End User Reporting
Using DataExpress with
SMS Data – Level I
 SBCTC-ITD
3101 Northup Way • Suite 100
Bellevue, WA 98004-1449
Phone 425.803.9708 • Fax 425.803.9652
Printing History
April 2001
October 2001 (minor corrections)
May 2009
November 2009
R:\DBReporting\SMSDTX\smsdatax.doc
Table of Contents
1 - Class Objectives ........................................................................ 1
2 - What is DataExpress?................................................................ 3
3 - Understanding Data Structure .................................................. 5
Data Elements ............................................................................................... 6
Data Sets ....................................................................................................... 8
Databases ..................................................................................................... 9
4 - SMS Data Structure .................................................................. 11
SMS Databases ........................................................................................... 12
Admissions Database ...................................................................................................................... 12
Biographic History Database .......................................................................................................... 13
Student Follow-up Database ........................................................................................................... 13
Student Management Database ....................................................................................................... 13
Student/MIS Database ..................................................................................................................... 14
Student Retention Database ............................................................................................................ 14
Table 3 Database ............................................................................................................................. 15
Table 4 Database ............................................................................................................................. 15
Transcript Database ......................................................................................................................... 16
Transferred-in Courses Database .................................................................................................... 16
SMS Data Sets ............................................................................................ 17
Data Sets in the SM Database ......................................................................................................... 18
Class-D Data Set ...................................................................................................................... 18
STU-CLASS-D Data Set ......................................................................................................... 19
STU-D Data Set ....................................................................................................................... 19
STU-YRQ-M Data Set ............................................................................................................. 20
STU-YRQ-XREF-D Data Set .................................................................................................. 21
YRQ-A Data Set ...................................................................................................................... 21
EDUC-PRG-M Data Set .......................................................................................................... 22
Data Sets in the TBL3 Database...................................................................................................... 22
DAY-D Data Set ...................................................................................................................... 22
STU-INT-M Data Set............................................................................................................... 23
ETH-ORIG-M Data Set ........................................................................................................... 23
COL-CIP-RATIO-D Data Set .................................................................................................. 23
TRAN-CLASS-D Data Set in the Transcript Database................................................................... 24
Review 1 - SMS Data Structure Review .................................................... 25
5 - Using the DataExpress Interface ............................................ 27
Responding to Prompts ............................................................................. 28
Obtaining Online Help ................................................................................ 29
DataExpress Menus ................................................................................... 30
6 - Creating a Procedure ............................................................... 31
Creating a Procedure – Basic Steps ......................................................... 32
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Using the Main Menu...................................................................................................................... 33
Step 1: Accessing the Data ............................................................................................................. 34
Using HP Dictionary Definitions ............................................................................................. 35
Using Image Database Definitions ........................................................................................... 35
Step 2: Choosing the Data Elements .............................................................................................. 36
Building the working set .......................................................................................................... 36
Step 3: Creating Computational Fields .......................................................................................... 37
Arithmetical Expressions ......................................................................................................... 37
If-Then-Else Computational Expressions ................................................................................ 38
Substring and Subfield Manipulation ....................................................................................... 39
Step 4: Repeat Steps 1-3................................................................................................................. 40
Step 5: Define Output Specifications ............................................................................................. 40
Include in Output ..................................................................................................................... 40
Sort By ..................................................................................................................................... 41
Summarize By.......................................................................................................................... 41
Suppress Detail Records (N/y)? ............................................................................................... 42
Select By .................................................................................................................................. 42
Entering Selection Criteria ....................................................................................................... 42
Alternate Names for Selection Values ..................................................................................... 43
Edit Names/Locations of Databases and Files (N/y) ................................................................ 43
Include Database Password(s) in Procedure (N/y) ................................................................... 43
Step 6: Linking the Data Sets ......................................................................................................... 44
Which Direction? ..................................................................................................................... 44
Linking from a Computed Field ............................................................................................... 44
Linking without a Defined Path ............................................................................................... 45
Summary of Linking Data Sets ................................................................................................ 45
Linking Examples .................................................................................................................... 45
Special Cases of Linking.......................................................................................................... 46
Maximizing Performance ......................................................................................................... 46
Step 7: Defining Report Format ...................................................................................................... 47
Step 8: Running the Procedure ....................................................................................................... 47
Step 9: Using ReportDesigner ........................................................................................................ 48
Responding to Global Edit Prompts ......................................................................................... 48
Responding to Field Edit Prompts ........................................................................................... 50
Generating Line and Page Breaks ............................................................................................ 52
Removing Saved ReportDesigner Formatting ......................................................................... 52
Step 10: Saving the Procedure ....................................................................................................... 53
Using the Procedure Catalog .................................................................... 54
7 - Maintaining a Procedure.......................................................... 55
Making Allowable Changes to an Existing Procedure ............................ 56
Modifying an Existing Procedure .............................................................. 57
Review 2 - DataExpress Review ................................................................ 61
8 - Hands-On Exercises ................................................................ 63
Exercise 1: Creating a simple DataExpress Procedure ......................... 64
Part 1: Select the data for the procedure......................................................................................... 64
Part 2: Create a working set ........................................................................................................... 64
Part 3: Define the report output ...................................................................................................... 65
Part 4: Establish the output file format and run the procedure ....................................................... 66
Summary ......................................................................................................................................... 67
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Exercise 2: Creating a procedure with sort options and selection
criteria ......................................................................................................... 68
Part 1: Select the data for the procedure and create a working set ................................................. 68
Part 2: Define the report output ...................................................................................................... 69
Part 3: Define summary information .............................................................................................. 70
Part 4: Enter selection values ......................................................................................................... 71
Part 5: Select the output file format and run the procedure ............................................................ 71
Summary ......................................................................................................................................... 73
Exercise 3: Using a computational field and modifying a procedure ... 74
Part 1: Select the data for the procedure and create a working set ................................................. 74
Part 2: Create a computational field ............................................................................................... 75
Part 3: Define the report output ...................................................................................................... 76
Part 3: Define summary information .............................................................................................. 77
Part 4: Enter selection values ......................................................................................................... 77
Part 5: Select the output file format and run the procedure ............................................................ 78
Step 6: Modify the procedure ......................................................................................................... 79
Summary ......................................................................................................................................... 82
Exercise 4: Creating a computational counter field and suppressing
detail to get summary lines ....................................................................... 83
Part 1: Select the data for the procedure and create a working set ................................................. 83
Part 2: Create three computational fields ....................................................................................... 84
Part 3: Define the report output ...................................................................................................... 86
Part 4: Link files ............................................................................................................................. 87
Part 5: Select the output file format and run the procedure ............................................................ 88
Summary ......................................................................................................................................... 89
Exercise 5: Using an If-Then-Else computational expression ............... 90
Part 1: Select the data for the procedure and create a working set ................................................. 90
Part 2: Create two computational fields ......................................................................................... 92
Part 3: Define the report output ...................................................................................................... 93
Part 4: Link files ............................................................................................................................. 94
Part 5: Select the output file format and run the procedure ............................................................ 95
Summary ......................................................................................................................................... 96
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DataExpress with SMS Data – Level I
1 - Class Objectives
The purpose of this class is to introduce you to the basic concepts of database structure.
You will also learn how to use those concepts along with DataExpress in order to create
your own SMS reports. In today's class you will learn the following:
•
Overview of database structure and terminology (Chapter 3)
•
Overview of the structure of the SMS database (Chapter 4)
•
Basic steps to create a DataExpress procedure (Chapter 6)
•
Introduction to creating computational fields (Chapter 6, Step 3)
•
Introduction to linking data sets (Chapter 6, Step 6)
This class includes hands-on practice in creating DataExpress procedures that incorporate
these concepts.
Upon completion of this class, you will be able to create simple DataExpress procedures
using data in the SMS database.
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DataExpress with SMS Data – Level I
2 - What is DataExpress?
DataExpress is a computer program that runs on the HP 3000. It is an end-user tool that
allows you to access application data (for example, SMS, FMS, PPMS) on the HP 3000
in order to produce customized reports. Using DataExpress you create procedures that:
•
Extract data from multiple data sets, files, and databases on the HP 3000.
•
Manipulate the data and create temporary values, for example, computational
fields.
•
Reformat the output for use in another application, such as Microsoft Excel on
a PC.
When you run a DataExpress procedure, you can direct the extracted report data:
•
To your screen for viewing.
•
To your PC or terminal printer for a hardcopy report.
•
To a system printer for a hardcopy report.
Using Reflection or Minisoft you can also download the extracted report data to your PC.
Once the data has been extracted, you can reuse it without rerunning the procedure that
produced it.
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DataExpress with SMS Data – Level I
3 - Understanding Data Structure
To use DataExpress, you need to become familiar with your data and understand how it is
organized. Data is organized on the HP 3000 as a set of databases, each consisting of
progressively less extensive groups of data. The components of this data structure are as
follows:
•
A database is a group of related data sets, which are organized for rapid
retrieval of selected data.
•
A data set is a group of related data elements (fields). A data set defines the
contents of a record.
•
A data element (or field) is a group of related bytes that contain a unit of
information, such as a class ID or an administrative status.
•
A byte is a one-character piece of information. It is the smallest accessible
unit of information. A byte can be extracted using a character string
computation.
Example:
Database
BDGT (Budget)
Data Set
BDGT-M
SM (Student Management)
CLASS-D
EMP (Employee)
EMP-M
TBL5 (Table 5)
JOB-CLASS-TBL-M
Data Element
BDGT-STRUCTURE
FYR-BDGT-AMT
CLASS-ID
ADMIN-UNIT
EMP-ID
EMP-NAME
JOB-CLASS
JOB-CLASS-TITLE
The HP 3000 Data Dictionary describes the entities that are used in the application
system programs and processes. It does not contain the actual data; rather it describes the
type, location, usage, and relationships of the data entities. The Data Dictionary describes
the following data entities:
•
data elements
•
data sets
•
databases
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DataExpress with SMS Data – Level I
Data Elements
A data element is the smallest accessible entity in a database. It defines a single piece of
information; for example, first name, last name, budget amount, or job class. Data
elements typically define a field name on a screen or report.
The Data Dictionary defines various attributes of data elements. You might encounter
some of these terms when you are working in DataExpress:
•
The data element short name is a brief name or abbreviation for a data
element, consisting of a maximum of 15 characters. The data element short
names are used to create DataExpress procedures.
•
The data element long name is a more complete or descriptive name for the
data element.
•
The data element type indicates how the data is stored in the computer. Some
of the data element types you may encounter are:
X
Z
P
I
J
Alphanumeric: Data elements that are classified as type X are nonnumeric and cannot be used in arithmetic expressions. These are
character strings only.
Zoned-decimal numeric
Packed-decimal numeric
Integer numeric
Integer numeric
A plus sign (+) added to a numeric data element type indicates that the
element cannot have negative values.
•
The size indicates the maximum number of positions (spaces) available for
entering the data.
•
The length indicates how the data is stored in the computer. The HP computer
stores all data in increments of two. (A data element that is five positions long
requires six positions of storage space.)
•
Dec refers to the number of decimal positions for the data element.
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DataExpress with SMS Data – Level I
•
The edit mask provides information about how the data appears. For
example, edit masks provide slashes in the date, decimal marks in credit
fields, dollar signs in money amounts, and suppression of leading zeros. Some
common edit masks are:
Z
^
!
^^/^^/^^
Suppress leading zeros
Print whatever is in the field
Put a decimal in this position, regardless of the defined
number of decimals
Put two slashes in a six-digit date
The Data Dictionary also contains parent and child data elements. Parent data elements
are composed of more than one child element or field. For example, CLASS-ID is the
concatenation (combination ) of two child elements, CLASS-ITM-NUM and CLASSYRQ. It is important to recognize that DataExpress treats these child elements as
computational fields (for example, for linking purposes and in the specifications on the
Procedure Review).
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DataExpress with SMS Data – Level I
Data Sets
A data set is a group of related data elements (fields). Typically, a data set defines the
contents of a record. A data set combines several pieces of information; for example, the
STU-D data set includes the data elements SID, STU-NAME, BIRTHDATE, and STUTYP.
Every data set has one or more key elements that identify the record. Key elements are
used as pointers or links to other data sets.
There are three types of data sets:
•
An automatic master data set contains only one data element, which is its
key. That data element points or links to one or more detail data sets in the
same database, where the remainder of the data resides. An automatic master
record is created by the computer when a new record is added to the detail
data set. Use an automatic master data set for faster searches when primary
selection criteria is based on a specific value of the key or a range value of the
key. Automatic masters are identified by the suffix “A” on the data set name.
For example, YRQ-A is an automatic master that locates all classes for a
specific year/quarter.
•
A manual master data set can contain other data elements in addition to the
key. They can have only one key element and can contain only one record for
each value of that key element. Manual master data sets link to detail data
sets. Manual masters are identified by the suffix “M” on the data set name.
For example, STU-YRQ-M is a manual master that contains quarterly
biographic data for the student. There is only one record for the student for
each year/quarter and those records are identified by the key STU-QTR.
•
A detail data set contains one or more elements that act as key elements
when linking from master data sets. A detail data set is identified by the suffix
“D” on the data set name and is differentiated from a manual master in one of
the following ways:
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•
There can be more than one record for a particular key element.
•
There can be more than one key pointing to data in the detail sets. For
example, STU-D records can be identified by SID (unique) or by
abbreviated last name (not unique). STU-UNUSUAL-ACTN can
contain more than one unusual action record for a specific student.
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Databases
A database is made up of related data sets (and the data elements associated with each
data set).
To obtain hard copy reports of the Data Dictionary, order the following jobs through the
Job Scheduling System:
•
Data Elements by Element Abbreviation (DD0002J). This is a long report of
approximately 1000 pages that contains all the data elements in each of the
FMS, PPMS, and SMS databases. Because of the length of this report, you
should coordinate the running of this job with your computer services
department.
•
File Element Listing (DD0011J). When you order this report, you select the
database for the data sets (files) that you want.
You can create DataExpress procedures that:
•
Work with single or multiple data sets
•
Work with single or multiple databases
•
Work with a combination of files and data sets
The computer accesses the information in data sets either:
•
Sequentially (in consecutive order, one item at a time)
- OR -
•
Randomly (in random order based on the value of a key field)
Data that is stored in the computer can be either:
•
Global data is static information that changes only occasionally. A global
item is widely accessible.
•
Detail data is dynamic information that changes frequently or occurs more
than once.
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DataExpress with SMS Data – Level I
4 - SMS Data Structure
The Student Management System consists of multiple databases, each containing
multiple data sets.
This chapter provides detailed information about what is contained in each of the SMS
databases and how that information is displayed in DataExpress.
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DataExpress with SMS Data – Level I
SMS Databases
The following databases are identified as SMS databases. Each database is known in the
Data Dictionary by its abbreviated name, shown in parentheses.
•
Admissions Database (ADM)
•
Biographic History Database (HIST)
•
Student Follow-up Database (SFUS)
•
Student Management Database (SM)
•
Student MIS Database (SMIS)
•
Student Retention Database (SMISX)
•
Table 3 Database (TBL3)
•
Table 4 Database (TBL4)
•
Transcript Database (TRAN)
•
Transferred-In Courses Database (TRNSFR)
Admissions Database
The Admissions (ADM) database contains information used to track the progress of
students (or prospective students) from their first point of contact with the college. This
tracking function can continue through to the student’s initial enrollment in classes, to
graduation, or beyond graduation.
DataExpress displays the data sets of the Admissions database in the following manner.
