Job Aid: Section Availability Report - CSAR
Job Aid: Section Availability Report - CSAR
MOTT COMMUNITY COLLEGE
JOB AID
Section Availability
Availability Report
Report
Section
CSAR
CSAR
Table of Contents
Screen Overview , page 2
Summary Steps and Information, page 3 -4
Screen Shortcuts and Guide Overview, page 5
Step-by-Step Instructions, page 6+
Appendix A
Appendix B
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Job Aid: Section Availability Report - CSAR
SCREEN OVERVIEW
6.
2.
7.
3.
8.
4.
5.
15.
9.
16.
10.
17.
11.
18.
12.
19.
13.
20.
14.
21.
Required Field
All Fields Marked in Red MUST be filled in.
Optional Field
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Field Not Used
Auto fills
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Job Aid: Section Availability Report - CSAR
Procedure Information:
SUMMARY STEPS AND INFORMATION
Purpose: Use the Sections Availability Report (CSAR) screen to generate a report indication
whether course sections are available. This report can include open sections and/or closed
sections, room capacity, section minimum enrollment, number of filled slots, and number of
slots still available.
Additional section criteria is also available for the advanced user that is comfortable using the
LookUp function and logical operators [and, with, every, or, when].
► The more criteria entered … the narrower the search output
Be careful not to make it too narrow ◄
Title: Section Availability Report
Mnemonic: CSAR
File Name: JA_CSAR.ppt
Application: APPS-ST-CU-CSS-CSAR
Primary Dept: Student Systems
Effective Date: October 22,2007
Revision Date:
SummarySteps
Steps
Summary
1.
Login to Datatel. Click APP, then Click
ST. Type “CSAR”, click GO.
Set Criteria For Report
2.
Print Open Sections: Y / N
3.
Print Closed Sections: Y / N
4.
Print Primary Only: Y / N
5.
Print by Location or Fac: Y / N
6.
Print Global or Local: Enter Global
(network) or Local printers
7.
Include Printed Comments: Y / N
8.
Name/ Address Hierarchy: (optional) Sort
output by one of listed hierarchy
9.
Saved List name: (optional) Use list of
Id’s previously
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10.
11.
12.
13.
14.
15.
16.
Section Dates: Begin/Ending: (optional)
Enter date to begin section selection and
Enter date to end section selections.
Dates must be equal to or between dates
for Datatel to select the correct information
Terms: Enter Term Year for Report
(optional) To narrow output results use
specific terms
Subject: (optional ) Enter subject codes
to narrow return data to just the subjects
listed
Courses: (optional) Enter course codes to
narrow search results for the output data
Course Section: (optional) Narrow output
by using Lookup and selecting specific
course sections.
Synonyms: (optional) Enter Synonyms
from Catalog LOOKUP Function not
available for this field entry
Departments: (optional) Enter one or
more departments to narrow search.
Job Aid: Section Availability Report - CSAR
17.
Divisions: (optional) Enter Division(s) to
narrow search
18.
Schools: (optional) Enter school codes or
use Lookup function to choose from list
19.
Location: (optional) Enter location codes
to narrow report, or use Lookup function
to choose from list provided
20.
Faculty Member: Enter Faculty Id or
name to narrow output of report
21.
Additional Criteria: Y / N
Additional Criteria should be used by
Power Users only
22.
Check output before printing: (optional)
23.
Execute in Background Mode: No
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Job Aid: Section Availability Report - CSAR
Job Aid: Section Availability Report - CSAR
Procedure Information:
SUMMARY STEPS AND INFORMATION
Purpose: Use the Sections Availability Report (CSAR) screen to generate a report indication
whether course sections are available. This report can include open sections and/or closed
sections, room capacity, section minimum enrollment, number of filled slots, and number of
slots still available.
Additional section criteria is also available for the advanced user that is comfortable using the
LookUp function and logical operators [and, with, every, or, when].
► The more criteria entered … the narrower the search output
Be careful not to make it too narrow ◄
Title: Section Availability Report
Mnemonic: CSAR
File Name: JA_CSAR.ppt
Application: APPS-ST-CU-CSS-CSAR
Primary Dept: Student Systems
Effective Date: October 22,2007
Revision Date:
SummarySteps
Steps
Summary
A4.
24. Output Device: Type P (printer)
25.
Printer: Type printer location or use
LOOKUP function
Selection Criteria: Type in Fieldname from
Section.Course database
A5. Relation: Type in relational operator
A6. Value: Type a literal value within quotes
Additional Selection Criteria
This section is for Power Users. Colleague
allows for data entry of fields from the
section.course database. Understanding
relational operators and database layouts
will be needed to use this section.
