SCT Banner Student Tape Load Processing Training Workbook

1 SCT HIGHER EDUCATION SCT Banner StudentTape load Processing Training Workbook May 2005 Release Confidential Business Information ---------------------------------------- ---------------------------------------- ---------------------------------------- ---------------------------------------- ---------------- This documentation is proprietary information of SunGard SCT and is not to be copied, reproduced, lent or disposed of, nor used for any purpose other than that for which it is specifically provided without the written permission of SunGard SCT. Prepared By: SunGard SCT 4 Country View Road Malvern, Pennsylvania 19355 United States of America SunGard 2004-2005. All rights reserved. The unauthorized possession, use, reproduction, distribution, display or disclosure of this material or the information contained herein is prohibited. In preparing and providing this publication, SunGard SCT is not rendering legal, accounting, or other similar professional services.

2 SunGard SCT makes no claims that an institution's use of this publication or the software for which it is provided will insure compliance with applicable federal or state laws, rules, or regulations. Each organization should seek legal, accounting and other similar professional services from competent providers of the organization s own choosing. SunGard, the SunGard logo, SCT, and Banner , Campus Pipeline, Luminis, PowerCAMPUS, SCT fsaATLAS, SCT Matrix, SCT Plus, SCT OnSite and SCT PocketRecruiter are trademarks or registered trademarks of SunGard data Systems Inc. or its subsidiaries in the and other countries. All other trade names are trademarks or registered trademarks of their respective holders. Table of Contents Section A: Introduction ..1 Overview ..1 Process Introduction ..2 Terminology ..4 Section B: Set Overview ..5 Validation and Rule Forms Used in the tape load Processing Module ..6 Electronic Prospect Validation Form ..7 Electronic data File and tape Validation Form.

3 8 tape Field Names Validation Form ..9 Source/Background Institution Code Validation Contact Type Code Validation Form ..11 Interface Validation Form ..12 tape Code Conversion Form ..13 Electronic Admission Application Rules tape Field Position Rule Form ..16 tape File Delimiter Type Rules Form ..18 tape File Test score Controls Form ..19 Self Check ..21 Answer Key for Self Section C: Day-to-Day Operations ..23 Overview ..23 Process Introduction ..24 Setting Up tape load Processing ..28 Running the Electronic Prospect load Using the Electronic Prospect Inquiry Form ..35 Using the Electronic Prospect Inquiry Form ..38 Running the Electronic Match Process ..41 Using the Migrate Electronic Prospects Process ..44 Purging Records ..46 Summary ..49 Self Check ..50 Answer Key for Self Section D: Overview ..54 Setup Forms and Where Used ..55 Day-to-Day Forms and Setup Forms Job Aid ..57 SunGard 2004-2005 tape load Processing Page 1 Section A: Introduction Lesson: Overview Workbook goal The goal of this Workbook is to provide you with the knowledge and practice to download search and test score data loads ( tape loads).

4 The Workbook is divided into four sections: Introduction Set Up Day-to-Day Operations Reference Intended audience The staff of the Admissions Office and Recruitment Office, as well as selected personnel and technical staff that will be responsible for the tape load process Objectives At the end of this Workbook , you will be able to identify and update values and rules necessary to maintain tape load Processing load and process information from outside data sources. Prerequisites To complete this Workbook , you should have completed the SCT Education Practices computer-based Training (CBT) tutorial SCT Banner 7 Fundamentals, or have equivalent experience navigating in the SCT Banner system completed the General Common Matching Training Workbook completed the Recruiting Training Workbook completed the Admissions Training Workbook . Section contents Overview ..1 Process Introduction ..2 Terminology ..4 SunGard 2004-2005 tape load Processing Page 2 Section A: Introduction Lesson: Process Introduction Introduction data such as test scores or recruiting information can be entered into SCT Banner in two ways, either manually or via a tape load .

