tips and tricks with popsels!. 2 can everyone please turn off their cell phones? thank you!

TIPS AND TRICKS WITH POPSELS!

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• Can everyone please turn off their cell phones?

• Thank you!

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• Nancy Larson• Coordinator of Financial Aid Fullerton Community College.• This is my 4th year with Banner• Not an expert, just a self taught end user, sharing things I “think” I

know about the GLBDATA – popsel process.• My knowledge of popsels grew from a need to have some financial

aid lists and reports that because we did not have in house technical staff available, were not otherwise available to me.

• Hopefully someone can get something from this presentation or……• We can get valuable input from others and share, at the end of my

presentation.

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GLRSLCT• This Banner form, is used to

view, create, edit or delete popsels (handout #1)

• Handout 1 is an informational form for you to take back and use.

• It gives some “hints” and information for the form fields and a brief description of what the operator field symbols mean.

• The GLRSLCT form in Banner, was designed to give users a way of writing SQL queries.

Nancy Larson Fullerton College Financial Aid Coordinator

321 E. Chapman Ave. , Fullerton, Calif. 92832 (714) 992-7057

HANDOUT #1

GLRSLCT FORM Application: FINAID Selection ID:

Creator ID: NLARSON

Description:

Select: TABLE Name (Can search on RORRULE – flashlight)

From: Column Name (Can search on RORULE – flashlight)

Data Element: Operator Value

Sometimes can search on Dynamic parameters can be used whenever

your form by clicking in field possible by preceding with a &______ and

you want to “find” and then then typing the item you need to enter (which

go to HELP Dynamic Help will show as a 88 field after saving the

query to see column name. GLBDATA). Helpful for aid-year changes in

order not to have to remember to change

popsels each year because of hard-coding.

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GLISLCT

• Is the form that you can view all the popsels created for certain applications. Ours are FINAID for financial aid. Student, AR, Finance and other offices may have some created as well. Look at theirs! Use theirs! Copy them for yourself!

• Use this form to search for existing popsels you may want to use to create your own.

• Using existing popsels is the best way to start learning to create your own popsels.

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CREATING A NEW POPSEL

• From an existing popsel, using: HAS_FUND (your handout # 2)

• This popsel looks at any designated fund for an aidyear and looks at the RPRATRM_ACCEPT_AMT to see if it is greater than 0 (or if they have an accepted award amount).

• If we, instead, wanted to look at the Offered amount, we can modify this popsel.



HANDOUT #2

GLRSLCT FORM Application: FINAID Selection ID: HAS_FUND

Creator ID: NLARSON

Description: Get PIDM’s/List of students awarded for a designated fund

Select: RPRAWRD_PIDM

From: RPRAWRD


RPRAWRD_AIDY_CODE = &FUND_AIDY_CODE AND

RPRAWRD_FUND_CODE = &FUND_CODE AND

RPRATRM_ACCEPT_AMT > ‘0’

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USING RORRULE• What is the exact name of the

column that holds the offer information?

• Looking at handout 2, we see that the accepted is a RPRATRM table RPRATRM_ACCEPT_AMT, so perhaps offered is the same RPRATRM table.

• We will use RORRULE to find this column. RORRULE is a great search tool!

• Go to RORRULE and navigate to the second block.

• Put in the table RPRATRM• Hit the search button which will allow

you to view the columns for the RPRATRM table. Is there one for offered?

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• A text box will pop up.• Search for O% or offered, or

scroll thru to see if there is a offered column. Not searching will give you a list of all the columns for the RPRATRM table.

• Here we can see RPRATRM_OFFER_AMT which we can now replace into the existing HAS_FUND popsel.

• RORRULE view can be used for any Table – column search if needed. It lets us view all the columns available for certain tables.

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RORRULE

• Can be used to look at Tables and columns and is a wonderful SEARCH form.

• Columns are what we use for data element values to develop popsels on the GLRSLCT form.

• You can also sometimes use your RORRULE rules as popsels! Look at them!

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COPYING POPSELS• In order to use an existing

popsel, created by someone else, you must first copy it and save it to make it your popsel .

• If you are wanting to use an existing popsel and change a value-field, you would also copy and rename it first.

• For many processes you will need to be the creator and user in order to run them.

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MODIFYING THEHAS_FUND POPSEL

• Go to GLRSLCT (for the popsel you want to use to edit) and navigate to the 4th block.

• Go to options and choose the copy option

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• You will see a new screen/block pop up.

• Fill out the copy to information, a new name and description of what the popsel will do, and SAVE.

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• Now you will see a new “revised” GLRSLCT with a new name, a new description and you as the creator of the original HAS-FUND popsel .

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• Now the data element that you want to replace needs to be edited from: RPRATRM_ACCEPT_AMT to the one you just found on RORRULE which is RPRATRM_OFFER_AMT and SAVED.

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• Once you have SAVED

the form, it will go thru a compile process and pop you back to the main menu.

• You can now go back to the GLRSLCT form to view your new popsel and can begin testing it by running GLBDATA!

