Directory Load - The finer points of APPCUPD Bob Johnson

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About Me I am Robert (Bob) Johnson Robert.Johnson@Stockton.edu www.stockton.edu I am Robert (Bob) Johnson Robert.Johnson@Stockton.edu I am employed at Stockton University in the Development, Alumni Affairs and College Foundation Office. I am a professional services specialist, serving the office’s data needs.

About Stockton www.stockton.edu We have campuses in southern NJ: - Galloway (Main campus) - Atlantic City (New campus - Fall 2018) - Manahawkin (satellite campus) - Hammonton (satellite campus) - Woodbine (satellite campus) 54,048 Living Alumni 9,621 undergraduate and graduate students

APPCUPD – Topic Overview What to know about your data in order to update or add records.  (Advancement/Student/Human Resources) What needs to be established for sending files to Banner. What data can APPCUPD send to Banner. How to set up an upload profile. How to create a properly formatted file. What parameters need to be set for APPCUPD file uploads. How to run the APPCUPD and review the report(s) and logs. List of tools that I use for data work.

APPCUPD – What you need to know about your data How do you identify what is the current relationship to the institution? In what stage are the person record that you want to modify?  - Active student  - Current employee Incoming data should be checked to make sure that it does not already exist in Banner. What to do If you have collected information that is new, but the person’s Banner record can not be modified. 

What stage is the person record you want to modify? The "System Identification" page GUASYST in Banner has basic information on the current relationship of person records.

What stage is the person record you want to modify? Extend GUASYST to display more granular information on person records using Argos.

Check incoming data to make sure that it does not already exist in Banner Run a report that utilizes the new data that you collected to check against existing Banner data. - A customized report or process that will check potential matches. - SQL query using a temp table with the data collected.   

If you have collected information that is new but the person’s Banner record can not be modified Create a file repository for archiving records. For data that has associated record types: (Examples: Address, Telephone, Email) you could create a special type to track the data. You could load the data as an active non-primary record. You could have additional database tables created that are only used by your office. The data could be loaded in the tables and used for reporting purposes. 

What needs to be established for sending files to Banner System configuration:  1. File upload access needs to be given to a secure location accessible to APPCUPD.  2.  A way to securely transfer files to a location accessible by       APPCUPD. We use SFTP. End user tools:   1. Software or system to transfer files securely to a location       accessible by APPCUPD.

What data can APPCUPD send to Banner? Address information * Phone information * Email information * Exclusion information * Employment Data * Ratings Data * Matching Gift Data External Gifts Data I have experience uploading these data types =  *

How to setup an upload profile Ellucian provides a document with 9 steps to load or extract Data from Banner "Banner Advancement Data Load Extract Handbook". I have condensed and rearranged the information in the Handbook to help us better focus on the specifics of how to best utilize APPCUPD. Review 5 Steps along with 4 optional configuration items.

Condensed Steps (Example: Upload of new Cell phone number) Step 1 – Review available Banner fields for data load or extract. Step 2 – Review data file to be imported and make sure the file is properly formatted. Step 3 – Define the third-party vendors or external system. Step 4 – Define the Data file. Optional “Data mapping step” – Map external values to Banner values. Step 5 – Data field position rules. Other Optional configuration steps if not already configured: Name Types – Banner validation page (GTVNTYP)  Cross Reference Codes – Banner validation page (ATVXREF) E-Mail Address Type Codes – Banner validation page (GTVEMAL)

Step 1 – Review available Banner fields for data load or extract Navigate to the "Data Field Names Validation Page" (ATVTPFD) Navigate to the "Data Field Process Rules Page" (APATPFD)  

Step 2 – Review data file to be imported and make sure the file is properly formatted. PIDM Id First Name Last Name Area Code Phone Number Street City State Zip email 54321 B12345678 James Shortz 609 1111111 212 Main Street Philadelphia PA 19150 Jshorts@gmail.com

