DataExpress Report Workshop
Modifying an Existing Procedure
By:**Myung Park
August 14, 2002 2-4pm**
Class Objectives
The purpose of the class is to introduce you to the basic concepts of “Modifying an
Existing DataExpress Procedure” using the Student Management System database.
Modifying an Existing DataExpress Procedure
Audience
Before attending this class, student must have:

Experience using DataExpress including
 Running an existing procedure
 Locating existing procedures

Knowledge of basic database structure and terminology, including
 Database
 Data set
 Data element (or field)
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Modifying an Existing DataExpress Procedure
Covered materials

Allowable changes to an existing procedure

Basic Steps to modify an existing procedure

SMS Databases

Datasets in SM
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Modifying an Existing DataExpress Procedure
Allowable Changes to an Existing Procedure
After a DataExpress procedure has been created and cataloged, you can change it in
various ways:

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
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Modifying an Existing DataExpress Procedure
Modifying an Existing Procedure –Basic Steps
1
On the Main Menu, select 4 (Maintain an Existing Procedure. To do so,
type 4 and press enter or press F4.
The Maintain an Existing Procedure menu is displayed.
DataExpressCenter
C.01.90-5[20061230]
(C) MB Foster Software
Labs 1985-99
MAIN MENU
----------------------------------------------------------------1: DISPLAY procedure catalog
2: RUN an existing procedure
3: CREATE a new procedure
4: MAINTAIN an existing procedure
8: EXIT
-----------------------------------------------------------------
The following options are available from this menu:
Review procedure definitions
With this option, you can view or print the specifications of procedure. The
specifications of a procedure include the database, data sets, and data fields
that are used, the output information, and the linkage order for the data sets.
This option automatically puts your file in ASCII format and adds the PRN
extension to your file for downloading into Lotus.
Modify procedure definitions
Select this option if you want to change the specifications for a procedure,
such as sort, summaries, and selection criteria.
Save the procedure
Select this option when you want to save a procedure that you have modified.
Delete an existing procedure
Select this option when you want to remove a procedure for which you no
longer have any use.
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Modifying an Existing DataExpress Procedure
Return
Select this option to return to the Main Menu.
MAINTAIN an existing procedure
----------------------------------------------------------1: REVIEW procedure definitions
2: MODIFY procedure definitions
3: SAVE the procedure
4: DELETE an existing procedure
7: RETURN
2
On the Maintain an Existing Procedure menu, select 2 (Modify Procedure
Definitions)
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.
The Modify Procedure menu is displayed. The following options are
available from this menu.
Edit Names and Attributes
Select this option when you want to 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.
Delete Computational Fields
Select this option when you want to delete unused computational fields.
When unused fields in a procedure are deleted, the procedure runs faster
because DataExpress procedures all fields –used and unused-in the working
set.
Change Procedure Specifications
Select this option to 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.
Change Output File Format
Select this option to change output format.
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Modifying an Existing DataExpress Procedure
End Procedure Modification
Select this option to return to Maintain an Existing Procedure menu.
MODIFY procedure INST-RSTR1(GEN.P260)
-----------------------------------------------------------1: EDIT names and attributes
2: DELETE computational fields
3: CHANGE procedure specifications
4: CHANGE output file format
8: END procedure modification
------------------------------------------------------------
5
On the Modify Procedure menu, select 3 (Change Procedure Specifications).
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 to pass through the following prompts. At each prompt, 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.
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Modifying an Existing DataExpress Procedure
7
On the Modify Procedure menu, select 8 (End Procedure Modification) and
press Return
8
At the Save Modified Entry Prompt, press Return to accept the default
response Yes.**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.
9
Press Return to pass through the next three prompts:

Description

Entry Access by User
10 Entry Password**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.
-orIf 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.
11 On the Maintain an Existing Procedure menu, select 7 (Return).
The Main Menu is displayed.
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Modifying an Existing DataExpress Procedure
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)
Contains information used to track the progress of students (or prospective students) from
their first point of contact with the college
Biographic History Database (HIST)
Contains student biographic data for students who have been archived from the active file
Student Management Database (SM)
Contains data about students and their enrollments, class and course data, and some userdefined tables. (SM is the most frequently used database for SMS reporting.)
Student MIS Database (SMIS)
Contains a copy of the MIS 1 and MIS 2 files that are submitted to the SBCTC at the end
of each year/quarter
Table 3 Database (TBL3)
Contains system-controlled tables and tables that are controlled by the SBCTC
Table 4 Database (TBL4)
Contains data about students and their enrollments, class and course data, and some userdefined tables
Transcript Database (TRAN)
Contains a biographic record, classes, degrees, comments, prior cumulative records and
quarterly biographic record
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Modifying an Existing DataExpress Procedure
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 3
-------------------------------------------------------------------------------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
--------------------------------------------------------------------------------
Data sets in data base SM
2 of 3
-------------------------------------------------------------------------------1: STU-INTRV-D
17: COURSE-ENTR-D
33: CONSTR-RM-FEAT-D
2: STU-MINOR-D
18: STU-EMERG-D
34: CLASS-FEAT-D
3: ALLOC-GRP-A
19: EDUC-PRG-SECT-M
35: INSTR-RM-FEAT-D
4: ALLOC-GRP-D
20: EDUC-PRG-XREF-D
36: COURSE-PARTN-D
5: STU-COURSE-A
21: STU-PRG-SECT-A
37: CONSTR-PARTN-D
6: STU-COURSE-D
22: STU-PRG-ENR-D
38: CLASS-PARTN-D
7: ENR-TRNS-DATE-A
23: STU-PRG-WLIST-D
39: INSTR-RM-PARTN-D
8: STU-ENR-TRNS-D
24: STU-PRG-XREF-D
40: CONST-RM-PARTN-D
9: TTONE-CONFIG-M
25: EDUC-PRG-SECT-D
41: STU-COMMENT-D
10: STU-PIN-D
26: STU-PRG-TRNS-D
42: STU-GR-TRNS-D
11: TTONE-OPT-FEE-D
27: STU-PRG-OPT-D
43: RQSIT-SET-A
12: TTONE-STU-OPT-M
28: COURSE-REQR-D
44: RQSIT-GRP-A
13: CLASS-RPT-GRP-A
29: PRIOR-ATTND-D
45: CRS-SET-M
14: CLASS-RPT-GRP-D
30: ATTND-D
46: RQSIT-SET-D
15: COURSE-ENTR-M
31: COURSE-FEAT-D
47: RQSIT-GRP-D
16: ENTR-CD-A
32: CONSTR-FEAT-D
48: RQSIT-D
--------------------------------------------------------------------------------
Data sets in data base SM
3 of 3
-------------------------------------------------------------------------------1: CRS-SET-D
5: OLD-SID-D
9: SID-RESRV-D
2: WAOL-A
6: SID-SSN-XREF-D
10: SID-CNTRL-D
3: OLD-SID-A
7: SID-ASSGN-A
11: STU-COL-SID-D
4: SSN-A
8: SID-ASSGN-D
--------------------------------------------------------------------------------
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Modifying an Existing DataExpress Procedure
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Modifying an Existing DataExpress Procedure
SM Data Sets
Among the hundreds of data sets in Student Management Database (SM), 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. They are:
Class Detail (CLASS-D)
Contains an entry of each class offered by the college
Student Classes (STU-CLASS-D)
Contains one record of each class a student is enrolled in. This record is created by the
registration process.
Student Biographic/Admissions (STU-D)
Contains student demographic data
Student/Quarter Master (STU-YRQ-M)
Contains information for a student that must be retained by quarter
Student Year Quarter Cross Reference (STU-YRQ-XREFD)
Provides a link between student and the student’s quarterly information
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Modifying an Existing DataExpress Procedure
Data Elements (or Fields) in CLASS-D data set
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
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: VIRT-CAMP-IND
10: ALLOW-ALT-CLASS
20: CLOCK-HR-DAY
30: CLASS-FILL
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Modifying an Existing DataExpress Procedure
Shortcuts and Tips

To return to the prior prompt or menu, type / (one diagonal slash).

To return to the Main Menu, type // (two diagonal slashes).

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?

Mathematical Operators
+
Add
-
Subtract
*
Multiply
/
Divide, giving the quotient
//
Divide, giving the remainder
**
Exponentiate

Sort By: DataExpress sorts in ascending order. To sort in descending order,
type D after the specific data element number

Only sort fields can be used as summary fields.

Summary By: You can suffix a field number with one of the following codes
to obtain the indicated results:
A
Average
C
Count
H
Maximum (high) value
L
Minimum (low) value
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Modifying an Existing DataExpress Procedure


Selection Criteria. Use these shortcuts when entering selection criteria.
LT
Less than
LE
Less than or equal to
GT
Greater than
GE
Greater than or equal to
NE
Not equal to
EQ
Equal to (default; does not need to be entered)
TO
Select a range of records
OR
Select all records that fit either criterion
AND
Select all records that fit all criteria
@
Wild card to stand for one or more characters
Use a question mark (?) as a wildcard to stand for one character.
For more information, please see the Database Reporting Training Guides.
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