Transcript Slide 1

TIPS AND TRICKS WITH
POPSELS!
• Can everyone please turn off their cell
phones?
• Thank you!
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Nancy Larson
Coordinator of Financial Aid Fullerton Community College.
This is my 4th year with Banner
Not an expert, just a self taught end user, sharing things I “think” I
know about the GLBDATA – popsel process.
• My knowledge of popsels grew from a need to have some financial
aid lists and reports that because we did not have in house technical
staff available, were not otherwise available to me.
• Hopefully someone can get something from this presentation or……
• We can get valuable input from others and share, at the end of my
presentation.
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GLRSLCT
Nancy Larson
Fullerton College Financial Aid Coordinator
HANDOUT #1
GLRSLCT FORM
Application:
FINAID
Creator ID:
NLARSON
Selection ID:
Description:
Select:
F
r
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m
TABLE Name (Can search on RORRULE –
:
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Data Element:
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Operator
Value
Sometimes can search on
Dynamic parameters can be used whenever
your form by clicking in field
possible by preceding with a &______ and
you want to “find” and then
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• This Banner form, is used to
view, create, edit or delete
popsels (handout #1)
• Handout 1 is an informational
form for you to take back and
use.
• It gives some “hints” and
information for the form fields
and a brief description of what
the operator field symbols
mean.
• The GLRSLCT form in Banner,
was designed to give users a
way of writing SQL queries.
321 E. Chapman Ave. , Fullerton, Calif. 92832 (714) 992-7057
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GLISLCT
• Is the form that you can view
all the popsels created for
certain applications. Ours are
FINAID for financial aid.
Student, AR, Finance and
other offices may have some
created as well. Look at theirs!
Use theirs! Copy them for
yourself!
• Use this form to search for
existing popsels you may want
to use to create your own.
• Using existing popsels is the
best way to start learning to
create your own popsels.
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CREATING A NEW
POPSEL
Nancy Larson
Fullerton College Financial Aid Coordinator
HANDOUT #2
GLRSLCT FORM
Application:
FINAID
Creator ID:
NLARSON
Description:
S
e
F
l
r
e
o
c
m
t
Selection ID:
HAS_FUND
Get PIDM’s/List of students awarded for a designated fund
:
R
P
R
A
W
R
D
:
R
P
R
A
W
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_
Data Element:
P
I
D
M
Operator
Value
RPRAWRD_AIDY_CODE
=
&FUND_AIDY_CODE
AND
RPRAWRD_FUND_CODE
=
&FUND_CODE
AND
RPRATRM_ACCEPT_AMT
>
‘0’
321 E. Chapman Ave. , Fullerton, Calif. 92832 (714) 992-7057
• From an existing popsel,
using: HAS_FUND (your
handout # 2)
• This popsel looks at any
designated fund for an
aidyear and looks at the
RPRATRM_ACCEPT_AMT
to see if it is greater than 0
(or if they have an
accepted award amount).
• If we, instead, wanted to
look at the Offered amount,
we can modify this popsel.
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USING RORRULE
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What is the exact name of the
column that holds the offer
information?
Looking at handout 2, we see that
the accepted is a RPRATRM table
RPRATRM_ACCEPT_AMT, so
perhaps offered is the same
RPRATRM table.
We will use RORRULE to find this
column. RORRULE is a great search
tool!
Go to RORRULE and navigate to the
second block.
Put in the table RPRATRM
Hit the search button which will allow
you to view the columns for the
RPRATRM table. Is there one for
offered?
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• A text box will pop up.
• Search for O% or offered, or
scroll thru to see if there is a
offered column. Not searching
will give you a list of all the
columns for the RPRATRM
table.
• Here we can see
RPRATRM_OFFER_AMT
which we can now replace into
the existing HAS_FUND
popsel.
• RORRULE view can be used
for any Table – column search
if needed. It lets us view all the
columns available for certain
tables.
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RORRULE
• Can be used to look at Tables and columns and is a
wonderful SEARCH form.
• Columns are what we use for data element values to
develop popsels on the GLRSLCT form.
