Central Texas College
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General Start Date Procedures

Start Dates are always on Mondays. Directly preceding each start date the following procedures must be carried out. Additional procedures are also available to ensure each procedure is understood and preformed for each start date.

Basic Start Date Procedures:

Wednesday:

Thursday:

Friday:

Monday:

  • Build and upload Tutoring files - Procedure

 

Additional Start Date Procedures List:

1. Reinstate Archived BB Files - Procedure

2. Generate Test Passwords - Procedure

3. Upload new passwords - Procedure

4. Update Configuration to add Instructors - Procedure

5. Update Configuration to add Administrators - Procedure

6. Administer to Rosters email account - Procedure

Non-Start Date Procedures List:

1. Update Online Schedule (file update)- Procedure

2. Update Online Schedule (manual update)- Procedure

3. Update Online Schedule (auto)- Procedure

4. Manually Update SIS Files- Procedure

5. Replaced End Dates of Courses on our schedule - Procedure

6. Turn on DB access in phpPgAdmin - Procedure

7. Daily CD Email - Procedure

 

 

 

Basic Procedures:

1. Updating Presidium files

      Step 1 Configure and Build BB files
            a) Log into Soarapp at: https://soarapp.ctcd.org/
            b) Click on + sign to the left of Configuration in the left side navigation panel
            c) Click on Configure
            d) Under - Available dates (students), add the upcoming start date to the list of available dates. To do this
            scroll down to the date, and hold down the control key while clicking on the date.
            e) Click on + sign to the left of SIS files in the left side navigation panel
            f) Click on Build BB files
            g) Click Logout in left side nav panel to logout of Saorapp

     Step 2 Get information and make CSV files
            a) Log into soarapp through ssh application like winSCP3.
            b) Navigate to folder root > home > prometheus
            c) Download the following 5 text files to your desktop:
                        1. INST_Faculty_snpsht
                        2. CRS_snpsht
                        3. ENR_Student_snpsht
                        4. USR_Faculty_snpsht
                        5. USR_Student_snpsht.
            d) Open Microsoft Excel
            e) Make a csv file with each text file by importing the text files into MS Excel. For each file leave the following fields and delete the rest of             the columns. To do this click data > import data > and select the file to be imported. Covert all columns to text while importing.
                        1. INST_Faculty: all columns, no deletions
                        2. CRS: all columns, remove last 4 columns
                        3. ENR_Student: all columns, no deletions
                        4. USR_Faculty:
                                   INSTITUTION_ROLE, EXTERNAL_PERSON_KEY, USER_ID, PASSWD
                                   FIRSTNAME, LASTNAME, EMAIL, ROW_STATUS, AVAILABLE_IND
                                   H_PHONE_1, STREET_1, CITY, STATE, ZIP_CODE, COUNTRY, B_PHONE_1
                        5. USR_Student:
                                   INSTITUTION_ROLE, EXTERNAL_PERSON_KEY, USER_ID, PASSWD
                                   FIRSTNAME, LASTNAME, EMAIL  
            f) Save each file as csv file and accept the warnings. Name each file to correspond with the file it was created from.

     Step 3 Empty tables and Upload CSV files
            a) Log into phpPgAdmin4 at:.https://soarapp.ctcd.org/phpPgAdmin4/index.php
            b) Click on Soar in the left side navigation tree
            c) Log into Soar Database
            d) Click on srn_mst
            e) Click on public
            f) Click on tables
            g) Open the following 5 tables one at a time; crs, user_stu, instructors, instructor_crs, enr_stu
            h) In each table
                        1. Click Empty
                        2. Click OK
                        3. Click on table again
                        4. Click Import
                        5. Select CSV, Highlight all null values types and click browse
                        6. Select the file corresponding to the table and click open
                        7. Click Import
                        8. Go to next file and reap eat for each file
                        9. Log out of phpPgAdmin.

