Docstoc

SA Academic Advisement purging

Document Sample
SA Academic Advisement purging Powered By Docstoc
					UMass SA 9.0 - Academic Advisement
   Created on Tuesday, May 17, 2011
                                                                                                                          Training Guide
                                                                                                 SA9_Academic_Advisement

Table of Contents
 UMass SA 9.0 - Academic Advisement .................................................................................... 1
    Generating an Advisement Report ..........................................................................................................1
       Generating an Academic Advisement Report - Back Office .............................................................................. 1
       Generating an Academic Advisement What If Report - Back Office ............................................................... 24
    Viewing and Generating Advisement Analysis and Tracking Reports ................................................. 36
       Generating Report Requests ............................................................................................................................. 37
       Generating Advisement Reports ....................................................................................................................... 54
       Printing Batch Reports ...................................................................................................................................... 61
       Purging Report Results ..................................................................................................................................... 70
       Purging Analysis Database Tables .................................................................................................................... 82




                                                                                                                                                          Page iii
                                                                          Training Guide
                                                           SA9_Academic_Advisement



UMass SA 9.0 - Academic Advisement
PeopleSoft Enterprise Academic Advisement enables you to set up and track the requirements
and rules that a student must satisfy to complete a degree or other objective.

The core function of Academic Advisement is the ability to generate a degree progress
report and transcript. A degree progress report is the evaluation of a student's coursework and
grades against the requirements and course lists for the specific program, career, and subplan to
determine what, if any, requirements still must be met. A transcript is a report of the student's
coursework and grades to date. Combined, they provide the analysis of requirements, requirement
groups, course lists, restrictions, conditions, and an individual's coursework and grades, known as
an Advisement Report.

Upon completion of this module, you will be able to:

• Generate an Advisement Report.
• View and generate advisement analysis and tracking reports.


Generating an Advisement Report
As a student progresses toward graduation, the advisement audit engine analyzes all career,
program, and plan information, coursework taken, grades earned, restrictions, and pre-conditions
or conditions completed (successfully and unsuccessfully), to determine which requirements
remain outstanding. Academic Advisement relies on PeopleSoft Enterprise Student Records
for coursework and grades. For the purposes of this module, we assume that coursework and
grades are set up and that data has been entered in Student Records.

Upon completion of this lesson, you will be able to:

• Generate a transcript report for a student.
• Generate a what-if report for a student.


Generating an Academic Advisement Report - Back Office
An Advisement Report (also known as a degree progress report or degree audit report) is the
data analysis that indicates whether a student has completed all of the requirements for graduation
or if outstanding requirements must still be satisfied.

You can produce an interactive degree audit which will display those sections of the degree
requirements that are not satisfied as expanded and available. The sections that are satisfied are
collapsed and closed. This report can also be generated as a PDF report for printing purposes.




                                                                                             Page 1
 Training Guide
 SA9_Academic_Advisement

Procedure


Consider this scenario:

You are going to generate an Advisement Report for a student that reflects the student's progress
towards graduation. You include a PDF report.

Key Information:

ID: 00121212
Academic Institution: UMLOW
Report Type: LADV




    Step       Action
    1.         Navigate to the Report Request page.

               Click the Academic Advisement link.

    2.
               Click the Student Advisement link.




Page 2
                                                      Training Guide
                                              SA9_Academic_Advisement

Step   Action
3.
       Click the Request Advisement Report link.




Step   Action
4.
       Click the Add a New Value tab.




                                                                  Page 3
 Training Guide
 SA9_Academic_Advisement




   Step   Action
   5.     Enter the desired information into the ID field.

          Enter "00121212".
   6.     Enter the desired information into the Academic Institution field.

          Enter "UMLOW".
   7.     Three types of reports are available in the Report Type field:
          • LADV for regular advising
          • LPLN for reports which include courses in a student's Planner, and
          • LWHIF for What-If reports. A separate topic is available for these reports.

          Note: The report types listed above are for the Lowell campus. Types of reports
          are preceded by the first initial of the campus - L (Lowell) and D (Dartmouth).
   8.     Enter the desired information into the Report Type field.