• You can also sometimes use your RORRULE rules as
popsels! Look at them!
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COPYING POPSELS
• In order to use an existing
popsel, created by someone
else, you must first copy it
and save it to make it your
popsel .
• If you are wanting to use an
existing popsel and change a
value-field, you would also
copy and rename it first.
• For many processes you will
need to be the creator and
user in order to run them.
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MODIFYING THE
HAS_FUND POPSEL
• Go to GLRSLCT (for
the popsel you want
to use to edit) and
navigate to the 4th
block.
• Go to options and
choose the copy
option
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• You will see a new
screen/block pop up.
• Fill out the copy to
information, a new
name and description
of what the popsel will
do, and SAVE.
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• Now you will see a
new “revised”
GLRSLCT with a new
name, a new
description and you as
the creator of the
original HAS-FUND
popsel .
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• Now the data element that
you want to replace needs to
be edited from:
RPRATRM_ACCEPT_AMT to
the one you just found on
RORRULE which is
RPRATRM_OFFER_AMT
and SAVED.
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• Once you have SAVED the
form, it will go thru a
compile process and pop
you back to the main
menu.
• You can now go back to
the GLRSLCT form to view
your new popsel and can
begin testing it by running
GLBDATA!
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SEARCHING FOR A COLUMN
NAME ON A FORM
• Another way to search a
column is to click the field (on
a particular form) that you
would like to capture in a
popsel.
• Then go to HELP and Dynamic
Help query.
• At this new dialog box you will
see the column name.
• NOTE: You can not always use
this process as sometimes the
field is just a “view” NOT a
column , but most times it can
be a useful tool.
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COMBINING POPSELS
• Can be accomplished by
running the GLBDATA
process.
• We will discuss how to use
the Union, Intersection, and
Minus (parameter 05 on
GLBDATA).
• We will talk about running
lists/spreadsheets from
GLAEXTR and GLIEXTR
and other forms).
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GLBDATA
•
Nancy Larson
Fullerton College Financial Aid Coordinator
PROCESS:
•
GLBDATA
PARAMETERS
Values
01
Selection Identifier 1
02
Selection Identifier 2
03
New Selection Identifier
NAME OF POPSEL USING 01 & 02
04
Description of new selection
DESCRIPTION OF 03 POPSEL
05
Union/Intersection/Minus
U- UNION, I –
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•
Parameter 05 Description:

U – UNION = To take 01 and 02 popsels and combine them to get an
“unduplicated count” for 03 popsel.

I – INTERSECT = To take 01 and 02 popsels and combine them to get a list of
people that are NOT in both popsels. Tell me (in popsel 03) which students are
not found in 01 AND 02.

M – MINUS = Takes popsel 01 and subtracts students in popsel 02.
•
321 E. Chapman Ave. , Fullerton, Calif. 92832 (714) 992-7057
•
GLBDATA is the process that runs
your popsels.
Refer to GBLDATA handout # 3. It
shows descriptions of what goes into
the parameter value fields. And gives a
description of:
Intersection – To take two popsels and
combine them to create one
unduplicated list/popsel of people who
were in BOTH selections.
Union – To take two popsels and
combine them to get a list/popsels of
people that are NOT in both popsels.
“Show me the students that do not
meet the popsel 1 and popsel 2
criteria.”
Minus – To subtract popsel # 2 from
popsel # 1 to create a list/popsel.
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GLBDATA EXAMPLE #1
Nancy Larson
Fullerton College Financial Aid Coordinator
PROCESS:
GLBDATA
PARAMETERS
Values
01
Selection Identifier 1
HAS_FUND
02
Selection Identifier 2
HAS_REQUIREMENT
03
New Selection Identifier
PELL_90U
04
Description of new selection
PELL STUDENTS W/90U REQUIREMENT
05
Union/Intersection/Minus
I
06
Application Code
FINAID
07
Creator ID of Selection ID
NLARSON
08
Detail Execution Report
EXAMPLE 1 :
BSTUDENT wants to run two popsels that have been created by NLARSON
(HAS_FUND and HAS_REQUIREMENT) to get a list of students who have a 90U
tracking requirement and have Pell grant. By using parameters (above)
BSTUDENT will be “creating” a new popsel named: PELL_90U (parameter 03
above). If she wants to use this popsel to run a process, she would then put :
APPLICATION: FINAID
SELECTION ID: PELL_90U
CREATOR: BSTUDENT because SHE has created this when she ran with the
parameters above. Many times it is confusing and the original creator is used in
error, and the popsel will not work.