Data sets in data base ADM
------------------------------------------------------------------------------1: ADM-TEMP-SID-A
12: ADM-INTEREST-D
23: OPT-ADM1-M
2: ADM-ABBR-NAME-A
13: ADM-STU-ACTV-D
24: OPT-ADM2-M
3: ADM-SOUND-A
14: ADM-DOC-D
25: OPT-ADM3-M
4: ADM-SID-A
15: ADM-HIST-D
26: ADM-GRP-M
5: ADM-PROGRESS-A
16: ADM-REQR-D
27: ACTV-RELATE-D
6: ADM-SID-GRP-A
17: ADM-ADDTNL-DOC-D
28: DOC-RELATE-D
7: ADM-LAST-ID-M
18: ADM-PROGRESS-M
29: FILE-TEMPL-A
8: ADM-XREF-ID-D
19: STU-ACTV-M
30: FILE-TEMPL-D
9: ADM-STU-D
20: COL-DOC-M
31: ADM-ELMT-D
10: ADM-STU-GRP-D
21: CONTACT-ORIG-M
11: ADM-CONTACT-D
22: STU-INTEREST-M
-------------------------------------------------------------------------------
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DataExpress with SMS Data – Level I
Biographic History Database
The Biographic History (HIST) database contains student biographic data for students
who have been archived from the active file.
DataExpress displays the data set of the Biographic History database in the following
manner.
Data sets in data base HIST
------------------------------------------------------------------------------1: STU-HIST-M
-------------------------------------------------------------------------------
Student Follow-up Database
The Student Follow-up (SFUS) database contains follow-up survey records for vocational
students. The survey method that used this database is no longer used by most colleges:
therefore, any records remaining in this file will probably be for years prior to 1989.
DataExpress displays the data sets of the Student Follow-up database in the following
manner:
Data sets in data base SFUS
------------------------------------------------------------------------------1: SURVEY-SID-A
3: SURVEY-D
2: SURVEY-ID-A
4: SURVEY-CNTRL-M
-------------------------------------------------------------------------------
Student Management Database
The Student Management (SM) database contains data about students and their
enrollments, class and course data, and some user-defined tables. The Student
Management database is the most frequently used database for SMS reporting.
DataExpress displays the data sets of the Student Management database in the following
manner:
Data sets in data base SM
1 of 2
------------------------------------------------------------------------------1: ADMIN-UNIT-M
17: COURSE-ASSGN-D
33: STU-D
2: ADMIN-UNIT-D
18: COURSE-CLASS-D
34: STU-M
3: ADV-A
19: COURSE-CONSTR-D
35: STU-NAME-A
4: ADV-D
20: COURSE-D
36: STU-OPT-D
5: ALT-ADDR-M
21: COURSE-DESC-D
37: STU-YRQ-M
6: APPROVE-PRG-M
22: DEPT-DIV-M
38: STU-TYP-M
7: APPT-A
23: EDUC-PRG-M
39: STU-YRQ-XREF-D
8: APPT-D
24: FOOTNOTE-M
40: TEST-SCORE-D
9: CLASS-A
25: HIST-ARCHV-M
41: UNUSUAL-ACTN-D
10: CLASS-CLUSTER-M
26: INSTR-A
42: UNUSUAL-CD-M
11: CLASS-D
27: INSTR-ROOM-D
43: WLIST-D
12: CONSTR-A
28: MISC-STU-A
44: YRQ-A
13: CONSTR-CLUSTER-M
29: PREV-NAME-D
45: PRG-ALT-AYR-M
14: CONSTR-D
30: YRQ-M
46: COURSE-DESC2-D
15: CONSTR-ROOM-D
31: ROOM-LOC-A
47: COURSE-TITLE2-D
16: COURSE-A
32: STU-CLASS-D
48: STU-PROFILE-D
-------------------------------------------------------------------------------
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DataExpress with SMS Data – Level I
Data sets in data base SM
2 of 2
------------------------------------------------------------------------------1: STU-INTRV-D
15: COURSE-ENTR-M
29: PRIOR-ATTND-D
2: STU-MINOR-D
16: ENTR-CD-A
30: ATTND-D
3: ALLOC-GRP-A
17: COURSE-ENTR-D
31: COURSE-FEAT-D
4: ALLOC-GRP-D
18: STU-EMERG-D
32: CONSTR-FEAT-D
5: STU-COURSE-A
19: EDUC-PRG-SECT-M
33: CONSTR-RM-FEAT-D
6: STU-COURSE-D
20: EDUC-PRG-XREF-D
34: CLASS-FEAT-D
7: ENR-TRNS-DATE-A
21: STU-PRG-SECT-A
35: INSTR-RM-FEAT-D
8: STU-ENR-TRNS-D
22: STU-PRG-ENR-D
36: COURSE-PARTN-D
9: TTONE-CONFIG-M
23: STU-PRG-WLIST-D
37: CONSTR-PARTN-D
10: STU-PIN-D
24: STU-PRG-XREF-D
38: CLASS-PARTN-D
11: TTONE-OPT-FEE-D
25: EDUC-PRG-SECT-D
39: INSTR-RM-PARTN-D
12: TTONE-STU-OPT-M
26: STU-PRG-TRNS-D
40: CONST-RM-PARTN-D
13: CLASS-RPT-GRP-A
27: STU-PRG-OPT-D
41: STU-COMMENT-D
14: CLASS-RPT-GRP-D
28: COURSE-REQR-D
42: STU-GR-TRNS-D
-------------------------------------------------------------------------------
Student/MIS Database
The Student MIS (SMIS) database contains a copy of the MIS 1 and MIS 2 files that are
submitted to the SBCTC at the end of each year/quarter. Colleges can choose to load data
during the quarter as they run MIS processes; a copy of the file is loaded automatically
when MIS finals are run.
DataExpress displays the data sets of the Student MIS database in the following manner:
Data sets in data base SMIS
------------------------------------------------------------------------------1: MIS-CLASS-A
4: MIS-CLASS-D
7: MIS-SUBJ-SUM-D
2: MIS-STU-A
5: MIS-STU-D
3: MIS-COL-YRQ-M
6: MIS-STU-CLASS-D
-------------------------------------------------------------------------------
Student Retention Database
The Student Retention (SMISX) database contains a record for each student reported to
the SBCTC since summer 1986 and the year/quarter for which he/she was reported. The
database will be used for retention reports available from the SBCTC. The database is
optional; the data might not be available on each college’s processor.
DataExpress displays the data sets of the Student Follow-up database in the following
manner:
Data sets in data base SMISX
------------------------------------------------------------------------------1: MIS-COL-SID-M
2: MIS-SID-A
3: MIS-SID-XREF-D
-------------------------------------------------------------------------------
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Table 3 Database
The Table 3 (TBL3) database contains system-controlled tables and tables that are
controlled by the SBCTC. Users cannot add, delete, or modify data in Table 3.
DataExpress displays the data sets of the Table 3 database in the following manner:
Data sets in data base TBL3
------------------------------------------------------------------------------1: CIP-M
17: RES-STAT-M
33: SMS-SYS-PARM-M
2: CIP-RATIO-D
18: SECT-STAT-M
34: RACE-TBL-M
3: CITZ-STAT-M
19: STU-INT-M
35: HISP-TBL-M
4: COL-CD-M
20: SUBJ-CLUSTER-M
36: COL-CIP-RATIO-D
5: DAY-A
21: SUBJ-CLUSTER-D
37: COL-YRQ-A
6: DAY-CD-A
22: TIME-LOC-M
38: SIC-TBL-M
7: DAY-D
23: TIME-PREF-M
39: PURP-ATTND-M
8: EMPL-STAT-M
24: COURSE-INVEN-M
40: PLAN-WORK-M
9: ETH-ORIG-M
25: PRG-INVEN-M
41: FAM-STAT-M
10: FEE-PAY-STAT-M
26: APPROVE-PRG-D
42: PLAN-ATTND-M
11: FND-SRC-M
27: PPI-TBL-M
43: WORK-ATTND-M
12: HEGIS-M
28: MARKEL-TBL-M
44: PRIOR-EDUC-M
13: HEGIS-RATIO-D
29: SOC-M
45: CIP-GRP-M
14: HI-SCHL-M
30: CIP2-M
46: HI-SCHL-DST-M
15: INSTIT-INT-M
31: WASH-ZIP-M
16: PUN-ACTN-M
32: PAC-TBL-M
-------------------------------------------------------------------------------
Table 4 Database
The Table 4 (TBL4) database contains data about students and their enrollments, class
and course data, and some user-defined tables.
DataExpress displays the data sets of the Table 4 database in the following manner:
Data sets in data base TBL4
1 of 2
------------------------------------------------------------------------------1: COL-OPT-M
17: TEST-EVAL-M
33: PRIM-LANG-M
2: GR-ATTR-D
18: TEST-EVAL-D
34: INTRV-ACTN-TBL-M
3: GR-PROCESS-OPT-M
19: TRNSLT-COL-A
35: CORR-ACTN-TBL-M
4: STU-ACCT-OPT-M
20: TRNSLT-COURSE-A
36: INTRV-CNTRL-M
5: REG-APPT-M
21: TRNSLT-COURSE-D
37: INTRV-ROSTR-M
6: NEW-APPT-D
22: TRNSLT-GR-D
38: INTRV-ROSTR-D
7: RET-APPT-D
23: COL-INFO-M
39: PREREQ-COURSE-A
8: APPT-TIME-D
24: COL-PARM-M
40: PREREQ-COURSE-D
9: CONSTR-OPT-M
25: AMT-EDUC-PLAN-M
41: ALLOC-GRP-TBL-M
10: APPT-ASSGN-D
26: DEGREE-PLAN-M
42: OPT-PROFILE1-M
11: GR-ROSTR-M
27: EMPL-HR-WEEK-M
43: OPT-PROFILE2-M
12: GR-ROSTR-D
28: HI-SCHL-GPA-M
44: OPT-PROFILE3-M
13: ROSTR-CNTRL-M
29: HI-SCHL-STAT-M
45: INSTRN-CAL-M
14: HONOR-D
30: POST-HI-SCHL-M
46: INSTRN-CAL-D
15: SPCL-FND-SRC-M
31: REASON-ATTND-M
47: GR-POST-CNTRL-M
16: VET-BENE-M
32: TRNSFR-PLAN-M
48: GR-POST-M
------------------------------------------------------------------------------Data sets in data base TBL4
2 of 2
-----------------------------------------------------------------------------1: GR-POST-D
5: STU-GR-RUN-A
9: ATTND-POST-D
2: STU-GR-POST-M
6: STU-GR-RUN-D
10: PRG-STRT-DATE-M
3: STU-GR-POST-D
7: ATTND-POST-RUN-M
4: STU-RUN-CNTRL-M
8: ATTND-POST-M
------------------------------------------------------------------------------
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DataExpress with SMS Data – Level I
Transcript Database
The Transcript (TRAN) database contains a biographic record, classes, degrees,
comments, prior cumulative records and quarterly biographic record.
DataExpress displays the data sets of the Transcript database in the following manner:
Data sets in data base TRAN
------------------------------------------------------------------------------1: TRAN-M
4: TRAN-YRQ-D
7: TRAN-COMMENT-D
2: TRAN-STU-D
5: TRAN-CLASS-D
8: TRAN-STU-REQR-D
3: TRAN-DEGREE-D
6: TRAN-STRT-D
-------------------------------------------------------------------------------
Transferred-in Courses Database
The Transferred-in Courses (TRNSFR) database contains records of courses that have
been accepted from other institutions. These records are used with the degree audit and
pre-requisite checking processes. Not all colleges enter accepted courses; therefore, this
database might contain no records.
DataExpress displays the data sets of the Transferred-in Courses database in the
following manner:
Data sets in data base TRNSFR
------------------------------------------------------------------------------1: TRNSFR-COL-A
3: TRNSFR-EVAL-M
5: TRNSFR-COURSE-D
2: TRNSFR-STU-A
4: TRNSFR-EVAL-D
6: COURSE-SUBST-D
-------------------------------------------------------------------------------
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DataExpress with SMS Data – Level I
SMS Data Sets
Among the hundreds of data sets that are part of SMS, a few are recognized as being the
core of SMS functions; they are heavily involved in day-to-day activity. These data sets
are also, collectively or individually, involved with most DataExpress procedures. The
most frequently used data sets for SMS reporting are:
•
CLASS-D
•
STU-CLASS-D
•
STU-D
•
STU-YRQ-M
•
STU-YRQ-XREF-D
•
YRQ-A
All of these data sets are contained in the SM database. These data sets contain
information about:
•
Students
•
Enrollments
•
Classes
In addition to these basic data sets, a few other data sets are frequently involved in
DataExpress procedures. These data sets contain:
•
Titles identifying codes that might be used in DataExpress procedures
•
Transcript records
SBCTC-ITD
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November 2009
DataExpress with SMS Data – Level I
Data Sets in the SM Database
The data sets described below are part of the Student Management (SM) database.
Class-D Data Set
The CLASS-D data set is sometimes referred to as the Class Schedule File. CLASS-D
contains most of the information about class offerings for a specific year/quarter. This
combination is called CLASS-ID. Records in CLASS-D contain several other keys (not
unique) that identify them by instructor ID, building and room, year/quarter, and cluster.
Most data in CLASS-D is created initially by the schedule construction process or
through screen entry. Some data, however, is updated by processes that are run using the
job scheduling system.
DataExpress displays the data elements in CLASS-D in the following manner:
Data fields in DETAIL data set CLASS-D
1 of 3
------------------------------------------------------------------------------1: ADMIN-UNIT
17: CONTACT-HR-CLIN
33: END-DATE
2: .ADMIN-UNIT-1
18: CONTACT-HR-LAB
34: END-TIME
3: .ADMIN-UNIT-2
19: CONTACT-HR-LEC
35: .END-HR
4: AUTO-REG-LINK
20: CONTACT-HR-OTHR
36: .END-MINUTE
5: BRANCH
21: CONTACT-HR-SYS
37: .END-AM-PM
6: .BRANCH-1
22: CONTACT-INSTR
38: ENR
7: .BRANCH-2
23: COURSE-ID
39: FND-SRC
8: CLASS-CAP
24: .CI-DEPT-DIV
40: FOOTNOTE-1
9: CLASS-CLOSE
25: .CI-COURSE-NUM
41: FOOTNOTE-2
10: CLASS-FEE
26: .CI-COURSE
42: FTEF
11: CLASS-FEE-CD1
27: .CI-SUFFIX
43: INSTIT-INT
12: CLASS-FEE-CD2
28: COURSE-TITLE
44: .INSTIT-INT-1
13:*CLASS-ID
29: CR
45: .INSTIT-INT-2
14: .CLASS-ITM-NUM
30: CR-EQUIV
46: INSTIT-FTEF
15: .CLASS-YRQ
31: DAY-CD
47: INSTR-DISTR
16: CONT-SEQ
32: EMPL-STAT
48:*INSTR-ID
------------------------------------------------------------------------------Data fields in DETAIL data set CLASS-D
2 of 3
------------------------------------------------------------------------------1: .INSTR-ID-1
17: .LOC-ROOM-2
33: .STRT-MINUTE
2: .INSTR-ID-2
18: SCHD-CHNG
34: .STRT-AM-PM
3: .INSTR-ID-3
19: SCHD-CHNG-DATE
35: TEAM-TEACH
4: INSTR-NAME
20: SECT
36: TEN-DAY-CLASS
5: MIS2-REJECT
21: .SECT-1
37: TEN-DAY-ENR
6: MISC-1
22: .SECT-2
38: TIME-LOC
7: MISC-2
23: .SECT-SUFFIX
39: TUIT-RATE
8: MISC-3
24: SECT-STAT
40: TUIT-FEE-CD
9: MISC-SRT
25: .SECT-STAT-1
41: VAR-CR
10: ORG-INDX
26: .SECT-STAT-2
42:*CLASS-CLUSTER
11: PRG-INDX
27: .SECT-STAT-3
43: .CLUSTER-ID
12: PROJECTED-ENR
28: .SECT-STAT-4
44: .CLUSTER-YRQ
13:*ROOM-LOC
29: SRC-FTEF
45:*YRQ
14: .LOC-BLDG
30: STRT-DATE
46: INSTR-CONTACT
15: .LOC-ROOM
31: STRT-TIME
47: CLASS-GRP
16: .LOC-ROOM-1
32: .STRT-HR
48: COURSE-PAY-TYP
-------------------------------------------------------------------------------
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DataExpress with SMS Data – Level I
Data fields in DETAIL data set CLASS-D
3 of 3
------------------------------------------------------------------------------1: COURSE-SAL-COST
11: ALLOW-WLIST
21: ENR-CNT-METH
2: APPROVE-IND
12: DROP-CUTOFF-DAY
22: ITM-YRQ-LINK
3: PAF-DATE
13: FIRST-REG-DATE
23: INSTRN-CAL-CD
4: CLASS-PAF-OPT
14: LAST-APPT-DATE
24: CLOCK-HR-EQUIV
5: CLASS-FEE1
15: LAST-REG-DATE
25: RM-ASSGN-TYP
6: CLASS-FEE2
16: LAST-DROP-DATE
26: SBCTC-MISC-1
7: FEE-PAY-STAT
17: ALLOW-TTONE-REG
27: SBCTC-MISC-2
8: FEE-PAY-RATE
18: CLOCK-HR-IND
28: WAOL-ID
9: ALLOC-GRP
19: CLOCK-HR
29: CLASS-FILL
10: ALLOW-ALT-CLASS
20: CLOCK-HR-DAY
-------------------------------------------------------------------------------
STU-CLASS-D Data Set
The STU-CLASS-D data set contains information about a student’s enrollment for a
specific year/quarter. Records in STU-CLASS-D are identified uniquely by a
combination of SID and year/quarter (called STU-QTR). Enrollments for the individual
student are identified by item number and year/quarter; this combination is called
CLASS-ID.
