Implementation Minutes
Student Team
Communication Plans and Tapeload
Date:__2/3/09________
Meeting Information
Facilitator
Sandra Beaulac
Note Taker
Linda Phillips
Attendees
Zoe DuRant, Jamie Glover, Frank Myers, Brenda Dally, Kelly Simon, Julie
Duncan, Linda Phillips, LaQuita Shaw
<Topic Title>
Relevant
Training/Discussion
Highlights:
Output is a comma delimited file that can be merged into WORD.
will not be a printed letter. However, it populates SUAMAIL for
tracking purposes.
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
Communication plans standardize information sent to students. Triggers are
campus, level, college, degree, etc. There is a hierarchy to the plan where
grouping can be done. Sandra will gear us to use materials only.
Recruits at CU receive a viewbook that contains the application for admission
and scholarship app.
When a mass load is done, a communication plan can be attached to the
student or one student at a time.
Prepare spreadsheet with each group of students and what documents they
should receive: international, athletes, etc.
Banner allows duplicate checking so the same material isn’t sent twice.
However, there is a way to send it again. (If someone didn’t get their letter, etc.)
SUAMAIL – Student Mail Form. Can see all mail that has been sent or will be
sent to student. Can delete or add here.
When a person is eligible for a NEW plan (recruit to admit), a window will
display asking if you want to change any mailings to be sent.
Step 1: SOACOMM – Communication Rules. Initial setup. Typically, level is
only thing set up, UG or GR. Don’t have to distinguish between degrees, dept,
etc.
Step 2: SOACPLN – Communication Plan. Materials code is used here. Ex:
SCPK – Scholarship Packet. Clumps of things that will be sent to a specific
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Implementation Minutes
group.
Step 3: SOAMATL – Material This is where you can check the duplicate
material rule; indicate if it’s a letter. Can use the rules at the bottom of this
form to narrow down plan.
Must run the Banner letter generation process to be able to view the letters
you’ve sent in SUAMAIL. Will automatically populate SUAMAIL. If you don’t
use Banner to trigger letters, you’ll have to manually add it to SUAMAIL for
tracking.
SOADPMR – Duplicate Material Rules. Create rules to determine how often
and for what period of time materials should be sent.
COMMUNICATION PLANS are mainly used for Recruiting and Admissions,
not Student. No place to select on Academic Standing.
.
4. GUALETR Letter Process. (Anna)We’re looking at (INQUIRY_THANKS)
letter today.
GLIVRBL – Variable Inquiry. This contains pre-configured variables (fields
of information) that can be pulled into the letter. Additional ones can be
created.
5. GLRVRBL – Variable Rules Definition.(Pre-configured) This is where the
actual field names are coded.
6. GUAPARA – Paragraph Process. (Anna)
No clients are using Banner delivered letters.
SOACGRP – Communication Group
Easy way to set up a communication plan.
SOAPLAN – Attach a plan to a recruit; REIN, enter term, and 1 in
sequence.
STV% in TRNG pre-configured
At 10:00 am Sandra went offline to allow time for us to practice.
Returned at 11:00 am
If you add letters to SOAPLAN, you must enter info in SUAMAIL. It
won’t automatically populate.
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Action Items / Assignments
Description
Owner
Deadline
<Topic Title>
Relevant
Training/Discussion
Highlights:
TASKS
STVTADM - This table is missing from the workbook. TASK: Someone must
enter rows in PPRD.
STVADMR – Admission Request Checklist Code Validation
In PPRD and test, SAAERUL must be updated with Cameron values.
All of our curriculum rules need to be in STVINTS – Interest, in order to convert
the major code on the ACT tape to the interest area. Curriculum rules will
have to be added.
GAPs Identified:
Decisions Made:
Decisions Required:
Other Issues and
Concerns:
TAPELOAD PROCESS . Started at 11:15 am
STVPREL – Electronic Prospect Validation
STVTAPE – name tape
STVTPFD – tape field validations. DO NOT MODIFY THIS TABLE. DO NOT
TOUCH.
STVSBGI – Source/Background Institution Code Validation
STVCTYP – Contact Type Code Validation. List of contacts, such as college
night, in-person, test score tape, etc.
STVINFC – Interface Validation. This form is used to incorporate values from
the above validation tables.
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SOTCNVT – Tape code conversion. If ACT tape comes in with null field for the
test administration type, make it NA – National.
SRATPFD – Tape Field Position Rule
SORDLIM – Tape File Delimiter Type Rules. If fixed length, don’t have to do
anything here. If pipe or comma delimited, you would need to make sure value
is here.
SRATPTS – Tape file test score control form .
SRAPRED – Electronic Prospects Default Options. Data here is level,
recruiting term, student type (from STVSTYP), recruit type, admit type. Does not
have a place for high school.
SOTCNVT - Frank reported that ACT tape comes in 4 CHAR (2009) and wants
it to default to 1505YYYY (day, month, year)
SAAERUL – Electronic Admissions Application Rules. This is where
all conditions must be set in order to know how data from tapeload will be
loaded.
STVADMR – Admission Request Checklist Code Validation
In PPRD and test, SAAERUL must be updated with Cameron values.
Do we want to create any type of communication plan when an electronic tape
comes in?
STVLEND – Prospect How I Learned : Add: ELECLOAD – Electronic Load
Create a new recruiting record for people who come in on tapeload? Yes.
STVRESD – Residence Code Validation. Default to 0 (zero) Undeclared.
SOAXREF – EDI Cross-Ref. If you NEVER used EDI to load anything, you
could use this to list our current major codes. 320 – Business Admin
SOTCNVT – Tape Code Conversion. If on ACT tape, a major code is there,
that can not be put into Banner because the entire curriculum would have to be
there.
ACT major is translated to SOTCNVT.
Table name MAJR; tape value 888; conversion code 0000
Table name INTS (interest); tape value SA88; conversion code AGRI
Banner Tapeload Processing workbook, on page 43-44, validation tables are
listed.
SRTLOAD
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TO LOAD FILE:
GJAPCTL – Process Submission Controls. Enter ‘database’ in printer field.
Enter file name in ‘values’ field. Pay attention to length and character. Scroll
down each value field and check the values to see what is valid.
Put checkbox in ‘save parameter set as’; enter ‘ACT’; and description. Submit
the job; save the parameter set.
GJIREVO- Saved Output Review
SRIPREL- Electronic Prospect Inquiry
Spent approximately 1 ½ hours trying to figure out how to get the ACT file
saved so it can be accessed in Banner. Duane Thowe joined the conference
call to guide Kelly Simon through the process. The file has to be put in the
correct directory and ftp’d. The problem (new process) was caused from the
latest update so Sandra wasn’t familiar with the new file requirement.
Chase created a softlink /uo1/dataload/ to /uo1/app/shge/banner/dataload
SRIPREL - Electronic Prospect Detail. Frank will look at data in here and we’ll
go over it on Thursday, Feb. 5 after the Housing training. This data is currently
in a temporary area for now. Review 5 or 10 of these and then she will load
them into Banner.
Action Items / Assignments
Description
Owner
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