1

Banner Training Reference Guide

POPULATION SELECTION (PopSel) 201 Updated 6/12/2012

   Copyright © Ellucian 2008-2012. This document is proprietary and confidential information of one or more of the Ellucian companies and is not to be copied, reproduced, lent, displayed used or distributed except under license from Ellucian. Third party copy centers are advised that clients of Ellucian that have licensed the underlying technology associated with this documentation have a valid license to copy and use this documentation in accordance with that underlying license.

 

2

 

3

Table of Contents Introduction ...................................................................................................................... 4

Define The Population ................................................................................................... 4 Articulate and Define the Objective ................................................................................... 4 PopSel Worksheet ............................................................................................................................. 6

Create the Population Selection ........................................................................... 7

Extracting Data For A PopSel ................................................................................. 11

Mapping your JobSub (J:drive) .................................................................................. 16

Viewing The Selected Data ........................................................................................ 16

Printing The Selected Data ..................................................................................... 18

 

4

Introduction  The  purpose  of  a  Population  Selection  (PopSel)  is  to  select  the  PIDIMs  of  persons  or  non-­‐persons  in  the  system,  based  on  rules  that  you  develop  using  SQL-­‐type  statements.    Because  the  process  only  selects  PIDMs,  you  cannot  use  it  for  selecting  courses,  gifts,  rooms,  pledges  or  any  other  information.    Only  PIDMs  can  be  selected,  and  only  persons  or  non-­‐persons  have  PIDMs.    Population  Selection  involves  three  processes:  

• You  must  define  your  population,    • Run  the  Population  Selection  Extract  Program,  and    • You  may  view  and  edit  the  results  of  your  selection.  

 Once  you  have  a  list  of  PIDMs  that  meet  your  selection  criteria,  you  can  use  it  in  combination  with  many  Banner  reports  and  processes,  as  well  as  with  Banner  Letter  Generation.    

Define The Population

Articulate and Define the Objective You  want  to  state  the  objective  of  the  Population  Selection  clearly,  in  non-­‐technical  language.    By  doing  this,  you  will  identify  the  individual  forms  and  data  that  you  will  use  to  create  the  Population  Selection.    Once  this  is  done,  you  will  need  to  go  to  the  individual  forms,  where  the  data  is  captured,  and  get  the  Table  and  Field  names.    Use  the  attached  worksheet  to  note  the  information  items,  Table  and  Field  names,  and  individual  code  values  you  want  to  use.  

 To  get  the  Table  and  Field  names,  do  the  following:     1.        Access  the  individual  form  where  the  information  is  captured  

2. Retrieve  a  current  record  

 

5

 3. Click  in  the  field  you  want  to  use  in  the  Population  Selection  (i.e.  E-­‐mail  type)  

4. Select  Help  from  the  Main  Menu  bar  at  the  top  of  the  form  5. Select  Dynamic  Help  Query  

 6. Write  down  the  Table  (Block)  and  Field  names  (i.e.  GOREMAL;  

GOREMAL_EMAL_CODE)  

 7. Write  down  the  specific  code  values  for  that  field  that  you  want  to  use  (i.e.  GU,  MA)  8. Redo  these  steps  for  every  form  and  information  item  you  want  to  use  in  the  

Population  Selection    

 

6

PopSel Worksheet

 

                           

Information  Item   Form  Name  

Table  Name  to  use  with  PIDM    (use  in  'Select  field')  

Table  Name(s)  (use  in  ‘From’  field)  

Field    Name(s)  (use  in  'Data  Element'  field)   Operator   Code  

Value(s)  

                                         i.e.  Email  type        GOAEMAL      GOREMAL_PIDM      GOREMAL      GOREMAL_EMAL_CODE    =    ‘GU’  

                           

                           

                           

                           

                           

                           

                           

                           

             

             

 

7

Create the Population Selection

Population  Selections  are  defined  on  the  Population  Selection  Rules  Definition  Form  GLRSLCT.  It  can  be  found  in  the  Population  Selection  sub-­‐menu.    You  can  use  this  form  to  build  rules  for  a  new  selection,  or  to  view  rules  for  existing  selections.    Follow  the  steps  below  to  create  your  Population  Selection:  

 1.    Access  the  GLRSLCT  form  

 

2.    Select  the  Application  according  to  Module/System.    Think  of  the  Application  as  a  category.    Since  every  system  uses  population  selections,  there  can  be  many  selections,  often  with  similar  names.    By  using  a  category,  it  is  much  easier  to  group  selections.    Double  click  in  the  field  for  a  list  of  available  Application  codes.  