Data in STU-CLASS-D is created initially by the registration process and can be
modified by entries on the Registration Screen (SM7001 or SM700A) or by the grading
process. Because data in STU-CLASS-D is minimal, this data set relies heavily on
corresponding class and student data for ad hoc reporting.
DataExpress displays the data elements in the STU-CLASS-D data set in the following
manner:
Data fields in DETAIL data set STU-CLASS-D
------------------------------------------------------------------------------1: ADD-DATE
8: FEE-PAY-STAT
15: ENR-CR
2:*CLASS-ID
9: GR
16: STU-ENTR-DATE
3: .CLASS-ITM-NUM
10: GR-QLFR
17: STU-EXIT-DATE
4: .CLASS-YRQ
11: REG-FLAG
18: ENR-HR-DAY
5: CR
12:*STU-QTR
19: ENR-HR
6: DECIMAL-GR
13: .SQ-SID
20: MIS-ENR-HR
7: DROP-DATE
14: .SQ-YRQ
21: GR-ROSTR-IND
-------------------------------------------------------------------------------
STU-D Data Set
The STU-D data set contains most of the basic biographic information about students.
Records in STU-D are identified by a SID (uniquely) or by abbreviated last name.
Data in STU-D is created and maintained through entry on any one of a number of
screens. Data can also be copied from the admissions processes. Many other data sets are
dependent on STU-D; data cannot be entered in these data sets until a record exists for
the specific SID in STU-D.
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DataExpress with SMS Data – Level I
DataExpress displays the data elements in the STU-D data set in the following manner:
Data fields in DETAIL data set STU-D
1 of 2
------------------------------------------------------------------------------1:*ABBR-LAST-NAME
17: CUM-GPA
33: STU-ZIP
2: ACAD-DISAD-IND
18: CUM-GPA-CR
34: OPT-1
3: ADM-NUM
19: ECON-DISAD-IND
35: OPT-2
4: ADM-STAT
20: ETH-ORIG
36: PLAN-TO-GRAD
5: ADV-ID
21: FEE-PAY-STAT
37: PREV-COL-1
6: APP-RCPT-DATE
22: HI-SCHL
38: PREV-COL-GRAD-1
7: BA-GRAD
23: HI-SCHL-GRAD
39: PREV-COL-TRAN-1
8: BRANCH
24: HI-SCHL-LAST-YR
40: PREV-COL-YR-1
9: .BRANCH-1
25: HI-SCHL-TRAN
41: PREV-COL-2
10: .BRANCH-2
26: HEALTH-LIM
42: PREV-COL-GRAD-2
11: BIRTH-DATE
27: HNDCP-STAT
43: PREV-COL-TRAN-2
12: CITZ-STAT
28: LAST-YRQ-ATTND
44: PREV-COL-YR-2
13: CLVL-CR-EARN
29: LIM-ENGL-IND
45: REC-FEE-IND
14: CLVL-GPA
30: STU-CITY
46: REG-DEPOSIT-IND
15: CLVL-GPA-CR
31: STU-ST
47: RES-STAT
16: CUM-CR-EARN
32: STU-STREET
48: SEX
------------------------------------------------------------------------------Data fields in DETAIL data set STU-D
2 of 2
------------------------------------------------------------------------------1:*SID
14: STU-NAME
27: STU-WORK-ATTND
2: .SID-1
15: STU-PRG-APPL
28: STU-PRIOR-EDUC
3: .SID-2
16: STU-TYP
29: CENSUS-RACE-CD
4: .SID-3
17: TIME-PREF
30: CENSUS-HISP-CD
5: STU-DAY-PHONE
18: TRNSFR-COL-CR
31: BAD-ADDR-CD
6: .DAY-AREA-CODE
19: VET-BENE
32: STU-INT
7: .DAY-PREFIX
20: YRQ-ACT-STRT
33: STU-PRG-ENR
8: .DAY-SUFFIX
21: YRQ-PLAN-STRT
34: HI-SCHL-GR-LVL
9: STU-ENR-STAT
22: CLVL-GR-PTS
35: CUM-HR-EARN
10: STU-EVE-PHONE
23: CUM-GR-PTS
36: CUM-GPA-HR
11: .EVE-AREA-CODE
24: STU-ORIG-CD
37: TRNSFR-COL-HR
12: .EVE-PREFIX
25: STU-FAM-STAT
13: .EVE-SUFFIX
26: STU-PLAN-ATTND
-------------------------------------------------------------------------------
STU-YRQ-M Data Set
The STU-YRQ-M data set contains quarterly biographic information for the student for
year/quarters in which there was activity on the Registration Screen (SM7001 or
SM700A). Records are identified by a combination of SID and year/quarter, called STUQTR.
Most data in STU-YRQ-M is created initially and maintained by entries on the
Registration Screen. However, some data (quarterly cumulative) is updated by grading
processes. Some data elements in this file are also present in STU-D; data is copied from
STU-D at the time the record is created and becomes a record of the student’s data for
that year/quarter.
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DataExpress with SMS Data – Level I
DataExpress displays the data elements in the STU-YRQ-M data set in the following
manner:
Data fields in MASTER data set STU-YRQ-M
------------------------------------------------------------------------------1:*STU-QTR
9: QTR-CR-REG
17: VET-BENE
2: .SQ-SID
10: QTR-GPA
18: CONS-QTR
3: .SQ-YRQ
11: QTR-GPA-CR
19: STU-PURP-ATTND
4: ATTND-NEXT-QTR
12: REG-ACTV-DATE
20: STU-PLAN-WORK
5: CITZ-STAT
13: RES-STAT
21: QTR-HR-EARN
6: CONCURR-ENR
14: STU-INT
22: QTR-HR-REG
7: FEE-PAY-STAT
15: STU-TYP
23: QTR-GPA-HR
8: QTR-CR-EARN
16: STU-PRG-ENR
24: STU-QTR-STAT
-------------------------------------------------------------------------------
STU-YRQ-XREF-D Data Set
The STU-YRQ-XREF-D data set contains three keys that are used in various studentrelated data sets. This data set is used as a connecting or linking data set between those
data sets that have dissimilar keys. It is particularly useful when linking those data sets
that are identified by SID and those that are identified by STU-QTR.
DataExpress displays the data elements of the Student Year/Quarter Cross-Reference data
set in the following manner.
Data fields in DETAIL data set STU-YRQ-XREF-D
------------------------------------------------------------------------------1:*SID
4: .SID-3
7: .SQ-YRQ
2: .SID-1
5:*STU-QTR
8:*YRQ
3: .SID-2
6: .SQ-SID
-------------------------------------------------------------------------------
YRQ-A Data Set
The YRQ-A data set contains the year/quarter code that is associated with specific classes
or students who are enrolled for that year/quarter.
Because YRQ-A is an automatic master, the new records are added whenever classes or
students are added to the system for a year/quarter that does not already exist. YRQ-A is
essential to DataExpress procedures that identify records by year/quarter; creating a
procedure without this data set generally increases the number of records that must be
searched.
DataExpress displays the data element of the Year/Quarter Master data set in the
following manner:
Data fields in MASTER data set YRQ-A
------------------------------------------------------------------------------1:*YRQ
------------------------------------------------------------------------------
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DataExpress with SMS Data – Level I
EDUC-PRG-M Data Set
The EDUC-PRG-M data set contains the program codes and corresponding data that has
been identified for use at a college. Vocational program codes are dictated by the SBCTC
and are approved for use at a college; however, these codes can have a suffix attached for
the college’s ease of identifying specific versions of the particular program.
Program code titles are established by the college—even for the vocational programs
approved by the SBCTC. Program code titles are frequently used on DataExpress reports
as a way to identify programs for casual users who might have access to the report.
Program codes are used throughout SMS for different purposes. The name of the specific
data element provides hints to its usage:
STU-PRG-APPL (STU-D)
The program for which the student
applied.
STU-PRG-ENR (STU-YRQ-M)
The program for which the student is
enrolled for the year quarter.
PRG-COMPL (TRAN-DEGREE-D)
The program that the student completed.
DataExpress displays the data elements of the Educational Program data set in the
following manner:
Data fields in MASTER data set EDUC-PRG-M
------------------------------------------------------------------------------1:*EDUC-PRG-CD
5: EFF-YRQ-BEG
9: INSTRN-CAL-CD
2: DEGREE-TITLE
6: EFF-YRQ-END
10: EDUC-PRG-MISC
3: EDUC-PRG-TITLE
7: PRG-HR
4: EXIT-CD
8: PRG-HR-DAY
-------------------------------------------------------------------------------
Data Sets in the TBL3 Database
Many of the data sets in the Table 3 database contain codes and their specific titles. The
tables displayed below are a reminder of the data that is available to provide further
definitions of the codes that might appear on DataExpress reports. Many other tables are
also available.
DAY-D Data Set
DataExpress displays the data elements of the Days of the Week Table in the DAY-D
data set as follows:
Data fields in DETAIL data set DAY-D
------------------------------------------------------------------------------1:*DAY-CD
5: .DAYS-3
9: .DAYS-7
2:*DAYS
6: .DAYS-4
10: .DAYS-8
3: .DAYS-1
7: .DAYS-5
11: ABBR-TITLE
4: .DAYS-2
8: .DAYS-6
-------------------------------------------------------------------------------
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DataExpress with SMS Data – Level I
STU-INT-M Data Set
DataExpress displays the data elements of the Student Intent Table in the STU-INT-M
data set as follows:
Data fields in MASTER data set STU-INT-M
------------------------------------------------------------------------------1:*STU-INT
2: TITLE
-------------------------------------------------------------------------------
ETH-ORIG-M Data Set
DataExpress displays the data elements of the Ethnic Origin Table in the ETH-ORIG-M
data set as follows:
Data fields in MASTER data set ETH-ORIG-M
------------------------------------------------------------------------------1:*ETH-ORIG
2: TITLE
-------------------------------------------------------------------------------
COL-CIP-RATIO-D Data Set
The COL-CIP-RATIO data set contains student/faculty ratios for each CIP code for each
college for each year/quarter.
System-wide data is loaded in the first implementation after MIS finals for that particular
year/quarter. This data set provides a timely look at the student/ faculty ratios at other
selected colleges with similar programs or courses.
DataExpress displays the data elements of the College CIP Student/Faculty Ratio data set
in the following manner:
Data fields in DETAIL data set COL-CIP-RATIO-D
------------------------------------------------------------------------------1:*COL-YRQ-KEY
4: CIP
7: STU-FAC-RATIO
2: .CY-COL
5: FTES-CIP-ST
3: .CY-YRQ
6: FTEF-CIP-ST
-------------------------------------------------------------------------------
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DataExpress with SMS Data – Level I
TRAN-CLASS-D Data Set in the Transcript Database
The TRAN-CLASS-D data set in the Transcript (TRAN) database contains a record of all
classes taken by a student and the corresponding grades and credits.
Because the TRAN-CLASS-D data set is enormous and there are many records for most
students, direct access to this file is not recommended unless no other method of selecting
students exists. If at all possible, select students from records in the SM database; then go
to the TRAN database to select transcript records for those students.
DataExpress displays the data elements of the TRAN-CLASS-D data set in the following
manner:
Data fields in DETAIL data set TRAN-CLASS-D
------------------------------------------------------------------------------1:*SID
10: ITM-NUM
19: .CI-COURSE-NUM
2: .SID-1
11: SECT-STAT
20: .CI-COURSE
3: .SID-2
12: .SECT-STAT-1
21: .CI-SUFFIX
4: .SID-3
13: .SECT-STAT-2
22: SECT
5: COURSE-TITLE
14: .SECT-STAT-3
23: .SECT-1
6: CR
15: .SECT-STAT-4
24: .SECT-2
7: DECIMAL-GR
16: YRQ
25: .SECT-SUFFIX
8: GR
17: COURSE-ID
26: ENR-HR
9: GR-QLFR
18: .CI-DEPT-DIV
27: CLOCK-HR-IND
-------------------------------------------------------------------------------
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DataExpress with SMS Data – Level I
Review 1 - SMS Data Structure Review
1
Which type of data set contains only one data element?
______________________________________________________________
How is it identified?
______________________________________________________________
2
What is another name for a data element?
______________________________________________________________
3
How can you get a listing of all the data elements in a database?
______________________________________________________________
4
What is the most frequently used database for SMS reporting?
______________________________________________________________
5
What kind of data would you find in the Table 3 database?
______________________________________________________________
6
Name a data set where you would find a student’s name.
______________________________________________________________
7
What are the most frequently used data sets for SMS reporting?
______________________________________________________________
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DataExpress with SMS Data – Level I
This page inserted for back-to-back printing.
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DataExpress with SMS Data – Level I
5 - Using the DataExpress Interface
This chapter describes the user interface for DataExpress. The user interface consists
primarily of the screens that allow you to instruct the computer what you want to do. The
DataExpress user interface is menu driven and includes function key support and online
help at two levels.
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DataExpress with SMS Data – Level I
Responding to Prompts
The following general information applies to all functions of DataExpress:
•
When responding to the prompts in DataExpress, use the Return key.
•
Most prompts are followed by a choice of responses, for example (Y/n) and
(S/t). The first response in parentheses is the default; press the Return key to
select the default response (no entry required).
To execute the following functions, perform the indicated actions:
•
To return to the prior prompt or menu, type / (one diagonal slash).
•
To return to the Main Menu, type // (two diagonal slashes).
•
To return to the Main Menu or stop a procedure, press Ctrl-Y.
•
To skip the remaining pages of a menu, type /0 ( a diagonal slash and a zero).
•
To go to a specific page of the menu, type /n (a diagonal slash and the page
number).
On some menus, you may be able to select some or all menu options by using function
keys. The function keys have different labels and uses on different menus.
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DataExpress with SMS Data – Level I
Obtaining Online Help
DataExpress includes various options for obtaining help:
•
To obtain a brief description about a DataExpress prompt, type ? (question
mark) in the prompt field.
•
To obtain a full description about a DataExpress prompt, type ?? (two
question marks) in the prompt field.
•
To obtain help at a selection prompt, type the number of the menu or list item
followed by a question mark, for example, 3?
