{Title} – Job Aid



Version 5 (November 25, 2009) adds two new Variables Reports:

• Variables with GROUP BY Rules

• Variables with ORDER BY Rules

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This Job Aid describes the features of the data base, provides examples of how to SEARCH for population selections and variables, and displays examples of the various reports.

It does not cover how to make new entries into the data base.

| |Getting Around in the Job Aid |

|[pic] |Click on any of the QUICK LINKS below to go to that section of the Job Aid |

| |Click on any item in the TABLE OF CONTENTS to go to that section of the Job Aid |

| |Click CTRL-HOME from any spot in the document to come back to this spot |

| | |This hyperlink symbol in the text means there is a hyperlink that will link you to a relevant spot in |

| | |this document. |

| | |Hyperlinks are formatted in color and are underlined. |

| | |Just CLICK on them and you will jump to the targeted spot. |

| | |Wherever you see this hyperlink symbol next to a section heading in the document click on the heading |

| | |and return to the beginning of the document |

|QUICK LINKS |

|Master Categories and Categories |The Variable Form |The Population Selection Form |To RUN a report |

|Applications |Searching for Variables |Searching for Pop Sels |To PRINT a report |

| |Variable Reports |Population Selection Reports |To E-MAIL a report |

| | | |To EXPORT a report to EXCEL |

| | | |To EXPORT a report to WORD |

TABLE OF CONTENTS

|[pic] |Click on any topic or page number to go to that section of the Job Aid |

Getting Around in the Job Aid 2

OVERVIEW 4

The Data Forms: 5

Search Forms 6

Reports 7

Getting into the Data base 7

VARIABLES 10

The Variable Form 10

Searching for Variables 13

Using the Variables Search Results Form 25

To search using another field and criterion 30

To search for a VARIABLE based on: SELECT LINE or TABLE NAMES: 30

POPULATION SELECTIONS 34

The Population Selection Form 34

Searching for Population Selections 36

The Population Selection Search Form 37

Using the Pop Sel Search Results Form 44

To search using another field and criterion 50

To search for a POP SEL based on: SELECT LINE or TABLE NAMES: 50

REPORTS: VARIABLES 58

List of Variables by Application and Category 58

Variables by Master Category and Category, with Rules 58

Concurrent Curriculum Variables 58

Variables Used In Word Logic 58

Variables with SQL Functions-Search by Function 59

Manual Variables 59

First Variables 59

Non First Type Name and Address Variables 59

Variables That Are Sub queries 60

Variables That Contain Sub queries 60

Variables by Sub Query 60

Multi-sequence Variables 60

Variables with GROUP BY Rules 61

Variables with ORDER BY Rules 61

What the Variable Reports Look Like 61

Sample Report: List of Variables by Application and Category 62

Sample Report: Variables by Master Category, Category, with Rules 63

Sample Report: Concurrent Curriculum Variables 64

Sample Report: Variables Used In Word Logic 65

Sample Report: Variables with SQL Functions-Search by Function 66

Sample Report: Manual Variables 67

Sample Report: First Variables 68

Sample Report: Non First Type Variables 69

Sample Report: Variables That Are Sub Queries 70

Sample Report: Variables That Contain Sub Queries 71

Sample Report: Variables by Sub Query 73

Sample Report: Multi-Sequence Variables 74

Sample Report: Variables with GROUP BY Rules 76

Sample Report: Variables with Order By Rules 77

REPORTS: POPULATION SELECTIONS 78

All Pop Sels – Select Application 78

Concurrent Curriculum Pop Sels 78

Manual Pop Sels 78

Pop Sels with Sub Queries 78

Pop Sels by Sub Query 79

What the Pop Sel Reports Look Like 80

Sample Report: All Pop Sels – Select Application 80

Sample Report: Concurrent Curriculum Pop Sels 81

Sample Report: Manual Pop Sels 82

Sample Report: Pop Sels with Sub Queries 83

Sample Report: Pop Sel by Sub Query: 84

USING THE REPORTS 85

To RUN a Report 85

To PRINT the report 90

To E-MAIL the report 91

To EXPORT it to EXCEL 97

To EXPORT it to WORD 100

OVERVIEW

| | |This hyperlink symbol means there is a hyperlink that will link you to a relevant spot in this |

| | |document. |

| | |Hyperlinks are formatted in color and are underlined. |

| | |Just CLICK on them and you will jump to the targeted spot. |

| | |Wherever you see this hyperlink symbol next to a section heading click on the heading and return to |

| | |the top of the document |

The data base contains the code and other information for a library of variables and population selections. These are primarily STUDENT oriented, but there are also some from HR, Advancement and Financial Aid as well. They are organized in a slightly different way than they are in Banner. They are organized by MASTER CATEGORY and CATEGORY.

