PS5003 – Pre-Applicant Notification Screen
Description
Use the Pre-Application Notification Screen to:
•
•
Select criteria for and run the pre-applicant extract process on the HP3000, and
Automatically download the extracted pre-applicant data to a desktop computer
You can then use word processing functions to merge the downloaded data with predefined templates
to produce notification and acknowledgment letters, mailing labels, and job opening and expiration
notices for sending to pre-applicants.
See below for an example of the Pre-Applicant Notification Screen:
User Functions and Key Fields
Func
Key1
Key2
Key3
1
X (Extract)
Type a name for the extract file
Leave blank
Leave blank
Using the Screen to Extract and Download Data
Use the fields on PS5003 to identify selection criteria for the extract process. Entry is required in the
following fields:
•
•
•
•
•
Key1 (extract file name)
MS Word/Word Perfect indicator
Job Class/CIP indicator (field not labeled on screen)
Job Class/CIP Code field
Full-time/Part-time indicator
The remaining fields are all optional.
Note: In order to download data, you must have user access level 2, 3, or 4. User access levels are
assigned through Application Security.
To use the screen, follow these steps:
1. In the Func field, type X (extract); in the Key1 field, type a name (up to five characters) for the
extract file that will be created on the HP3000, for example, DATA1. Press the Enter key.
The Extract File Name now consists of the following:
•
•
•
•
the prefix PT
the five-character name you typed in the Key1 field
a suffix indicating the data is for notifications (N), mailing labels (L), or both (B) notifications
and labels
the name of the group and account (RUN.P999) on the HP3000 where the extract file will be
saved
For example: PTDATA1N.RUN.P999
2. Enter selection values in the remaining fields on the screen. You can request data for three
categories of documents:
• Acknowledgment documents (Acknowledge Ind field)
• Expiration documents (Expiration Ind field)
• Job opening documents (Job Opening Ind field)
For each category, you can indicate whether the extract data is for:
•
•
•
Notification letters (Notice Doc Shell field)
Mailing labels (Label Doc Shell field)
Both letters and labels
The following fields are required:
2
•
•
The MS Word/Wordperfect indicator
At least one set of the following fields:
Job Class/CIP indicator (field not labeled on screen)
Job Class or CIP Code
Full-time or Part-time indicator (F/P field)
3. Press the Enter key.
4. At the message: Press F5 to download file; F1 to cancel download, press the Confirm Download
(F5) key.
At this point the process displays a series of prompts in "conversational" mode. Respond to
each prompt as follows:
5. Prompt: Enter Option (U=Upload, D=Download, P=Purge, X=Exit)
Type D (download).
The following processing information is displayed:
Host file (HP3000) name
Created date
Modified date
6. Prompt: Enter PC File Name to Download to or Press Return to Cancel
Type the path, name, and extension where the downloaded file should be located on your PC,
for example, c:\mydocuments\PreAppNotice.doc
When the extract and download process has completed, the following message is displayed:
Download Completed
7. Prompt: OK to Purge Download File (Y/N)
To accept the default Y, press the Return key.
The extract file will be deleted from the HP3000.
8. Prompt: Enter Option (U=Upload, D=Download, P=Purge, X=Exit)
To return to the PS5003 screen, type X (exit).
The Pre-Applicant Extract Screen (PS5003) is redisplayed and the extracted file of pre-applicant
data will be located in the directory and file you indicated in Step 6. The data file consists of
unformatted text; the fields in each record are separated by commas.
3
Using the Merge function in Microsoft Word (or other word processing applications), use the
downloaded data to produce notification letters (acknowledgment notices and job opening
notices), mailing labels, or other types of documents.
Selection Fields
Extract File Name (Key1 or display only)
Acknowledgment Ind
Selection Date
Addr Ind
Days
Job Opening Ind
MS Word/WordPerfect (entry required)
Job Class or CIP Indicator (not labeled) (entry
required)
Job Class/CIP Code (entry required)
F/P (entry required)
Notice Doc Shell
Label Doc Shell
Expiration Ind
Extract File Name
Definition
Key1 field. The user-defined portion of a name that will be assigned to a file of preapplicant data on the HP3000 when the extract process is run.