•
For general information about DataExpress help, prompt responses, and
special keystrokes, press [F6] INFO on the DataExpress Main Menu and then
press [F6] HELP again.
•
To review extended indexed help information, press [F6] INFO on the
DataExpress Main Menu. Then press [F4] INDEXED HELP. A table of
contents guides you to the location of specific information. Indexed help
details help for prompts, functions, and the various types of errors.
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DataExpress with SMS Data – Level I
DataExpress Menus
There are three types of DataExpress menus:
•
Navigational menus consist of a series of options that allow you to move
from one menu or function to another.
•
Selection menus contain a list of items or entities. You can select one or more
of the items from the list. The list items on a menu are all of the same type,
such as the names of files, data sets, or data element output formats.
•
Information menus contain textual information required by DataExpress,
such as database names or procedure names.
DataExpress menus typically consist of the following parts:
•
Identifying information, consisting of the program name, program version,
and copyright information
•
Menu title and numbered list of options for that menu
•
Instructions for the user and a prompt for the user to type the number of a
menu choice
•
Function keys that are labeled to correspond to the menu options (as well as
Help)
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DataExpress with SMS Data – Level I
6 - Creating a Procedure
You use DataExpress to create procedures that extract the specific data you want. A
DataExpress procedure contains instructions that determine the characteristics of the
report, such as which databases and data sets are accessed, which fields are used, and the
order and format of the output.
Once a DataExpress procedure has been created, you can save it in the Procedure Catalog
(see page 54) for future use. Then, using the Procedure Review, you can review reports to
see which specifications were used to create them. You can also modify procedures as
necessary and delete them when they are no longer needed.
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DataExpress with SMS Data – Level I
Creating a Procedure – Basic Steps
The following basic steps are required to create a DataExpress procedure.
1
Identify the data sources (databases and data sets) you want to access.
2
Select the data fields from one of the data sets to create a working set.
A working set consists of all fields required by a procedure for selecting,
sorting, computations, and output.
Note: Fields used only for linking do not need to be included in the working
set.
3
Create and define any computational fields. They are added to the working
set.
4
Repeat steps one through three until the working set is complete.
5
Define the output file:
• From the working set, select the data fields in the order they should
appear in your report.
• Identify the data fields to use for sorting.
• Identify the data fields to use for summary functions and control
breaks.
• Identify the data fields to use for selection criteria.
6
Specify the file linkages (between data sets).
7
Identify the output format (for example, terminal display or report listing).
8
Run the procedure.
9
Modify the format using ReportDesigner (optional).
10 Save the procedure.
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DataExpress with SMS Data – Level I
Using the Main Menu
The Main Menu is a navigational menu; it is the first thing you see when you run
DataExpress.
MAIN MENU
------------------------------------------------------------------------------1: DISPLAY procedure catalog
2: RUN an existing procedure
3: CREATE a new procedure
4: MAINTAIN an existing procedure
8: EXIT
-------------------------------------------------------------------------------
The DataExpress Main Menu provides the following selections:
1:
Display Procedure Catalog
Select this option if you want to run a cataloged procedure but cannot remember
its name. DataExpress displays a list of all procedures that you can access.
2:
Run an Existing Procedure
Select this option if you want to run a cataloged procedure and you know what it
is called. DataExpress prompts you for the name of the procedure.
3:
Create a New Procedure
Select this option if you want to create a new procedure.
4:
Maintain an Existing Procedure
Select this option if you want to make changes to a cataloged procedure and you
know what it is called. DataExpress prompts you for the name of the procedure.
8:
Exit
Select this option when you are ready to leave DataExpress.
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Step 1: Accessing the Data
The menus provide several choices for you to access and choose data when you create a
DataExpress procedure.
CREATE a new procedure
------------------------------------------------------------------------------1: Use HP DICTIONARY definitions
2: Use HP IMAGE root file definitions
3: Use HP Allbase SQL definitions
4: Use FILE definitions
7: RETURN
-------------------------------------------------------------------------------
You can choose whether to select your data from the following:
1:
Use HP Dictionary Definitions:
Choose this option to create most of your DataExpress procedures. All the data
elements in the application systems (FMS, PPMS, SMS) are defined in the
Dictionary, as well as the edit masks for the data elements. Edit masks provide
information about how the data appears. For example, edit masks are available to
add slashes in dates, add decimal points in credit fields, add dollar signs in money
amounts, and suppress leading zeros.
2:
Use HP Image Root File Definitions:
Choose this option to access data elements without using the Dictionary; you need
to apply edit masks to certain data elements when you use this method. Child
elements are not defined using this option.
3:
Use HP Allbase SQL Definitions:
(Not used)
4:
Use File Definitions:
Choose this option when you want to access data in an MPE file or a selfdescribing (SD) file.
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Using HP Dictionary Definitions
When you select the HP Dictionary to create a procedure, you can choose from the
following options:
Use HP DICTIONARY definitions
------------------------------------------------------------------------------2: Use HP IMAGE data base definitions
3: Use KSAM/MPE file definitions
-------------------------------------------------------------------------------
Usually you will choose Option 2 (Use HP Image Database Definitions).
Using Image Database Definitions
You access data sets in the Image database. Use the following guidelines to determine the
best choice from this menu:
Use HP IMAGE data base definitions
------------------------------------------------------------------------------1: Display IMAGE data base names
2: Select a specific IMAGE data base
3: Select a specific IMAGE data set
-------------------------------------------------------------------------------
1:
Display Image Database Names
Use this option to create a list of all databases from which you can select one or
more databases. Choose this option if you cannot remember the exact name of the
databases you want to access.
2:
Select a Specific Image Database
Use this option to create a list of all data sets in the requested database from
which you can select one or more data sets. Choose this option if you know which
database you want to access.
3:
Select a Specific Image Data Set
Use this option to enter the name of the selected data set and the database in
which it resides. Choose this option if you know which data set you want to
access. If you wish to select more than one data set for your report (from the same
database), use option 2, even if you know the names of all the data sets you want
to access.
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Step 2: Choosing the Data Elements
The data fields (elements) for the specific data set are displayed on a selection menu; the
data set is identified at the top of the screen. Some data sets are so large that the data
fields are listed on two or more screen pages. For these data sets, the page number and
number of screen pages in the data set are displayed in the upper right corner of the
screen. For example, page 1 of a 4-page data set would be represented as 1 of 4.
Determine the data fields you need for the report listing, for sorting, for selection criteria,
and for creating any computational fields. At the Enter Data Field Selection prompt, type
the numbers for these data fields, separating the numbers with commas.
You may want to use a data set only because it provides a path for linking between data
sets (that is, the data elements from that data set are not actually needed in the report
output). When you link from that data set, be sure to select the appropriate data fields.
Building the working set
The working set is the list of all the data fields that you are including in your procedure.
It appears under the heading Define Output Specifications. The working set should
include:
•
All data fields you want to include in the report output.
•
The data fields you need to create any computational expressions.
•
The data fields you want for sorting the output data.
•
The data fields you want for selecting specific values or ranges for the output
data.
To complete the working set, you respond to the following prompts:
•
Add Any More Fields or Files (N/y)?
If you want to include additional data fields from another data set (file) and
database after making the original selections, type Y (yes). Then make the
appropriate selections.
•
Edit Field Definitions (N/y)?
Type Y (yes) when you need to change Dictionary attributes for a field or
when you need to add a date subtype to a date-related field.
•
Add Any Computational Fields (N/y)?
If you need to create one or more computational fields, type Y (yes).
Otherwise, press Return to complete the working set.
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Step 3: Creating Computational Fields
Computational fields are user-defined fields. Computational fields can contain temporary
values or variables, or they can define an output field. They are also used as keys or links
to join data sets. There are two types of computational fields:
•
Arithmetical computational expressions
•
If-Then-Else expressions
•
Substring and subfield manipulations
Arithmetical Expressions
An arithmetical computational expression performs operations on numeric data type
fields; the result is another numeric data type field.
Use the following formula for a simple computational expression:
Field number (or constant) followed by an operator followed by another field
number (or constant)
The terms in this formula have the following meanings:
•
A field number is the number of the data item as it appears in the item list of
the menu display.
•
A constant is a number or string. To distinguish between field numbers and
numeric constants, type numeric constants with a decimal point. For example,
at the Computational Expression prompt, you might type the following
expression:
[3 + 1.0]
This expression adds 1.0 to the contents of field number 3.
•
An operator indicates the function that is to be performed on the numbers.
Use the following arithmetic operators in computational expressions:
+
–
*
/
//
**
Add
Subtract
Multiply
Divide, giving the quotient
Divide, giving the remainder
Exponentiate
DataExpress prompts for the data type and field storage length of the computational field;
usually the default values that DataExpress provides are acceptable.
Press Return for the New Field Name prompt. All computed fields in the working set of
data elements are displayed at the top of the screen.
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If-Then-Else Computational Expressions
The if-then-else option is another type of computational expression. The if-then-else
option allows you to create a computational field based on the value of another field or
fields in your working set. The if-then-else expression is a way to embed specific
selection criteria for a field within the procedure. In this type of computational
expression, you are instructing DataExpress:
If a specific condition (or conditions) is met for the field (or fields), then print the
specified data; otherwise (else) print alternative data as specified.
The if-then-else expression is set up in the same way as a simple computational field—a
series of field numbers linked together to form an alphabetic or numeric expression. Use
the If connector in the computational expression to specify when to use this value.
DataExpress does not use the if-then-else terminology on the screen; the user types the If
as a connector. The Then and Else functions are assumed or accommodated less
straightforwardly.
For example, using the following working set:
1:
YRQ
2:SEX
Create an if-then-else computed field that will count the occurrences for sex only If the
condition is M (male); this is a way of breaking down the SEX data element into males
and females.
NEW FIELD NAME
COMPUTATIONAL EXPRESSION
[MALE
[1.0 IF 2
]
]
The computational expression means “Add 1.0 to the total count for the Sex data field
(the #2 data field) if an occurrence of the field has the appropriate value.” The
appropriate value is missing from the computational expression, so DataExpress requests
that you provide that value by displaying the Sex prompt:
SEX
[M
]
You provide the value by typing M. DataExpress next requests that you provide the else
portion of the computational expression by displaying the following prompt:
COMPUTATIONAL EXPRESSION (2)
[0.
]
Using a similar formula you would probably want to create another computed field for
Female. To create a Female field, you would type Female at the New Field Name
prompt, 1.0 if 2 at the Computational Expression prompt, and F at the Sex prompt.
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The computed fields might produce output something like the following:
YRQ
MALE
FEMALE
9231
465
439
9232
492
506
9233
485
476
When you create an if-then-else computational expression, keep in mind the following
principles:
•
The If connector must be preceded and followed by at least one blank space.
•
The Else condition can be repeated as often as required.
•
You can use the DataExpress selection criteria connectors, operators, and
wildcards. (For descriptions of these functions, see the section “Entering
Selection Criteria.”)
Substring and Subfield Manipulation
Substring manipulation allows you to write a computational expression that selects either
a single character or a group of characters from a string (or data element). Bit extraction
is available for numeric fields using the same type of expression as substring extraction.
The following example describes how to extract the last character of the field YRQ (a
four-character field, the last bit of which indicates a quarter).
1
At the Add Any Computational Fields prompt, type Y (yes).
2
In the New Field Name field, type a name for the new field you are creating,
for example, Quarter.
3
In the Computational Expression field, type the following exactly. Do not put
any spaces in the computational expression:
• The number of the data element (YRQ in this example) from the
working set at the top of the screen
• A left square bracket ( [ )
• The number of the position in the element (YRQ in this example)
where the specific string of characters starts (4 in this example)
• A colon ( : )
• The number designating the length or number of characters you wish
to extract (1 in this example)
• A right square bracket ( ] )
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If the YRQ field is listed as field 10 in your working set, the computational expression
would be typed as follows: 10[4:1]. This instructs DataExpress to look at field 10 (YRQ
in this example) and, starting at the fourth character (or bit), extract 1 character (or bit).
<field number>[<starting position:length>] (the brackets are required)
Subfield manipulation allows you to select a specific occurrence of a repeating item (that
is, an array or a field that has an Occurrence Count greater than 1). FOOTNOTE-TEXT
is an example of an array field with a data type of 2X. Assume FOOTNOTE-TEXT is
listed as field number 5 in your working set. To extract the second occurrence of this
field, the computational expression would read: [5]2.
Step 4: Repeat Steps 1-3
At the Add Any More Fields or Files prompt, type Y (yes) if you want to add more data
fields from the same or different data sets or from a different database. Create any
additional computational fields as required. Repeat these steps until you have included all
the necessary data fields for your procedure in the working set.
Step 5: Define Output Specifications
Define output specifications
--------------------------------------------------------------------------1: FIELD1
2: FIELD2
3: FIELD3
--------------------------------------------------------------------------INCLUDE IN OUTPUT
SORT BY
SUMMARIZE BY
SUPPRESS DETAIL RECORDS (N/y)?
SELECT BY
ARE THE SPECIFICATIONS CORRECT (Y/n)?
Include in Output
When the Include in Output prompt is displayed, you are ready to put together your
report from the working set using the data fields that you have chosen and any
computational fields you have created.
Choose all data fields necessary for the report output from the working set at the top of
the screen. At the Include in Output prompt:
•
Type the numbers of the data fields in the sequence in which they are to
appear on the report.
•
Separate all data field numbers with commas. Do not use spaces. Example:
4,7,28
•
Type a comma after the last data field number if all your selections do not fit
on the line provided. DataExpress provides a continuation line.
You do not have to select every data element on the list.
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Sort By
Sorting refers to the order in which data appears on the report. Indicate the data fields to
use for sorting the data. Type the primary sort order (the most important) first; type
subsequent sorts in order of their importance.
DataExpress sorts in ascending order (smaller numbers first; A before B). To sort in
descending order, type D after the specific data element number.
Only sort fields can be used as summary fields.
Summarize By
This field controls the point at which subtotals are available. You can obtain summary
information only for:
•
Fields that you have chosen for sorting. When you specify sort fields,
DataExpress can produce summaries on specified fields.
•
Fields that contain numeric data.
At the Summarize By prompt, type the data field numbers designating where the
summary data should appear. To obtain a summary line (grand total) at the end of the
report, type 0 (zero)
When you indicate that you want to summarize by specific fields, DataExpress returns
with the Enter Summary Field Selection For prompt. Type the numbers for the data fields
you want to have summarized. You can suffix a field number with one of the following
codes to obtain the indicated results:
*
Subtotal (the asterisk is not required; if you do not type a suffix, a subtotal
is assumed)
A
Average
C
Count (use with an alphanumeric field to count the number of
occurrences)
H
Maximum (high) value
L
Minimum (low) value
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Suppress Detail Records (N/y)?
If you press Return to select the default response N (no), DataExpress lists all the records
it finds. If you type Y (yes), DataExpress lists only summary records.
The following warning appears on the screen whenever you summarize numeric fields
and suppress detail records: “Warning: Automatic Summarization Will Occur Only on
All Numeric Fields.” This warning usually makes no difference.
Select By
You use selection criteria to select a subset of records rather than all existing records. In
other words, the selection criteria allow you to include only the data that is appropriate
for your report. For example, you might want data for Fall 1998 only, rather than all
years and quarters.
There are two steps to specifying selection criteria:
4
Specify the data field numbers from the working set for the fields you want to
use for selection values. For example, if the YRQ field is #4 in the working
set and you want YRQ in your selection criteria, type 4.
5
Specify the selection values for the selection fields (described in the next
section, “Entering Selection Criteria”). For example, to select only the
records for spring quarter of the 1999-2000 year, type 9904 for the YRQ
field.
If the same selection value for a field is to be used each time the report is run, you can
embed the value by entering the data field number followed by a P (prompt). Then you
are not prompted for the specific selection value for the field each time you run the
procedure.
