10th Anniversary 1999 - 2009

Importing Data from Banner into the NCAA CAi System

General Announcements:

Please turn off all cell phones/pagers If you must leave the session early, please

do so as discreetly as possible Please avoid side conversations during the

session Questions will be answered …..

Thank you for your cooperation

Indiana University of Pennsylvania

14,638 Students 100,000+ Alumni 1,650 Employees Over 100 Majors 40 Masters Programs 8 Doctoral Programs 3 Campuses/1 Center

Agenda

Review of past methods for entering data into the CAi (Compliance Assistant Internet) program

Explanation of the request for enhancement Research and Development Overview of current procedures

Past Practices

100% manual procedures by the Registrar’s Office

Student data manually entered into CAi by the Athletics Department

Population Selections ran to get listings of students by sport

Data about each student manually gathered and entered into CAi

Request for Enhancement

The NCAA online system includes functionality for importing a file in XML format

Process improvements requested included an automated process to gather data and format it properly for loading into the CAi system

These enhancement would greatly improve the current process and ensure accuracy of the data

Research and Development

Worked directly with an employee from NCAA

Items provided by NCAA for review: XML Schema Sample XML Load Document User Guides Data Mapping Document

XML File Details

The NCAA provided the XML Schema to use when creating the file to load

Along with the schema, they also provided a sample load file to reference

XML Sample File

Data Element Mapping Document

Data Element Mapping

Banner Job Submission Process

A Banner process (SWPNCAA) was created to pull the information and format it into the correct XML layout

SWPNCAA uses a population of students defined in a population selection

Data is pulled from the various Banner tables for each student and written to the XML file

Program Logic and Notes

Basic process flow XML Headers are written Selection of students is pulled Data for each student is gathered Data is transformed to meet NCAA

requirements Data is written to the XML file XML file is FTP’d to a location for the

Registrar’s office to access

Program Logic and Notes

Things to consider Some fields need to be converted to NCAA

standards for importing Level Codes – need to be FRESHMAN,

SOPHOMORE etc Term Codes – NCAA has their own format for

terms. Banner term codes need to be translated to this format

Both your Organization ID and password AND an import user id and password need to be included in the file. We created a generic import user to use in the program

Current Procedures

The Athletics Department manually enters basic biographical data for each athlete into CAi at the start of the term

The Registrar’s Office populates CAi at the end of the term with Degree Progress Data by running SWPNCAA

Before running SWPNCAA, a population selection is ran to select students by sport.

Population Selection

Job Submission Parameters

Future Development

Currently only loading Degree Progress screen data

It is possible to load data from any screen within CAi

All data elements are outlined in the XML Schema

Resources

NCAA Compliance Assistant Resource website:

http://www.ncaa.org:80/wps/ncaa?ContentID=2218

Open to the Floor

Questions? Comments?

Contact Information

Erika Bracken

Indiana University of Pennsylvania

724.357.1914

ebracken@iup.edu