A7. Save:
A8. Update:
A9. Finish:
► See Step 22 – Step 25 for Printing Options◄
CSAR Main Screen
A1. Additional Selection Criteria: Type Yes
A2. Update: Click on “Ok” button
A3. Connective Operator: Select from dropdown list
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Job Aid: Section Availability Report - CSAR
Using the Guide
1.
2.
3.
4.
5.
6.
SCREEN SHORTCUTS AND GUIDE OVERVIEW
Task Bar
Actions are Bold.
Data to enter is “Italic”.
¾ Notes are bulleted.
ƒ
Field Codes
Field Names are underlined.
Click means use the mouse.
Enter means use the keyboard.
Type means use the keyboard.
Previous
Record
First
Record
Next
Record
Enter Mnemonic
or Select from
Dropdown
Execute
Button
Save Cancel
Save
CALCULATOR – Click
Icon. Click or press
calculator keys. Click
Enter. Or just type
number into field.
Original Function Keys
Shift >
Process
Help
Function
Help
Window
Insert
Window
Page
Jump
Window
Back
Field
Back
Element
Back
Field
Help
Detail
Window
Jump
Field
Jump
Window
FWD
Field
FWD
Element
FWD
F3
F4
F5
F6
F7
F1
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F2
Field
Help
Exit
CALENDAR – Click
Icon. Click Arrows to
scroll to month and year.
Click Date. Or type the
date MMDDYY-072106.
DETAILS – Click Icon to open a new window
to display or record more details for the field.
When done, click Save.
Menu
Tree
SCROLL – Indicates more than one selection is
allowed. Click Arrows to scroll up or down. This
example shows #1 is level 100.
DROP DOWN LIST –
Click Icon, Click item
on the list.
Last
Record
Save Cancel Delete
All
Record
Cancel
Exit
Refresh
Clear
EOL
Screen
Back
Direct
Access
Finish
Update
Screen
Jump
Screen
FWD
F8
F9
F11
F12
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F10
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Job Aid: Section Availability Report - CSAR
STEP BY STEP INSTRUCTION
Step 1: Login to Datatel
1.
2.
3.
4.
5.
6.
7.
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Double Click on the Datatel Icon.
Enter your “User ID” and “Password”
¾ Database should be [collive]
Click OK.
At the Datatel Menu Bar, Click on Apps
Click ST
In the Quick Access area, enter CSAR
Click Go
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Job Aid: Section Availability Report - CSAR
► All fields in Red MUST be filled with data ◄
Step 2. Print Open Sections: Yes or No
Step 3. Print Closed Sections: Yes or No
Step 4. Print Primary Only: Yes or No
(If set to “N” both primary and secondary
xlisted sections are kept in the select list
and the report includes xlisted detail lines.)
Step 5. Print by Loc or Fac: Yes or No
(If set to Location the report breaks and
prints totals when the combination of
location and term changes.)
Step 6. Print Global or Local: Global or Local
(Global printing will use the network printer
when the selected)
Step 7. Include Printed Comments: Yes or No
Step 8. Name/Address Hierarchy: (optional) sorted
outputs for printing
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Job Aid: Section Availability Report - CSAR
► Step 9 – Step XX are optional
These fields are used to narrow the search criteria,
thus limiting the output report. ◄
Step 9.
Saved List Name: (optional) Type
file name of the saved list or use
LOOKUP (…) function to view list
Step 10. Sec Dates Beg/End: (optional)
Type Section Beginning Dates
and Section Ending Dates
[ e.g. 09/04/07 12/21/07 ]
► Sections must be within the date range to be
extracted for report ◄
Step 11. Term: (optional) Type Term(s) date
or use LOOKUP(…) to view all
Terms available [e.g. 2008/3 ]
Be very careful using the LOOKUP FUNCTION, Some of the
databases are very large [e.g. the LOOKUP Function on
Savedlist names returns 1019 pages of savedlist file names
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Step 12. Subjects: (optional) Type subject(s)
to limit output to only those codes
or use the LOOKUP (…) function
to select from approved list of subjects
12 A
(12a)
(12b)
(12c)
Type LOOKUP (…) function
Enter (opens resolutions screen)
Click
(on each subject needed)
Save
(back to the CSAR screen)
Step 13. Courses: (optional) Type Course Code(s)
or use the LOOKUP (…) function to
select from approved list of Courses
[e.g. ART.-102 ]
Alert box ~ the file may be large
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Job Aid: Section Availability Report - CSAR
Step 14.
Course Sections: (optional) Type course
sections to narrow output for report
or
Type LOOKUP function (…) to select
from list of sections available
(14a) Enter (opens resolutions screen)
(14b) Click Course Section Code(s)
(14c) Save
back to CSAR menu
Step 15.
