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Aston:Vision Training Programme
SITS Useful Tips & Shortcuts
Creation Date:
26 January 2015
Created By:
Richard Block
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Version History
Version No.
1.0
2.0
3.0
4.0
Release Date
10.4.06
25.2.11
5 April 11
26/01/2015
Released By
Joy Atkins
Joy Atkins
Joy Atkins
Richard Block
Description of Changes
Final Version
Revised Version
Revised Version
Revised Version
Purpose of Document
This training guide will cover the following topics:







Retrieving records
Use of conditions to restrict retrieval
Use of gold star
Typing search strings in a field
Retrieval Templates
Manipulation
Goto
Quick Analysis
Cross reference analysis
Quick Analysis Template
Sorting records
Dropping records
Drilling
Exporting including the “&G” facility and other field formatting.
Useful screens and tables
Intended Audience for this Document
This document is intended for:

All SITS users at Aston University.
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Table of Contents
Version History ......................................................................................................................................... 2
Purpose of Document ............................................................................................................................... 2
Intended Audience for this Document ...................................................................................................... 2
1.
DATA RETRIEVAL PROFILES ................................................................................................... 4
1.1
2.
RETRIEVAL TEMPLATES .............................................................................................. 5
MANIPULATION…………………………………………………………………………………………5
2.1
2.2
GOTO……………………………………………………………………………………………7
2.1.1
FIELD VALUE…………………………………………………………………………8
2.1.2
RECORD NUMBER…………………………………………………………………..9
QUICK ANALYSIS……………………………………………………………………………..9
2.2.1
MATHEMATICAL ANALYSIS……………………………………………………….9
2.2.2
CROSS REFERENCING…………………………………………………………….11
2.2.3
QUICK ANALYSIS TEMPLATE........................................................................12
3.
SORTING....................................................................................................................................13
4.
DROP/KEEP……………………………………………………………………………………………...14
5.
DRILLING……………………………………………………………………………...........................15
6.
EXPORTING……………………………………………………………………………………………...15
7.
NAVIGATING BETWEEN STU, SPR, SCE…………………………………………………………...17
8
SEARCHING FOR SCREENS AND TABLES………………………………………………….........18
9.
USEFUL SCREENS……………………………………………………………………………………..19
Appendix 1 – Field formatting within an Export and Quick Analysis…………………………………………21
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1.
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DATA RETRIEVAL PROFILES
Data maintenance screens enable the user to search for and retrieve records. Records may be
retrieved for viewing, printing, or editing purposes.
To retrieve a specific record enter the unique code (often the primary key), for example, the student
number on the screen you are working with i.e. SPR or ACD.
To retrieve a group of records define a search pattern with the specific requirement, such as all students
on a chosen programme. The records that match the specified search pattern are then retrieved.
Search patterns are defined by entering values into one or more fields.
A very useful feature of the system is being able to define search “strings” using special characters
known as wildcards and Boolean operators. For example, it is possible to retrieve all student records
where the programme code starts with “U” by using “U” followed by a wildcard.
Wildcards and Boolean operators are entered by pressing the <GOLD> key followed by the character.
Alternatively, the Insert Wildcard function on the Edit menu or the right-click pop-up (shown below)
allows users to select and insert a wildcard or Boolean operator from the list. These wildcards and
Boolean operators are shown on the screen as either an inverse character (for example, “*”) or as a
bullet followed by the character (for example, “·*”). The way the operator is shown does not affect its
function.