          Enter "LADV".
   9.
          Click the Add button.




Page 4
                                                                 Training Guide
                                                  SA9_Academic_Advisement




Step   Action
10.    Use the Report Request page to set general parameters of the report request.
11.    The Report Date field displays the current date. This date indicates the date the
       report was requested.
12.    The As of Date field is used to include or exclude future-dated programs, plans,
       and subplans when you run an academic advisement report.

       For this example, retain the default.
13.    The Report Identifier field defaults to ADMIN (Administrative Request).

       For this example, retain the default.
14.
       Click the Process Request button.




                                                                                    Page 5
 Training Guide
 SA9_Academic_Advisement




   Step   Action
   15.    The Degree Progress Report page opens for the selected student. The student's
          name and ID display at the top of the page. The institution, career information,
          and the date that the report was last generated also display.
   16.    Note: The Registrar's Office generates the first Degree Progress Report for each
          student. The system then generates an updated report only when something
          changes in a student's record or in plan or program requirements that affect that
          student.
   17.    You can expand or collapse individual sections of the report by clicking the green
          arrows to the left of the section.

          To open the Academic Summary section, click the Expand Section button.




Page 6
                                                                  Training Guide
                                                   SA9_Academic_Advisement




Step   Action
18.    To collapse all sections, click the Collapse All button.




                                                                             Page 7
 Training Guide
 SA9_Academic_Advisement




   Step   Action
   19.    To expand all sections, click the Expand All button.




Page 8
                                                                Training Guide
                                                  SA9_Academic_Advisement




Step   Action
20.    Scroll through the Degree Progress report to view the course tables. Courses that
       can satisfy requirements display in tables with table headings of Course,
       Description, Units, When (Term), Grade, Notes (if there is an exception), and
       Status.
21.    At the bottom of the table, navigation links allow you to View All or View 100,
       proceed to the next set of 10 courses, or go to the last 10 courses in the table.
22.
       Click the View 100 link.




                                                                                   Page 9
 Training Guide
 SA9_Academic_Advisement




   Step   Action
   23.    The first 100 courses display. Click on any course title in the Description column
          to view Course Details, Enrollment Information, and a Description of the
          course.
   24.    Click the Description link for The Horror Story.




Page 10
                                                               Training Guide
                                                 SA9_Academic_Advisement




Step   Action
25.    View the Course Detail page. You can view these details for any courses in the
       table, whether taken, in progress, or a course that could be used to satisfy a
       requirement.
26.
       Click the View Class Sections button.




                                                                                Page 11
 Training Guide
 SA9_Academic_Advisement




   Step   Action
   27.    Use the Course Schedule page to see a schedule of when the course is offered.
          The term can be changed in the Terms Offered list.
   28.    To return to the report, click the Return to UML DEGREE PROGRESS link.




Page 12
                                                              Training Guide
                                                SA9_Academic_Advisement




Step   Action
29.    To view courses in numerical order, click the Course column header.




                                                                             Page 13
 Training Guide
 SA9_Academic_Advisement




   Step   Action
   30.    To view courses in reverse numerical order, click the Course column header
          again.

   31.    To view courses in alphabetical order, click the Description column header.




Page 14
                                                               Training Guide
                                                 SA9_Academic_Advisement




Step   Action
32.    To view courses in reverse alphabetical order, click the Description column
       header again.

33.    To view grades for all completed courses, double-click the Grade column header.




                                                                                Page 15
 Training Guide
 SA9_Academic_Advisement




   Step   Action
   34.    The grades and completed courses display at the top of the grid.
   35.    The terms are displayed in chronological order.

          To display the terms in reverse chronological order, click the When column
          header.




Page 16
                                                         Training Guide
                                                 SA9_Academic_Advisement




Step   Action
36.    Terms display in reverse chronological order.




                                                                    Page 17
 Training Guide
 SA9_Academic_Advisement




   Step   Action
   37.    If a student has one or more exceptions to the usual requirements, these display as
          a link in the Notes column of a table.
   38.    Click the Notes link.




