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Record Transfer from AMS to Colleague (User Manual)

Introduction 1.0

Manual Transfer 1.1

Fields to Transfer 1.4

Index

Automatic Transfer 1.2

Transfer Rules 1.3

Colleague Manual Process 1.5

Help 1.6

V 1.0

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1.0 - Introduction

In a effort to reduce human effort and data entry mistakes in our administrative system, now is

possible to easily transfer records from “AMS” to “Colleague”. The process will standardized

student’s information in both applications making possible the ability to have both IDs in both

systems for easy updates.

The synchronization process takes place in two different ways, manual and automatic.

1.1 - Manual Transfer

This process allows AMS administrators to transfer single or multiple AMS records to Colleague on

demand.

A) On any AMS record, click the “Datatel Transfer” link under the ‘Active Actions’ menu.

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B) You’ll be presented with the “Datatel Transfer’” screen. From here you can add the AMS record to a text

file that will subsequently and automatically be transferred to Datatel where with a few clicks you’ll be able

to bring the validated data and eventually update AMS record with the corresponding College ID. You have

the option to create a new file or add records to an existing file. The files naming convention is (“ADDT-” +

AMS USERNAME + “-” + DATE + “-” + SEQUENCE # FOR THE DAY + “.TXT”).

The ‘Add to Datatel file’ button will only be enabled when the “Transferable” status is active. From here

you’ll also be able to check the status of any record you’ve transferred to Colleague. College ID updates will

take place a following times (4AM, 12PM, 3PM, 6PM) on a daily basis.

C) Status

Not Transferable: The record is missing some required values.

Transferable: The record is ready, and you can initiate the transfer process.

Transfer In Queue: The transfer process was initiated. Please complete the Colleague process.

Transferred: The record was transferred to Colleague and the College ID was updated in AMS.

D) The transferable status tells you that your record has all the necessary values needed to send the data

to Colleague. Just select “New File” or “Existing File” and click “Add to Datatel file”.

E) The transfer in queue status indicates that you can now process the file in Colleague.

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G) Copying file name and previewing records in file: The icon next to the “Existing File”

option allows you to copy the selected text file name into the Windows clipboard where you can eventually

paste it in Colleague. Also, you are allowed to preview the records of a single file before you actually

transfer it.

1.2 - Automatic Transfer

At the end of the day, the records not transferred manually will be automatically transferred. The same rules

applied to the manual process are applied to the automated, many fields are required and the status will be

reflected on the “Datatel Transfer” screen. It is important to know that records in queue will be processed

automatically if they match the automatic rule. Also, once a file is created no changes can be made to the

Colleague entry using the manual or automatic method.

F) Transferred: College ID updates will take place the following times (4AM, 12PM, 3PM, 6PM) on

a daily basis. The AMS record will have the corresponding College ID field updated and Colleague

will have the corresponding AMS ID updated as well.