The data base is menu (or, switchboard in Access terms) driven, with cascading menus for:

• Data Entry forms

• Search forms

• Reports

Access to any item is a click away!

You will be able to:

• Find variables and pop sels by their content

• See examples of many different kinds of pop sels and variables

• Enter the code for variables and pop sels into forms that mimic the GLRVRBL and GLRSLCT forms in Banner

• Add additional information about the variables and pop sels not captured by GLRVRBL and GLRSLCT but very useful for anyone using pop sels and variables.

• Search the data base for variables and pop sels based on this additional information

• Copy and paste the code for the variables and pop sels from the data base to Banner forms GLRVRBL and GLRSLCT

• Generate reports to print, save, export to WORD or EXCEL, and/or email.

o To see samples of each of the reports:

The Data Forms:

The variable and population selection data entry and search forms mimic those in Banner (GLRVRBL and GLRSLCT) and will look familiar. They also include many other features:

• A MASTER CATEGORY, such as ‘Academic History’ or ‘Curriculum’

• A CATEGORY within each MASTER CATEGORY, such as ‘GPA’, or ‘GRADES’ within the Master Category of ‘Academic History’ or ‘’Majors’ or ‘Programs’ in the Master Category of ‘Curriculum’. For a list of Categories:

• Extended description of what the variable does or what population is selected

• An example of what output the variable produces

• In addition, the forms show:

o If the variable or pop sel uses the Concurrent Curriculum tables/views

o The Concurrent Curriculum stage (RECRUIT, APPLICANT, LEARNER, OUTCOME)

o If variables are used for the logic in WORD ‘smart letters’

o SQL functions used (if any)

o Sub queries used, with the sub query code accessible directly from the variable or pop sel

In addition you will be able to:

• Copy and paste the code from this data base to a client’s GLRSLCT and GLRVRBL forms

• Generate reports to print, save, export to WORD and EXCEL, and/or email

Search Forms

The Search forms resemble the data Entry forms. You will be able to:

• Search Pop Sels using these criteria:

o Application

o Selection ID

o Creator ID

o Master category and category, for instance all pop sels in the category ‘Advisor’

o Uses Concurrent Curriculum tables or views - Yes Or No

o Concurrent Curriculum Type – Recruit, Applicant, Learner, Outcome

o Type- Manual, etc.

o SELECT line

o Tables

o Whether it contains a sub query

• Search for Variables based on:

o Application

o Variable Name

o Master category and category, for instance all variables in the category ‘Advisor’

o Uses Concurrent Curriculum tables or views - Yes Or No

o Concurrent Curriculum Type – Recruit, Applicant, Learner, Outcome

o Type- Manual, etc.

o Used In Word Logic For Smart Letters

o SQL Functions used

o SELECT line

o Tables

o GROUP BY

o ORDER BY

o Whether it contains a sub query

Reports

All of the reports are dynamic and have built in prompts, for example: Application, name of variable or pop sel, and any table in the SELECT statement. Some also have a prompt for master category or category, so you can report just those that are in the category ‘Advisor’, or ‘GPA’, or ‘Faculty’, for example. They are also built on queries that are dedicated to certain topics. You can print the reports, save and/or email them. Examples of the reports are included later in this document.

• VARIABLE REPORTS:

o REPORT: LIST OF VARIABLES BY CATEGORY – NO RULES

o REPORT: VARIABLES BY CATEGORY WITH RULES

o REPORT: VARIABLES BY ANYTHING IN THE SELECT LINE

o REPORT: CONCURRENT CURRICULUM VARIABLES

o REPORT: VARIABLES USED IN WORD LOGIC

o REPORT: VARIABLES WITH SQL FUNCTIONS-SEARCH BY FUNCTION

o REPORT: MANUAL VARIABLES

o REPORT: FIRST TYPE VARIABLES

o REPORT: NON FIRST TYPE NAME AND ADDRESS VARIABLES

o REPORT: VARIABLES THAT ARE SUBQUERIES

o REPORT: VARIABLES THAT CONTAIN SUBQUERIES

o REPORT: VARIABLES BY SUB QUERY

o REPORT: MULTI-SEQUENCE VARIABLES

• POP SEL REPORTS

o REPORT: ALL POP SELS - SELECT APPLICATION

o REPORT: CONCURRENT CURRICULUM POP SELS

o REPORT: MANUAL POP SELS

o REPORT: POP SELS WITH SUB QUERIES

o REPORT: POP SELS BY SUB QUERY

Getting into the Data base

• Open Access

• The Main Switchboard will appear

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• Click the button of your choice