     Step 4 Test Updates
            a) Log into Soarapp at: https://soarapp.ctcd.org/
            b) In right side panel, click on link to Prentice Hall lookup tool
            c) In the Students List Search box enter the start date with wildcards on both ends. (Ex. entry: %20060109%)
            d) Click submit
            e) If the search comes back with students, the uploads were successful
            f) If the test comes back with no students, contact the Technology Manager and we will see what might be wrong.

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2. Create and Send Prentice Hall Information (csv file)

     Step 1 Create student CSV File
            a) Open MS Excel and Open a new spreadsheet
            b) Log into Soarapp at: https://soarapp.ctcd.org/
            c) In right side panel, click on link to Prentice Hall lookup tool
            d) In the Students List Search box enter the following 5 Pren Hall course id and start dates with wildcard on right end.
                        1. ITNW1401 - (Example entry: ITNW1401.20060109%)
                        2. ITNW1404 - (Example entry: ITNW1404.20060109%)
                        3. ITNW1407 - (Example entry: ITNW1407.20060109%)
                        4. ITSC1409 - (Example entry: ITSC1409.20060109%)
                        4. ITSC1413 - (Example entry: ITSC1413.20060109%)
            e) For each search, paste the results of the search into the spreadsheet. Paste column headers on the first set only.
            f) Place a space between the pasted results of each set of results
           g) After all students have been placed in the spreadsheet, save it as: students_startdate.csv.

     Step 2 Create instructor CSV File and email the files
            a) Follow step 1 procedures a-f, replacing the student searches with instructor searches.
            b) After all students have been placed in the spreadsheet, save it as: instructors_startdate.csv.
            c) Open your email application
            d) Open a new email and attach the two csv files to it
            e) Send the email to the following addresses
                        1. Kris_King@Prenhall.com
                        2. Christopher.clark@pearsoned.com
                        3. Yancey.Lones@ctcd.edu

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2a. Enrollment Checks and Manual Enrollments Get Error File

  1. Access soarapp woth WinSCP3
  2. access directory: home/Prometheus/archives
  3. Open the newest archive at bottom of page
  4. Download file named: USR_Student_snpsht.txt.invalid to your desktop

Ready table

  1. open MS Excel
  2. Click Data in the main menu
  3. Select Import External Data
  4. Select Import Data
  5. Import the following rows only: EXTERNAL_PERSON_KEY, USER_ID, PASSWD, FIRSTNAME, LASTNAME, EMAIL
  6. Order the rows by USER_ID
  7. Save file
  8. Open phpPgAdmin
  9. empty table: Soarapp > srn_mst > public > bb_stu_errors
  10. load file saved in step 7 to table: Soarapp > srn_mst > public > bb_stu_errors

Find Enrollment Errors

  1. Open soarapp
  2. Click on second hidden icon in main frame
  3. Enter %startDate%
  4. Click Submit
  5. The resulting list has all of the BB enrollment errors, use it to perform the manuall enrollments

Enroll Users manually

  1. Open BB
  2. Open Control panel
  3. Click on Courses
  4. Enter the course ID
  5. Open course
  6. Open Control panel
  7. Click on Enroll User
  8. Search the user ID
  9. Select the user and click submit
  10. repeat until all listed users are added to their courses.

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Build and Upload Enrollments to Tutoring organizations
  
            a) Log into Soarapp at: https://soarapp.ctcd.org/
            b) Click on + sign to the left of Reports in the left side navigation panel
            c) Click on English Tutoringl
            d) Log in to Soarapp through WinSCP3 and get the file created from: /var/lib/pgsql
            e) Log into BB as and Administrator
            f) Access the control panel of the English tutoring Organization
            g) Upload the file using the Batch Enrollment tool

     NOTE: Delete Organization every term and add back the students from the current and two past terms.

