GSFC Auditing Tool Kit Workbook. Office of Information and Instructional Technology

Transcription

1 GSFC Auditing Tool Kit Workbook and Instructional Technology December 2009

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3 Table of Contents Table of Contents GSFC Auditing Tool Kit Introduction... 1 Purpose... 1 Target Audience and Run Frequency... 1 Section 1: Running the Processes... 2 Section 2: Output... 4 Section 3: Processes... 8 RNANAxx Extraction Process (ZAQNANA)... 8 ROASTAT Extraction Process (ZAQSTAT) RPAARSC Extraction Process (ZAQARSC) SAAADMS Extraction Process (ZAQADMS) SGASTDN Extraction Process (ZAQSTDN) SOAHSCH Extraction Process (ZAQHSCH) Appendix A: Translations, Submission, and Resources... A-1 Page iii GFSC Auditing Tool Kit December 2009

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5 Introduction GSFC Auditing Tool Kit Introduction Purpose The GSFC, in cooperation with OIIT, proposed a GSFC Auditing Tool Kit to be used for GSFC Auditing purposes. In the past, the GSFC has traveled to institutions to collect all data needed for auditing purposes. However, it was determined that an auditing Tool Kit would be beneficial, in order for campuses to extract the data from Banner to send to the GSFC prior to their actual audit. All other necessary Banner data will be reviewed during on-campus visits. NOTE: No files are to be sent to the GSFC, unless your institution receives an official request by the GSFC, with a list of students to be audited (prior to your actual audit). The following list of Banner forms were provided to OIIT by the GSFC. The GSFC noted that these forms are used, for auditing purposes, to verify various sets of data: RNANAxx (Needs Analysis) ROASTAT (Applicant Status) RPAARSC (Resource Maintenance) SAAADMS (Admissions Application) SGASTDN (General Student) SOAHSCH (High School Information) OIIT has developed a series of scripts that are run through Banner Job Submission as processes: RNANAxx Extraction Process (ZAQNANA) ROASTAT Extraction Process (ZAQSTAT) RPAARSC Extraction Process (ZAQARSC) SAAADMS Extraction Process (ZAQADMS) SGASTDN Extraction Process (ZAQSTDN) SOAHSCH Extraction Process (ZAQHSCH) Target Audience and Run Frequency This workbook is for Financial Aid Offices and staff responsible for assisting with annual GSFC Audits. The processes should be run for the group of students selected by the GSFC for auditing purposes at your institution. The GSFC will request this data for pre-audit review. Page 1 GSFC Auditing Tool Kit December 2009

6 Section 1: Running the Processes Section 1: Running the Processes Once the GSFC contacts your institution to schedule an annual audit, a list of students will be provided by the GSFC. Your institution will be responsible for creating a manual Pop Sel of students in the Population Selection Extract Data form (GLAEXTR). You can then use the Pop Sel to run each process needed to complete your audit. Step 1: Manual Pop Sel Instructions: Manual Population Selections are created by defining your Selection ID on the Population Selection Definition Rules form (GLRSLCT), below. Next, you would manually enter each Student ID to be included in your Pop Sel using the Population Selection Extract Data form (GLAEXTR). Page 2 GFSC Auditing Tool Kit December 2009

7 Section 1: Running the Processes Step 2: Processes are ran through Process Submission Controls (GJAPCTL). (See Example below) Depending on the process, parameters may include any combination of the following. Parameters vary by process. The GSFC requests that all Terms and/or Aid Years are to be included in the output. Therefore, any process with a Term and/or Aid Year parameter has a default of A= All. - ID- Student ID (Running the process for an individual student is optional) - Term- Term for which the data is needed (Default is A= All) - Aid Year- Aid Year for which data is needed (Default is A= All) - Application Code- General Area for which the selection ID was defined - Selection ID- Code that identifies the sub-population to work with - Creator ID- The ID of the person creating the sub-population rules - User ID- The ID of the person using the sub-population rules Page 3 GFSC Auditing Tool Kit December 2009