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SEARCHING FOR A COLUMN NAME ON A FORM

• Another way to search a

column is to click the field (on a particular form) that you would like to capture in a popsel.

• Then go to HELP and Dynamic Help query.

• At this new dialog box you will see the column name.

• NOTE: You can not always use this process as sometimes the field is just a “view” NOT a column , but most times it can be a useful tool.

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COMBINING POPSELS

• Can be accomplished by running the GLBDATA process.

• We will discuss how to use the Union, Intersection, and Minus (parameter 05 on GLBDATA).

• We will talk about running lists/spreadsheets from GLAEXTR and GLIEXTR and other forms).

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GLBDATA • GLBDATA is the process that runs

your popsels.• Refer to GBLDATA handout # 3. It

shows descriptions of what goes into the parameter value fields. And gives a description of:

• Intersection – To take two popsels and combine them to create one unduplicated list/popsel of people who were in BOTH selections.

• Union – To take two popsels and combine them to get a list/popsels of people that are NOT in both popsels. “Show me the students that do not meet the popsel 1 and popsel 2 criteria.”

• Minus – To subtract popsel # 2 from popsel # 1 to create a list/popsel.



PROCESS: GLBDATA

PARAMETERS Values

01 Selection Identifier 1

02 Selection Identifier 2

03 New Selection Identifier NAME OF POPSEL USING 01 & 02

04 Description of new selection DESCRIPTION OF 03 POPSEL

05 Union/Intersection/Minus U- UNION, I – INTERSECT, M – MINUS**

06 Application Code FINAID (FROM GLRSLCT)

07 Creator ID of Selection ID CREATOR NAME (FROM GLRSLCT)

08 Detail Execution Report

Parameter 05 Description:

U – UNION = To take 01 and 02 popsels and combine them to get an “unduplicated count” for 03 popsel.

I – INTERSECT = To take 01 and 02 popsels and combine them to get a list of

people that are NOT in both popsels. Tell me (in popsel 03) which students are not found in 01 AND 02.

M – MINUS = Takes popsel 01 and subtracts students in popsel 02.

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GLBDATA EXAMPLE #1

• Go thru handout #4, example 1 to show how to combine popsels and use the new popsel created in a process.

• Same person must be the creator of both popsels used.

• Remember that the user who is running the process (who does not have to be the creator) will now BECOME the creator of the new popsel (named in parameter 03) that is being created by this combining process.



PROCESS: GLBDATA

PARAMETERS Values

01 Selection Identifier 1 HAS_FUND

02 Selection Identifier 2 HAS_REQUIREMENT

03 New Selection Identifier PELL_90U

04 Description of new selection PELL STUDENTS W/90U REQUIREMENT

05 Union/Intersection/Minus I

06 Application Code FINAID

07 Creator ID of Selection ID NLARSON


EXAMPLE 1 : BSTUDENT wants to run two popsels that have been created by NLARSON (HAS_FUND and HAS_REQUIREMENT) to get a list of students who have a 90U tracking requirement and have Pell grant. By using parameters (above) BSTUDENT will be “creating” a new popsel named: PELL_90U (parameter 03 above). If she wants to use this popsel to run a process, she would then put : APPLICATION: FINAID SELECTION ID: PELL_90U CREATOR: BSTUDENT because SHE has created this when she ran with the parameters above. Many times it is confusing and the original creator is used in error, and the popsel will not work.

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GLBDATA EXAMPLE #2

• Go thru example 2 to show how to “use” the popsel created by the user in example 1, in another combined popsel.

• Next we will review the GET_POPSEL (handout # 6) used for pulling out of Banner, combined popsel information.



PROCESS: GLBDATA

PARAMETERS Values

01 Selection Identifier 1 GET_POPSEL

02 Selection Identifier 2 HAS_SAP

03 New Selection Identifier PELL_90U_GOOD

04 Description of new selection PELL STUDENTS W/90U REQ NOT DISQ

05 Union/Intersection/Minus M

06 Application Code FINAID

07 Creator ID of Selection ID BSTUDENT


EXAMPLE 2 : BSTUDENT wants to NOW take the popsel just created by intersecting the two popsels (in example 1) , and wants to know, out of the PELL_90U students, pull out the disqualified ones. Banner does not recognize the PELL_90U as a valid popsel. If BSTUDENT took the PELL_90U and put that in parameter 01, then put the popsel HAS_SAP in parameter 02 to minus, there would be an error, Banner can not “find” the created popsel. In order to DO this, instead of putting PELL_90U in parameter 01, you can use the GET_POPSEL selection (which I have given you a copy of) and then, you will get dynamic 88 parameters after saving which will ask you to enter the application (FINAID), selection (PELL_90U), creator (BSTUDENT) and user which would be BSTUDENT again, but others could run this as well (could be different users for this). THEN it will pull those student and minus the 02 selection. HAS_SAP will also give you a dynamic in order to enter your ROASTAT disqualified code. Note: BSTUDENT must have a GET_POPSEL that she created on file. Both popsels used in 01 and 02 must have the same creator. Students from this popsel can be used to run a process and the information would be: APPLICATION: FINAID SELECTION ID: PELL_90U_GOOD CREATOR: PERSON RUNNING THE PROCESS (USER)

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GET_POPSEL • This popsel can be used in

parameter 01 or 02 so that you can use the popsel you just created (by combining 2 popsels) in another popsel.

