End User Reporting. Using DataExpress with SMS Data Level I

Transcription

1 End User Reporting Using DataExpress with SMS Data Level I

2 SBCTC-ITD 3101 Northup Way Suite 100 Bellevue, WA Phone Fax Printing History April 2001 October 2001 (minor corrections) May 2009 November 2009 R:\DBReporting\SMSDTX\smsdatax.doc

3 Table of Contents 1 - Class Objectives What is DataExpress? Understanding Data Structure... 5 Data Elements... 6 Data Sets... 8 Databases SMS Data Structure SMS Databases Admissions Database Biographic History Database Student Follow-up Database Student Management Database Student/MIS Database Student Retention Database Table 3 Database Table 4 Database Transcript Database Transferred-in Courses Database SMS Data Sets Data Sets in the SM Database Class-D Data Set STU-CLASS-D Data Set STU-D Data Set STU-YRQ-M Data Set STU-YRQ-XREF-D Data Set YRQ-A Data Set EDUC-PRG-M Data Set Data Sets in the TBL3 Database DAY-D Data Set STU-INT-M Data Set ETH-ORIG-M Data Set COL-CIP-RATIO-D Data Set TRAN-CLASS-D Data Set in the Transcript Database Review 1 - SMS Data Structure Review Using the DataExpress Interface Responding to Prompts Obtaining Online Help DataExpress Menus Creating a Procedure Creating a Procedure Basic Steps SBCTC-ITD - i - November 2009

4 Using the Main Menu Step 1: Accessing the Data Using HP Dictionary Definitions Using Image Database Definitions Step 2: Choosing the Data Elements Building the working set Step 3: Creating Computational Fields Arithmetical Expressions If-Then-Else Computational Expressions Substring and Subfield Manipulation Step 4: Repeat Steps Step 5: Define Output Specifications Include in Output Sort By Summarize By Suppress Detail Records (N/y)? Select By Entering Selection Criteria Alternate Names for Selection Values Edit Names/Locations of Databases and Files (N/y) Include Database Password(s) in Procedure (N/y) Step 6: Linking the Data Sets Which Direction? Linking from a Computed Field Linking without a Defined Path Summary of Linking Data Sets Linking Examples Special Cases of Linking Maximizing Performance Step 7: Defining Report Format Step 8: Running the Procedure Step 9: Using ReportDesigner Responding to Global Edit Prompts Responding to Field Edit Prompts Generating Line and Page Breaks Removing Saved ReportDesigner Formatting Step 10: Saving the Procedure Using the Procedure Catalog Maintaining a Procedure Making Allowable Changes to an Existing Procedure Modifying an Existing Procedure Review 2 - DataExpress Review Hands-On Exercises Exercise 1: Creating a simple DataExpress Procedure Part 1: Select the data for the procedure Part 2: Create a working set Part 3: Define the report output Part 4: Establish the output file format and run the procedure Summary SBCTC-ITD - ii - November 2009

5 Exercise 2: Creating a procedure with sort options and selection criteria Part 1: Select the data for the procedure and create a working set Part 2: Define the report output Part 3: Define summary information Part 4: Enter selection values Part 5: Select the output file format and run the procedure Summary Exercise 3: Using a computational field and modifying a procedure Part 1: Select the data for the procedure and create a working set Part 2: Create a computational field Part 3: Define the report output Part 3: Define summary information Part 4: Enter selection values Part 5: Select the output file format and run the procedure Step 6: Modify the procedure Summary Exercise 4: Creating a computational counter field and suppressing detail to get summary lines Part 1: Select the data for the procedure and create a working set Part 2: Create three computational fields Part 3: Define the report output Part 4: Link files Part 5: Select the output file format and run the procedure Summary Exercise 5: Using an If-Then-Else computational expression Part 1: Select the data for the procedure and create a working set Part 2: Create two computational fields Part 3: Define the report output Part 4: Link files Part 5: Select the output file format and run the procedure Summary SBCTC-ITD - iii - November 2009

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7 1 - Class Objectives The purpose of this class is to introduce you to the basic concepts of database structure. You will also learn how to use those concepts along with DataExpress in order to create your own SMS reports. In today's class you will learn the following: Overview of database structure and terminology (Chapter 3) Overview of the structure of the SMS database (Chapter 4) Basic steps to create a DataExpress procedure (Chapter 6) Introduction to creating computational fields (Chapter 6, Step 3) Introduction to linking data sets (Chapter 6, Step 6) This class includes hands-on practice in creating DataExpress procedures that incorporate these concepts. Upon completion of this class, you will be able to create simple DataExpress procedures using data in the SMS database. SBCTC-ITD November 2009

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9 2 - What is DataExpress? DataExpress is a computer program that runs on the HP It is an end-user tool that allows you to access application data (for example, SMS, FMS, PPMS) on the HP 3000 in order to produce customized reports. Using DataExpress you create procedures that: Extract data from multiple data sets, files, and databases on the HP Manipulate the data and create temporary values, for example, computational fields. Reformat the output for use in another application, such as Microsoft Excel on a PC. When you run a DataExpress procedure, you can direct the extracted report data: To your screen for viewing. To your PC or terminal printer for a hardcopy report. To a system printer for a hardcopy report. Using Reflection or Minisoft you can also download the extracted report data to your PC. Once the data has been extracted, you can reuse it without rerunning the procedure that produced it. SBCTC-ITD November 2009

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11 3 - Understanding Data Structure To use DataExpress, you need to become familiar with your data and understand how it is organized. Data is organized on the HP 3000 as a set of databases, each consisting of progressively less extensive groups of data. The components of this data structure are as follows: Example: A database is a group of related data sets, which are organized for rapid retrieval of selected data. A data set is a group of related data elements (fields). A data set defines the contents of a record. A data element (or field) is a group of related bytes that contain a unit of information, such as a class ID or an administrative status. A byte is a one-character piece of information. It is the smallest accessible unit of information. A byte can be extracted using a character string computation. Database Data Set Data Element BDGT (Budget) BDGT-M BDGT-STRUCTURE FYR-BDGT-AMT SM (Student Management) CLASS-D CLASS-ID ADMIN-UNIT EMP (Employee) EMP-M EMP-ID EMP-NAME TBL5 (Table 5) JOB-CLASS-TBL-M JOB-CLASS JOB-CLASS-TITLE The HP 3000 Data Dictionary describes the entities that are used in the application system programs and processes. It does not contain the actual data; rather it describes the type, location, usage, and relationships of the data entities. The Data Dictionary describes the following data entities: data elements data sets databases SBCTC-ITD November 2009