• The choices are:

o DATA ENTRY AND SEARCH: POP SELS AND VARIABLE

▪ Go to the switchboard where you can choose forms for entering new variables or pop sels or for searching for existing variables and pop sels

o VARIABLE REPORTS

▪ Go to the form where you can choose among many variable reports

o POP SEL REPORTS

▪ Go to the form to choose among many pop sel reports

o LIST OF CATEGORIES OF VARIABLES AND POP SELS

▪ See a lists of the MASTER CATEGORIES and the CATEGORIES attached to them

o LIST OF APPLICATIONS

▪ See a list of the Banner Applications (ADMISSIONS, STUDENT, GENERAL, etc.) used in the data base

o SQL FUNCTIONS AND EXAMPLES

▪ See a list of SQL functions with examples of how to use them,

o WORD SWITCHES

▪ See a list of the WORD switches you can use to change the way merge field data looks

o CLOSE MAIN SWITCHBOARD AND RETURN TO ACCESS

▪ Exit the Switchboard, but remain in the data base

o QUIT ACCESS

▪ Exit the Switchboard and exit the data base and Access

VARIABLES

The Variable Form

• Part of the form mimics GLRVRBL in Banner

• The form includes other information

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But Wait! There’s more.

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And, still more!

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Searching for Variables

You can search for variables that meet one or all of number of criteria:

Choose: [pic] VARIABLE SEARCH FORM to search by 1, several, or all of the following:

• Master category

• Category

• Concurrent Curriculum

• SQL functions

• Sub query

Choose: VARIABLE SEARCH BY SELECT LINE AND TABLE NAME to search by any 1 of the following at a time

• All or part of anything in the SELECT line

• All or part of a TABLE name

• Order By

• Group By

• Choose DATA ENTRY AND SEARCH: POP SELS AND VARIABLE

• This menu will appear

• Choose VARIABLE SEARCH FORM

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• The VARIABLE SEARCH FORM will appear

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The Variable Form, will appear showing the first variable that matches your criteria

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From this form you can:

• Navigate through all the variables that match your search criteria

• Search within the results based on ANY ONE (and only one at a time) pale blue fields in the key block

• View a report containing these variables (and where you can also print, email, save, export it to WORD or EXCEL)

• Print the report

• Email the report

• Save the report

• Return to the VARIABLES SEARCH FORM to do another search

• Go to the form where you can search variables by the SELECT LINE

• Go to the POP SEL SEARCH FORM to search in the pop sels

• Go to the form where you can ADD OR MODIFY a variable

• Return to the MAIN SWITCHBOARD

• To search on any of the light blue fields:

APPLICATION:

|ADMISSIONS |

|FINAID |

|GENERAL |

|HOUSING |

|HRAPPL |

|HREMPL |

|RECRUITING |

|STUDENT |

|STUDENT_AR |

VARIABLE (NAME)