AMS DAILY FILE IS CREATED

COLLEAGUE EXECUTION

AMS UPDATES COLLEGE ID

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1.3 - Transfer Rules

Field Name Rule Manual Automatic

First Name Not Empty x x

Last Name Not Empty x x

Birth Date Not Empty x x

Gender Value Selected x x

College ID Empty x x

Address Mailing Type Entered x x

Phone Number Home Type Entered x x

Ethnicity Personal Type Entered x x

SSN Not Empty x x

Marital Status Value Selected x x

Academic Load Value Selected x x

Reg. Campus Value Selected x x

Entry Term Value Selected x x

Major Value Selected x x

Student Type Value Selected x x

Transfer Status Not Initiated x

Market Segment Other than 'Unknown' x x

Stage Applicant OR Accepted x

Ignore Datatel Transfer ? Not Checked x

1.4 - Fields to Transfer

SSN

AMS ID

Source Date

Last Name

First Name

Address Line 1

Address Line 2

City

State

Zip

Country

Address Type

Phone Number 1

Phone Type 1

Birth Date

Marital Status

Admit Type

Admit Type Date

Academic Program

Application Status

Location

Start Term

Admit Status

Student Type

Student Load Intent

Test ID 1

Test Start Date 1

Test Score 1

Test ID 2

Test Start Date 2

Test Score 2

Test ID 3

Test Start Date 3

Test Score 3

Test ID 4

Test Start Date 4

Test Score 4

Test ID 5

Test Start Date 5

Test Score 5

Test ID 6

Test Start Date 6

Test Score 6

Test ID 6

Test Start Date 6

Test Score 6

Test ID 6

Test Start Date 6

Test Score 6

High School Institution ID

High School Start Year

High School End Year

High School Start Date

High School End Date

High School Graduation Type

High School GPA

Other College Institution ID

College Start Year

College End Year

College Start Date

College End Date

College GPA

Gender

Ethic Code

Citizenship

Alien Status

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1.5 - Colleague Manual Transfer

Uploading from AMS to Colleague is a 2 step process on the “Datatel” (Colleague) computer. In the

Admissions Custom Reports section (XAD) of the Admissions module there are 2 mnemonics that control the

process. The first is XAM1 (please note the last character is the number one). The second is XAMI

(please note that the last character is the capital letter “I”) which actually imports the AMS file.

XAM1: XAM1 transfers files from the AMS server to the Colleague server and must therefore be run first. To

run it you can navigate through the menus and double click on it to select it or you can type XAM1 into the

Quick Access area in the upper left hand corner of the menu screen. The process will appear to not do

anything but it will make any files that were created in AMS available in “Datatel”.

XAMI: XAMI is the second step in the process and actually imports student information into Colleague. You can navigate through the menus and double click on it to run it or you can type XAMI into the quick access

box in the upper left hand corner of the menu screen.

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XAMI will walk you through several screens detailed below.

The first XAMI screen requires 4 pieces of information. The first is the name of the file you want to import.

The second is the default catalog that will be assigned to all students in the upload file. The third is a de-

fault date that will be entered for any information that requires a date but where one has not been pro-

vided in AMS. The last piece of information is the “Update mode” which must always be “Y”. The update

mode of “Y” indicates that you want to import the file and update Colleague.

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FILE NAME

You can provide the file name in one of 3 ways. The first (and easiest) is to use the cut and paste function-

ality provided by AMS. The second is to type in the file name as it appears in AMS. The third is to look at

the available files in Colleague. You would do this by typing into the file name box the letters ADDT followed

by the ellipse (three dots …). Therefore you would type ADDT… and hit enter. You will be taken to the file

resolution screen (shown in the next screen shot) where you would pick the name of the file you want to

import.

In the file resolution screen you can pick the file by clicking on the box to the left of the name of the file

you want to import (see file name #7 shown above) and click on the blue diskette to save out of the

screen. The name will be carried over to the next screen.

Once you have chosen your file you will be returned to the XAMI main screen.

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Confirm that the default Catalog and Default Dates are what you want them to be. Enter “Y” for update

mode and save out of the screen. You will be taken to the printer set up screen.

Once you are in the printer set up screen change the first field (Output Device) to “H”. This will send 3 pro-

gress reports to your screen detailing the results of the import. They will display one at a time. You can

then print them to your printer, or save them to your PC, or both. Save out of this screen and you will be

taken to the execution mode screen.

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Once in the execution mode screen confirm that the “Execute in Background Mode” field contains an “N”.

Save out of this screen to begin the import. This screen is the last opportunity to cancel the upload. Once

you save out of this screen the upload will begin and the resulting reports will display on your screen.

Note: You can cancel the upload at any point in the process by selecting the red “X” at the top of the

screen. Once you save out of this screen the upload will run.

1.6 - Help

Email: helpdesk@monroecollege.edu

Extension: 8290

Should you have any question, please don't hesitate to contact the IT Helpdesk.