GATRACS Transfer Articulation Extract Process

Transcription

1 Georgia Enhanced Banner Student and Financial Aid Systems User Documentation Version August 2011

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3 Table of Contents Introduction to GATRACS Transfer Articulation... 1 Purpose... 1 Target Audience... 1 Purpose and Scope of Document... 1 Graphics... 1 Support... 2 GATRACS Transfer Articulation Flow... 3 Overview of GATRACS Transfer Articulation... 3 Implementing the GATRACS Transfer Articulation... 4 I. Running the process... 4 Overview... 4 Parameters for ZORTRAX... 4 II. Verifying the output... 9 II. Verifying the output... 9 Overview Importing files into Microsoft Excel (optional)... 9 Appendix A: Document History... A-1 Appendix B: Process Flow... B-1 GATRACS Transfer Articulation Page iii August 2012

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5 Using the GATRACS Transfer Articulation Introduction to GATRACS Transfer Articulation Purpose Target Audience Purpose and Scope of Document Graphics The GATRACS project has been designed to provide Georgia institutions with a transfer articulation portal that will help students throughout the state evaluate what institution they would like to be admitted based on which courses transfer to that institution. In order to accomplish this, the GATRACS team has partnered with Decision Academic to leverage their software interface. A new process, the Transfer Articulation Extraction Process (ZORTRAX), has been designed to extract data from Banner and feed it to the GATRACS portal, designed by Decision Academic. Decision Academic uses a tilde delimited file format with three separate files in order to transfer this data. This process will extract the data from banner and reformat it in three TXT files which can then be imported into the GATRACS portal. This user guide is designed for Admissions, Records, and Academic Affairs Personnel who maintain and update both the institutional catalog and the transfer articulation catalog for the various incoming transcripts received at an institution. This document explains how to use the GATRACS Transfer Articulation. This chapter includes the following topics: Running the process Verifying the output Graphic cues used in this document assist with labeling of steps and items that are particularly important. Steps for recovery or support. For additional information, see references. Exercise caution. Warning: an error here is critical. On target: steps completed successfully. GATRACS Transfer Articulation Page 1 August 2012

6 Support For additional ITS resources and support, contact the ITS Helpdesk: Web support request self-service: For emergency, business interruptions, or production down situations, call the ITS Helpdesk immediately Toll free within Georgia: GATRACS Transfer Articulation Page 2 August 2012

7 GATRACS Transfer Articulation Flow Overview of GATRACS Transfer Articulation Extract Process Complete the following steps to implement and execute GATRACS Transfer Articulation. I. Running the process 1. Execute the Transfer Articulation Extraction Process ZORTRAX II. Verifying the output 1. Importing files into Microsoft Excel (optional) GATRACS Transfer Articulation Page 3 August 2012

8 Implementing the GATRACS Transfer Articulation I. Running the process Overview 1. Execute the Transfer Articulation Extraction Process (ZORTRAX) The Transfer Articulation Extraction Process (ZORTRAX) is used to upload either catalog and/or transfer articulation data for a specific transfer institution. The process will create up to three tildes (~) delimited text files that are used to transmit data to the GATRACS web portal. The transfer articulation portal contains course information from 1980 forward. The ZORTRAX process will take all courses that start or end before 1980 and adjust them to happen on the term instead. This process is designed to be run once to collect all catalog and transfer articulation data and be run again periodically to collect any updates in Banner since the last upload. Please keep in mind any campus business practice that would report courses that are not part of an institution s academic offerings will need to be filtered using the optional parameters to streamline course output results. As part of the update, elective courses that do not have an equivalent in the Course Details file will now be appended to the end of that file. This allows the GATRACS portal to create these electives in the catalog data and circumvent previous validation issues. Parameters for ZORTRAX Name Required? Description/Instructions 01 Report Enter a Y or N to report catalog courses for the effective term from Catalog the Basic Course Information (SCACRSE) form. 02 Effective Term Enter effective term that will be used to select all catalog and transfer institution courses. Validated by STVTERM. Enter a % to pull all terms. 03 Subject Enter a subject code to select only catalog and transfer institution courses containing this subject. Validated by STVSUBJ. 04 Course Number (Low) 05 Course Number (High) Enter a low course number to filter catalog and transfer institution courses by course number range or only select courses containing this course number. Enter a high course number to filter catalog and transfer institution courses by a course number range. 06 Level Enter a level code to select only catalog and transfer institution courses under that level. Validated by STVLEVL. 07 Schedule Type 08 College Enter a schedule type to select only catalog and transfer institution courses with that schedule type. Validated by STVSCHD. Enter college code to select only catalog and transfer institution courses with that college. Validated by STVCOLL. Default Values N % GATRACS Transfer Articulation Page 4 August 2012

