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Banner Training Reference Guide
POPULATION SELECTION (PopSel) 201 Updated 6/12/2012
Copyright © Ellucian 2008-2012. This document is proprietary and confidential information of one or more of the Ellucian companies and is not to be copied, reproduced, lent, displayed used or distributed except under license from Ellucian. Third party copy centers are advised that clients of Ellucian that have licensed the underlying technology associated with this documentation have a valid license to copy and use this documentation in accordance with that underlying license.
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Table of Contents Introduction ...................................................................................................................... 4
Define The Population ................................................................................................... 4 Articulate and Define the Objective ................................................................................... 4 PopSel Worksheet ............................................................................................................................. 6
Create the Population Selection ........................................................................... 7
Extracting Data For A PopSel ................................................................................. 11
Mapping your JobSub (J:drive) .................................................................................. 16
Viewing The Selected Data ........................................................................................ 16
Printing The Selected Data ..................................................................................... 18
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Introduction The purpose of a Population Selection (PopSel) is to select the PIDIMs of persons or non-‐persons in the system, based on rules that you develop using SQL-‐type statements. Because the process only selects PIDMs, you cannot use it for selecting courses, gifts, rooms, pledges or any other information. Only PIDMs can be selected, and only persons or non-‐persons have PIDMs. Population Selection involves three processes:
• You must define your population, • Run the Population Selection Extract Program, and • You may view and edit the results of your selection.
Once you have a list of PIDMs that meet your selection criteria, you can use it in combination with many Banner reports and processes, as well as with Banner Letter Generation.
Define The Population
Articulate and Define the Objective You want to state the objective of the Population Selection clearly, in non-‐technical language. By doing this, you will identify the individual forms and data that you will use to create the Population Selection. Once this is done, you will need to go to the individual forms, where the data is captured, and get the Table and Field names. Use the attached worksheet to note the information items, Table and Field names, and individual code values you want to use.
To get the Table and Field names, do the following: 1. Access the individual form where the information is captured
2. Retrieve a current record
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3. Click in the field you want to use in the Population Selection (i.e. E-‐mail type)
4. Select Help from the Main Menu bar at the top of the form 5. Select Dynamic Help Query
6. Write down the Table (Block) and Field names (i.e. GOREMAL;
GOREMAL_EMAL_CODE)
7. Write down the specific code values for that field that you want to use (i.e. GU, MA) 8. Redo these steps for every form and information item you want to use in the
Population Selection
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PopSel Worksheet
Information Item Form Name
Table Name to use with PIDM (use in 'Select field')
Table Name(s) (use in ‘From’ field)
Field Name(s) (use in 'Data Element' field) Operator Code
Value(s)
i.e. Email type GOAEMAL GOREMAL_PIDM GOREMAL GOREMAL_EMAL_CODE = ‘GU’
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Create the Population Selection
Population Selections are defined on the Population Selection Rules Definition Form GLRSLCT. It can be found in the Population Selection sub-‐menu. You can use this form to build rules for a new selection, or to view rules for existing selections. Follow the steps below to create your Population Selection:
1. Access the GLRSLCT form
2. Select the Application according to Module/System. Think of the Application as a category. Since every system uses population selections, there can be many selections, often with similar names. By using a category, it is much easier to group selections. Double click in the field for a list of available Application codes.
3. Type in a Selection ID. This is the name of the Population Selection. When creating a new selection, take care to give it a name that is descriptive of what it selects (using the underscore for any spaces), and easy to remember. Double click to view a list of Selection Ids that have been created for the Application you specified.
4. The Creator ID is the ID of the person who created the Population Selection. Only the creator can change the rules of the selection.
5. Click in the Description block. This field should be empty. If not, then a selection
already exists for that Application and Creator ID combination. 6. The Description can be mixed case and have spaces, but it should always help to
identify who is being selected. 7. Next to the Description field is a checkbox to indicate if the selection is ‘Manual’ or
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not. A Manual selection is one where the creator defines how the tables will be joined (connected). Banner assumes that the PIDM will be used to join tables unless otherwise indicated here. This will be true in about 90% of the selections you create. If you decide to have a Manual join, or will be running 2 Population Selections against each other using a Union, Intersection, or Minus, select the Manual checkbox. A note about Unions, Intersections, and Minuses:
When the Population Selection extract process is used to combine two sets of rules (two Population Selections) you can indicate how you want the two extracts to interact. Unions combine the results of two selections (without any duplicate PIDMs). Intersections select only those records that appear in both selections. Minuses subtract the second selection from the first and lists those records remaining. In the first two instances (Union and Intersections), the order you specify the selections is not important. In a Minus, however, it is critical that you list the selections in the correct order.