12 Data Elements A data element is the smallest accessible entity in a database. It defines a single piece of information; for example, first name, last name, budget amount, or job class. Data elements typically define a field name on a screen or report. The Data Dictionary defines various attributes of data elements. You might encounter some of these terms when you are working in DataExpress: The data element short name is a brief name or abbreviation for a data element, consisting of a maximum of 15 characters. The data element short names are used to create DataExpress procedures. The data element long name is a more complete or descriptive name for the data element. The data element type indicates how the data is stored in the computer. Some of the data element types you may encounter are: X Z P I J Alphanumeric: Data elements that are classified as type X are nonnumeric and cannot be used in arithmetic expressions. These are character strings only. Zoned-decimal numeric Packed-decimal numeric Integer numeric Integer numeric A plus sign (+) added to a numeric data element type indicates that the element cannot have negative values. The size indicates the maximum number of positions (spaces) available for entering the data. The length indicates how the data is stored in the computer. The HP computer stores all data in increments of two. (A data element that is five positions long requires six positions of storage space.) Dec refers to the number of decimal positions for the data element. SBCTC-ITD November 2009

13 The edit mask provides information about how the data appears. For example, edit masks provide slashes in the date, decimal marks in credit fields, dollar signs in money amounts, and suppression of leading zeros. Some common edit masks are: Z Suppress leading zeros ^ Print whatever is in the field! Put a decimal in this position, regardless of the defined number of decimals ^^/^^/^^ Put two slashes in a six-digit date The Data Dictionary also contains parent and child data elements. Parent data elements are composed of more than one child element or field. For example, CLASS-ID is the concatenation (combination ) of two child elements, CLASS-ITM-NUM and CLASS- YRQ. It is important to recognize that DataExpress treats these child elements as computational fields (for example, for linking purposes and in the specifications on the Procedure Review). SBCTC-ITD November 2009

14 Data Sets A data set is a group of related data elements (fields). Typically, a data set defines the contents of a record. A data set combines several pieces of information; for example, the STU-D data set includes the data elements SID, STU-NAME, BIRTHDATE, and STU- TYP. Every data set has one or more key elements that identify the record. Key elements are used as pointers or links to other data sets. There are three types of data sets: An automatic master data set contains only one data element, which is its key. That data element points or links to one or more detail data sets in the same database, where the remainder of the data resides. An automatic master record is created by the computer when a new record is added to the detail data set. Use an automatic master data set for faster searches when primary selection criteria is based on a specific value of the key or a range value of the key. Automatic masters are identified by the suffix A on the data set name. For example, YRQ-A is an automatic master that locates all classes for a specific year/quarter. A manual master data set can contain other data elements in addition to the key. They can have only one key element and can contain only one record for each value of that key element. Manual master data sets link to detail data sets. Manual masters are identified by the suffix M on the data set name. For example, STU-YRQ-M is a manual master that contains quarterly biographic data for the student. There is only one record for the student for each year/quarter and those records are identified by the key STU-QTR. A detail data set contains one or more elements that act as key elements when linking from master data sets. A detail data set is identified by the suffix D on the data set name and is differentiated from a manual master in one of the following ways: There can be more than one record for a particular key element. There can be more than one key pointing to data in the detail sets. For example, STU-D records can be identified by SID (unique) or by abbreviated last name (not unique). STU-UNUSUAL-ACTN can contain more than one unusual action record for a specific student. SBCTC-ITD November 2009

15 Databases A database is made up of related data sets (and the data elements associated with each data set). To obtain hard copy reports of the Data Dictionary, order the following jobs through the Job Scheduling System: Data Elements by Element Abbreviation (DD0002J). This is a long report of approximately 1000 pages that contains all the data elements in each of the FMS, PPMS, and SMS databases. Because of the length of this report, you should coordinate the running of this job with your computer services department. File Element Listing (DD0011J). When you order this report, you select the database for the data sets (files) that you want. You can create DataExpress procedures that: Work with single or multiple data sets Work with single or multiple databases Work with a combination of files and data sets The computer accesses the information in data sets either: Sequentially (in consecutive order, one item at a time) - OR - Randomly (in random order based on the value of a key field) Data that is stored in the computer can be either: Global data is static information that changes only occasionally. A global item is widely accessible. Detail data is dynamic information that changes frequently or occurs more than once. SBCTC-ITD November 2009

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17 4 - SMS Data Structure The Student Management System consists of multiple databases, each containing multiple data sets. This chapter provides detailed information about what is contained in each of the SMS databases and how that information is displayed in DataExpress. SBCTC-ITD November 2009

18 SMS Databases The following databases are identified as SMS databases. Each database is known in the Data Dictionary by its abbreviated name, shown in parentheses. Admissions Database (ADM) Biographic History Database (HIST) Student Follow-up Database (SFUS) Student Management Database (SM) Student MIS Database (SMIS) Student Retention Database (SMISX) Table 3 Database (TBL3) Table 4 Database (TBL4) Transcript Database (TRAN) Transferred-In Courses Database (TRNSFR) Admissions Database The Admissions (ADM) database contains information used to track the progress of students (or prospective students) from their first point of contact with the college. This tracking function can continue through to the student s initial enrollment in classes, to graduation, or beyond graduation. DataExpress displays the data sets of the Admissions database in the following manner. Data sets in data base ADM 1: ADM-TEMP-SID-A 12: ADM-INTEREST-D 23: OPT-ADM1-M 2: ADM-ABBR-NAME-A 13: ADM-STU-ACTV-D 24: OPT-ADM2-M 3: ADM-SOUND-A 14: ADM-DOC-D 25: OPT-ADM3-M 4: ADM-SID-A 15: ADM-HIST-D 26: ADM-GRP-M 5: ADM-PROGRESS-A 16: ADM-REQR-D 27: ACTV-RELATE-D 6: ADM-SID-GRP-A 17: ADM-ADDTNL-DOC-D 28: DOC-RELATE-D 7: ADM-LAST-ID-M 18: ADM-PROGRESS-M 29: FILE-TEMPL-A 8: ADM-XREF-ID-D 19: STU-ACTV-M 30: FILE-TEMPL-D 9: ADM-STU-D 20: COL-DOC-M 31: ADM-ELMT-D 10: ADM-STU-GRP-D 21: CONTACT-ORIG-M 11: ADM-CONTACT-D 22: STU-INTEREST-M SBCTC-ITD November 2009

