Using the Vista LDIS Extract Process...Using the Vista LDIS Extract Process Information Technology Services Georgia Enhancements 8.4 University System of Georgia Georgia Enhancements

Using the Vista LDIS Extract Process

Georgia Enhanced Banner Student User Documentation

Version 8.4

Information Technology Services

September 2010

This page left blank to facilitate front/back printing.

Using the Vista LDIS Extract Process Information Technology Services Georgia Enhancements 8.4 University System of Georgia

Georgia Enhancements 8.4 User Documentation Vista LDIS Extract Process

Page iii September 2010

Table of Contents Introduction ................................................................................................................... 1

Purpose ........................................................................................................................................... 1 Target Audience ............................................................................................................................. 1 Purpose and Scope of Document ................................................................................................ 1 Graphics .......................................................................................................................................... 1 References ...................................................................................................................................... 1 Support............................................................................................................................................ 2

Vista Forms and Processes Reference ....................................................................... 3 Overview ......................................................................................................................................... 3

Vista LDIS Extract Processing Flow ............................................................................ 4 Description ..................................................................................................................................... 4 Overview ......................................................................................................................................... 4

Using Vista LDIS Extract Process ............................................................................... 5 Introduction ..................................................................................................................................... 5 Verify Term Settings ....................................................................................................................... 5 Verify Individual PIN and Sourcedid.ids ....................................................................................... 6 Verify Integration Configuration Settings ..................................................................................... 6 Verify Business Rules .................................................................................................................... 7 Verify Faculty Information .............................................................................................................. 8 Build Population Selection ............................................................................................................ 9 Run Population Selection Extract ............................................................................................... 10 Review Population Selection ....................................................................................................... 11 Run Institutional Role Maintenance ............................................................................................ 11 Run the Vista Extract Process ..................................................................................................... 11 Parameters for ZSRLDIS ............................................................................................................. 14 Process Results ........................................................................................................................... 19 Sample Files ................................................................................................................................. 20

Appendix A: Document History ............................................................................... A-1

Appendix B: Process Flow ....................................................................................... B-1



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Page 1 September 2010

Using the Georgia Enhanced Vista LDIS Extract Process

Introduction Purpose The Vista LDIS Extract process (ZSRLDIS) extracts data from Banner

for loading into Vista. Extract processing uses rules found in a number of structures and run-time parameters to determine which data to extract. The data values selected are partially determined by the method of data maintenance in the Banner administrative system.

ZSRLDIS is a modified ICGORLDI file layout that reduces manual post-processing before submission to Vista. The changes to this process are designed to provide a faster processing time for institutions and minimizes the possibility of errors in editing.

Target Audience Functional staff responsible for exporting files to Vista.

Purpose and Scope of Document

This document explains how to use the Vista LDIS Extract process and outlines the expected results.

Graphics Graphic cues used in this document assist with labeling steps and items that are particularly important.

Steps for recovery or support.

For additional information, see references.

Exercise caution.

Important information.

On target: steps completed successfully.

References

For information about the baseline product, see Integration for e-Learning Release 4.0 Banner Administration Guide.




Support For additional ITS resources and support, contact the ITS Helpdesk:

• Web support request self-service: http://www.usg.edu/customer_services • E-mail: [email protected]

For emergency, business interruptions, or production down situations, call the ITS Helpdesk immediately

• 706-583-2001 • Toll free within Georgia: 1-888-875-3697




Vista Forms and Processes Reference

Overview Use the following forms to maintain the Vista extract:

Descriptive Title Name

Term Control Form SOATERM

Third Party Access Audit Form GOATPAD

Integration Configuration Settings Form GORICCR

Faculty/Advisor Information Form SIAINST

Population Selection Definition Rules Form GLRSLCT

Population Selection Extract Data GLAEXTR

Business Rules Form GORRSQL

Use the following processes to maintain the Vista extract:

Descriptive Title Name

Population Selection Extract Process GLBDATA

Institution Role Maintenance Process GURIROL

Vista LDIS Extract Process ZSRLDIS




Vista LDIS Extract Processing Flow Description

The ZSRLDIS process is a modified ICGORLDI file layout that reduces manual post-processing before submission to Vista. Users can run the export every time changes are made to the course scheduling, enrollment, or person records that require a new file be uploaded to Vista. This process should be run a minimum of three times a semester and a maximum of once a day.

