1. Coppin State College A Model For Data Clean-Up, Translation and Conversion Coppin State College: Vell Lyles, Harold Watkins, Anthony Watkins USM PeopleSoft In House Conference November 22, 2002

2. Coppin State College Data Conversion “Conversion of data from an existing system is one of the most challenging tasks you will accomplish in installing your PeopleSoft Student Administration and PeopleSoft Contributor Relations system.” From People Books: Preparing for Conversion and Project Planning

3. Coppin State College Data Clean Up “One of the largest time-consuming tasks of the conversion project can be data clean up.” From People Books: Preparing for Conversion and Project Planning

4. Coppin State College The Foundation: Data Access Data Access is at users’ fingertips Query modules are on desktops of enrollment management, faculty and staff Modules include admissions, financial aid, academic advisement, retention

5. Coppin State College Data Clean Up: A Current Example

6. Coppin State College Admit View: Data Verification

7. Coppin State College Note: Field left blank until student admitted and residency verified. Double Click #1 for underlying applicants

8. Coppin State College Residency Code Verification

9. Coppin State College OIT-User-Regeis Partnership System saves money Saves time Enforces standards Functional team used for verification not initiation Target bad data (Look up tables)

10. Coppin State College Topics Covered Managing the Complexities of PeopleSoft Data Translation Tables And Data Verification Address Translation Data Translation: Grueling Lessons

11. Coppin State College Managing the Complexities of PeopleSoft The Regeis Referential Index for PeopleSoft (RRIFP)

12. Coppin State College 1 2 3 4 5 6 7 8 – Next Slide

13. Coppin State College 8

14. Coppin State College Access #1: Drop Down Box Access #2: Navigate Sequentially (19,622 Tables/Views/State Records/Other)

15. Coppin State College Access #3: Click Minimum Tables and Double Click Table

16. Coppin State College Double Click to View STDNT_CAREER Table

17. Coppin State College Click to Return to STDNT_ENR Table

18. Coppin State College Click

19. Coppin State College Printout Expands to Show All Information

20. Coppin State College Viewing PeopleSoft Sample Data Click

21. Coppin State College View of Sample PS Data (16,308 records)

22. Coppin State College Double Click Un-Check Viewing Coppin Real Data

23. Coppin State College View of Coppin Real Data (459,435 records) Totals Controls: 1.SIS/FOCUS = 459,533 2.focDownloadTranscript = 459,533 3.PS_STDNT_ENRL = 459,435

24. Coppin State College Design of Coppin’s Cloned Table

25. Coppin State College “Begin” Timeline Interactive Design/Prototype Begins January 6, 2003 Initial load of student information complete by January 6, 2003

26. Coppin State College REGEIS Translation And Data Verification (Starting Points)

27. Coppin State College Term Translation Table Derived programmatically (starting point) Valid from Spring 1900 to Fall 2899

28. Coppin State College CourseID Translation Table (First Records)

29. Coppin State College CourseID Translation Table (Last Records)

30. Coppin State College

31. Coppin State College

32. Coppin State College

33. Coppin State College Lookup Tables Admit File – 13 Degrees Awarded – 2 Term Enrollment – 14 Schedule File – 2 Student Information – 5 Test Scores – 1 Transcript - 3 Double Click to Identify Students

34. Coppin State College

35. Coppin State College Address Translation

36. Coppin State College Mapping 5 Digit Zip to Zip+4 Purchased Official Post Office database (40,339,493 records) Follow Postal Addressing Standards as stated in Publication 28 of the United States Postal Service Not Trivial

37. Coppin State College Coppin Zip4 Statistics 74,005 – Total Records in SIS since 1988 67,073 ( > 90%) – Successfully Parsed 53,749 ( > 80%) – of Parsed Addresses Mapped to Zip+4 Extension 13,324 ( < 20%) – of Parsed Addresses Not Mapped to Zip+4 Extension 10,549 (79%) – of Addresses Not Mapped Have Suggestions

38. Coppin State College Data Translation (Grueling Lessons Learned)

39. Coppin State College Microsoft Access: Sympathetic May be good May be not good

40. Coppin State College Microsoft Access: If Set Warnings Is False Primary Key SSN and Address Type: Accept first permanent address, silently ignores all others Age Range = 0 to 255: Silently sets student born on 11/15/2025 to null Grade of A set to A (auto right trims)

41. Coppin State College Microsoft SQL Server: Obstinate Like Jogging –Hate While Doing It –Great When It’s Over

42. Coppin State College Microsoft SQL Server Violation of primary key = ABORT Age of student born 11/15/2025 = ABORT Invalid Record = ABORT Invalid Data Type = ABORT Field Too Small = ABORT A = A (no auto right trim)

43. Coppin State College Questions? Contact Ms. Vell Lyles at Vlyles@Coppin.edu Vlyles@Coppin.edu Mr. Harold Watkins at Harold_Watkins@msn.com

44. Coppin State College Appendix: Data Translation An Example Using SAFILE

45. Coppin State College Direct Import Into focDownloadFaAudt

46. Coppin State College A View to Translate Data to SQL Database (top half)

47. Coppin State College A View to Translate Data to SQL Database (bottom half) Ensure valid record

48. Coppin State College “Transformed” Records: CSC-REGIS sets no data to Null; CSC-PeopleSoft will set no data to blanks?