1. Building a CCCApply Interface
Creating a useful interface
Addressing special challenges for schools
using UNIX database servers :0
A challenging, but rewarding project
Rob Hagmaier, Information Services

2. A Simple CCCApply Load Process
Student enters
application on
the web
Some validation
of application
is performed
by XAP
Applications
are stored on
XAP servers
Done?
XAP Autodownloader is used to move apps securely to local Windows NT database server
WinNT
database
server
Trigger on holding table loads applications into Banner tables
BANNER
Database
Holding
Table
Some Windows process loads application into database “holding” table :5
This model will NOT work for customers utilizing UNIX as their database server is not Windows-based

3. What is Missing? “Functional”
Site-specific validation of application prior to load into Banner tables
Duplicate checking
Mechanism to review questionable applications
“Technical”
Archive process for incoming applications
System error handling
Your UNIX database server!
:10
What does this simple model NOT include

4. Functional Improvements
Use the XAP Control Center to perform as much validation/conversion as you can
Incorporate extensive validation of data in the database trigger (consider MIS!)
Develop a concise plan to identify and handle possible duplicate students
Provide a Banner form where applications that don’t pass muster can be reviewed/corrected
:10
Improvements that can and should be made to the “functional” side

5. Technical Improvements
Archive applications at all steps
Provide simple error recovery... once the problem is fixed, the interface should cleanup the backlog of applications automatically
Identify applications that should not be loaded, and provide mechanism for users to review problems, correct them, and load the student
Integrate your UNIX server
:15
Improvements that can and should be made to the “technical” side

6. UNIX – What are the Challenges?
XAP Autodownloader runs only on Windows, but your database is on a UNIX server
How do you setup the Windows to UNIX interface so that failures can be easily corrected?
Once the files are on your UNIX server, you need some way to continue the process
Files need to be archived when interface is successful
Error detection and notification?
:15
Incorporating UNIX doesn’t have to be hard, just make sure you have considered recovery mechanisms.

7. Moving Applications to UNIX
Using XAP, you can either FTP the file, or call a custom program when applications are downloaded
FTP by itself has no mechanism for error checking or file archiving
Windows batch file is one solution
Need to add timestamp or “one up” number to filenames so they don’t overwrite each other
Use FTP to move files to UNIX server
Check for FTP errors, send as needed
Archive files to another directory when transfer is successful
:15
If you want to use notifications, you’ll need some mechanism to send from a MS-DOS prompt

8. A Windows Batch File REM Create a timestamp to be appended to filename
call parsedate.bat
set timestamp=%yy%%mm%%dd%%hh%%min%
set filename=CCCApply%timestamp%.ftp.log
REM Transfer any files found to the UNIX database server
ftp -s:ftp.script our_database_server > %filename%
REM Examine FTP logfile for errors (Could be more robust)
FIND "Invalid" %filename% > nul
REM If error found, ERRORLEVEL will be 0
IF %ERRORLEVEL% == 1 GOTO SUCCESS
GOTO FAILURE
:SUCCESS
REM success notification (Move file to archive)
blat success.ntf -to -subject "CCCApply download successful!"
move *.edi archive > nul
GOTO END
:FAILURE
REM failure notification (Do NOT move file to archive)
blat failure.ntf -to -subject "CCCApply download failure!" -attach %filename%
:END
:20
Started by the XAP Autodownloader
FTP error checking could be a LOT more robust

9. Now what?
Now that your files are now on your UNIX server, how do you load them into your database?
Build a shell script that runs in the background
Checks “incoming” directory for new files every few minutes throughout the day
Uses SQL*Loader to put files into “holding” table
Sends if problems are encountered
Archives files that have been successfully processed
:20
Using SQL*Loader to load directly into Banner baseline tables is a bad idea, not enough validation has been performed

