Mass Load Work Study Documentation

Mass Load Work Study will take a CSV file of Students (employees) that are hired for a job, and will populate the required tables (for each student worker) this will alleviate a person doing the manual entry into multiple Banner screens.

Mass Load Work Study Documentation

Systems Affected: Banner

Stakeholders: Human Resources, Scholarships and Student Aid

Basic Summary: Mass Load Work Study will take a CSV file of Students (employees) that are hired for a job, and will populate the required tables (for each student worker) this will alleviate a person doing the manual entry into multiple Banner screens.  The various tables can be found in the last page of this document (Mass Load Process Flow).

*Mass Load can be used by any department that has a need to automatically process new hire entries, but it may need to have some minor tweaks.

This document will take you through the steps to load a CSV file with SFTP and process it via Appworx.

Figure A, B, and C is a sample of the CSV file that will be loaded. Figures A, B, and C is a sample of one file. It is split up because it wouldn’t be readable if we were to put it all as a single picture.

The file name must be StuWkStdata.csv

**Note: Please make sure that there are no duplicates contained within the file.**

The contents of the file should be as follows:

Note: You will need to add a column between the AidYear and BannerID. It should be a duplicate of column C.

See also definition of Column P in the following explanation table.

Column A – Suffix	Column L – Pay End Date
Column B – Activity Date	Column M – Authorized Hours
Column C - Aid Year Code	Column N – Pay Rate
Column D – Aid Year	Column O – Code
Column E – Spriden ID	Column P – **Authorized Earnings (Whole Number Only, No commas or periods)
Column F – Employee Last Name	Column Q – Supervisor Name
Column G – Employee First Name	Column R – Supervisor Spriden ID
Column H – Position Code	Column S – Citizen Code
Column I – Org Code	Column T – Supervisor Email
Column J – Status	Column U – Student Email
Column K – Pay Start Date

* Figure A

 

* Figure B

 

* Figure C

*Please remember that the file cannot contain header names. In this case line 1 must be removed. This example it is just to show what each column means.

Once you are finished with the formatting, save the file as a .csv file. The file name must be StuWkStdata.csv

Because Excel will change the format of some columns, you will need to edit the file in a text editor. Notepad will work.

You will have to remove “2,000.00” and change it to 2000. This refers to the Authorized Earnings.

You should also check to see that at the end of each line, there should be nothing after the Student email address. Sometimes an extra comma will show up. It will cause the load process to fail.

Loading the data file via sftp

The prepared file must be loaded into the sftp directory in order to be processed.

You should have already been given access to the sftp directory. It is 10.141.10.24. You will sign in with your NCCU credentials.

The image below is generally what your sftp window should look like. This example will show what it looks like using WINSCP. You can also use FileZilla for SFTP access:  FileZilla for Remote SFTP Access.

See Window SFTP 1. The red indicates the directory you should see. The blue references the file that should be placed in this directory.

Window SFTP 1

In order to place a file here, you can drag it from your file explorer and drop it in the bottom portion of the sftp window.

Once you drop the file on this window, you may see the following dialog box.

Click OK

Once you click OK, notice the date and/or time change to the date/time of your file.

You are ready to proceed to the next step

Loading the data file with Appworx

Step 1 - Open Appworx and Click the green arrow button in the upper left side of the window (Figure D). This will open the Request window (Figure E).

FIGURE D

 

FIGURE E

Step 2 - Select HUMAN_RESOURCE on the left side of the screen (if there are more than 1 option). This will display the jobs that are available to be run. The two jobs that are prevalent to this document are STU_WORK_ST_LOAD and STU_WORK_ST_TRANSFER (See Figure F).

STU_WORK_ST_TRANSFER will open a window and allow you to upload a data file.

STU_WORK_ST_LOAD will allow you to submit the job to process the file that was uploaded in the previous step.

FIGURE F

Step 3 - Select STU_WORK_ST_TRANSFER,  then click Request. A window will open (see Figure G).

FIGURE G

Step 4 - You should not have to change anything in this window. Click Submit & Close. You should receive an email notifying you that the upload was performed, or you will see that the status of the job says “FINISHED” (See yellow highlight in image below)

Next, Click STU_WORK_ST_LOAD and then Click Submit & Close and the job will be submitted.

Once the job completes, you will get an email telling you as such, or you will see that the status of the job says “FINISHED”.

The processing is complete.

You should check some of your stuents to verify that they have been updated successfully.

There are normally 2 transaction reports produced, but they are not currently working. Once we get them working, we will update this documentation accordingly.

Process and Table Information.

While this document does not identify the Banner screens needed to verify the data, it does identify the different tables that are affected, and in what capacity.

Employment and History data will be modified or added in the following tables.

*Active and Termination Rows (2 rows total are inserted)

Mass Load Process Flow (Exploded view)

 

Mass Load Process Flow (Normal view)

If you have any questions, please reach out to Information Technology Services. Initiate a Help Desk ticket by selecting:

Services: Banner & NCCU Applications Service

Category: Banner HR, Payroll, Position Control

Fill in the remainder of Incident ticket and submit.