Page 18
                                                               Training Guide
                                                  SA9_Academic_Advisement




Step   Action
39.    A description of the exception displays.
40.    Note: Requirement changes do not display on the interactive Advisement Report.
       Run the PDF version of the report (explained later in the topic) to view a
       description of any requirement changes that may have been made to this student's
       requirements.
41.    To return to the report, click the Return to UML DEGREE PROGRESS link.




                                                                               Page 19
 Training Guide
 SA9_Academic_Advisement




   Step   Action
   42.    As you scroll through the report, you may see a View Course List link.

          Click the View Course List link.




Page 20
                                                                   Training Guide
                                                    SA9_Academic_Advisement




Step   Action
43.    A list of courses that could fulfill the requirement displays.
44.    To return to the report, click the Return to UML DEGREE PROGRESS link.




                                                                             Page 21
 Training Guide
 SA9_Academic_Advisement




   Step   Action
   45.    To generate a PDF report, scroll to the top of the page and click the View Report
          as PDF button.




Page 22
                                                              Training Guide
                                                 SA9_Academic_Advisement




Step   Action
46.    The report opens in a new window. You can save or print the report.
47.
       Click the Print button.




                                                                             Page 23
 Training Guide
 SA9_Academic_Advisement




    Step       Action
    48.
               Click the OK button.

    49.        To close the report, click the Close button.


    50.        Congratulations! You have generated an Academic Advisement Report.
               End of Procedure.



Generating an Academic Advisement What If Report - Back Office
Using the what-if advising capabilities, you can run a simulated advisement report for a student
that shows degree progress based on courses the student proposes to take. You can also run a
simulated academic advisement report based on simulated careers, programs, plans, and subplans.

After you run the report process, you can view the results online as well as generate a pdf view of
the report. You can also print the results.




Page 24
                                                                      Training Guide
                                                        SA9_Academic_Advisement

Procedure


Consider this scenario:

You are going to set up a what-if scenario for a student and run the Academic Advisement What
If Report.

Key Information:

ID: 00121212
Academic Institution: UMLOW
Report Type: LADV




   Step       Action
   1.         Begin by navigating to the Report Request page.

              Click the Academic Advisement link.

   2.
              Click the Student Advisement link.




                                                                                       Page 25
 Training Guide
 SA9_Academic_Advisement

   Step   Action
   3.
          Click the Request Advisement Report link.




   Step   Action
   4.
          Click the Add a New Value tab.

   5.     Enter the desired information into the ID field.

          Enter "00121212".
   6.     Enter the desired information into the Academic Institution: field.

          Enter "UMLOW".
   7.     Enter the desired information into the Report Type field.

          Enter "LWHIF".
   8.
          Click the Add button.




Page 26
                                                               Training Guide
                                                 SA9_Academic_Advisement




Step   Action
9.     Use the Report Request page to set general parameters of the report request.
10.    To search for a course, click the Add a What-If Course link.




                                                                                Page 27
 Training Guide
 SA9_Academic_Advisement




   Step   Action
   11.    Use the Course Search page to select a subject and then search from the course
          catalog for a course to use during the what-if analysis.
   12.    Enter the desired information into the Career field.

          Enter "UGRD".
   13.    Enter the desired information into the Term field.

          Enter "1910".
   14.    Enter the desired information into the Subject field.

          Enter "20".
   15.
          Click the Execute the Search button.




Page 28
                                                                 Training Guide
                                                  SA9_Academic_Advisement




Step   Action
16.    A list of courses displays. You can select a course or return to the Report
       Request page.
17.
       Click the Return button.




                                                                                     Page 29
 Training Guide
 SA9_Academic_Advisement




   Step   Action
   18.    To create a What-If scenario, click the Use Career Simulation option.




Page 30
                                                           Training Guide
                                              SA9_Academic_Advisement




Step   Action
19.
       Click the View/Change the Career Simulation link.




                                                                     Page 31
 Training Guide
 SA9_Academic_Advisement




   Step   Action
   20.    Use the Create What-If Scenario page to set up or review the what-if scenario
          for the student.
   21.    To retrieve the student's existing record, click the Copy button.




