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Banner Training Reference Guide POPULATION SELECTION (PopSel) 101 Updated 6/11/2012

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Table  of  Contents  

 

Introduction  ............................................................................................................................  4   How  Data  is  Stored  ..................................................................................................................  4   Finding  a  PopSels  [GLRSLCT]  ....................................................................................................  6   Copying  PopSel   .......................................................................................................................  9   Running  the  PopSel  [GPXDATA]  .............................................................................................  11   Mapping  your  JobSub  (J:drive)  ..............................................................................................  16   Viewing  The  Selected  Data  in  INB  ..........................................................................................  17   [GLIEXTR  or  GLAEXTR]  ...........................................................................................................  17   Printing  The  Selected  Data  [GPOPSEL]  ...................................................................................  18  

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Introduction   The  purpose  of  a  Population  Selection  (PopSel)  is  to  select  the  PIDIMs  of  persons  or  non-­‐ persons  in  the  system,  based  on  rules  that  have  been  develop  using  SQL-­‐type  statements.     Because  the  process  only  selects  PIDMs,  you  cannot  use  it  for  selecting  courses,  gifts,  rooms,   pledges  or  any  other  information.    Only  PIDMs  can  be  selected,  and  only  persons  or  non-­‐ persons  have  PIDMs.     Population  Selection  involves  three  processes:   • You  must  define  your  population,     • Run  the  Population  Selection  Extract  Program,  and     • You  may  view  and  edit  the  results  of  your  selection.     Once  you  have  a  list  of  PIDMs  that  meet  your  selection  criteria,  you  can  use  it  in  combination   with  many  Banner  reports  and  processes,  as  well  as  with  Banner  Letter  Generation  

How Data is Stored Banner  Population  Selection  is  a  function  that  allows  us  to  select  people  or  organizations  based   on  specific  criteria.    For  example,  because  Banner  stores  a  person’s  sex  and  addresses,  we  can   select  all  the  people  in  the  database  who  are  male  and  have  an  address  in  Washington  State.     Since  Banner  stores  a  great  deal  of  information,  it  makes  it  possible  to  select  groups  using  both   simple  and  complex  criteria.     In  order  to  understand  Population  Selection,  it  is  helpful  to  understand  how  Banner  stores   information.    All  data  is  stored  on  ‘Tables’.    Think  of  a  table  as  a  spreadsheet,  with  columns  and   rows.    Each  column  contains  data  for  a  field,  and  each  row  contains  all  the  information  for  a   record.    For  example,  look  at  the  table  below:     NAMES&IDS   LAST  NAME   FIRST  NAME   MIDDLE  NAME   ID   Spaulding   John   Forrest   578688818   Smith   Mary   Therese   003525454   Williams   Tom   Mitchell   952854785     Note  how  all  last  names  are  stored  in  the  first  column,  and  how  all  the  information  about  John   Forrest  Spaulding  is  stored  in  one  row,  or  record.           4


In  order  to  store  the  vast  amount  of  data  used  by  Banner  clients,  the  system  has  thousands  of   tables.    The  table  SPRIDEN  stores  name  and  ID  information,  the  table  SPRADDR  stores  address   information,  the  table  SPBPERS  stores  personal  information  (gender,  birthdate,  ethnicity,  etc.)   just  for  a  start.     To  make  sure  that  the  information  on  a  specific  record  in  one  table  is  connected  to  the  correct   record  in  another  table,  Banner  uses  a  field  that  is  common  to  both  and  will  have  the  same   value  for  a  record  in  every  table.    That  field  is  called  a  PIDM.    Every  time  a  new  person  or  non-­‐ person  is  added  to  the  system,  Banner  generates  a  unique  PIDM.    This  number  is  used  for  every   record  in  every  table  that  pertains  to  the  person  created.     Let’s  look  at  that  table  again,  but  this  time  with  the  PIDM  column  added:     PIDM   LAST  NAME   FIRST  NAME   MIDDLE  NAME   ID   0000001   Spaulding   John   Forrest   578688818   0000002   Smith   Mary   Therese   003525454   0000003   Williams   Tom   Mitchell   952854785   And  now  let’s  look  at  another  table;  the  address  table,  SPRADDR:   ADDRESSES   PIDM   STREET   CITY   STATE   ZIP   0000001   1  Main  Street   Spokane     WA   99202   0000002   2  Elm  Street   Billings   MT   59102   0000003   3  Beech  Street   Seattle   WA   98125     To  display  name  and  address  information  for  Mary  Smith,  Banner  can  connect  the  two  records   using  the  PIDM.    Thus,  Mary  Smith  lives  at  2  Elm  Street,  Billings,  MT,  59102.     Every  table  in  Banner  that  contains  information  about  a  person  or  non-­‐person  uses  the  PIDM  to   identify  the  record.  

