Enter DataStore Selection Criteria - Titan Admin

Using the DataStore

The DataStore is a set of tables where information is gathered and formatted before it is written to extract files so it can be loaded into other systems.  It will supposedly require less effort to develop extracts to met the requirements of different systems using the DataStore than it would to obtain the information directly from the source tables.

Some systems do not require all of the criteria.  Please, check the Destination System Differences to see what your system requires before entering any criteria.

Entering the Criteria

1. Navigate to Main Menu > UWO DataStore > DataStore Criteria

2. Use the search dialog to pick the DataStore Selection Criteria code. -- TitanAdmin - Using Search Dialogs

3. Enter a Description for the set of criteria.  You can use this as a reminder for why you enter different sets of criteria.

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4. Enter the Term for which information will be selected.  Either this field or the term/session grid, but not both, must be used to specify the term(s).

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5. Enter the From Term to limit transcript information to the specified term or later.  Leave this blank to include all terms.

6. Use the Term/Session grid to select a number of terms and sessions.

   1. The Seq Nbr is assigned automatically, but can be overridden.

   2. Enter the Term code.

   3. Mark the All Sessions checkbox to select all sessions in the term.  Leave this unmarked to select specified sessions.

   4. Enter a Session to select it for the DataStore.

   5. Enter a Session Group code to identify the term/session in the extract.  The same code can be assigned to different term/session combinations.

   6. Add a row for each term/session combination that should be selected for the DataStore.
      
      

7. Enter the From Date and To Date.  This range of dates is used to select the information for some systems.  The information for each system explains how and if this date range is used.
   
   

8. Enter the Name Usage, Name 2 Usage, Phone Usage, Phone 1 Usage, Phone 2 Usage, Email Usage, Email 2 Usage, Address Usage and  Address 2 Usage.  These usage codes control what types of name, phone number, email and address are put in the DataStore. Each usage code has been assigned a list of types and the first type in the list of the types a student has is the one that is stored.  Leave the usage code blank to not store any information for that item.
   
   

9. Enter the Aid Year for which information will be stored.
   
   

10. Enter the Test Selection code to determine which tests and scores will be included in the tests extract file.  This only affects the separate tests file, not the test scores which are in the student extract.  The Test Selection code must be created before it can be assigned. -- [Link for document 61865 is unavailable at this time]
    
    

11. Enter the Group Selection code to determine which student groups are used to set certain attributes in the DataStore.  The Group Selection code must be created before it can be assigned.  -- TitanAdmin - Maintain Group Selection for DataStore

12. Check the Remove Specified Characters box and enter the Characters To Be Removed if any characters need to be removed from the extract files.  The processes that load information into some systems can not handle characters which the student system accepts as valid, so the characters must be removed.

13. Enter the FTP Application that will transfer the extract files to the appropriate location.

Destination System Differences

The DataStore is intended to provide extracts for many systems, but there may be differences in how the criteria are used for each one.

Booklog SRI

The extract for Booklog SRI includes only class information.  Interim classes are supplied in a separate extract, so the Term and the Session Selection / Session Group are all required to specify which classes should be selected.

The Booklog SRI extract does not use the single Term or From Term, so they can be left blank.  Terms and sessions for Booklog SRI must be entered in the grid.  For the Session Group, enter the values Booklog expects as the Term Digit in the extract file.  Session Groups do not need to be defined elsewhere in the DataStore before they are entered here.

The From Date and To Date are not used and should be left blank.

The Aid Year does not affect the extract.

Do not create any Test Selection codes and leave Test Selection blank.  Booklog SRI does use the tests extract file.

Do not create any Group Selection and leave Group Selection blank.  Booklog SRI does not use any attributes that are based on student groups.

No characters need to be removed.

The FTP Application for Booklog SRI is "zccj60aa_01".  This transfers the extract files to S:\Exchange_Data\BookStore\ directory.

This criteria is used when creating the Booklog SRI extract. -- [Link for document 62709 is unavailable at this time]

Mapworks

The Term determines who is loaded into the DataStores.  Students must be eligible to enroll for the term and faculty/staff must be instructors or advisers for the term.  Only classes for the term are included.  The term also determines what information is stored for term-specific and year specific fields.

The From Term can be left blank, since Mapworks does not use the transcript file.

Mapworks does not use the Term/Session grid.

The From Date and To Date are not used and should be left blank.

The Aid Year does not affect who is selected.  It only determines what information is stored in aid-year-specific fields.

Test Selection can be left blank, since Mapworks does not use the tests file.

Enter the code you have chosen for Group Selection.  The Mapworks extract does include attributes that are determined by student groups.

No characters need to be removed.

The FTP Application for Mapworks is "zccj060a_01".  This transfers the extract files to the S:\Exchange_Data\?\ directory.

This criteria is used when creating the Mapworks extracts. -- [Link for document 59659 is unavailable at this time]

Tk20 for COEHS

The Term determines who is loaded into the DataStores.  Students must be eligible to enroll for the term and be in a program in the College of Education and Human Services (COEHS).  Faculty/staff must be instructors or advisers for the term.  Only classes for the term are included.  The term also determines what information is stored for term-specific fields.

The recommendation for Tk20 is to enter a From Term that is two terms before the current term.

Tk20 does not use the Term/Session grid.

The From Date and To Date are not used and should be left blank.

Tk20 only accepts one address, phone number and email address for each student.

The Aid Year does not affect who is selected.  It only determines what information is stored in aid-year-specific fields.

Enter the code you have chosen for Test Selection.  Tk20 for COEHS uses the tests extract file.

Group Selection can be left blank.  Tk20 does not use any attributes that are based on student groups.

The apostrophe (') and ampersand (&) characters must be removed.

The FTP Application for Mapworks is "zccj060n_01".  This transfers the extract files to the Tk20 server.

This criteria is used when creating the Tk20 extracts for COEHS. -- [Link for document 61874 is unavailable at this time]

Tk20 for Social Work

The Term determines who is loaded into the DataStores.  Students must be eligible to enroll for the term and be in the Social Work program.  Faculty/staff must be instructors or advisers for the term.  Only classes for the term are included.  The term also determines what information is stored for term-specific fields.

The recommendation for Tk20 is to enter a From Term that is two terms before the current term.

Tk20 does not use the Term/Session grid.

The From Date and To Date are not used and should be left blank.

Tk20 only accepts one address, phone number and email address for each student.

The Aid Year does not affect who is selected.  It only determines what information is stored in aid-year-specific fields.

Test Selection can be left blank.  Tk20 for Social Work does not use the tests extract file.

Group Selection can be left blank.  Tk20 does not use any attributes that are based on student groups.

The apostrophe (') and ampersand (&) characters must be removed.

The FTP Application for Mapworks is "zccj60ak_01".  This transfers the extract files to the Tk20 server.

This criteria is used when creating the Tk20 extracts for Social Work. -- [Link for document 69512 is unavailable at this time]