Entering Selection Criteria
Whether you embed the selection criteria values at this point in the procedure or provide
them at run time, use the operators, connectors, and wildcards described below to define
the value for the data you want to retrieve.
Use the following operators to define how DataExpress should evaluate a pair of
numbers:
LT
Less than
LE
Less than or equal to
GT
Greater than
GE
Greater than or equal to
NE
Not equal to
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EQ
Equal to (default; does not need to be entered)
Use the following connectors to join multiple parts of the selection expression:
TO
Select a range of records (for example, 10 to 20).
OR
Select all records that fit either criterion (for example, FND: 001 or 149).
AND Select all records that fit all criteria (for example, GL EQ 6505 and 6510).
Use wildcard characters in the selection expression to search for data in a defined portion
of the field. Valid wildcard characters are:
•
Use “@” (“at” symbol) to stand for one or more characters.
(The @ symbol is located above the number 2 on the keyboard.)
•
Use “?” (question mark) to stand for one character.
Use the wildcard characters as follows:
ABC@
Begins with ABC
@ABC
Ends with ABC
@ABC@
Contains ABC
@A?C@
Contains A plus any character plus C
A?B?C
Contains A in the first position, B in the third position, and C in the
fifth position
Alternate Names for Selection Values
If you choose data fields for selection criteria, DataExpress asks you if you want to
rename the data elements by displaying this prompt. If you do not rename the selection
criteria data elements, the short name (from the Dictionary) is used as the prompt.
Edit Names/Locations of Databases and Files (N/y)
To accept the default response N (No), press Return.
Include Database Password(s) in Procedure (N/y)
To accept the default response N (No), press Return.
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Step 6: Linking the Data Sets
Linking refers to the order in which the computer should access the data sets (files) you
are using in your procedure. After you have defined the output specifications for your
procedure, the Multi-File Access Order screen is displayed, along with a selection list
showing the data sets and files you are using:
Multi-file access order
-----------------------------------------------------------------------------1: DATASETA
2: FILE1
3: DATASETB
-----------------------------------------------------------------------------FILE ACCESS AND LINKAGE ORDER[
]
To link the data sets or files, at the File Access and Linkage Order prompt, type the order
in which they are to be linked. Use the numbers (from the selection list) to show the
order, separating the numbers with commas.
When you are linking data sets together, you are:
•
Matching a data field in one data set with the same data field in another data
file.
•
Linking from any field in the from data set to a key field in the to data set.
Which Direction?
The choice of the first data set or file and the order in which subsequent data sets are
accessed affects the efficiency of the report process. Incorrectly linked data sets slow the
report process and can cause an incorrect or incomplete report.
Try to place the data set that contains the data elements designated as selection criteria
first. If selection criteria items are found in more than one data set, select the data set with
the least number of records as the leading data set.
After you specify a sequence of data sets, DataExpress displays the following prompt (for
two data sets at a time): “Is There a Defined Path Between Data Sets (Y/n)?” Usually
your response is Y (yes).
Linking from a Computed Field
If you are using a computed field (probably a child element) as the link between two data
sets, precede the number of the target data set with a colon (:). In this way, you specify
“I’m going from this data set to that data set using a computed field.” For example, 1,:3
indicates a computed field that links file 1 to file 3.
After you establish the sequence of data sets, all computed data elements are listed.
Choose the one to be used as the link to the target data set. The key data elements in the
target data set are then displayed. Select the matching key data element in the target data
set to establish the link.
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Linking without a Defined Path
The defined path refers to the relationship between master and detail data sets; each
master data set links to one or more specific detail data sets. The prompt “Is There a
Defined Path Between Data Sets (Y/n)?” is not always displayed; for example, the
prompt is not displayed when you are using two or more databases. Each database is
independent, and DataExpress assumes that there is no defined path.
When linking two data sets with no defined path, you must specify the linking data
element. All data elements in the “from” (or source) data set are listed and you are asked
to choose the linking field. The process assumes that you are linking to the key data
element of the second data set. You cannot link to a data element if it is not the key data
element of the record (except when using MPE files).
Summary of Linking Data Sets
The following are some summary points to remember about linking data sets:
•
Link from any field (data element) in the from (or source) file.
•
Link only to a key field in the to (or target file) for Image and KSAM data sets
and files.
•
Link to any field in an MPE file (with caution).
•
When all fields in the from (source) file are displayed, choose one as the
linking field.
•
When all fields in the to (target) file are displayed, choose the appropriate key
field.
Linking Examples
The following are examples of formulas that link data sets:
Example:
•
•
•
•
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1,2,3
Use a field from file 1 to link to file 2.
Use a field from file 2 to link to file 3.
Read file 1 serially; for each record in file 1, read file 2 and extract
corresponding records.
For each record in file 2, read file 3 and extract corresponding records.
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Example:
•
•
•
•
1,2,1:3
Use a field from file 1 to link to file 2.
Use a field from file 1 to link to file 3.
Read file 1 sequentially; for each record in file 1, read file 2 and extract
corresponding records.
For each record in file 1, read file 3 and extract corresponding records.
Example: 1,2,:3
• Use a field from file 1 to link to file 2.
• Use a computed field to link from file 2 to file 3. The field is computed as
soon as required data is read from the file.
• Read file 1 sequentially; for each record in file 1, read file 2 and extract
corresponding records.
• For each record in file 2, read file 3 and extract corresponding records.
Special Cases of Linking
You can modify the preceding and other formulas by using the following symbols:
•
R (reverse)
Example: 1R,2,3
Read file 1 backwards.
•
+ (plus sign)
Example: 1,+2
Selects all records in file 1 even if they do have matching records in file 2.
•
- (minus sign)
Example: 1,-2
Selects only those records in file 1 when there are no corresponding records in
file 2.
Maximizing Performance
To obtain the best performance for a set of linked files:
•
List files containing selection criteria data first.
•
List MPE files first in the linking sequence.
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Step 7: Defining Report Format
DataExpress displays the following report formats on the Output File Format Options
screen.
Output file format options
------------------------------------------------------------------------------1: Report Listing
11: [PH subfile 7]
21: SD ASCII file
2: DataExpress subfile
12: [PH keyed subfile 7] 22: BINARY file (MPE)
3: HPListKeeper
13: dBase PRN format
23: ASCII file (MPE)
4: HPWord
14: R:Base
24: EBCDIC file (IBM)
5: [Mail System]
15: WordPerfect 4.2
25: KSAM file
6: HPEasyChart
16: WordPerfect 5.0
26: KSAM SD file
7: HPDraw
17: [PH subfile 0]
27: Excel SYLK format
8: HP DSG
18: SPSS-X file
28: Lotus WK1 format
9: Lotus PRN format
19: DIF file
29: dBase DBF format
10: Lotus WKS format
20: SD BINARY file
30: [Graphics]
------------------------------------------------------------------------------Enter '0' to specify a special format
[ ]= not installed/available
Press <Enter> key to allow run-time decision on format.
The two most common output formats are the following:
•
Run-time decision on format
Press Return if you plan to catalog the procedure and want to choose the
output format when you run the procedure. The output options are displayed
each time the procedure is run.
•
1: Report Listing
Select this option if you plan to display the report on your terminal or PC,
send it to a printer, or both display and print it. To select this option, at the
Enter an Option Number prompt, type 1 and press Return.
Step 8: Running the Procedure
Execute (run) the procedure to review it online to verify that the expected data is being
extracted and that the report looks the way you want.
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Step 9: Using ReportDesigner
The ReportDesigner function of DataExpress allows you to customize and format the
report listing online. You can see the results of any changes as you make them.
To access ReportDesigner, you need to run a procedure and have the report listing
displayed on your screen. To activate ReportDesigner, press the F7 (Design Report)
function key. ReportDesigner has two modes:
•
Global Edit [F6]
When you make a change in global edit mode, it is applied to the entire report.
•
Field Edit [F7]
When you make a change in field edit mode, it is applied only to the specified
field of the report.
You can use the ReportDesigner options in either of two ways:
•
Prompt mode (the prompts are displayed one at a time on the screen)
•
Function key choices (abbreviated prompts/choices are available through the
function keys)
Responding to Global Edit Prompts
After you press F6 (Global Edit) and then F6 (Prompt Mode) again, the following
sequence of prompts is displayed:
•
Reorder/Remove Field Columns (N/y)?
If you type Y (yes) at this prompt, a new prompt sequence is displayed that
allows you to specify which columns to move or delete from the report.
•
Layout for Terminal/Printer (T/p)?
At this prompt, indicate whether you want the report layout for T (terminal
screen) or for P (printer). If you type P, you are prompted further for printer
specifications.
•
Page Line Format (Parts)
Type P (parts) to break reports wider than the terminal display width into page
parts (for example, 1a of 15 or 1b of 15). Type M (multiple lines) to wrap the
report records within the display width (that is, create multiple lines per
record). Type T (truncate) to cut off the report records at the end of the
terminal display (for example, any additional fields will not be displayed).
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•
Number of Repeating Field Columns (1)
This prompt appears only when you type P (parts) at the previous prompt,
Page Line Format. Type the number of field columns that should be repeated
from one page part to the next page part. The default is determined by the
number of sort fields you have specified.
•
Number of Images (0)
Change the value for this prompt when working with mailing labels or any
other listing that requires more than one record across the width of the page.
•
Column Format (NO)
This prompt appears only when the value for the previous prompt, Number of
Images, is greater than zero. Type Y (yes) to order the images down the page
like the names in a phone book. Type N (no) to order them across the page.
•
Default Column Spacing (2)
Specify the number of spaces between each column on your report. (This
default can be overridden for individual fields in the field edit mode.)
•
Suppress Page Headers (NO)
When you do not want the report title to be printed (for example, when you
are printing mailing labels), type Y (yes) at this prompt.
•
Suppress Field Headings (NO)
When you do not want the field headings to be printed, type Y (yes) at this
prompt.
•
Default Heading Justification (Center)
Type L (left) if you want to place the heading on the left; type R (right) if you
want to place the heading on the right.
•
Page Heading
At this prompt, type the heading or title as you want it to appear on every page
of the report.
•
Page Footing
At this prompt, type the footer as you want it to appear on every page of the
report.
At the end of the global edit prompts, you can:
•
Switch to field edit mode.
•
Exit the global edit mode and ReportDesigner.
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Responding to Field Edit Prompts
When you are in field edit mode for a field, the following sequence of prompts is
displayed:
•
Display Repeating Sort Field (N)
This prompt is displayed only if the field is a sort field. By default, the value
in a sort field is only displayed when the value in that field changes. Type Y
(yes) to display and print the value of the sort field on each report line.
•
Field Column Width (nn)
Respond to this prompt only if you need to change the column width of the
field. The column width is determined by the longer of: (1) the field length as
determined by the edit mask, or (2) the field heading length. If an
alphanumeric field (data type X) is made smaller, DataExpress truncates the
values in the field. If a numeric field (for example, data types Z, P, J, or I) is
made too small to contain its values, the field is filled with pound sign (#)
characters. Type a new value for the width of this column up to the maximum
width allowed.
•
Field Start Position (nn)
Respond to this prompt only if you need to change the starting position for
this field. A ruler is shown at the bottom of the report to assist in spacing.
•
Field Column Spacing (n)
Type the number of blank spaces that should separate this field from the one
that precedes it. The default value is 2 spaces.
•
Field Line Spacing (n)
Respond to this prompt if you want to force this field to a new line or page
part. The default of 0 (zero) results in this field being positioned on the same
line as the previous field. Type 1 for the next line, 2 to skip a line, and so
forth.
•
Heading Justification
Respond to this prompt if you want to change the justification for the field
heading. The default for the field heading is “C” (center); type R to right
justify or L to left justify the field heading.
•
Field Justification
Respond to this prompt if you want to change the justification for the data in
this field. Type any of the following values: C (center); L (left justify - default
for alphanumeric items); or R (right justify - default for numeric items).
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•
Field Heading
The current field heading is displayed above a data entry field.
Type the new field heading in the data entry field. Place ^ wherever
you want to split the heading into more than one line (for example
YEAR^QUARTER stacks YEAR over QUARTER and shortens the field
width). Press Return to retain the default heading as shown. Type a blank
space to erase the heading.
•
Field Edit Mask
Respond to this prompt only if you want to change the edit mask for this field.
For all procedures created using the HP Dictionary, DataExpress uses the
predefined Dictionary edit mask.
To change the edit mask or to define an edit mask for fields created through
Image root files, type the appropriate substitution or insertion characters
showing how the field should be formatted in the report. One substitution
character is assigned for each position of the display length of the data field.
Use the following substitution characters:
^
Insert actual data character in this position.
Z
Suppress leading zeros (must be uppercase).
$
Suppress leading zeros and place a dollar sign before the left-most
digit.
*
Replace all leading zeros with asterisks.

Align the decimal point with decimal positions defined in the field.
!
Place a decimal point in this position, regardless of the number of
defined decimals for this field.
Any other character is considered an insertion character and is displayed or
printed at that position in the field. Examples of insertion characters are
quotation marks (“), hyphens (-), and parentheses ().
When you specify an edit mask, be sure to allow a character for the negative
indicator (the minus sign “-”).
If your field edit mask is not large enough to contain the field values, the field
is filled with pound sign (#) characters.
•
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Field Text
Use this data entry field to type a string of characters to be displayed on the
report line in front of this field.
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At the end of the field edit prompts, you can:
•
Select another field for editing.
•
Switch to global edit mode.
•
Exit field edit mode and ReportDesigner.
Generating Line and Page Breaks
ReportDesigner allows you to add blank lines before subtotal and total lines and to
generate page breaks on specific sort fields. Use field edit mode and be sure to select a
field that has been identified as a control break; that is, indicated as a Summarize By field
(otherwise, the following prompts are not displayed):
1
In field edit mode, select the field number of a summary field after which you
want a page break to occur.
2
Press the F7 (Next Keys) function key two times until Group Edit is
displayed for the [F2] function key.
If the label for [F2] is not Group Edit, then you have not identified the current
field as a summary field, or you are working with the wrong field number.
3
Choose one of the following:
• Page Skip [F1]
Generates a page break before printing the first value of the
next sort item.
• Double Skip [F2] Inserts two blank lines after the subtotal line for this group.
• Line Skip [F3]
Inserts one blank line after the subtotal line for this group.
Removing Saved ReportDesigner Formatting
Once you have customized your DataExpress procedure report format by using
ReportDesigner, the Save (Y/n) prompt is displayed. If you save the format changes, you
can later remove them by following these steps:
1
On the DataExpress Main Menu, type 4 (Maintain an Existing Procedure).
2
On the Maintain an Existing Procedure menu, type 2 (Modify Procedure
Definitions).
3
At the Modify Name Prompt, type the name of the procedure from which you
wish to remove the ReportDesigner formatting followed by a comma and the
number 2, for example, PROCNAME,2
Note: It is acceptable for the comma and number 2 to extend beyond the
prompt’s allowable spaces
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4
At the Modify Entry From Local Catalog prompt, you will usually press
Return to accept the default response Yes.
5
On the Modify Procedure name menu, type 8 (End Procedure Modification).
6
Save the Modified entry.
Step 10: Saving the Procedure
SAVE the procedure
---------------------------------------------------------------------------SAVE name________
DESCRIPTION ____________________________________________________
ENTRY ACCESS BY USER ________
ENTRY PASSWORD ________
SAVE entry into local catalog (Y/n)? _
ENTRY SAVED IN CATALOG
When saving a procedure, provide the following information:
•
Save Name
Type a procedure name of up to 10 characters. This name identifies the
procedure for future use.
•
Description
Type a complete description of the procedure using this 50-character field.
This description makes identification of the procedure easier when the
Procedure Catalog is displayed.
•
Entry Access by User
Type @ (the “at” symbol) to allow all users to access the report regardless of
the passwords they used to log on. (If the @ symbol is not used, the procedure
is displayed on the Procedure Catalog and is available to run or modify only
by users who are logged on exactly as you were when you cataloged the
report.)