MASTER CATEGORIES AND CATEGORIES

|Master Category |Category |

| |

| | |

|Academic History |Academic Standing |

|Academic History |CAPP |

|Academic History |GPA |

|Academic History |Grades |

|Academic History |Graduation |

|Academic History |Non Course Requirements |

|Academic History |Satisfactory Progress |

|Academic History |Transfer |

|Applicants |Applicants |

|Applicants |Appointments |

|Applicants |Athlete |

|Applicants |Attributes |

|Applicants |Checklist |

|Applicants |Cohort |

|Applicants |Comments |

|Applicants |Conditions |

|Applicants |Contacts |

|Applicants |Counselor |

|Applicants |Deadlines |

|Applicants |Decisions |

|Applicants |Majors |

|Applicants |Residency |

|Applicants |Supplemental data |

|Applicants |Term |

|Applicants |Tests |

|AR |Balances |

|AR |Fees |

|AR |Third Party |

|Contracts |Third Party |

|Curriculum |Advisor |

|Curriculum |Campus |

|Curriculum |Colleges |

|Curriculum |Degree |

|Curriculum |Departments |

|Curriculum |Level |

|Curriculum |Majors |

|Curriculum |Programs |

|Curriculum |Student |

|Employee |COBRA |

|Employee |Deductions and Benefits |

|Employee |Employee |

|Employee |Exemptions |

|Employee |Job info |

|Employee |Salary |

|Events |Events |

|Faculty |Faculty |

|Financial Aid |Awards and Loans |

|Financial Aid |Decisions |

|Financial Aid |Financial Aid |

|Financial Aid |Funds |

|Financial Aid |Tracking Requirements |

|Holds |Holds |

|Housing |Housing |

|Housing |Roommates |

|Letters |Enclosures |

|Letters |Letters |

|Miscellaneous |Date |

|Miscellaneous |Miscellaneous |

|Miscellaneous |Popout |

|Miscellaneous |Time |

|Personal Information |Address |

|Personal Information |Email Address |

|Personal Information |Immunizations |

|Personal Information |Name |

|Personal Information |Parents |

|Personal Information |Personal Info |

|Prior Schools |High Schools |

|Prior Schools |Prior College |

|Recruiting |Advisor |

|Recruiting |Interests |

|Recruiting |Majors |

|Recruiting |Recruits |

|Registration and Enrollment |Classes |

|Registration and Enrollment |Enrollment |

|Registration and Enrollment |Registration |

|Registration and Enrollment |Student |

|Registration and Enrollment |Term |

|Sports |Athlete |

o CONCURRENT CURRICULUM? Y or N

o RECRUIT/APPLICANT/LEARNER/OUTCOME

o USE IN WORD SMART LETTERS? Y or N

o SQL FUNCTIONS

o TYPE

The Population Selection Search Form works the same way!

There will be a description of how to use that form below

Using the Variables Search Results Form

.

• Place your cursor in the field you want to search on (in this example I am using CONCURRENT CURRICULUM mode)

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• Click on Find Record

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• The Find and Replace Form will appear

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• Note that the field I am searching in) appears in the ‘Look In’ box

• Place your cursor in the ‘Match’ box and use the Down Arrow to choose ‘Any Part of Field’. (The form defaults to Whole Field but it’s easier to search on ‘any part of field’.)

• Put your cursor in the ‘Find What’ box and enter all or part of the criterion you want to find. (In this example I am using LEARNER.)

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• Click on Find Next

• The first variable in the data base that matches the criterion will appear:

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• If that is the variable you’re interested in, Click Cancel in the Find and Replace Box

• If you want to see other variables in that Category, Click Find Next

• When there are no more variables that match the Search criteria you will see this message:

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• If you want to Stop searching, click Cancel

• If you want to search for variables with another value in the field, place your cursor in Find What and enter all or part of another criterion.

To search using another field and criterion

• Place your cursor in the field in the KEY BLOCK

• Go back to the top of the form to the blue area and click on Find Record

• The Find and Search box is updated with the new field to search in OR it opens again with the new field to search in

• Enter the criterion. Follow the procedures above.

To search for a VARIABLE based on: SELECT LINE or TABLE NAMES:

• SELECT line

• Table names

• GROUP BY

• ORDER BY

• You can go directly from the Extended Search Form—BUT the search will NOT be within just the variables you found, but within the whole data base

• OR

• You can :

o Go to MAIN MENU

o Choose DATA ENTRY AND SEARCH

o Choose VARIABLE SEARCH BY SELECT LINE

• In either case you will see:

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Follow the same procedure for searching described above

The first variable that meets the criterion appears

• You could select ANY characters that appear on the SELECT line:

o Formatting codes (such as ‘Month’, or ‘$’)

o SQL commands, such as TO_CHAR, NVL, DECODE, etc

o Concatenation pipes: ||

To return to the Variables Criteria Search Form:

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The Variables Criteria Search Form will open ready for further searches.

POPULATION SELECTIONS

The Population Selection Form

The Population Selection Form resembles the Variable Form

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But, wait! There’s more.

[pic] And, yet more!

