Upload CSV file of Preceptors

The following directories exist for specific Personnel in the PA Program:

M: \\banjobs\edu

N: \\filer\cims\edu\data

O: \\filer\cims\edu\print

The M drive is the location where the excel spreadsheet should be placed. The MUST be named PA_voucher.csv.

This file should have no first row indicating the header names. The column are as follows:

TERM

Preceptor ID

Student ID

Stipend Amt

Rotation No

The TERM is represented by the term code in the standard Banner format such as 202140.

The Stipend amount is a dollar amount in this sort of format: 600 representing $600.00

~~The Voucher amount should be in format as follows: 1 Credits or 2 Credits, etc..~~

Effective Sept, 2023 - the "Voucher" amount is no longer needed. Rotation Number was added to identify the 1st, 2nd or 3rd rotation in a specific term.

For the first rotation (for whatever number of weeks is appropriate) upload a spreadsheet for anyone who should receive a stipend with a number 1 in the rotation field for the first rotation. So anyone who hosted a student in rotation 1 would receive an email and be eligible to collect their stipend.
For rotation 2 (for whatever number of weeks is appropriate) we would upload another spreadsheet with the group of preceptors with the number 2 in the rotation value. So anyone who hosted a student in rotation 2 would receive an email and be eligible to collect their stipend.
For the 3^rd rotation (for whatever number of weeks is appropriate) we would upload another group of preceptors with the number 3 in the rotation value. So anyone who hosted a student in rotation 3 would receive an email and be eligible to collect their stipend.

So, if a family med rotation is 8 weeks and that really covers rotation 1 and 2 it’s up to the PA Dept to determine how they want to pay the stipend. If they want the stipend sent at the end of the 2nd rotation, enter it in the 2^nd rotation spreadsheet with the amount of $1200. If you want it paid out twice (at the end of each rotation) they should put it the spreadsheet for rotation 1 and the spreadsheet for rotation 2 with each one having a $600 value. It’s entirely controlled by the data in the spreadsheets.

Load Spreadsheet into Banner

From the Banner Main Screen, type PASR001 to run the job to load the data into the appropriate Banner table.

This will bring up the following screen:

Click on the Go button in the upper right corner. This will bring up the following screen:

Click the down arrow (show above in the red circle) 2 times. This will move your cursor to the Submission section of the screen. In order to submit this job, you click on the save button in the lower right corner of the screen while your cursor is in the submission block

When you have successfully submitted the job, a green box will appear in the upper right corner of the screen with a job submission number. Note the number will not match the number below.

This will run the job to load the data. You will receive an email with a log file in your inbox when the job is complete that looks like this:

Open the attachment.

The output should look like this:

There should be 2 rows indicating that some number of rows were loaded and another row indicating the same number of rows updated. This needs to represent the number of rows in your spreadsheet. If it is not, check your business objects report to identify what did not load.

Effective 202330, no netids will be created. Check pasr001 report in business objects to make sure the data is correct. This is the data that will be used to generate the emails and stipends

Run Adhoc to send emails

Logon to Banner and goto admin page WSYS001.

The adhoc for this process is called EHS_PRECEPT_EML and is owned by Sandy McKenna

Click on the [...] next to the adhoc name. This will bring up a search bar. Type in the adhoc name of EHS_PRECEPT_EML. Select the adhoc by clicking on it and clicking ok (shown beloww)

Click GO.

This screen will be displayed:

Change the Term Code value in the Frequency - Run Options section. Change each the &termcode Parameter value and the &rotation in the Dynamic Parameters field to represent the term and rotation number you want emails generated for.

To run the adhoc simply change the Start/Single Date to today's date (or whatever date you wish it to run) and click SAVE.

This will set the adhoc to run on the above date for the &termcode and &rotqation you entered.

This adhoc is set to not allow duplicates. So if a Preceptor hosted several students in a rotation, they will get only 1 email.

Managing the Dynamic Forms Queue

Please see the documentation here to learn how to manage the administrative queue:

https://wiki.canisius.edu/x/U4H3Bg

Effective 202330, we no longer have Preceptors completing the dynamic form by sending them a link. The email they receive tells them to respond to the pa dept if they wish to receive their stipend. Vouchers will no longer be offered. The PA department will then go into Dynamic forms and complete the form.

Go To my Electronic Forms from the myCanisius Portal. Click on the My Forms drop down and select Canisius College Portal.

You can locate the new form Stipend Request (SEHS/PAS) in the drop down list for the Accts Payable/Controller's Office.

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