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Finding a PopSels [GLRSLCT]   A.    Access  the  GLRSLCT  Population  Selection  Definition  Rules  Form  

    B.    Select  the  Application  you  want  to  work  in.    You  can  double  click  in  this  field  to  bring  up  a  list   of  applications  if  necessary.   C.    Click  the  search  icon  next  to  the  Selection  ID  field  to  bring  up  all  PopSels  that  have  been   created  under  the  Application  you  selected.  

  D.    Scroll  through  the  list  until  you  find  the  PopSel  you  want  to  look  at.    You  can  search  the  list   by  a  specific  user  if  needed.    Simply  perform  an  <Enter  Query>  function,  type  in  the  user’s   name  (you  would  need  to  know  their  Banner  username  and  enter  it  in  CAPS)  in  the  CREATOR   column  and  perform  an  <Execute  Query>  function.   E.    When  you  find  the  PopSel  you  want  to  look  at,  double  click  on  the  Selection  ID.    This  will   return  you  to  the  GLRSLCT  form.   6


F.    Click  in  the  Description  field  to  view  the  PopSel.  

G.    You  can  get  a  general  idea  for  what  records  the  PopSel  will  pull  by  looking  at  the  Data     Element  column.    This  will  show  you  the  ‘rules’  the  PopSel  is  using  to  pull  records.   H.    If  you  want  to  look  at  a  different  PopSel,  perform  a  <Rollback>  function  to  clear  the  form   and  return  to  the  top  or  <Exit>  to  exit  the  form.        

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I.      The  Rules  Block  contains  the  specific  parameters  (rules)  for  the  Population    Selection.   Parameter   Description   Example   (   Used  when  linking  2  rules     together   Data  Element   The  field  names  that  you  want   SARADAP_TERM_CODE_ENTRY   to  use  in  the  Population   Selection.  The  ‘smallest’  field   is  named  FIRST,  and  works   down  to  the  ‘largest’  field   name   Operator   This  is  the  ‘verb’  of  the  rule.    It   =,  <>,  IN,  NOT  IN,  LIKE,  NOT   comes  from  the  pull  down  list   LIKE,  etc.   of  available  operators.   Value   Specific  code  values  used  to   ‘200110’   qualify  the  person  or  non-­‐ (‘200110’,’200120’,’200130’)   person  in  the  Population   &term   Selection.    Enclose  all  values   (codes)  in  single  quotes.     When  using  several  values   (codes),  each  one  is  single   quotes,  separate  them  all  by   If the naming sequence commas,  and  enclose  the   of a Data Element is not entire  group  in  parentheses.   clear to you go to the dynamic  variables  are  also   form you think the field used  in  this  column,  and  be   is from, make sure your prompted  for  specific  values   curser is on that fiend (codes)  when  the  Population   and go to the Help Selection  is  run   menu and select )   Used  in  conjunction  with  the     Dynamic Help Query. ‘(‘  column  to  link  2  rules   That will show name of that field. together   And/Or   Links  rules  together.    Use  AND     if  you  want  the  person  to   qualify  for  each  rule  created.     Use  OR  if  record  can  qualify   for  first  rule  OR  second  rule   OR  third  rule,  etc.   When  you’ve  found  the  PopSel  you  want  to  run,  you’re  ready  to  move  on.

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Copying PopSel   Instead  of  trying  to  re-­‐invent  the  wheel,  you  should  get  into  the  habit  of  looking  at  other   Population  Selections  that  users  have  created  to  see  if  you  can  ‘borrow’  them  for  your  own   uses.    Banner  will  allow  you  to  run  other  users’  Population  Selections.    However,  you  will  not  be   able  to  make  any  changes  to  their  Population  Selections.    If  changes  are  to  be  made,  you  will   need  to  copy  their  Population  Selection  into  your  own  User  ID.    Follow  the  steps  below  to  copy   Population  Selections:   A. Access  the  GLRSLCT  form  

B. Enter  in  the  Application  the  Population  Selection  has  been  created  under   C. Enter  in  the  Selection  ID  for  the  Population  Selection  

 

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D. Click  in  the  Data  Element  field  to  bring  up  the  Rules  for  this  Population  Selection  

 

E. Select  ‘Copy’  from  the  Options  Menu  or  Right  Click  and  select  Copy  

 

F. Enter  in  the  same  Application   G. Enter  in  a  Selection  ID  (what  do  you  want  to  name  this  Population  Selection?)  

