Getting what is needed! Working with the IT staff to formulate a data request

Three Main Questions What is the end result? What are the data requirements? What format is required?

What are the data requirements? What is available –Existing Views Look in the module specific Object:Access Banner Documentation.Object:Access Banner Documentation Get access to the Banner Views and look at the data –Existing Reports Look in the module specific users manual under reports. reports Get access to the targeted reports and run them Understand the parameters

What are the data requirements? (cont) –Banner Screens Put cursor in field that holds the data element Go to Help Dynamic Help QueryDynamic Help Query A window will open with the following data:window –FormThe form you are currently in. –BlockThe table the field is in. –FieldThe name of the field. This does not always work –Displays key blocks for forms –Displays control data

Gather the Data Elements Make a list of the fields needed Define calculated fields Define field format –Currency –Decimal Places

What format is required? Delimited Extract Views Printed Report

Delimited Extract Good if minimal filtering criteria is satisfactory Used for –Mail Merge – Word –Mailing Files for Post Office –Accounting Data – Excel –Analytical Data – SPSS Accessing Data –Attachment to –FTP

Views Good if varied filtering criteria are needed Used for –Mail Merges –Mailing Files for Post Office –Accounting Data –Analytical Data –Generating reports w/3 rd party software Accessing Data –ODBC Links to various packages

Printed Reports Sketch out report –Define headers and footers –Put in sub-totals and totals –Define page breaks Remember, only so much will fit on a sheet of paper.

Bringing it together Meet with IT staff Ask questions Dont assume the IT staff knows the data Dont assume the IT staff knows the requirements Verify the data received This is a work in progress

Thank you Calvin Deiterich Database Query & Report Analyst/Student Accounts Systems Analyst Harrisburg Area Community College (717)