Creating a Mock Run Control ID to Place in Blank 3C Engine Fields

Purpose: Use this document as a reference on how to manage/mitigate ISIR JobSet failures by using a mock Run Control ID in place of blank 3C Engine fields.

Audience: Financial Aid Staff responsible for managing/maintaining the ISIR JobSet

Background: All 33 colleges use the same FA 3C Security Groups (FASU, FAVU and FAVO) to assign onto their FA Checklists, Comments, Event Definitions and Communication Categories.

Issue: When there is a blank 3CENGINE field, PS goes through a SQL looking at the users’ 3C Security Groups and lists every institution per Event Definition, Communication Category, Checklist Item Function, etc. When a user is assigned all three FA 3C Security Group or a combination of one FA 3C Security Group and another area’s 3C Security Group (i.e. SFCO, ENRL, ADMA, etc.), the SQL goes to an error that states the process exceeded the maximum number of expressions allowable in a list.

An image of the Message Log with Message Text for SQL error highlighted in yellow

Up until now, if the user’s 3C Security Group was limited to having just FASU or FAVU and no other 3C Security Group assigned, the SQL would run to success without erroring.

As of Thursday afternoon (July 25th 2024) there is too much FA 3Cs data that even those with only FASU or FAVU are running into the SQL error.

A ticket was submitted to Oracle earlier this year on this issue and they have logged it as a defect with no estimated time for resolution.

Current Solution: Fill in each empty 3CENGINE field with a mock Run Control ID.

Note: With this new solution, the ISIR Jobset user can return to having other area’s 3C Security Group (i.e. SFCO, ENRL, ADMA, etc.) assigned

Creating a Mock Run Control ID to place in blank 3C Engine fields

Create a .txt File
  1. Create a text file with simply your institution listed (i.e. WA010) and save to a place where you can easily find it. You will be loading it into ctcLink.
An image of the .txt file with WAxxx listed in the body
Creating the Mock Run Control ID

Navigation:  Campus Community > 3C Engine > Run 3C Engine

  1. Create a unique Run Control ID starting with your institution, followed with the word ‘EMPTY’ and ending with your initials (i.e. WA123_EMPTY_DE)
  2. Select the Add button.

Note: There is no need for using EY or OY for purposes of distinguishing separate even year vs odd year in the Run Control ID.

  1. In the Process 3Cs group box, the Population Selection checkbox will be selected by default.
  2. In the Event Selection group box, add the following:
    • Academic Institution: Your institution, i.e., WA280
    • Administrative Function: GEN
    • Event ID: 3CEMPTYxxx (xxx = your institution (i.e. 280)
  3. In the Selection Tool field, Select the External File drop-down option.
  4. Select the Upload File button to upload the .txt file you created.
  5. In the File Mapping Look Up Tool, select the EMPTY_3CENGINE_INST_ONLY.
  6. Select the Run button.
An image of the 3C Engine Parameters page with the Population Selection checkbox, the Academic Institution, Administrate Function, Event ID, Selection Tool - External File, Upload File button, File Mapping - EMPTY_3CENGINE_INST_ONLY and the Run button annotated in purple box
  1. At the Process Scheduler Request page, select the OK button.
  2. Note the assigned Process Instance Number and select the Process Monitor link.
  3. At the Process List tab, you may periodically select the Refresh button until the Run Status = Success and the Distribution Status = Posted.
  4. When the process is Success, Posted, select the Actions link, then select the Message Log drop-down option.
  5. Confirm the Message Log Text displays the message: “The ID '' does not exist. 3C assignment has been skipped for this ID”
An image of the Message Log page with the Message Text 'The ID does not exist . . . ' highlighted in purple
  1. Next, go to your ISIR Jobset(s) and place the new mock Run Control ID into every field where there is a blank 3C Engine field.

Look in all possible places in the ISIR JobSet for any blank 3C Engine field(s) and replace with the mock Run Control ID.  Search places including the nested JobSets: CTCFACKL, CTCFACK2, CTINTLTR, CTCHICOM, etc.

Placing the Mock Run Control ID into the ISIR JobSet Empty Fields

Navigation:  PeopleTools > Process Scheduler > Schedule JobSet Definitions

Before:

An image of the Schedule JobSet Items tab in the CTCFACKL JobSet with two purple arrows pointing to blank fields

After:

An image of the Schedule JobSet Items tab with purple highlighted fields

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