LOADING SMARTCALL PARENTS INTO ADVANCE
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- Maximillian Craig
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1 Overview The following procedures should be followed for loading new entities from SmartCall into Advance for SA parents. The process should be followed using these steps and in this order: 1. Transfer Entities from SmartCall 2. Prepare Batch for Manual Review by Advancement Services Once Advancement Services notifies us that the batch has been reviewed, follow these steps: 3. Prepare the Batch for Load 4. Load Students into Advance 5. Load Parents into Advance 6. Load Parent Marital into Advance 7. Close the Batch 8. Update SmartCall with Advance ID 9. Load Pledges into Advance V:\its\ISI\IM\Private\IM\as\Procedures\BSR Advance CS\SmartCall\Loading SmartCall Parents into Advance.docPage 1 of 16
2 Setup During the pre-load process, work tables must be created in preparation for the load. They are: ADV_WORK_ADDRESS: Contains one row for each entity containing information about their preferred address. ADV_WORK_BIO_DETAIL: Contains one row for each new entity containing additional biographical information for this entity including birth date. ADV_WORK_CHILDREN: Contains one row for each qualifying entity where a child row exists. ADV_WORK_ENTITY: Contains one row for each new entity containing information required to create the entity record including name, ID, and preferred address. ADV_WORK_MARITAL_INFORMATION: Contains one row for each qualifying entity where a marital relationship exists. Security grants and synonyms must be set in order for the load script to run using AdvLoader. Execute the following grants as ADV_DATA user grant all on ADV_WORK_ADDRESS to advrole; grant all on ADV_WORK_BIO_DETAIL to advrole; grant all on ADV_WORK_CHILDREN to advrole; grant all on ADV_WORK_ENTITY to advrole; grant all on ADV_WORK_MARITAL_INFORMATION to advrole; Create the following synonyms as ADVANCE user create public synonym ADV_WORK_ADDRESS for adv_data.adv_work_address; create public synonym ADV_WORK_BIO_DETAIL for adv_data.adv_work_bio_detail; create public synonym ADV_WORK_CHILDREN for adv_data.adv_work_children; create public synonym ADV_WORK_ENTITY for adv_data.adv_work_entity; create public synonym ADV_WORK_MARITAL_INFORMATION for adv_data.adv_work_marital_information; V:\its\ISI\IM\Private\IM\as\Procedures\BSR Advance CS\SmartCall\Loading SmartCall Parents into Advance.docPage 2 of 16
3 Procedures for Transferring Entities from SmartCall Open SmartCall Access database located in S:\ITS\AIM\IM\as\Access\SmartCall.mdb Execute query titled "SC Entities to ADV INSERT into PARENT_SC_LOAD" Click Yes button when confirming table append. When prompted, enter a call date. When prompted, enter a segment. V:\its\ISI\IM\Private\IM\as\Procedures\BSR Advance CS\SmartCall\Loading SmartCall Parents into Advance.docPage 3 of 16
4 Click Yes to confirm the number of records to append. In application server In application server Login to the application server as ADV_DATA in ITSPRD using PL/SQL Developer. Execute the CP_LOAD_SCPARENTS.POST_SC_LOAD procedure by right clicking it and selecting Test. NOTE: This process will: Extract child information (name, gender, date of birth) from the Student Data Warehouse Generate joint mail names for all entities with a spouse. Generate a prefix for prospect and/or spouse if one is not provided (assuming a gender is provided). Enter parameter values and execute: p_call_date p_segment_id After the procedure is done executing, review the output by clicking on the Output tab in the Test Window. V:\its\ISI\IM\Private\IM\as\Procedures\BSR Advance CS\SmartCall\Loading SmartCall Parents into Advance.docPage 4 of 16
5 From the Advancement Systems account, send the "SmartCall Parent Pledges" template . This notifies the Advancement Services staff that the new SmartCall parent records are ready for review. Once they complete their review task, they will send a reply and you can proceed with the next step of "Procedures for Preparing Batches for Load." Procedures for Preparing the Batch Login to the application server as ADV_DATA in ITSPRD using PL/SQL Developer. Execute the CP_LOAD_SCPARENTS.PRE_LOAD procedure by right clicking it and selecting Test. NOTE: This process will change the form status code to Loading (L) for ALL forms ready to process. After the procedure is done executing, review the output by clicking on the Output tab in the Test Window. V:\its\ISI\IM\Private\IM\as\Procedures\BSR Advance CS\SmartCall\Loading SmartCall Parents into Advance.docPage 5 of 16
6 Procedures for Loading Students into Advance Login to the application server as ADV_DATA in ITSPRD using PL/SQL Developer. Execute the CP_LOAD_SCPARENTS.LOAD_CHILDREN procedure by right clicking it and selecting Test. After the procedure is done executing, review the output by clicking on the Output tab in the Test Window. Follow Procedures for Creating DataLoader Batch OPTION 1 below. Follow Procedures for Loading Data below. V:\its\ISI\IM\Private\IM\as\Procedures\BSR Advance CS\SmartCall\Loading SmartCall Parents into Advance.docPage 6 of 16