Overview

Using the Vista LDIS Extract Process

Verify term settings SOATERM

Verify integrations settings GORICCR

Define population selection rules GLRSLCT

Create population selection GLBDATA

Verify population selection GLAEXTR

Define rules for roles GORRSQL

Maintain roles GURIROL

Create extract file ZSRLDIS




Using Vista LDIS Extract Process

Introduction The first step in creating a useable xml file for Vista is to verify settings on several forms. Most settings will already be correctly setup as other processes use these same rules and settings.

Verify Term Settings

Verify that the Synchronize Partner Systems setting is checked on SOATERM. This controls access to third party systems with Banner. Note that this field must be checked for each term relevant to running ZSRLDIS.

Verify that the Census I date is setup for the following semester. This setting controls the section end restrict function in Vista and is used to restrict learner access after this date. For example, if you are running the ZSRLDIS extract process for Fall 2009 (200908) the Census I date should be setup for Spring 2010 (201002). This means that the student’s access to the class for Fall 2009 will be restricted after the Census I date for Spring 2010.




Verify Individual PIN and Sourcedid.ids

If needed on an individual basis, verify that the sourcedid.id exists in GOATPAD. Notice that the PIN is no longer viewable in Banner 8, but you can verify that the PIN exists.

Verify Integration Configuration Settings

The GORICCR form contains several settings that are important to review before running ZSRLDIS. The ACTIVE_TERM setting must be enabled for the term. This controls the active term for data extraction.




The RESTRICT_SECTION_END_TIMEFRM must have the value set to ‘Y’ in order to pull the Census I date from SOATERM for the next term.

The RESTRICT_SECTION_BEGIN_TIMEFRM is an optional rule that may be set to ‘Y’ if you desire to restrict learner access before the beginning of the semester.

Verify Business Rules

There are two rules in GORRSQL that must be setup in order to properly extract faculty and student person records. There are two rules for STUDENT roles supplied by Banner. One rule must be marked active in order to accurately extract student person records.




There are also two rules for the FACULTY rule. As with the student rule, only one rule may be marked as active.

Verify Faculty Information

It may be necessary to validate the active status of a faculty member to ensure that the person record is extracted. You should verify that the term in question is between the from and to terms and that the status is active on SIAINST.




Build Population Selection

There are two suggested population selection rules to extract current faculty and students. The first rule in GLRSLCT extracts faculty teaching for the specified term. The ‘&facterm’ allows you to input the specific term for extraction when running the GLBDATA process.

The second rule on GLRSLCT extracts students based on their registration activity by term and date.




Run Population Selection Extract

In order to extract the needed person records based on the two rules in GLRSLCT, run GLBDATA. Some parameters below are optional, but the data values are based on the information you saved in GLRSLCT. Also, the two population selections do not need to be run together. This may be done to combine student and faculty data. Notice the parameters listed as ‘88’. These parameters correspond to the rules you used in GLRSLCT and are used to restrict the persons selected by active faculty term, active student term, and last activity date for student. Parameter Description Value Required

01 Selection Identifier 1 Ex. VISTA_FAC Y

02 Selection Identifier 2 Ex. VISTA_STU N

03 New Selection Identifier Ex. VISTA_ALL N

04 Description for New Selection Ex. ALL N

05 Union/Intersection/Minus Ex. U N

06 Application Code Ex. General Y

07 Creator ID os Selection ID Ex. RROSS Y

08 Detail Execution Report Ex. Y N

88 Facterm Ex. 200908 Y

88 Stuterm Ex. 200908 Y

88 Studate Ex. 22-OCT-2009 Y




Review Population Selection

After running GLBDATA, you can review the selected persons in GLAEXTR.

Run Institutional Role Maintenance

After running GLBDATA, run the GURIROL process to capture person records based on the two rules you marked as active in GORRSQL for faculty and students. You may also use your population selection in parameters 01-04 to further limit the persons. These parameters are optional, but you must input data into parameters 05 and 06. The example below includes the optional population selection and the required parameter settings from the data in GORRSQL.

Run the Vista Extract Process

The Vista LDIS Extract Process (ZSRLDIS) process is run from Banner and generates an output file that can be loaded into Vista. The ZSRLDIS process is a modified ICGORLDI file layout that reduces manual post-processing before submission to Vista. The changes to this process are designed to provide a faster processing time for institutions and minimize the possibility of errors in editing.