19 Biographic History Database The Biographic History (HIST) database contains student biographic data for students who have been archived from the active file. DataExpress displays the data set of the Biographic History database in the following manner. Data sets in data base HIST 1: STU-HIST-M Student Follow-up Database The Student Follow-up (SFUS) database contains follow-up survey records for vocational students. The survey method that used this database is no longer used by most colleges: therefore, any records remaining in this file will probably be for years prior to DataExpress displays the data sets of the Student Follow-up database in the following manner: Data sets in data base SFUS 1: SURVEY-SID-A 3: SURVEY-D 2: SURVEY-ID-A 4: SURVEY-CNTRL-M Student Management Database The Student Management (SM) database contains data about students and their enrollments, class and course data, and some user-defined tables. The Student Management database is the most frequently used database for SMS reporting. DataExpress displays the data sets of the Student Management database in the following manner: Data sets in data base SM 1 of 2 1: ADMIN-UNIT-M 17: COURSE-ASSGN-D 33: STU-D 2: ADMIN-UNIT-D 18: COURSE-CLASS-D 34: STU-M 3: ADV-A 19: COURSE-CONSTR-D 35: STU-NAME-A 4: ADV-D 20: COURSE-D 36: STU-OPT-D 5: ALT-ADDR-M 21: COURSE-DESC-D 37: STU-YRQ-M 6: APPROVE-PRG-M 22: DEPT-DIV-M 38: STU-TYP-M 7: APPT-A 23: EDUC-PRG-M 39: STU-YRQ-XREF-D 8: APPT-D 24: FOOTNOTE-M 40: TEST-SCORE-D 9: CLASS-A 25: HIST-ARCHV-M 41: UNUSUAL-ACTN-D 10: CLASS-CLUSTER-M 26: INSTR-A 42: UNUSUAL-CD-M 11: CLASS-D 27: INSTR-ROOM-D 43: WLIST-D 12: CONSTR-A 28: MISC-STU-A 44: YRQ-A 13: CONSTR-CLUSTER-M 29: PREV-NAME-D 45: PRG-ALT-AYR-M 14: CONSTR-D 30: YRQ-M 46: COURSE-DESC2-D 15: CONSTR-ROOM-D 31: ROOM-LOC-A 47: COURSE-TITLE2-D 16: COURSE-A 32: STU-CLASS-D 48: STU-PROFILE-D SBCTC-ITD November 2009

20 Data sets in data base SM 2 of 2 1: STU-INTRV-D 15: COURSE-ENTR-M 29: PRIOR-ATTND-D 2: STU-MINOR-D 16: ENTR-CD-A 30: ATTND-D 3: ALLOC-GRP-A 17: COURSE-ENTR-D 31: COURSE-FEAT-D 4: ALLOC-GRP-D 18: STU-EMERG-D 32: CONSTR-FEAT-D 5: STU-COURSE-A 19: EDUC-PRG-SECT-M 33: CONSTR-RM-FEAT-D 6: STU-COURSE-D 20: EDUC-PRG-XREF-D 34: CLASS-FEAT-D 7: ENR-TRNS-DATE-A 21: STU-PRG-SECT-A 35: INSTR-RM-FEAT-D 8: STU-ENR-TRNS-D 22: STU-PRG-ENR-D 36: COURSE-PARTN-D 9: TTONE-CONFIG-M 23: STU-PRG-WLIST-D 37: CONSTR-PARTN-D 10: STU-PIN-D 24: STU-PRG-XREF-D 38: CLASS-PARTN-D 11: TTONE-OPT-FEE-D 25: EDUC-PRG-SECT-D 39: INSTR-RM-PARTN-D 12: TTONE-STU-OPT-M 26: STU-PRG-TRNS-D 40: CONST-RM-PARTN-D 13: CLASS-RPT-GRP-A 27: STU-PRG-OPT-D 41: STU-COMMENT-D 14: CLASS-RPT-GRP-D 28: COURSE-REQR-D 42: STU-GR-TRNS-D Student/MIS Database The Student MIS (SMIS) database contains a copy of the MIS 1 and MIS 2 files that are submitted to the SBCTC at the end of each year/quarter. Colleges can choose to load data during the quarter as they run MIS processes; a copy of the file is loaded automatically when MIS finals are run. DataExpress displays the data sets of the Student MIS database in the following manner: Data sets in data base SMIS 1: MIS-CLASS-A 4: MIS-CLASS-D 7: MIS-SUBJ-SUM-D 2: MIS-STU-A 5: MIS-STU-D 3: MIS-COL-YRQ-M 6: MIS-STU-CLASS-D Student Retention Database The Student Retention (SMISX) database contains a record for each student reported to the SBCTC since summer 1986 and the year/quarter for which he/she was reported. The database will be used for retention reports available from the SBCTC. The database is optional; the data might not be available on each college s processor. DataExpress displays the data sets of the Student Follow-up database in the following manner: Data sets in data base SMISX 1: MIS-COL-SID-M 2: MIS-SID-A 3: MIS-SID-XREF-D SBCTC-ITD November 2009

