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Printed Schedule Production using Access and PageMaker

Printed Schedule Production using Access and PageMaker. Presented By Connie Baker Ventura County Community College District Ventura College. cbaker@vcccd.net. Simplify Printed Class Schedule Production. Use Application Programs to do the work MS Access PageMaker

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Printed Schedule Production using Access and PageMaker

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  1. Printed Schedule Production usingAccess and PageMaker Presented By Connie Baker Ventura County Community College District Ventura College cbaker@vcccd.net

  2. Simplify Printed Class Schedule Production • Use Application Programs to do the work • MS Access • PageMaker • Decreased Production time • Concentrate on Content Proofing • Getting the schedule out sooner • Reduced staff burnout

  3. PageMaker Schedule Production • PageMaker is designed for publications • Can handle large documents easily • Narrative is produced in PageMaker • Narrative and Class Schedule sections are easily merged • Has many of the features of a word processor • PageMaker’s functionality allows us to significantly reduce schedule production time

  4. Basic Schedule Download Flow • Using MS Access pull schedule from Banner view • Merge Access schedule into MS Word. • Begin Formatting and Content Proofing • Ventura College: • Saves the Word document as a text file • “Places” the schedule in PageMaker prior to formatting and content proofing

  5. Access to Word Merge Agriculture AG...V03...Plant.Biology....................3.00.Units CAN.AG.8..Field.trips.may.be.required. Transfer.credit:.CSU;.UC. 31919.FARRELL.JM..............07:00pm-09:50pm.W..........AA-8.........3.00 PLUS....................2.00.HRS/WK.ARR............AA-8 NOTE:.CRN.31919.HAS.FOUR.SATURDAY.LABS.SCHEDULED.ON.FEB..1, FEB...22,.MARCH.8.AND.APRIL.5.FROM.9:00.A.M..TO.5:00.P.M. AG...V21...Intro.to.Pest.Managemnt..........3.00.Units Field.trips.may.be.required..Transfer.credit:.CSU. 38299.RODRIGUES.DF............06:00pm-08:50pm.Th.........AA-8.........3.00 AG...V54...Cnserve.Natural.Resources........3.00.Units Field.trips.may.be.required..Transfer.credit:.CSU;.UC. 32238.FARRELL.JM..............08:30am-09:50am.TTh........AA-8.........3.00 American.Ethnic.Studies AES..V02B..Native-American.Hist.II..........3.00.Units Field.trips.may.be.required..Transfer.credit:.CSU;.UC; credit.limitations.-.see.counselor..Same.as.HIST.V05B. 33017.EVANS.JM................08:30am-09:20am.MWF........AA-7.........3.00 33020.MILLER.JL...............07:00pm-09:50pm.W..........K-3..........3.00 AES..V11...Racial/Ethnic.Relations..........3.00.Units Transfer.credit:.CSU;.UC;.credit.limitations.- see.counselor..Same.as.SOC.V03. 33151.MELLINGER.W.............09:30am-10:20am.MWF........AA-6.........3.00 33152.SERRANO.GA..............07:00pm-09:50pm.M..........SCI-231......3.00 AES..V20...Intro.to.Chicano.Studies.........3.00.Units Field.trips.may.be.required...Transfer.credit:.CSU;.UC; credit.limitations.-.see.counselor..Same.as.CHST.V01.

  6. Problems with the Basic Layout • The document is very large • VC’s Spring 2003 Schedule had 6793 lines • Each line ends in a carriage return • No flowing paragraphs • There are no tabs in the merged document • Line by line formatting is required • Styles and fonts • Can take several weeks to format and proof content

  7. What Would Make Formatting Easier? • Replacing the spaces with tabs • This would allow more control over the layout • Identify specific types of text or patterns • Discipline line • Use Find and Replace to: • Assign Fonts and/or Style • Characters • Paragraph and Tab Marks • Add additional text

  8. Using PageMaker to Replace Spaces With TABs • PageMaker’s Text-only import filter. (.txt) • It asks what you would like to do with spaces? • With this option set, it will replace 3 or more spaces with a tab.

  9. Potential use of Find and Replace • Find specific types of text and/or patterns • Discipline line • Course line • Class Notes: Catalog level and CRN level • Replace • Assign College preferred Styles to the identified line • Font, point size, tab settings, bolding • Assign the formatting and style all at once • Add additional text • Requires identifiable patterns to search on

  10. Identifiable Schedule Patterns • Existing patterns in the schedule • CRNs • Paragraph marks at the end of every line • After placement in PageMaker, Tab marks • Additional Patterns are needed • Need to create the additional patterns

  11. Creating Patterns • Use MS Access • Field data can easily be updated using queries • The table already exist. • Add a character to the beginning/end of the text field • Use a different character to identify specific lines of text • Discipline • Course line • Notes • Use Unique characters that are not normally found in the schedule • @ # % * • A combination of the above