The following corrections and enhancements are included in the modified version of ZSRLDIS:

1. Only new changes or changes since the time stamp will be extracted. 2. Each type of record is now contained in a separate XML file (person,

courses, sections, crosslist, and memberships). 3. The Record Status parameter has been added so users can choose to add

new records or to overwrite existing records. 4. The deny learner access has been modified to allow students access until

the census date of the following term. This is currently a post process manual edit to the ICGORLDI file.

5. Crosslisting sections have been given a unique name by appending crosslisting group and term codes to the title.

6. The term description has been added to section titles. 7. The Luminis extension, from the delivery method section, has been

corrected to append to every section. 8. The ZSRLDIS process has been edited to ensure that illegal XML

characters are removed from the XML output files. There are a number of options when running ZSRLDIS. These options allow you to limit the file data that is pushed to Vista. Limiting the data in the file accomplishes several objectives: 1) reduces the possibility of data errors from previous data loads, 2) reduces stress on the system by limiting the amount of data needed to be processed, 3) enables your campus to better identify data issues in the file, 4) provides flexibility in loading specific data sets. The example below lists all of the options that you may use when running the ZSRLDIS process. There are some parameters which may be changed more frequently than others to accommodate specific campus needs. Details of relevant parameters and the resulting file are listed after the table below. Parameter Settings

• Parameters 1-4 control the population selection (pop sels)settings o Pop sels may be used to limit the number of persons selected for

the data load o Pop sels DO NOT limit the number of colleges, departments,

courses, or sections selected for the data load • Parameter 5 controls which term is used for the data selection

o ACTIVE_TERM setting must be set on GORICCR when using this parameter

o Allows user to restrict data by term in Banner o Terms typically are standard (examples below)

Fall usually ends with “-08” preceded by the year (200908)




Spring usually ends with “-02” preceded by the year (200902); some schools may use “-01” instead of “-02”

Summer usually ends with “-05” preceded by the year (200905)

• Parameter 6 controls college extraction o Important parameter to use when colleges are added, updated, or

deleted in Banner o If nothing has changed regarding colleges, this parameter may be

set to “N” • Parameter 7 controls institutional departments extraction

o Important parameter to use when departments are added, updated, or deleted in Banner

o Some institutions may not want departments extracted and may only place courses under the college level (institutional choice)

• Parameter 8 controls course extraction o 3 basic ways to extract courses

A = all active courses for selected term Y = all courses (active or inactive) for selected term N = do not extract courses

o Typically institutions will want to extract all active courses o If courses have been set and no updates are made to the courses in

Banner, you may choose to not extract courses • Parameter 9 controls section extraction

o Important parameter to use when sections are added, updated, or deleted in Banner

o If no changes have occurred to section information, you may choose to not extract sections

• Parameter 10 controls crosslisted extractions o If your institution does not use crosslisting for section, do not

select “Y” o If no changes have occurred to crosslisted sections, you may

choose to not extract crosslisted sections • Parameter 11 controls person extraction with logon ID’s

o Select “Y” to extract person records • Parameter 12 controls which group of persons to extract

o 3 basic ways to extract persons ALL = all persons with a valid role FACULTY = all persons with an active Faculty role STUDENT = all persons with an active student role

o Enables user to restrict person records o Some campuses prefer to wait to load student persons until the

beginning of the semester • Parameter 13 controls faculty assignment extraction

o Enrollment/membership records to be loaded into Vista o Your institution may choose to not “N” enroll faculty until a

certain date




• Parameter 14 controls faculty department extraction o Typically not used

• Parameter 15 controls student enrollment extraction o May choose to not “N” extract student enrollments until a

specified date • Parameter 16 ignore • Parameter 17 controls deletable enrollments extraction

o Use to extract enrollments/memberships that should be deleted from Vista

o May be important to use after Drop/Add for the term • Parameter 18 ignore • Parameter 19 update record status

o May be used when student biographical data has changed o ALWAYS notify GeorgiaVIEW Integration team prior to using

“2” as an option May impact passwords May create duplicate records

• Parameter 20 controls the amount of records extracted o Used to limit the number of records based on changes in the

system o Advise campuses to use the prior day’s date of last run to capture

all changes Ex. last file submitted on 4/11/09 Use 4/10/09 to ensure that all changes in Banner are

captured Exception: use the day before the first day of Registration

for the specified term to capture as many courses as possible for the first semester’s run

Remember that the ZSRLDIS process may be run a number of different ways to limit extraction based on person record types, updates to colleges, courses, and sections, and enrollments/memberships. The process is designed to allow you to restrict data extraction to only the information that is needed.

