An example of a few records from a properly formatted SD4006S file is below:

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1 Batch Degree Audit Process Documented 7/11/2013. Bill Storms/Jack Carico What is Batch Degree Audit used for? The SBCTC SMS system allows batch degree audits to be run for students using several job groups. One of them SG102R-H - allows a properly formatted input file containing SIDs, NAME, EPC CODCE and YRQ Degree Template to be uploaded using screen SD4016. This will process up to 20,000 students. Because the file can contain any students and associated EPC codes one can run audits for students on their declared major or any EPC code (degree template) one wanted to. An example of a few records from a properly formatted SD4006S file is below: FRANCKE MICHELLE MADONIA MARGARET A MCCLURG DIAN L A file of SIDs for students enrolled from the current YRQ forward is automatically created and placed here each morning: P:\reports\techservices\SD4103B\SD4006S Screen SD4016 must be used to upload this file to the SMS system. Job Group SG102R-H is scheduled to run each Friday night in B (Batch) mode. It can also be run on demand I mmediate at any time. It should not be run in P (Production) because it needs the ZX6000J job to bridge between the legacy HP3000 databases and those on the SQL server Degree Audit uses and the ZX6000J job is brought down by the SBCTC operations staff during production. Page 1

2 THE PROCESS: (Also see the flow chart below) The following processes are automated by the IT staff: The creation of an input file of all students (SD4006S) enrolled in the current and any future quarter which contains their declared major (EPC code) per SMS and the degree template year. Once a year IT (Jack) will need to change the year code. The SG102R-H job is scheduled to run weekly. It will process the SD4006S file on the HP9000 system. (/MPE/env/AMXW_P200/P200/DATA/SD4006S) which is placed at that location manually using screen SD4016 by the IT help desk on the last work day of each week. Anyone can produce a properly formatted file containing a cohort of students for special purposes (such as running all students against the Washington 45 degree template) and schedule SG102R-H to run. ByRequest automatically places the degree audit report file in P:\reports\techservices\sd4103b\sd4103b.txt replacing the file of that name and saving an archive copy in P:\reports\techservices\sd4103b\archive with the date in the file name. The one manual step is uploading the SD4006S file using screen SD4016. This is done weekly by the IT help desk. It can also be FTP d to the location: (/MPE/env/AMXW_P200/P200/DATA/SD4006S using the P200BYRQST account and password IT knows and uses for ByRequest but that is an unintended artifact of the Lift and Shift project. Page 2

3 IT HELP DESK: Every Friday or as needed: Login to Lift and Shift and use screen SD4016 to upload the latest file of SIDs from P:\reports\techservices\SD4103B\SD4006S to the SMS System. Watch the process to insure records are uploaded. An upload progress screen will be displayed and when complete will display UPLOAD COMPLETED. Don t assume that this means data was uploaded. Make sure you watch the progress screen and see a count of records (characters) uploaded other than 0. If it is 0 research why by looking at the SD4006S file, talking to Jack whose process creates it etc. Every Monday or as needed: Verify the new SD4013B file with a Friday or Saturday date is created and located at P:\reports\techservices\sd4103B\SD4103B.TXT As desired: Page 3

4 The SG102R-H is already schedule to run every Friday evening. It must be run in either I Immediate or B Batch so it finishes before production because the ZX6000J must be running for it to work and ZX6000J is stopped during production by the SBCTC. If you wish to run it at any other time you can do so by uploading a valid SD4006S file to SMS using screen SD4016. The job scheduling documentation is located here: Because this application was adopted from an older process many of the parameters are required but ignored such as the YRQ values. APPT-YRQ B342 (can be any valid YRQ) SD4103-PRT-HEAD 0 SD4201-AYR 1314 (can be any valid YYYY or possibly blank) SD4201-PRG-TYP C SD4201-SRT-OPT 01 YRQ B342 (can be any valid YRQ) Page 4

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6 Below is a flow chart of the entire process at Walla Walla Community College. Page 6

7 Below are the initial instrucitons from the SBCTC. More current ones may be on the SBCTC web site. Page 7

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10 DEPRECATED STEPS These steps are necessary only if the scheduled update process is not updating the database and the retired console utility is used instead. o AD Group membership. Must be a member of either the ADPConfigAdmins group or the REDDataManagers group. Either group grants sufficient permissions to update the underlying database. o Prepare the user s U: drive. Create a \Temp directory. Create a plain text file under U:\Temp\auditfiles.txt (must use this exact name and path.) o Edit the auditfiles.txt file adding this line. \\wwcc-all\staff\common\public\reports\techservices\sd4103b\sd4103b.txt The file may and should contain one line per file that is to be uploaded. You do not need to remove old files as the processor will detect if it has already uploaded audit from that file. o o Login to the remote desktop server and use windows explorer to go to N:\Utility\CTCBatchAudit Run the batch file: Do_BatchProcessing.bat The progress of the processing tool will be logged to a console window which will wait for a final key-press at the end before closing. NOTE: You may encounter this on a person s PC the first time you run the DO_BatchProcessing.bat file. If so download the.net update and install it. Page 10