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									Population Selection &
  Letter Generation
         Introduction
    • This session will walk participants through the step
      by step procedures for:
       • creating and running a population selection,
       • creating and running letter generation,
       • creating and running a word merge in order to
         create a letter to students.
    • The session will utilize specifically A/R data
      elements. The focus will mainly be in regards to how
      select a population, how to pull data elements for
      that population, and how to merge the data elements
      into a word document - eliminating the need to run
      reports and re-type information.
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        Topics of Discussion
    • Populations Selection
      • Creating a manual population
      • Creating rules to pull a population

    • Letter Generation
      • Creating letters and paragraphs
      • Pulling data for a population

    • Word Merge
      • Using the data from Banner in a letter

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          Population Selection
    • GLRSLCT - Population Selection Rules Definition Form
    • GLBDATA - Population Selection Extract
    • GLAEXTR - Population Selection Extract Data Form




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         Population Selection
    • GLRSLCT - Population Selection Rules Definition Form
    • Manual population selection

        Application

                  Selection ID (name)

                              Description



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          Population Selection (GLRSLCT)
    • Manual population selection                            (enter the following)

      •   Application - Student or AR
      • Selection ID (name) - Manual-Selection
      • Description - Manual Population Selection
      • Save        AR                             Manual-selection



                     Manual Population Selection




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         Population Selection (GLRSLCT)
    • GLRSLCT - Population Selection Rules Definition Form
    • Rules based
         Application
                                                 Let’s -
         Selection ID                      Create a population
                                      for students that owe greater
         Description                   than a specific amount of
                                       money for a specified term
         Select
         From
         Rules


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        Population Selection (GLRSLCT)
                                  AR                             Term-Balance



                                    Students owe >$ for a term


                                  TBRACCD_PIDM
                                  TBRACCD
• Rules based
    • Application - AR

    •              Selection ID - Term-Balance
    • Description - Students owe >$ for a term
    • Select - TBRACCD_PIDM
    • From - TBRACCD

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            Population Selection (GLRSLCT)
     • Rules:

            TBRACCD_BALANCE       >   ‘100’       AND
            TBRACCD_TERM_CODE     =   &TermCode




     The “&” is a prompt that
      allows you to enter a
term code each time you run the
   population selection rather
   than hard coding in a value

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         Population Selection                               Either of these terms
                                        (GLRSLCT)           must have a balance
                                                              greater than $100
     • Rules:                                               for the student to be
                                                               selected for the
                                                                  population


         TBRACCD_BALANCE            >         ‘100’                     AND
     (   TBRACCD_TERM_CODE          =         &TermCode_1               OR
         TBRACCD_TERM_CODE          =         &TermCode_2       )




                             Notice the use of the
                               ”OR” statement
                                     and
                               the Parenthesis


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         Population Selection (GLRSLCT)
     • Rules: to avoid pulling deceased accounts


         TBRACCD_BALANCE       >       ‘100’            AND
         TBRACCD_TERM_CODE     =       &TermCode        AND
         SPBPERS_DEAD_IND    IS NULL




                You will need to add SPBPERS to the table
                         in the ‘from’ line above the rules block

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          Population Selection (GLBDATA)
     • GLBDATA - Population Selection Extract
     • Run in Job Submission
     • Fill in Parameters for the population
     • Save                                                           67
                                                                         8  1

                                                                 0  02
                                                              @0
                                                                 36
                                                         @000012
                                                                   8415
                                                @00059782     00 6
                                                            @00 2
                                                            @
                                                     @000        057
                                                          0684       139
                                                               3
                                                               @0
                                                                 00
                                                                   06
                                                                     42
                                                                        8



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        Population Selection (GLBDATA)
     • Parameters

                          Term-Balance




                          AR
                          MTHOMPSON
                          Y
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       Population Selection (GLBDATA)
                             Term-Balance
                                      Second population name
                                      New population name
                                      Description of new population
                                      Add, subtract, or intersection
                             AR
                             MTHOMPSON
                             Y


     Parameters 02 - 05 allows
     the user to easily compare
     one population to
     another population
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          Population Selection (GLAEXTR)
     • GLAEXTR - Population Selection Extract Data Form
     • Allows user to review the ID and Names
       selected in the population
     • Allows user to insert or delete ID and Names
       selected in the population
     • If manual population selection -
       the user will enter the ID of
       those needed in the population


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          Letter Generation
     • GTVLETR - Letter Code Validation Form
        • Establish codes for letters

     • GTVPARA - Paragraph Code Validation Form
        • Establish codes for paragraphs

     • GUAPARA - Paragraph Form
        • Attach variables to the paragraph code
        • variables are data elements used in the letter

     • GUALETR -       Letter Form

        • Attach paragraphs to letter codes
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               Letter Generation    The DUPL field must be
                                     checked if you want to
                                     send the student more
       • GTVLETR                    than one of these letters




 Try and make these
codes as close to the
 same for simplicity
                        • GTVPARA




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         Letter Generation (GUAPARA)
 • GUAPARA - assign variables (data elements) to
     the paragraph code
     • Variables - data elements to use in a letter
     • Variables - must come from the
       same application that is
       assigned to the population
     • Variables - can be created
       or copied from other
       applications as needed

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              Letter Generation (GUAPARA)
     • Enter variables need for the letter




      *LNAME
      *FNAME
      *STR1
      *CITY
      *STATE
      *ZIPC
      *BALANCE_REM



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         Letter Generation (GUALETR)
     • GUALETR - assign paragraphs (which have
      variables attached) to a letter code.
       • More than one paragraph can be attached to a
         letter.




               AR_COLL   AR Collection variables        1
               ADDRESS   Name and address information   2



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         Letter Generation (GLRVRBL)
     • Variables Definition Rules Form (GLRVRBL)
     • Create variable’s rules to use in letter
       generation
     • Copy rules from other applications to your
       application




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     Letter Generation (GLRVRBL)




            Bring up the variable that you
              want to copy and click the
         copy variable line in the options menu



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             Letter Generation (GLRVRBL)
  Enter your application code
 and name the variable - may I
  suggest that you name it the
same as the original application
and by the way, don’t forget the
     asterisk in front of the
         variable name




                                   AR
                                   *FFULL_NAME




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         Letter Generation (GLBLSEL)
     • GLBLSEL - (Letter Extract)
     • Pulls the variables listed in the paragraphs

                               AR


                               AR_COLLECTION
                               TERM_BALANCE




                               200130


                               SYSDATE




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         Letter Generation (GLRLETR)
     • GLRLETR - (Letter Generation Print Report)
     • Creates a .doc file to use in MSWord




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         Letter Generation (FTP)
     • FTP - the .doc file from “banjobs” to a
       accessible directory




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         Word Merge
     • Why use Microsoft Word to create and
       format your letter?
       • You use it everyday
       • Familiarity with the software
       • The ease of formatting
       • Flexibility




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           Word Merge
     • Open a new or old document
     • Select Tools, Mail Merge
     • Select the type of document
     • Open the Source data file
     • Create your document (if not already created)
     • Merge your data file with your document



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     Word Merge




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     Word Merge




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          Summary
     • Create populations manually or with rules
           Name them something you will remember

     • Use Letter Generation to pull data elements
           Name paragraphs and letters similar if for the same use.
          They can even match your population selection name

     • Use Word Merge to simplify the letter creation process
           (use sorts and filters to send different letters to different
            groups within a large population)




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      Po
         p
     Le ulat
       tt ion
           e
      W r G Se
         or en lec
            d    e
              Me rat tion
                rg ion
                   e

								
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