Category Archives: Uncategorized

Monthly Update of Student Addresses

Trigger: On a monthly basis the school registrar will pull a report from the Student DataMart of PharmD student addresses.  This data is then used to update the RxSchool DB.

Historical note:  At one time, we kept three addresses for each student: the home address or “permanent address”, the campus address, and a preferred mailing address.  However, this was abandoned and replaced with the policy as stipulated here, as per the Director of Student Services:

After speaking with Marcia, she informed me that students are told during Orientation that the only address that the School of Pharmacy will recognize is their home address. If their home and mailing address differ in PeopleSoft, it doesn’t matter for our purposes. Therefore, it is conceivable that a student may receive official communication from the university (e.g. semester tuition bill) at their local mailing address and correspondence from us to their home (presumably parents’ home) address. I remind students to update their address(es) each semester, but I will begin framing the request moving forward in a way that reinforces the communication that their home address is the only one we use.

 

 

PrimeRx QR Code

Workflow:
Trigger:
Requester (Caylee or Dan) submits a help ticket.  Request type = PrimeRx QR Code
Ticket must be submitted no less than 48 hrs before event, however, for the first few events, more time would be GREAT, as we test out this system.
Ticket contains the following info:
  • Event Name:
  • Event Date:
  • Start Time:
  • End Time:
  • Event Registration Open Time- show long before the event start time should registrations be accepted?
After trigger: Thomas Waters will
  • Create a QR Code
  • Test QR Code
  • Add event to the database
  • Attach PDF of “registration sheet” to the help ticket and mark it as “resolved.”
“Registration sheet” has simple to follow instructions and QR code.
When Requester receives PDF: print out two copies of the PDF to have posted on a table or on the wall at the door of the event.
At some time prior to the event:
  • Requester posts the QR Codes
  • Students can scan QR code, authenticate.
After event: spreadsheet of students who scanned sent to requester as well as archived in the database.

 

Yearly Changes to Residents

Each year, at the beginning of July, a new class of pharmacy residents begin.  The following steps need to happen regarding this:

  1. Remove leaving residents from email lists (rxschool, rxresident, pharmtherapeutics)
  2. Update residents who are remaining so they are now connected to the correct program.
  3. Delete leaving residents from the RxSchool DB
  4. Add new residents to RxSchool DB
  5. Add new residents to email lists (rxschool, rxresident, pharmtherapeutics)
  6. Revise the residency pages to have correct list of residents

Steps-

Receive three spreadsheets from Residency coordinator- residents stating, arriving, leaving. Go into RxSchool DB and mark the remaining residents as MGT = “Stay.” Put the new program in the field::Notes.  for those residents who are leaving, set MGT =”Remove”

Take the “new residents” spreadsheet and turn it into a FMP database. Add these fields:

Type = Resident

Degree: PharmD

Title: Pharmacy Resident

Monthly RxStudent Address Update

Trigger: Monthly on a schedule, the registrar in Student Services does an export from the DataWarehouse/PeopleSoft and updates matching records in the RxStudent database.

Export of data process:

 

Import to RxStudent process:

  1. Rename columns to match DB

Rename the fields:

Rename Peoplesoft ID to PeopleSoft_ID (must include the underscore)

“Home Address….” to “Paddress1, PAddress2, PCity, PState, PZip” (no spaces in the names)

Rename the fields “Mailing…” to “CAddress1, CAddress2, CCity, CState, CZip””

2)  Drag and open in FMP save as FMP file, then close.  (It needs to be sitting on your desktop)

3) Open the RxStudent DB

4) Select Script under Scripts:StudentServices: Update Address Information

5) Close RxStudent

6) Delete The Address Report DB you created in #2

Prep PharmSchool for Annual Review

Do an export of all Faculty and all GradStudents

  • Import to the Annual Review table for these persons
    • Fields to import:
      • id -> id_Person
  • Use id_Person as a match field to update existing records, make sure to check “add new records

Presentations

  • Delete all records in the presentations table

Publications

  • Delete all records in the publications table
  • Delete all records in the person_publications table

 

Goals (Faculty)

Export Goals to new table and do these things:

  • Change field names
  • Progress to old_progress
  • Text to progress
  • Create/run script to change year to current year

In PharmSchool

delete all Goals records

import these fields from the new table

  • id_Person
  • Progress
  • Year

AR Fields

  • Find all AR records
  • Run script  “AR Prep Set Competed”
  • set field year to current year (not yet in a script)

Move Graduating Grad Students to the Alumni DB

Mark the students to be moved in PharmSchool

Some MS students should be removed as graduated in MS, but who remain in the PhD program- for these students, change their field “Program” to “PhD” and set “mgt” to “k”

others are graduated and should be moved. set their “mgt” to “move”

Export all [mgt = k OR move] as a FMP DB

Use the People table, the directory table and the Grad student table.

Export the photos!!!

In PharmSchool, find mgt = move, and delete these records

Import into the Alumni table

fields to match:

  • nameFirst
  • nameMiddle
  • nameLast
  • Advisor
  • degree entering
  • univID
  • awards
  • publications
  • presentations
  • degreeDisplay **
  • photoContainer