Columbia University



Table of Contents

Table of Contents 2

1 Overview of three day cycle 3

1.1 SISUMENU Job Submission Suites 3

1.2 What to do on Day 1 3

1.3 What to do on Day 2 4

1.4 What to do on Day 3 4

1.5 Confirmation emails 4

2 Create MEDD Record in On-Line SIS 5

3 Use FTP and Perform Editing on the GRE File 7

3.1 FTP 7

3.2 CMS Editing 7

4 Use MDED to load your file to the production area of the SIS mainframe 11

4.1 MDED 11

5 Run MPPR on SISUMENU–GRE Pre-Processor 13

6 Submit a request for the MDEF formatting job to run Off-Line in overnight production 14

6.1 MDEF Parameters 14

7 Submit a request for the MDEM matching job to run Off-Line in overnight production 15

7.1 MDEM Parameters 15

8 Submit a request for the MDER job to move reconciled records 16

8.1 MDER Parameters 16

9 Submit a request for the ADD1 job to load records to SIS Off-Line in overnight production 17

9.1 ADD1 Parameters 17

1 Overview of three day cycle

This documentation assumes familiarity with Columbia’s implementation of SIS and SISUMENU. If you would like further training or clarification of the instructions below, please email Infoline@columbia.edu with a message that you would like assistance loading GRE data to SIS.

1.1 SISUMENU Job Submission Suites

You may submit jobs in suites. In other words, in SISUMENU you can use an interface that will help you through a set of job submission screens.

• Suites allow you to enter your Data Source and Media ID (from the MEDD screen—explained below) once at the beginning of a set of job submissions, rather than multiple times.

• Suites make it easy to submit your jobs in the right order.

• If you’re not sure what Suites you want to use, contact Infoline@columbia.edu with a message that you would like to talk over how you submit your GRE MDE job submission requests.

1.2 What to do on Day 1

• In On-Line SIS, create a record in the MEDD screen defining the data source and basic information about your data feed

• Use FTP to transfer the file of GRE scores you receive on floppy disk from ETS from your computer to your File List (your ‘A’ Disk space) on the SIS Mainframe

• In CMS issue a command that will change the file transferred to your file list to a mixed case format.

• In SISUMENU run a series of jobs (these are explained below in this document):

o MDED

o MPPR

o The MDE4 Suite: MDEF and MDEM

▪ If you choose to run the MDE4 Suite, none of your scores will load until after Day 2.

o Alternate: the MDE3 Suite: MDEF, MDEM and ADD1

▪ The MDE3 Suite will load some records this night with the ADD1 program. In order for this to work, you need to have ‘SSN Match’ and/or ‘ADD NO MATCH’ flags in your SIS MEDD screen set to ‘Y’.

Considerations for MDE3 Suite

Pro: many of your scores will get in one day faster and will be available for reporting on Day 2.

Con: not all of your scores will have the same system load date. This may have a negative impact, depending on your office business and reporting practices. To simplify reporting by load date, use the MDE4 suite instead.

1.3 What to do on Day 2

• In On-Line SIS, use the MCHX and MTCH screens to match (reconcile) incoming scores with possible matches in SIS. (If you use the recommended MEDD settings for this load as pictured below, this will generally consist of students who do not have Social Security numbers.)

• In SISUMENU run the MDE2 Suite: MDER and ADD1

If you ran ADD1 the previous day (using the MDE3 suite or by submitting each job individually) and have your ‘SSN Match’ or ‘ADD NO MATCH’ flags on the SIS MEDD screen set to ‘Y’, records not requiring reconciliation will have been loaded into SIS the previous night.

1.4 What to do on Day 3

All scores which you have matched (reconciled) or which did not require matching are loaded into SIS, and are available for reporting in Desktop Reports and FOCUS reports.