9 Name Required? Description/Instructions 09 Division Enter division code to select only catalog and transfer institution courses in that division. Validated by STVDIVS. 10 Department Enter department code to select only catalog and transfer institution courses in that department. Validated by STVDEPT. 11 Credit Hours (Min) 12 Credit Hours (Max) 13 Course Attributes 14 Transfer Institution 15 Transfer Programs 16 Minimum Grade 17 Transfer Hours (Low) 18 Transfer Hours (High) 19 Changes Only 20 Last Run Date 21 Course Description 22 Sumer 1980 Term 23 Transfer Level (Y if 19 is Y ) Enter minimum credit hours to filter catalog and transfer institution courses by a range of credit hours or only select courses containing exactly this amount of credit hours. Enter maximum credit hours to filter catalog and transfer institution courses by a range of credit hours. Enter a course attribute to select only catalog and transfer institution courses with that course attribute. Validated by STVATTR. Enter a transfer institution to pull all of the course equivalencies for that transfer institution from the Transfer Course Articulation (SHATATR) form. Validated by STVSBGI. Enter a % to pull all transfer course equivalencies for all transfer institutions. Enter a transfer program to select only transfer institution courses under that program. Enter a minimum grade to select only transfer institution courses requiring that minimum grade. Grade must exist on SHATGRD. Enter low transfer hours to filter transfer institution courses by transfer hours range or only select courses containing this course number. Enter high transfer hours to filter transfer institution courses by a range of transfer hours. Enter a Y to collect only the associated records that have been changed after the last run date or N to collect all courses regardless of activity date. Enter the date the ZORTRAX process was last run. This parameter is required if changes only is Y. This will collect all catalog and transfer institution courses that have an activity date equal to or greater than the date entered. Enter the table that course descriptions are stored in. These are found on the Course Detail Information (SCADETL) form. Options are SCBDESC or SCRTEXT. Enter the STVTERM code for Summer of Validated by STVTERM. Enter the STVLEVL code to pull transfer work based on the level(s) entered. Leave this blank to pull all levels. Default Values N SCBDE SC GATRACS Transfer Articulation Page 5 August 2012

10 Sample.lis File Sample.log File GATRACS Transfer Articulation Page 6 August 2012

11 Sample Import 1 - Course Details File Sample Import 2 - Equivalency Details File GATRACS Transfer Articulation Page 7 August 2012

12 Sample Import 3 - Equivalency Courses File GATRACS Transfer Articulation Page 8 August 2012

13 II. Verifying the output Overview After you have run the ZORTRAX process, depending on the parameters used, one to three.txt files will be created. In order to view these files, you can import them in Microsoft Excel. When sending the files to be loaded, you will have to send them in their original.txt format. The following steps are optional. 1. Importing files into Microsoft Excel (optional) 1. Save or move the.txt files to your local hard drive. 2. Open Microsoft Excel. 3. Click on the Data tab and chose Get External Data from Text. 4. Navigate to the.txt files and chose the one you wish to view. 5. Click Import. 6. Choose Delimited and Next on the Text Import Wizard. GATRACS Transfer Articulation Page 9 August 2012

14 7. Clear the Tab Delimiter, check Other, Place a tilde in the other block, and click next. 8. Highlight the first column in the Data Preview window, hold down the Shift key, and click the last column in the Data Preview window. GATRACS Transfer Articulation Page 10 August 2012

15 9. Select the Text radio button and select Finish. 10. A popup box will appear asking you where to place the data. Enter =$A$1 in the Existing worksheet box and click OK. 11. All the information in the.txt file should now appear in Excel. GATRACS Transfer Articulation Page 11 August 2012

