TIPS AND TRICKS WITH POPSELS!

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TIPS AND TRICKS WITH POPSELS!

• NANCY LARSON
• FINANCIAL AID COORDINATOR
• FULLERTON COLLEGE
• nlarson_at_fullcoll.edu

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GLRSLCT

• The form used to create, edit or delete popsels.
  See handout 1.
• Best to use existing popsels and edit to start.
• The form was designed to give users a way of
  writing SQL queries.

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GLISLCT

• Is the form that you can view all the popsels
  created for certain applications. Ours are FINAID
  for financial aid. Student, AR, Finance and other
  offices may have some created as well. Look at
  theirs! Use theirs! Copy them for yourself!
• Use this form to search for existing popsels you
  may want to use to create your own.

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SOME FC POPSELS

• Will review and give out a small sample of some
  of our best used popsels. Handouts 2 thru 7.
• HAS_FUND Handout 2, can run and get a listing
  of any fund we have on RPAAWRD in the accepted
  column by designating (with dynamic parameter)
  the aidyear and fund code.
• HAS_SAP Handout 3 can run any SAP code status
  (New status field on ROASTAT). Good for running
  list of disqualified students, etc and can be
  used to run letters, etc.
• HAS_REQUIREMENT Handout 4, list of students
  for a aidyear who have specific tracking
  requirement.
• FA_BAL_OWED Handout 5 to find student who owe
  financial aid money. Note the table-PIDM ties
  here.
• GET_POPSEL Handout 6 to be described later.
• MANUAL Handout 7. To put students in a
  popsel by hand on the GLAEXTR form.

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CREATING A NEW POPSEL

• From an existing popsel, using HAS_FUND (your
  handout 2)
• Using an existing popsel is the best way to start
  to learn to create popsels on your own.

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USING RORRULE

• Perhaps we want to change the HAS_FUND popsel
  because instead of looking for accepting award
  amount, we want to find the offered award amount.
• What is the name of the column that holds the
  offer information?
• We see that the accepted is a RPRTRM table (from
  GLRSLCT RPRATRM_ACCEPT_AMT), so perhaps offered
  is the same.
• We will use RORRULE to find this column. RORRULE
  is a great search tool!
• Put in the table RPRATRM
• Hit the search button to view the columns for the
  RPRATRM table. Is there one for offered?

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• Text box will pop up.
• Search for O or offered, or scroll thru to see
  if there is a offered column.
• Once we find the column name, we can now replace
  into existing popsel.
• RORRULE can be used for any Table column search
  if needed. It lets us view all the columns
  available for certain tables.

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RORRULE

• Can be used to look at Tables and columns and is
  a wonderful financial aid SEARCH form.
• Columns are what we use for data element values
  to develop popsels on the GLRSLCT form.
• You can also sometimes use your RORRULE rules as
  popsels! Look at them!

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COPYING POPSELS

• In order to use an existing popsel, created by
  someone else, you must first copy it and save it
  to make it your popsel .
• If you are wanting to use an existing popsel and
  change a value-field, you would also copy and
  rename it as well.
• For many processes you will need to be the
  creator and user in order to run processes.

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REMEMBER GLISLCT!

• Use this form to find popsels (use key words to
  search) that you may want to use, or to copy and
  edit !

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MODIFYING THE HAS_FUND POPSEL

• Go to GLRSLCT (for the popsel you want to use to
  edit) and navigate to the 4th block.
• Go to options and choose the copy option

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• You will see a new screen/block pop up.
• Fill out the copy to information, a new
  description of what the popsel will do, name
  your new popsel, and SAVE.

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• Now you will see a new revised GLRSLCT with a
  new name, new description and you indicated as
  the creator.

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• Now the data element that you want to replace
  needs to be edited from RPRATRM_ACCEPT_AMTo the
  one you just found on RORRULE which is
• RPRATRM_OFFER_AMT and SAVED.

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• Once you have SAVED the form will go thru a
  compile process.
• You can now go back to the GLRSLCT form to view
  your new popsel and can begin testing it by
  running GLBDATA!

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SEARCHING FOR A COLUMN NAME ON A FORM

• Another way to search a column is to click the
  field (on a particular form) that you would like
  to capture in a popsel. In this case disbursed
  amount from RPAAWRD.
• Then go to HELP and Dynamic Help query.
• At this new dialog box you will see the column
  name.
• NOTE You can not always use this process as
  sometimes the field is just a view NOT a column
  .

