.

For example, using the General Person Form (SPAIDEN), you want to create a population selection for all st dents hose first name begins ith ‘Pebbles’for all students whose first name begins with ‘Pebbles’.


Help > Dynamic Help Query


Follow these steps to complete a population selection.

Step Action

1 Access the Population Selection Definition Rules Form (GLRSLCT).

h f i l h l h l i l i i h li i fi ld2 Enter the functional area that controls the population selection in the Application field.

Example: The user would enter STUDENTS.

3 Enter the code SAMPLE_POPSEL in the Selection ID field.3 _

Note: The user ID used to log into the Banner System is displayed in the Creator IDfield.

4 Perform a Next Block function4 Perform a Next Block function.

5 Enter a description for your Selection ID in the Description field.

Example: Sample Population Selection.

6 Perform a Next Block function.

7 Enter SPRIDEN_PIDM in the Select field.


Step Action

8 Enter SPRIDEN in the From field.

9 Perform a Next Block function.

10 Enter SPRIDEN FIRST NAME in the Data Element field.10 Enter SPRIDEN_FIRST_NAME in the Data Element field.

11 Select = in the Operator field.

12 Enter ‘Pebbles’ in the Value field.

Note: If the value is alpha it needs to be surrounded by single quotation marks.

13 Click the Save icon.

14 Click the Exit icon.14

Note: You will see the message “Performing Population Selection Compilation, please wait”. If your Population Selection is compiled successfully, you will exit the form. If it does not compile successfully, you are returned to GLRSLCT and an error message p y, y gdisplays.

Population Selection Definition Rules Form (GLRSLCT)

Extract the Population

Step Action

1 Go to GJAPCTL and enter GLBDATA in the Process field.

2 Enter a printer or DATABASE in the Printer field.

3 Perform a Next Block function to the Parameter Values block.3 Perform a Next Block function to the Parameter Values block.

4 Enter the parameter values.


Parameter Value 01: Selection Identifier 1 Enter SAMPLE POPSEL.01: Selection Identifier 1 Enter SAMPLE_POPSEL. 02: Selection Identifier 2 Leave empty. 03: New Selection Identifier Leave empty. 04: Description for new selection Leave empty04: Description for new selection Leave empty. 05: Union/ Intersect/Minus Leave empty. 06: Application Code Enter STUDENTS.

07: Creator ID of Selection ID Enter your user ID (If using someone else's population selection you wouldelse s population selection you would enter the ID of the creator of the population selection).

08: Detail Execution Report Leave empty.08: Detail Execution Report Leave empty.


Step Action

5 Perform a Next Block function to the Submission block.


7 Select Options > Review Output [GJIREVO] to view the .log file containing the number7 Select Options > Review Output [GJIREVO] to view the .log file containing the number of record extracted.

Note: The output is now ready to run with the Letter Generation process (GLBLSEL and SLRLETR), which will extract the Population Selection result values, track, and prepare the letter for mailing.

View Population Selection results

Follow these steps to review the population selection.

Step Action

1 Access the Population Selection Extract Inquiry Form (GLIEXTR).

2 Verify the Application, Selection ID, Creator ID is entered.

3 Note that the User ID may display the message ‘Not populated’ if this is your first time entering the form.

Enter the User ID for the user that executed the population selection.

4 Click the Exit icon.


Population Selection Extract Inquiry form (GLIEXTR)

Copying Population Selection Rules

The Population Selection Definition Rules Form (GLRSLCT) also allows the copying of rules in an existing Population Selection and creating a new Population Selection. By changing the application and selection ID, your ID becomes the creator ID. A copied Population Selection can be changed as neededPopulation Selection can be changed as needed.

For example, using the General Person Form (SPAIDEN), you want to create another population selection for all students whose last name is ‘Jetson’.

Copying Population Selection RulesFollow these steps to complete a population selection

Step Action

1 Access the Population Selection Definition Rules Form (GLRSLCT).

Follow these steps to complete a population selection.

2 Enter the code for the Students Application previously created in the Application field.

Example: The user would enter STUDENTS.

3 Enter the code SAMPLE POPSEL in the Selection ID field3 Enter the code SAMPLE_POPSEL in the Selection ID field.Note: The ID used to create the original population selection is displayed in the CreatorID field.