Parameters for ZSRLDIS

No Name Required Description/Instructions Default Values

Character Length

01 Application Code

No Identifies the general area where the selection identifier (Parameter 02) is defined. The Population Selection Inquiry form (GLISLCT) may be used to select the proper application code. Either all or none of the population selection parameters should be entered. The Population Selection Extract Inquiry form (GLIEXTR) may be used to review the people who will be processed in the load from the selection identifier and application code entered.

30





Character Length

02 Selection ID

No Identifies the population with which you will work. Either all or none of the population selection parameters must be entered. The selection identifier must be defined on the Population Selection Rules form (GLRSLCT).

30

03 Creator ID

No Identifies the user ID of the person creating the subpopulation rules. Either all or none of the population selection parameters must be entered.

30

04 User ID

No Identifies the ID of the user who selected the population. (May or may not be the same as the Creator ID.) Either all or none of the population selection parameters must be entered.

30

05 Term

No Applies to Banner Student system processing only: alumni, employee, and finance data will not be affected by the data selected for this parameter. Note: If this parameter is left blank, all terms that have an ACTIVE_TERM setting on the GORICCR form will be extracted. Alphanumeric Terms eligible for synchronization are selected by having an ACTIVE_TERM setting on the Integration Configuration form (GORICCR). Term dates and descriptions are set on STVTERM.

6

06 Extract Colleges

Yes Y Extract all colleges N Do not extract colleges Form source: STVCOLL

Y 1

07 Extract Institution Departments

Yes B Extract both academic and administrative departments

F Extract academic departments only E Extract administrative departments only N Do not extract departments Form source: STVDEPT PTVORGN FTVORGN

N 1





Character Length

08 Extract Courses

Yes A Extract all active courses for the select term(s) Note: A course is considered active when a valid active course status code is present on SCACRSE (SCBCRSE_CSTA_CODE). Active codes are defined on the Course Status Code validation form STVCSTA and the Active Indicator (STVSTA_ACTIVE_IND) box is selected.

Y Extract all courses for the select term(s) N Do not extract courses for the select term(s) S Extract specified courses for the select term(s)

Note: Only courses containing a valid Integration Partner Value code(s) are extracted. These codes are defined and cross referenced on GORINTG. They are recorded on the Course Detail Information form SCADETL.

L Extract Limited courses for the select term(s) Note: Both active and inactive courses using any valid integration partner value codes are extracted.

A 1

09 Extract

Sections

Yes Y Extracts all sections for the selected term(s) whether these sections are flagged for LMS partner integration or not.

N Do not extract sections for the selected term(s) S Extract specified sections for the selected

term(s) Note: Only course sections containing a valid Integration Partner Value code are extracted. These codes are defined and cross referenced on GORINTG. They are recorded on the schedule form SSASECT.

L Extract limited sections for the selected term(s) Note: Both active and inactive Course sections using any valid integration partner value codes are extracted

Y 1

10 Extract Crosslisted Information

Yes Y Extract all cross-listed information for the selected term(s)

N Do not extract cross-listed information for the selected term(s)

S Extract specified crosslisted information Note: Only cross listed course sections containing a valid Integration Partner Value code are extracted. These codes are defined and cross referenced on GORINTG. They are recorded on the schedule form SSASECT.

L Extract limited information Note: Both active and inactive Cross listed course sections using any valid integration partner value codes are extracted.

Y 1

11 Extract Persons with Logon ID only

Yes Y Extract all persons with Login ID only N Do not extract all persons with Login ID only

Y 1





Character Length

12 Extract Persons

Note: Multiple values are allowed.

ALL - Extract all persons with a valid role FACULTY - Persons with an active Faculty role STUDENT - Extract persons who are eligible for

enrollment with an active student role PROSPECT - Extract persons with a Prospect role

for the selected term(s) APPLICANT - Extract persons with an Applicant

role for the selected term(s) BANNERINB - Extract persons with a Banner

administrative role INTACCEPT- Extract applicants who have an

Institution Acceptance status for the selected term(s)

APPACCEPT – Extract applicants who have an Applicant Accept status for the selected term(s)

EMPLOYEE - Extract persons with an Employee role.