Page 32
                                                               Training Guide
                                                 SA9_Academic_Advisement




Step   Action
22.    You can use these field values to build a program, plan, and subplan. You can
       change values and insert rows as necessary.
23.    For this example, the student would like to change his sub-plan from CG
       (General) to BO (Bio/Chem Informatics).

       Enter the desired information into the Academic Sub-Plan field.

       Enter "BO".
24.    To save the page and continue working, click the Apply button.




                                                                                 Page 33
 Training Guide
 SA9_Academic_Advisement




   Step   Action
   25.    To return to the Report Request page, click the OK button.




Page 34
                                                                   Training Guide
                                                 SA9_Academic_Advisement




Step   Action
26.    To generate the report, click the Process Request button.




                                                                             Page 35
 Training Guide
 SA9_Academic_Advisement




    Step        Action
    27.         The What-If Report page opens for the selected student.

                For information on viewing the report, see the Generating an Academic Advising
                Report topic.
    28.         Congratulations! You have successfully generated an Academic Advisement What
                If Report.
                End of Procedure.




Viewing and Generating Advisement Analysis and Tracking Reports
This section provides an overview of the processes involved in managing batch advisement
reports.

Upon completion of this lesson, you will be able to:

         Generate Report Requests
         Generate Advisement Reports
         Print Batch Reports
         Purge Report Results
         Purge Analysis Database Tables




Page 36
                                                                       Training Guide
                                                        SA9_Academic_Advisement

Generating Report Requests
The Generate Report Requests page is used to define report requests.


Procedure


Consider this scenario:

You are going to request batch advisement reports.

Key Information:

IDs: 00776655, 00012346




    Step       Action
    1.         To navigate to the Generate Report Requests page, click the Academic
               Advisement link.

    2.
               Click the Advisement Processes link.




                                                                                      Page 37
 Training Guide
 SA9_Academic_Advisement

   Step   Action
   3.
          Click the Generate Report Requests link.




   Step   Action
   4.     You can run this process by searching for an existing Run Control ID or you can
          add a new value. Creating a Run Control ID that is relevant to the process may
          help you remember it for future use.

          Click the Add a New Value tab.




Page 38
                                                               Training Guide
                                                 SA9_Academic_Advisement




Step   Action
5.     Enter the desired information into the Run Control ID field.

       Enter "AA_RPT_RQST".
6.
       Click the Add button.




                                                                         Page 39
 Training Guide
 SA9_Academic_Advisement




   Step   Action
   7.
          Click the Academic Institution list.




Page 40
                                                               Training Guide
                                                 SA9_Academic_Advisement




Step   Action
8.
       Click the University of Mass Lowell list item.

9.     Note: This field will default to your campus in the production environment.




                                                                                Page 41
 Training Guide
 SA9_Academic_Advisement




   Step   Action
   10.    Enter the desired information into the Report Type field.

          Enter "LADV".
   11.    Enter the desired information into the Report Identifier field.

          Enter "BATCH".
   12.    Only select the Freeze Record checkbox when you want to prevent this request
          from being purged during a subsequent academic advisement purge process.
   13.    Click the Population Selection option to deselect it.

   14.
          Click the Use Student Select option.




Page 42
                                                              Training Guide
                                                 SA9_Academic_Advisement




Step   Action
15.    Enter the desired information into the EmplID field.

       Enter "00776655".
16.    Click the Add a new row button.




                                                                        Page 43
 Training Guide
 SA9_Academic_Advisement




   Step   Action
   17.    Enter the desired information into the EmplID field.

          Enter "00012346".
   18.
          Click the Save button.

   19.
          Click the Run button.




Page 44
                                                              Training Guide
                                                SA9_Academic_Advisement




Step   Action
20.    Use the Process Scheduler Request page to enter or update parameters, such as
       the process output format.




                                                                              Page 45
 Training Guide
 SA9_Academic_Advisement




   Step   Action
   21.    Verify that the Select checkbox for Advising Report Generation is selected and
          click the OK button.