Include (Union)
Intersection
Exclude (Minus)
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8. The Lock checkbox, if selected, will not allow other users to run the population selection process or to alter the results of the process on the GLAEXTR -‐ Population Selection Extract Data Form for this population selection.
9. The Delete checkbox, if selected, allows the user to delete all the rules associated with this Selection ID at once instead of one at a time. This will also delete all ID’s with the same User ID as Creator ID which are associated with the respective population selection.
10. Click in the Select field.
11. The Select field must contain the name of a Banner Table, followed by an underscore
and the word PIDM. Always reference the larger of the Table names if you are using more then one Table to pull information from.
12. The From field should contain the names of all the Tables (Blocks) that you are using in your Population Selection. Start with the smallest of the Tables and work to the largest, separating them by a comma.
These two requirements form the basis of understanding Population Selections, so let’s look at them further:
• Since the process can only select PIDMs, you can not use the process for selecting other data. For example, Population Selections cannot be written that will select gifts over $100 for a particular campaign. It can be used to select donors who have made gifts over $100. It cannot be used to select courses at the 400 level or above, but can be used to select students enrolled in courses at the 400 level or above.
• Since Population Selections only select unduplicated PIDMs, you do not need to worry about multiple names in the system, or in your selection.
13. Click in the Data Element column
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14. The Rules Block contains the specific parameters (rules) for the Population
Selection. Parameter Description Example
( Used when linking 2 rules together
Data Element Enter the Field names, from the worksheet, that you want to use in the Population Selection. Always place the ‘smallest’ field name FIRST, and work down to the ‘largest’ field name
SARADAP_TERM_CODE_ENTRY
Operator This is the ‘verb’ of the rule. Use the pull down list for available operators
=, <>, IN, NOT IN, LIKE, NOT LIKE, etc.
Value Specific code values used to qualify the person or non-‐person in the Population Selection. Enclose all values (codes) in single quotes. When using several values (codes), enclose each one in single quotes, separate them all by commas, and enclose the entire group in
‘200110’ (‘200110’,’200120’,’200130’) &term
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parentheses. You can also use dynamic variables in this column, and be prompted for specific values (codes) when the Population Selection is run
) Use in conjunction with the ‘(‘ column to link 2 rules together
And/Or Links rules together. Use AND if you want the person to qualify for each rule created. Use OR if record can qualify for first rule OR second rule OR third rule, etc.
15. When you have defined your Selection, <Save> it and Exit the form. Banner will run a process to compile your Selection into true SQL.
Extracting Data For A PopSel Once you have defined your selection on GPXDATA, you must run a process to extract the data (PIDMs only) from Banner. Follow the steps below to run the Population Selection extract process:
A. Access the GPXDATA process
B. Process field should say GPXDATA C. Click in the Values column
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D. Enter in the Values accordingly IN CAPS
Parameter Response 01 POPSEL Application ID Required-‐ Enter the “Application ID” for all of
the specified “Selection ID”s. 02 POPSEL Selection ID (Primary) Required-‐ Name your primary “Selection ID”. 03 POPSEL Creator ID Required-‐ Enter the Creator ID of the person
who created the Selection ID(s). NOTE: All ”Selection IDs” have the same “Application ID” and “Creator ID”.
04 Run this POPSEL Required-‐ Enter one or more “Selection ID”s for POPSEL(s) you want to run.
05 Include POPSEL with Primary Optional -‐Enter one or more “Selection ID”s for POPSEL results you want to include in your primary “Selection ID”.
06 Exclude COUPLES from Primary Optional -‐ – Enter one or more “Selection ID”s for POPSEL results you want excluded from
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primary “Selection ID”. Both primary and corresponding spouses records are excluded from primary “Selection ID”.