1.5 Confirmation emails

When you submit each job, a confirmation email will be sent to your CUVMC email account. Your CUVMC email account is not the same as your Reader List or your File List. It is an actual email account that you may never have used. If you do not already have this email forwarded to your Columbia University email account (or whatever email account you generally use), you should set up forwarding. If you’re not sure if it’s already being forwarded, it can’t hurt to set it to forward to your current address anyway. To do this:

• In SISUMENU, get to a CMS prompt by typing: CMS

• At the prompt type (without brackets): tell email set forward [youraddress]

2 Create MEDD Record in On-Line SIS

Create a unique record in the MEDD screen EACH time you load GRE records.

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• Scan to an existing MEDD screen like the one pictured above. (Go to MEDD and use ‘Scan’ in the function line with both the Data Source and Media ID. You will probably want to hit enter a few times to get to the most recently used Media ID.)

• Type ‘Add’ in the function line and:

o Change the ‘Media ID’ field to a unique entry (the best practice here is to add one to the existing number each time you load GRE records, so that scanning in the step above is easy). Make sure that the Long Name and Description reflect the correct processing year.

o Type the date of your GRE disk into the ‘Received Date’ field

o Type the number of records on your GRE disk into the ‘Incoming Records’ field.

o Check your settings! The following should always be set this way for loading GRE scores:

o RECORD SIZE: 500

o BLOCK SIZE: 5,000

o INPUT FORMAT CODE: GRE2

o REJECT OPTION: P

o Press Enter.

Make a note of your Data Source and Media ID; you will need the information for submitting your SISUMENU jobs.

3 Use FTP and Perform Editing on the GRE File

3.1 FTP

First, transfer a copy of the file of GRE data from the floppy disk provided to you by ETS to a folder on your hard drive or on a shared drive where you will keep backups of your data, this is the file that you will FTP to your CMS file list. We do not recommend transferring directly from your floppy disk.

Use FTP to transfer the copy of the file received from ETS to your ‘A’ disk on the mainframe (also known as your CMS File List). Note the name of the file you have transferred.

If you need help with setting up an FTP profile for your CMS File List, please send an email to Infoline@columbia.edu.

3.2 CMS Editing

The data in the ETS file is received in all upper case lettering. Since we would not want to load that data into SIS in all upper case, we have to issue a command in CMS at the Ready prompt once the file has been sent to your file list-using FTP.

In CMS at a READY prompt you will issue a command that will change the formatting of the file to mixed case. In CMS at a blank READY screen, type in the following command in this format then press enter: x filename filetype filemode(prof convertg

The filename is the name of your GRE file followed by the filetype and the filemode is your file list disk name. The open parenthesis is immediately after the file list disk name followed by the convertg command. Please see below the illustration of this command using a file from my ‘A’ disk named FR216201 GRE

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Once you hit enter (see below illustration), you will see a window open showing you the converted file.

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At this point you can issue a command that will change the file to a fixed width file. This is done by typing the following command( recfm f and pressing enter. This will change the file from a variable to a fixed width file.

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Your next step will be to change the file type name to one that is easy to identify as having been modified from upper case to mixed case and ready to submit for processing.

This is done by typing in the following command at the prompt ( ft gremc. This will change the filetype to one that is easily identified as mixed case.

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Type in the command( file and then press enter. This will save the changes to the file.

4 Use MDED to load your file to the production area of the SIS mainframe

4.1 MDED

Log into SISUMENU and type ‘MDED’. With this interface you will run an On-Line MDED Job to move the file from your MVS ‘A’ disk (CMS File List) to the Production Files section of the mainframe.

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4.1.1 MDED Parameters

• For the name of the CMS input file, use spaces instead of periods and enter the filename and extension, followed by the name of the disk on the mainframe. The name of the CMS Input file will be in this format: FILENAME EXTENSION A

For example, if the file on your GRE disk is named FD211101.GRE, you will enter: FD211101 GRE A

• For the name of the MVS Data Set, enter the MDE and Media ID fields that you set up above on your MEDD screen. Finally, enter up to an eight character unique code by which you will identify this file.

Write down your MVS Data Set Name! You’ll use this as the Input File Name in the MPPR process.