Synonyms: (optional) Type Synonym(s)
of the sections that are needed for report
as they appear in catalog
or
Type LOOKUP (…) function to select
from list of approved synonyms
(15a)
Enter
(15b) Click
(15c) Save
(opens resolutions screen)
Department Code(s)
back to CSAR menu
Step 16. Departments: (optional) Type
Department Code(s) [e.g. 42206]
or
Type LOOKUP (…) function to select
from the list of 238 Department codes
(16a) Enter
(opens resolutions screen)
(16b) Click
Department Code(s)
(16c) Save
back to CSAR menu
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Job Aid: Section Availability Report - CSAR
Step 17. Divisions:
(optional)
Type Division code's)
[ e.g. 43000 ]
or
Type LOOKUP (…) function
(17a) Enter
(opens resolution screen)
(17b) Click
on Division(s)
(17c) Save
back to CSAR screen
Step 18. Schools:
(optional)
Type school codes
[e.g. WAC ]
or
Type LOOKUP (…) function
(18a) Enter (opens resolution screen)
(18b) Click on School(s) for report
(18c) Save
back to CSAR
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Job Aid: Section Availability Report - CSAR
Step 19. Locations: (optional) Type Location(s) code's to narrow
search results [ e.g. 43000 ]
or
Type LOOKUP (…) function
(19a) Enter
(opens resolution screen)
(19b) Click
on Location(s)
(19c) Save
back to CSAR screen
Step 20. Faculty Member: Click on small gray box
Brings up the Faculty Lookup box
(20a) Type Faculty Id or last name
► Alert Box ◄
► Lookup function is not available for Faculty Member ◄
(20b) Click
(20c) Save
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Faculty name from list
Back to CSAR screen
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Job Aid: Section Availability Report - CSAR
Step 21. Additional Selection Criteria: No
Most users will not need additional criteria, experienced users
see appendix A, for additional selection criteria
(21a )
Save
(21b)
Update
Step 22. OPTIONAL Check output before printing report
(22a) Output Device: Type H (hold/browse file)
(This allows the report to be examined on the screen)
(22b) Save
(22c)
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Update
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Job Aid: Section Availability Report - CSAR
Printing CSAR reports
Step 23. Execute in Background Mode: Type N (No)
(23a) Save
(23b) Update
► Processing box will appear and show the number of
records selected and the records that match all of the criteria
that was listed on CSAR screen ◄
(23c) Click on the Finish button when all
records have been processed
► Report will show on screen: check for correct output ◄
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Job Aid: Section Availability Report - CSAR
Printing CSAR reports (continued)
After verifying correct output repeat steps X – XX
Step 24. Output Device: Type P (printer)
Step 25. Printer: Type printer location or use
LOOKUP(…) function to get a list of printers
► Entering part of the printer name with the
LOOKUP(…) function will produce a smaller
number of printers to select ◄
(25a) Save
(back to CSAR Print screen)
(25b) Save
(Print screen entries)
(25c)
Update
(25d) Execute in Background mode: No
(25e) Save
(25f)
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Update
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Job Aid: Section Availability Report - CSAR
Printing CSAR reports (continued)
► CSAR report will show number of records selected
and processed ◄
(25g) Click: Finish button when prompted
Report will print at printer selected in previous step
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Job Aid: Section Availability Report - CSAR
Additional Selection Criteria
Step A1. Additional Selection Criteria: Type Yes
Step A2. Update: Click on button
Additional Connectives: Connectives tell how the
values from the field names are chosen to
include in the select list. AND and OR are mutually
exclusive.
If you enter [AND] , Envision separately evaluates
the expression that follows and adds the resulting
selection of keys to the selection of
keys from other expressions.
If you enter [OR] , Envision evaluates the expression
that follows in conjunction with the next sequential
expression. The resulting selection is based on an
either/or evaluation of the two or more expressions.
Step A3. Connective: Click on Drop Down button
(A3.1)
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Select from list
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Job Aid: Section Availability Report - CSAR
Step A4. Select Criteria: Type field name from Section.
Courses database
Or
Type LOOKUP (…) Function to select field name
► For a better selection, limit search criteria by using
Lookup wildcard action [e.g. …course… ] this will
limit list to fieldnames with the word “course” ◄
► Alert Box if field is misspelled or does not exist in database ◄
Step A5. Relation: Type connective or
(A5a)
Click on drop down menu button
(A5b) Select from Menu
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Job Aid: Section Availability Report - CSAR
Additional Selection Criteria
Step A5. Value: Type a literal value within quotes
or
Type particle value and use the wildcard (…)
within the quotes [e.g. “NOCR-IE…” will return
NOCR-IE100, NOCR-IE200, NOCR-IE300 ]
Step A6.
Save
Step A7.