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Using the Procedure Catalog
When you save a DataExpress procedure, it is stored in a procedure catalog. You access
the procedure catalog from the Main Menu.
27-MAR-99
Procedure Catalog Report
page 1 of
Name
typ acc Created
Description
-----------------------------------------------------------------------------HSMONENR
U A
94.12.02 MONTHLY ENROLLMENT COUNT REPORT FOR HIGH SCHOOL
HSMONENR1
U A
96.02.22 MONTHLY ENROLLMENT COUNT REPORT FOR HIGH SCHOOL
-----------------------------------------------------------------------------catalog: GEN.SPDEV
user: DKTC
name: all
EXIT (E)?
The Procedure Catalog Report screen lists all the DataExpress procedures stored in that
catalog. The list includes the following information:
•
The procedure name
•
The procedure type:
D
Produces a data interchange file for use in another program. For
example, the file could be downloaded to a PC.
R
Produces a report listing.
U
Allows you to decide which output format you want when you actually
run the procedure.
•
The user access for the procedure:
A
This procedure is available to any user. An asterisk (*) suffix indicates
that you are the creator
U
Your user ID or class is the designated user for the procedure
Blank Only the creator can use the procedure
•
The date the procedure was saved
•
A description of the procedure
In addition, the following information is provided on the Procedure Catalog Report
screen:
•
The group and account where the catalog resides
•
Your current logon user ID
•
The procedure name selection that you requested (for example, SM@) or ALL
if the entire list is displayed)
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7 - Maintaining a Procedure
After you create a DataExpress procedure, you can modify it and save it under a new
name or its original name. This chapter identifies the changes you can make to a
procedure and explains how to modify a procedure.
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Making Allowable Changes to an Existing
Procedure
After a DataExpress procedure has been created and cataloged, you can change it in
various ways. In the next section, you learn how to access an existing procedure in order
to:
•
Add data elements, either from the original data sets or from other databases
and data sets.
•
Include additional computational expressions.
•
Change the type of report output.
•
Change the order in which data sets are linked.
•
Change output fields, selection criteria, and sort criteria.
•
Delete computational fields. You cannot delete other fields in the working set.
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Modifying an Existing Procedure
This section shows you one way to modify an existing procedure. After you complete the
steps below, experiment with other options on the Modify Procedure menu.
To modify an existing procedure:
1
On the Main Menu, type 4 (Maintain an Existing Procedure).
The Maintain an Existing Procedure menu is displayed:
MAINTAIN an existing procedure
---------------------------------------------------------------------------1: REVIEW procedure definitions
2: MODIFY procedure definitions
3: SAVE the procedure
4: DELETE an existing procedure
7: RETURN
----------------------------------------------------------------------------
The following options are available on the Maintain an Existing Procedure
menu:
Option
Action
1: Review Procedure Definitions
View or print the specifications of a
procedure.
The specifications of a procedure
include the databases, data sets, and
data fields that are used; the output
information; and the linkage order for
the data sets.
2: Modify Procedure Definitions
Change the specifications for a
procedure.
3: Save the Procedure
Resave a modified procedure.
4: Delete an Existing procedure
Delete a procedure from the Procedure
Catalog.
7: Return
Return to the Main Menu
2
On the Maintain an Existing Procedure menu, type 2 (Modify Procedure
Definitions) and press Return.
3
At the Modify Name prompt, type the name of the procedure that you want to
modify and press Return.
4
At the Modify Entry From Local Catalog prompt, you will usually press
Return to accept the default response Yes.
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The Modify Procedure menu is displayed:
MODIFY procedure DFHFAID1
-----------------------------------------------------------------------------1: EDIT names and attributes
2: DELETE computational fields
3: CHANGE procedure specifications
4: CHANGE output file format
8: END procedure modification
------------------------------------------------------------------------------
You have the following options on the Modify Procedure menu:
5
Option
Actions
1: Edit Names and Attributes
Modify various attributes of specific
data fields; for example, change the
data type from X to J. You can also
use this option to change a database
location or an embedded password.
2: Delete Computational Fields
Delete unused computational fields.
When unused fields in a procedure are
deleted, the procedure runs faster
because DataExpress processes all
fields—used and unused—in the
working set.
3: Change Procedure Specifications
Add more fields or files; add more
computational expressions; modify the
output order; or make changes to the
Sort By, Summarize By, or Select By
options.
4: Change Output File Format
Select a different output format.
8: End Procedure Modification
Return to the Maintain an Existing
Procedure menu.
On the Modify Procedure menu, type 3 (Change Procedure Specifications)
and press Return.
Option 3 is the one that you will probably use the most often, but you should
also explore the other options to learn how to use them.
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6
Press Return to pass through the following prompts. At these prompts, if you
type information (such as y, n, or additional numbers) before pressing
Return, other prompts are displayed. After you have passed through those
other prompts, the next prompts in the following sequence are displayed:
• Add Any More Fields or Files
• Edit Field Definitions
• Add Any Computational Fields
• Include in Output
• Sort By
• Summarize By
(For each summary field identified, DataExpress prompts you to identify
selection fields.)
• Suppress Detail Records
• Select By
(For each selection field followed by “P,” DataExpress prompts you to
provide selection values.)
• Are Specifications Correct
• File Access and Linkage Order
After you press Return at the File Access and Linkage prompt, the Modify
Procedure menu is again displayed.
7
On the Modify Procedure menu, type 8 (End Procedure Modification) and
press Return.
8
At the Save Modified Entry prompt, press Return to accept the default
response Yes.
9
At the Save Name field, either type a new name for the procedure or accept
the current name by leaving the field blank. Then press Return.
10 Press Return to pass through the next three prompts:
• Description
• Entry Access by User
• Entry Password
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11 If you saved the procedure with a new name in step 9, DataExpress displays
the Save Entry Into Local Catalog prompt. Press Return to accept the default
response Yes.
- OR If you saved the procedure with the same name as the original procedure,
DataExpress displays the Catalog Entry Already Exists, Purge Old Entry
prompt. At this prompt, type Y and press Return.
After you have passed through this last prompt, the Maintain an Existing
Procedure menu is again displayed.
12 On the Maintain an Existing Procedure menu, type 7 (Return) and press
Return.
The Main Menu is displayed.
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Review 2 - DataExpress Review
1
List four ways to obtain help in DataExpress.
______________________________________________________________
______________________________________________________________
______________________________________________________________
______________________________________________________________
________________________
2
What shortcut can you type to skip to the last page of a menu?
______________________________________________________________
3
What is a working set?
______________________________________________________________
______________________________________________________________
______________________________________________________________
4
Which operators can you use to create computational expressions?
______________________________________________________________
5
What two conditions must you have satisfied to create a summary line in a
procedure?
______________________________________________________________
6
If you want a procedure to sort in descending order, what must you do?
______________________________________________________________
______________________________________________________________
7
When linking data sets/files, you cannot link to a data element unless it is a
______________________________________________________________
8
What are the valid wildcards when you specify selection criteria?
_______________________________________________________
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This page inserted for back-to-back printing.
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8 - Hands-On Exercises
This chapter contains hands-on exercises to help you practice using SMS data to create
DataExpress procedures.
Exercise 1: Creating a simple DataExpress procedure
Exercise 2: Creating a procedure with sort options and selection criteria
Exercise 3: Using a computational field and modifying a procedure
Exercise 4: Creating a computational counter field and suppressing detail to get
summary lines
Exercise 5: Using an If-Then-Else computational expression
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Exercise 1: Creating a simple DataExpress
Procedure
Objective: To create a report listing all Washington State high schools and their codes.
This example takes you through the basic steps required to create, run, and save a
DataExpress procedure (report). Every procedure you create with DataExpress uses these
steps.
Part 1: Select the data for the procedure
In this part, you specify the source of the data for your report.
1
On the Main Menu, type 3 (Create a New Procedure) and press the Return
key.
2
On the Create a New Procedure menu, type 1 (Use HP Dictionary
Definitions) and press Return.
3
On the Use HP Dictionary Definitions menu, type 2 (Use HP Image Database
Definitions) and press Return.
4
On the Use HP Image Database Definitions menu, type 3 (Select a Specific
Image Data Set) and press Return.
5
At the Image Data Set Name prompt, type HI-SCHL-M and press Return.
6
At the Image Database Name prompt, type TBL3 and press Return.
The data fields in the HI-SCHL-M data set are displayed at the top of the
screen.
Part 2: Create a working set
In this part, you select the data fields you want to use in your procedure.
1
At the Return Data Field Selection prompt, type the number for the HI-SCHL
data field (to extract high school codes), a comma, and the number for the
HI-SCHL-NAME data field. Then press Return.
The two fields listed make up what is called the working set. You will use
these fields to set up your report.
2
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Press Return three times to accept the default response No for the following
prompts:
• Add Any More Fields Or Files
• Edit Field Definitions
• Add Any Computational Fields
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Part 3: Define the report output
In this part, you choose which data fields to include in your report and specify how the
fields should be displayed and sorted.
1
At the Include in Output prompt, type the number for the HI-SCHL data
field, a comma, and the number for the HI-SCHL-NAME data field. Then
press Return.
You do not have to select every data field on the list. In this case, however,
you do want to use both fields that are in the working set. You want the code
number to appear first on the report listing and the high school name to
appear next.
2
At the Sort By prompt, type the number for the HI-SCHL-NAME data field
and press Return.
By default, DataExpress sorts in ascending order, that is, A before B and
smaller numbers first. In this case, you want the high school names sorted
alphabetically in ascending order. To sort in descending order, you would
type the letter D after the data field number.
3
At the Summarize By prompt, press Return.
4
At the Suppress Detail Records prompt, press Return to select the default
response No.
5
At the Select By prompt, press Return.
6
If everything is correct, press Return to accept the default response Yes at the
Are the Specifications Correct prompt.
If you type N and press Return, you are taken back to the beginning of the
Define Output Specifications prompts.
7
At the Edit Names/Locations of Databases and Files prompt, press Return to
accept the default response No.
8
At the Include Database Password(s) In Procedure prompt, press Return to
accept the default response No.
The Output File Format Options menu is displayed.
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Part 4: Establish the output file format and run the
procedure
In this part, you choose a format for the report’s output and then run the procedure.
1
In this example, you want to display the report listing on your computer
screen. At the Return an Option Number prompt, type 1 (Report Listing) and
press Return.
You also select Report Listing when you want to send a report to a printer, or
when you want to both display a report on your computer screen and print it
at the same time.
Many other options are available for formatting DataExpress output.
2
At the Run the Procedure prompt, press Return to select the default response
Yes.
3
At the Password for TBL3 prompt, type the password for the TBL3 database
and press Return.
DataExpress runs the procedure. When the procedure has finished running, a
message is displayed indicating how many records were read, prepared, and
written.
4
At the List Report on Printer prompt, press Return to select the default
response No.
The report is displayed.
5
Press [F1] to move forward through the report. Press [F2] to move backward
through the report.
6
When you are finished looking at the report, press [F8] to exit.
7
At the Reuse Extract File prompt, press Return to select the default response
No.
8
At the Repeat Procedure Run prompt, press Return to select the default
response No.
9
At the Save Current Procedure prompt, press Return to select the default
response Yes.
10 At the Save Name prompt, type your initials and a name for the procedure
and press Return.
11 At the Description prompt, type a description for the procedure and press
Return.
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12 At the Entry Access by User prompt, type @ and press Return.
The @ character allows all users to access this procedure if they know the
TBL3 database password.
13 At the Entry Password prompt, press Return.
14 At the Save Entry Into Local Catalog prompt, press Return to select the
default response Yes.
15 At the Press <Enter> Key to Continue prompt, press Return.
Summary
In this exercise, you created a report that lists all Washington State high schools and their
codes. In order to produce this report, you completed the basic steps required to create
and run a DataExpress procedure by:
•
Selecting the database, data sets, and data elements that contain the
information you want.
•
Identifying the data elements for the report output.
•
Defining the report format and running the procedure.
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Exercise 2: Creating a procedure with sort
options and selection criteria
Objective: To create an enrollment report that lists all state-funded courses for a
specified year/quarter. The report will be sorted by administrative unit and include the
instructor’s name, enrollment, and tenth-day enrollment. This example illustrates how to
sort and summarize with the count function.
Part 1: Select the data for the procedure and create a
working set
In this part, you select input data fields from the CLASS-D data set.
1
On the Main Menu, type 3 (Create a New Procedure) and press the Return
key.
2
On the Create a New Procedure menu, type 1 (Use HP Dictionary
Definitions) and press Return.
3
On the Use HP Dictionary Definitions menu, type 2 (Use HP Image Database
Definitions) and press Return.
4
On the Use HP Image Database Definitions menu, type 2 (Select a Specific
Image Database) and press Return.
5
At the Image Database Name prompt, type SM and press Return.
6
At the Enter Data Set Selection prompt, type the number for the CLASS-D
data set. Then press Return.
The second page of data sets in the SM database is displayed.
7
You do not need to select any data sets from this screen, so just press Return.
The first page of data fields in the CLASS-D data set is displayed.
8
At the Enter Data Field Selection prompt, type the numbers for the following
data fields, separating the numbers with commas, and press Return:
• ADMIN-UNIT
• CLASS-ITM-NUM (child element of CLASS-ID)
• COURSE-ID
• ENR
• FND-SRC
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The second page of CLASS-D data fields is displayed.
9
At the Enter Data Field Selection prompt, type the numbers for the following
data fields, separating the numbers with commas, and press Return:
• INSTR-NAME
• SECT
• YRQ
• TEN-DAY-ENR
The third page of CLASS-D data fields is displayed.
10 At the Enter Data Field Selection prompt, type the number for the CLOCK-
HR data field and press Return.
The Define Output Specifications screen is displayed.
11 At the Add Any More Fields or Files prompt, press Return to select the
default response No.
12 At the Edit Field Definitions prompt, press Return to select the default
response No.
13 At the Add Any Computational Fields prompt, press Return to select the
default response No.
Part 2: Define the report output
In this part you specify which fields to include in the report, the order of the fields, and
how the output of the report should be sorted.
1
At the Include in Output prompt, type the numbers for the following fields,
separating the numbers with commas, and press Return:
• YRQ
• ADMIN-UNIT
• CLASS-ITM-NUM
• COURSE-ID
• ENR
• CLOCK-HR
• SECT
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• INSTR-NAME
• FND-SRC
• TEN-DAY-ENR
2
At the Sort By prompt, type the numbers for the following fields, separating
the numbers with commas, and press Return:
• YRQ
• ADMIN-UNIT
• COURSE-ID
In this case, the primary sort is by year/quarter. Within year/quarter, you want
the data sorted according to administrative unit. The third sort is by course
ID, which will give you an alphabetical listing of all the courses within each
administrative unit.
Part 3: Define summary information
In this part, you define a summary field for the report. DataExpress provides summaries
of any numeric fields at any point you specify.
1
At the Summarize By prompt, type the number for ADMIN-UNIT, a comma,
and 0 (zero). Then press Return.
By typing the number for ADMIN-UNIT, you indicate that you want a
summary each time the administrative unit changes. Typing a zero indicates
that you want a grand total for the report.
2
At the Enter Summary Field Selection for: ADMIN-UNIT prompt, type the
number for ENR, a comma, the number for CLASS-ITM-NUM followed by
C (count), a comma, and the number for TEN-DAY-ENR. Then press
Return.
Example: 4,11C,9
3
At the Report prompt, type the number for ENR. Then press Return.
The Report prompt appears whenever you type “0” at the Summarize By
prompt, asking for grand totals. At the Report prompt, you tell DataExpress
on which fields to calculate those grand totals.
4
At the Suppress Detail Records prompt, press Return to select the default
response No.
If you type Y here, DataExpress lists only summary records. When you select
the default No, DataExpress lists all the records it writes.