4 Perform a Next Block function.4

5 Select the Copy option from the Options menu.

6 Information in the Copy From block should be populated.

7 E t th li ti d i th A li ti fi ld f th C T bl k7 Enter the same application code in the Application field of the Copy To block.

Example: STUDENTS.

8 Enter SAMPLE_POPSEL‐LN in the Selection ID field.

Note: The Creator ID field self‐populates with the ID used to log into the BannerSystem.


Step Action

9 Click the Save icon.Note: After your rules have been copied, you are returned to the Population SelectionDefinition FormDefinition Form.

10 Enter a new description for your copied Selection ID in the Description field.

Example: Sample Pop Sel ‐LN.

11 Perform a Next Block function twice to navigate to the Rules block.

12 Change the value of the Data Element (SPRIDEN_LAST_NAME) so that it is equal to the last name instead of the students first name.

Data Element SPRIDEN_LAST_NAMEOperator =Value ‘Jetson’


14 Click the Exit icon.Note: You see the message “Performing Population Selection Compilation, pleasewait ” If your Population Selection is compiled successfully you exit the form If itwait. If your Population Selection is compiled successfully, you exit the form. If itdoes not compile successfully, you are returned to GLRSLCT and an error messagedisplays.


Step Action

Follow these steps to review the population selection.

Step Action

1 Access the Population Selection Extract Data Form (GLAEXTR).

2 Verify the Application, Selection ID, Creator ID is entered.

3 Note that the User ID may display the message ‘Not populated’ if this is your first time entering the form.

Enter the User ID for the user that executed the population selection.

4 Click the Exit icon.


Population Selection Extract Data Form (GLAEXTR)

QuestionsQuestions

Creating Population Selection Rules Using A Variable

A variable is a specific piece of data in the

g p g

A variable is a specific piece of data in the database and the set of rules used to select that datathat data.

V i bl b d i d iVariables can be used to insert data into letters and reference sub queries in

li i l l i l i lapplication rules, population selection rules, and variable selection rules.

Creating Population Selection Rules Using A Variableg p g

Each variable is associated with an applicationEach variable is associated with an application.For my example, I will be using FINAID.

The parentheses are required for sub queries.Th li l *SUB i di hi i bThe literal *SUB indicates this is a sub query ora reference to another variable.


Variables are defined in the Variable Rules DefinitionVariables are defined in the Variable Rules Definition Form (GLRVRBL) and compiled in this application.

You can click the Search icon to access the Variable Inquiry Form (GLIVRBL) to search for a variable. q y

If you select a variable from the list, the system gives y , y git the proper syntax.


NOTE: A variable used as a sub querycannot have another sub query definedcannot have another sub query definedwithin it. A variable can have only onesub query If defined it must be the lastsub query. If defined, it must be the lastrule.


Scenario:Scenario:

l ki f d h h i fi dI am looking for students that have satisfied their ISIR requirement for the 2006‐07

d i AND h b d d HOPEacademic year AND have been awarded HOPE Scholarship called “GHOPE”.



Creating Population Selection Rules Using A VariableCreating Population Selection Rules Using A Variable





Population Selection DocumentationPopulation Selection Documentation

• Banner General Population Selection TrainingBanner General Population Selection Training Workbook

http://udca.sungardhe.com/cps/Workbooks/GE7/GE‐PopulationSelection‐7_3‐WB.pdf

// / / / /http://udca.sungardhe.com/cps/Workbooks/GE8/GE‐PopulationSelection‐8_0‐WB.pdf

• Unified Digital Campus (UDC) Academyg p ( ) yhttp://udca.sungardhe.com/cp/home/loginf

For new username and/or password to SunGard's website:For new username and/or password to SunGard s website:

1. Go to UDC Support Center Site: http://udca.sungardhe.com/cp/home/loginf

2 Select "Request a Customer Support Center Account "2. Select "Request a Customer Support Center Account."

3. Follow the form instructions on the screen to request account activation.

Questions????Questions????

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Selection and Variable Rules for Financial Aid and Student...Defining Simple Population Selection Rules Follow these steps to complete a population selection. Step Action 1 Access