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Searching for Population Selections

You can search for pop sels that meet one or all of number of criteria:

Choose: [pic] POPULATION SELECTION SEARCH FORM to search by 1, several, or all of the following:

• Master category

• Category

• Concurrent Curriculum

• Sub query

Choose: [pic] POPULATION SELECTION SEARCH BY TABLE USED to search by any ONE of the following at a time:

• All or part of anything in the SELECT line

• All or part of a TABLE name

• Order By

• Group By

The Population Selection Search Form

This process is analogous to searching for variables, though it uses a different form.

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Using the Pop Sel Search Results Form

• Place your cursor in the field you want to search on (in this example I am using CONCURRENT CURRICULUM mode)

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• Click on Find Record

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• The Find and Replace Form will appear

[pic]

• Note that the field I am searching in) appears in the ‘Look In’ box

• Place your cursor in the ‘Match’ box and use the Down Arrow to choose ‘Any Part of Field’. (The form defaults to Whole Field but it’s easier to search on ‘any part of field’.)

• Put your cursor in the ‘Find What’ box and enter all or part of the criterion you want to find. (In this example I am using LEARNER.)

[pic]

• Click on Find Next

• The first POP SEL in the data base that matches the criterion will appear:

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• If that is the POP SEL you’re interested in, Click Cancel in the Find and Replace Box

• If you want to see other POP SELS in that Category, Click Find Next

• When there are no more POP SEL that match the Search criteria you will see this message:

[pic]

• If you want to Stop searching, click Cancel

• If you want to search for variables with another value in the field, place your cursor in Find What and enter all or part of another criterion.

To search using another field and criterion

• Place your cursor in the field in the KEY BLOCK

• Go back to the top of the form to the blue area and click on Find Record

• The Find and Search box is updated with the new field to search in OR it opens again with the new field to search in

• Enter the criterion. Follow the procedures above.

To search for a POP SEL based on: SELECT LINE or TABLE NAMES:

• SELECT line

• Table names

• GROUP BY

• ORDER BY

• You can go directly from the Pop Sel Search Form—BUT the search will NOT be within just the variables you found, but within the whole data base:

• OR

• You can :

o Go to MAIN MENU

o Choose DATA ENTRY AND SEARCH

o Choose VARIABLE SEARCH BY SELECT LINE

•

To go directly from the Pop Sel Search Form:

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• In either case you will see:

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Follow the same procedure for searching described above

• You can search based:

o ALL or part of a TABLE name in either the SELECT line or the FROM line

o APPLICATION

o CREATOR ID

o SELECTION ID

o ORDER BY

o GROUP BY

[pic]The first POP SEL that meets the criterion appears

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To return to the Variables Criteria Search Form:

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The Variables Criteria Search Form will open ready for further searches.

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REPORTS: VARIABLES

Click on any report name to see a sample report.

List of Variables by Application and Category

• A simple list of all the variables in the data base organized by APPLICATION and CATEGORY

• Limit by APPLICATION, or VARIABLE NAME or CATEGORY, or anything in the SELECT line or display ALL variables

Variables by Master Category and Category, with Rules

• Use this to see variables by category and the variable rules

• Displays list of all the variables and their rules in the data base organized by CATEGORY

• Limit by APPLICATION, or VARIABLE NAME or CATEGORY, or anything in the SELECT line or display ALL variables

Concurrent Curriculum Variables

• Use this to see the code of the variables that use the Concurrent Curriculum tables or views

• The report displays the rules of the variable and much other information

o Extended comment

o Sample of output

o Concurrent Curriculum stage

o Whether it is used in WORD logic

• Limit by APPLICATION, or VARIABLE NAME or CATEGORY, or anything in the SELECT line or display ALL Concurrent Curriculum variables

Variables Used In Word Logic

• Use this to see the code just of the variables that I have used in WORD logic for ‘smart letters’

• The report displays the rules of the variable and much other information

o Extended comment

o Sample of output

o Concurrent Curriculum stage

• Limit by APPLICATION, or VARIABLE NAME or CATEGORY, or anything in the SELECT line or display ALL variables used in WORD logic

Variables with SQL Functions-Search by Function

• Use this to see the code of all variables in the data base that use SQL functions

