Importing Data from Banner into the NCAA CAi System

1. 10th Anniversary 1999 - 2009 Importing Data from Banner into the NCAA CAi System

2. General Announcements: • Please turn off all cell phones/pagers • If you must leave the session early, please do so as discreetly as possible • Please avoid side conversations during the session • Questions will be answered ….. Thank you for your cooperation

3. Indiana University of Pennsylvania • 14,638 Students • 100,000+ Alumni • 1,650 Employees • Over 100 Majors • 40 Masters Programs • 8 Doctoral Programs • 3 Campuses/1 Center

4. Agenda • Review of past methods for entering data into the CAi (Compliance Assistant Internet) program • Explanation of the request for enhancement • Research and Development • Overview of current procedures

5. Past Practices • 100% manual procedures by the Registrar’s Office • Student data manually entered into CAi by the Athletics Department • Population Selections ran to get listings of students by sport • Data about each student manually gathered and entered into CAi

6. Request for Enhancement • The NCAA online system includes functionality for importing a file in XML format • Process improvements requested included an automated process to gather data and format it properly for loading into the CAi system • These enhancement would greatly improve the current process and ensure accuracy of the data

7. Research and Development • Worked directly with an employee from NCAA • Items provided by NCAA for review: • XML Schema • Sample XML Load Document • User Guides • Data Mapping Document

8. XML File Details • The NCAA provided the XML Schema to use when creating the file to load • Along with the schema, they also provided a sample load file to reference

9. XML Sample File

10. Data Element Mapping Document

11. Data Element Mapping

12. Banner Job Submission Process • A Banner process (SWPNCAA) was created to pull the information and format it into the correct XML layout • SWPNCAA uses a population of students defined in a population selection • Data is pulled from the various Banner tables for each student and written to the XML file

13. Program Logic and Notes • Basic process flow • XML Headers are written • Selection of students is pulled • Data for each student is gathered • Data is transformed to meet NCAA requirements • Data is written to the XML file • XML file is FTP’d to a location for the Registrar’s office to access

14. Program Logic and Notes • Things to consider • Some fields need to be converted to NCAA standards for importing • Level Codes – need to be FRESHMAN, SOPHOMORE etc • Term Codes – NCAA has their own format for terms. Banner term codes need to be translated to this format • Both your Organization ID and password AND an import user id and password need to be included in the file. We created a generic import user to use in the program

15. Current Procedures • The Athletics Department manually enters basic biographical data for each athlete into CAi at the start of the term • The Registrar’s Office populates CAi at the end of the term with Degree Progress Data by running SWPNCAA • Before running SWPNCAA, a population selection is ran to select students by sport.

16. Population Selection

17. Job Submission Parameters

18. Future Development • Currently only loading Degree Progress screen data • It is possible to load data from any screen within CAi • All data elements are outlined in the XML Schema

19. Resources • NCAA Compliance Assistant Resource website: • http://www.ncaa.org:80/wps/ncaa?ContentID=2218

20. Open to the Floor • Questions? • Comments? Contact Information Erika Bracken Indiana University of Pennsylvania 724.357.1914 ebracken@iup.edu