16 Import 1 - Course Details Layout Import Field Required Formatting Description Banner fields Provider The unique code of the institution offering the course. Institution FICE pulled from SHACTRL (SHBCGPA_INST_FICE). Course Size: 128 A unique code that identifies the course at the institution. Usually in the form Course Prefix + Course Number: E.g. MAT100, BIO202 Subject and Course pulled from SCACRSE. Reported as 'SCBCRSE_SUBJ_CODE SCBCRSE_CRSE_NUMB'. Title Size: 256 The title of the course. Pull Long Course Title from SCASYLB (SCRSYLN_LONG_COURSE_TITLE) if available or fall back to Course Title (SCBCRSE_TITLE) selected from SCACRSE. GATRACS Transfer Articulation Page 12 August 2012

17 Import Field Required Formatting Description Banner fields Credits Type: Float The number of credits associated with the course. Report Credit Hour range from SCACRSE as Low hours (SCBCRSE_CREDIT_HR_LOW), indicator in lower case (OR, TO or NULL from SCBCRSE_CREDIT_HR_IND), and High hours (SCBCRSE_CREDIT_HR_HIGH). Description Size: 8000 A full description of the course. Pull Course Description (SCBDESC_TEXT_NARRATIVE) or Course Text (SCRTEXT_TEXT) from SCADETL based on Course Description parameter. Prefix Size: 20 A code, usually a few characters long, that is used to categorize the course. For example, a math course may have the prefix of 'MAT'. Pull Subject from SCACRSE (SCBCRSE_SUBJ_CODE). Prerequisites 0 A textual note used to present prerequisite information for the course. Pull prerequisites from SCAPREQ. Report as, Subject (SCRRTST_SUBJ_CODE_PREQ) and Course (SCRRTST_CRSE_NUMB_PREQ) grade of Grade (SCRRTST_MIN_GRDE) or higher and/or (SCRRTST_CONNECTOR) minimum Test (SCRRTST_TESC_CODE) score of Test Score (SCRRTST_TEST_SCORE). If the Prerequisite check mode is CAPP (SCBCRSE_PREREQ_CHK_METHOD_CDE is C), the following will be pulled from SMAAREA. Pull Subject (SMRACAA_SUBJ_CODE), Course Number Low (SMRACAA_CRSE_NUMB_LOW) to Course Number High (SMRACAA_CRSE_NUMB_HIGH if high exists), translate connector (SMRACAA_CONNECTOR_REQ) from 'A' to 'and' and 'O' to 'or' (treat N as NULL), Test (SMRACAA_TESC_CODE), Minimum test Score (SMRACAA_MIN_VALUE). Corequisites 0 A textual note used to present corequisite information for the course. Pull corequisites from SCADETL as Subject (SCRCORQ_SUBJ_CODE_CORQ) Course (SCRCORQ_CRSE_NUMB_CORQ)' use 'and' as a connector if more than one. GATRACS Transfer Articulation Page 13 August 2012

18 Import Field Required Formatting Description Banner fields Start Term Used to identify a specific version of the course. The start term indicates the first term in which the course version is considered to be active. The code will be matched to an existing term record in the system. Pull first Effective Term (SCBCRSE_EFF_TERM) in SCACRSE that is equal to or less than Effective Term parameter. End Term Indicates the final term in which the course version is considered to be active. The code will be matched to an existing term record in the system. stored to term. To term is derived from next available From Term (SCBCRSE_TERM_CODE_FROM) on SCACRSE. Attributes Size: 100 Used to indicate any attributes attached to the course for degree auditing purposes. These come from the Degree Attributes tab of SCADETL for catalog courses and the Attributes block of SHATATR for elective courses (SCRATTR table in both cases). Import 2 - Equivalency Details Layout Import Field Required Formatting Description Banner fields Equivalency ID An identifier that is unique to the To Provider that is used to identify and refer to this equivalency rule. The same identifier must be used across all files that refer to a particular equivalency rule. Pull and combine the following SHATATR fields into a single string to create Equivalency ID. Pull Institution SBGI (SHBTATC_SBGI_CODE), Program (SHBTATC_PROGRAM), Subject (SHBTATC_SUBJ_CODE_TRNS), Course (SHBTATC_CRSE_NUMB_TRNS), Group (SHBTATC_GROUP) and Transfer Level (SHBTATC_TLVL_CODE). Truncate Subject (SHBTATC_SUBJ_CODE_TRNS) and Course (SHBTATC_CRSE_NUMB_TRNS) to 10 characters. If there is a group indicator (SHBTATC_GROUP) append to the end. Leave 2 characters at the end for Equivalent Course Sequence Number (SHRTATC_SEQNO), used in OR equivalency scenarios. From Provider A unique code that identifies the institution offering courses recognized by the To institution as part of this equivalency rule. Pull FICE code from STVSBGI (STVSBGI_FICE). To Provider A unique code that identifies the institution accepting courses offered by the From institution as part of this equivalency rule. Institution FICE pulled from SHACTRL (SHBCGPA_INST_FICE). GATRACS Transfer Articulation Page 14 August 2012