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3. Update Configuration Page (add instructor access)
  
            a) Log into Soarapp at: https://soarapp.ctcd.org/
            b) Click on + sign to the left of Configuration in the left side navigation panel
            c) Click on Configure
            d) Under - Available dates (Instructors), add the upcoming start date to the list of available dates. To do this
            scroll down to the date, and hold down the control key while clicking on the date.
            e) Click Logout in left side nav panel to logout of Saorapp

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4. Update Configuration Page (add admin access)
  
            a) Log into Soarapp at: https://soarapp.ctcd.org/
            b) Click on + sign to the left of Configuration in the left side navigation panel
            c) Click on Configure
            d) Under - Available dates (General Dates), add the upcoming start date to the list of available dates. To do this
            scroll down to the date, and hold down the control key while clicking on the date.
            e) Click Logout in left side nav panel to logout of Saorapp

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5. Update Configuration Page (add student access)
  
            a) Log into Soarapp at: https://soarapp.ctcd.org/
            b) Click on + sign to the left of Configuration in the left side navigation panel
            c) Click on Configure
            d) Under - Available dates (students), add the upcoming start date to the list of available dates. To do this
            scroll down to the date, and hold down the control key while clicking on the date.
            e) Click Logout in left side nav panel to logout of Saorapp

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6. Build Datatel Database

            a) Log into Soarapp at: https://soarapp.ctcd.org/
            b) Click on + sign to the left of Configuration in the left side navigation panel
            c) Click on + sign to the left of Build Database in the left side navigation panel
            d) Click on Build Datatel
            e) Click Build
            f) Click Logout in left side nav panel to logout of Saorapp

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7. Build BB Files

            a) Log into Soarapp at: https://soarapp.ctcd.org/
            b) Click on + sign to the left of Configuration in the left side navigation panel
            c) Click on + sign to the left of SIS files in the left side navigation panel
            d) Click on Build BB files
            e) Click OK
            f) Click Logout in left side nav panel to logout of Saorapp

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8. Send Rosters

            a) Log into Soarapp at: https://soarapp.ctcd.org/
            b) Click on + sign to the left of Rosters in the left side navigation panel
            c) Click on Rosters
            d) Select the current start date
            e) Select the rosters to be sent
            f) Scroll to bottom and click send rosters
            g) Monitor the send for any issues
            h) Repeat steps e-g until all rosters are sent
            i) Click Logout in left side nav panel to logout of Saorapp

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9. Send Passwords

            a) Log into Soarapp at: https://soarapp.ctcd.org/
            b) Click on + sign to the left of Rosters in the left side navigation panel
            c) Click on Rosters
            d) Select the current start date
            e) Select the courses to send passwords for
            f) Scroll to bottom and click send passwords
            g) Monitor the send for any issues
            h) Repeat steps e-g until all passwords are sent
            i) Click Logout in left side nav panel to logout of Saorapp

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10. Send Student Keys to IBM

     Step 1 Create CSV File
            a) Log into phpPgAdmin4 at:.https://soarapp.ctcd.org/phpPgAdmin4/index.php
            b) Click on Soar in the left side navigation tree
            c) Log into Soar Database
            d) Click on srn_mst
            e) Click on public
            f) Click on views
            g) Click on listview
            h) Click on Select
            i) In the Course_Start_Date text box, enter the start date in this format: 2006-01-09 00:00:00
            j) Place a check mark in select all fields
            k) Click on Select button
            l) Click on Download
            m) Select CSV in Format drop down list
            n) Select download in Options
            o) Click Export
            p) Save file to your machine

     Step 2 E-mail the file
            a) Open your email application
            b) Open a new email and attach the csv file to it
            c) Send the email to the following addresses:
                        1. anu@us.ibm.com
                        2. dhimelfarb@blackboard.com
                        3. Yancey.Lones@ctcd.edu

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Additional Procedures:

1. Reinstate Archived BB Files

      Step 1 Delete Current BB files
            a) Log into soarapp through ssh application like winSCP3.
            b) Navigate to folder root > home > prometheus
            c) Delete the following 5 text files from this folder:
                        1. INST_Faculty_snpsht
                        2. CRS_snpsht
                        3. ENR_Student_snpsht
                        4. USR_Faculty_snpsht
                        5. USR_Student_snpsht

     Step 2 Archived BB files
            a) Navigate to folder root > home > prometheus > archive
            b) Open the folder with the latest date
            c) Download the following 5 text files to your desktop:
                        1. INST_Faculty_snpsht
                        2. CRS_snpsht
                        3. ENR_Student_snpsht
                        4. USR_Faculty_snpsht
                        5. USR_Student_snpsht

