THE TRIPLE ‘E’ EDIT REPORTS, EXCEPTION REPORTS, AND EXTRAORDINARY RESULTS Laura McKenzie and Lisa Lewis-Mangum Idaho State University July 31, :00 – 9:50 Business Intelligence Track Coeur d’Alene, Idaho

SESSION RULES OF ETIQUETTE  Please turn off you cell phone/pager  If you must leave the session early, please do so as discreetly as possible  Please avoid side conversation during the session Thank you for your cooperation! Coeur d’Alene, Idaho

INTRODUCTION  Idaho State University  Banner Admissions October of 2009  Full cutover from legacy system to Banner August 2010  ~14,000 Students  We will walk through the process for creating an edit or exception report and how we utilize them in our daily processing.  We will also outline the edit and exception reports Idaho State University uses in their student module. Coeur d’Alene, Idaho

SESSION AGENDA 1. What are Edit and Exception Reports? 2. How we know when to build a report or a “one-time” cleanup. 3. To Schedule or Not to Schedule? 4. A sampling of what we currently have 5. Where we want to go Coeur d’Alene, Idaho

WHAT ARE EDIT & EXCEPTION REPORTS? Coeur d’Alene, Idaho

EDIT AND EXCEPTION REPORTS DEFINED AT IDAHO STATE:  Exception Report – focuses on inconsistencies in the data based upon the business processes that exist for Idaho State University.  Examples:  Post Bachelorette (PB) students that don’t have a bachelors degree on record  Athletes in SGASPRT that do not have an active Student record.  Athletes missing an NCAA ID in SPAIDEN  Edit Report – Data that appears to be incorrect or missing after normal processing has run in Banner.  Examples:  Missing academic standing for PB students after Academic Standing Jobs.  Max hours greater than standard after end of term. Coeur d’Alene, Idaho

WHEN TO BUILD A REPORT VS. A ONE TIME CLEANUP  Report requests are usually born out of necessity or experience with “bad” data.  Once a problem is discovered:  Is it a business process/BIC error  Can the process be changed to fix the problem from recurring?  Create an Exception report that focuses on the data inconsistency.  Is it a system or processing error  Is there a solution (patch or workaround available).  If yes – apply patches or workaround and do a one time cleanup  If no – create an edit report to be run together with the processing (example would be end of term) Coeur d’Alene, Idaho

TO SCHEDULE OR NOT?  We have set up a “Student Exception” group account  All scheduled exception reports are sent to this account.  This allows multiple individuals to see the without worrying about having to update this is in the schedule process.  While scheduling reports to run regularly can be helpful it can sometimes lead to complacency in the cleanup efforts.  You may find that the schedule should be scaled back or stepped up based upon the response and the amount of exception data.  Scheduling doesn’t always make sense. In this case – we make the report available to run on demand. Coeur d’Alene, Idaho

REPORTS WE CURRENTLY HAVE SCHEDULED:  Athletes Reports  missing a minimum credit amount on SFAREGS  registered in less than 12 credits  Incorrect Suffix Report  Holds and Overrides that have been deleted by a user  Students with invalid curricula  Veteran Reports  Students with a Veteran marked on SPAIDEN but nothing in Veteran tab of SGASTDN  Students with a Veteran classification in SGASTDN but nothing in SPAIDEN Coeur d’Alene, Idaho

REPORTS WE CURRENTLY HAVE SCHEDULED:  Degree Works Reports  Major exceptions that were entered into SPACMNT that need to be entered into Degree Works  Students with a AA, BA, or BS that don’t have the corresponding attribute  New Degree Works students with historical coursework that may need course attributes added ** we also send the log files from the nightly process to this account so the functional office can do first level testing when issues arise pertaining to data *** Coeur d’Alene, Idaho

EXAMPLES OF EXCEPTION REPORTS  Active SIAINST record with an inactive employee status  Course records with a SMAAREA and with a null pre- requsite indicator  Athletes without an NCAA ID  Students without a state ID number Coeur d’Alene, Idaho

EXAMPLES OF EDIT REPORTS  Enrolled students without an active SGASTDN record  Students with good academic standing with a max hour less than 18  Sections over capacity  Deceased students with enrollment and/or active registration  Students over the credit limit Coeur d’Alene, Idaho

WHERE WE WANT TO GO  The end goal would be to have no “bad” data.  We want to evolve as business processes change and have our edit and exception reporting change with it.  This means :  adding new reports,  altering reports based upon business process changes  decommissioning reports as problems that used to exist go away. Coeur d’Alene, Idaho

SESSION SUMMARY  Edit and Exception reports are very personalized to the institution or organization  The important piece of the puzzle is to have functional and technical work together to solve the problem.  These reports are meant to change and evolve as your systems and processes evolve. Coeur d’Alene, Idaho

QUESTIONS & ANSWERS Coeur d’Alene, Idaho

THANK YOU! Laura Mckenzie – University Registrar – Lisa Lewis-Mangum –Computer Analyst Sr. – Coeur d’Alene, Idaho