19 Import Field Required Formatting Description Banner fields Description Size: 2048 A description of the equivalency rule or additional information about the rule. Pull Description (SHBTATC_CRSE_DESC) from Transferring Course on SHATATR. Start Date Type: Date Format: YYYYMMDD The date upon which the equivalency rule becomes active. Compare Term on SHATATR (SHBTATC_TERM_CODE_EFF_TRNS) to STVTERM and pull back corresponding Term Start Date (STVTERM_START_DATE) and reformat into YYYYMMDD format. End Date Type: Date Format: YYYYMMDD The date upon which the equivalency rule becomes inactive. Derived from SHBTATC_TAST_CODE and SHBTATC_ACTIVITY_DATE If there is an inactive Status code in SHATATR (SHBTATC_TAST_CODE), then return the Activity Date (SHBTATC_ACTIVITY_DATE) for that course and reformat to YYYYMMDD. Import 3 - Equivalency Courses Layout (From Courses) Import Field Required Formatting Description Banner fields Equivalency ID A unique identifier that is used to refer to an equivalency rule defined in the associated Equivalency Details data file. Pull and combine the following SHATATR fields into a single string to create Equivalency ID. Pull Institution SBGI (SHBTATC_SBGI_CODE), Program (SHBTATC_PROGRAM), Subject (SHBTATC_SUBJ_CODE_TRNS), Course (SHBTATC_CRSE_NUMB_TRNS), Group (SHBTATC_GROUP) and Transfer Level (SHBTATC_TLVL_CODE). Truncate Subject (SHBTATC_SUBJ_CODE_TRNS) and Course (SHBTATC_CRSE_NUMB_TRNS) to 10 characters. If there is a group indicator (SHBTATC_GROUP) append to the end. Leave 2 characters at the end for Equivalent Course Sequence Number (SHRTATC_SEQNO), used in OR equivalency scenarios. Equivalency Provider A unique code that identifies the institution defining the equivalency rule (the value must match the To Provider that was specified on the associated Equivalency Details file record). Direction Type: Boolean Values: 1 or 0 0 = course offered by From institution. 1 = course offered by To institution. Institution FICE pulled from SHACTRL (SHBCGPA_INST_FICE). Always 0 for a From Course. GATRACS Transfer Articulation Page 15 August 2012

20 Import Field Required Formatting Description Banner fields Course Provider Course Size: 128 The unique code of the institution offering the course. A unique code that identifies the course at the institution. Usually in the form Course Prefix + Course Number: E.g. MAT100, BIO202 Credits Type: Float Credits awarded by the To institution. Grade Grade Scale Provider Start Term End Term The minimum grade required to qualify for the equivalency. The grade must be defined in advance in Transfer Navigator. A 1 used to designate the To institution. Used to define a range of terms in which the FROM course must be taken to qualify for the equivalency. Specified codes will be matched to existing term records in the system. Used to define a range of terms in which the FROM course must be taken to qualify for the equivalency. Specified codes will be matched to existing term records in the system. 1 YES Type: Boolean This is an update value. If any prior errors concerning incomplete data for this EquivalencyID were processed, this value tells the GATRACS portal that it can complete those missing pieces using this file if all required information is present. Pull FICE code from STVSBGI (STVSBGI_FICE). Pull Subject (SHBTATC_SUBJ_CODE_TRNS) and Course (SHBTATC_CRSE_NUMB_TRNS) from SHATATR. Null for From institution. Pull Minimum Grade (SHBTATC_TGRD_CODE_MIN) from SHATATR. 1 Pull Term (SHBTATC_TERM_CODE_EFF_TRNS) from SHATATR. Derived from Term on SHATATR (SHBTATC_TERM_CODE_EFF_TRNS). If another records exist, pull the Term (SHBTATC_TERM_CODE_EFF_TRNS) for the next larger term code. 1 GATRACS Transfer Articulation Page 16 August 2012