21 Table 3 Database The Table 3 (TBL3) database contains system-controlled tables and tables that are controlled by the SBCTC. Users cannot add, delete, or modify data in Table 3. DataExpress displays the data sets of the Table 3 database in the following manner: Data sets in data base TBL3 1: CIP-M 17: RES-STAT-M 33: SMS-SYS-PARM-M 2: CIP-RATIO-D 18: SECT-STAT-M 34: RACE-TBL-M 3: CITZ-STAT-M 19: STU-INT-M 35: HISP-TBL-M 4: COL-CD-M 20: SUBJ-CLUSTER-M 36: COL-CIP-RATIO-D 5: DAY-A 21: SUBJ-CLUSTER-D 37: COL-YRQ-A 6: DAY-CD-A 22: TIME-LOC-M 38: SIC-TBL-M 7: DAY-D 23: TIME-PREF-M 39: PURP-ATTND-M 8: EMPL-STAT-M 24: COURSE-INVEN-M 40: PLAN-WORK-M 9: ETH-ORIG-M 25: PRG-INVEN-M 41: FAM-STAT-M 10: FEE-PAY-STAT-M 26: APPROVE-PRG-D 42: PLAN-ATTND-M 11: FND-SRC-M 27: PPI-TBL-M 43: WORK-ATTND-M 12: HEGIS-M 28: MARKEL-TBL-M 44: PRIOR-EDUC-M 13: HEGIS-RATIO-D 29: SOC-M 45: CIP-GRP-M 14: HI-SCHL-M 30: CIP2-M 46: HI-SCHL-DST-M 15: INSTIT-INT-M 31: WASH-ZIP-M 16: PUN-ACTN-M 32: PAC-TBL-M Table 4 Database The Table 4 (TBL4) database contains data about students and their enrollments, class and course data, and some user-defined tables. DataExpress displays the data sets of the Table 4 database in the following manner: Data sets in data base TBL4 1 of 2 1: COL-OPT-M 17: TEST-EVAL-M 33: PRIM-LANG-M 2: GR-ATTR-D 18: TEST-EVAL-D 34: INTRV-ACTN-TBL-M 3: GR-PROCESS-OPT-M 19: TRNSLT-COL-A 35: CORR-ACTN-TBL-M 4: STU-ACCT-OPT-M 20: TRNSLT-COURSE-A 36: INTRV-CNTRL-M 5: REG-APPT-M 21: TRNSLT-COURSE-D 37: INTRV-ROSTR-M 6: NEW-APPT-D 22: TRNSLT-GR-D 38: INTRV-ROSTR-D 7: RET-APPT-D 23: COL-INFO-M 39: PREREQ-COURSE-A 8: APPT-TIME-D 24: COL-PARM-M 40: PREREQ-COURSE-D 9: CONSTR-OPT-M 25: AMT-EDUC-PLAN-M 41: ALLOC-GRP-TBL-M 10: APPT-ASSGN-D 26: DEGREE-PLAN-M 42: OPT-PROFILE1-M 11: GR-ROSTR-M 27: EMPL-HR-WEEK-M 43: OPT-PROFILE2-M 12: GR-ROSTR-D 28: HI-SCHL-GPA-M 44: OPT-PROFILE3-M 13: ROSTR-CNTRL-M 29: HI-SCHL-STAT-M 45: INSTRN-CAL-M 14: HONOR-D 30: POST-HI-SCHL-M 46: INSTRN-CAL-D 15: SPCL-FND-SRC-M 31: REASON-ATTND-M 47: GR-POST-CNTRL-M 16: VET-BENE-M 32: TRNSFR-PLAN-M 48: GR-POST-M Data sets in data base TBL4 2 of : GR-POST-D 5: STU-GR-RUN-A 9: ATTND-POST-D 2: STU-GR-POST-M 6: STU-GR-RUN-D 10: PRG-STRT-DATE-M 3: STU-GR-POST-D 7: ATTND-POST-RUN-M 4: STU-RUN-CNTRL-M 8: ATTND-POST-M SBCTC-ITD November 2009

22 Transcript Database The Transcript (TRAN) database contains a biographic record, classes, degrees, comments, prior cumulative records and quarterly biographic record. DataExpress displays the data sets of the Transcript database in the following manner: Data sets in data base TRAN 1: TRAN-M 4: TRAN-YRQ-D 7: TRAN-COMMENT-D 2: TRAN-STU-D 5: TRAN-CLASS-D 8: TRAN-STU-REQR-D 3: TRAN-DEGREE-D 6: TRAN-STRT-D Transferred-in Courses Database The Transferred-in Courses (TRNSFR) database contains records of courses that have been accepted from other institutions. These records are used with the degree audit and pre-requisite checking processes. Not all colleges enter accepted courses; therefore, this database might contain no records. DataExpress displays the data sets of the Transferred-in Courses database in the following manner: Data sets in data base TRNSFR 1: TRNSFR-COL-A 3: TRNSFR-EVAL-M 5: TRNSFR-COURSE-D 2: TRNSFR-STU-A 4: TRNSFR-EVAL-D 6: COURSE-SUBST-D SBCTC-ITD November 2009

23 SMS Data Sets Among the hundreds of data sets that are part of SMS, a few are recognized as being the core of SMS functions; they are heavily involved in day-to-day activity. These data sets are also, collectively or individually, involved with most DataExpress procedures. The most frequently used data sets for SMS reporting are: CLASS-D STU-CLASS-D STU-D STU-YRQ-M STU-YRQ-XREF-D YRQ-A All of these data sets are contained in the SM database. These data sets contain information about: Students Enrollments Classes In addition to these basic data sets, a few other data sets are frequently involved in DataExpress procedures. These data sets contain: Titles identifying codes that might be used in DataExpress procedures Transcript records SBCTC-ITD November 2009

24 Data Sets in the SM Database The data sets described below are part of the Student Management (SM) database. Class-D Data Set The CLASS-D data set is sometimes referred to as the Class Schedule File. CLASS-D contains most of the information about class offerings for a specific year/quarter. This combination is called CLASS-ID. Records in CLASS-D contain several other keys (not unique) that identify them by instructor ID, building and room, year/quarter, and cluster. Most data in CLASS-D is created initially by the schedule construction process or through screen entry. Some data, however, is updated by processes that are run using the job scheduling system. DataExpress displays the data elements in CLASS-D in the following manner: Data fields in DETAIL data set CLASS-D 1 of 3 1: ADMIN-UNIT 17: CONTACT-HR-CLIN 33: END-DATE 2:.ADMIN-UNIT-1 18: CONTACT-HR-LAB 34: END-TIME 3:.ADMIN-UNIT-2 19: CONTACT-HR-LEC 35:.END-HR 4: AUTO-REG-LINK 20: CONTACT-HR-OTHR 36:.END-MINUTE 5: BRANCH 21: CONTACT-HR-SYS 37:.END-AM-PM 6:.BRANCH-1 22: CONTACT-INSTR 38: ENR 7:.BRANCH-2 23: COURSE-ID 39: FND-SRC 8: CLASS-CAP 24:.CI-DEPT-DIV 40: FOOTNOTE-1 9: CLASS-CLOSE 25:.CI-COURSE-NUM 41: FOOTNOTE-2 10: CLASS-FEE 26:.CI-COURSE 42: FTEF 11: CLASS-FEE-CD1 27:.CI-SUFFIX 43: INSTIT-INT 12: CLASS-FEE-CD2 28: COURSE-TITLE 44:.INSTIT-INT-1 13:*CLASS-ID 29: CR 45:.INSTIT-INT-2 14:.CLASS-ITM-NUM 30: CR-EQUIV 46: INSTIT-FTEF 15:.CLASS-YRQ 31: DAY-CD 47: INSTR-DISTR 16: CONT-SEQ 32: EMPL-STAT 48:*INSTR-ID Data fields in DETAIL data set CLASS-D 2 of 3 1:.INSTR-ID-1 17:.LOC-ROOM-2 33:.STRT-MINUTE 2:.INSTR-ID-2 18: SCHD-CHNG 34:.STRT-AM-PM 3:.INSTR-ID-3 19: SCHD-CHNG-DATE 35: TEAM-TEACH 4: INSTR-NAME 20: SECT 36: TEN-DAY-CLASS 5: MIS2-REJECT 21:.SECT-1 37: TEN-DAY-ENR 6: MISC-1 22:.SECT-2 38: TIME-LOC 7: MISC-2 23:.SECT-SUFFIX 39: TUIT-RATE 8: MISC-3 24: SECT-STAT 40: TUIT-FEE-CD 9: MISC-SRT 25:.SECT-STAT-1 41: VAR-CR 10: ORG-INDX 26:.SECT-STAT-2 42:*CLASS-CLUSTER 11: PRG-INDX 27:.SECT-STAT-3 43:.CLUSTER-ID 12: PROJECTED-ENR 28:.SECT-STAT-4 44:.CLUSTER-YRQ 13:*ROOM-LOC 29: SRC-FTEF 45:*YRQ 14:.LOC-BLDG 30: STRT-DATE 46: INSTR-CONTACT 15:.LOC-ROOM 31: STRT-TIME 47: CLASS-GRP 16:.LOC-ROOM-1 32:.STRT-HR 48: COURSE-PAY-TYP SBCTC-ITD November 2009