The following are Wildcards:
·* The asterisk means search for any characters. If you define U·* in say the primary key field the
system will retrieve all those records whose code begins with U irrespective of how many characters or
what characters follow on.
·? The question mark is used if the records you require have a field of a specific length. U·?·?·?·?·? in
say the primary key field will retrieve all those records whose code begins with U followed by another 5
characters.
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The following are Boolean Operators:
·|
Means OR, thus allowing two different search strings in the same field, for example, ·<D·|·>·=S
will search for records beginning with letters less than D and greater than or equal to S (but not
including D through R).
·&
Means AND, thus allowing two different search strings in the same field, for example,
·>·=D·&·<H will retrieve all records which begin with a letter greater than or equal to D and less than
H, i.e. D,E,F,G.
·!
Not, for example, ·!DRIP1 will retrieve all records that do not use the code DRIP1.
·=
Equal to, for example, ·=DRIP1 will retrieve all records using the code DRIP1 only. However,
entering “·=” will retrieve all records where the field value is blank.
·!·= Not equal to, for example, ·!·=DRIP1 will retrieve all records that do not use the code DRIP1
(this would retrieve identical results to the ·! option).
·>
Looks for records greater than a certain value. ·>D will retrieve all records beginning with D
and above, but excluding ‘D’ itself.
·>·= Looks for records greater than or equal to a certain value. ·>·=D will retrieve all records
beginning with D and above, including ‘D’ itself.
·<
C.
Looks for records less than a certain value ·<D will retrieve all records beginning with A, B, or
·<·= Looks for records less than or equal to a certain value ·<·=D will retrieve all records beginning
with A, B, or C, and ‘D’ itself.
·;
Means OR and works in the same way as ·|.
Leaving a field blank in a search pattern will cause the system to retrieve all the records with any
value in that field. Entering a <GOLD> asterisk in a field will retrieve all records with a value in that
field (i.e. not blank).
Searching for blank fields can help in the maintenance of data, for example, to identify data missing
from compulsory HESA fields.
1.1
RETRIEVAL TEMPLATES
Another profiling function which is available to users is: “Create retrieve template” and “Load retrieve
template” options are included on the Misc drop down list of any entity (SITS screen).
Enter values in the appropriate fields on the screen and select “Create retrieve template” from the Misc drop
down menu.
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Selecting the “Create retrieve template” option from the drop down list, the Template Creation screen
(MEN_RET1) will pop up. It allows Short name, Name and Description fields to be entered and when you
click on “Store” a Retrieve Template (RET) record is created. Note: All other fields on RET are system
defined and the RET is private to yourself by default.
Selecting the “Load retrieve template” option from the Misc drop down list, the Template Selection screen
(MEN_RET2) will pop up. A list of available screen template type of Retrieve Template (RET) records will be
displayed on the screen. To select a template, either double clicking on it or single clicking on it and then
clicking on the “Apply” button. It will then load the template on the current SITS screen allowing you to either
amend the values or retrieve records.
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2.
MANIPULATION
2.1
GOTO
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The table below illustrates the options available from the Goto Menu bar, which allows the user to move
between retrieved records. These options are only available if more than one record is retrieved.
Option
Purpose
Quick Method
Field Value
Go to a value in a field on the record in the retrieved list. For further
information see below.
Rec number
Go to a specific record in the retrieved list. For further information see
below.
Next rec
Go to the next record in the retrieved list.
Page Down
Prev rec
Go to the previous record in the retrieved list.
Page Up
First rec
Go to the first record in the retrieved list.
CTRL + Page
Up
GOLD + Page
Up
Last rec
Go to the last record in the retrieved list.
CTRL + Page
Down
GOLD + Page
Down
Down screen
Go to the record at the bottom of the screen. Useful for a list of simple
records that have been retrieved.
ALT + Page
Down
Up screen
Go to the record at the top of the screen. Useful for a list of simple
records that have been retrieved.
ALT + Page Up
In Windows it is also possible to move between retrieved records using the scroll bar.
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2.1.1
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FIELD VALUE
The Field Value function is intended to allow the user to find a particular record within a list of retrieved
records without re-retrieving a record. It is especially useful in that it allows the searching of non-editable
and variable length fields, such as notes fields, that cannot be achieved through normal retrievals.
In order to use this facility the cursor should be placed in the field in which the search is required. Then
select Field Value on the Goto Menu bar. Once the menu option has been selected the selection criteria
screen below is displayed:
The Field name will be completed with the field name of the field in which the cursor is placed. A selection
list of available fields is displayed by pressing <DETAIL> in the field name field.
The Search for field will initially contain ‘Blank’ to indicate a search for a blank field. However, this can be
changed to the search text. It should be noted:

·
Wildcards are not supported.