Display only field. The complete name of a pre-applicant extract file, consisting of:
•
•
•
•
the prefix PT
the five-character name you typed in the Key1 field
a suffix N (notice), L (labels), or B (both)
the name of the group and account (RUN.P999) on the HP3000 where the
extract file will be saved
Length
Key1 field
Display field
Edits
The Key1 field can contain only up to five (5) characters.
5 characters (maximum)
8 characters
Acknowledgment Indicator
Definition
A code indicating whether to extract data for use with acknowledgment notifications,
labels, or both.
On the same line, enter names in the Notice Doc Shell or the Label Doc Shell fields
(or both) to be associated with the acknowledgment documents.
Length
1 character
Values
N
L
B
Edits
Notification
Label
Both
Acknowledgment indicator most be N, L, or B
Selection Date
Definition
The latest date (up to and including) for which pre-applicant data should be
extracted.
Length
8 characters
4
Format
MMDDCCYY
Address Indicator
Definition
A code indicating if pre-applicant data should be extracted for foreign addresses,
domestic addresses, or both.
Length
1 character
Value
D
F
Blank
Domestic (default)
Foreign
Both foreign and domestic
Notice Document Shell
Definition
The name of a valid shell that the extract process will use to select the data you
want for producing notification letters.
Length
8 characters
Edits
Shell names must exist in the Doc-Shell-M data set.
Additional
Information
You can enter both notice and label shell names. When the process is run, data will
be extracted for both notice and label shells at the same time.
Label Document Shell
Definition
The name of a valid shell that the extract process will use to select the data you
want for producing mailing labels.
Length
8 characters
Edits
Shell names must exist in the Doc-Shell-M data set.
Additional
Information
You can enter both notice and label shell names. When the process is run, data will
be extracted for both notice and label shells at the same time.
Expiration Indicator
Definition
A code indicating whether to extract data for use in expiration notices, labels, or
both.
On the same line, enter names in the Notice Doc Shell or the Label Doc Shell fields
(or both) to be associated with the expiration documents.
Length
1 character
Values
N
L
B
Edits
Notification
Label
Both
Expiration indicator most be N, L, or B
Days (Days Prior to Expiration)
Definition
The number of days prior to expiration to notify pre-applicants that their records will
expire from the database.
Length
3 digits
Edits
If the Expiration Indicator is N, L, or B, the Days (prior to expiration) must be
entered.
5
Job Opening Indicator
Definition
A code indicating whether to extract data for use with job opening notices, labels, or
both.
On the same line, enter names in the Notice Doc Shell or the Label Doc Shell fields
(or both) to be associated with the job opening documents.
Length
1 character
Values
N
L
B
Edits
Notification
Label
Both
Job opening indicator most be N, L, or B.
MS Word/WordPerfect
Definition
Entry required. Identify the type of word processing application that will be used with
the downloaded pre-applicant data.
Length
2 characters
Values
MS
WP
Edits
Microsoft Word
WordPerfect
Word processing indicator must be either MS or WP.
Job Class/CIP Indicator (not labeled on the screen)
Definition
Entry required. A code indicating whether the extracted data is for a position
identified by a job classification code or by a CIP code.
Length
1 character
Values
Defined by SBCTC-ITD as follows:
J
Job classification code
C
CIP code
Job Class or CIP Code
Definition
Entry required. A code identifying the job class code or the CIP code for the position
in which the pre-applicants in the extract are interested.
Length
6 characters
Edits
Job Class must be valid in the Job Class Table (PS9004).
CIP code must be on the CIP Table.
Full/Part-time Indicator
Definition
Entry required. A code Indicating whether the pre-applicants are seeking full-time or
part-time employment.
Length
1 character
Values
F
P
Edits
6
Full-time
Part-time
Full Part Indicator must be F or P.