25 Data fields in DETAIL data set CLASS-D 3 of 3 1: COURSE-SAL-COST 11: ALLOW-WLIST 21: ENR-CNT-METH 2: APPROVE-IND 12: DROP-CUTOFF-DAY 22: ITM-YRQ-LINK 3: PAF-DATE 13: FIRST-REG-DATE 23: INSTRN-CAL-CD 4: CLASS-PAF-OPT 14: LAST-APPT-DATE 24: CLOCK-HR-EQUIV 5: CLASS-FEE1 15: LAST-REG-DATE 25: RM-ASSGN-TYP 6: CLASS-FEE2 16: LAST-DROP-DATE 26: SBCTC-MISC-1 7: FEE-PAY-STAT 17: ALLOW-TTONE-REG 27: SBCTC-MISC-2 8: FEE-PAY-RATE 18: CLOCK-HR-IND 28: WAOL-ID 9: ALLOC-GRP 19: CLOCK-HR 29: CLASS-FILL 10: ALLOW-ALT-CLASS 20: CLOCK-HR-DAY STU-CLASS-D Data Set The STU-CLASS-D data set contains information about a student s enrollment for a specific year/quarter. Records in STU-CLASS-D are identified uniquely by a combination of SID and year/quarter (called STU-QTR). Enrollments for the individual student are identified by item number and year/quarter; this combination is called CLASS-ID. Data in STU-CLASS-D is created initially by the registration process and can be modified by entries on the Registration Screen (SM7001 or SM700A) or by the grading process. Because data in STU-CLASS-D is minimal, this data set relies heavily on corresponding class and student data for ad hoc reporting. DataExpress displays the data elements in the STU-CLASS-D data set in the following manner: Data fields in DETAIL data set STU-CLASS-D 1: ADD-DATE 8: FEE-PAY-STAT 15: ENR-CR 2:*CLASS-ID 9: GR 16: STU-ENTR-DATE 3:.CLASS-ITM-NUM 10: GR-QLFR 17: STU-EXIT-DATE 4:.CLASS-YRQ 11: REG-FLAG 18: ENR-HR-DAY 5: CR 12:*STU-QTR 19: ENR-HR 6: DECIMAL-GR 13:.SQ-SID 20: MIS-ENR-HR 7: DROP-DATE 14:.SQ-YRQ 21: GR-ROSTR-IND STU-D Data Set The STU-D data set contains most of the basic biographic information about students. Records in STU-D are identified by a SID (uniquely) or by abbreviated last name. Data in STU-D is created and maintained through entry on any one of a number of screens. Data can also be copied from the admissions processes. Many other data sets are dependent on STU-D; data cannot be entered in these data sets until a record exists for the specific SID in STU-D. SBCTC-ITD November 2009

26 DataExpress displays the data elements in the STU-D data set in the following manner: Data fields in DETAIL data set STU-D 1 of 2 1:*ABBR-LAST-NAME 17: CUM-GPA 33: STU-ZIP 2: ACAD-DISAD-IND 18: CUM-GPA-CR 34: OPT-1 3: ADM-NUM 19: ECON-DISAD-IND 35: OPT-2 4: ADM-STAT 20: ETH-ORIG 36: PLAN-TO-GRAD 5: ADV-ID 21: FEE-PAY-STAT 37: PREV-COL-1 6: APP-RCPT-DATE 22: HI-SCHL 38: PREV-COL-GRAD-1 7: BA-GRAD 23: HI-SCHL-GRAD 39: PREV-COL-TRAN-1 8: BRANCH 24: HI-SCHL-LAST-YR 40: PREV-COL-YR-1 9:.BRANCH-1 25: HI-SCHL-TRAN 41: PREV-COL-2 10:.BRANCH-2 26: HEALTH-LIM 42: PREV-COL-GRAD-2 11: BIRTH-DATE 27: HNDCP-STAT 43: PREV-COL-TRAN-2 12: CITZ-STAT 28: LAST-YRQ-ATTND 44: PREV-COL-YR-2 13: CLVL-CR-EARN 29: LIM-ENGL-IND 45: REC-FEE-IND 14: CLVL-GPA 30: STU-CITY 46: REG-DEPOSIT-IND 15: CLVL-GPA-CR 31: STU-ST 47: RES-STAT 16: CUM-CR-EARN 32: STU-STREET 48: SEX Data fields in DETAIL data set STU-D 2 of 2 1:*SID 14: STU-NAME 27: STU-WORK-ATTND 2:.SID-1 15: STU-PRG-APPL 28: STU-PRIOR-EDUC 3:.SID-2 16: STU-TYP 29: CENSUS-RACE-CD 4:.SID-3 17: TIME-PREF 30: CENSUS-HISP-CD 5: STU-DAY-PHONE 18: TRNSFR-COL-CR 31: BAD-ADDR-CD 6:.DAY-AREA-CODE 19: VET-BENE 32: STU-INT 7:.DAY-PREFIX 20: YRQ-ACT-STRT 33: STU-PRG-ENR 8:.DAY-SUFFIX 21: YRQ-PLAN-STRT 34: HI-SCHL-GR-LVL 9: STU-ENR-STAT 22: CLVL-GR-PTS 35: CUM-HR-EARN 10: STU-EVE-PHONE 23: CUM-GR-PTS 36: CUM-GPA-HR 11:.EVE-AREA-CODE 24: STU-ORIG-CD 37: TRNSFR-COL-HR 12:.EVE-PREFIX 25: STU-FAM-STAT 13:.EVE-SUFFIX 26: STU-PLAN-ATTND STU-YRQ-M Data Set The STU-YRQ-M data set contains quarterly biographic information for the student for year/quarters in which there was activity on the Registration Screen (SM7001 or SM700A). Records are identified by a combination of SID and year/quarter, called STU- QTR. Most data in STU-YRQ-M is created initially and maintained by entries on the Registration Screen. However, some data (quarterly cumulative) is updated by grading processes. Some data elements in this file are also present in STU-D; data is copied from STU-D at the time the record is created and becomes a record of the student s data for that year/quarter. SBCTC-ITD November 2009