·
If the search text is in lowercase, the search is case insensitive. Uppercase characters will
only be matched to uppercase.
The condition button will initially be set to “include” which will make the search scan for a record including
the search text. The condition can be changed by selecting “exclude” from the drop-down list, which will
make the search scan for a record that does not contain the search text. This may be regarded as being
similar to performing a retrieve with “*TEXT*” or “!=*TEXT*” respectively.
There is no limit to the number of conditions that can be applied to the Goto function, but it should be
remembered that all conditions need to be satisfied for a record to be found (or counted). There should be a
logical AND between each specified condition. There is no support for the OR condition.
A blank field condition is changed to the text ‘Blank’ but this does have a side effect in that it makes it
impossible to search for the string ‘Blank’.
Once the condition has been specified, then an option button at the bottom of the screen can be selected:

·
Cancel
quits the Goto function and returns to the previous screen.

·
Clear
clears the ‘Field Name’ and ‘Search For’ fields.

·
Forward
finds the first record from this point that matches the criteria.

·
Backwards performs as Forward, except that it searches records in the other direction.

·
Count
counts all records in the hit list that match the criteria specified.
If a record is found in either forward or backward mode then that record will become the current record.
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2.1.2
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RECORD NUMBER
The Record Number function is intended to allow the user to move to a particular record number within a list
of retrieved records.
In order to use this facility select Record Number on the Goto Menu bar. Once the menu option has been
selected the selection criteria screen below is displayed:
The Record number will be completed with the record number of the occurrence selected. This can be
amended to the required occurrence by using the arrow buttons. The
occurrence and the
button moves to the last occurrence.
button moves to the first
Pressing the “OK” button will take the user to the specified record within a list of retrieved records. The
“Cancel” button quits the Goto function and returns to the previous screen.
2.2
QUICK ANALYSIS
Quick Analysis allows the user to perform:


Basic mathematical analysis of the values in a field.
Cross referencing of values in two fields (performing either count or sum functions). The analysis
can then be exported for further use.
The facility is selected from the Misc Menu bar option in any table (subject to user access rights). This is
only available if more than one record is retrieved.
2.2.1
MATHEMATICAL ANALYSIS
The basic mathematical analyses performed are as follows:
Minimum value in the field.
Maximum value in the field.
Total value of the fields.
Average of the values in the field
Median (middle) value.
Mode (most common) value.
A list of the values and a count of each type of value in both actual and percentage values.
The steps are:



Retrieve a set of records on any high level screen.
Move the cursor to the field on which the analysis is required.
Select Quick Analysis from the Misc menu bar option.
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
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Choose the “Mathematical analysis” option.
Retrieved records can be dropped during the processing by ticking the discard box.
Press <ACCEPT> or click on the “OK” button. The analysis may take a few minutes to process
a large number of records.
When the analysis is complete a new screen will be displayed as follows:
The left hand side of this screen shows the total number of records processed, the number of unique values,
the minimum, maximum, total and average values.
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The centre of the screen shows a list of each unique value found, with a record count and percentage. By
default, these are sorted into “value” order; however, the buttons above the columns allow the analysis to be
sorted by value, or count. Press <DETAIL> again on the button to reverse the sort order, i.e. to switch
between ascending and descending order.
The analysis data can be exported by pressing <DETAIL> on the export button. The new screen allows the
export format to be specified. Data export formats are defined in the Data Exchange Format (DEF) table.
The filename, optionally including full path, is then specified. To select a directory press <DETAIL> on the
filename field, or on the button after the filename field.
Export from Quick Analysis can run an operating system command (for example, Excel) based on the “Data
Exchange Format” (DEF) in the same way as in data Export. The Quick Analysis export screen also defaults
to the same “Data Exchange Format” (DEF) as in import / export by using the system parameter (SYP)
“MEN_YDE_001”.
2.2.2
CROSS REFERENCING
A cross reference allows the user to produce a cross tabulation, showing all the values held in two fields.
The first steps are the same as for the “Mathematical Analysis”:







Retrieve a set of records on any high level screen.
Move the cursor to the field on which the analysis is required. These values will be displayed
across the table.
Select Quick Analysis from the Misc menu bar option.
Choose the preferred “Cross reference analysis” option.
The user will then be prompted for the second field name. A list of valid fields can be obtained
by pressing <DETAIL> on the field name. These will be displayed down the table.
Retrieved records can be dropped during the processing by ticking the discard box.
Press <ACCEPT> or click on the “OK” button. The analysis may take a few minutes to process
a large number of records, especially if there are many different values.
When the analysis is complete, the screen below will be displayed showing the results of the analysis. In the
example, an analysis was done between the Gender and Title fields on the Student (STU) screen:
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NOTE:



The user may not be able to see all the results on screen, this will depend upon the number of
codes being analysed and cross referenced. However, the full data can be exported.
The more records used, and the greater the number of unique values being analysed, the longer
the analysis takes.
Quick analysis can be performed on fields in other screens that can be reached using an “&G”
(get field value). For example in SPR, analysis of STU Nationality field (STU_NATC.STU.SRS) is
performed by selecting the STU code within SPR and ‘getting’ the Nationality field in STU using
the following field code: SPR_STUC.SPR&GSTU_NATC.STU.SRS. A further &G can be used to
get the Nationality name. For further information please refer to Appendix 1.
The analysis data can be exported by pressing <DETAIL> on the export button. This brings up a screen as
described above for the mathematical analysis.
2.2.3
QUICK ANALYSIS TEMPLATE
“Create quick analysis template” and “Load quick analysis template” options are included on the Misc menu
bar when accessed via the Advanced Quick Analysis – Selection screen. These two options can be used to
store complex quick analysis settings. They can also be easily re-used in future sessions.
Enter the field codes as detailed in Section 2.2 above and select the “Create quick analysis template”.
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Selecting the “Create quick analysis template” option from the drop down list, the Template Creation screen
(MEN_RET1) will pop up. It allows Short name, Name and Description fields to be entered. Once at least
one of the fields has been entered, clicking on the “Store” button, a quick analysis type of Retrieve Template
(RET) record will be created. Note: All other fields on RET are system defined.
Selecting the “Load quick analysis template” option from the drop down list, the Template Selection screen
(MEN_RET2) will pop up. A list of available quick analysis type of Retrieve Template (RET) records will also
be displayed on the screen. To select a template, either double clicking on it or single clicking on it and then
clicking on the “Apply” button. It will then load the template on the Advanced Quick Analysis – Selection
screen. Once loaded it will be populated with the template values ready for use.
3.
SORTING
The Sort facility is selected from the Misc Menu bar and allows the user to perform a sort on the retrieved
records in either ascending or descending order. This is only available if more than one record is retrieved.
By default the sort field will be defined by the field in which the cursor is positioned. However, any of the
other fields available on the current screen can be selected for sorting by using the drop down selection list.
It is possible to sort by up to three fields at once by specifying different sort fields, selected from the drop
down list. Each sort field can be sorted into either ascending or descending order.
The example below shows how to sort retrieved student records into Course code order:
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Press <ACCEPT> or click on the “OK” button to perform the sort. A message is displayed informing the user
that the sort is complete.
Warning – this may take a while if a large number of records are being sorted, as each record must be
retrieved into memory before the sort can be performed.
4.
DROP/KEEP
This facility is selected from the Misc Menu bar option in any table. Having retrieved a number of records it
is sometimes necessary to discard (or “drop”) one or more records from the current retrieved list of records,
or “hit-list”. This is only available if more than one record is retrieved.
Possible uses of “Drop” include:






Creating a more complex retrieve profile than is normally possible, by the use of retrieve and drop.
Allowing a kind of retrieve profile on “notes” field (where profiling is not possible).
Searching for information in any field on the screen (for example, a field not held in the database).
Searching for information held in any field on screen (for example, a field in a related table).
Discard records already processed. For example, having updated and stored 10 records, they could be dropped,
before updating the next 10 records.
Discard records already processed. For example, having printed a standard letter to the first 50 records, these
could then be “dropped”, and the next 50 processed.
NOTE: “Dropping” records from the retrieved “hit-list” does not delete them from the database!
The first option on the “Drop” screen allows the user to specify whether they wish to “Drop” the selected
record, or records, or to “Keep” the selected record or records, and drop all the other records.
The second radio group on the “Drop” screen allows the user to specify how they wish to select the records:

Drop or keep the current record (default action).

