Overview of Import Utility Processes

Data is placed into staging database (Name, Address, SAT scores, etc.)

Import Utility searches for duplicates

Data is placed into production database (Name, Address, SAT score, etc.)

The processes below detail more information about what happens during each process:

An SQL program (such as Microsoft Access or InfoMaker) is used to load data from an outside source (list of new candidates, SAT scores, returned survey responses, etc.) directly into the Import Utility (IU tables). This is not supplied or supported by Jenzabar.

These IU tables are a mirror of the system tables. The first three columns of each table have special logic associated with them during the IU processing:

· SEQ

· Temp ID

· ID Number

· Process 2

The "production" database is the system database that is used for data entry and storage. The "staging" database is a temporary receptacle that holds the information until it has been verified.

The Import Utility is then utilized by placing this data into a "staging" database that stores the new information until it is ready to be sent to the "production" database.

· Process 3

This process is done on the Upload Criteria tab. The selection criteria to be used to determine information that will compare the outside data source to the existing system database must be chosen. This process is referred to as UPLOAD CRITERIA.

· Process 4

This process is done on the Duplicates tab. When the Import Utility checks the system database, all of the rows that match all of the selection criteria are duplicates.

· Process 5

This process is done on the Duplicates tab. You will determine whether to

· Merge the duplicates (possibly because incoming data is more recent information than already exists);

· Not merge because system data is correct;

· Resolve duplicates that are found within the system (deciding which one to merge into); or

· Not merge name but update SSN.

· Process 6

When you have determined that the information is ready to be accepted into the Admissions module, the information is uploaded from the "staging" database to the system "production" database.