Page 46
                                                             Training Guide
                                                SA9_Academic_Advisement




Step   Action
22.    Notice the Process Instance number. This number helps you identify the process
       you have run when you check the status.
23.
       Click the Process Monitor link.




                                                                              Page 47
 Training Guide
 SA9_Academic_Advisement




   Step   Action
   24.    Click the Refresh button until the process is finished.

          Click the Refresh button.




Page 48
                                                              Training Guide
                                                SA9_Academic_Advisement




Step   Action
25.    Notice the Run Status is now Success and the Distribution Status is Posted.




                                                                              Page 49
 Training Guide
 SA9_Academic_Advisement




   Step   Action
   26.    To verify that the reports requests have been generated, click the Reporting
          Tools link in the menu bar.




Page 50
                                                Training Guide
                                        SA9_Academic_Advisement




Step   Action
27.
       Click the Report Manager link.




                                                           Page 51
 Training Guide
 SA9_Academic_Advisement




   Step   Action
   28.
          Click the Report link.




Page 52
                                              Training Guide
                                      SA9_Academic_Advisement




Step   Action
29.    Click the .stdout file link.




                                                         Page 53
 Training Guide
 SA9_Academic_Advisement




   Step       Action
   30.        The .stdout file displays all the IDs for which a report is requested.
   31.        Congratulations! You have successfully generated report requests.
              End of Procedure.



Generating Advisement Reports
The Generate Advisement Reports page is used to define the run control parameters for the
report.


Procedure


Consider this scenario:

You are going to generate advisement reports.

Key Information:

Run Control ID: AA_RPT_RQST




Page 54
                                                           Training Guide
                                              SA9_Academic_Advisement




Step   Action
1.     To navigate to the Generate Advisement Reports page, click the Academic
       Advisement link.

2.
       Click the Advisement Processes link.

3.
       Click the Generate Advisement Reports link.




                                                                           Page 55
 Training Guide
 SA9_Academic_Advisement




   Step   Action
   4.     Enter the desired information into the begins with field for the Run Control ID.

          Enter "AA_RPT_RQST".
   5.
          Click the Search button.




Page 56
                                                                 Training Guide
                                                   SA9_Academic_Advisement




Step   Action
6.     Use the Generate Advisement Reports page to define the run control parameters
       for the report.
7.     Enter the desired information into the Academic Institution field.

       Enter "UMLOW".
8.     Note: This field will default to your campus in the production environment.
9.     Enter the desired information into the Report Type field.

       Enter "LADV".
10.    The From and To dates should encompass the dates entered on the Generate
       Report Requests page.
11.    Enter the desired information into the From field.

       Enter "12/15/2009".
12.    Enter the desired information into the To field.

       Enter "12/15/2009".
13.    Enter the desired information into the Report Identifier field.

       Enter "BATCH".




                                                                                Page 57
 Training Guide
 SA9_Academic_Advisement

   Step   Action
   14.
          Click the Save button.

   15.
          Click the Run button.




   Step   Action
   16.    Use the Process Scheduler page to enter or update parameters, such as the
          process output format.
   17.    Verify that the Select checkbox for Advising Report Generation is selected and
          click the OK button.




Page 58
                                                             Training Guide
                                                SA9_Academic_Advisement




Step   Action
18.    Notice the Process Instance number. This number helps you identify the process
       you have run when you check the status.
19.
       Click the Process Monitor link.




                                                                              Page 59
 Training Guide
 SA9_Academic_Advisement




   Step   Action
   20.    Use the Process List page to view the status of submitted process requests.

          The current status of the process is Processing. The process is finished when the
          Run Status is Success and the Distribution Status is Posted.
   21.    Continue to click the Refresh button until the process is finished.

          Click the Refresh button.




Page 60
                                                                        Training Guide
                                                          SA9_Academic_Advisement




    Step       Action
    22.        Notice the Run Status is now Success and the Distribution Status is Posted.
    23.        Congratulations! You have successfully generated advisement reports.
               End of Procedure.



Printing Batch Reports
The Print Batch Reports page is used to define the printing parameters for the report.