Cell phone upload file fields, page 2 Based on the "Data Field Names Validation” page (ATVTPFD) a file should be created that contains: 1. BAN_PIDM (PIDM = "Personal Identification Master")       - The PIDM is a unique identifier in Banner that is associated with a person record or a company record 2. PHONE_AREA => The area code for the phone number 3. PHONE             => The Phone Number

Cell Phone Upload Example File layout, page 3  File Layout and content =>  The contents of the file will look like this =>  Each field will be mapped in the APPCUPD profile so the data will be saved to the correct database fields. BAN_PIDM PHONE_AREA PHONE 54321 609 1111111 BAN_PIDM,PHONE_AREA,PHONE, "54321","609","1111111“,

Step 3 – Define the third-party vendors or external system The page ATDSRC "Data Source Identifier Validation" is used to define a Banner name for the source of the incoming data. Examples: LiveAlumni, AlumniFinder, AlumniSync

Step 4 – Define the Data file The page ATVTAPE "Data File Validation" is used to define the incoming file layout. The fields that are important to define correctly are: 1. The file "delimiter" => what is the character in the file used to separate values. 2. The "marker" => what is the character that is used to enclose each of the values in the file

Optional Step – Map external values to Banner values If the import file that you want to upload has values that do not map to values in Banner, you will have to use APATRAN  "Translation Field Value Rules page".   APATRAN holds any data translation mappings that you need to make sure the correct Banner data is imported. 

Map external values to Banner values, page 2 Import file Before Translation – Phone Type code is "CL“ Import file After Translation – Phone Type code is "CELL“ BAN_PIDM​ PHONE_AREA​ PHONE​ PHONE_TYPE​ 54321​ 609​ 1111111​ CL​ BAN_PIDM​ PHONE_AREA​ PHONE​ PHONE_TYPE​ 54321​ 609​ 1111111​ CELL

APATRAN Cell Phone translation configuration The "Data Source" with the field that needs translation will need to be selected from the "Data Source Identifier Codes" list (ATVDSRC)

APATRAN Cell Phone translation configuration continued In addition to the "Data Source" field, the other fields that need to be defined include: "Field Name", "Incoming Data Value" and "Banner Value".

Step 5 – Data field position rules AGATPFD "Data field position rules page" is used to define the order of fields in the import.  Each import file could have multiple occurrences of the same type of data that would need to be mapped.  Types of data that could have multiple occurrences could include phone numbers (Home/Cell Phone) or email addresses.  

Data field position rules mapping example with multiple occurrences of phone numbers Field Name Starting Position Ending Position Occurrence Description BAN_PIDM 1 5 Banner Entity Id PHONE_AREA 6 8 Phone Area Code PHONE 9 15 Phone Number PHONE_CODE 16 19 Cell Phone Type 20 22 2 23 29 30 33 Home Phone Type

Data field position rules cell phone Banner mapping The "Field Name" value will need to be selected from the "Data Field Names" list (ATVTPFD)

Data field position rules cell phone Banner mapping, page 2 In addition to the "Field Name" field the other fields that need to be defined include: "Field Number"  and "Occurrence.

Other Optional steps if not already configured Banner "Name types codes" (GTVNTYP) validation page are used for: 1. Names of parent companies and subsidiaries 2. Cross-References 3. Aliases 4. Fund Names 5. Organization Names

Other Optional setup steps if not already configured (GTVNTYP)

Other Optional setup steps if not already configured, page 2 Banner "cross reference codes" (ATVXREF) validation page are used to establish relationship between entities. The APPCUPD can use the validation table to make sure any relationship data imported is correctly mapped in Banner. Before any relationship data is imported this table will need to be set up.

Other Optional setup steps if not already configured (ATVXREF), page 3 The "Code" field and the "Reverse" filed establish the relationship.

Other Optional setup steps if not already configured, page 4 Banner "e-mail address" type codes (GTVEMAL) validation page is used to establish email type codes. In addition to the email type codes, the table can also be used to establish "LinkedIn" URL's.  In our case we use the code "LINK" The data in this table is shared with all Banner users. If additional information needs to be added to this table, the appropriate data custodian should be contacted.