After you enter your parameters and press enter, you will receive confirmation messages on your screen. Click ‘clear’ on your lower taskbar to proceed.

5 Run MPPR on SISUMENU–GRE Pre-Processor

When you receive the GRE test scores from ETS some of the scores are given in decimal format. In order to read the file correctly in SIS, you must submit a SISUMENU job called MPPR that will convert the decimal scores to whole numbers.

The Input Dataset Name and Output Dataset Name MUST be different. The Media ID should be same as the one used in the MEDD setup in online SIS.

When entering the Input Dataset Name for MPPR, you must use the file name from the previous MDED MVS Dataset Name.

Please note the OUTPUT DATASET NAME, as you will need it in the steps that follow.

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6 Submit a request for the MDEF formatting job to run Off-Line in overnight production

In SISUMENU, type ‘MDEF’. (If using MDE3 or MDE4 suite, you will automatically see this screen.) With this interface you submit a request to process the data that you have just moved to the production file section of the mainframe.

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6.1 MDEF Parameters

For the Input Dataset Name in MDEF, enter the name of the Output Dataset that you created using MPPR in the previous step.

Press enter once. After a few moments, a confirmation message will appear at the bottom of your screen. Press Function Key F3 to exit the screen, or to continue to the next job if you are using a suite.

7 Submit a request for the MDEM matching job to run Off-Line in overnight production

In SISUMENU, type ‘MDEM’. (If using MDE3 or MDE4 suite, you will automatically see this screen.) With this interface you submit a request to compare formatted records from your GRE file with records already in SIS and determine if the records require user reconciliation.

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7.1 MDEM Parameters

• For MDE Type, enter the MDE field you set up above on your MEDD screen. (Automatically provided if using suite.)

• For Media ID, enter the Media ID you set up above on your MEDD screen. (Automatically provided if using suite.)

• If you have just run the address modification program, adjust the flag. If you have not (or don’t know what that means), leave the flag as is.

Press enter once. After a few moments, a confirmation message will appear at the bottom of your screen. Press Function Key F3 to exit the screen.

8 Submit a request for the MDER job to move reconciled records

This job must always be submitted on Day #2!

In SISUMENU, type ‘MDER’. (If using MDE2 suite, you will automatically see this screen.) With this interface you submit a request for an Off-Line overnight program to move matched records to a file for loading to SIS.

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8.1 MDER Parameters

• For MDE Type, enter the MDE field you set up above on your MEDD screen.

• For Media ID, enter the Media ID you set up above on your MEDD screen.

• Enter ‘Y’ in answer to the third question so that the records you matched will not re-appear in your reconciliation screens (MCHX and MTCH in SIS) the next day.

Press enter once. After a few moments, a confirmation message will appear at the bottom of your screen. Press Function Key F3 to exit the screen.

9 Submit a request for the ADD1 job to load records to SIS Off-Line in overnight production

This job may be submitted on both Day #1 and Day#2—see overview.

In SISUMENU, type ‘ADD1’. (If using MDE2 suite, you will automatically see this screen.) With this interface you will submit a request for an Off-Line overnight program to load files to SIS.

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9.1 ADD1 Parameters

• For MDE Type, enter the MDE field you set up above on your MEDD screen. (Automatically provided if using suite.)

• For Media ID, enter the Media ID you set up above on your MEDD screen. (Automatically provided if using suite.)

• For INFD code, enter: GRE2

• Next to TEST enter: X (it is very important that you only enter the X next to TEST and NOT ADDT)

• The fourth node of the dataset will be ADMMDEM by default. Leave as is.

Press enter once. After a few moments, a confirmation message will appear at the bottom of your screen. Press Function Key F3 to exit the screen.

Scores load to SIS the work night you submit your ADD1 request.

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STUDENT INFORMATION SYSTEMS

SIS

GRE MDE Overview

Using SISUMENU to Load GRE Scores to SIS with Multiple Data Entry

Columbia University ( November 22, 2002

Fixed Format indicator

New File type name

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