21 Import 3 - Equivalency Courses Layout (To Courses) Import Field Required Formatting Description Banner fields Equivalency ID A unique identifier that is used to refer to an equivalency rule defined in the associated Equivalency Details data file. Use same Equivalency ID on a To course as on a From course. Pull and combine the following SHATATR fields into a single string to create Equivalency ID. Pull Institution SBGI (SHBTATC_SBGI_CODE), Program (SHBTATC_PROGRAM), Subject (SHBTATC_SUBJ_CODE_TRNS), Course (SHBTATC_CRSE_NUMB_TRNS), and Group (SHBTATC_GROUP). Truncate Subject (SHBTATC_SUBJ_CODE_TRNS) and Course (SHBTATC_CRSE_NUMB_TRNS) to 10 characters. If there is a group indicator (SHBTATC_GROUP) append to the end. Leave 2 characters at the end for Equivalent Course Sequence Number (SHRTATC_SEQNO), used in OR equivalency scenarios. Equivalency Provider Direction Course Provider Course Credits A unique code that identifies the institution defining the equivalency rule (the value must match the To Provider that was specified on the associated Equivalency Details file record). Type: Boolean Values: 1 or 0 0 = course offered by From institution. 1 = course offered by To institution. Size: 128 The unique code of the institution offering the course. A unique code that identifies the course at the institution. Usually in the form Course Prefix + Course Number: E.g. MAT100, BIO202 Type: Float Credits awarded by the To institution. Institution FICE pulled from SHACTRL (SHBCGPA_INST_FICE). Always 1 for a To Course. Pull FICE code from STVSBGI (STVSBGI_FICE). Pull Subject (SHBTATC_SUBJ_CODE_TRNS) and Course (SHBTATC_CRSE_NUMB_TRNS) from SHATATR. Credits Used from SHATATR (SHRTATC_INST_CREDITS_USED). GATRACS Transfer Articulation Page 17 August 2012

22 Import Field Required Formatting Description Banner fields Grade The minimum grade required to qualify for the equivalency. The grade must be defined in advance in Transfer Navigator. Pull Minimum Grade (SHBTATC_TGRD_CODE_MIN) from SHATATR. Grade Scale Provider The unique code of the institution in whose grade scale the Grade is defined. If not specified, the To institution is used by default. Pull FICE code from STVSBGI (STVSBGI_FICE). Start Term Used to define a range of terms in which the FROM course must be taken to qualify for the equivalency. Specified codes will be matched to existing term records in the system. Pull Term (SHRTATC_TERM_CODE_EFF_TRNS) from SHATATR. End Term Used to define a range of terms in which the FROM course must be taken to qualify for the equivalency. Specified codes will be matched to existing term records in the system. Derived from Term on SHATATR (SHRTATC_TERM_CODE_EFF_TRNS). If another records exist, pull the Term (SHRTATC_TERM_CODE_EFF_TRNS) for the next larger term code. GATRACS Transfer Articulation Page 18 August 2012

23 Appendix A: Document History This section details the history of the document and updates made for each modification. Release and Date Form/Process Page Update Description Georgia Enhancements 8.10 September 2, 2011 Georgia Enhancements , December 16, 2011 Georgia Enhancements , August 10, 2012 ZORTRAX All Documentation Creation ZORTRAX 4-12, 21 Updates to the file layout and enhancements to the ZORTRAX process. ZORTRAX 4-8, Updates and enhancements to the ZORTRAX functionality and file layout. GATRACS Transfer Articulation Extraction Process Page A-1 August 2012

24 Appendix B: Process Flow Run ZORTRAX Verify output Provide to GATRACS Team Georgia Enhancements User Documentation GATRACS Transfer Articulation Extraction Process Page B-1 August 2012