  12. Discipline Course Catalog Notes CRN Notes Access to Word Merge Agriculture AG...V03...Plant.Biology....................3.00.Units CAN.AG.8..Field.trips.may.be.required. Transfer.credit:.CSU;.UC. 31919.FARRELL.JM..............07:00pm-09:50pm.W..........AA-8.........3.00 PLUS....................2.00.HRS/WK.ARR............AA-8 NOTE:.CRN.31919.HAS.FOUR.SATURDAY.LABS.SCHEDULED.ON.FEB..1, FEB...22,.MARCH.8.AND.APRIL.5.FROM.9:00.A.M..TO.5:00.P.M. AG...V21...Intro.to.Pest.Managemnt..........3.00.Units Field.trips.may.be.required..Transfer.credit:.CSU. 38299.RODRIGUES.DF............06:00pm-08:50pm.Th.........AA-8.........3.00 AG...V54...Cnserve.Natural.Resources........3.00.Units Field.trips.may.be.required..Transfer.credit:.CSU;.UC. 32238.FARRELL.JM..............08:30am-09:50am.TTh........AA-8.........3.00 American.Ethnic.Studies AES..V02B..Native-American.Hist.II..........3.00.Units Field.trips.may.be.required..Transfer.credit:.CSU;.UC; credit.limitations.-.see.counselor..Same.as.HIST.V05B. 33017.EVANS.JM................08:30am-09:20am.MWF........AA-7.........3.00 33020.MILLER.JL...............07:00pm-09:50pm.W..........K-3..........3.00 AES..V11...Racial/Ethnic.Relations..........3.00.Units Transfer.credit:.CSU;.UC;.credit.limitations.- see.counselor..Same.as.SOC.V03. 33151.MELLINGER.W.............09:30am-10:20am.MWF........AA-6.........3.00 33152.SERRANO.GA..............07:00pm-09:50pm.M..........SCI-231......3.00 AES..V20...Intro.to.Chicano.Studies.........3.00.Units Field.trips.may.be.required...Transfer.credit:.CSU;.UC; credit.limitations.-.see.counselor..Same.as.CHST.V01. 33023 ROCHA J 10:30am-11:50am TTh K-2 3.00

  13. Access Schedule From View

  14. Access Queries • Use Rtyp and Rseq as query search criteria • Discipline line constant value: • Rtyp 10 and Rseq 000 • Add a unique character to the beginning of the text line that meets the criteria • Continue the same process for each line • Build all the queries into a Macro

  15. Access Schedule After Macro Has Run

  16. Access to Word After Macros %Agriculture @AG V03 Plant Biology 3.00 Units CAN AG 8. Field trips may be required.## Transfer credit: CSU; UC.## ?31919 FARRELL JM 07:00pm-09:50pm W AA-8 3.00 ? PLUS 2.00 HRS/WK ARR AA-8 NOTE: CRN 31919 HAS FOUR SATURDAY LABS SCHEDULED ON FEB. 1,** FEB. 22, MARCH 8 AND APRIL 5 FROM 9:00 A.M. TO 5:00 P.M.** @AG V21 Intro to Pest Managemnt 3.00 Units Field trips may be required. Transfer credit: CSU.## ?38299 RODRIGUES DF 06:00pm-08:50pm Th AA-8 3.00 @AG V54 Cnserve Natural Resources 3.00 Units Field trips may be required. Transfer credit: CSU; UC.## ?32238 FARRELL JM 08:30am-09:50am TTh AA-8 3.00 %American Ethnic Studies @AES V02B Native-American Hist II 3.00 Units Field trips may be required. Transfer credit: CSU; UC;## credit limitations - see counselor. Same as HIST V05B.## ?33017 EVANS JM 08:30am-09:20am MWF AA-7 3.00 ?33020 MILLER JL 07:00pm-09:50pm W K-3 3.00 @AES V11 Racial/Ethnic Relations 3.00 Units Transfer credit: CSU; UC; credit limitations -## see counselor. Same as SOC V03.## ?33151 MELLINGER W 09:30am-10:20am MWF AA-6 3.00 ?33152 SERRANO GA 07:00pm-09:50pm M SCI-231 3.00

  17. Basic PageMaker Set-Up • Set up your main document • VC uses 2 columns per page • Margins • Set up your Styles • Set up a style for each type line you have identified • VC created one basic style with all tab settings • All other Styles are based on our basic Style

  18. PageMaker Formatting • “Place” the schedule.txt file (import) • Assign the basic style to entire document • Edit Story • Change and Find • Find “@” • Change to “@” with paragraph attributes set to desired Style for the line • In some cases you are looking for a combination of paragraph mark and a special character • To find evening classes, search on time patterns • This process takes approximately 2 to 3 hours

  19. PageMaker Scripting • PageMaker has a script function • Almost all commands used can be scripted • Create a script with all the Find and Change commands • Run scripts to format the schedule

  20. Ventura College Schedule Format Process • Download from Banner using Access • Merge Schedule into Word, save as .txt file • Place .txt file into PageMaker • Assign basic style to entire document • Run Scripts • The Spring 2003 schedule process was completed in 5 minutes

  21. Types of Formatting Assigned • Master Style is assigned to entire document • Separate styles are assigned to • Discipline • Course • Notes • Evening Classes • Other Modifications built into the script • CRN line indented • CRN Notes are indented • Meeting Days are moved to make more readable • All Notes are changed to flowing paragraphs • Gramatical errors are corrected • Prereq, Coreq, Recommend Prep are bolded • Formatting errors caused by Style assignments are corrected

  22. PageMaker Schedule After Script

  23. Press Ready Schedule

  24. Benefits to Using This Process • The schedule is formatted VERY quickly • More time can be spent on Content Proofing • Schedule can be out sooner • Access macros and PM scripts are easily modified to changing needs of college • Access macros can be built to identify other types of data, that can be downloaded separately • All off campus classes • Classes starting on a certain date • Summer Early Start in May • Summer Regular Session, June start

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