321 E. Chapman Ave. , Fullerton, Calif. 92832 (714) 992-7057
• Go thru handout #4, example 1
to show how to combine
popsels and use the new
popsel created in a process.
• Same person must be the
creator of both popsels used.
• Remember that the user who is
running the process (who does
not have to be the creator) will
now BECOME the creator of
the new popsel (named in
parameter 03) that is being
created by this combining
process.
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GLBDATA EXAMPLE #2
Nancy Larson
Fullerton College Financial Aid Coordinator
PROCESS:
GLBDATA
PARAMETERS
Values
01
Selection Identifier 1
GET_POPSEL
02
Selection Identifier 2
HAS_SAP
03
New Selection Identifier
PELL_90U_GOOD
04
Description of new selection
PELL STUDENTS W/90U REQ NOT DISQ
05
Union/Intersection/Minus
M
06
Application Code
FINAID
07
Creator ID of Selection ID
BSTUDENT
08
Detail Execution Report
EXAMPLE 2 :
BSTUDENT wants to NOW take the popsel just created by intersecting the two
popsels (in example 1) , and wants to know, out of the PELL_90U students, pull out
the disqualified ones. Banner does not recognize the PELL_90U as a valid popsel. If
BSTUDENT took the PELL_90U and put that in parameter 01, then put the popsel
HAS_SAP in parameter 02 to minus, there would be an error, Banner can not
“find” the created popsel. In order to DO this, instead of putting PELL_90U in
parameter 01, you can use the GET_POPSEL selection (which I have given you a
copy of) and then, you will get dynamic 88 parameters after saving which will ask
you to enter the application (FINAID), selection (PELL_90U), creator
(BSTUDENT) and user which would be BSTUDENT again, but others could run
this as well (could be different users for this). THEN it will pull those student and
minus the 02 selection. HAS_SAP will also give you a dynamic in order to enter your
ROASTAT disqualified code. Note: BSTUDENT must have a GET_POPSEL that
she created on file. Both popsels used in 01 and 02 must have the same creator.
Students from this popsel can be used to run a process and the information would
be:
APPLICATION: FINAID
SELECTION ID: PELL_90U_GOOD
CREATOR: PERSON RUNNING THE PROCESS (USER)
321 E. Chapman Ave. , Fullerton, Calif. 92832 (714) 992-7057
• Go thru example 2 to show
how to “use” the popsel
created by the user in
example 1, in another
combined popsel.
• Next we will review the
GET_POPSEL (handout #
6) used for pulling out of
Banner, combined popsel
information.
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GET_POPSEL
Nancy Larson
Fullerton College Financial Aid Coordinator
HANDOUT # 6
GLRSLCT FORM
Application:
FINAID
Creator ID:
NLARSON
Description:
Select:
From:
Selection ID:
GET_POPSEL
Get PIDMs from existing/created popsel
SPRIDEN_PIDM
SPRIDEN, GLBEXTR
Data Element:
Operator
Value
SPRIDEN_PIDM
=
GLBEXTR_KEY
AND
GLBEXTR_APPLICATION
=
&APPLICATION
AND
GLBEXTR_SELECTION
=
&SELECTION
AND
GLBEXTR_CREATOR_ID
=
&CREATOR
AND
GLBEXTR_USER_ID
=
&USER
321 E. Chapman Ave. , Fullerton, Calif. 92832 (714) 992-7057
• This popsel can be used in
parameter 01 or 02 so that you
can use the popsel you just
created (by combining 2
popsels) in another popsel.
• This popsel will provide you
with “dynamic parameters”
once you have saved that will
ask you for all the information
from the popsel you created so
that you can pull those
students into your popsel.
