BR Purge Accessing the Data

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BR Purge - Accessing the Data

• John Smith
• Director, Financial Information Management
• Oklahoma State University

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Session Rules of Etiquette

• Please turn off your cell phone/beeper
• If you must leave the session early, please do so
  as discreetly as possible
• Please avoid side conversation during the session
• Thank you for your cooperation!

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Introduction

• This session covers the purge process, from purge
  testing, purging, and retrieving purged data via
  FOCUS reporting tools and client/server databases

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Topics of Discussion

• We will cover
• The ten steps to a successful data purge
• A MFD for retrieving/reporting purged data
• A database with purged detail for use by end users

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Purging Data. Why?

• Removing detail from the BDFILE increases display
  speed for viewing of 4XX screens
• Mainframe processing is faster for SCT reports
  and FOCUS reporting
• Removes fully processed items, increasing clarity
  for account review and/or analysis

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The Ten Steps to Purging

• 1 Establish timeline for pre-purge processes,
  purge, and post-purge processes
• 2 Run all normal processes
• Tuition Calculations (BBC220)
• Accounting Feeds (BBD110/120)
• Interest Accruals (BBC230)
• Billing Programs (BBB300/310)
• Financial Aid Awarding

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The Ten Steps to Purging (cont.)

• 3 Set the control record for Purge (BBT380)
• PGMBBT380
• EXTIND (for all) or up to ten values
• RUNTYPED, T, or I
• EPURGEDTmmddccyy (required with RUNTYPE D
• OPT1 Y or N (N is default)
• OPT2 Y or N (Y is default)
• UPDATEY or N (Y is default)

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The Ten Steps to Purging (cont.)

• 4 Run Test BBT380 (UPDATE N)
• Review output for reasonableness and verify to
  any FOCUS programs simulating the purge process
• The four things for a detail item to purge
• billed
• fully paid/applied
• fed to accounting
• fit control record in BBT380

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The Ten Steps to Purging (cont.)

• 5 Copy Database
• ensures a stable restore point in case of
  unexpected purge results or errors in processing
• 6 Run pre-purge programs
• Trial balance (BBR320)
• FOCUS programs

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The Ten Steps to Purging (cont.)

• 7 Run Purge program (BBT380)
• Set control records as needed (UPDATE Y)
• 8 Run post-purge programs
• Trial Balance (BBR320)
• FOCUS programs

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The Ten Steps to Purging (cont.)

• 9 Review purge output
• Compare with pre/post trial balance
• Compare with FOCUS programs
• Verify zero net change on receivables
• If not expected or satisfactory, restore database
  to copy

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BBT380 page shot
Verify zero net change
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The Ten Steps to Purging (cont.)

• 10 Run History merge (BBT390) if wanted
• Creates cumulative history file
• Purge Process Complete!

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FOCUS reporting on purged data

• No delivered method to access historical data
  using FOCUS (delivered program is BBR310, using
  option 5 to read history)
• MFD (Master File Definition) developed to offset
  lack of access
• Created from purge (BBT380) copy record
• Can be used with both BBT380 and BBT390 output
  files

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FOCUS reporting on purged data

• Gives users the ability to report on historical
  data as if the data was in current databases
• Report generation
• Statistical Analysis
• Combined with active data
• CAVEAT This MFD will work only on files with no
  attribute information

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Master File Definition

• FILEPURGE, SUFFIXFIX,
  
• SEGMENTROOT,
  
• FIELDEXTR ,ALIASEXTR_IND ,
  USAGEA1 , ACTUALA1 ,
• FIELDSSN ,ALIASSTU_ID ,
  USAGEA9 , ACTUALA9 ,
• FIELDTERM_CYT ,ALIASTERM_CYT ,
  USAGEA5 , ACTUALA5 ,
• FIELDSUBCD ,ALIASSUBCODE ,
  USAGEA5 , ACTUALA5 ,
• FIELDSEQ ,ALIASTRAN_SEQ ,
  USAGEA4 , ACTUALA4 ,
• FIELDDESC ,ALIASTRANS_DESC ,
  USAGEA30 , ACTUALA30,
• FIELDCHGPAY ,ALIASCHRG_PAY_IND ,
  USAGEA1 , ACTUALA1 ,
• FIELDCHGCLS ,ALIASSUBCODE_CHRG_CLASS ,
  USAGEA3 , ACTUALA3 ,
• FIELDBILLSEQ ,ALIASBILLING_SEQ ,
  USAGEA1 , ACTUALA1 ,
• FIELDAPFEED ,ALIASAP_FEED_IND ,
  USAGEA1 , ACTUALA1 ,
• FIELDTYPE ,ALIASSUBCODE_TYPE ,
  USAGEA1 , ACTUALA1 ,
• FIELDFUTURE ,ALIASFUTURE_ITEM_IND ,
  USAGEA1 , ACTUALA1 ,
• FIELDCASH ,ALIASCASH_AUDIT_IND ,
  USAGEA1 , ACTUALA1 ,
• FIELDPRVCALC ,ALIASPRVCALC ,
  USAGEP11.2, ACTUALP5 ,
• FIELDTOTDET ,ALIASTOTDET ,
  USAGEP11.2, ACTUALP5 ,
• FIELDLSTDTL ,ALIASLSTDTL ,
  USAGEP5 , ACTUALP3 ,
• FIELDMNTDT ,ALIASMAINT_DATE ,
  USAGEP8 , ACTUALP5 ,

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Desktop Application (Access)

• Attribute information from SIS must be obtained
  prior to purge run
• Two tables in Access
• Bio/Demo information
• Detail information
• Output
• Has additional info - trans_ref field
• Detail viewable from desktop or web (SQL Server
  only)
• Archival storage (CDs) cheaper than fiche

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Summary

• Purge to improve operating efficiency and student
  service
• Follow the ten steps
• Establish timeline for purge
• Run final processes
• Set control record for purge
• Test, Test, Test!
• Copy Database

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Summary

• Follow the ten steps (cont.)
• Run pre-purge programs
• Run purge program
• Run post-purge programs
• Review output
• Run history merge
• Use MFD to report against purged data
• Use desktop application for end users

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Questions and Answers

• Questions?

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Thank You!

• John Smith
• john.smith_at_okstate.edu