DEVELOPMENTOFFICER - Extract persons with a Development Officer role

ALUMNI - Extract persons with an Alumni role FRIENDS - Extract persons with a Friend role FINANCE - Extract persons with a Finance role NO* - Do not extract persons Rules defined on the

GORRSQL form can be modified to limit the person records passed to a partner system in extract processing. “Role Processing" on page 2—10 of the Integration for e-Learning Release 3.2 Banner Administration Guide for more information about how to modify role definitions on the GORRSQL form.

*NO must be used separately and not in conjunction with other person roles.

ALL

13 Extract Faculty Assignments

Yes Y Extract all faculty instructional assignments for the specified term(s)

N Do not extract faculty instructional assignments L Extract limited faculty instructional assignments

Note: All instructional assignments associated with course sections using any valid integration partner value codes are extracted.

S Extract specified faculty instructional assignments

Note: Only instructional assignments associated with course sections containing a valid Integration Partner Value code are extracted. These codes are defined and cross referenced on GORINTG. They are recorded on the schedule form SSASECT.

Y 1





Character Length

14 Extract Faculty / Employee Departments

Yes B Extract department(s) associated with both faculty members and employees.

F Extract academic department(s) associated with faculty members.

E Extract administrative department(s) associated with employees.

N Do not extract department memberships. Form source: SIAINST PEAEMPL This parameter is used by TracDat with Nuventive.

N 1

15 Extract Student Enrollments

Yes Y Extract all student enrollments for the specified term(s)

N Do not extract student enrollments S Extract selected student enrollments

Note: Only enrollments associated with course sections containing a valid Integration Partner Value code are extracted. These codes are defined and cross referenced on GORINTG. They are recorded on the schedule form SSASECT.

L Extract limited student enrollments Note: enrollments associated with course sections using any valid integration partner value codes are extracted.

N 1

16 Integration Partner Value

This parameter must match a valid Integration Partner Value that is cross referenced with a supported partner system code on GORINTG. Note: You must enter a value if using Selected Courses, Sections, Student Enrollments, and Faculty Assignments; otherwise, this parameter is optional. Multiple values are allowed.

5

17 Extract Deletable Enrollments

Yes N Do not extract deletable enrollments Y Extract deletable enrollments for a specified term Choose Y to select enrollments that are deletable in the Banner system so that they will appear in a partner system’s enrollment display. The default parameter (N) will not extract enrollment records whose Error flags are set to D or whose fields (Count in Enrollment Indicator, Withdraw Indicator, and Wait List Indicator) are all set to N.

N 1

18 Institution VPD Code

No Parameter must match a valid BANSECR GTVVPDI Institution code. It is valid for Multi-Institution Functionality (MIF) clients utilizing a Virtual Private Database (VPD) only. Refer to Chapter 7- “Multi Institutional Functionality Support" of the Integration for e-Learning Release 3.2 Banner Administration Guide for additional information.





Character Length

19 Record Status

Yes 1 Add 2 Overwrite Using 1 will only add new records to the partner systems. Using 2 will overwrite records in the partner systems and reset the Vista password

1 1

20 Date of last Process Run

No Valid values for the Date of Last Process parameter are in the date format DD-MON-YYYY (i.e. 23-JUN-2007).

11

Process Results After running the process, three files are produced: .lis, .log, and .xml files. The .xml file is the file that is used to load data into Vista. The .lis and .log files provide reports on the results of running the process. Some campuses choose to include the .lis and .log in the FTU file upload. This practice is HIGHLY encouraged. This provides the GeorgiaVIEW Integration team member with valuable information if there are any problems in the file and provides a good starting point to troubleshoot issues.




Sample Files Samples of the .log and .lis files follow. Sample zsrldis.lis

Sample zsrldis.log



Page A-1 September 2010

Appendix A: Document History This section details the history of the document and updates made for each modification. Release and Date Form/Process Page Update Description

Georgia Enhancements 7.8.0, August 2007

NA NA Original

Georgia Enhancements 8.0, March 31, 2010

Multiple Added setup details; updated screenshots

Georgia Enhancements 8.0, June 30, 2010

14 Added parameter 20 information

Georgia Enhancements 8.4, September 17, 2010

NA Update screenshots



Page B-1 September 2010

Appendix B: Process Flow

Documents

Using the Vista LDIS Extract Process...Using the Vista LDIS Extract Process Information Technology Services Georgia Enhancements 8.4 University System of Georgia Georgia Enhancements