27 DataExpress displays the data elements in the STU-YRQ-M data set in the following manner: Data fields in MASTER data set STU-YRQ-M 1:*STU-QTR 9: QTR-CR-REG 17: VET-BENE 2:.SQ-SID 10: QTR-GPA 18: CONS-QTR 3:.SQ-YRQ 11: QTR-GPA-CR 19: STU-PURP-ATTND 4: ATTND-NEXT-QTR 12: REG-ACTV-DATE 20: STU-PLAN-WORK 5: CITZ-STAT 13: RES-STAT 21: QTR-HR-EARN 6: CONCURR-ENR 14: STU-INT 22: QTR-HR-REG 7: FEE-PAY-STAT 15: STU-TYP 23: QTR-GPA-HR 8: QTR-CR-EARN 16: STU-PRG-ENR 24: STU-QTR-STAT STU-YRQ-XREF-D Data Set The STU-YRQ-XREF-D data set contains three keys that are used in various studentrelated data sets. This data set is used as a connecting or linking data set between those data sets that have dissimilar keys. It is particularly useful when linking those data sets that are identified by SID and those that are identified by STU-QTR. DataExpress displays the data elements of the Student Year/Quarter Cross-Reference data set in the following manner. Data fields in DETAIL data set STU-YRQ-XREF-D 1:*SID 4:.SID-3 7:.SQ-YRQ 2:.SID-1 5:*STU-QTR 8:*YRQ 3:.SID-2 6:.SQ-SID YRQ-A Data Set The YRQ-A data set contains the year/quarter code that is associated with specific classes or students who are enrolled for that year/quarter. Because YRQ-A is an automatic master, the new records are added whenever classes or students are added to the system for a year/quarter that does not already exist. YRQ-A is essential to DataExpress procedures that identify records by year/quarter; creating a procedure without this data set generally increases the number of records that must be searched. DataExpress displays the data element of the Year/Quarter Master data set in the following manner: Data fields in MASTER data set YRQ-A 1:*YRQ SBCTC-ITD November 2009

28 EDUC-PRG-M Data Set The EDUC-PRG-M data set contains the program codes and corresponding data that has been identified for use at a college. Vocational program codes are dictated by the SBCTC and are approved for use at a college; however, these codes can have a suffix attached for the college s ease of identifying specific versions of the particular program. Program code titles are established by the college even for the vocational programs approved by the SBCTC. Program code titles are frequently used on DataExpress reports as a way to identify programs for casual users who might have access to the report. Program codes are used throughout SMS for different purposes. The name of the specific data element provides hints to its usage: STU-PRG-APPL (STU-D) STU-PRG-ENR (STU-YRQ-M) PRG-COMPL (TRAN-DEGREE-D) The program for which the student applied. The program for which the student is enrolled for the year quarter. The program that the student completed. DataExpress displays the data elements of the Educational Program data set in the following manner: Data fields in MASTER data set EDUC-PRG-M 1:*EDUC-PRG-CD 5: EFF-YRQ-BEG 9: INSTRN-CAL-CD 2: DEGREE-TITLE 6: EFF-YRQ-END 10: EDUC-PRG-MISC 3: EDUC-PRG-TITLE 7: PRG-HR 4: EXIT-CD 8: PRG-HR-DAY Data Sets in the TBL3 Database Many of the data sets in the Table 3 database contain codes and their specific titles. The tables displayed below are a reminder of the data that is available to provide further definitions of the codes that might appear on DataExpress reports. Many other tables are also available. DAY-D Data Set DataExpress displays the data elements of the Days of the Week Table in the DAY-D data set as follows: Data fields in DETAIL data set DAY-D 1:*DAY-CD 5:.DAYS-3 9:.DAYS-7 2:*DAYS 6:.DAYS-4 10:.DAYS-8 3:.DAYS-1 7:.DAYS-5 11: ABBR-TITLE 4:.DAYS-2 8:.DAYS-6 SBCTC-ITD November 2009

29 STU-INT-M Data Set DataExpress displays the data elements of the Student Intent Table in the STU-INT-M data set as follows: Data fields in MASTER data set STU-INT-M 1:*STU-INT 2: TITLE ETH-ORIG-M Data Set DataExpress displays the data elements of the Ethnic Origin Table in the ETH-ORIG-M data set as follows: Data fields in MASTER data set ETH-ORIG-M 1:*ETH-ORIG 2: TITLE COL-CIP-RATIO-D Data Set The COL-CIP-RATIO data set contains student/faculty ratios for each CIP code for each college for each year/quarter. System-wide data is loaded in the first implementation after MIS finals for that particular year/quarter. This data set provides a timely look at the student/ faculty ratios at other selected colleges with similar programs or courses. DataExpress displays the data elements of the College CIP Student/Faculty Ratio data set in the following manner: Data fields in DETAIL data set COL-CIP-RATIO-D 1:*COL-YRQ-KEY 4: CIP 7: STU-FAC-RATIO 2:.CY-COL 5: FTES-CIP-ST 3:.CY-YRQ 6: FTEF-CIP-ST SBCTC-ITD November 2009