3.    Type  in  a  Selection  ID.    This  is  the  name  of  the  Population  Selection.    When  creating  a  new  selection,  take  care  to  give  it  a  name  that  is  descriptive  of  what  it  selects  (using  the  underscore  for  any  spaces),  and  easy  to  remember.    Double  click  to  view  a  list  of  Selection  Ids  that  have  been  created  for  the  Application  you  specified.  

4.    The  Creator  ID  is  the  ID  of  the  person  who  created  the  Population  Selection.    Only  the  creator  can  change  the  rules  of  the  selection.  

5.    Click  in  the  Description  block.    This  field  should  be  empty.    If  not,  then  a  selection  

already  exists  for  that  Application  and  Creator  ID  combination.  6.    The  Description  can  be  mixed  case  and  have  spaces,  but  it  should  always  help  to  

identify  who  is  being  selected.  7. Next  to  the  Description  field  is  a  checkbox  to  indicate  if  the  selection  is  ‘Manual’  or  

 

8

not.    A  Manual  selection  is  one  where  the  creator  defines  how  the  tables  will  be  joined  (connected).    Banner  assumes  that  the  PIDM  will  be  used  to  join  tables  unless  otherwise  indicated  here.    This  will  be  true  in  about  90%  of  the  selections  you  create.    If  you  decide  to  have  a  Manual  join,  or  will  be  running  2  Population  Selections  against  each  other  using  a  Union,  Intersection,  or  Minus,  select  the  Manual  checkbox.    A  note  about  Unions,  Intersections,  and  Minuses:  

When  the  Population  Selection  extract  process  is  used  to  combine  two  sets  of  rules  (two  Population  Selections)  you  can  indicate  how  you  want  the  two  extracts  to  interact.    Unions  combine  the  results  of  two  selections  (without  any  duplicate  PIDMs).    Intersections  select  only  those  records  that  appear  in  both  selections.    Minuses  subtract  the  second  selection  from  the  first  and  lists  those  records  remaining.    In  the  first  two  instances  (Union  and  Intersections),  the  order  you  specify  the  selections  is  not  important.    In  a  Minus,  however,  it  is  critical  that  you  list  the  selections  in  the  correct  order.  

 Include  (Union)  

       

   

Intersection        

   

 Exclude  (Minus)    

 

9

8.    The  Lock  checkbox,  if  selected,  will  not  allow  other  users  to  run  the  population  selection  process  or  to  alter  the  results  of  the  process  on  the  GLAEXTR  -­‐  Population  Selection  Extract  Data  Form  for  this  population  selection.  

9. The  Delete  checkbox,  if  selected,  allows  the  user  to  delete  all  the  rules  associated  with  this  Selection  ID  at  once  instead  of  one  at  a  time.    This  will  also  delete  all  ID’s  with  the  same  User  ID  as  Creator  ID  which  are  associated  with  the  respective  population  selection.  

10. Click  in  the  Select  field.    

 11. The  Select  field  must  contain  the  name  of  a  Banner  Table,  followed  by  an  underscore  

and  the  word  PIDM.    Always  reference  the  larger  of  the  Table  names  if  you  are  using  more  then  one  Table  to  pull  information  from.  

12. The  From  field  should  contain  the  names  of  all  the  Tables  (Blocks)  that  you  are  using  in  your  Population  Selection.    Start  with  the  smallest  of  the  Tables  and  work  to  the  largest,  separating  them  by  a  comma.  

 These  two  requirements  form  the  basis  of  understanding  Population  Selections,  so  let’s  look  at  them  further:  

• Since  the  process  can  only  select  PIDMs,  you  can  not  use  the  process  for  selecting  other  data.    For  example,  Population  Selections  cannot  be  written  that  will  select  gifts  over  $100  for  a  particular  campaign.    It  can  be  used  to  select  donors  who  have  made  gifts  over  $100.    It  cannot  be  used  to  select  courses  at  the  400  level  or  above,  but  can  be  used  to  select  students  enrolled  in  courses  at  the  400  level  or  above.  

• Since  Population  Selections  only  select  unduplicated  PIDMs,  you  do  not  need  to  worry  about  multiple  names  in  the  system,  or  in  your  selection.  

13. Click  in  the  Data  Element  column  

 

10

 14.  The  Rules  Block  contains  the  specific  parameters  (rules)  for  the  Population    

Selection.  Parameter   Description   Example  

(   Used  when  linking  2  rules  together  

 

Data  Element   Enter  the  Field  names,  from  the  worksheet,  that  you  want  to  use  in  the  Population  Selection.    Always  place  the  ‘smallest’  field  name  FIRST,  and  work  down  to  the  ‘largest’  field  name  

SARADAP_TERM_CODE_ENTRY  

Operator   This  is  the  ‘verb’  of  the  rule.    Use  the  pull  down  list  for  available  operators  

=,  <>,  IN,  NOT  IN,  LIKE,  NOT  LIKE,  etc.  

