Body
Scope
Divorced "2nd" parents are not added to DART via the Incoming Freshman interface; this was a business decision made at the creation of the interface. There is currently an ITS request to update the interface to create these records. Until the interface is updated, a manual workaround is required. This document outlines the processes necessary to manually create the 2nd parent records, add the correct child/parent relationship, add the correct divorced/spouse relationship, and add the proper affiliations. Please note that only 2nd parents who have a valid email address as that is required for a minimum record. In addition, parent 1's address will not be added to parent 2's record. Lastly, only the records of the divorced 2nd parent with T400/TierII will be added to DART.
Background
The Ann Arbor (AA) Freshman Student/Parent/Sibling Data Load is used to update constituent records in DART with U-M education information, as well as other biographical, personal, contact, and relationship information. This data load will also create new constituent records if a match is not found in DART. A file is generated from the Admissions office and is used to load this information into DART. Note: This process is specific to freshmen attending the Ann Arbor campus of the University of Michigan and cannot work as is for Flint or Dearborn students or Ann Arbor students who are not freshmen. The main goal of this data load is to provide a means to quickly and accurately maintain freshman records in DART. Since DART went live in March of 2012 and before the development of this data load, student records had to be updated by the Data Management Team (DMT) in DART by a cumbersome process that included many different batch imports and took about a week. This data load allows for this information to be loaded efficiently and accurately in less than a business day. The interface does not load 2nd parents when they are divorced from parent 1; this was a business decision made at the creation of the interface. There is currently an ITS request to update it,
Execution Time line
This manual work around should be executed in mid-July annually after the full Incoming Freshman Load is complete. The manual process must be completed before the third-week count in October.
Step 1: Create DART Records Batch | PDA
PDA Additional PFG T400/Tier II - Create Records and Add Relationships
The first step is to create 'create record' DART batches. These batches should be added as a new tab each FY on the Google sheet "PDA Additional PFG T400/Tier II - Create Records and Add Relationships." This will help keep a record of each manually created record during this process. Duplicate the historical "Create Constituent" tab and add "FYXX Parents-" at the beginning. Submit the batch to DMT.
Step 2: Process Create Record Batch | DMT
DMT will process the submitted 'create record' batch by PDA. If the create batch does not include an email, do not process it and inform PDA that an email is required to process it.
Step 3 Create PFG Affiliations Batch | PDA
PDA Additional PFG T400/Tier II - Create Records and Add Relationships
Next, create the appropriate Affiliation batch. This must be completed after step 2! These batches should be added as a new tab each FY on the Google sheet "PDA Additional PFG T400/Tier II - Create Records and Add Relationships." This will help keep a record of each manually created affiliation during this process. Duplicate the historical "Add PFG T400/TierII/Parent FY" tab and add "FYXX Parents-" at the beginning. Three affiliations need to be added to this batch (listed below). These affiliation batches can be on one tab. Submit to DMT.
Step 4 Create Parent-to-Child Relationship Batch | PDA
PDA Additional PFG T400/Tier II - Create Records and Add Relationships
Create the appropriate parent-to-child batch. This must be completed after step 3! These batches should be added as a new tab each FY on the Google sheet "PDA Additional PFG T400/Tier II - Create Records and Add Relationships." This will help record each manually created relationship during this process. Duplicate the historical "Parent to Child Relationship" tab and add "FYXX Parents-" at the beginning. Fill out the template as shown in the example. Submit the batch to DMT.
Step 5 Create Parent-to-Parent (Divorced Spouse) Relationship Batch | PDA
PDA Additional PFG T400/Tier II - Create Records and Add Relationships
Create the appropriate parent-to-parent (divorced) batch. This must be completed after step 4! These batches should be added as a new tab each FY on the Google sheet "PDA Additional PFG T400/Tier II - Create Records and Add Relationships." This will help track each manually created relationship during this process. Duplicate the historical "Parent to Parent Relationship" tab and add "FYXX Parents-" at the beginning. Fill out the template as shown in the example. Submit the batch to DMT.
Step 6 Process Remaining Batches | DMT
DMT will process the remaining batches and communicate to GRA, PDA, and IDS the process is complete.
Referred Documents
Currently Attending After 3rd Week Count
AA Freshman Student/Parent/Sibling Load
PDA Additional PFG T400/Tier II - Create Records and Add Relationships
DART GUIDs and Business Object Reports for GUIDs
DART Batch Updates (DMT Queue)