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H. Click  Insert  Record  on  the  shortcut  toolbar  

 

  I. You  will  be  taken  back  to  the  GLRSLCT  form  and  you  should  see  your  name  as  the   Creator  ID   J. Make  whatever  changes  you  need  and  <Save>  

Running the PopSel [GPXDATA]   Once  you  find  the  PopSel  you  want  to  run  go  to  GPXDATA,  you  must  run  a  process  to  extract   the  data  (PIDMs  only)  from  Banner.    Follow  the  steps  below  to  run  the  Population  Selection   extract  process:   A. Access  the  GPXDATA  process  

 

B. Process  field  should  say  GPXDATA   C. Click  in  the  Values  column  

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D. Enter  in  the  Values  accordingly  IN  CAPS     Parameter   Response   01  POPSEL  Application  ID   Required-­‐  Enter  the  “Application  ID”  for  all  of   the  specified  “Selection  ID”s.   02  POPSEL  Selection  ID  (Primary)   Required-­‐  Name  your  primary  “Selection  ID”.   03  POPSEL  Creator  ID   Required-­‐  Enter  the  Creator  ID  of  the  person   who  created  the  Selection  ID(s).    NOTE:  All   ”Selection  IDs”  have  the  same  “Application  ID”   and  “Creator  ID”.   04  Run  this  POPSEL   Required-­‐  Enter  one  or  more  “Selection  ID”s   for  POPSEL(s)  you  want  to  run.   05  Include  POPSEL  with  Primary   Optional  -­‐Enter  one  or  more  “Selection  ID”s   for  POPSEL  results  you  want  to  include  in  your   primary  “Selection  ID”.   06  Exclude  COUPLES  from  Primary   Optional  -­‐  –  Enter  one  or  more  “Selection  ID”s   for  POPSEL  results  you  want  excluded  from   12

 


07  Exclude  INDIVS  from  Primary  

08  Intersect  PIDMs  with  Primary   09  Clear/Trunc  Primary  Selection  

primary  “Selection  ID”.  Both  primary  and   corresponding  spouses  records  are  excluded   from  primary  “Selection  ID”.   Optional-­‐  Enter  one  or  more  “Selection  ID”s   for  POPSEL  results  you  want  excluded  from   primary  “Selection  ID”.  Only  individual  record   is  excluded  from  the  primary  “Selection  ID”.   Optional-­‐  Enter  one  or  more  “Selection  ID”s   for  POPSEL  results  you  want  intersected  with   the  primary  “Selection  ID”.   Required  –  Clear  results  of  primary  “Selection   ID”  before  any  processing  begins.  YES  =   Clear    all  except  manually  inputted  POPSEL   records.  ALL  =  Clear  all  including  manually   inputted  POPSEL  records.  NO  =  Do  not  clear   primary  “Selection  ID”  results.  Default  =  YES.  

E. Click  on  Submit  

F. <Save>   G. If  there  were  any  Dynamic  Variables  in  the  Rules  of  the  Population  Selection,  the   cursor  will  jump  back  to  the  Parameter  block.    All  values  (codes)  for  Dynamic   Variables  are  required.    Enter  the  values  (codes)  accordingly.    Click  on  Submit  again   and  then  <Save>  again  to  run  the  Population  Selection  with  the  Dynamic  Variables   13

 


you  specified.    

H. To  view  the  number  of  records  that  were  extracted  for  the  Population  Selection:   1. Access  the  GWASPOL  form  by  selecting  Options  from  the  main  menu  bar  or  Right   Click  and  select  Review  Output  from  the  menu   a. Select  ‘Review  Output’  

 

 

OR  

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b. Double  click  on  the  gpxdata…lis  file  or  highlight  it  and  click  the  View/Open   Spoolfile  tab  

c. This  will  open  another  window  in  your  browser  (be  sure  your  popup  blocker   is  off)   If you go to your spooler and there is an .in file the system is still working on the extract. Refresh and open the .lis

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d. Close  this  window  to  return  to  the  GWASPOL  form.   OR  2.    Access  your  JobSub  directory  (J  drive)  to  view  and  print  files  from  your  spooler.     (See  Mapping  directions  below)    