• The report displays the rules of the variable and much other information

o Extended comment

o Sample of output

o Concurrent Curriculum stage

• Limit by an SQL function or display ALL variables that contain SQL functions

Manual Variables

• Use this to see the code just of the variables that are MANUAL type variables

• The report displays the rules of the variable and much other information

o Extended comment

o Sample of output

o Concurrent Curriculum stage

o Whether it is used in WORD logic

First Variables

• Use this to see the code just of the variables that are FIRST type variables

• The report displays the rules of the variable and much other information

o Extended comment

o Sample of output

o Concurrent Curriculum stage

o Whether it is used in WORD logic

Non First Type Name and Address Variables

• Use this to see the code just of the variables that are NON FIRST type name and address variables; that is, they do not use the SPVADDS view

o Extended comment

o Sample of output

o Concurrent Curriculum stage

o Whether it is used in WORD logic

Variables That Are Sub queries

• Use this to see the code just of the variables that are sub queries

• The report displays the rules of the variable and much other information

o Extended comment

o Sample of output

o Concurrent Curriculum stage

o Whether it is used in WORD logic

• Limit by APPLICATION, or VARIABLE NAME or CATEGORY, or anything in the SELECT line or display ALL manual variables used in WORD logic

Variables That Contain Sub queries

• Use this to see the code just of the variables that contain sub queries

• The report displays the rules of the variable and much other information

o Extended comment

o Sample of output

o Concurrent Curriculum stage

o Whether it is used in WORD logic

• Limit by APPLICATION, or display ALL manual variables containing sub queries

Variables by Sub Query

• Use this to see the code of the variables that use sub queries, displayed by the sub query used

• The report displays the rules of the variable and much other information

o Extended comment

o Sample of output

o Concurrent Curriculum stage

o Whether it is used in WORD logic

• Limit by SELECT line, or display ALL variables containing sub queries displayed by sub query

Multi-sequence Variables

• Use this to see the code of the variables that have more than one sequence

• The report displays the rules of each sequence of the variable and much other information

o Extended comment

o Sample of output

o Concurrent Curriculum stage

o Whether it is used in WORD logic

• Limit by SELECT line, or display ALL multi-sequence variables

Variables with GROUP BY Rules

• Use this to see the code of the variables that use the GROUP BY rules

• The report displays the rules of each sequence of the variable and much other information

o Extended comment

o Sample of output

o Concurrent Curriculum stage

o Whether it is used in WORD logic

Variables with ORDER BY Rules

• Use this to see the code of the variables that use the ORDER BY rules

• The report displays the rules of each sequence of the variable and much other information

o Extended comment

o Sample of output

o Concurrent Curriculum stage

o Whether it is used in WORD logic

What the Variable Reports Look Like

Sample Report: List of Variables by Application and Category

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Sample Report: Variables by Master Category, Category, with Rules

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Sample Report: Concurrent Curriculum Variables

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Sample Report: Variables Used In Word Logic

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Sample Report: Variables with SQL Functions-Search by Function

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Sample Report: Manual Variables

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Sample Report: First Variables

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Sample Report: Non First Type Variables

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Sample Report: Variables That Are Sub Queries

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Sample Report: Variables That Contain Sub Queries

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Sample Report: Variables by Sub Query

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Sample Report: Multi-Sequence Variables

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Sample Report: Variables with Group By Rules

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Sample Report: Variables with Order By Rules

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REPORTS: POPULATION SELECTIONS

All Pop Sels – Select Application

• All the Population Selections in the data base organized by APPLICATION and CATEGORY and showing the rules

• The report displays the rules of the Pop Sel and much other information

o Extended comment

o Concurrent Curriculum stage

• Limit by APPLICATION, or POP SEL NAME or CATEGORY, or anything in the SELECT line or display ALL variables

Concurrent Curriculum Pop Sels

• Use this to see the code of the Pop Sels that use the Concurrent Curriculum tables or views

• The report displays the rules of the Pop Sel and much other information

o Extended comment

o Sample of output

o Concurrent Curriculum stage

o Whether it is used in WORD logic

• Limit by APPLICATION, or VARIABLE NAME or CATEGORY, or anything in the SELECT line or display ALL Concurrent Curriculum variables

Manual Pop Sels

• Use this to see the code just of the Pop Sels that are MANUAL type variables

• The report displays the rules of the Pop Sel and much other information

o Extended comment

o Concurrent Curriculum stage

o Whether it is used in WORD logic

• Limit by APPLICATION, or POP SEL NAME or CATEGORY, or anything in the SELECT line or display ALL manual Pop Sels

