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| |A list of fields where the SAM student data does not match the NEON student data. Identifies which fields needs to be addressed in order for SAM and NEON student data to match. | | |A list of fields where the SAM student data does not match the NEON student data. Identifies which fields needs to be addressed in order for SAM and NEON student data to match. |
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| =='''[[Banner]]'''==
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| There are two SAM tables that have data imported from Banner: '''student and class schedules'''. The Banner data extract format can be either a [[Wikipedia:Comma-separated_values|CSV]] file or a tab-delimited text file. Ideally the end-user should be able to run the Banner extract on demand and save the data to a local file. This local file would then be loaded by the end-user into SAM using the QuickBase [http://www.quickbase.com/help/default.html#importing_data.html import data] feature.
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| The DSP should submit a copy of the student and class schedule data fields to their Banner IT representative. From that point the Banner IT representative can assemble a script containing all students receiving disability services. Now the DSP has a list from Banner that contains all of the fields to import into SAM. The Banner IT representative should make the script into a process that the DSP can use weekly to update SAM.
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| The Banner Student extract should contain a single row for each student. The student extract would not contain a row for every student in Banner, so a mechanism must be in place within Banner to identify or flag disability services students, as only those students should be included in the extract.
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| The Banner class schedule extract should contain a single row for each class of a student. For example, if a student is taking three classes, there would be three rows of data, one for each class with the same student identifier. The class schedule extract would not contain a row for every student class in Banner, so a mechanism must be in place within Banner to identify or flag disability services students, as only the class schedules of those students should be included in the extract.
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| =='''PeopleSoft'''==
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| To synchronize PeopleSoft data with SAM data, you will perform an [http://www.quickbase.com/help/default.html#importing_data.html import data] of a flat .txt or .csv file into SAM. The flat file is essentially the data file provided by PeopleSoft, but with an additional column pre-pended to each row that uniquely identifies the student record in SAM. The additional column is the unique SAM key field Student ID#.
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| Either the Microsoft Access application ps2sam.mdb or the PeopleSoft to SAM Web Conversion Utility can be used to append the Student ID# to the PeopleSoft data file.
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| With the addition of the Student ID# column, the import of data into SAM then becomes an update import and updates records in SAM rather than creating new records. If the Student ID# value in the data file row exists within SAM, then the imported row of data updates the existing record in SAM. If the Student ID# value in the data file row does not exist within SAM, then the imported row of data creates a new student record in SAM during the import.
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| Source Data
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| ===Source Data===
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| ====<u>PeopleSoft</u>====
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| The data file received from PeopleSoft is a Microsoft Excel file consisting of a row for each student.
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| ====<u>SAM</u>====
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| In SAM, the structure of the student table contains most of the fields referenced in the PeopleSoft file, plus many more. There are fields for Student ID, First Name, Last Name, Address1, Address2, City, State, Zip Code, Email, Phone Number, Academic Level, and Business Plan. However, Student ID is not the key field in SAM. Instead, SAM contains a unique key field on each student record called Student ID#. It is an auto-assigned integer value that is meaningless other than uniquely identifying the student record. To locate or update a student record in SAM, you use the Student ID#.
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| ====<u>Mapping</u>====
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| {| class="wikitable" border="1"
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| ! PeopleSoft File Column !! SAM Student Table field !! Notes
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| | Student Group Effective Date || ||
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| | Student Group Status || Status || A = ACTIVE, I = INACTIVE
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| | PeopleSoft ID || Student ID ||
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| | Last Name || Last Name ||
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| | First Name || First Name ||
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| | Middle Name || Middle Name ||
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| | Address || Address1 ||
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| | City || City ||
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| | State || State ||
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| | Postal Code || Zip ||
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| | Preferred Phone Number || Phone || Formatting removed
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| | Alternate Phone Number || Alternate Phone || Formatting removed
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| | Alternate Phone Type || Alternate Phone Type ||
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| | Email || Email ||
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| | Ethnic Grp || Ethnicity ||
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| | Gender || Gender || M = MALE, F = FEMALE
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| | DOB || Date of Birth ||
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| | Cum GPA || ||
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| | Academic Level || Academic Level ||
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| | Plan Code || Business Plan ||
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| | ERRS DSSVD Code || ERSS – D Code ||
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| | ERRS DSSPS Code || ERSS – A Code ||
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| |}
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| ===Building the SAM Import File using Microsoft Access===
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| A Microsoft Access application can be used to compare the PeopleSoft and SAM Student files and generate a flat .txt file that can be imported into SAM.
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| Using the Microsoft Access application assumes the following:
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| # The PeopleSoft data file will not contain the SAM Student ID#.
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| # You are manually maintaining the Student ID in SAM.
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| # If there is not a match on Student ID between SAM and PeopleSoft, the PeopleSoft row will be inserted to SAM.
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| # If there is a match on Student ID between SAM and PeopleSoft, the PeopleSoft row will update the SAM row.
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| The Access application contains the following objects:
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| Tables:
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| {| class="wikitable" border="1"
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| | PeopleSoft || A link table to the PeopleSoft flat file.
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| | Students || A link table to the SAM export student table flat file.