Update
Step A8. Finish: Click on Button when processing is
complete
►See Step 22 – Step 24 for Printing Options◄
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Job Aid: Section Availability Report - CSAR
Appendix A
Illustrations
► Each time information is entered into a line, Datatel assumes that the relationship is a “AND”, this interrupts to both
or all entries MUST be true before data will be returned. Thus, think of the output you are looking for and “keep it
simple”. ◄
Illustration #1:
Find all of the Distance Learning Sections (open or closed) for a certain Term:
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1.
2.
3.
4.
5.
6.
Print Open Sections: Yes
Print Closed Sections: Yes
Print Primary Only: No
Print by Location or Facility
Print Global (network) or Local printers
Include Comments: Yes/No
7.
Enter Term of the sections that are to be included in report
8.
Enter Location: DL
9.
Save
10.
Update
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Job Aid: Section Availability Report - CSAR
Illustration #1: (Continued)
Find all of the Distance Learning Sections (open or closed) for a certain term:
• Output option: Screen Type H
• Save
• Update
When processing is complete:
•Click Finish Button
• Report will display on screen
Or
Output option: Printer (See page 15 )
92 total (open/closed) Distance Learning sections
for Fall Term 2008/2
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Job Aid: Section Availability Report - CSAR
Appendix
Illustrations
► Each time information is entered into a line, Datatel assumes that the relationship is a “AND”, this interrupts to both
or all entries MUST be true before data will be returned. Thus, think of the output you are looking for and “keep it
simple”. ◄
Illustration #2:
Find all Sections for the Humanities Division for Fall 2008/2:
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1.
2.
3.
4.
5.
6.
Print Open Sections: Yes
Print Closed Sections: Yes
Print Primary Only: No
Print by Location or Facility
Print Global (network) or Local printers
Include Comments: Yes/No
7.
Enter Term of the sections that are to be included in
report
8.
Enter Divisions: Use LOOKUP (…) function to get a
list of codes allowed by Datatel
9.
Save
10.
Update
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Job Aid: Section Availability Report - CSAR
Illustration #2 (continued)
Find all Sections for the Humanities Division for Fall 2008/2:
• Output option: Screen Type H
• Save
• Update
[HOLD]
When processing is complete:
•Click Finish Button
• Report will display on screen
All Humanities sections
for Fall 2007
Total open/closed 310
Output by Location
Includes:
• Course Section
• Title and Faculty Member Assigned
• Day of the Week section meets
• Seat Count
• Section Cap
• Used Seats
• Available Seat
• Totals at end of report
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Job Aid: Section Availability Report - CSAR
Appendix
Illustrations
Illustration #3:
Find all Computer Networking (COMN) Sections Fall 2008/2
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1.
2.
3.
4.
5.
6.
Print Open Sections: Yes
Print Closed Sections: Yes
Print Primary Only: No
Print by Location or Facility
Print Global (network) or Local printers
Include Comments: Yes/No
7.
Enter Term of the sections that are to be included in
report
8.
Additional Selection Criteria: YES
9.
Save
10.
Update
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Job Aid: Section Availability Report - CSAR
Illustration #3: (continued)
Find all Computer Networking (COMN) Sections Fall 2008/2
Additional Criteria allows usage of fields in the
Sections database.
1. Connective: Type WITH
2. Fieldname: Type SEC.NAME
(to see all available fields from this
the Lookup (…) function)
database use
3. Relation: Type LIKE
4. Parameter Value: Type “COMN…”
(the illustration asked for all sections of
Use the wildcard … with the
to retrieve all sections)
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5.
Save
6.
Update
Job Aid: Section Availability Report - CSAR
Networking.
Section Name
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Job Aid: Section Availability Report - CSAR
Illustration #3: (continued)
Find all Computer Networking (COMN) Sections Fall 2008/2
• Output option: Screen Type H
• Save
• Update
[HOLD]
When processing is complete:
•Click Finish Button
• Report will display on screen
Or
Output option: Printer (See page 15 )
All COMN sections
ONLY for Fall 2007
Total open/closed 11
Output by Location
Includes:
• Course Section
• Title and Faculty Member Assigned
• Day of the Week section meets
• Seat Count
• Section Cap
• Used Seats
• Available Seat
• Totals at end of report
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Job Aid: Section Availability Report - CSAR
Appendix B
Saving To A Text File
• Output option: Screen:
• Type H
[HOLD]
• Save
• Update
• When processing is complete:
•Click Finish Button
• Report will display on screen in the
Report Browser
Any Datatel file that is taken to Report Browser area
can use the following steps:
After viewing report on the screen
• Click on Import Button
• Save Report As: Type in a file name
•Save: Click on Save Button
Report is saved as a text file
• Can be opened in Windows Notepad
• Imported as a fixed length text file
• E-mailed as an attachment
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