8 Section 2: Output Section 2: Output Once an extraction process has been run, you will have three files (a.lis, a.log and a.txt). You will need to place the.txt files on OIIT s FTU server, in the location described in the FTU INSTRUCTIONS section of this workbook. Once you place your.txt files on the FTU server, the Chief of Information Security (for the University System of Georgia) will automatically receive your files the next business day. The CIS will collect your files, place them on an encrypted file and send them to the GSFC. NOTE: If you wish to verify the CIS received your files, you may send an to infosec@usg.edu the next business day. Example.txt file (sample filename= zaqhsch_soahsch_######.txt). Example.lis file output TEST Database Extraction Process for SOAHSCH 14-OCT :44:37 ZAQHSCH Version 7.22 TEST Database SOAHSCH Page 4 GSFC Auditing Tool Kit December 2009

9 Section 2: Output Example.log file output ********************************************* *** Starting sqlplus to run zaqhsch.sql *********************************************************** SQL*Plus: Release Production on Wed Oct 14 09:44: Copyright (c) 1982, 2007, Oracle. All Rights Reserved. Enter user-name: Connected to: Oracle Database 10g Enterprise Edition Release bit Production With the Partitioning, OLAP, Data Mining and Real Application Testing options SQL> SQL> Disconnected from Oracle Database 10g Enterprise Edition Release bit Production With the Partitioning, OLAP, Data Mining and Real Application Testing options *** sql completed... *** *** loading output into database... Connected. Connected NOTE: Only.txt files will need to be placed on the FTU server. The naming conventions for each process are listed below: File Naming Convention= process name_form name_fice code RNANAxx Extraction Process (ZAQNANA)= zaqnana_rnanaxx_######.txt ROASTAT Extraction Process (ZAQSTAT)= zaqstat_roastat_######.txt RPAARSC Extraction Process (ZAQARSC)= zaqarsc_rpaarsc_######.txt SAAADMS Extraction Process (ZAQADMS)= zaqadms_saaadms_######.txt SGASTDN Extraction Process (ZAQSTDN)= zaqstdn_sgastdn_######.txt SOAHSCH Extraction Process (ZAQHSCH)= zaqhsch_soahsch_######.txt Page 5 GSFC Auditing Tool Kit December 2009

10 Section 2: Output FTU INSTRUCTIONS: 1. FTU Login: 2. Click on File Transfer Utility box and enter your User ID and password 3. Place.txt files in the new GSFC Audit subdirectory: /ftp/usg/s*/gsfc_audit_tool Kit - Use the Browse button to locate your file. Click the Send file to the GSFC Audit sub-directory box. Then click the Submit button to upload your file(s). Page 6 GSFC Auditing Tool Kit December 2009

11 Section 2: Output You will get a confirmation message, like the one below.. 4. The USG Chief of Information Security will collect the files the next business day and send them to the GSFC. (To verify the CIS received your files, you may send an to infosec@usg.edu the next business day.) Page 7 GSFC Auditing Tool Kit December 2009

12 Section 3: Processes Section 3: Processes RNANAxx Extraction Process (ZAQNANA) The purpose of the RNANAxx Extraction Process (ZAQNANA) is to extract certain data from the Need Analysis form (RNANAxx) and place it into a.txt file. This.txt file is to be sent to the GSFC by placing it on the FTU server, prior to an actual audit. From the General Menu (GUAGMNU) in Banner, enter ZAQNANA into the Go To field and complete the parameters below: Page 8 GSFC Auditing Tool Kit December 2009

13 Section 3: Processes Data extracted from RNANAxx and placed into the.txt file include the highlighted fields below. Page 9 GSFC Auditing Tool Kit December 2009

