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III and Banner: Making the Data Work for You

III and Banner: Making the Data Work for You. Barbara Kriigel and Patrick Armatis University of Michigan--Dearborn. University of Michigan--Dearborn. 8,000 students Commuter campus Banner went live for fall 1997 term (Student and Financial Aid) Implemented GUI, version 2.1.5

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III and Banner: Making the Data Work for You

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  1. III and Banner: Making the Data Work for You Barbara Kriigel and Patrick Armatis University of Michigan--Dearborn

  2. University of Michigan--Dearborn • 8,000 students • Commuter campus • Banner went live for fall 1997 term (Student and Financial Aid) • Implemented GUI, version 2.1.5 • Currently running 3.1 • Library participated in implementation and continues to participate post-imp

  3. Banner • Made up of a number of primary systems • Student, Alumni/Development, Finance, Financial Aid, Human Resources, etc. • Each primary system is comprised of application modules • Ex. Student system has recruiting, admissions, registration, general person, etc. • Each application module has associated forms (screens) • windows group fields of related information

  4. Banner Security • Security can be placed at a variety of levels depending on user’s need • system level, application level, form level--UMD goes to application/form level • User “rights” can be set at various levels • query only, query/update, query/update/delete • Be restrictive in assigning security levels and add additional “rights” as necessary • UMD experienced significant paranoia in allowing access to Banner

  5. Banner Forms • Validation Forms • define values which can be entered in specific fields • Rule/Control Forms • define rules which impact processing on other forms • Application Forms • where you enter, update or view information • Query Forms • view information only

  6. Banner Form Names 7-LETTER FORM NAMES SOAHOLD (form to place/release a hold) • Position 1-- primary system owning form • S=Student, A=Alumni, F=Fin., R=Fin. Aid, etc. • Position 2 -- application module owning form • O=Overall, A=Admissions, P=Person, etc. • Position 3 -- type of form, report, process or table • A=Application, Q=Query, V=Validation, etc. • Positions 4-7 -- name for form, process, etc. • HOLD, ZIPC, CNTY, etc.

  7. Forms & Data Relevant to Library • HOLDS • SOAHOLD -- place/release a hold • STVHLLD -- defines hold codes, description of code, and what restrictions are associated with code • registration, enrollment verification, transcript, graduation, grades, accounts receivable can be blocked • REGISTRATION • SFAREGQ -- list of courses (by term) for which a student registered

  8. Forms & Data Relevant to Library (cont) • IDENTIFICATION FORM • SPAIDEN -- name(s), address(es), phone(s) • COMMENT FORM • SPACMNT -- any kind of information can be stored in a comment field; UMD stores library barcode in a comment field • STVCMTT -- define comment codes, description of code • DEGREE SUMMARY FORM • SHADGMQ -- Graduation status & term

  9. Forms & Data Relevant to Library (cont) • FACULTY INFORMATION FORM • SIAINST -- status, category, staff type, college, dept, etc. • UMD uses info to assign ptype, privileges, etc. in III • E-MAIL ADDRESS • GOAEMAL -- e-mail addresses (preferred), unique names, etc. • GTVEMAL -- defines codes, description of code

  10. Forms & Data Relevant to Library (cont) • Personal Menu • GUAPMNU • user defines list of forms included on menu • helps eliminate need to know 7-letter form name or clicking through menus • helps provide security • UMD Circulation staff personal menu • SOAHOLD, SIAINST, SPAIDEN, SPACMNT, SFAREGQ, GOAEMAL, SHADGMQ, GUAPMNU

  11. Future Areas of Interest to Library • Accounts Receivable • Financial Aid for library student workers • Fund raising/donors in Alumni

  12. Placing Holds • Create a III file of patrons who need holds • print list with Banner ID (ID, SSN) and name • script can be written to automatically place hold • Place Hold • Search ID/Name, verify that hold does not exist, select type of hold (ex. LB), use today’s date as “FROM” and default date for “TO”, add originator code (ex. LIBR), save, rollback/exit • UMD not using reason for hold or amount