30 TRAN-CLASS-D Data Set in the Transcript Database The TRAN-CLASS-D data set in the Transcript (TRAN) database contains a record of all classes taken by a student and the corresponding grades and credits. Because the TRAN-CLASS-D data set is enormous and there are many records for most students, direct access to this file is not recommended unless no other method of selecting students exists. If at all possible, select students from records in the SM database; then go to the TRAN database to select transcript records for those students. DataExpress displays the data elements of the TRAN-CLASS-D data set in the following manner: Data fields in DETAIL data set TRAN-CLASS-D 1:*SID 10: ITM-NUM 19:.CI-COURSE-NUM 2:.SID-1 11: SECT-STAT 20:.CI-COURSE 3:.SID-2 12:.SECT-STAT-1 21:.CI-SUFFIX 4:.SID-3 13:.SECT-STAT-2 22: SECT 5: COURSE-TITLE 14:.SECT-STAT-3 23:.SECT-1 6: CR 15:.SECT-STAT-4 24:.SECT-2 7: DECIMAL-GR 16: YRQ 25:.SECT-SUFFIX 8: GR 17: COURSE-ID 26: ENR-HR 9: GR-QLFR 18:.CI-DEPT-DIV 27: CLOCK-HR-IND SBCTC-ITD November 2009

31 Review 1 - SMS Data Structure Review 1 Which type of data set contains only one data element? How is it identified? 2 What is another name for a data element? 3 How can you get a listing of all the data elements in a database? 4 What is the most frequently used database for SMS reporting? 5 What kind of data would you find in the Table 3 database? 6 Name a data set where you would find a student s name. 7 What are the most frequently used data sets for SMS reporting? SBCTC-ITD November 2009

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33 5 - Using the DataExpress Interface This chapter describes the user interface for DataExpress. The user interface consists primarily of the screens that allow you to instruct the computer what you want to do. The DataExpress user interface is menu driven and includes function key support and online help at two levels. SBCTC-ITD November 2009

34 Responding to Prompts The following general information applies to all functions of DataExpress: When responding to the prompts in DataExpress, use the Return key. Most prompts are followed by a choice of responses, for example (Y/n) and (S/t). The first response in parentheses is the default; press the Return key to select the default response (no entry required). To execute the following functions, perform the indicated actions: To return to the prior prompt or menu, type / (one diagonal slash). To return to the Main Menu, type // (two diagonal slashes). To return to the Main Menu or stop a procedure, press Ctrl-Y. To skip the remaining pages of a menu, type /0 ( a diagonal slash and a zero). To go to a specific page of the menu, type /n (a diagonal slash and the page number). On some menus, you may be able to select some or all menu options by using function keys. The function keys have different labels and uses on different menus. SBCTC-ITD November 2009

35 Obtaining Online Help DataExpress includes various options for obtaining help: To obtain a brief description about a DataExpress prompt, type? (question mark) in the prompt field. To obtain a full description about a DataExpress prompt, type?? (two question marks) in the prompt field. To obtain help at a selection prompt, type the number of the menu or list item followed by a question mark, for example, 3? For general information about DataExpress help, prompt responses, and special keystrokes, press [F6] INFO on the DataExpress Main Menu and then press [F6] HELP again. To review extended indexed help information, press [F6] INFO on the DataExpress Main Menu. Then press [F4] INDEXED HELP. A table of contents guides you to the location of specific information. Indexed help details help for prompts, functions, and the various types of errors. SBCTC-ITD November 2009

36 DataExpress Menus There are three types of DataExpress menus: Navigational menus consist of a series of options that allow you to move from one menu or function to another. Selection menus contain a list of items or entities. You can select one or more of the items from the list. The list items on a menu are all of the same type, such as the names of files, data sets, or data element output formats. Information menus contain textual information required by DataExpress, such as database names or procedure names. DataExpress menus typically consist of the following parts: Identifying information, consisting of the program name, program version, and copyright information Menu title and numbered list of options for that menu Instructions for the user and a prompt for the user to type the number of a menu choice Function keys that are labeled to correspond to the menu options (as well as Help) SBCTC-ITD November 2009

37 6 - Creating a Procedure You use DataExpress to create procedures that extract the specific data you want. A DataExpress procedure contains instructions that determine the characteristics of the report, such as which databases and data sets are accessed, which fields are used, and the order and format of the output. Once a DataExpress procedure has been created, you can save it in the Procedure Catalog (see page 54) for future use. Then, using the Procedure Review, you can review reports to see which specifications were used to create them. You can also modify procedures as necessary and delete them when they are no longer needed. SBCTC-ITD November 2009

38 Creating a Procedure Basic Steps The following basic steps are required to create a DataExpress procedure. 1 Identify the data sources (databases and data sets) you want to access. 2 Select the data fields from one of the data sets to create a working set. A working set consists of all fields required by a procedure for selecting, sorting, computations, and output. Note: Fields used only for linking do not need to be included in the working set. 3 Create and define any computational fields. They are added to the working set. 4 Repeat steps one through three until the working set is complete. 5 Define the output file: From the working set, select the data fields in the order they should appear in your report. Identify the data fields to use for sorting. Identify the data fields to use for summary functions and control breaks. Identify the data fields to use for selection criteria. 6 Specify the file linkages (between data sets). 7 Identify the output format (for example, terminal display or report listing). 8 Run the procedure. 9 Modify the format using ReportDesigner (optional). 10 Save the procedure. SBCTC-ITD November 2009

39 Using the Main Menu The Main Menu is a navigational menu; it is the first thing you see when you run DataExpress. MAIN MENU 1: DISPLAY procedure catalog 2: RUN an existing procedure 3: CREATE a new procedure 4: MAINTAIN an existing procedure 8: EXIT The DataExpress Main Menu provides the following selections: 1: Display Procedure Catalog Select this option if you want to run a cataloged procedure but cannot remember its name. DataExpress displays a list of all procedures that you can access. 2: Run an Existing Procedure Select this option if you want to run a cataloged procedure and you know what it is called. DataExpress prompts you for the name of the procedure. 3: Create a New Procedure Select this option if you want to create a new procedure. 4: Maintain an Existing Procedure 8: Exit Select this option if you want to make changes to a cataloged procedure and you know what it is called. DataExpress prompts you for the name of the procedure. Select this option when you are ready to leave DataExpress. SBCTC-ITD November 2009