Value   Specific  code  values  used  to  qualify  the  person  or  non-­‐person  in  the  Population  Selection.    Enclose  all  values  (codes)  in  single  quotes.    When  using  several  values  (codes),  enclose  each  one  in  single  quotes,  separate  them  all  by  commas,  and  enclose  the  entire  group  in  

‘200110’  (‘200110’,’200120’,’200130’)  &term  

 

11

parentheses.    You  can  also  use  dynamic  variables  in  this  column,  and  be  prompted  for  specific  values  (codes)  when  the  Population  Selection  is  run  

)   Use  in  conjunction  with  the  ‘(‘  column  to  link  2  rules  together  

 

And/Or   Links  rules  together.    Use  AND  if  you  want  the  person  to  qualify  for  each  rule  created.    Use  OR  if  record  can  qualify  for  first  rule  OR  second  rule  OR  third  rule,  etc.  

 

15.    When  you  have  defined  your  Selection,  <Save>  it  and  Exit  the  form.    Banner  will  run  a  process  to  compile  your  Selection  into  true  SQL.  

 

Extracting Data For A PopSel  Once  you  have  defined  your  selection  on  GPXDATA,  you  must  run  a  process  to  extract  the  data  (PIDMs  only)  from  Banner.    Follow  the  steps  below  to  run  the  Population  Selection  extract  process:  

A. Access  the  GPXDATA  process  

   

B. Process  field  should  say  GPXDATA  C. Click  in  the  Values  column  

 

12

           

D. Enter  in  the  Values  accordingly  IN  CAPS    

Parameter   Response  01  POPSEL  Application  ID   Required-­‐  Enter  the  “Application  ID”  for  all  of  

the  specified  “Selection  ID”s.  02  POPSEL  Selection  ID  (Primary)   Required-­‐  Name  your  primary  “Selection  ID”.  03  POPSEL  Creator  ID   Required-­‐  Enter  the  Creator  ID  of  the  person  

who  created  the  Selection  ID(s).    NOTE:  All  ”Selection  IDs”  have  the  same  “Application  ID”  and  “Creator  ID”.  

04  Run  this  POPSEL   Required-­‐  Enter  one  or  more  “Selection  ID”s  for  POPSEL(s)  you  want  to  run.  

05  Include  POPSEL  with  Primary   Optional  -­‐Enter  one  or  more  “Selection  ID”s  for  POPSEL  results  you  want  to  include  in  your  primary  “Selection  ID”.  

06  Exclude  COUPLES  from  Primary   Optional  -­‐  –  Enter  one  or  more  “Selection  ID”s  for  POPSEL  results  you  want  excluded  from  

 

13

primary  “Selection  ID”.  Both  primary  and  corresponding  spouses  records  are  excluded  from  primary  “Selection  ID”.  

07  Exclude  INDIVS  from  Primary   Optional-­‐  Enter  one  or  more  “Selection  ID”s  for  POPSEL  results  you  want  excluded  from  primary  “Selection  ID”.  Only  individual  record  is  excluded  from  the  primary  “Selection  ID”.  

08  Intersect  PIDMs  with  Primary   Optional-­‐  Enter  one  or  more  “Selection  ID”s  for  POPSEL  results  you  want  intersected  with  the  primary  “Selection  ID”.  

09  Clear/Trunc  Primary  Selection   Required  –  Clear  results  of  primary  “Selection  ID”  before  any  processing  begins.  YES  =  Clear    all  except  manually  inputted  POPSEL  records.  ALL  =  Clear  all  including  manually  inputted  POPSEL  records.  NO  =  Do  not  clear  primary  “Selection  ID”  results.  Default  =  YES.  

E. Click  on  Submit  

 F. <Save>  G. If  there  were  any  Dynamic  Variables  in  the  Rules  of  the  Population  Selection,  the  

cursor  will  jump  back  to  the  Parameter  block.    All  values  (codes)  for  Dynamic  Variables  are  required.    Enter  the  values  (codes)  accordingly.    Click  on  Submit  again  and  then  <Save>  again  to  run  the  Population  Selection  with  the  Dynamic  Variables  

 

14

you  specified.    