5 The tape load process loads information from an outside media ( , ACT magnetic tapes) to SCT Banner rather than having to type the information manually. tape loads will also create person records in SCT Banner . The tapes that are currently supported by the SCT Banner Student System are: ACT tape GMAT tape SAT tape GRE SSS Student Search Service Peterson ACT/EOS Educational Opportunity Service PCU Private Colleges and University Search tape This process also allows the set up of tape loads that are not supported by SCT. SunGard 2004-2005 tape load Processing Page 3 Section A: Introduction Lesson: Process Introduction (Continued) Flow diagram This diagram indicates where the tape load processes fits into the overall Student process.

6 About the process In the basic tape load process persons are created and maintained supporting General Person information is created and maintained. SunGard 2004-2005 tape load Processing Page 4 Section A: Introduction Lesson: Terminology Parameter A value selected in a report or process to narrow the types of records being processed. Purge A process of removing selected records from the SCT Banner system. tape A non-SCT Banner file format for transferring magnetic or electronic data from one system to another. tape load A process for copying data from an outside system into SCT Banner using magnetic or electronic data format. SunGard 2004-2005 tape load Processing Page 5 Section B: Set Up Lesson: Overview Introduction The purpose of this section is to outline the set up necessary for tape load Processing .

7 Intended audience Technical and/or functional staff responsible for maintaining SCT Banner values and rules for tape load Processing and technical staff responsible for creating the data files for loading into the temporary tables. Objectives At the end of this section, you will be able to identify and update values and rules necessary to maintain tape load Processing . Prerequisites To complete this Workbook , you should have completed the SCT Education Practices computer-based Training (CBT) tutorial SCT Banner 7 Fundamentals, or have equivalent experience navigating in the SCT Banner system completed the General Common Matching Training Workbook completed the Recruiting Training Workbook completed the Admissions Training Workbook . Section contents Overview ..5 Validation and Rule Forms Used in the tape load Processing Module ..6 Electronic Prospect Validation Form ..7 Electronic data File and tape Validation Form ..8 tape Field Names Validation Form.

8 9 Source/Background Institution Code Validation Contact Type Code Validation Form ..11 Interface Validation Form ..12 tape Code Conversion Form ..13 Electronic Admission Application Rules tape Field Position Rule Form ..16 tape File Delimiter Type Rules Form ..18 tape File Test score Controls Form ..19 Self Check ..21 Answer Key for Self SunGard 2004-2005 tape load Processing Page 6 Section B: Set Up Lesson: Validation and Rule Forms Used in the tape load Processing Module Validation and rule forms The following validation and rules forms are used for the tape load process. Review and add values to the forms listed. Some of these forms may be previously established through other modules.

9 Review these forms to see how they relate to the Recruit and Admissions module and the tape load Process. Form Description SCT Banner Name Electronic Prospect Validation STVPREL Electronic data File and tape Validation STVTAPE tape Field Names Validation STVTPFD Source/Background Institution Code Validation STVSBGI Contact Type Code Validation STVCTYP Interface Validation STVINFC tape Code Conversion SOTCNVT Electronic Admission Application Rules SAAERUL tape Field Position Rule SRATPFD tape Interface Rules SOAINFR tape File Delimiter Type SORDLIM tape File Test score Controls SRATPTS SunGard 2004-2005 tape load Processing Page 7 Section B: Set Up Lesson: Electronic Prospect Validation Form Introduction Use the Electronic Prospect Validation Form (STVPREL) to define the various types of search or test score tapes that are to be loaded.

10 Example: The SAT test score tape can use SAT as the Prospect code. Note: This form is also used in Web for Prospects. SCT Banner Form Procedure Follow these steps to complete the process. Step Action 1 Access the Electronic Prospect Validation Form (STVPREL). 2 Enter a code in the Prospect Code field. 3 Enter a description of the code in the Description field. 4 Select an interface code in the Interface Code field. 5 Select a tape code in the tape Code field. 6 Click the Enter on WEB checkbox if applicable. 7 Enter the WEB page ID number in the WEB Page ID field if applicable. 8 Repeat steps 2-7 as needed to enter all prospect codes. 9 Click the Save icon. 10 Click the Exit icon. SunGard 2004-2005 tape load Processing Page 8 Section B: Set Up Lesson: Electronic data File and tape Validation Form Introduction Use the Electronic data File and tape Validation Form (STVTAPE) to define the unique types of search or test score tapes that a school will load .