• If looking at example #2, the
dynamic information that would
be entered would be: FINAID,
PELL_90U, BSTUDENT(who
was the user).It pulls the
popsel you created in example
#1 to use in #2.
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PROBLEMS
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Many times, confusion arises because staff will
use the “creator” instead of the “user” when
popsels are combined and used to run a process.
When combining two popsels, they both must
have the same CREATOR.
Important to remember – If you are combining two
popsels created by BSTUDENT and YOU is the
user that is running the GLBDATA process and
giving it a new name (parameter 03 from
GLBDATA) then you need to remember that YOU is
now the CREATOR (of the 03 parameter popsel)
and when using this popsel in a process needs to
be the creator used, not BSTUDENT.
Trying to use a parameter 03 “created” popsel to
combine with another, will not work unless you
use the GET_POPSEL popsel which will then allow
you to do this pull all the information. If you do not
use GET_POPSEL, then it will give you a “has not
been compiled” error.
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• Dynamic parameters should always be used in popsel creation if
possible. They allow you to enter the values which may change from
year to year.
• Dynamic parameters are set up on GLRSLCT in the value field as
&WHATVALUEYOUWANT. GET_POPSEL (handout 6) is mostly
comprised of dynamic values.
• These then, pop up after the GLBDATA save as a 88 parameter that
needs to be submitted before process is run.
• This allows you to use the same popsel year after year.
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VIEWING GLBDATA
STUDENTS
• The two forms that can be used
for this are GLIEXTR and
GLAEXTR.
• GLAEXTR can be modified,
deleted and used for Manual
popsel entries.
• GLIEXTR students can be viewed
alphabetically and is a view
screen only.
• Using the GUAOBJS set up, you
can pull spreadsheet lists from
these screens.
• You can also run RORAPLT
which is a report of GLBDATA
students that were selected. This
report shows an alpha listing and
ID numbers.
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GUAOBJS FORM
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In order to be able to pull a
spreadsheet from a form, the form
needs to be set up here first.
The Key and Data Block or Data
Block option needs to be selected
and saved for the forms you wish
for this option.
Search and find your form, select
the option and save.
NOTE: Not all of you will have
modify access to this form and,
not all forms can be set up for
spreadsheets.
GLIEXTR, GLAEXTR and
FGIBDST are wonderful forms to
set up here, and use this process
for.
FGIBDST can be pulled to
spreadsheet and budgets can be
reconciled, great trick!
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CREATING A SPREADSHEET
FROM GLAEXTR (or a form)
• From the GLIEXTR or
GLAEXTR (or any set up
form), go to HELP.
• Choose the Extract Data
option.
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• You will see this pop
up window and you
select YES.
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• At this point you get
another window.
• Here you can choose
SAVE or OPEN.
• Choosing the OPEN
option…..
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• You will have all your
data pulled into a
spreadsheet!
• This is done very
quickly and now you
have a spreadsheet
to edit , sort and print!
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RORAPLT
• The RORAPLT report will
present you with a listing
of students in a popsel as
well.
• This process takes a few
minutes to run but will
give you a report of
students names and ID
numbers from any popsel
you name in parameters
01, 02 and 05.
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SOME FC POPSELS
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Here are a few examples of FC popsels we use most often for your
information.
HAS_FUND – Handout #2, can run and get a listing of any fund we have on
RPAAWRD in the accepted column by designating (with dynamic
parameter) the aid-year and fund code.
GET_POPSEL – Handout # 6 which we discussed in combining popsels.
HAS_REQUIREMENT – Handout # 7, gives you a list of students for a aidyear who have a specific tracking requirement.
HAS_SAP – Handout #8 can run any SAP code status (New status field on
ROASTAT). Good for running list of disqualified students, etc and can be
used to run letters, etc.
FA_BAL_OWED – Handout # 9 to find a financial aid student who owes
money.
MANUAL – Handout # 10. To put students in a popsel by hand on the
GLAEXTR form.
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• MORE TIPS?
• QUESTIONS?
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• THANK YOU!
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