     Step 3 Upload archived BB files
            a) Navigate to folder root > home > prometheus
            b) Upload the following 5 text files from your desktop to the prometheus folder:
                        1. INST_Faculty_snpsht
                        2. CRS_snpsht
                        3. ENR_Student_snpsht
                        4. USR_Faculty_snpsht
                        5. USR_Student_snpsht
            c) Logout of Server

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2. Generate Test Passwords

            a) Open Password Generator at: http://online.ctcd.edu/Yancey/generator2.cfm
            b) Select number of passwords to be generated
            c) Select number of characters per password (14)
            a) Click Submit
            b) A list of 14 character passwords is generated
            c) Copy the list to your computer


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3. Upload new passwords

      Step 1 Download Current Passwords
            a) Log into phpPgAdmin4 at:.https://soarapp.ctcd.org/phpPgAdmin4/index.php
            b) Click on Soar in the left side navigation tree
            c) Log into Soar Database
            d) Click on srn_mst
            e) Click on public
            f) Click on tables
            g) Click dept_psws2
            h) Click Export (at top)
            i) Select Data Only and csv in the dropdown list
            j) Select Download and Click Export Button (bottom)
           k) Place the file on the desktop

     Step 2 Add New Passwords to downloaded file
            a) Open the new csv file downloaded in Step 1 in MS Excel
            b) Under each department insert an additional line
            c) Enter the password information to all departments in the inserted lines
            d) Click save and accept the warning
            e) Close the spreadsheet

    Step 3 Upload New Passwords to Soar DB
            a) Log into phpPgAdmin4 at:.https://soarapp.ctcd.org/phpPgAdmin4/index.php
            b) Click on Soar in the left side navigation tree
            c) Log into Soar Database
            d) Click on srn_mst
            e) Click on public
            f) Click on tables
            g) Click dept_psws2
            h) Click Empty
            i) Click Empty Again
            j) Click dept_psws2
           k) Click on Import at top
            l) Select CSV in the dropdown menu
           m) Highlight all 3 types of null values
            n) Browse for the updated file
           o) Click Import button

     Step 4 Upload New Passwords to Testing DB
            a) Log into phpPgAdmin4 at:.https://soarapp.ctcd.org/phpPgAdmin4/index.php
            b) Click on Soar in the left side navigation tree
            c) Log into Testing Database
            d) Click on srn_mst3
            e) Click on public
            f) Click on tables
            g) Click dept_psws2
            h) Click Empty
            i) Click Empty Again
            j) Click dept_psws2
           k) Click on Import at top
            l) Select CSV in the dropdown menu
           m) Highlight all 3 types of null values
            n) Browse for the updated file
           o) Click Import button
           p) Repeat upload for srn_mst and srn_mst2

     Step 5 Test Revisions to Soarapp
            a) Log into Soarapp: https://soarapp.ctcd.org/
            b) Click on BB Exam and Test Proctor Information link
            c) Enter a course alpha
            d) Click Submit button
            c) New date and password should be displayed

     Step 6 Test Revisions to Testing Server
            a) Log into Testing: https://testing.ctc-disted.net/
            b) Click on BB Exam and Test Proctor Information link
            c) Enter a course alpha
            d) Click Submit button
            c) New date and password should be displayed

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4. Administer to Rosters email account

            a) Access Disted webMail at: WebMail
            b) Login to rosters account: See Technology Manager for user information
            c) In the Inbox delete all messages
            d) Click on Folders
            e) Add Folder named for the start date in the format seen in left side navigation panel
            f) Click refresh folder list
            g) Click on roster_initial Folder
            h) Select all messages corresponding to the start date folder you just created
            i) In the Move Selected To drop down list, select the start date folder you just created
            j) Click Move
            k) Click on psw_initial Folder
            l) Repeat steps h-j for this folders content
            m) Logout of server

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Non-Start Date Procedures:


Updating online schedule (auto):