Drop or keep a range of records – this then prompts for the range of records (see below).
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
Drop or keep by a selection “value” (see above) – this then prompts for a:


Value to search for – this performs a case sensitive search.
Search single field (allows user to select field – defaults to current field) or all fields.
Pressing <ACCEPT> or clicking on “OK” drops (or keeps) the selected records.
Drop can be used more than once on any set of retrieved records.
5.
5.1
DRILLING
OTHER
The Other option from the Menu Bar provides access to other tables related to the current table. This menu
will vary according to the table (screen) that you are in. Some of the tables normally available under Other
are also accessible as top level menu options.
If an Other menu item is not available, it may be shown as grey. The user will not be able to select the
option for the following reasons:





No records have been retrieved.
The record has been modified but not stored.
The user does not have access to the option.
The option is not appropriate for the current record, for example, external applications are not
available when a student does not have a UCAS ID.
The form is already running, but was not accessed from the current form.
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If a form has already been accessed from the current form, then a tick may appear against the menu option
indicating that the form is running. Selecting this item on the menu bar will then reactivate the form.
DOUBLE CLICKING ON AN EMPTY FIELD
Usually by double clicking on an empty field will provide a pick-list table whereby the user is able to select
the required object.
DOUBLE CLICKING ON A POPULATED FIELD
Double clicking on a populated field that is validated by another table i.e. screen in SITS will open up that
screen and display that single record. This form of drilling is only possible on fields validated by another
table.
HELP BUTTON ON THE PANEL
By clicking on a field and then on the help button at the top of the screen (or pressing F1) will provide more
detailed information on the content of the field.
6.
EXPORTING
To export data the user should enter the screen from which they wish to capture the data, and then retrieve
those records from which they want to export information. The user should then access the File menu from
the top of the screen and select Export from the drop down menu. The screen below appears to select the
way in which the data is to be ordered or whether a template is being used. It is also possible to choose the
format of the data, for example if the user is exporting to Excel then the EXCEL format should be selected.
This screen also allows a path and filename for the data being exported to be specified.
Entering a template code will load that template. Double clicking on the empty template field will display all
previously created templates (DET records).
If the header option box is ticked then the top line of the export will contain a list of the field names included
in the file (a default value is entered however the user can change it if required).
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Once this screen has been completed, clicking on the OK button will lead to the screen below. From this
screen it is possible to select fields that are to be included in the export. The options include inverting the
selections, and re-ordering the list by using the up and down buttons, or the cut and paste facility.
Standard Export
Export using a Template
It is also possible to ‘remember’ this selection by storing the settings as a template (DET record), and
entering the name in the template field. If the export is being done using a previously defined template and
the user wants to add fields (either permanently or temporarily) that were originally omitted from the
Template it is possible to use either the Add Field button or the ‘Show all Fields’ tick box.
Each field can be further edited using the option button to the right of the field code. This option allows the
user to apply further customisation to the way the data within each field is output, known as field formatting.
The example above, an “&W”, will display the Surname field in title case rather than the upper case in which
the data is stored. For further information on field formatting, including the ability to bring in fields from other
screens, please refer to Appendix 1.
If a template is created for the export it is possible to further edit the fields and add formatting to them at a
later date using the Data Exchange Template (DET) screen and Data Exchange Template List (DEL)
records associated hanging off each DET record. Once the export process has begun the user will not be
prompted again and the file will be generated and opened.
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7.
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NAVIGATING BETWEEN STU, SPR, SCE
SCE → STU
Access the student in SCE
Select “Other” from the drop down menu
Select “Student Details”.
The above actions will give your access to the STU screen.
STU → SPR
Access the student in STU
Select “Other” from the drop down menu
Select “SPR Details”.
The above actions will give you access to the SPR screen.
SPR → STU
Access the student in SPR
Select “Other” from the drop down menu
Select “Personal”.
Select “Student Details”
The above actions will give you access to the STU screen.
8.
SEARCHING FOR SCREENS AND TABLES
