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Non Standard Tapeloads – the PRAXIS and Misc Recruiting Files Tamed!

Presented by: James IrwinNicholls State University

March 22, 2011

Session ID 3517

Session Rules of Etiquette

• Please turn off your cell phone/pager

• If you must leave the session early, please do so as discreetly as possible

• Please avoid side conversation during the session

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Thank you for your cooperation!

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Introduction

• This presentation will review the processes put in place to batch load PRAXIS test scores as well as batch load non-standard recruiting files

• This will review the basic theory and steps required

• Benefits to this presentation include de-mystifying th T l d

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the Tapeload process

• Easy basic steps to making your own ‘home brew’ yet Vanilla tapeload

• A practical theory for loading those nonstandard files

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Agenda

Part 1 – Praxis Tapeload

• Background, Challenges, Theories/Assumptions, Logic

• Setup

• Procedures

Part 2 – Misc Recruiting Files

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• Background, Challenges, Theories/Assumptions, Logic

• Setup

• Procedures

Part 3 – Review, Q&A

• Review of Overall theory

• Questions & Answers

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Part 1 –Praxis Tapeload

Background/Challenges

• Migrating to Banner presented an opportunity – get our data STANDARDIZED!

• In PLUS, College of Education entered scores and entered ALL content areas under one code—As a result, no content area data was migrated over

—Bad Data = Not entered

S t t ti d f t i i th

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• Secretary got tired of entering in the scores as we received them (sometimes up to 100 at a time)

• They asked if it could be done, I said yes— I need to learn not to say that…..

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Theories/Assumptions

• Theory - need to enter whatever scores they had for that particular test day

• Assumption – ONLY need to enter that particular score data for that day. Nothing else on the file was relevant to our CoE

• Assumption – No More than three scores/tests were ever taken on One Day

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ever taken on One Day

• Assumption – EVERY content area test would have it’s own STVTESC code

• Assumption – College of Education was okay with the results – this is their ball of wax

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Logic

• Determined that best way was to map the data from the flat file and ensure what I entered matched what the secretary entered.

• Had a control group of six students that were entered but I also had a file for – could check my data in test

• Use OLDSAT code and then use SOTCNVT to

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• Use OLDSAT code and then use SOTCNVT to crosswalk the scores into whatever I needed/wanted

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Part 1 –Setup - Praxis Tapeload

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Setup - STVPREL

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• Create Prospect Code on STVPREL

• SRTLOAD will first look to see if Prospect Code on STVPREL = some code on STVEGRP.

• If so, will use that group.

• If not, will default to PREL.

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Setup - STVTAPE

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• Create PRAX on STVTAPE

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Setup - STVINFC

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• Create PRAX on STVINFC

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Setup - SRATPFD

• Define the Tape field positions on SRATPFD

Thi th

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• This was the hard part.

• ONLY interested in entering in the minimum information for a SPAIDEN record (in case wasn’t a current student)

Setup - STVEGRP

• Created the PRAX on STVEGRP

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• This allowed for own settings on SAAERUL

• Since PRAX=PRAX, it referenced his group and settings

Setup - SAAERUL

• Copied PREL group to PRAX

• Only changes I d d ’t

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made were don’t create CommPlan, don’t update address, don’t create recruit

• These were institution decisions

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Setup - STVTESC

• Created all the PRAXIS test codes on STVTESC

• Didn’t do it for every test, just the ones we

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the ones we were receiving

• Entered in the Test number in the description for ease of searching

Setup - SOTCNVT

• Mapped all incoming fields from tape to their proper test

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their proper test score code on STVTESC

Setup – That’s It

• Yes…that’s all there is to the setup…quick and kindapainless….