• This popsel will provide you with “dynamic parameters” once you have saved that will ask you for all the information from the popsel you created so that you can pull those students into your popsel.

• If looking at example #2, the dynamic information that would be entered would be: FINAID, PELL_90U, BSTUDENT(who was the user).It pulls the popsel you created in example #1 to use in #2.



HANDOUT # 6

GLRSLCT FORM Application: FINAID Selection ID: GET_POPSEL

Creator ID: NLARSON

Description: Get PIDMs from existing/created popsel

Select: SPRIDEN_PIDM

From: SPRIDEN, GLBEXTR


SPRIDEN_PIDM = GLBEXTR_KEY AND

GLBEXTR_APPLICATION = &APPLICATION AND

GLBEXTR_SELECTION = &SELECTION AND

GLBEXTR_CREATOR_ID = &CREATOR AND

GLBEXTR_USER_ID = &USER

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PROBLEMS • Many times, confusion arises because staff will

use the “creator” instead of the “user” when popsels are combined and used to run a process.

• When combining two popsels, they both must have the same CREATOR.

• Important to remember – If you are combining two popsels created by BSTUDENT and YOU is the user that is running the GLBDATA process and giving it a new name (parameter 03 from GLBDATA) then you need to remember that YOU is now the CREATOR (of the 03 parameter popsel) and when using this popsel in a process needs to be the creator used, not BSTUDENT.

• Trying to use a parameter 03 “created” popsel to combine with another, will not work unless you use the GET_POPSEL popsel which will then allow you to do this pull all the information. If you do not use GET_POPSEL, then it will give you a “has not been compiled” error.

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• Dynamic parameters should always be used in popsel creation if possible. They allow you to enter the values which may change from year to year.

• Dynamic parameters are set up on GLRSLCT in the value field as &WHATVALUEYOUWANT. GET_POPSEL (handout 6) is mostly comprised of dynamic values.

• These then, pop up after the GLBDATA save as a 88 parameter that needs to be submitted before process is run.

• This allows you to use the same popsel year after year.

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VIEWING GLBDATA STUDENTS

• The two forms that can be used for this are GLIEXTR and GLAEXTR.

• GLAEXTR can be modified, deleted and used for Manual popsel entries.

• GLIEXTR students can be viewed alphabetically and is a view screen only.

• Using the GUAOBJS set up, you can pull spreadsheet lists from these screens.

• You can also run RORAPLT which is a report of GLBDATA students that were selected. This report shows an alpha listing and ID numbers.

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GUAOBJS FORM

• In order to be able to pull a spreadsheet from a form, the form needs to be set up here first.

• The Key and Data Block or Data Block option needs to be selected and saved for the forms you wish for this option.

• Search and find your form, select the option and save.

• NOTE: Not all of you will have modify access to this form and, not all forms can be set up for spreadsheets.

• GLIEXTR, GLAEXTR and FGIBDST are wonderful forms to set up here, and use this process for.

• FGIBDST can be pulled to spreadsheet and budgets can be reconciled, great trick!

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CREATING A SPREADSHEETFROM GLAEXTR (or a form)

• From the GLIEXTR or GLAEXTR (or any set up form), go to HELP.

• Choose the Extract Data option.

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• You will see this pop up window and you select YES.

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• At this point you get another window.

• Here you can choose SAVE or OPEN.

• Choosing the OPEN option…..

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• You will have all your data pulled into a spreadsheet!

• This is done very quickly and now you have a spreadsheet to edit , sort and print!

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RORAPLT

• The RORAPLT report will present you with a listing of students in a popsel as well.

• This process takes a few minutes to run but will give you a report of students names and ID numbers from any popsel you name in parameters 01, 02 and 05.

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SOME FC POPSELS

• Here are a few examples of FC popsels we use most often for your information.

• HAS_FUND – Handout #2, can run and get a listing of any fund we have on RPAAWRD in the accepted column by designating (with dynamic parameter) the aid-year and fund code.

• GET_POPSEL – Handout # 6 which we discussed in combining popsels.• HAS_REQUIREMENT – Handout # 7, gives you a list of students for a aid-

year who have a specific tracking requirement.• HAS_SAP – Handout #8 can run any SAP code status (New status field on

ROASTAT). Good for running list of disqualified students, etc and can be used to run letters, etc.

• FA_BAL_OWED – Handout # 9 to find a financial aid student who owes money.

• MANUAL – Handout # 10. To put students in a popsel by hand on the GLAEXTR form.

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• MORE TIPS?

• QUESTIONS?

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• THANK YOU!

tips and tricks with popsels!. 2 can everyone please turn off their cell phones? thank you!

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