Infoslips - Maintain Run Code Information {SSTURIN-1}

This menu is used to define Infoslip Run Codes and Range Definitions.

An Infoslip Run Code (TAB 1) serves as an unique identifier for each specific infoslip run. The Range Definitions (TAB 2) specify how the extracted data will be broken down into manageable sets for distribution by InfoSlips.

Refer to the operational manual for Student System Infoslips for a general overview of the infoslip functionality.

Run Codes and Range Codes are not linked to each other and is only combined during the execution of data extraction in {SSTURIN-2}

Users can discover the Ranges that were used for different Run Codes by running the Logfile Report {SSTURIN-5}.

The institution's data will be divided into ranges, which are always calculated per Faculty, Department and Qualification. The aim is to break the ranges down into batches that do not exceed 2000 to 2500 records per range because it can have a huge impact on the performance of the system.

For example: depending on the amount of data and the reports included in the run, a single range can take up to e.g. 7 hours to complete. If the extraction report is executed only once with all the ranges included, each range will only be executed on completion of the previous one. If each range takes e.g. 7 hours and there are 10 ranges, the program can take 70 hours to complete.
If 10 ranges A to J exist, and are run in smaller batches of ranges A to C, D to F and G to J in 3 different instances of the program, the execution of this step can take only e.g. 4 hours in total.

The user should never run more than 3 instances of the program at the same time, since this will also have a negative impact on the performance of the system.

Critically important information (delete if not applicable).

Fields in this option:

Block 1: Infoslips Run Codes

Field	Type & Length	Description
Run Code	A10	Define a unique Code used for each infoslip run.
Description	A65	The description of the infoslip run. It should typically identify when the infoslips will be sent out as well as what data is included for the run.
Due Date	DD-MON-YYYY	The Date when all data setups and reports should be finished; the infoslip file cannot be generated before this date. The RunCode will not be available on {SSTURIN-2} after this date.
Release Date	DD-MON-YYYY	The Date when the information will be uploaded to InfoSlips via email. The RunCode will not be available on {SSTURIN-3} before this date.
Modal Letter Code	A8	The Letter Code for the modal/popup letter that will be contained in the infoslip email. This letter is not mandatory. The Letter Code is set up in {GMNT-5}.

Example:

Block 2: Range Definitions

It is advisable to use the functionality in frame 2 to generate a basic set of ranges.To assist the user in defining the Ranges, the <Calc Range Definitions> in the second frame can be used. This will provide a basic set of Range Definitions in the first frame which can then be further refined.
It is possible to define ranges without using the functionality in frame 2.

The Ranges are set up per Faculty. If the resulting dataset is too large, it has to be broken down into Department Ranges which, in extreme cases, can be broken down further into Qualification ranges within the Department.

If the scope of the Faculty Range is small enough, the user still has to define a Start and End Department Code and a Start and End Qualification Code, which has to cover the whole range of possible values.

NOTE: to ensure that the ranges correlate between the options, the Range Parameters in this option should be recreated for each new infoslip run before {SSTURIN-2} is used to generate reports.

Field	Type & Length	Description
Range Definitions
Range	A1	The Range Code divides the data into manageable sized groups and is first created when <Calc Range Definitions> is executed. The Code is case sensitive.
Start Fac	N4	The Faculty Code the range Starts with.
EndFac	N4	The Faculty Code the range Ends with.
		Please note: if the Start and End Faculty codes are not the same, further refining is not possible for Department and Qualification. The Department and Qualification values will default to the minimum and maximum values.
Start Dept	N4	The Start Department Code for the Range (required). This is a further break down of the Faculty.
End Dept	N4	The End Department Code for the Range (required).
Start Qual	A6	The Start Qualification Code for the Range (required). This is a further break down of the Department.
End Qual	A6	The End Qualification Code for the Range (required).
Total per Range	N	The Total number of students reflects the number of students in the database when the ranges were define by using the <Calc Range Definitions> button in the Range Parameters frame.. This Total will not change when the Department and Qualification ranges are fine tuned UNTILL those changes are SAVED.
Screen Total	N	The Screen Total reflects the number of students in the database that will be included in the range based on the fine tuning of the Department and Qualification Ranges. Do NOT SAVE the parameters if you still want to have the origional Total Per Range available for comparison. As soon as these changes are SAVED, the Total Per Range will change to be equal to the total in the Screen column. To see the changed values, the records must be requeried. See numbers 4 and 5 in the image below: Nr. 4 is a record where the End Qualification was changed (0 students), but the record was not yet requeried. Nr. 5 is a record where the Start Department was changed and the record requeried.
Range Parameters
Enrolled/Awarded or Both	A1	Select (E)nrolled Students, students with an (A)warded Qualification or (B)oth types to calculate ranges for the run. (E)nrolled will select only students that are registered for the Academic Year. If (A)warded is selected, the following prompts have to be entered: Enter Year of Graduation, Start Ceremony Date or ALL End Ceremony Date Only students with an awarded record for the Year of Graduation, and where the Ceremony Date falls within the Start and End Ceremony Date specified will be selected. If infoslips should only be generated for graduates, the Academic Year must be the same as the Year of Graduation. If users do not folllow this advise, redundent biographical records will be included in the transfer file, because all the students' biographical data for the Academic Year will be included in the file. If (B)oth is selected, all students enrolled for the Academic Year will be selected as well as all students with an awarded record for the Year of Graduation within the date range.
Academic Year	YYYY	The Academic Year that Registered Students will be selected from.
Graduation Year	YYYY	The Graduation Year that will be used to select Students, as in {SSTUD7-2} TAB - Qualification Results.
Start Ceremony Date	DD-MON-YYYY	The Start Date used to limit students to specific Graduation Ceremonies (optional).
End Ceremony Date	DD-MON-YYYY	The End Date used to limit students to specific Graduation Ceremonies.
Validate Ranges	Button and Display field	Use the button to validate whether all the definitions in the first frame (for Qualification per Department per Faculty), are represented within the specified Range Parameters. The result will be displayed in the field next to the button, and the detail of the error will be displayed in the message in the at the bottom of the screen. Example: A user indicated that the range is applicable to Faculty 1 to 1 and for department 1000 to 1002. The database has students registered for a qualification which is linked to department 1007. When the user clicks on the validate button, the warning message will indicate that the department 1007 is not in the specified ranges If it is the intention to only generate infoslips for students registered for qualifications linked to departments between 1000 and 1002, then this message can be ignored. (e.g. numbers 1, 2 and 3 in the image below).
Calc Range Definitions	Button	This execution will create a basic set of Ranges in the first frame that will limit the number of Students per Range to between 2000 and 2500. After this initial creation of ranges, further fine tuning per Range can be done in the above Range Definitions frame to combine or split ranges into smaller groups based on departments and/or qualifications. Please note: this functionality should only be used once for the initial parameters for a specific year. When used a second time, all refined ranges will be deleted and replaced with the basic range of active faculties.

Example:

Processing Rules
	No special processing rules.