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Procedures

• Trio of jobs to load the information…—SRTLOAD X2

—SRRSRIN

—SRRPREL

—SRIPREL (not a job but gotta go here)

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SRTLOAD• After uploading the

datafile to the directory, run SRTLOAD

• Parameter set is to the right

• Run FIRST in AUDIT

• Check your output –

Number Parameters Values1 Data File Name /home/esai/PRAXIS.dat2 Electronic Prospect Code PRAX3 Tape ID4 AMCAS School Number5 SSN or Generated ID G6 Term Code7 Level Code UG8 Campus Code9 AMCAS Degree Code

10 AMCAS Major Code11 Department Code12 Contact Code13 Source Code TAPE14 Address Type Code PH

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y plook for conversion errors

• You may need to edit SOTCNVT and STVTESC to add a new test score

• Then run in UPDATE mode

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14 Address Type Code PH15 Address Source Code TAPE16 Telephone Type Code17 Email Type Code PERS18 Print Test Scores N19 Default Test Month

20Print County Code Errs (AMCAS) N

21 Print Validation Summary Y22 Run Mode A23 Effective Date (AMCAS)

24PCU Prior College Degree Code

SRTLOAD - 2

• After checking output for conversion errors, look at the number of records loaded

This yellow section is an error, see bullets 3 & 4

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loaded.

• This should match the number on the CD.

• You will see a higher number of records read due to the length of the file layout.

• Doesn’t matter due to the assumptions made – only the stuff we mapped mattered

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SRRSRIN

• Run SRRSRIN

Number Parameters Values

1Electronic Prospect Code PRAX

2 Tape ID

3Report Type (if Parm 04 = N) AAuto Load (Skip Dup

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4Auto Load (Skip Dup Chk) N

5 Student Type

SRRPREL

• Run SRRPREL

• Run for only those that are Matched— If not matched – want to know why

— If they are New - want to know why

Number Parameters Values1 Electronic Prospect Code PRAX

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2 Tape ID3 Match Status M4 Student Type

SRIPREL

• Go to SRIPREL and resolve the errors

• Errors are mostly those that got married and didn’t change names

• Birthdays that got swapped/switched

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SRTPURG

• Run SRTPURG in order to clear the temporary table

• Make sure that the count matches the count that you loaded

Number Parameters Values

1 Electronic Prospect Code PRAX

2 Tape ID

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3 Term Code

4 Level Code

5 Date Added

6 Match Status

7 Load Status C

8 Date Loaded

9 Print Detail on Report Y

10 Run Mode (A=Audit, U=Update) A

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Part 2 –Misc Recruiting Files

Background/Challenge

• LACRAO – Louisiana Association of College Registrars and Admissions Officers – implemented a ‘Scanning solution’ for recruiting fairs

• Students before going to fair would create an online profile and print a barcode. This barcode could be scanned by any college and information stored

• Information later downloaded from this company

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• Information later downloaded from this company

• If can get the information loaded in system, MASSIVE time saver

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Challenge

• Need to be able to know what recruiter saw them

• Need to be able to load not just their Recruit Term but ALSO their Recruit Type (Class of ‘11, ’12, ‘13, etc)—Recruit Term plus Recruit Type sets up the

Communication Plan processing rules we have enabled

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enabled

• Need to make this a QUICK process and not take all day.

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Theories/Assumptions

• 6 Scanner devices, 6 potential people on the road meeting students, 1 device per person

• Cannot scan same person twice in one day

• Follow-up processing would find duplicate recruit records (not duplicate people)

• Must not create duplicates

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• All recruits will be from senior and below…nobody already graduated

• So….—Need to divide whatever is scanned by recruiter by

high school graduation year

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Logic

• Use tapeload processes combined with UC4

• Use UC4 before and after conditions to look for a file

• Create a file for each recruiter for each grad year—6 recruiters * 4 grad years = 24 potential combinations

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Logic

• Customize SRAPRED for each type of student

• Use Tapeload processes (SRTLOAD, SRRSRIN, SRRPREL)

• Use SRREMAL once all loaded to send acknowledgement (not tracked on SUAMAIL)

• Use SRTPURG

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• Run this process DAILY

• UC4 (formerly Appworx) is the only way that this was possible—Use UC4 before and after conditions to look for a file

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Logic

• Create a file for each recruiter for each grad year—6 recruiters * 4 grad years = 24 potential combinations

—48 SRTLOADs (24 in Audit, 24 in Update)