14 Section 3: Processes Page 10 GSFC Auditing Tool Kit December 2009

15 Section 3: Processes ROASTAT Extraction Process (ZAQSTAT) The purpose of the ROASTAT Extraction Process (ZAQSTAT) is to extract certain data from the Applicant Status form (ROASTAT) and place it into a.txt file. This.txt file is to be sent to the GSFC by placing it on the FTU server, prior to an actual audit. From the General Menu (GUAGMNU) in Banner, enter ZAQSTAT into the Go To field and complete the parameters below: Data extracted from ROASTAT and placed into the.txt file include the highlighted fields below. Page 11 GSFC Auditing Tool Kit December 2009

16 Section 3: Processes RPAARSC Extraction Process (ZAQARSC) The purpose of the RPAARSC Extraction Process (ZAQARSC) is to extract certain data from the Resource Maintenance form (RPAARSC) and place it into a.txt file. This.txt file is to be sent to the GSFC by placing it on the FTU server, prior to an actual audit. From the General Menu (GUAGMNU) in Banner, enter ZAQARSC into the Go To field and complete the parameters below: Page 12 GSFC Auditing Tool Kit December 2009

17 Section 3: Processes Data extracted from RPAARSC and placed into the.txt file include the highlighted fields below. SAAADMS Extraction Process (ZAQADMS) The purpose of the SAAADMS Extraction Process (ZAQADMS) is to extract certain data from the Admissions Application form (SAAADMS) and place it into a.txt file. This.txt file is to be sent to the GSFC by placing it on the FTU server, prior to an actual audit. From the General Menu (GUAGMNU) in Banner, enter ZAQADMS into the Go To field and complete the parameters below: Page 13 GSFC Auditing Tool Kit December 2009

18 Section 3: Processes Data extracted from SAAADMS and placed into the.txt file include the highlighted fields below. Page 14 GSFC Auditing Tool Kit December 2009

19 Section 3: Processes SGASTDN Extraction Process (ZAQSTDN) The purpose of the SGASTDN Extraction Process (ZAQSTDN) is to extract certain data from the General Student form (SGASTDN) and place it into a.txt file. This.txt file is to be sent to the GSFC by placing it on the FTU server, prior to an actual audit. From the General Menu (GUAGMNU) in Banner, enter ZAQSTDN into the Go To field and complete the parameters below: Data extracted from SGASTDN and placed into the.txt file include the highlighted fields below. Page 15 GSFC Auditing Tool Kit December 2009

20 Section 3: Processes SOAHSCH Extraction Process (ZAQHSCH) The purpose of the SOAHSCH Extraction Process (ZAQHSCH) is to extract certain data from the High School Information form (SOAHSCH) and place it into a.txt file. This.txt file is to be sent to the GSFC by placing it on the FTU server, prior to an actual audit. From the General Menu (GUAGMNU) in Banner, enter ZAQHSCH into the Go To field and complete the parameters below: Data extracted from SOAHSCH and placed into the.txt file include the highlighted fields below. Page 16 GSFC Auditing Tool Kit December 2009

21 Appendix A: Translations, Submission, and Resources Appendix A: Translations, Submission, and Resources Process Name Form.txt file name Page RNANAxx Extraction Process (ZAQNANA) RNANAxx zaqnana_rnanaxx_######.txt Pg 8 ROASTAT Extraction Process (ZAQSTAT) ROASTAT zaqstat_roastat_######.txt Pg 11 RPAARSC Extraction Process (ZAQARSC) RPAARSC zaqarsc_rpaarsc_######.txt Pg 12 SAAADMS Extraction Process (ZAQADMS) SAAADMS zaqadms_saaadms_######.t xt Pg 13 SGASTDN Extraction Process (ZAQSTDN) SGASTDN zaqstdn_sgastdn_######.txt Pg 15 SOAHSCH Extraction Process (ZAQHSCH) SOAHSCH zaqhsch_soahsch_######.txt Pg 16 Page A-1 GSFC Auditing Tool Kit December 2009