  1. Log into Soar db on phpPgAdmin4 at: http://soarapp/phpPgAdmin4/
  2. Click on the + sign next to Soar
  3. Click on the + sign next to Schemas


Updating online schedule (file update):

Step 1: Download the new and old csv files

  1. Log into Soar db on phpPgAdmin4 at: http://soarapp/phpPgAdmin4/
  2. Click on the + sign next to Soar
  3. Click on the + sign next to Schemas
  4. Click on the + sign next to Public
  5. Click on the + sign next to views
  6. Select course_control
  7. Click on Select
  8. In the last field (course_cross_section), use the drop down menu to select IS NULL
  9. Place check mark in the select all fields box
  10. Click Select
  11. At the bottom of the return page click on download
  12. Select csv from the drop down list
  13. Select Download option and click Export
  14. Click Save and rename the file to save it to your desktop
  15. The new file is now saved, now download the old file as backup
  16. Under Soar > srn_mst > public, click on the + sign next tables
  17. Select schedule
  18. Click Export at top
  19. Select Data only and CSV from the drop down list
  20. Select Download option and click export
  21. Click Save and rename the file to save it to your desktop
  22. Now both the new and old files are saved to your computer

Step 2: Empty the schedule table and upload new file

  1. Under Soar > srn_mst > public, click on the + sign next tables
  2. Select schedule
  3. Click empty
  4. Click Empty
  5. Under Soar > srn_mst > public, click on the + sign next tables, select schedule again
  6. Click Import
  7. Navigate to the file save from course_control and select it
  8. Click Import
  9. New information is placed in table

Step3: Test new table

  1. Open webpage: http://online.ctcd.edu/schedule/index_datatel.cfm
  2. Select a date and Click View
  3. If the page is displayed properly and table fields are present, the upload went fine
    and new information is available. If not, open phpPgAdmin4
  4. Under Soar > srn_mst > public, click on the + sign next tables, select schedule again
  5. Click empty
  6. Click Empty
  7. Under Soar > srn_mst > public, click on the + sign next tables, select schedule again
  8. Click Import
  9. Navigate to the file save from schedule and select it
  10. Click Import
  11. Old file is now restored
  12. Contact Yancey for troubleshooting of the issue and log out of phpPgAdmin4.

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Updating online schedule (manual update):

  1. Log into Soar db on phpPgAdmin4 at: http://soarapp/phpPgAdmin4/
  2. Click on the + sign next to Soar
  3. Click on the + sign next to Schemas
  4. Click on the + sign next to Public
  5. Click on the + sign next to Tables
  6. Click on schedule
  7. Click Select
  8. Enter search criteria to find the entry to be updated
  9. Place check mark in the select all fields box
  10. Click Select
  11. To the right of the row to be edited, Click Edit
  12. Enter correct data and click Save
  13. Log out of phpPgAdmin4
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Manually Update SIS files:
Note: This procedure is done with permission only. If you want to update the files contact Yancey Lones for authorization.

Part 1 – Update student information

  1. Log into Soarapp with WinSCP3 or other SSH application
  2. Navigate to folder root > home > Prometheus
  3. Download the file to be update to your desktop (USR_Student_snpsht.txt)
  4. Open the file with a text editor like MS Notepad
  5. Search the file for the record to be updated
  6. Make changes to the record and save the document
  7. Upload edited file to server
  8. logout of soarap
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Part 2 – Add student to files

  1. Log into Soarapp with WinSCP3 or other SSH application
  2. Navigate to folder root > home > Prometheus
  3. Download the file to be update to your desktop (USR_Student_snpsht.txt)
  4. Open the file with a text editor like MS Notepad
  5. Copy one student record (1 line)
  6. At the bottom of the page paste the line directly above the footer text
  7. Adjust the new line adding the new student information in the proper spaces
  8. Ensure that all information is updated or removed
  9. Add 1 to the footer number (Ex. ***FileFooter|31699|14:23:19 07/26/06)
  10. Save updated file
  11. Upload edited file to server
  12. logout of soarapp
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Part 3 – Add course to files