07 Exclude INDIVS from Primary Optional-‐ Enter one or more “Selection ID”s for POPSEL results you want excluded from primary “Selection ID”. Only individual record is excluded from the primary “Selection ID”.
08 Intersect PIDMs with Primary Optional-‐ Enter one or more “Selection ID”s for POPSEL results you want intersected with the primary “Selection ID”.
09 Clear/Trunc Primary Selection Required – Clear results of primary “Selection ID” before any processing begins. YES = Clear all except manually inputted POPSEL records. ALL = Clear all including manually inputted POPSEL records. NO = Do not clear primary “Selection ID” results. Default = YES.
E. Click on Submit
F. <Save> G. If there were any Dynamic Variables in the Rules of the Population Selection, the
cursor will jump back to the Parameter block. All values (codes) for Dynamic Variables are required. Enter the values (codes) accordingly. Click on Submit again and then <Save> again to run the Population Selection with the Dynamic Variables
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you specified.
H. To view the number of records that were extracted for the Population Selection:
1. Access the GWASPOL form by selecting Options from the main menu bar or Right Click and select Review Output from the menu a. Select ‘Review Output’
OR
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b. Double click on the gpxdata…lis file or highlight it and click the View/Open
Spoolfile tab
c. This will open another window in your browser (be sure your popup blocker
is off)
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d. Close this window to return to the GWASPOL form.
Mapping your JobSub (J:drive) If you have not mapped the J drive to your JobSub directory, do the following:
a. Right click on ‘My Computer’ on your desktop
b. Select ‘Map Network Drive’ from the menu c. Select the J drive from the pull down menu (make sure it’s not already
mapped to something)
d. Type ‘\\SJ\JOBSUB’ for the Path or Folder e. Select ‘Reconnect at logon’ f. Click OK or Finish Once this mapping is established, you can open Word or Excel and select the J drive to view the same files you would see in your spooler (GWASPOL) in Banner.
Viewing The Selected Data
A. The Population Selection Extract Inquiry Form (GLIEXTR) displays the IDs in a population.
The IDs can be sorted by Name or ID. This form is used for viewing only, you can’t update or change the results.
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B. The Population Selection Extract Data Form (GLAEXTR) displays the data (this time sorted by
PIDM), and can be used to modify the results of a population extract. Only the User who extracted the IDs can access a Selection ID on GLAEXTR. You can add or delete records as needed. (Notice that the form displays deceased persons, as well as those who have requested confidentiality, and indicates if a record was created manually or by the system).
The purpose of the Population Selection process is not simply to create a list of names, but to create a set of records that can be used as a base for other Banner reports and processes. You will find that many reports and processes allow you to include the name of a selection (Selection ID, Application and Creator) in the parameters. Banner Letter Generation also allows you to generate letters to people and organizations in a Population Selection.
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Printing The Selected Data To print a list, with ID and Name, of the records extracted from the Population Selection, do the following:
A. Access the GPOPSEL process
B. The Process field should say GPOPSEL C. Click in the Values column
D. Enter in the values accordingly, IN CAPS:
Parameter Response 01 Application Enter the code of the Application which
controls the Selection ID to be processed 02 Selection ID Enter the name of the Population Selection.
NOTE: If you performed a Union, Intersection,
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or Minus, this Selection ID would be the NEW Selection ID you created
03 Creator ID Enter the Creator ID of the person who created the Selection ID
04 User ID Enter the User ID of the person who is running the Selection
E. Click on Submit F. <Save>
G. This will provide you with a gpopsel…log and a gpopsel…lis file (notice the Help Line
at the bottom of the form to make sure these files are created) H. Select ‘Review Output’ from the Options Menu to access the GWASPOL form or
access your JobSub directory to view the .lis file (Refer to step 2 on page 15) or Right click and select Review Output
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To view the list, click on the View/Open Spoolfile tab
I. To print the list, return to the GWASPOL form
1. Highlight the gpopsel…lis file 2. Click the printer icon on the horizontal toolbar or click the Print Spoolfile tab
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3. Enter the appropriate parameters
4. Click the Print button to print list
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