Procedure


Consider this scenario:

You are going to print batch advisement reports.

Key Information:

Run Control ID: AA_RPT_RQST




                                                                                         Page 61
 Training Guide
 SA9_Academic_Advisement




   Step   Action
   1.     To navigate to the Print Batch Reports page, click the Academic
          Advisement link.

   2.
          Click the Advisement Processes link.

   3.
          Click the Print Batch Reports link.




Page 62
                                                                   Training Guide
                                                  SA9_Academic_Advisement




Step   Action
4.     Enter the desired information into the begins with field.

       Enter "AA_RPT_RQST".
5.
       Click the Search button.




                                                                             Page 63
 Training Guide
 SA9_Academic_Advisement




   Step   Action
   6.     Enter the desired information into the Academic Institution field.

          Enter "UMLOW".
   7.     Note: This field will default to your campus in the production environment.
   8.     Enter the desired information into the Report Type field.

          Enter "LADV".
   9.     The From Request Date and To Request Date fields should encompass the dates
          entered on the Generate Report Requests page.
   10.    Enter the desired information into the From Request Date field.

          Enter "12/15/2009".
   11.    Enter the desired information into the To Request Date field.

          Enter "12/15/2009".
   12.    Enter the desired information into the Report Identifier field.

          Enter "BATCH".
   13.
          Click the Save button.




Page 64
                                                                Training Guide
                                                  SA9_Academic_Advisement

Step   Action
14.
       Click the Run button.

15.    Use the Process Scheduler Request page to enter or update parameters, such as
       the process output format.
16.    Verify that the Select checkbox for the Advising Batch Report Print is selected
       and click the OK button.




Step   Action
17.    Notice the Process Instance number. This number helps you identify the process
       you have run when you check the status.
18.
       Click the Process Monitor link.




                                                                                 Page 65
 Training Guide
 SA9_Academic_Advisement




   Step   Action
   19.    Click the Refresh button until the process is complete.

          Click the Refresh button.

   20.    To verify that the reports are ready for printing, click the Reporting Tools link in
          the menu bar.




Page 66
                                                Training Guide
                                        SA9_Academic_Advisement




Step   Action
21.    Click the Report Manager link.




                                                           Page 67
 Training Guide
 SA9_Academic_Advisement




   Step   Action
   22.    Click the XMLP link.




Page 68
                                      Training Guide
                              SA9_Academic_Advisement




Step   Action
23.
       Click the .pdf link.




                                                 Page 69
 Training Guide
 SA9_Academic_Advisement




    Step        Action
    24.         The .pdf report opens in a new window.
    25.         Congratulations! You have successfully printed batch reports.
                End of Procedure.



Purging Report Results
Generating advisement reports causes a vast amount of data to be inserted into the database. It is
important to remove unnecessary data. Failing to remove unneeded data will waste space in the
database and potentially increase processing times.

The Purge Report Results page enables you run a process that removes data from the result
tables. You can delete all results table data or some data, based on specific criteria. In addition to
deleting the results table data, you can delete corresponding report request and log data. To
summarize, you can use the options on the page to perform the following actions:

• Purge all data from the results tables and update the report request error log stating that the data
has been deleted for the request.
• Purge all data from the report results tables and delete the corresponding report requests.
• Purge some data from the results tables and update the request error log stating that the report
results data has been deleted for the request.
• Purge some data from the report results tables and delete the corresponding report request
records.



Page 70
                                                                           Training Guide
                                                             SA9_Academic_Advisement


The purge process will generate messages in the message log that track the number of records
purged or updated in each table. Note that the message log does not track individual record
information, only a summary of the actions for each table. You can write SQL using Query
Manager to verify that the process removed the correct data from the report results tables.

When you purge data from the results tables (but not from the report request and log tables), the
process adds an entry into the error log for the report request stating that the report results data
has been purged.


Procedure


Consider this scenario:

You are going to remove unnecessary data from the database by purging academic advisement
report results.

Key Information:

Run Control ID: AUDIT8_25




                                                                                             Page 71
 Training Guide
 SA9_Academic_Advisement

   Step   Action
   1.     Begin by navigating to the Purge Report Results page.