Mapping your JobSub (J:drive)   If  you  have  not  mapped  the  J  drive  to  your  JobSub  directory,  do  the  following:   a. Right  click  on  ‘My  Computer’  on  your  desktop  

  b. Select  ‘Map  Network  Drive’  from  the  menu   c. Select  the  J  drive  from  the  pull  down  menu  (make  sure  it’s  not  already   mapped  to  something)  

 

  d. Type  ‘\\SJ\JOBSUB’  for  the  Path  or  Folder   e. Select  ‘Reconnect  at  logon’   f. Click  OK  or  Finish     Once  this  mapping  is  established,  you  can  open  Word  or  Excel  and  select  the  J   drive  to  view  the  same  files  you  would  see  in  your  spooler  (GWASPOL)  in  Banner.    

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Viewing The Selected Data in INB [GLIEXTR or GLAEXTR]   A.    The  Population  Selection  Extract  Inquiry  Form  (GLIEXTR)  displays  the  IDs  in  a  population.     The  IDs  can  be  sorted  by  Name  or  ID.    This  form  is  used  for  viewing  only,  you  can’t  update  or   change  the  results.  

    B.    The  Population  Selection  Extract  Data  Form  (GLAEXTR)  displays  the  data  (this  time  sorted  by   PIDM),  and  can  be  used  to  modify  the  results  of  a  population  extract.    Only  the  User  who   extracted  the  IDs  can  access  a  Selection  ID  on  GLAEXTR.    You  can  add  or  delete  records  as   needed.    (Notice  that  the  form  displays  deceased  persons,  as  well  as  those  who  have   requested  confidentiality,  and  indicates  if  a  record  was  created  manually  or  by  the  system).  

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The  purpose  of  the  Population  Selection  process  is  not  simply  to  create  a  list  of  names,  but  to   create  a  set  of  records  that  can  be  used  as  a  base  for  other  Banner  reports  and  processes.    You   will  find  that  many  reports  and  processes  allow  you  to  include  the  name  of  a  selection   (Selection  ID,  Application  and  Creator)  in  the  parameters.    Banner  Letter  Generation  also  allows   you  to  generate  letters  to  people  and  organizations  in  a  Population  Selection.    

Printing The Selected Data [GPOPSEL]   To  print  a  list,  with  ID  and  Name,  of  the  records  extracted  from  the  Population  Selection,  do  the   following:   A. Access  the  GPOPSEL  process  

 

B. The  Process  field  should  say  GPOPSEL   C. Click  in  the  Values  column  

D. Enter  in  the  values  accordingly,  IN  CAPS:     18

 


Parameter   01  Application   02  Selection  ID  

03  Creator  ID   04  User  ID  

Response   Enter  the  code  of  the  Application  which   controls  the  Selection  ID  to  be  processed   Enter  the  name  of  the  Population  Selection.     NOTE:  If  you  performed  a  Union,  Intersection,   or  Minus,  this  Selection  ID  would  be  the  NEW   Selection  ID  you  created   Enter  the  Creator  ID  of  the  person  who   created  the  Selection  ID   Enter  the  User  ID  of  the  person  who  is  running   the  Selection  

E. Click  on  Submit   F. <Save>  

G. This  will  provide  you  with  a  gpopsel…log  and  a  gpopsel…lis  file  (notice  the  Help  Line   at  the  bottom  of  the  form  to  make  sure  these  files  are  created)   H. Select  ‘Review  Output’  from  the  Options  Menu  to  access  the  GWASPOL  form  or   access  your  JobSub  directory  to  view  the  .lis  file    or  Right  click  and  select  Review   Output   19

 


OR  

 

  To  view  the  list,  click  on  the  View/Open  Spoolfile  tab  

I. To  print  the  list,  return  to  the  GWASPOL  form   1. Highlight  the  gpopsel…lis  file   2. Click  the  printer  icon  on  the  shortcut  toolbar  or  click  the  Print  Spoolfile  tab   20

 


3. Enter  the  appropriate  parameters  

4. Click  the  Print  button  to  print  list  

 

      Additional trainings regarding this topic are: PopSel 201 where you learn more about writing SQL rules and, Letter Generation where you can gather information about the selected records. Go to www.gonzaga.edu/GUTraining to find more information on the trainings and register. If you have any questions please feel please contact Cassandra Marrs at Marrs@its.gonzaga.edu or (509) 313-6787. 21

 


Banner Training: Population Selection 101