PTCast Load TJ 8/2016

- PreReq… IS has to format unsupported Web Admit file to be compatible with Banner. School of Physical Therapy will download the fields/file from Web Admit and put the file into BOX.

- IS will format the file and send it back to BOX and notify PT when done.

Start Below this line

1. Once you have received the email with the results everything looks correct, log into Banner and enter “SRTLOAD” in the “Go To” box on the main menu. (Figure 7)

Figure 7

Para-meter #

Description Value

Optional/Required Indicator

Explanation

1 Data File Name /export/home/ptcas/ptcas.dat R Data file name, including the full directory path

2 Electronic Prospect Code PTCS R Differentiates Physical Therapy records from other Med CAS school records

3 Tape ID   O Additional ID of Tape. Useful if loading multiple tapes of same prospect code

4 AMCAS School Number 806 O AMCAS School Code to Process.

5 SSN or Generated ID G R Enter G to generate an ID. Enter S to use SSN if it's in the data file.

6 Term Code 201707 O Term code that will go on the Prospect record (defaults from SRAPRED).

7 Level Code PR O Level Code that will go on the Prospect Record (defaults from SRAPRED).

8 Campus Code M O Campus Code that will go on the Prospect Record. Tampa Campus = M

9 AMCAS Degree Code DPT O Degree Code that will go on the Prospect Record for AMCAS only.

10 AMCAS Major Code PT O Major Code that will go on the Prospect Record AMCAS only (AMCAS required).

11 Department Code   O Department Code that will go on the Prospect Record.

12 Contact Code   O Contact Code that will go on the Prospect Record.

13 Source Code   O Source Code that will go on the Prospect Record.

14 Address Type Code ML R Address Type Code that will go on the Prospect Record.

15 Address Source Code PTCS R Address Source Code that will go on the Prospect Record.

16 Telephone Type Code   O Telephone Type Code prefixed by occurrence of phone number.

17 Email Type Code   O Email Type Code for all Email Addresses.

18 Print Test Scores Y R Enter Y to Print Test Scores while processing test score file, N to suppress.

19 Default Test Month   O Enter default test month, valid values 01-12.

20 Print County Code Errs N R Print validation Errors for County (AMCAS).

21 Print Validation Summary Y R Print Validation Summary.

22 Run Mode A or U R Enter U to Update the database, A to produce an Audit report.

23 Effective Date (AMCAS) 01-Jun-2016 O Leading zero in date field is needed if the date is the first through the nineth. Load records with Effective Date greater than or equal to this date.

24 PCU Prior College Degree Code   O Degree Code that will be applied to the prior college record for PCU only.

Parameters for SRTLOAD – Table 1 Note: Items highlighted in red must be changed each year

2. On the next screen (Figure 8), choose the AUDIT parameters. Choose DATABASE for Printer, in uppercase. Click on Submit. Then save. (See parameters, Table – 1, on facing page.)

a. Note Log file number at bottom of screen.

Figure 8

3. Choose Options and Review Output (Figure 9).

Figure 9

4. This will take you to the output screen. (Figure 10)

Figure 10

5. Double click in the “File Name” box. If a message comes up at the bottom left of the screen saying “ERROR There is no saved outpu…” or if you see other files but not your number – it has not finished running. Wait a few seconds and try again.

6. When your job is finished double click on the .lis file. (Figure 11)

Figure 11

7. You will then see the output for the SRTLOAD process, (Figure 12).

Figure 12

8. If the output is quite long, Click on Options, then Show Document (Save and Print File), Figure 13.

Figure 13

9. This will open the output in a browser window (Figure 14) which is easier to navigate and also allows for printing the entire file.

Figure 14

10. At the bottom, check for “Conversion Errors”. See Figure 15.

Figure 15

11. If there are any conversion errors, scroll up from the bottom a bit and you will see entries indicating what those errors are. See Figure 16. These errors should be corrected1 prior to running in “Update” mode.

1 If the error indicates a problem with STVSBGI, exit back to the main menu and go to STVSBGI to add new record for the missing college referenced in the error message. If the error indicates any other problems contact the Banner DBA to get instructions on handling this problem.

Figure 16

12. Once the process has run successfully in Audit mode, click on the black X near the top of the window and it will take you back to GJAPCTL, from where you had previously started the SRTLOAD process.