Click the “Search” box in the Main Menu.
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Enter a keyword after the “Search for…”. The following window appears which details all the
different screens that have been found. Scroll down and double click on the appropriate icon to
open the screen.
9.
USEFUL SCREENS
ACD
Application Clearance & Decision Entry
Main Admissions screen for recording applicant data.
HUB
Student Look-Up
Combines STU, SCE, SPR, SCJ and RDS records on one screen. Screen is very useful
for retrieving data from the STU fields e.g, student nationalities.
MOD
Module
Details on modules, module availability and module assessment.
RAS
Re-Assessments
As SAS, but this is the point of data entry for students in re-assessment.
SAC
Student Addresses by Course
Provides details on student addresses, telephone nos. and email address by year and
degree programme.
SAP
Student Annual Progression
This will record the overall decision on a student’s annual progression e.g. proceed,
fail/repeat etc.
SCE
Student Course Enrolment
This table records the details of a student enrolling onto a course i.e. an occurrence of a
course block during a specific academic year. It also holds details about the next course,
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block and occurrence onto which a student is to be enrolled. Fees and progression data are
recorded. External and internal reporting data relating to the student on a specific course
are also recorded.
SCET
Student Course Block Enrolment
As SCE but is a different format.
SCE1
Student Course Enrolment List
This table provides direct access in list form to students enrolled on a course. Only the key
parts of the record are displayed here. Useful for class lists.
SDC
Student Detail by Course
This is basically the STU screen but it allows you to retrieve data by course
SMO
Student Module Taking
Record details on the modules a student is taking for the current year
SMR
Student Module Result Status
This provides data on the overall module result.
To access this information, enter SUN, year, period and module code and then retrieve.
This will display actual and agreed marks for the module, as well as showing whether
module was passed or failed. If you select Assessment Status from “Other” in the drop
down menu this will detail element marks of a module.
STUS
Full Student Details Supervisor
This supervisor table defines the characteristics and details of a student. The record is
intended for use throughout a student's career from enquirer to applicant to student.
SPR
Student Programme Route
Details of students on degree programmes, personal tutor data, modules attached to a
student and module results etc.
To access modules that a particular student is taking, select Other from the drop down
menu, and then select Module.
STU
Full Student Details
This table primarily details personal information on a student. e.g. home and term-time
addresses, qualifications, DoB etc. To access details on the degree programme that the
student is taking, select Other from the drop down menu, and then select CAMS SPR
details.
This table can also be used to record student absences, e.g. illness, etc. via Other and
Absences.
QSV
Quick Student View
This table combines STU and SPR.
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APPENDIX 1 – Field Formatting
Where a user wishes to add a field from another screen it may be possible using the export facility.
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Retrieve the records in the normal way and export as described in Section 6.
If the user requires an additional field from another screen to be exported click on the “Add Field”
Button e.g. exporting a group of students in SCE and the H/O status field in STU.
The following screen will appear.
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
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Choose the Student code option from the drop down menu in the Export field?
Insert a suitable Heading
Insert the coding in the Export format field.
Click Apply
Click OK
Various types of field formatting can be applied to each field in an export, in addition to the use of &W (title
case) and &G (get field value) referred to previously. In the Edit Field Properties screen, clicking on the
option button to the right of “Export Format” will open up the Insert Field Format wizard which details all the
field formatting that can be used, providing some examples and allowing the user to customise the field
formatting. This can be particularly useful for building an &G however it is always recommended to have the
desired field code to hand first by going to the screen, say STU, and pressing F1 once you have clicked on
the field you wish to export.
Note that field formatting is also used within SRL syntax – please refer to the Standard Letter and
Report training guide for further information.
Field formatting, notably &G (get field value), can also be used when performing a quick analysis.
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In the example below, if the user wishes to customise the way a date is exported, selecting the &D
formatting and entering in a combination of D’s, M’s and Y’s (see example below) will change the way the
date is exported into the spreadsheet. The Field Format wizard explains the coding that is possible and
provides some examples and the effect they have on the data.
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