Pop Sels with Sub Queries

• Use this to see the code just of the Pop Sels that contain sub queries

• The report displays the rules of the Pop Sel and much other information

o Extended comment

o Concurrent Curriculum stage

• Limit by APPLICATION, or display ALL variables containing sub queries

Pop Sels by Sub Query

• Use this to see the code of the pop sels that use sub queries, displayed by the sub query used

• The report displays the rules of the pop sel and much other information

o Extended comment

o Concurrent Curriculum stage

• Limit by SELECT line, or display ALL variables containing sub queries displayed by sub query

What the Pop Sel Reports Look Like

Sample Report: All Pop Sels – Select Application

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Sample Report: Concurrent Curriculum Pop Sels

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Sample Report: Manual Pop Sels

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Sample Report: Pop Sels with Sub Queries

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Sample Report: Pop Sel by Sub Query:

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USING THE REPORTS

To RUN a Report

Open the data base

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Choose the report

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This is an example of how to run a report and print and/or email it.

REPORT: LIST OF VARIABLES BY CATEGORY

This report displays just a list of the names of the variables in the data base.

• You can run this for ALL the variables in the data base, or just those in a MASTER CATEGORY To run for all the variables, don’t provide any answers to any of the prompts.

Click on button next to the name of the report you want to run

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A prompt to all or part of the MASTER CATEGORY name will appear

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If other prompts appear, respond to them with ALL or PART of the information requested.

Leave it blank to select ALL variables.

The report appears. This contains a list of all variables in the database because I left all the prompts blank.

Note that it indicates if the variable uses the Concurrent Curriculum tables/views.

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• Print it

• Email it

• Export to Excel

o Where you can cut and paste the code for the variables from EXCEL right into your client’s data base

• Export to WORD

o Where you can save a copy of the report locally to print later

To PRINT the report

Go to:

• File

• Print

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The Report will print

To E-MAIL the report

Go to:

• File

• Send To

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The Send Format box will appear

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The email screen appears.

• Enter the recipients

• Send the email

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When the recipient gets the email:

• Open it

• See the attachment

• Open or Save the attachment

o It might take a bit longer that usual to open it

• Print it

What the recipient sees when the file is opened

What the recipient sees when the file is opened

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When you’re done with the report, you can exit it:

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You’ll return to the last menu you were using:

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To EXPORT it to EXCEL

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The report will open in Excel in Excel format with columns and rows and will have the name XXXXXX.xls, with xxxx being the name of the report in Access. The column names will be those of the date elements that created the display in Access, NOT the names actually displayed in Access. I suggest highlighting the rows for the variable you want to copy.

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Scroll over to see the variable rules.

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Now you can cut and paste these into another data base, one cell at a time. No, it’s not elegant, but it is better than having to key in each line!

The Excel file is automatically saved to your My Documents location.

To EXPORT it to WORD

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The Report opens in WORD with the text and layout as in the report, but with some of the formatting (such as lines and boxes) removed.

The WORD file is automatically saved to your My Documents location with an .rtf (Rich Text Format) extension.

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|And, now, you deserve a hammock, a |[pic] |

|beach, the tropics and a great drink!| |

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Click ‘Find Next’ to see other variables in this category

Click ‘Cancel’ to end your search

It’s done and the search item was not found

The first variable that matches the criterion appears

Go to a form where you can search by the SELECT LINE

Enter SUB Q to select variables that are or contain sub queries or leave blank for ALL

Click drop down and list appears

Click drop down and ONLY those categories in the selected MASTER CATEGORY appears. Click on one item and the form populates. You can always delete it. You can also leave it blank for ALL

Add additional criteria, or leave them blank for ALL

EXECUTE the query

Instructions for searching on the SELECT, GROUP BY and ORDER BY statements appear later in this document.

Choose Any Part of Field

The Find and replace Form

The criterion

The FIELD you want to search in

Choose ‘Any Part of Field’

Highlighted areas to pay attention to

Click ‘Cancel’ to end search

MASTER CATEGORIES AND CATEGORIES make it easier to find the kind of variable you need

Indicates if the variables uses CONCURRENT CURRICULUM tables or views

Indicates if the variable is useful for the logic in WORD ’Smart Letters’

Shows a sub query, if the variable contains one. If one does you can scroll down the form to see the sub query code

Shows any SQL functions used

Scroll down to see the code in any sub query in the variable

A detailed description of what the variable does

Sample output

Produce a report with this information that you can print, email or save SAVE.