  13. Releasing Holds • Retrieve patron Banner record • Change “TO” date to current date and save • as soon as record is saved, all restrictions associated with hold are released • Can temporarily release hold by changing “FROM” date to a future date • WARNING: Anyone with update access to SOAHOLD can place/release ANY hold

  14. Creating an III Patron File

  15. Why create your own queries? • Library can create/update patron file as often as necessary • on old system, ITS staff created file as their time allowed • Data is up-to-date and accurate • less hand-keying by library staff • Library controls content and format of data in patron record

  16. Creating a Patron File • Locate where data is stored in Banner • Create a Microsoft Access query • library staff attended Access training sessions • other SQL software packages are available; use package commonly used by institution • Convert data into format for III • Load data in III

  17. Locate Data • Data may be in an Oracle table different than the Banner form where you view the data--Banner form usually consists of multiple Oracle tables • Using the Dynamic Help Query to determine table name of data • Banner form data may be “calculated” at time of viewing and thereby not available on the Oracle tables

  18. Creating an Access Query • Linking Tables • data is scattered across several tables, linking the tables together creates a new table which contains only specified information • PIDM (Personal Identification Master) • unique number assigned when a “general person” record is created (equivalent to III’s patron record number) • found on all Oracle tables • does not display in Banner anywhere

  19. Creating an Access Query (cont) • Selecting the data from tables • select all information needed • each data element is located in it’s own field (ie last, first and middle name) • different data “types” are stored in the same table (ie permanent, business, mailing addresses • indicators • Change - denotes previous data • Primary - denotes preferred data • Inactive - denotes expired data

  20. Creating an Access Query (cont) • De-duping • check for dups (duplicates) while building query in order to determine: • why dup occurred (missing indicator, duplicate record in Banner) • can dup be prevented (use indicator, create separate query, multiple linking) • change query to prevent dup • if dup can’t be prevented, decide if data is necessary

  21. Creating an Access Query (cont) • Adding subsequent tables • link next table and check results (dups, correct info, etc) • sometimes necessary to go back and change earlier query • Running queries • can be time consuming depending on system usage, hardware, software, query logic, etc. • results may vary since Banner is real time system

  22. Creating an Access Query (cont) • Tips for creating queries (Lessons learned the hard way) • start with one table at a time • for complicated tables (ie address, phone) create simple query which contains only data type you desire • create one “master” query that uses table of PIDMs to extract all necessary data • use macros to import and export data, run queries, etc.

  23. Result36 Banner data elements (from 9 oracle tables and 4 mapping tables) 13 III patron fields

  24. Converting Data • III format options for importing patron data • MARC • 80-Column Punched Card Image • Text File Image • Text File Image with RECORD label • Other formats possible (contact III) • comma delimited

  25. Load Data • FTS/FTP data into III • Load the Patron Records • Read/Write Marc records • Check the error log and make corrections • patron record in use by system

  26. How Much Time is Spent? • The entire process (querying, converting, loading and making corrections) takes 30 minutes at UMD • Time varies depending on system usage, full load vs partial load, etc.

  27. Synchronizing Holds between Banner and III • Create Access query to compare holds in Banner and III • verify that everyone who should be on hold is actually on hold and vice versa • Place and release holds as necessary

  28. Script to Automatically Place Holds in Banner • “Create a list” in III of patron records who meet criteria • “List” desired data to a file • Convert III data to comma delimited file • Load file into Access and update LB_HOLD Oracle table • Login to server and run script • View LB_HOLD Oracle table for results (ie holds placed, patrons not found)

  29. Questions?????? Presentation available at: http://www.umd.umich.edu/lib/iug Barbara Kriigel bkriigel@umich.edu 313/593-5614 Patrick Armatis parmatis@umich.edu 313/593-5564

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