Colleague/Benefactor File Structure Overview

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Colleague/Benefactor File Structure Overview

• Bridgewater College
• Information Technology Center
• Scott A. Moomaw

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Colleague/Benefactor Structure
Colleague
Benefactor
Core
ST (Student Systems)
HR (Human Resources)
FR (Fund Raising)
CF (Colleague Financials)
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CORE
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CORE Functions and Features

• The CORE module in Colleague contains base
  information for the rest of the product
• Demographics, Scheduling, Facilities Profile,
  Communications Management
• Other modules inherit information from the CORE
  module

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PERSON At The Heart Of It All

• Central file for PERSON demographics
• Keyed by the PERSON ID number
• Contains pointers to numerous other files, e.g.
  address
• Has lots of co-files (files with the same PERSON
  ID key)

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CORP PERSON By Another Name

• Corporations file
• The CORP file references the same data file as
  the PERSON file but with a different dictionary
  file
• Separate dictionary view allows reporting on
  corporation related items without cluttering the
  PERSON dictionary
• The CORP.FOUNDS file in Colleague is another
  co-file with corporation and foundation
  information

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ADDRESS

• Contains physical addresses that can be
  associated with entities
• One address can be shared by multiple PERSONs
• A person can have multiple addresses
• Current Home Address
• Business Address
• Former Addresses
• Keyed by a unique counter (identifier)

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Benefactor ADREL File

• Not a part of Colleague at present
• Intermediary file that links PERSON records and
  ADDRESS records
• Keyed by combination of PERSON IDs and ADDRESS
  keys
• 58382645385 (5838264 is the PERSON key and 5385
  is the ADDRESS key)
• Known as a JOIN file because it joins PERSON and
  ADDRESS
• Info about a person at a particular address

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PERSON and ADDRESS Files
ADDRESS Sample Key 3824
PERSON/CORP Sample Key 5835830
ADREL Sample Key 58358303824
Benefactor Only
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RELATION File

• The RELATION file details the family
  relationships between people
• It is keyed by concatenating, with an asterisk
  separator, the two PERSON IDs from the
  relationship (lowest number first)
• Sample Key 68493469348535

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EMPLOYMT File

• In Colleague, keyed by a unique counter value
• In Benefactor, keyed by combining the PERSON ID
  and CORP ID
• Function as a connecting file between people and
  employers giving information such as title

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Correspondence Control
LTR.BACH Key SAM
LTREQ Key 5834
MAILING Key 8494836
DOC.CTL Key NOT
LTR.GRP Key NOT11123
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Several Correspondence Files

• MAILING - Summary info on correspondence
  sent/received
• PERSON ID number is the key
• Co-file to PERSON
• File closest in purpose in Benefactor is the
  CORRES.HIST file
• LTREQ - Record of an individual correspondence
  that is awaiting processing
• Keyed by a unique counter

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Several Correspondence Files

• DOC.CTL - Describes an individual letter
• Keyed by DOCUMENT code
• MYNOTE
• LTR.GRP - Collection of LTREQ records with the
  same document name and date to be processed
• Keyed by DOCUMENT name and date
• MYNOTE10584

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Several Correspondence Files

• LTR.BACH - Collection of LTR.GRP records that are
  being processed at the same time
• Keyed by a batch name
• MYBATCH

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STStudent Systems Module
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Several PERSON co-files

• PROSPECTS/APPLICANTS - Info and record pointers
  for possible students
• STUDENTS - Miscellaneous information about
  students of the institution
• PERSON.ST - Lots of pointers to other files in
  the ST application

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PROSPECTS/APPLICANTS

• The APPLICANTS file points to the APPLICATIONS
  file
• APPLICATIONS is keyed by a counter

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Student Course-related Information
STUDENTS 5846748
PERSON.ST 5846748
STUDENT.TERMS 584574898/FAUG
STUDENT.ACAD.LEVELS 5846748UG
STUDENT.ACAD.CRED 58485 (one record for every
course taken)
The specified relations may be explicit links
using pointers or implicit links because of the
composition of the files keys.
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Student Residence Life
PERSON.ST 5846748
ROOM.ASSIGNMENT unique counter
MEAL.PLAN.ASSIGNMENTS unique counter
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Financial Aid
FAF.NEW 19975846748 (No data, for reports only)
SL.ACYR 5846748PERK
YS.ACYR 5846748
SA.ACYR 5846748
CS.ACYR 5846748
TC.ACYR 5846748PELL
CI.ACYR 5846748EDE
CR.ACYR 5846748EDE.FC.1
TA.ACYR 5846748PELL98/FA
ACYR Each of the ACYR files is part of a file
suite in which there is one set of files per year
(SA.1998, SL.1998)
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Additional ST Files

• CASH.RCPTS - Record for each cash receipt
  (keycounter)
• PERSON.AR - PERSON co-file that lists the AR
  account for a PERSON
• AR.ACCTS - Give pointers to AR.INVOICES and
  AR.PAYMENTS for a specific AR account (IDACCT)
• AR.INVOICES
• AR.INVOICE.ITEMS
• AR.PAYMENTS
• AR.PAYMENT.ITEMS

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CFColleague Financials
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General Ledger
JRNL.ENTS J000012
GLS.FYR 1020800053000
GLA.FYR 1020800053000001
General Ledger 102080005300 (Acct )
GLU.FYR 1020800053000
ENC.FYR 1020800053000
GAA.FYR 1020800053000
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HRHuman Resources
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Human Resources Simplified
HRPER A Person Co-file
POSITION 00000000000001
PERPOS 0000001
PERSTAT 0001
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BenefactorFRFund Raising
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Major Benefactor File Sample
GIV.HIST 4865849
PERSON 4865849
TX 0000001
(Records are moved from the temporary TX to
TX.ARCHV after processing)
TX.ARCHV 0000001
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DiscussionFile Structure Overview