Other Optional setup steps if not already configured (GTVEMAL), page 5

How to create a properly formatted file (Basic CSV file) Make sure that the "Delimiter" and the "Marker" on the "Data File Validation" (ATVTAPE) correspond to the contents of the import file. The headers of the import file should also have a "Delimiter" but should not  contain "Marker". Data File Validation (ATVTAPE) Delimiter​ Marker​ , " BAN_PIDM​,PHONE_AREA,PHONE,PHONE_TYPE, "54321"​,"609","1111111","CL"

How to create a properly formatted file. (Exclusion import), page 2 If you have import records where one of the values can be blank the field needs to be delimited with a marker. If a field has special characters ( `, -, | ) a marker should be used (Example: "Smith-Jones") A delimiter needs to be added to the end of each import record. The file extension should be ".dat" (Example: Friend_Cell.dat) BAN_PIDM​,EXCL_CODE,EXCL_REASON,  "54321"​,"EML","Jim Wants to be removed alumni update e-mail", "12345" ,"NFC","", "11223" ,"EML","Jane does not want e-mail event invites",

What parameters need to be set for APPCUPD file uploads The essential parameters that need to be set for APPCUPD are: 1. "Printer" - what is the destination of the output for APPCUPD 2.  "File Code" - The data source name that you created on the        "DATA File Validation“ page (ATVTAPE)

What parameters need to be set for APPCUPD file uploads, page 2 3. "Path of Data file – Part 1" - This is the physical location of the import file that APPCUPD will be able to access. Depending on the length of the path you may also need to set "Path of Data file – Part 2" and "Path of Data file – Part 3" 4. "Data File Name" - the exact name of the import file, which includes the extension (Example: Friend_Cell.dat)

What parameters need to be set for APPCUPD file uploads, page 3 5. "Data Source Identifier" - This parameter is the "data source" that you created on the "Data Source Identifier Validation" page (ATVDSRC) 6. "Report/Update Mode" - This parameter will either enable APPCUPD to "Only report" on the changes that it will make, or it will update Banner records based on the information in the import file.

What parameters need to be set for APPCUPD file uploads, page 4 7. "Maintain Pref Email Settings" - This parameter needs a defualt setting regradless if you are updating email addresses. The primary use of this parameter is to establish how preferred e-mail records are maintaned when APPCUDP is run.

APPCUPD – "Saved Parameter sets" All you the configured parameters can be saved in the "Submission" block at the bottom of the form. You would give the parameter set a name and description.

APPCUPD – "Saved Parameter sets“, page 2 The next time the parameter set needs to run with APPCUPD you would select the configuration from the parameter set list (GJRJPRM).  #1 - Click “…” #2 – Select Parameter Set

APPCUPD – "Saved Parameter sets" , page 3 The parameter set name will be pulled into the field.

APPCUPD – “Saved Parameter sets,” page 4 When you click go the parameters will be set.

How to run the APPCUPD and review the report(s) and logs. To generate a report make sure to have the "Report/Update Mode" parameter set to "R" (Report Mode). Click the Submit radio button and then click "Save" to start the process. To review the output of APPCUPD for report or update mode navigate to the "Saved Output Review" page (GJIREVO). Select the APPCUPD processes and click the "…" button next to the "Number:" Field.

How to run the APPCUPD and review the report(s) and logs, page 2 From the "Available Files" listing select the log or output list file

APPCUPD log file example

APPCUPD report list file example

Tools that I use or have used: File Zilla (SFTP) - https://filezilla-project.org/ WinSCP (SFTP) - https://filezilla-project.org/ Visual Studio Code - https://code.visualstudio.com/ PLSQL / SQL - https://www.oracle.com/database/technologies/appdev/plsql.html Excel - https://products.office.com/en-us/excel

Streamline the import file generation My future plans include reworking some of my existing code to help me create imports faster. The original language I used was Google's "GO" language. I am researching data-oriented programming languages: Clojure - https://clojure.org/ F# https://fsharp.org/

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