TIPS AND TRICKS WITH POPSELS!

1. 2005 CONFERENCE April 5th & 6th TIPS AND TRICKS WITH POPSELS!

2. Can everyone please turn off their cell phones? • Thank you! 3CBG Conference - April 5th & 6th 2005

3. 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. 3CBG Conference - April 5th & 6th 2005

4. 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. 3CBG Conference - April 5th & 6th 2005

5. 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. 3CBG Conference - April 5th & 6th 2005

6. 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. 3CBG Conference - April 5th & 6th 2005

7. 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? 3CBG Conference - April 5th & 6th 2005

8. 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. 3CBG Conference - April 5th & 6th 2005

9. 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! 3CBG Conference - April 5th & 6th 2005

10. 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. 3CBG Conference - April 5th & 6th 2005

11. 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 3CBG Conference - April 5th & 6th 2005

12. 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. 3CBG Conference - April 5th & 6th 2005

13. 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 . 3CBG Conference - April 5th & 6th 2005

14. 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. 3CBG Conference - April 5th & 6th 2005

15. 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! 3CBG Conference - April 5th & 6th 2005

16. 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. 3CBG Conference - April 5th & 6th 2005

17. 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). 3CBG Conference - April 5th & 6th 2005

18. 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. 3CBG Conference - April 5th & 6th 2005

19. 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. 3CBG Conference - April 5th & 6th 2005

20. 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. 3CBG Conference - April 5th & 6th 2005

21. 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. 3CBG Conference - April 5th & 6th 2005

22. 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. 3CBG Conference - April 5th & 6th 2005

23. 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. 3CBG Conference - April 5th & 6th 2005

24. 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. 3CBG Conference - April 5th & 6th 2005

25. 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! 3CBG Conference - April 5th & 6th 2005

26. 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. 3CBG Conference - April 5th & 6th 2005

27. You will see this pop up window and you select YES. 3CBG Conference - April 5th & 6th 2005

28. At this point you get another window. • Here you can choose SAVE or OPEN. • Choosing the OPEN option….. 3CBG Conference - April 5th & 6th 2005

29. 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! 3CBG Conference - April 5th & 6th 2005

30. 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. 3CBG Conference - April 5th & 6th 2005

31. 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. 3CBG Conference - April 5th & 6th 2005

32. MORE TIPS? • QUESTIONS? 3CBG Conference - April 5th & 6th 2005

33. THANK YOU! 3CBG Conference - April 5th & 6th 2005