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Part 4: Enter selection values
In this part, you define the fields that will be used to select records for the report.
1
At the Select By prompt, type the number for the YRQ field, a comma, and
the number for the FND-SRC field. Then press Return.
At the Select By prompt, you are indicating which fields you want to be used
as selection criteria. If you follow a field number with a P, DataExpress
prompts you immediately for a selection value. This is called “embedding
selection criteria.” For the fields that you do not follow with a P, you are
prompted for the selection values each time you run the procedure. In this
case, since you want records for year/quarter 9903 and only those classes that
are state-funded, you instruct DataExpress that you are using year/quarter and
funding source as the selection criteria and that you will wait until run time to
specify the values for those two fields.
2
At the Are the Specifications Correct prompt, press Return to select the
default response Yes.
This prompt is your chance to look over all the output definitions you have
just specified. If you see something you don’t want, type N at this prompt and
DataExpress begins the sequence of prompts again with the Include In Output
prompt (see Part 2).
3
Press Return three times to accept the default response No for the for the
following prompts:
• Alternate Names for Selection Fields prompt
• Edit Names/Locations of Databases and Files
• Include Database Passwords in Procedure(s)
The Output File Format Options screen is displayed.
Part 5: Select the output file format and run the
procedure
In this part, you select an output format, run the procedure, and direct the output to your
screen.
1
At the Enter an Option Number prompt, press Return to allow a run-time
decision on format.
2
At the Run the Procedure prompt, press Return to select the default response
Yes.
The Output File Format Options screen is displayed.
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3
Press Return to accept the default output option of Report Listing.
4
At the Password for SM prompt, type the password for the SM database and
press Return.
You must provide the SM database password since you did not build it into
the procedure.
5
At the YRQ prompt, type 9903 to extract only the data pertaining to that
year/quarter. Press Return.
6
At the FND-SRC prompt, type 1 to indicate that you want only state-funded
items. Press Return
DataExpress launches the procedure. When the procedure is finished running,
a message is displayed indicating how many records were read, prepared, and
written.
7
At the List Report on Printer prompt, press Return to select the default
response No.
The report is displayed.
8
Press [F1] to move forward through the report. Press [F2] to move backward
through the report.
9
When you are finished looking at the report, press [F8] to exit.
10 At the Reuse Extract File prompt, press Return to select the default response
No.
11 At the Repeat Procedure Run prompt, press Return to select the default
response No.
12 At the Save Current Procedure prompt, press Return to select the default
response Yes.
13 At the Save Name prompt, type your initials and a name for the procedure
and press Return.
14 At the Description prompt, enter a description for the procedure and press
Return.
15 At the Entry Access by User prompt, type @ and press Return.
The @ character allows all users to access this procedure if they know the
SM database password.
16 At the Entry Password prompt, press Return.
17 At the Save Entry Into Local Catalog prompt, press Return to accept the
default response Yes.
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18 At the Press <Enter> Key to Continue prompt, press Return.
The Main Menu is displayed.
Summary
In this exercise, you created a report that lists all state-funded courses and their
enrollment totals for a specified year/quarter. In order to produce this report, you
completed the basic steps required to create and run a DataExpress procedure with
summary totals and selection criteria by:
•
Selecting the database, data set, and fields that contain information you want
•
Identifying data elements for output
•
Identifying the sort fields for control breaks
•
Identifying the data elements for summarization based on groupings
•
Identifying selection fields for specific data extraction
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Exercise 3: Using a computational field and
modifying a procedure
Objective: To prepare a report showing full-time equivalent students for state-funded
classes, summarized by department/division. This example illustrates using an arithmetic
computation expression, suppressing detail records, and modifying a procedure.
Part 1: Select the data for the procedure and create a
working set
In this part, you select input data fields from the CLASS-D data set.
1
On the Main Menu, type 3 (Create a New Procedure) and press the Return
key.
2
On the Create a New Procedure menu, type 1 (Use HP Dictionary
Definitions) and press Return.
3
On the Use HP Dictionary Definitions menu, type 2 (Use HP Image Database
Definitions) and press Return.
4
On the Use HP Image Database Definitions menu, type 2 (Select a Specific
Image Database) and press Return.
5
At the Image Database Name prompt, type SM and press Return.
6
At the Enter Data Set Selection prompt, type the number for the CLASS-D
data set. Then press Return.
The second page of data sets in the SM database is displayed.
7
You do not need to select any data sets from this screen, so just press Return.
The first page of data fields in the CLASS-D data set is displayed.
8
At the Enter Data Field Selection prompt, type the numbers for the following
fields, separating the numbers with commas, and press Return:
• CI-DEPT-DIV (child element of COURSE-ID)
• FND-SRC
• CR-EQUIV
• ADMIN-UNIT
The second page of CLASS-D data fields is displayed.
9
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At the Enter Data Field Selection prompt, type the numbers for the following
data fields, separating the numbers with commas, and press Return:
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• YRQ
• TEN-DAY-ENR
The third and final page of CLASS-D data fields is displayed.
10 You do not need any fields from this screen, so just press Return.
The Define Output Specifications screen is displayed.
11 At the Add Any More Fields or Files prompt, press Return to select the
default response No.
12 At the Edit Field Definitions prompt, press Return to select the default
response No.
13 At the Add Any Computational Fields prompt, type Y and press Return to
select the response Yes.
Part 2: Create a computational field
In this part, you create a computational field called FTES. The field uses a standard
formula to calculate the number of full time equivalent students. This computational
expression instructs DataExpress to multiply credits by enrollment and to divide that total
by the number 15.
To create the FTES computational field:
1
At the New Field Name prompt, type FTES and press Return.
2
At the Computational Expression prompt, type the following and then press
Return:
• ( (open parenthesis)
• the number for the CR-EQUIV field
• * (asterisk)
• the number for the TEN-DAY-ENR field
• ) (close parenthesis)
• / (forward slash)
• 15.0.
Example: (3*4)/15.0
The parentheses tell DataExpress to do the multiplication before it divides.
3
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At the Data Type prompt, press Return to accept the default of J.
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4
At the Decimal Places prompt, type 2 to override the default of 1 and press
Return.
5
At the Field Storage Length prompt, press Return to accept the default of 4.
6
At the New Field Name prompt, press Return since you do not need to add
another computational field.
The Define Output Specifications screen is displayed. DataExpress adds the
names of the computational field you just created to the end of the output list.
7
Press Return three times to accept the default response No for the following
three prompts:
• Add any More Fields or Files
• Edit Field Definitions
• Add any Computational Fields
Part 3: Define the report output
In this part you specify which fields to include in the report, the order of the fields, and
how the output of the report should be sorted.
1
At the Include in Output prompt, type the numbers for the following fields,
separating the numbers with commas, and press Return:
• YRQ
• FND-SRC
• CI-DEPT-DIV
• FTES
2
At the Sort By prompt, type the numbers for the following fields, separating
the numbers with commas, and press Return:
• YRQ
• FND-SRC
• CI-DEPT-DIV
In this case, you are telling DataExpress that you want three different sort
categories: the year/quarter is the primary category, followed by funding
source and the department/division.
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Part 3: Define summary information
In this part, you define a summary field for the report. DataExpress provides summaries
of any numeric fields at any point you specify.
1
At the Summarize By prompt, type 0 (zero), a comma, the number for the
FND-SRC field, another comma, and the number for the CI-DEPT-DIV field.
Then press Return.
This entry indicates that you want three different kinds of summary:
• a grand total
• a subtotal whenever the funding source changes
• a subtotal whenever the department/division changes
2
At the Enter Summary Field Selection For prompt, type the number for the
FTES field and press Return at each of the following prompts:
• Report
• FND-SRC
• CI-DEPT-DIV
The kind of summary you want at each of these points is the number of full
time equivalent students.
3
At the Suppress Detail Records prompt, type Y to select the response Yes and
press Return.
You want to see only the summaries that you have indicated, not the detail
that goes into these summaries.
Part 4: Enter selection values
In this part, you define the fields that will be used to select records for the report.
1
At the Select By prompt, type the number for the YRQ field, a comma, and
the number for the FND-SRC field. Then press Return.
With this entry, you are telling DataExpress that you will be specifying
values for the year/quarter and for the funding source.
2
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At the Are the Specifications Correct prompt, press Return to select the
default response Yes.
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3
Press Return three times to accept the default response No for the following
three prompts:
• Alternate Names for Selection Fields
• Edit Names/Locations of Databases and Files
• Include Database Password(s) in Procedure
The Output File Format Options screen is displayed.
Part 5: Select the output file format and run the
procedure
In this part, you select an output format, run the procedure, and direct the output to your
screen.
1
At the Enter an Option Number prompt, press Return to allow a run-time
decision on format.
2
At the Run the Procedure prompt, press Return to select the default response
Yes.
The Output File Format Options screen is displayed.
3
Press Return to accept the default output option of Report Listing.
4
At the Password for SM prompt, type the password for the SM database and
press Return.
5
At the YRQ prompt, type 9891 to extract only the data pertaining to that
year/quarter. Press Return
6
At the FND-SRC prompt, press Return. By not typing a value for FND-SRC,
you tell DataExpress to list records from all funding sources.
DataExpress launches the procedure. When the procedure is finished running,
a message is displayed indicating how many records were read, prepared, and
written.
7
At the List Report on Printer prompt, press Return to select the default
response No.
The report is displayed. The number of full-time equivalent students for
every department or division is listed.
8
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Press [F1] to move forward through the report. Press [F2] to move backward
through the report. You can also type a specific page number to jump to that
page.
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9
When you are finished looking at the report, press [F8] to exit.
10 At the Reuse Extract File prompt, press Return to select the default response
No.
11 At the Repeat Procedure Run prompt, press Return to select the default
response No.
12 At the Save Current Procedure prompt, press Return to select the default
response Yes.
13 At the Save Name prompt, type your initials and a name for the procedure
and press Return.
14 At the Description prompt, enter a description for the procedure and press
Return.
15 At the Entry Access by User prompt, press type @ and press Return.
The @ character allows all users to access this procedure if they know the
TBL3 database password.
16 At the Entry Password prompt, press Return.
17 At the Save Entry Into Local Catalog prompt, press Return to accept the
default response Yes.
18 At the Press <Enter> Key to Continue prompt, press Return.
The Main Menu is displayed.
Step 6: Modify the procedure
Assume that you now want to modify the procedure you just created in order to generate
a report that has broader categories. Instead of breaking out the data for
department/division, you want the same data sorted for administrative units.
1
At the Enter an Option Number prompt, type 4 and press Return.
The Maintain an Existing Procedure menu is displayed. The following
options are available from this menu:
Review procedure definitions
This option automatically puts your file in ASCII format and adds the PRN
extension to your file name for downloading into Lotus.
Modify procedure definitions
Select this option if you want to change the output specifications, such as
sorts, summaries, and selection criteria.
Save the procedure
Select this option when you want to save a procedure that you have modified.
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Delete an existing procedure
Select this option when you want to remove a procedure for which you no
longer have any use.
Return
Select this option to return to the Main Menu.
2
At the Enter an Option Number prompt, type 2 and press Return.
The Modify Procedure Definitions screen is displayed. Because the
procedure you just created was the last one you were working with during the
current session, DataExpress displays its name by default.
3
At the Modify Name prompt, type the name of the procedure you just created
and then press Return.
4
At the Modify Entry from Local Catalog prompt, press Return to select the
default response Y.
The Modify Procedure screen is displayed.
5
At the Enter an Option Number prompt, type 3 and press Return.
The Define Output Specifications screen is displayed, which includes the
working set of data fields you used to create the procedure. Below the fields,
DataExpress will display the output specification prompts for the procedure
with the current specifications displayed within brackets on the line above
each prompt.
6
Press Return three times to accept the default response No for the following
three prompts:
• Add any More Fields or Files
• Edit Field Definitions
• Add any Computational Fields
7
At the Include in Output prompt, you want to change the current
specification, which is shown within brackets on the line above the prompt.
Type the numbers for the following fields, separating the numbers with
commas, and press Return:
• YRQ
• ADMIN-UNIT
• FND-SRC
• FTES
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With this entry, you are specifying that ADMIN-UNIT be substituted for CIDEPT-DIV in the output of the procedure.
8
At the Sort By prompt, type the numbers for the following fields, separating
the numbers with commas, and press Return:
• YRQ
• ADMIN-UNIT
• FND-SRC
With this entry, you are changing the sort from CI-DEPT-DIV to ADMINUNIT.
9
At the Summarize By prompt, type 0 (zero), a comma, the number for
ADMIN-UNIT, another comma, and the number for FND-SRC. Then press
Return.
This entry indicates that you want a summary whenever the administrative
unit changes, instead of whenever the department/division changes.
10 At the Enter Summary Field Selection For prompt, respond to the following
prompts as described:
• Report: Press Return to accept the default response, which is the number for
the FTES field.
• ADMIN-UNIT: Type the number for the FTES field and press Return.
• FND-SRC: Press Return to accept the default response, which is the number
for the FTES field.
11 At the Suppress Detail Records prompt, type Y and press Return to select the
response Y since you still want the details suppressed.
12 At the Select By prompt, press Return to maintain the specified selection
fields of YRQ and FND-SRC.
13 At the Are the Specifications Correct prompt, press Return to select the
default response Y.
The Modify Procedure screen is displayed.
14 At the Enter an Option number prompt, type 8 and press Return.
This entry indicates that you are finished changing the procedure.
15 At the Save Modified Entry prompt, press Return to accept the default
response Yes.
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16 At the Save Name prompt, give the modified procedure a new name since
you want to save the original procedure. Press Return.
17 At the Description prompt, type a new description and press Return.
18 At the Entry Access by User prompt, type @ and press Return.
The @ character allows all users to access this procedure if they know the
SM database password.
19 At the Entry Password prompt, press Return.
20 At the Save Entry Into Local Catalog prompt, press Return to accept the
default response Y (yes).
Summary
•
In this exercise, you created two reports showing full-time equivalent students
for state-funded classes. The first report summarizes by department/division
and the second report summarizes by administrative unit. You learned how to
Define summary information
•
Create an arithmetical calculation
•
Modify an existing procedure and save it as a new procedure
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Exercise 4: Creating a computational counter
field and suppressing detail to get summary lines
Objective: To prepare a procedure that lists the total number of males and females by
quarter credits registered, selected by year/quarter and including totals for credit and
gender counts.
Part 1: Select the data for the procedure and create a
working set
In this part, you select input data fields from the STU-D, STU-YRQ-M, STU-YRQXREF-D, and YRQ-A data sets.
1
On the Main Menu, type 3 (Create a New Procedure) and press the Return
key.
2
On the Create a New Procedure menu, type 1 (Use HP Dictionary
Definitions) and press Return.
3
On the Use HP Dictionary Definitions menu, type 2 (Use HP Image Database
Definitions) and press Return.
4
On the Use HP Image Database Definitions menu, type 2 (Select a Specific
Image Database) and press Return.
5
At the Image Database Name prompt, type SM and press Return.
6
At the Enter Data Set Selection prompt, type the numbers for the following
data sets, separated by commas. Then press Return:
• YRQ-A
• STU-YRQ-XREF-D
• STU-YRQ-M
• STU-D
The second page of data sets in the SM database is displayed.
7
You do not need to select any data sets from this screen, so just press Return.
The data fields in the YRQ-A data set is displayed.
8
At the Enter Data Field Selection prompt, type the number for the YRQ field
and press Return.
The data fields in the STU-YRQ-XREF-D data set is displayed.
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9
At the Enter Data Field Selection prompt, type the number for the SID field
and press Return.
The data fields in the STU-YRQ-M data set is displayed.
10 At the Enter Data Field Selection prompt, type the number for the QTR-HR-
REG field and press Return.
The first page of data fields in the STU-D data set is displayed.
