Banner and PeopleSoft Patron Database Updates: Who’s on First?

1. Why? Because! Banner and PeopleSoft Patron Database Updates: Who’s on First? Tomorrow. Scott Gillies, Information Systems Librarian and Joy Garmon, Coordinator of Access Services Georgia Gwinnett College Library GUGM – Ft. Valley State University May 17, 2007 I Don’t Give a Darn! What? I Don’t Know… Who? Today?

2. GIL Policies • When are updates run? • Who initiates the update run?

3. Institutional Policies • Who is going to run the updates? • What about mapping? Important – Student employee borrowing privileges. Contact site coordinator to have them mapped the way you want.

4. When? Important Dates to Consider • First day of classes • Last day to drop/add • Last day to withdraw • Mini-mesters • Half semesters • Expiration Date

5. PeopleSoft Employee Codes: • # B06 Full-time Biweekly • # B07 Students • # B08 Part-time Biweekly • # BFX Biweekly Flex Schedule • # M01 Monthly Full-Time • # M03 Academic Faculty • # M04 Part-time Monthly • # MEX Monthly Flex Schedule • # MFX Monthly Faculty Flex Schedule • # RET Billing – Retirees, LOA, Disab • # RTB Retirees – Working Biweekly • # RTM Retirees – Working Monthly • # SUM – Summer Faculty

12. ZORVLIB – Banner Student Update http://ggc-admin.gabest.usg.edu/

13. This is the only part of this screen that you need to be concerned with.

14. In Banner, the screens are separated into “blocks” by greenish lines.

15. These buttons move you to the “next” and “previous” blocks.

16. This Submit button does not “submit.”

18. Finishing the ZORVLIB Process When this screen appears, click OK to end the process. Now, you must use a secure FTP client to connect to Banner File Manager and copy the ZORVLIB output to your local computer, so that you can send it to your GIL Site Coordinator.

19. Accessing the output from the ZORVLIB process

21. File Manager = Security Risk Even though you logged in to File Manager with your own username and password, you can see all other jobs run for your institution.

22. This is a local folder that you need to create. This is the folder where your institution’s jobs are saved.

23. Drag the file to your local drive:

24. If your database is hosted at GSU… …the resulting patron files are sent directly to the host server via a Secure FTP connection.

25. If you are hosted at UGA: Go to the following URL:https://gil.uga.edu/patron/

28. What happens next? • At UGA, a job runs that transfers the file to your actual Voyager server • At GSU files have already been transferred to the Voyager server.

29. Additional examination of files… • Screening of the data to insuring that the patron groups are set for the Banner files • Checking patron addresses, etc. • Banner & PS patron groups are translated to the voyager PATRON_GROUP_CODE for the institution patron data being processed. For example, UNDERGRAD => "STUDENT" • Files are then converted into the Voyager Patron Record Standard Interface File (SIF).

30. SIF Conversion… • …often results in a number of error messages where the incoming record has a different Patron Group Code than that of the existing Patron Group Code. • For some institutions, vendor supplied barcodes are added at this point. • Additional processing can also include using different .sif formatting scripts which accommodate the institutions’ local preferences regarding institutional ids.

31. Voyager Patron Update Program • Commonly known as Pptrnupdt, this Voyager utility takes the .sif input and updates or loads the patron data into the Voyager databases. • Generates information about the load: number of input records processed, number of records added, existing patrons updated, etc.

32. Example of Pptrnupdt E-mail record# 3 with id #########: patron group of update record conflicts with database patron group record# 6 with id #########: patron group of update record conflicts with database patron group record# 13 with id #########: patron group of update record conflicts with database patron group record# 15 with id ######### : UB patron record# 18 with id ######### : UB patron record# 19 with id ######### : UB patron record# 24 with id ######### : UB patron record# 28 with id ######### : UB patron record# 32 with id ######### : UB patron record# 38 with id ######### : UB patron record# 74 with id #########: patron group of update record conflicts with database patron group #records processed = 83 #UB records skipped = 7 #records with problem patron group skipped RUN PARAMETERS: Input File Name: /m1/voyager/gucdb/local/patron/gucdb_staff-vsif Audit File Name: /gil/gucdb/html/reports/circ_reports/patron-audit-06-09-28.22:02 Error File Name: /gil/gucdb/html/reports/circ_reports/patron-error-06-09-28.22:02 Index Type: D: Program Chooses Default Notes type: General Overlay Notes: Add New Notes Extended Notes Processing: OFF Monitor records processed every: 50 Number of records to process: ALL 50 input records processed! GRAND TOTALS Input Patron Records Received: 72 New Patrons Added: 0 Existing Patrons Updated: 72 Records Written To Exception File: 0 Stub Records Skipped: 0 CONVERSION/UPDATE COMPLETE

33. Post Update Processing (UGA Site): • Compares the existing load/update records against previous load/update records. • Records which are among the previous load records, but are not among the current loaded records are extracted from the Voyager database. • These records are then updated with a new expire date (today's date) and reloaded into the Voyager database via the Voyager Patron Update Program (Pptrnupdt). The result is an expired patron with no borrowing privileges.

34. Questions???