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| |}
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| You want your tables to be link tables so that all you need to do is replace the underlying files to refresh the table data.
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| Queries:
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| {| class="wikitable" border="1"
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| |Matched Query || A query that joins PeopleSoft to SAM using Student ID that selects all PeopleSoft rows and only the SAM rows where there is a match. The output columns are the SAM Student ID# and the columns from the PeopleSoft file that map to the columns in the SAM student table. The status column is changed from A or I to ACTIVE or INACTIVE. The phone number columns have formatting removed. The gender column is changed from M or F to MALE or FEMALE. These are the rows that need to be updated or imported in SAM using the PeopleSoft data.
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| Macros:
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| {| class="wikitable" border="1"
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| | Matched Query Export || A macro that runs and exports the match query.
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| |}
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| ====<u>Process</u>====
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| The following process assumes the following:
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| * The PeopleSoft file is called peoplesoft.xls.
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| * The SAM student export is called Students.txt.
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| * The Microsoft Access application is called ps2sam.mdb.
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| * The match query output file is called Matched Query.xls.
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| * The files and Microsoft Access application reside in folder called peoplesoft.
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| =====<u>Step 1</u>=====
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| # Open the PeopleSoft file peoplesoft.xls in the folder peoplesoft.
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| # In SAM application, use Customize, Import/Export, and export the student table as a tab-delimited file called Students.txt in the folder peoplesoft. Note that you must change the file extension from tsv to txt.
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| =====<u>Step 2</u>=====
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| # Open ps2sam.mdb
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| # Run macro Matched Query Export
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| # Save file in folder peoplesoft and call file Matched Query.xls.
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| # Quit ps2sam.mdb
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| =====<u>Step 3</u>=====
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| # Open the file Matched Query.xls.
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| # Review the file and ensure that a pending student does not already exist in SAM with a blank or different Student ID. Perhaps the student is listed in SAM with the student ID of lastname + firstname but in the PeopleSoft file their 9 digit ID number is listed.
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| # If the student is already in SAM, you need to update the SAM Student ID and start over at step 1. If not, a duplicate SAM student record will be created if you import the query file.
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| # Save the Matched Query.xls file as a tab delimited .txt format file. This is necessary because QuickBase cannot import an Excel file but can import a tab delimited text file.
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| =====<u>Step 4</u>=====
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| # In SAM application, use Customize, Import/Export, and import into the student table the Matched Query.txt file. Check the box that states the first row is a list of field names. The import should state that the import is an update import. Be careful to review the fields that the data will import into and ensure that the columns are in the correct order. Student ID# should be the first columns followed by the columns in this order: Status, Student ID, Last Name, First Name, Middle Name, Address1, City, State, Zip, Phone, Alternate Phone, Alternate Phone Type, Email, Ethnicity, Gender, Date of Birth, Academic Level, Business Plan, ERRS – D Code, ERRS – A Code.
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| # You are not required to import all columns, but you must select to import the Student ID#. This import will update SAM student records with the PeopleSoft data.
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| ===Building the SAM Import File using the Web Utility===
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| A web utility can be used to compare the PeopleSoft and SAM Student files and generate a flat .csv file that can be imported into SAM.
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| The web utility assumes the following:
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| # The PeopleSoft data file will not contain the SAM Student ID#.
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| # You are manually maintaining the Student ID in SAM.
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| # If there is not a match on Student ID between SAM and PeopleSoft, the PeopleSoft row will be inserted to SAM.
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| # If there is a match on Student ID between SAM and PeopleSoft, the PeopleSoft row will update the SAM row.
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| ====<u>Process</u>====
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| The following process assumes the following:
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| * The PeopleSoft file is called peoplesoft.xls.
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| =====<u>Step 1</u>=====
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| # Save the PeopleSoft file peoplesoft.xls as a CSV file named peoplesoft.csv.
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| =====<u>Step 2</u>=====
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| # Log into the SAM application.
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| # On the dashboard, in the toolbox, click on the PeopleSoft to SAM Conversion Utility link.
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| =====<u>Step 3</u>=====
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| # Attach the peoplesoft.csv file.
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| # Select the option that you want to create a file to be imported into SAM that will update existing SAM student data as well as create new students not currently in SAM but listed in PeopleSoft.
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| # Click the submit button.
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| # Save the file studentimport.csv to your computer.
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| =====<u>Step 4</u>=====
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| # In SAM application, use Customize, Import/Export, and import into the student table the studentimport.csv file. Check the box that states the first row is a list of field names. The import should state that the import is an update import. Be careful to review the fields that the data will import into and ensure that the columns are in the correct order. Student ID# should be the first columns followed by the columns in this order: Status, Student ID, Last Name, First Name, Middle Name, Address1, City, State, Zip, Phone, Alternate Phone, Alternate Phone Type, Email, Ethnicity, Gender, Date of Birth, Academic Level, Business Plan, ERRS – D Code, ERRS – A Code.
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| # You are not required to import all columns, but you must select to import the Student ID#. This import will update SAM student records with the PeopleSoft data.
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| ===Further Reading===
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| [http://www.quickbase.com/help/default.html#importing_data.html Import Data from Outside QuickBase]
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