          Click the Academic Advisement link.

   2.
          Click the Advisement Processes link.

   3.
          Click the Purge Report Results link.




   Step   Action
   4.     Enter the desired information into the begins with field.

          Enter "AUDIT8_25".
   5.
          Click the Search button.




Page 72
                                                                   Training Guide
                                                    SA9_Academic_Advisement




Step   Action
6.     Use the Purge Report Results page to purge advisement report requests and the
       data in the results tables. The system deletes advisement report requests and
       results data within the parameters that you specify.
7.     If the Purge All Results option is selected, all data in the results tables will be
       deleted.
8.     If the Purge Report Requests and Logs option is selected, report request records,
       including logs, along with the selected report results, will be deleted.
9.     The Select Results to Purge option is selected by default. When it is selected,
       additional fields are available on the page so that you can specify the report results
       that you want to delete. You must select an institution and report type, and then
       you can select additional parameters, including a range of dates, report identifier,
       or
       user ID of the person who requested the reports.

       Retain the default.
10.
       Click the Academic Institution list.




                                                                                      Page 73
 Training Guide
 SA9_Academic_Advisement




   Step   Action
   11.
          Click the UMLOW list item.

   12.    Note: This field will default to your campus in the production environment.




Page 74
                                             Training Guide
                                     SA9_Academic_Advisement




Step   Action
13.
       Click the Report Type list.




                                                        Page 75
 Training Guide
 SA9_Academic_Advisement




   Step   Action
   14.
          Click the LADV list item.

   15.    The Request Date From and Request Date To should be the same as the Report
          Date on the Generate Report Requests page.




Page 76
                                                                 Training Guide
                                                  SA9_Academic_Advisement




Step   Action
16.    Enter the desired information into the Request Date From field.

       Enter "08/25/2009".
17.    Enter the desired information into the Request Date To field.

       Enter "08/25/2009".
18.    Enter the desired information into the Report Identifier field.

       Enter "BATCH".
19.    Enter the desired information into the Request User ID field.

       Enter "PUM10000000".
20.
       Click the Save button.

21.
       Click the Run button.




                                                                           Page 77
 Training Guide
 SA9_Academic_Advisement




   Step   Action
   22.    Use the Process Scheduler Request page to enter or update parameters, such as
          the process output format.
   23.    Verify that the Select checkbox for Purge Advising Report Results is selected.
   24.
          Click the OK button.




Page 78
                                                             Training Guide
                                                SA9_Academic_Advisement




Step   Action
25.    Notice the Process Instance number. This number helps you identify the process
       you have run when you check the status.




                                                                              Page 79
 Training Guide
 SA9_Academic_Advisement




   Step   Action
   26.
          Click the Process Monitor link.




Page 80
                                                                 Training Guide
                                                   SA9_Academic_Advisement




Step   Action
27.    Use the Process List page to view the status of submitted process requests.

       The current status of the process is Queued. The process is finished when the
       Run Status is Success and the Distribution Status is Posted.
28.    Continue to click the Refresh button until the status is Success.

       Click the Refresh button.




                                                                                 Page 81
 Training Guide
 SA9_Academic_Advisement




    Step       Action
    29.        Notice the Run Status is now Success and the Distribution Status is now
               Posted.
    30.        Congratulations! You have successfully purged report results.
               End of Procedure.



Purging Analysis Database Tables
The analysis database enables you to analyze data collected from a batch run of advisement
reports. Because the process of sending data to the analysis database tables inserts a large amount
of data into the database, it is important to remove unnecessary data. Failing to remove unneeded
data will waste space in the database and potentially increase processing times.