 H. To  view  the  number  of  records  that  were  extracted  for  the  Population  Selection:  

1. Access  the  GWASPOL  form  by  selecting  Options  from  the  main  menu  bar  or  Right  Click  and  select  Review  Output  from  the  menu  a. Select  ‘Review  Output’  

 OR  

 

15

 b. Double  click  on  the  gpxdata…lis  file  or  highlight  it  and  click  the  View/Open  

Spoolfile  tab  

 c. This  will  open  another  window  in  your  browser  (be  sure  your  popup  blocker  

is  off)  

 

 

16

d. Close  this  window  to  return  to  the  GWASPOL  form.    

Mapping your JobSub (J:drive)  If  you  have  not  mapped  the  J  drive  to  your  JobSub  directory,  do  the  following:  

a. Right  click  on  ‘My  Computer’  on  your  desktop  

 b. Select  ‘Map  Network  Drive’  from  the  menu  c. Select  the  J  drive  from  the  pull  down  menu  (make  sure  it’s  not  already  

mapped  to  something)  

 d. Type  ‘\\SJ\JOBSUB’  for  the  Path  or  Folder  e. Select  ‘Reconnect  at  logon’  f. Click  OK  or  Finish    Once  this  mapping  is  established,  you  can  open  Word  or  Excel  and  select  the  J  drive  to  view  the  same  files  you  would  see  in  your  spooler  (GWASPOL)  in  Banner.  

Viewing The Selected Data

 A.    The  Population  Selection  Extract  Inquiry  Form  (GLIEXTR)  displays  the  IDs  in  a  population.    

The  IDs  can  be  sorted  by  Name  or  ID.    This  form  is  used  for  viewing  only,  you  can’t  update  or  change  the  results.  

 

17

   B.    The  Population  Selection  Extract  Data  Form  (GLAEXTR)  displays  the  data  (this  time  sorted  by  

PIDM),  and  can  be  used  to  modify  the  results  of  a  population  extract.    Only  the  User  who  extracted  the  IDs  can  access  a  Selection  ID  on  GLAEXTR.    You  can  add  or  delete  records  as  needed.    (Notice  that  the  form  displays  deceased  persons,  as  well  as  those  who  have  requested  confidentiality,  and  indicates  if  a  record  was  created  manually  or  by  the  system).  

   The  purpose  of  the  Population  Selection  process  is  not  simply  to  create  a  list  of  names,  but  to  create  a  set  of  records  that  can  be  used  as  a  base  for  other  Banner  reports  and  processes.    You  will  find  that  many  reports  and  processes  allow  you  to  include  the  name  of  a  selection  (Selection  ID,  Application  and  Creator)  in  the  parameters.    Banner  Letter  Generation  also  allows  you  to  generate  letters  to  people  and  organizations  in  a  Population  Selection.  

 

18

 

Printing The Selected Data  To  print  a  list,  with  ID  and  Name,  of  the  records  extracted  from  the  Population  Selection,  do  the  following:  

A. Access  the  GPOPSEL  process  

 B. The  Process  field  should  say  GPOPSEL  C. Click  in  the  Values  column  

 D. Enter  in  the  values  accordingly,  IN  CAPS:  

   

Parameter   Response  01  Application   Enter  the  code  of  the  Application  which  

controls  the  Selection  ID  to  be  processed  02  Selection  ID   Enter  the  name  of  the  Population  Selection.    

NOTE:  If  you  performed  a  Union,  Intersection,  

 

19

or  Minus,  this  Selection  ID  would  be  the  NEW  Selection  ID  you  created  

03  Creator  ID   Enter  the  Creator  ID  of  the  person  who  created  the  Selection  ID  

04  User  ID   Enter  the  User  ID  of  the  person  who  is  running  the  Selection  

E. Click  on  Submit  F. <Save>  

 G. This  will  provide  you  with  a  gpopsel…log  and  a  gpopsel…lis  file  (notice  the  Help  Line  

at  the  bottom  of  the  form  to  make  sure  these  files  are  created)  H. Select  ‘Review  Output’  from  the  Options  Menu  to  access  the  GWASPOL  form  or  

access  your  JobSub  directory  to  view  the  .lis  file  (Refer  to  step  2  on  page  15)  or  Right  click  and  select  Review  Output  

   

 

20

OR  

   To  view  the  list,  click  on  the  View/Open  Spoolfile  tab  

 I. To  print  the  list,  return  to  the  GWASPOL  form  

1. Highlight  the  gpopsel…lis  file  2. Click  the  printer  icon  on  the  horizontal  toolbar  or  click  the  Print  Spoolfile  tab  

 

21

 3. Enter  the  appropriate  parameters  

 4. Click  the  Print  button  to  print  list