Entering GRAD FAC Milestones through a Batch Process

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Morgan Parker
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Entering GRAD FAC Milestones through a Batch Process Use this process when batch applying the GRAD FAC milestone to students with the same advisor. 1. You will want to create your Excel file in the.

Notice the columns DO NOT have headers and the content in the columns are all UPPERCASE The first column (A) must be UBFLO The second column (B) GRAD The third column (C) Program Code associated with

1 Entering GRAD FAC Milestones through a Batch Process Use this process when batch applying the GRAD FAC milestone to students with the same advisor. 1. You will want to create your Excel file in the.csv format first: Batch Milestone Excel File Formatting Instructions When you create your Excel file, the file needs to be in a specific format (see below). Notice the columns DO NOT have headers and the content in the columns are all UPPERCASE The first column (A) must be UBFLO The second column (B) GRAD The third column (C) Program Code associated with student The fourth column (D) Plan Code associated with Student The fifth column (E) Student Person Number (there should be no dash with the student person number) **NOTE: You can find the Program Code and Plan Code in the Student Program/Plan Tab. Once you have your Excel spreadsheet data entered, you ll now need to save it in.csv format. To do that click on File > Save As Select the place you would like to store the file. In the file name box, name your file. Finally, in the Save as Type box, click the drop down Box and select CSV (Comma delimited) (Image 1) Click Save. (Click Yes to any box that pops open) 1

2 2. Now that you have completed Step 1 and saved your Excel spreadsheet, you will now need to navigate to the Process Milestones page in HUB to begin milestone batch processing. a. How to navigate to Process Milestones in HUB: i. Graduate School Student Services Tile > Milestones > Process Milestones 3. Click Process Milestones a. Here you will find the Process Milestones page. b. Here you can use an existing Run Control ID or create a New Value. It is suggested to label your Run Control IDs as gradfac(today s date) i. In the Run Control ID field, type any name that will identify the batch upload you will be performing. ii. When done, click Add 2

3 4. On the next screen is the Process Milestones page. Enter the following information: Academic Institution: UBFLO Academic Career: GRAD Academic Program: Leave blank (program/plan will be populated on the file upload) Academic Plan: Leave blank (program/plan will be populated on the file upload) Effective Date: Update to today s date Process Action: Select Insert/Update Milestones Duplicate Milestone Options: Select Milestone/Level (do not check the Process Duplicate Milestones box) 5. Next is the Population Selection portion a. Select the Population Selection Checkbox b. From the Selection Tool drop down box, select External File c. Upload your.csv file (the file generated from step 1) d. Use the magnifying glass to choose File Mapping: UB_SR_BATCHMILESTONE e. You can preview your results by clicking on Preview Selection Results 6. Skip the Student Select List section 7. How to populate the Milestone Detail section: Milestone: GRAD FAC Milestone Level: Leave blank Description and Formal Description: Will automatically populate (do not modify) 3

4 The Milestone Title, Comment, and other fields in the image below should be left blank. 8. The Advisors section must be populated with an approved advisor. Click the magnifying glass to search for the student s faculty advisor. a. Advisor must be on the Graduate Faculty Membership Roster. To verify membership, navigate to If adding more than one advisor, the primary advisor should be the first one listed. 9. The Attempts section: a. Attempts Allowed: Always type 1 in this box b. Milestone Complete: Select Completed from the drop down box. c. DO NOT populate any other fields in this section besides Milestone Complete section 10. After you ve completed this section you can click 11. Next, click at the top of the page. 4

5 12. You will next come to the following screen. Click Okay. 13. You will then be returned to the Process Milestone page. Click the link Process Monitor located at the top of the page to view/refresh status of job. 14. When you enter the Process Monitor, you are viewing the status of the batch update. You can click the Refresh button at any time until you see the data updated in the Process List section In the Run Status column, you want to see your job indicated as Success and Posted Click the Details link to check for any errors Finally click Message Log (see next page for image) 5

number). In the message log below, you ll see the errors: If you are getting errors, the most likely place that this will occur is in your Excel.

6 The Message Log will show you the process of your batch update. It will indicate the time the process was started, if the Milestone was inserted and if the Milestone was processed on each Emplid (person number). In the message log below, you ll see the errors: If you are getting errors, the most likely place that this will occur is in your Excel.CSV file. Make sure it is formatted and the person numbers are correct. Clicking the Explain button will explain why the milestones were not applied to the student records. The image below shows an illustration of a successful update: 6

7 15. Click Return at the bottom of the page when you are done. 16. Be sure the milestone was applied properly by running student s AAR to confirm the requirement is satisfied. End of job documentation. 7

Entering MASTER CE Milestones through a Batch Process

Entering MASTER CE Milestones through a Batch Process Follow these instructions to batch apply MASTER CE milestone to students who successfully completed the same culminating experience. 1. You will want