Record Transfer from AMS to Colleague (User Manual) V 1.0

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1 Record Transfer from AMS to Colleague (User Manual) V 1.0 Index Introduction 1.0 Manual Transfer 1.1 Automatic Transfer 1.2 Transfer Rules 1.3 Fields to Transfer 1.4 Colleague Manual Process 1.5 Help 1.6 1

1.0 - Introduction In a effort to reduce human effort and data entry mistakes in our administrative system, now is possible to easily transfer records from AMS to Colleague.

2 1.0 - Introduction In a effort to reduce human effort and data entry mistakes in our administrative system, now is possible to easily transfer records from AMS to Colleague. The process will standardized student s information in both applications making possible the ability to have both IDs in both systems for easy updates. The synchronization process takes place in two different ways, manual and automatic Manual Transfer This process allows AMS administrators to transfer single or multiple AMS records to Colleague on demand. A) On any AMS record, click the Datatel Transfer link under the Active Actions menu. 2

3 B) You ll be presented with the Datatel Transfer screen. From here you can add the AMS record to a text file that will subsequently and automatically be transferred to Datatel where with a few clicks you ll be able to bring the validated data and eventually update AMS record with the corresponding College ID. You have the option to create a new file or add records to an existing file. The files naming convention is ( ADDT- + AMS USERNAME DATE SEQUENCE # FOR THE DAY +.TXT ). The Add to Datatel file button will only be enabled when the Transferable status is active. From here you ll also be able to check the status of any record you ve transferred to Colleague. College ID updates will take place a following times (4AM, 12PM, 3PM, 6PM) on a daily basis. C) Status Not Transferable: Transferable: Transfer In Queue: Transferred: The record is missing some required values. The record is ready, and you can initiate the transfer process. The transfer process was initiated. Please complete the Colleague process. The record was transferred to Colleague and the College ID was updated in AMS. D) The transferable status tells you that your record has all the necessary values needed to send the data to Colleague. Just select New File or Existing File and click Add to Datatel file. E) The transfer in queue status indicates that you can now process the file in Colleague. 3

4 F) Transferred: College ID updates will take place the following times (4AM, 12PM, 3PM, 6PM) on a daily basis. The AMS record will have the corresponding College ID field updated and Colleague will have the corresponding AMS ID updated as well. G) Copying file name and previewing records in file: The icon next to the Existing File option allows you to copy the selected text file name into the Windows clipboard where you can eventually paste it in Colleague. Also, you are allowed to preview the records of a single file before you actually transfer it Automatic Transfer At the end of the day, the records not transferred manually will be automatically transferred. The same rules applied to the manual process are applied to the automated, many fields are required and the status will be reflected on the Datatel Transfer screen. It is important to know that records in queue will be processed automatically if they match the automatic rule. Also, once a file is created no changes can be made to the Colleague entry using the manual or automatic method. AMS DAILY FILE IS CREATED COLLEAGUE EXECUTION AMS UPDATES COLLEGE ID 4

5 1.3 - Transfer Rules Field Name Rule Manual Automatic First Name Not Empty x x Last Name Not Empty x x Birth Date Not Empty x x Gender Value Selected x x College ID Empty x x Address Mailing Type Entered x x Phone Number Home Type Entered x x Ethnicity Personal Type Entered x x SSN Not Empty x x Marital Status Value Selected x x Academic Load Value Selected x x Reg. Campus Value Selected x x Entry Term Value Selected x x Major Value Selected x x Student Type Value Selected x x Transfer Status Not Initiated x Market Segment Other than 'Unknown' x x Stage Applicant OR Accepted x Ignore Datatel Transfer? Not Checked x Fields to Transfer SSN AMS ID Source Date Last Name First Name Address Line 1 Address Line 2 City State Zip Country Address Type Phone Number 1 Phone Type 1 Birth Date Marital Status Admit Type Admit Type Date Academic Program Application Status Location Start Term Admit Status Student Type Student Load Intent Test ID 1 Test Start Date 1 Test Score 1 Test ID 2 Test Start Date 2 Test Score 2 Test ID 3 Test Start Date 3 Test Score 3 Test ID 4 Test Start Date 4 Test Score 4 Test ID 5 Test Start Date 5 Test Score 5 Test ID 6 Test Start Date 6 Test Score 6 Test ID 6 Test Start Date 6 Test Score 6 Test ID 6 Test Start Date 6 Test Score 6 High School Institution ID High School Start Year High School End Year High School Start Date High School End Date High School Graduation Type High School GPA Other College Institution ID College Start Year College End Year College Start Date College End Date College GPA Gender Ethic Code Citizenship Alien Status 5

6 1.5 - Colleague Manual Transfer Uploading from AMS to Colleague is a 2 step process on the Datatel (Colleague) computer. In the Admissions Custom Reports section (XAD) of the Admissions module there are 2 mnemonics that control the process. The first is XAM1 (please note the last character is the number one). The second is XAMI (please note that the last character is the capital letter I ) which actually imports the AMS file. XAM1: XAM1 transfers files from the AMS server to the Colleague server and must therefore be run first. To run it you can navigate through the menus and double click on it to select it or you can type XAM1 into the Quick Access area in the upper left hand corner of the menu screen. The process will appear to not do anything but it will make any files that were created in AMS available in Datatel. XAMI: XAMI is the second step in the process and actually imports student information into Colleague. You can navigate through the menus and double click on it to run it or you can type XAMI into the quick access box in the upper left hand corner of the menu screen. 6

The second is the default catalog that will be assigned to all students in the upload file.

7 XAMI will walk you through several screens detailed below. The first XAMI screen requires 4 pieces of information. The first is the name of the file you want to import. The second is the default catalog that will be assigned to all students in the upload file. The third is a default date that will be entered for any information that requires a date but where one has not been provided in AMS. The last piece of information is the Update mode which must always be Y. The update mode of Y indicates that you want to import the file and update Colleague. 7

8 FILE NAME You can provide the file name in one of 3 ways. The first (and easiest) is to use the cut and paste functionality provided by AMS. The second is to type in the file name as it appears in AMS. The third is to look at the available files in Colleague. You would do this by typing into the file name box the letters ADDT followed by the ellipse (three dots ). Therefore you would type ADDT and hit enter. You will be taken to the file resolution screen (shown in the next screen shot) where you would pick the name of the file you want to import. In the file resolution screen you can pick the file by clicking on the box to the left of the name of the file you want to import (see file name #7 shown above) and click on the blue diskette to save out of the screen. The name will be carried over to the next screen. Once you have chosen your file you will be returned to the XAMI main screen. 8

This will send 3 progress reports to your screen detailing the results of the import. They will display one at a time.

9 Confirm that the default Catalog and Default Dates are what you want them to be. Enter Y for update mode and save out of the screen. You will be taken to the printer set up screen. Once you are in the printer set up screen change the first field (Output Device) to H. This will send 3 progress reports to your screen detailing the results of the import. They will display one at a time. You can then print them to your printer, or save them to your PC, or both. Save out of this screen and you will be taken to the execution mode screen. 9

10 Once in the execution mode screen confirm that the Execute in Background Mode field contains an N. Save out of this screen to begin the import. This screen is the last opportunity to cancel the upload. Once you save out of this screen the upload will begin and the resulting reports will display on your screen. Note: You can cancel the upload at any point in the process by selecting the red X at the top of the screen. Once you save out of this screen the upload will run Help Should you have any question, please don't hesitate to contact the IT Helpdesk. Extension: 8290 helpdesk@monroecollege.edu 10

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