Copy and paste each piece of info in this ‘block’ into the Banner form GLRVRBL

Highlighted areas to pay attention to

If the variable contains a sub query you can scroll down to see the code of the sub query

Type of pop sel

Click Reports Button

Status line tells you something about the field

1) Place your cursor in any of these light blue fields

2) Click ‘Find Record’

1) Field to search

2) Criterion - in this case, variables where SSRMEET is a table in the SELECT line

3) Choose ‘Any Part of Field’

Enter Y or N to select Concurrent Curriculum variables or not or leave blank for ALL

Criterion - in this case, variables where SSRMEET is a table in the SELECT line

Click on drop down and choose a CATEGORY within the MASTER CATEGORY or leave blank for ALL

Click on Variables Criteria Search Form

MASTER CATEGORIES AND CATEGORIES make it easier to find the kind of POP SEL you need

Click on drop down and Choose a MASTER CATEGORY or leave blank for ALL

Indicates if the pop sel uses CONCURRENT CURRICULUM tables or views

Shows a sub query, if the pop sel contains one. If one does exist you can scroll down the form to see the sub query code

Copy and paste each piece of info in this ‘block’ into the Banner form GLRSLCT to recreate the pop sel in Banner

Scroll down to see the code in any sub query in the pop sel

Produce a report with this information that you can print, save or email.

A detailed description of what the pop sel selects

The sub query

If the pop sel contains a sub query, you can scroll down to see the code of the sub query

For viewing on your computer, I suggest you increase the resolution to 200%.

The document is huge. It may take a minute or two for the screen prints to appear. I suggest opening the document and waiting a few minutes before using the document,

Put your cursor in the RECRUIT/APPLICANT / LEARNER / OUTCOME field

Click on Find Record

List of variables by application and category, but without rules

All variables by Master Category and Category

Concurrent Curriculum only

Variables used in WORD logic only

Search variables by SQL function

Manual type variables

Variables that are sub queries

Enter all or part of a MASTER CATEGORY or LEAVE BLANK for all MASTER CATEGORIES

Variables by sub queries

By anything in the SELECT line

First type variables

1) Click on File

2) Click on Print

1) Click on File

2) Click on Send To

3) Click on Mail Recipient

Choose Snapshot Format

The attachment name is the name of the Access QUERY that underlies and produces the report, not the name of the report. Go figure!

Print it or…………

Click on Close to return to data base

Click

Variables that contain sub queries

Follow the same steps for running (or printing, or e-mailing) all reports. This example uses a variables report.

The code is on the next page

The other sequences are on the next page

Multi sequence variables

Notice is says Snapshot Viewer

Tools-

Office Links-

Analyze it with Excel

Copy the rules, Spot, copy the rules!

Tools-

Office Links-

Publish it with WORD

Easily navigate the data base

Click on drop down and Choose a MASTER CATEGORY or leave blank for ALL

Click on drop down and choose a CATEGORY within the MASTER CATEGORY or leave blank for ALL

Enter Y or N to select Concurrent Curriculum variables or not or leave blank for ALL

Enter any part of an SQL function name or leave blank for ALL

Enter SUB Q to select variables that are or contain sub queries or leave blank for ALL

Indicates the type of variable

Easily navigate to other sequences in the variable

Click drop down and list appears

Click on one item and the form populates. You can always delete it. You can also leave it blank for ALL

Click drop down and ONLY those categories in the selected MASTER CATEGORY appears. Click on one item and the form populates. You can always delete it. You can also leave it blank for ALL

EXECUTE the query

This tells you how many variables match your criteria. You can scroll to the next, previous, first and last variables in the selection

Return to the SEARCH FORM to do another search

Search within the results on any ONE of these fields at a time

Put your cursor in the RECRUIT / APPLICANT / LEARNER / OUTCOME field

1) Place your cursor in any blue field

The Find and replace Form

Choose ‘Any Part of Field’

The FIELD you want to search in

The criterion

Choose Any Part of Field

Click ‘Find Next’ to see other variables in this category

Click ‘Cancel’ to end your search

The first variable that matches the criterion appears

It’s done and the search item was not found

Click ‘Cancel’ to end search

2) Click here

1) Place your cursor in any of these light blue fields

2) Criterion - in this case, variables where SSRMEET is a table in the SELECT line

3) Choose ‘Any Part of Field’

1) Field to search

Click on Pop Sel Criteria Search Form

2) Click here

Search based on SELECT, TABLES, GROUP BY ORDER BY

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