Guide to Data Update Options

Transcription

1 Guide to Data Update Options Griffin is a multifaceted database used by hundreds of alumni and development staff to support a wide range of business tasks. Each day, thousands of pieces of information are added or updated in Griffin, by over 100 users and several automated data feeds. In this complex environment, it can be a challenge to find the best way to add or update a given set of information. This guide outlines options available to users for making accurate and efficient Griffin updates, ranging from and including: individual updates individual updates using the clipboard/vcr functions a set of updates using the Mass Add tool a set of updates using the DataLoader tool a set of event-related updates using the Event Registration Upload tool a large scale set of updates via data script large scale and on-going data updates via data feeds Individual Updates Individual or one-by-one updates are performed by looking up a record 1 and navigating to the form requiring update (e.g., volunteer activity, gift club). Once on the correct form, the user may either add a new piece of data (e.g., a new volunteer code) or select an existing row of data to update or delete 2. Individual updates are probably the best option when: There are a limited number of updates to enter; The data to be updated varies from record to record; You do not have a GrifFind query or saved ID list but must look up each record individually. For instructions on individual updates, reference these and other topics under Griffin Site Help: Biographic Data Maintenance Policy Biographic Data Maintenance Relationships with the University Employment Information Address & Phone Information Other Entity Information Entity Relationships 1 In the context of this guide, the term record is used generally to encompass persons, organizations, prospects, allocations and other items requiring update in Griffin. 2 You must have Griffin data maintenance privileges for the type of data you intend to update.

2 Individual Updates via the Clipboard and VCR tool Griffin s clipboard and VCR functions can speed data entry significantly. To use a clipboard for updates, the user first queries the target group and saves the results to a clipboard, or loads a file of IDs onto a clipboard, if they are stored in a spreadsheet. Once you have loaded the IDs onto a clipboard, select the first record, navigate to the correct form and choose the data for update. After the changes are saved, the VCR button will allow you to advance to the same form for the next record on the list. The clipboard and VCR tools are best used when: There are ten or more updates to enter; You have a GrifFind query or saved ID list for creating a clipboard; The data to be updated may or may not vary from record to record. For more specific instructions on individual updates using the clipboard and VCR functions, reference the following topics under Griffin Site Help: Working with Clipboards Importing an Outside List to a Clipboard What are VCR Controls? How Do I Perform Similar Record Maintenance Using the VCR? Set of Updates via Mass Add Tool Griffin s Mass Add tool can add large sets of biographic data (e.g., activity, committee, handling, mail list or other codes) to entities when that new data has common elements. The user queries the target group and saves the results to a clipboard or loads a file of entity IDs onto a clipboard (if data is stored in a spreadsheet). Once entities are on the clipboard, the user specifies all required parameters for the type of data being added. For example, if adding an activity to each entity on the clipboard, the user specifies the activity code, start date, participation as well as any other fields the user wishes to populate. For a list of data types accessible through the Mass Add tool, please see Appendix A. The Mass Add tool is best used when: There are ten or more entities in the group to be updated; You have a GrifFind query or a saved ID list for creating a clipboard; You wish to add the exact same data to each entity on the clipboard. For further instructions on the Mass Add tool, reference these and other topics under Griffin Site Help: Bio Mass Update (Add) How Do I Add the Same Biographic Data to a Group of Entities at One Time? What is Bio Mass Update (Add)? How Do I Change a Field for All Entities in a Bio Mass Update (Add) List? How Do I Change a Field for One Entity in a Bio Mass Update (Add)? -2- Guide to Data Updates

3 Set of Updates via DataLoader tool Griffin s DataLoader tool can add, update or delete large sets of data. It can be used to import data from sources outside Griffin or to clean up outdated information within Griffin. DataLoader can be used on many but not all types of Griffin data. DataLoader batches are created by Griffin team analysts, with input and testing assistance from the requestors. For a list of available data types, please see Appendix A. To request a new DataLoader project, the user should send a request to griffinhelp@uchicago.edu. Requests are usually completed within two weeks. DataLoader is a good option when: There are 500 or more records in the group to be modified; You have a GrifFind query, WebI query or a saved ID list; You wish to add, modify or delete the same data fields for each record in the set. For more information on the DataLoader tool, please refer to this policy document on Griffin Site Help: What Is DataLoader? Set of Event Registration & Participation updates via Event Registration Uploader tool The Event Registration Uploader tool can be used to import event registration and participation data from sources outside Griffin, allowing this data to be included in Griffin s engagement reports. In order to upload data, an entity ID, registration status, participation status and event ID number are required. To request access to the Event Registration Uploader tool, the user should send a request to griffinhelp@uchicago.edu 3. Requests are usually completed within one week. The Event Registration Uploader tool is a good option when: Data Scripts There are multiple registration/participation records to be created on one or more events; You have an entity ID, registration status, participation status and event ID number for each participant recorded in electronic format. Data scripts are customized programs which modify large sets of data according to complex requirements or logic. Scripts are written and tested by Griffin team programmers and analysts, with input and testing assistance from the requestors. To request a data script, the user should send an inquiry to griffinhelp@uchicago.edu. The request will be evaluated for feasibility before being assigned to a programmer. Data scripts are completed as programmer resources allow and generally need to be scheduled months in advance. Data scripts are a good option when: There are 1,000 or more entities in the group to be modified; The target group can be identified through a query or a set of record IDs; You wish to add, modify or delete data according to a set of rules with branching logic which must be evaluated individually for each record in the set; The request may be repeated in the future; The request can be scheduled well in advance of deadlines. 3 Users must have event maintenance privileges to use the Event Registration Upload tool. Guide to Data Updates -3-

4 Data Feeds Finally, automated data transfer may be a desirable solution for sharing data between systems, saving data entry time, avoiding transcription errors, and making data quickly available to users. Griffin currently has over a dozen in-going and out-going data feeds, providing vital links to the Booth School of Business, Human Resources, Laboratory Schools, the Registrar s Office, alumni community directories and many other areas. As outlined above, not every data transfer is best resolved via a fully automated feed. A range of factors need to be taken into account when deciding whether an automated data transfer plan should be put forward for consideration. If you are considering requesting an automated data transfer, please discuss with your LIM. -4- Guide to Data Updates

5 Appendix A Tables Available for Update via Mass Add BIO Activities Affiliations Awards/Honors Committee Participation Degree Entity Record Types Event Invitation Gift Clubs Interests Mailing Lists Salutations Special Handling Sports Student Activities Volunteer Activities RESEARCH Other Philanthropic Giving Wealth and Assets PROSPECT Prospect Interests ALLOCATIONS Allocation Assignments Allocation Beneficiaries Allocation Notes Allocation Stewardees Allocation Tasks Tables Available for Update via DataLoader BIO Address Affiliation Awards and Honors Bio Detail Children Committee Participation Committee Roles Gift Club Honor Roll Names Interest Mailing List Org Contact Relationship Salutation Sports Volunteer Activities RESEARCH Modeled Data Philanthropic Affinity Wealth and Assets PROSPECT Solicitation Tasks Prospect Interests ALLOCATIONS Allocations Allocation Assignments Allocation Beneficiaries Allocation Stewardees Allocation Tasks Guide to Data Updates -5-