The Purge Analysis Database Tables page enables you to run a process that removes data from
the analysis database tables. You can delete all analysis database table data or some data, based
on specific criteria. In addition to deleting the analysis database data, you can delete
corresponding transcript request and log data. To summarize, you can use the options on the page
to perform the following actions:

• Purge all data from the analysis database tables and update the transcript error log stating that
the analysis database data has been deleted for the request.
• Purge all data from the analysis database tables and delete the corresponding transcript requests
(including headers, details, results, and error log).
• Purge some data from the analysis database tables and update the transcript error log stating that


Page 82
                                                                            Training Guide
                                                             SA9_Academic_Advisement

the analysis database data has been deleted for the request.
• Purge some data from the analysis database tables and delete the corresponding transcript
request records (including headers, details, results, and error log).

The purge process will generate messages in the message log that track the number of records
purged or updated in each table. Note that the message log does not track individual record
information, only a summary of the actions for each table. You can write SQL using Query
Manager to verify that the process removed the correct data from the analysis database tables.

When you purge data from the analysis database (but not from the transcript request and log
tables), the process adds an entry into the error log for the transcript request stating that the
analysis database data has been purged.


Procedure


Consider this scenario:

You are going to remove unnecessary data from the database by purging analysis database tables.

Key Information:

Run Control ID: AUDIT8_25




                                                                                               Page 83
 Training Guide
 SA9_Academic_Advisement


   Step   Action
   1.     Begin by navigating to the Purge Analysis Database Tables page.

          Click the Academic Advisement link.

   2.
          Click the Advisement Processes link.

   3.
          Click the Purge Analysis Database Tables link.




   Step   Action
   4.     Enter the desired information into the begins with field for the Run Control ID.

          Enter "AUDIT8_25".
   5.
          Click the Search button.




Page 84
                                                              Training Guide
                                                 SA9_Academic_Advisement




Step   Action
6.     Use the Purge Analysis Database Tables page to initiate purging of data from
       the analysis database tables based on run control criteria. Optionally purges
       transcript requests and log data.
7.
       Click the Academic Institution list.




                                                                               Page 85
 Training Guide
 SA9_Academic_Advisement




   Step   Action
   8.
          Click the UMLOW list item.

   9.     Note: This field will default to your campus in the production environment.




Page 86
                                                 Training Guide
                                         SA9_Academic_Advisement




Step   Action
10.
       Click the Transcript Type list.




                                                            Page 87
 Training Guide
 SA9_Academic_Advisement




   Step   Action
   11.
          Click the LADV list item.

   12.    The Request Date From and Request Date To fields should encompass the date
          entered as the Report Date on the Generate Report Requests page.




Page 88
                                                               Training Guide
                                                     SA9_Academic_Advisement




Step   Action
13.    Enter the desired information into the Request Date From field.

       Enter "08/25/2009".
14.    Enter the desired information into the Request Date To field.

       Enter "08/25/2009".
15.    The Report Request Number and Report Request Number To fields can be
       used to specify purge parameters in more detail. The system purges report requests
       for these report request numbers.

       For this example, leave these fields blank.
16.    Enter the desired information into the Request User ID field.

       Enter "PUM10000000".
17.
       Click the Save button.

18.
       Click the Run button.




                                                                                 Page 89
 Training Guide
 SA9_Academic_Advisement




   Step   Action
   19.    Use the Process Scheduler Request page to enter or update parameters, such as
          the process output format.
   20.    Verify that the Select checkbox for Analysis Database Purge is selected.
   21.
          Click the OK button.




Page 90
                                                             Training Guide
                                                SA9_Academic_Advisement




Step   Action
22.    Notice the Process Instance number. This number helps you identify the process
       you have run when you check the status.
23.
       Click the Process Monitor link.




                                                                              Page 91
 Training Guide
 SA9_Academic_Advisement




   Step   Action
   24.    Use the Process List page to view the status of submitted process requests.

          The current status of the process is Processing. The process is finished when the
          Run Status is Success and the Distribution Status is Posted.
   25.    Continue to click the Refresh button until the status is Success.

          Click the Refresh button.




Page 92
                                                               Training Guide
                                                 SA9_Academic_Advisement




Step   Action
26.    Notice the Run Status is now Success and the Distribution Status is now
       Posted.
27.    Congratulations! You have successfully purged analysis database tables.
       End of Procedure.




                                                                                 Page 93

				
DOCUMENT INFO