11 At the Enter Data Field Selection prompt, type the number for the SEX field
and press Return twice.
The Define Output Specifications screen is displayed.
12 At the Add Any More Fields or Files prompt, press Return to select the
default response No.
13 At the Edit Field Definitions prompt, press Return to select the default
response No.
14 At the Add Any Computational Fields prompt, type Y and press Return to
select the response Yes.
Part 2: Create three computational fields
In this part, you create four computational fields for the report. The first computational
field, which will be called MALE, returns the numeric value of 1 each time a male is
encountered. The second computational field, called FEMALE, returns the numeric value
of 1 each time a female is encountered. The third computational field, TOTAL, totals the
male and female counts.
To create the MALE computational field:
1
At the New Field Name prompt, type MALE and press Return.
2
At the Computational Expression prompt, type 1. IF 4 (4 is the field number
for SEX) and press Return.
With this if entry, you are telling DataExpress to assign a numeric value of 1
to each record with SEX equal to M (male).
3
At the Sex prompt, type M and press Return.
4
At the Computational Expression (2) prompt, type 0 (zero) followed by a
period and press Return.
This entry serves as the else part of the computation and instructs
DataExpress to return the value of 0 if SEX is not M (male).
5
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At the Data Type prompt, press Return to accept the default response I.
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6
At the Decimal Places prompt, press Return to accept the default response 0.
7
At the Field Storage Length prompt, press Return to accept the default
response 2.
To create the FEMALE computational field:
1
At the New Field Name prompt, type FEMALE and press Return.
2
At the Computational Expression prompt, type 1. IF 4 (4 is the field number
for SEX) and press Return.
With this if entry, you are telling DataExpress to assign a numeric value of 1
to each record with SEX equal to F (female).
3
At the Sex prompt, type F and press Return.
4
At the Computational Expression (2) prompt, type 0 (zero) followed by a
period and press Return.
This entry serves as the else part of the computation and instructs
DataExpress to return the value of 0 if SEX is not F (female).
5
At the Data Type prompt, press Return to accept the default response I.
6
At the Decimal Places prompt, press Return to accept the default response 0.
7
At the Field Storage Length prompt, press Return to accept the default
response 2.
8
At the New Field Name prompt, press Return.
The MALE and FEMALE fields are added to your working set. These two
new fields will now be used in a third computation that totals both fields.
9
At the Add Any More Fields or Files prompt, press Return to select the
default response No.
10 At the Edit Field Definitions prompt, press Return to select the default
response No.
11 At the Add Any Computational Fields prompt, type Y and press Return to
select the response Yes
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To create the TOTAL computational field:
1
At the New Field Name prompt, type TOTAL and press Return.
2
At the Computational Expression prompt, type the number for the MALE
field, a plus sign (+), and the number for the FEMALE field. Then press
Return.
With this entry, you are telling DataExpress to compute the total number of
students by adding the males and females.
3
At the Data Type prompt, press Return to select the default response I.
4
At the Decimal Places prompt, press Return to select the default response 0.
5
At the Field Storage Length prompt, press Return to accept the default
response 2.
6
At the New Field Name prompt, press Return.
The TOTAL field is added to your working set.
7
Press Return three times to accept the default response No for the following
three prompts:
• Add any More Fields or Files
• Edit Field Definitions
• Add any Computational Fields
Part 3: Define the report output
In this part, you specify the sequence of prompts for output file specifications.
1
At the Include In Output prompt, type the following, separating the entries
with commas, and press Return:
• The number for the QTR-HR-REG field
• The number for the MALE field, a forward slash, and the number for the
TOTAL field
With this entry, you are telling DataExpress to select QTR-HR-REG and the
range of fields from MALE through TOTAL.
2
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At the Sort By prompt, type the number for the QTR-HR-REG field and
press Return.
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3
At the Summarize By prompt, type 0 (zero) and press Return.
The 0 indicates that you want a grand total for the report.
4
At the Enter Summary Field Selection For: Report prompt, type the number
for the MALE field, a forward slash, and the number for the TOTAL field,
and press Return.
With this entry, you are specifying that the report include grand totals of the
number of males, females, and all (TOTAL) students.
5
At the Suppress Detail Records prompt, type Y and press Return to select the
response Yes.
6
At the Select By prompt, type the number for the YRQ field and press
Return.
7
At the Are the Specifications Correct prompt, press Return to select the
response Yes.
The Multi-file Access Order screen is displayed.
Part 4: Link files
In this part, you tell DataExpress the order that files are to be accessed. Files (or data
sets) with fields being used for output sorting, selection values, or in computations must
be linked.
1
At the File Access and Linkage Order prompt, type the numbers for the
following fields and press Return.
Separate the first four numbers with commas; separate the last two numbers
with a colon ( : ):
• YRQ-A
• STU-YRQ-XREF-D
• STU-YRQ-M
• STU-YRQ-XREF-D
• STU-D
Example: 1,2,3,2:4
In the example, you are telling DataExpress that file 1 links to file 2, file 2
links to file 3, and file 2 also links to file 4.
2
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Press Return at the “Is There a Defined Path Between Data Sets” prompt to
accept the default response Yes for each of the data sets, in turn.
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3
Press Return three times to accept the default response No for the following
three prompts:
• Alternate Names for Selection Fields
• Edit Names/Locations of Databases and Files
• Include Database Password(s) in Procedure
The Output File Format Options menu is displayed.
Part 5: Select the output file format and run the
procedure
In this part, you choose a format for the report’s output, run the procedure, and direct the
output to your screen.
1
At the Enter an Option Number prompt, press Return to allow a run-time
decision on format.
2
At the Run the Procedure prompt, press Return to accept the default response
Yes.
The Output File Format Options screen is displayed.
3
Press Return to accept the default output option of Report Listing.
4
At the Password for SM prompt, type the password for the SM database and
press Return.
5
At the YRQ prompt, type 9894 to extract only the data pertaining to that
year/quarter. Press Return.
DataExpress launches the procedure. When the procedure is finished running,
a message is displayed indicating how many records were read, prepared, and
written.
6
At the List Report on Printer prompt, press Return to select the default
response No.
7
When you are finished looking at the report, press [F8] to exit.
8
At the Reuse Extract File prompt, press Return to select the default response
No.
9
At the Repeat Procedure Run prompt, press Return to select the default
response No.
10 At the Save Current Procedure prompt, press Return to select the default
response Yes.
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11 At the Save Name prompt, type your initials and a name for the procedure
and press Return.
12 At the Description prompt, type a description for the procedure and press
Return.
13 At the Entry Access by User prompt, type @ and press Return.
The @ character allows all users to access this procedure if they know the
SM database password.
14 At the Entry Password prompt, press Return.
15 At the Save Entry Into Local Catalog prompt, press Return to accept the
default response Yes.
16 At the Press <Enter> Key to Continue prompt, press Return.
The Main Menu is displayed.
Summary
In this exercise, you created a procedure that reports the total number of males and
females by quarter credits registered by a particular year/quarter. You learned how to:
•
Create computational fields that produce an occurrence counter.
•
Link multiple data sets.
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Exercise 5: Using an If-Then-Else computational
expression
Objective: To prepare a procedure that shows information for returning students who
previously attended in specific quarters. The procedure will include information such as
fee paying status, educational program code, and veteran benefits. This exercise
demonstrates If-Then-Else computational expressions and linking of data sets.
Part 1: Select the data for the procedure and create a
working set
In this part, you select input data fields from the STU-D, STU-YRQ-M, and STU-YRQXREF-D data sets.
1
On the Main Menu, type 3 (Create a New Procedure) and press the Return
key.
2
On the Create a New Procedure menu, type 1 (Use HP Dictionary
Definitions) and press Return.
3
On the Use HP Dictionary Definitions menu, type 2 (Use HP Image Database
Definitions) and press Return.
4
On the Use HP Image Database Definitions menu, type 2 (Select a Specific
Image Database) and press Return.
5
At the Image Database Name prompt, type SM and press Return.
6
At the Enter Data Set Selection prompt, type the numbers for the following
data sets, separated by commas. Then press Return:
• STU-YRQ-XREF-D
• STU-YRQ-M
• STU-D
The second page of data sets in the SM database is displayed.
7
You do not need to select any data sets from this screen, so just press Return.
The data fields in the STU-YRQ-XREF-D data set are displayed.
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8
At the Enter Data Field Selection prompt, type the numbers for the following
fields, separating the numbers with commas, and press Return:
• SID
• STU-QTR
• YRQ
The data fields in the STU-YRQ-M data set are displayed.
9
At the Enter Data Field Selection prompt, type the numbers for the following
fields, separating the numbers with commas, and press Return.
• STU-INT
• STU-PRG-ENR
The first page of data fields in the STU-D data set is displayed.
10 At the Enter Data Field Selection prompt, type the numbers for the following
fields, separating the numbers with commas, and press Return:
• FEE-PAY-STAT
• LAST-YRQ-ATTND
• HNDCP-STAT
The second page of data fields in the STU- D data set is displayed.
11 At the Enter Data Field Selection prompt, type the numbers for the following
fields, separating the numbers with commas, and press Return:
• STU-NAME
• VET-BENE
The Define Output Specifications screen is displayed.
12 At the Add Any More Fields or Files prompt, press Return to select the
default response No.
13 At the Edit Field Definitions prompt, press Return to select the default
response No.
14 At the Add Any Computational Fields prompt, type Y and press Return to
select the response Yes.
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Part 2: Create two computational fields
In this part, you create two computational fields for the report. The first computational
field, which will be called FPS, selects all fee pay status codes except fee code D7. (D7 is
the FEE-PAY-STAT for annual apprenticeship/ vocational prep students.) The second
computational field, called TYPE, identifies students (with a “1”) whose last year/quarter
attended was either 9903 or 9904.
To create the FPS computational field:
1
At the New Field name prompt, type FPS and press Return.
2
At the Computational Expression prompt, type 6 IF 6 (6 is the menu number
for the data field FEE-PAY-STAT) and press Return.
3
At the FEE-PAY-STAT prompt, type NE “D7” and press Return.
With the two previous entries, you are telling DataExpress to return the FEEPAY-STATUS if the FEE-PAY-STATUS meets the criteria of not being
equal to D7.
4
At the Computational Expression (2) prompt, type a double quotation mark, a
space, and another double quotation mark.
This is the else statement of the computational expression. You are telling
DataExpress to return a blank space if FEE-PAY-STAT is equal to D7.
5
At the Data Type prompt, press Return to accept the default response X.
6
At the Field Storage Length prompt, press Return to accept the default
response 2.
To create the TYPE computational field:
1
At the New Field name prompt, type TYPE and press Return.
2
At the Computational Expression prompt, type 1. IF 7 and press Return.
The 1 followed by a decimal point represents the numeric value 1, as opposed
to the data field number 1 on the menu. Seven is the menu number for the
data field LAST-YRQ-ATTND.
3
At the LAST-YRQ-ATTND prompt, type 9903 OR 9904 and press Return.
With the two previous entries, you are telling DataExpress to return the
numeric value of 1 if LAST-YRQ-ATTND is equal to 9903 or 9904.
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4
At the Computational Expression (2) prompt, type 0 (zero) followed by a
period and then press Return.
This is the else portion of the computational expression. You are telling
DataExpress to return the numeric value of 0 if LAST-YRQ-ATTND is not
9903 or 9904.
5
At the Data Type prompt, press Return to accept the default response I.
6
At the Decimal Places prompt, press Return to accept the default response 0.
7
At the Field Storage Length prompt, press Return to accept the default
response 2.
8
At the New Field Name prompt, press Return.
9
At the Add Any More Fields or Files prompt, press Return to select the
default response N.
10 At the Edit Field Definition prompt, press Return to select the default
response N.
11 At the Add Any Computational Fields prompt, press Return to select the
default response N.
The Define Output Specifications screen is displayed.
Part 3: Define the report output
In this part, you specify the order of the data fields for the output of your report.
1
At the Include In Output prompt, type the numbers for the following fields,
separating the numbers with a comma, and press Return:
• SID
• STU-NAME
• FPS
• STU-INT
• STU-PRG-ENR
• TYPE
• HNDCP-STAT
• VET-BENE
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DataExpress with SMS Data – Level I
2
At the Sort By prompt, type the number for the STU-NAME prompt and
press Return.
3
At the Summarize By prompt, press Return.
4
At the Suppress Detail Records prompt, press Return to select the default
response No.
5
At the Select By prompt, type the number for the YRQ field and press
Return.
6
At the Are the Specifications Correct prompt, press Return to select the
default response Y.
The Multi-file Access Order screen is displayed.
Part 4: Link files
In this part, you tell DataExpress the order that files are to be accessed. Files (or data
sets) with fields being used for output sorting, selection values, or in computations must
be linked.
1
At the File Access and Linkage Order prompt, type the numbers for the
following fields and press Return. Separate the first three numbers with
commas; separate the last two numbers with a colon ( : ):
• STU-YRQ-XREF-D
• STU-YRQ-M
• STU-YRQ-XREF-D
• STU-D
Example: 1,2,1:3
In the example, you are telling DataExpress that file 1 links to file 2 and file 1
also links to file 3.
2
Press Enter at the “Is There a Defined Path Between Data Sets” prompt to
accept the default response Yes for each of the data sets, in turn.
In this case, both the from and the to files are data sets in the same database.
DataExpress will automatically determine the path based on the Key field
match and the master-detail relationship.
3
Press Return three times to accept the default response No for the following
three prompts:
• Alternate Names for Selection Fields
• Edit Names/Locations of Databases and Files
SBCTC-ITD
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DataExpress with SMS Data – Level I
• Include Database Password(s) in Procedure
The Output File Format Options menu is displayed.
Part 5: Select the output file format and run the
procedure
In this part, you choose a format for the report’s output, run the procedure, and direct the
output to your screen.
1
At the Enter an Option Number prompt, press Return to allow a run-time
decision on format.
2
At the Run the Procedure prompt, press Return to accept the default response
Yes.
The Output File Format Options screen is displayed.
3
Press Return to accept the default output option of Report Listing.
4
At the Password for SM prompt, type the password for the SM database and
press Return.
5
At the Enter Section Values for the Following Data Fields: YRQ prompt,
type the current year quarter, for example, A011. Press Return.
Note: In most cases for this type of report, you will specify the current YRQ
in order to extract information about returning students.
DataExpress launches the procedure. When the procedure is finished running,
a message is displayed indicating how many records were read, prepared, and
written.
6
At the List Report on Printer prompt, press Return to select the default
response No.
7
The report is displayed and shows the Social Security Number, name, fee pay
status, intent, enrolled programs, and handicap status of all students in a
particular YRQ. For those students whose fee pay status is D7, a 0 appears in
the FPS column For those students whose last year/quarter attended was
either 9903 or 9904, a 1 appears in the TYPE column.
8
Press [F1] to move forward through the report. Press [F2] to move backward
through the report.
9
When you are finished looking at the report, press [F8] to exit.
10 At the Reuse Extract File prompt, press Return to select the default response
No.
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DataExpress with SMS Data – Level I
11 At the Repeat Procedure Run prompt, press Return to select the default
response No.
12 At the Save Current Procedure prompt, press Return to select the default
response Yes.
13 At the Save Name prompt, type your initials and a name for the procedure
and press Return.
14 At the Description prompt, type a description for the procedure and press
Return.
15 At the Entry Access by User prompt, type @ and press Return.
The @ character allows all users to access this procedure if they know the
SM database password.
16 At the Entry Password prompt, press Return.
17 At the Save Entry Into Local Catalog prompt, press Return to accept the
default response Yes.
18 A the Press <Return> Key to Continue prompt, press Return.
The Main Menu is displayed.
Summary
In this exercise, you created a procedure to look at specific biographic information about
returning students. You learned how to:
•
Create if-then-else computational expressions
•
Link multiple data sets
SBCTC-ITD
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November 2009