40 Step 1: Accessing the Data The menus provide several choices for you to access and choose data when you create a DataExpress procedure. CREATE a new procedure 1: Use HP DICTIONARY definitions 2: Use HP IMAGE root file definitions 3: Use HP Allbase SQL definitions 4: Use FILE definitions 7: RETURN You can choose whether to select your data from the following: 1: Use HP Dictionary Definitions: Choose this option to create most of your DataExpress procedures. All the data elements in the application systems (FMS, PPMS, SMS) are defined in the Dictionary, as well as the edit masks for the data elements. Edit masks provide information about how the data appears. For example, edit masks are available to add slashes in dates, add decimal points in credit fields, add dollar signs in money amounts, and suppress leading zeros. 2: Use HP Image Root File Definitions: Choose this option to access data elements without using the Dictionary; you need to apply edit masks to certain data elements when you use this method. Child elements are not defined using this option. 3: Use HP Allbase SQL Definitions: (Not used) 4: Use File Definitions: Choose this option when you want to access data in an MPE file or a selfdescribing (SD) file. SBCTC-ITD November 2009

41 Using HP Dictionary Definitions When you select the HP Dictionary to create a procedure, you can choose from the following options: Use HP DICTIONARY definitions 2: Use HP IMAGE data base definitions 3: Use KSAM/MPE file definitions Usually you will choose Option 2 (Use HP Image Database Definitions). Using Image Database Definitions You access data sets in the Image database. Use the following guidelines to determine the best choice from this menu: Use HP IMAGE data base definitions 1: Display IMAGE data base names 2: Select a specific IMAGE data base 3: Select a specific IMAGE data set 1: Display Image Database Names Use this option to create a list of all databases from which you can select one or more databases. Choose this option if you cannot remember the exact name of the databases you want to access. 2: Select a Specific Image Database Use this option to create a list of all data sets in the requested database from which you can select one or more data sets. Choose this option if you know which database you want to access. 3: Select a Specific Image Data Set Use this option to enter the name of the selected data set and the database in which it resides. Choose this option if you know which data set you want to access. If you wish to select more than one data set for your report (from the same database), use option 2, even if you know the names of all the data sets you want to access. SBCTC-ITD November 2009

42 Step 2: Choosing the Data Elements The data fields (elements) for the specific data set are displayed on a selection menu; the data set is identified at the top of the screen. Some data sets are so large that the data fields are listed on two or more screen pages. For these data sets, the page number and number of screen pages in the data set are displayed in the upper right corner of the screen. For example, page 1 of a 4-page data set would be represented as 1 of 4. Determine the data fields you need for the report listing, for sorting, for selection criteria, and for creating any computational fields. At the Enter Data Field Selection prompt, type the numbers for these data fields, separating the numbers with commas. You may want to use a data set only because it provides a path for linking between data sets (that is, the data elements from that data set are not actually needed in the report output). When you link from that data set, be sure to select the appropriate data fields. Building the working set The working set is the list of all the data fields that you are including in your procedure. It appears under the heading Define Output Specifications. The working set should include: All data fields you want to include in the report output. The data fields you need to create any computational expressions. The data fields you want for sorting the output data. The data fields you want for selecting specific values or ranges for the output data. To complete the working set, you respond to the following prompts: Add Any More Fields or Files (N/y)? If you want to include additional data fields from another data set (file) and database after making the original selections, type Y (yes). Then make the appropriate selections. Edit Field Definitions (N/y)? Type Y (yes) when you need to change Dictionary attributes for a field or when you need to add a date subtype to a date-related field. Add Any Computational Fields (N/y)? If you need to create one or more computational fields, type Y (yes). Otherwise, press Return to complete the working set. SBCTC-ITD November 2009

43 Step 3: Creating Computational Fields Computational fields are user-defined fields. Computational fields can contain temporary values or variables, or they can define an output field. They are also used as keys or links to join data sets. There are two types of computational fields: Arithmetical computational expressions If-Then-Else expressions Substring and subfield manipulations Arithmetical Expressions An arithmetical computational expression performs operations on numeric data type fields; the result is another numeric data type field. Use the following formula for a simple computational expression: Field number (or constant) followed by an operator followed by another field number (or constant) The terms in this formula have the following meanings: A field number is the number of the data item as it appears in the item list of the menu display. A constant is a number or string. To distinguish between field numbers and numeric constants, type numeric constants with a decimal point. For example, at the Computational Expression prompt, you might type the following expression: [ ] This expression adds 1.0 to the contents of field number 3. An operator indicates the function that is to be performed on the numbers. Use the following arithmetic operators in computational expressions: + Add Subtract * Multiply / Divide, giving the quotient // Divide, giving the remainder ** Exponentiate DataExpress prompts for the data type and field storage length of the computational field; usually the default values that DataExpress provides are acceptable. Press Return for the New Field Name prompt. All computed fields in the working set of data elements are displayed at the top of the screen. SBCTC-ITD November 2009

44 If-Then-Else Computational Expressions The if-then-else option is another type of computational expression. The if-then-else option allows you to create a computational field based on the value of another field or fields in your working set. The if-then-else expression is a way to embed specific selection criteria for a field within the procedure. In this type of computational expression, you are instructing DataExpress: If a specific condition (or conditions) is met for the field (or fields), then print the specified data; otherwise (else) print alternative data as specified. The if-then-else expression is set up in the same way as a simple computational field a series of field numbers linked together to form an alphabetic or numeric expression. Use the If connector in the computational expression to specify when to use this value. DataExpress does not use the if-then-else terminology on the screen; the user types the If as a connector. The Then and Else functions are assumed or accommodated less straightforwardly. For example, using the following working set: 1: YRQ 2:SEX Create an if-then-else computed field that will count the occurrences for sex only If the condition is M (male); this is a way of breaking down the SEX data element into males and females. NEW FIELD NAME [MALE ] COMPUTATIONAL EXPRESSION [1.0 IF 2 ] The computational expression means Add 1.0 to the total count for the Sex data field (the #2 data field) if an occurrence of the field has the appropriate value. The appropriate value is missing from the computational expression, so DataExpress requests that you provide that value by displaying the Sex prompt: SEX [M ] You provide the value by typing M. DataExpress next requests that you provide the else portion of the computational expression by displaying the following prompt: COMPUTATIONAL EXPRESSION (2) [0. ] Using a similar formula you would probably want to create another computed field for Female. To create a Female field, you would type Female at the New Field Name prompt, 1.0 if 2 at the Computational Expression prompt, and F at the Sex prompt. SBCTC-ITD November 2009