10. UNIX shell script while [ ${running} = 1 ] do
# terminate script at 11pm
currenthour=`date '+%H'`
if [ $currenthour = 23 ] then running=0 fi
# Find and process input files
ls *.edi >> ${filelist}
while read afile do
echo ${afile} >> ${sess_file}
echo $SATURNPW | sqlldr saturn control=cccapply_load.ctl data=${afile}
bad=${afile}.bad log=${afile}.log >>${sess_file} 2>>${sess_file}
# sqlldr error codes check
if [ $? != 0 ] then
add "An error loading ${afile} was encountered."
add "Logfile: ${afile}.log"
# send
mailsess fi
# move data files to archive directory
mv ${afile} archive/${afile}
done < ${filelist}
# Wait for 5 minutes to start again
sleep 300
done
:25
Started in UNIX crontab
Very simple program to look for new files
Some details not shown

11. Enhanced CCCApply Load Process
Student enters
application on
the web
Some validation
of application
is performed
by XAP
Applications
are stored on
XAP servers
Done?
XAP Autodownloader is used to move apps securely to local Windows NT server
WinNT
server
UNIX
shell script
Database
Holding
Table
Script looks for new files and uses SQL*Loader to load applications into database “holding” table
Trigger on holding table loads applications into Banner tables
BANNER
UNIX
database
server
FTP to UNIX database server
:25
An improved model that incorporates needed steps for customers utilizing UNIX database servers

12. What’s in a Trigger? DUPLICATE CHECKING!
Additional validation required by Banner or site-specific validation/conversion (remember MIS!)
Additional functionality
notifications
Placing Signature Page holds
Robust error checking – Don’t load them if they aren’t right
Generation of “Validation Codes”
:30
A database Trigger is a program that is executed each time an entry is added or changed in the “holding” table

13. Validation Codes
With each validation that the trigger performs, a code should be stored that indicates if the validation passed, or if it didn’t, why it didn’t
Warnings vs. Errors
Staff should have the capability to override warnings, or change the data where it is in error
This means staff will need a mechanism to review those that weren’t right, and do what is needed to get them loaded.
:30
If everything is OK, an “information” code is stored
If the record can be loaded, but something requires review first, a “warning” code is stored
If the record cannot be loaded due to database constraints or invalid data, an “error” code is stored

14. CCCApply Review Form
:35
A local Banner form is useful for reviewing students who were not loaded (only)
Capability to override warnings
Errors cannot be overridden, but data can be changed to be acceptable
Quick Reference of Validation Codes is needed for users
Ability to view and modify High School and Previous Colleges would be a big plus

15. Benefits & Feedback* 62% of applications require no intervention
Saves time and money (no more manual entry)
Those that don’t load automatically can be reviewed/updated quickly and easily
4-5 minutes maximum review time, less than what it would take to enter it manually
Better, more consistent data
Addresses now conform to USPS standards (thanks XAP!)
Requires less auditing of residency applications
MIS errors are more infrequent as data is validated better, reducing needed corrections
Fewer duplicate students to clean up
Faster service to students
Typically students can register within 24-hours of submitting an application
Students are able to do Assessment Testing and Counseling sooner
Financial Aid, EOPS and DSPS services are also available sooner
Drawback: Person that does the auditing must be very experienced
*Sources: Kris Burns, Fullerton College Registrar
Rena Negrete, Fullerton College Senior Account Technician
:40

16. Summary
A successful interface requires planning and involvement by both Technical and Functional staff
Know your assumptions
Be specific about your requirements
Avoid “project creep”
Think carefully about Duplicate Checking
Think carefully about MIS standards
Be prepared to test extensively (the XAP Beta site is a great resource for this)
Use XAP website and staff to help, they are great!
:45
Sample assumption: All students will supply an SSN
Project Creep definition from Wikipedia: “... where the initial objectives of the project are jeopardized by a gradual increase in overall objectives as the project progresses. “

17. Thanks
Bill Pearce and everyone at Strata Information Group who helped develop the CCCApply Interface
Jessica Wagoner and everyone else at XAP for developing a great website and providing excellent documentation, support and features
:45

18. Questions?
:50