—24 SRRSRINs

—24 SRRPRELs

—1 SRREMAL

24 SRTPURG

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—24 SRTPURGs

• Without UC4, this would not have been feasible to run daily

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File Prep

• Download file from website

• Clean file— looking for duplicates

—word casing issues (all caps, etc)

— looking for commas (will mess up comma delimited files)

—Putting file in the order you want for upload (First, Last,

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g y p ( , ,SSN, Address, City, State, Zip, DOB, Grad Year, Ethnicity, etc)

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File Prep (cont)

• Once file is clean, divide file based on the recruiter

• After divided by recruiter, then divide by high school grad year

• Rename each file to be recruiter-gradyear—Having one specific name for each allows for

automation

• Remove Headers from file

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• Upload file to remote directory, rename to .dat file

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Part 1 –Setup – Misc Recruiting Files

Form Setup - STVINFC

• Create LACR on STVINFC

• Kept interface code two four

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characters in case need to change something on SAAERUL

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Form Setup - STVTAPE

• Create individual tape code f h fil ill t

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for each file you will create

• This is tapeload concepts taken to the extreme.

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Form Setup - STVPREL

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• Create a prospect code for each of the file types

• Match it to the Tape Code

• Use your four character interface code

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Form Setup - SORDLIM

• Create on SORDLIM each tape code with a , delimiter

• Note: Since this is a comma delimited file, it must be precise EVERY time Since

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precise EVERY time. Since you are making this by hand, be very careful and watch for extra commas or wonky spacing.

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Form Setup - SRATPFD• File layout on SRATPFD for

each of the files that you create.

• This is a lot of work, but for the customization, worth it

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Form Setup - SOTCNVT• Map over major codes,

terms, other codes that need mapping on SOTCNVT

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Form Setup - STVINFC

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• Here’s the reason we did all that setup…

• With each having it’s own Prospect Code, we can setup different recruiters, student types, etc

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Procedures - SRTLOAD• Using UC4, setup SRTLOAD

• Have an Audit/Update option built in to the prompts

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Procedures - SRTLOAD

• Here’s the prompt for Audit U d t

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vs Update

• Run this in Audit mode first to look for conversion errors (high school code errors usually)

• Look at your counts – they should match what you put in the files!

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Procedures - SRTLOAD

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• Set a Before condition to check for the file. If there is no file, then UC4 won’t run the process

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Procedures - SRRSRIN • Set SRRSRIN again for each file/Prospect Code

• Set Before Conditions again to look for the file

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Procedures - SRRPREL• Set SRRPREL again for each

file/Prospect Code

• Set Before Conditions again to look for the file

• Set After Conditions to move the file

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Procedures - SRRPREL

• Set a Before condition to check for the file. If there is no file, then UC4

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,won’t run the process

• Set an After Condition. This will then move the finished file/rename the finished file. Allows you to retain the uploaded files for audit purposes

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Procedures – SRREMAL

• Run SRREMAL and send an email to every student on SRIPREL for the TapeID of LACRAO saying you were happy to see them

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Procedures - SRIPREL• Go to SRIPREL and

resolve errors from those that didn’t common match.

• You can query on Prospect Code or Tape ID to get

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specific recruits from specific files

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Procedures - SRTPURG• Run SRTPURG

• Build in an Audit option

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Summary

• Tape load, when put into practice has a lot of versatility

• PRAXIS tapeload process can be adapted to anything with score….AP scores, GMAT, GRE, etc.

• ALWAYS ALWAYS TEST first!

• Build your processes in TEST and then move to P d ti ft k i th t th k

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Production after knowing that they work

• The Misc Recruiting Files part of this presentation is tapeload/recruiting load taken to an extreme.—A lot of duplicate setup, but a lot of customization

• Don’t fear tapeload! Try it!

• Most importantly, look at the application but think about the Theory/logic…if you understand the theory and logic you can apply them to other tasks

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Questions & Answers

• Ask me your questions…….

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Session Sponsor

Thank You!

James Irwin

James.irwin@nicholls.edu

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