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COMBINING POPSELS

• Running the GLBDATA process.
• How to use the Union, Intersection, and Minus
  (parameter 05 on GLBDATA).
• Running lists/spreadsheets from GLAEXTR and
  GLIEXTR and other forms).

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GLBDATA

• GLBDATA is the process that runs your popsels.
• Refer to GBLDATA handout 8.
• Union To take two popsels and combine them to
  create one unduplicated list/popsel.
• Intersection To take two popsels and combine
  them to get a list/popsels of people that are NOT
  in both popsels. Show me the students that do
  not meet the popsel 1 and popsel 2 criteria.
• Minus To subtract popsel 2 from popsel 1 to
  create a list/popsel.

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GLBDATA EXAMPLE 1

• Go thru example 1 to show how to combine popsels
  and use the new popsel created in a process.
• Same person must be the creator of both popsels
  used.
• Remember that the user who is running the process
  (who does not have to be the creator) will now
  BECOME the creator of the new popsel (named in
  parameter 03) that is being created by this
  combining process.

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GLBDATA EXAMPLE 2

• Go thru example 2 to show how to use the popsel
  created by the user in example 1, in another
  combined popsel.
• Review the GET_POPSEL (handout 6) used for this
  purpose.

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PROBLEMS

• Many times, confusion arises because staff will
  use the creator instead of the user when
  popsels are combined and used to run a process.
• Important to remember If you are combining two
  popsels created by BSTUDENT and BSTAFF is the
  user that is running the GLBDATA process and
  giving it a new name (parameter 03 from GLBDATA)
  then you need to remember that BSTAFF is now the
  CREATOR of the 03 parameter popsel and when using
  in a process needs to be the creator used, not
  BSTUDENT.
• Trying to use a parameter 03 created popsel to
  combine with another, will not work and you will
  get a has not been compiled error message. If
  you want to do this, use the GET_POPSEL popsel
  which will then allow you to do this.

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GET_POPSEL

• This popsel can be used in parameter 01 or 02 so
  that you can use the popsel you just created (by
  combining 2 popsels) in another popsel.
• This popsel will provide you with dynamic
  parameters once you have saved that will ask you
  for all the information from the popsel you
  created so that you can pull those students into
  your popsel.

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• Dynamic parameters should always be used in
  popsel creation if possible.
• Dynamic parameters are set up on GLRSLCT in the
  value field as WHATVALUEYOUWANT. GET_POPSEL
  (handout 6) is mostly comprised of dynamic
  values.
• These then, pop up after the GLBDATA save as a 88
  parameter that needs to be submitted before
  process is run.
• This allows you to use the same popsel year after
  year.

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VIEWING GLBDATA STUDENTS

• The two forms that can be used for this are
  GLIEXTR and GLAEXTR.
• GLAEXTR can be modified, deleted and used for
  Manual popsel entries.
• GLIEXTR students can be viewed in alphabetically
  and is a view screen only.
• Using the GUAOBJS set up, you can pull
  spreadsheet lists from these screens.
• You can also run RORAPLT which is a report of
  GLBDATA students that were selected. This report
  shows an alpha listing and ID numbers.

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GUAOBJS FORM

• In order to be able to pull a spreadsheet from a
  form, the form needs to be set up here first.
• The Data Extract option needs to be selected and
  saved for the forms you wish for this option.
• Search and find your form, select the option and
  save.
• NOTE Not all will have modify access to this
  form and, not all forms can be set up for
  spreadsheets.
• GLIEXTR, GLAEXTR and FGIBDST are wonderful forms
  to use this process for.
• FGIBDST can be pulled to spreadsheet and budgets
  can be reconciled, great trick!

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CREATING A SPREADSHEET FROM A FORM

• From the GLIEXTR or GLAEXTR form for the popsel
  you want to have a listing for, go to HELP.
• Choose the Extract Data option.

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• You will see this pop up window and you select

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• At this point you get another window.
• Here you can choose SAVE or OPEN.
• Choosing the open option

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• You will have all your data pulled into a
  spreadsheet!
• This is done very quickly and now you have a
  spreadsheet to edit and sort and print!

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RORAPLT

• The RORAPLT report will present you with a
  listing of students in a popsel as well.
• This process takes a few minutes to run but will
  give you a report of students names and ID
  numbers.

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MORE TIPS OR QUESTIONS?
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THANK YOU!