13. Using the same screen as in step 6, choose the parameter set for Update (Figure 17).

Figure 17

14. Complete steps 6 - 16 again, using the UPDATE parameters.a. Continue on to step 19 once UPDATE completes successfully.

15. Again click on the black X near the top of the window and it will take you back to GJAPCTL (Figure 18). From there type in SRRSRIN in the Process block to load the data into the permanent tables in the database. (See parameters, Table – 2, on facing page.)

Param 04 should be ‘Y’2

2

Figure 18

Para-meter #

Description Value Optional/Required Indicator Explanation

1 Electronic Prospect Code PTCS R Enter Electronic Prospect Code

2 Tape ID   O Enter Code for Prospect Tape ID

3 Report Type (if Parm 04 = N) A R Enter Report type value: E- Error, N- New, M- Match, A- All

4 Auto Load (Skip Dup Chk) Y R Enter Y to Automatically Load New or Matched IDs, Enter N to do Dup Processing

5 Student Type   O Enter student type to process; blank to process all student types.

SRRSRIN Parameters – Table 2

`

16. Again click on Options, then Review Output (GJIREVO).

17. Open the .lis file. This will show you how each person was handled. See Figure 19.a. SUSP. This indicates you need to check this ID manually. It will require a manual match using SRIPREL3.b. MATCH. This record matched one already in the database. It should have inserted any new data.c. NEW. This indicates there were no matches found for this person and a new record was inserted into the database.

3 To perform the manual match, go back to the main menu and Go To SRIPREL. See Appendix A on how to use SRIPREL.

Figure 19

18. Now run the actual load/update step. Again click on the black X near the top of the window and it will take you back to GJAPCTL, Figure 20. Enter SRRPREL.

Figure 20

19. If all errors were corrected in step 21 (SRRSRIN process), the data should now be loaded and you should see the results. For all to be good, the last line should indicate no persons NOT Migrated to Production Banner as in Figure 21 below.

Figure 21

24. You must now clear the temporary tables used for this load in preparation for any future loads. Run SRTPURG in Audit mode, then in Update mode (Figure 22). (See parameters, Table – 3, facing page.)

Figure 22

Para- Description Value Optional/ Explanation

meter # Required Indicator

1 Electronic Prospect Code PTCS R Electronic Prospect code of records to be purged.

2 Tape ID   O Tape ID of records to be purged.

3 Term Code   O Term Code of records to be purged.

4 Level Code   O Level Code of records to be purged.

5 Date Added   O Date when Electronic Prospect record was added.

6 Match Status   O Match Status of Electronic Prospect record.

7 Load Status   O Load Status of Electronic Prospect record.

8 Date Loaded   O Date Electronic Prospect record was loaded to system.

9 Print Detail on Report Y O 'Y' = Print detail report; 'N' = Do not print detail report

10 Run Mode (A=Audit, U=Update) A or U O 'A' = Do not purge from SRT% tables; 'U' = Purge from SRT% tables.

11 Student Type   O Enter student type to process; blank to process all student types.

SRTPURG Parameters – Table 3

20. Review the output by selecting Options Review Output [GJIREVO] (Figure 23)

Figure 23

21. On the output screen (GJIREVO), check that the names you see in the report are ones for PTCS, then scroll to the bottom and check the number of Prospects Purged. It should be more than zero. (Figure 24)

Figure 24

22. Once you have run SRTPURG in Update mode, you are finished!

Appendix A

SRIPREL Manual Match Process

a. On SRIPREL, On match status select ‘Suspense’ and press F8. This will pull up all of the suspended records.

b. Select Options Match [GOAMTCH] (Figure A2). Then select Block Next or Ctl + Page Down (Figure A3).

c. Click on Duplicate Check. The bottom block will list all possible matches (Figure A4).

d. If there is a match, select the one that matches (Figure A5) and click on “Select ID” in the previous block. If there are no matches, click on “Create New”.

Addendum

1. WS_FTP software. (Can be downloaded and installed from http://hsc.usf.edu/is/download/windows_archive.htm and click on the WinSockFTP link)

2. PLINK software. (Can be downloaded and installed from http://www.chiark.greenend.org.uk/~sgtatham/putty/download.html and click on “plink or by FTP”. Save file to C:\Program Files

Updated 4/2017 by TJ