  1. Log into Soarapp with WinSCP3 or other SSH application
  2. Navigate to folder root > home > Prometheus
  3. Download the file to be update to your desktop (CRS_snpsht.txt)
  4. Open the file with a text editor like MS Notepad
  5. Copy one course record (1 line)
  6. At the bottom of the page insert the line directly above the footer text
  7. Adjust the new line adding the replacing old course information with the new, in the proper spaces
  8. Ensure that all information is updated
  9. Add 1 to the footer number (Ex. ***FileFooter|2235|14:23:19 07/26/06)
  10. Save updated file
  11. Upload edited file to server
  12. logout of soarapp

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Update 8/10/16 week end dates on the schedule page:

Step 1: Determine the correct end date
            a)Open the schedule and select the page with the incorrect data, like in the example below.
                12 week courses end on 12/15/06
                8 week courses end on 11/15/06
                8 week courses end on 11/17/06
            b) Open this page: http://www.ctcd.edu/schedule.htm
            c) Access the PDF pertaining to the start date with the bad data
            d) Record the correct end date for the course duration with the issue. (In this case, 8 week courses)

Step 2: Find the incorrect values in the DB
            a) Log into phpPgAdmin4 at:.https://soarapp.ctcd.org/phpPgAdmin4/index.php
            b) Click on Soar in the left side navigation tree
            c) Log into Soar Database
            d) Click on srn_mst
            e) Click on public
            f) Click on tables
            g) Click on Schedule table
            h) Click Select
            i) Place the start date of the course in the course_begin_date field, in format (2006-11-20 00:00:00).
            j)  Place check mark in select all fields
            k) Click Submit
            l) Click the top of the course_end_date field and identify any incorrect date in the field

Step 3: Update the incorrect values in the DB
            a) To the right of any field identified with an incorrect date, Click Edit
            b) Replace the date with the one recorded in Step 1-d
            c) Click Submit

Step 4: Find the incorrect values in the DB
            a) Open our schedule to the date just updated
            b) Ensure only a single date appears for end date of each set of courses
            c) Repeat all steps for additional start dates
            d) Log out of phpPgAdmin when completed with updates

 

Turn on DB access for phpPgAdmin

  1. Open the soarapp server with inaccessible database, in Putty(ssh)
  2. Login as root
  3. Type: su – postgres
  4. Press Enter key
  5. If asks for password place it
  6. Press Enter key
  7. Type: ./autossh.serverstring
         7a) testing.online.ctcd.edu
         7b) online.ctcd.edu
         7c) soarapp.ctcd.org
  8. Press Enter key
  9. Type: exit
  10. Press Enter key
  11. Type: exit
  12. Press Enter key

Run DT Fix

  1. Login to Soarapp
  2. Click (+) next to Configure
  3. Click (+) next to SIS Files
  4. Click Build DT Fix
  5. Log into soarapp (ssh / WinSCP)
  6. Navigate to the Prometheus folder
  7. Save File: USR_Student_snpsht.txt to your desktop
  8. Rename File: dtfix.txt to USR_Student_snpsht.txt
  9. Have BB run the files
  10. Delete current file: USR_Student_snpsht.txt and replace it with the file saved on your desktop

Run SRN ID Fix

  1. Login to Soarapp
  2. Click (+) next to Configure
  3. Click (+) next to SIS Files
  4. Click Build SrnID Fix
  5. Log into soarapp (ssh / WinSCP)
  6. Navigate to the Prometheus folder
  7. Save File: USR_Student_snpsht.txt to your desktop
  8. Rename File: srnidfix.txt to USR_Student_snpsht.txt
  9. Have BB run the files
  10. Delete current file: USR_Student_snpsht.txt and replace it with the file saved on your desktop


Daily Email for CD Enrollments
   1. Open soarapp
   2. Click on reports
   3. Select CD Enrollments Student Email
   4. Click OK

Build/Send CD Enrollment Report - Complete on the Monday of each new start date
   1. Open soarapp
   2. Click on reports
   3. Select CD Enrollments Report
   4. Select start date
   5. Click Submit
 
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