7 Procedures for Loading Parents into Advance This process should only be run after the successful completion of validation/posting of Children in AdvLoader. Login to the application server as ADV_DATA in ITSPRD using PL/SQL Developer. Execute the CP_LOAD_SCPARENTS.LOAD_RELATIVES procedure by right clicking it and selecting Test. After the procedure is done executing, review the output by clicking on the Output tab in the Test Window. Follow Procedures for Creating DataLoader Batch OPTION 2 below. Follow Procedures for Loading Data below. V:\its\ISI\IM\Private\IM\as\Procedures\BSR Advance CS\SmartCall\Loading SmartCall Parents into Advance.docPage 7 of 16
8 Procedures for Loading Marital Information into Advance This process should only be run after the successful completion of validation/posting of Relatives in AdvLoader. Login to the application server as ADV_DATA using PL/SQL Developer. Execute the CP_LOAD_SCPARENTS.LOAD_RELATIVES procedure by right clicking it and selecting Test. After the procedure is done executing, review the output by clicking on the Output tab in the Test Window. Follow Procedures for Creating DataLoader Batch OPTION 2 below. Follow Procedures for Loading Data below. V:\its\ISI\IM\Private\IM\as\Procedures\BSR Advance CS\SmartCall\Loading SmartCall Parents into Advance.docPage 8 of 16
9 Procedures for Closing Batches After Load Login to the application server as ADV_DATA in ITSPRD using PL/SQL Developer. Execute the CP_LOAD_SCPARENTS.PRE_LOAD procedure by right clicking it and selecting Test. NOTE: This process will change the form status code to Loading (L) for ALL forms ready to process. After the procedure is done executing, review the output by clicking on the Output tab in the Test Window. V:\its\ISI\IM\Private\IM\as\Procedures\BSR Advance CS\SmartCall\Loading SmartCall Parents into Advance.docPage 9 of 16
10 Procedures for Updating SmartCall with Advance ID Numbers Open SmartCall Access database located in V:\its\ISI\IM\Private\IM\as\Software_Archives\3)_Production\Ballpark Pledges\SmartCall.mdb Execute query titled "SC Entities to ADV UPDATE SmartCall with ID" Click Yes button when confirming table update. When prompted, enter a call date. When prompted, enter a segment id. V:\its\ISI\IM\Private\IM\as\Procedures\BSR Advance CS\SmartCall\Loading SmartCall Parents into Advance.docPage 10 of 16
11 Click Yes button to confirm update. Proceed with procedures for loading SmartCall Pledges to Advance. V:\its\ISI\IM\Private\IM\as\Procedures\BSR Advance CS\SmartCall\Loading SmartCall Parents into Advance.docPage 11 of 16
12 Procedures for Creating DataLoader Batch Login to Advance Switch to Maintenance Mode (F9) and Go To the DataLoader Batch from Tables (CBFT) window OPTION1: Used when loading students. In the Batch from Tables window, select values for the following and click Create Batch button. Batch Type: Parent Program Student Load (Cal Poly) Comment: SC Student Load (call date) Source: SC SmartCall Alternate ID Type: EID PeopleSoft Student ID Number NOTE: At this time, the data contained in the ADV_WORK tables will be transferred into the Data Loader batch tables. V:\its\ISI\IM\Private\IM\as\Procedures\BSR Advance CS\SmartCall\Loading SmartCall Parents into Advance.docPage 12 of 16
13 Example of loading NEW ENTITIES for Students OPTION 2: Used when loading relatives and marital information. In the Batch from Tables window, select values for the following and click Create Batch button. Batch Type: Parent Program Relative Load (Cal Poly) Comment: SC Parent Load (dates) Source: SC SmartCall Alternate ID Type: SID SmartCall Prospect Number NOTE: At this time, the data contained in the ADV_WORK tables will be transferred into the Data Loader batch tables. V:\its\ISI\IM\Private\IM\as\Procedures\BSR Advance CS\SmartCall\Loading SmartCall Parents into Advance.docPage 13 of 16
14 Example of loading NEW ENTITIES for Relatives V:\its\ISI\IM\Private\IM\as\Procedures\BSR Advance CS\SmartCall\Loading SmartCall Parents into Advance.docPage 14 of 16
15 Procedures for Loading Data Login to AdvLoader using an Advance account ensuring that the database is ADVANCE and the server is the desired source database. Review the data file and set the batch status. Click the Review icon. Select the appropriate batch and and change the Status to Ready and click Save icon. Click the green down arrow icon to begin the review process. Validate the data file Click the Validate button on the left tool bar. If report says something like No invalid data found in this file! then close the report preview. If report says there are validation problems, these problems must be resolved prior to posting the data. If values are missing from a TMS table or invalid data is in the data file, discuss with the biographical records coordinator. The validation process will allow you to change the data file directly. Use this feature with caution. Click the Save button on the left tool bar. Repeat the review/validate/save process for each of the additional header ID. Post the validated data file V:\its\ISI\IM\Private\IM\as\Procedures\BSR Advance CS\SmartCall\Loading SmartCall Parents into Advance.docPage 15 of 16
16 NOTE: The file will begin posting immediately after the post button is clicked. There is no warning or confirmation! Be sure you are ready to post when clicking this button. V:\its\ISI\IM\Private\IM\as\Procedures\BSR Advance CS\SmartCall\Loading SmartCall Parents into Advance.docPage 16 of 16
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