0.006/15/96 DIANE LIVELY 1.0 INTRODUCTION ------------ THE MASS MAILING SUBSYSTEM WAS DESIGNED TO PROVIDE COLLEGES WITH THE CAPABILITY OF GROUPING INDIVIDUALS OR ORGANIZATIONS TOGETHER SO THAT LABELS OR NAME-AND-ADDRESS LISTINGS CAN BE SELECTIVELY GENERATED. IT ALLOWS NAMES AND ADDRESSES TO BE MAINTAINED BY GROUPS AND SUBGROUPS. EACH INDIVIDUAL RECORD IS ASSIGNED A GROUP CODE, A SEQUENCE NUMBER, AND POSSIBLY ONE OR MORE SUBGROUP CODES. 2.0 SYSTEM NARRATIVE ---------------- THERE ARE TWO ONLINE PROGRAMS USED TO ADD, DELETE, AND UPDATE MASS MAIL DATA. MAS020 IS USED TO MAINTAIN THE GROUP DATA, WHICH CONSISTS OF A NUMERIC CODE, GROUP NAME, DEPARTMENT, AND LAST- ACCESSED DATE. MAS030 IS USED IS MAINTAIN THE DETAIL DATA, WHICH CONSISTS OF A SEQUENCE NUMBER, A MAILING ADDRESS (NAME, JOB TITLE, ADDRESS, CITY AND STATE, AND ZIP CODE), AND SUBGROUP CODES. DETAIL SEGMENTS CANNOT BE INSERTED PRIOR TO INSERTING THE GROUP SEGMENT. A GROUP SEGMENT CANNOT BE DELETED IF IT IS A PARENT TO DETAIL SEGMENTS. MAS520 PRODUCES A LIST OF THE MASS-MAIL GROUPS ON THE MASS MAIL DATABASE. ONCE THE MASS MAIL DATA IS ENTERED, LABELS AND/OR A REPORT CAN BE PRODUCED USING MAS350. MAS530 IS AN EDIT PROCEDURE THAT WILL PRODUCE A REPORT OF POSSIBLE DUPLICATES WITHIN PARTICULAR GROUPS AND/OR SUBGROUPS. THIS EDIT PROCEDURE SHOULD BE RUN USING THE SAME GROUPS AND/OR SUBGROUPS REQUESTED FOR MAS350 AND DISTRI- BUTED ALONG WITH THE MAS350 OUTPUT. THE LAST-ACCESSED DATE IN THE GROUP SEGMENT SHOULD BE UPDATED AFTER MAS350 IS RUN BY RUNNING THE UPDATE PROGRAM, MAS300. * 3.0 DATA BASE DESIGN ---------------- M A S S M A I L D A T A B A S E --------------- ] GROUP ] ] SEGMENT ] --------------- ] --------------- ] DETAIL ] ] SEGMENT ] --------------- 3.1 MASS MAIL GROUP (MASGROUP) GROUP-CODE PIC X(4) (KEY) GROUP-NAME PIC X(78). GROUP-DEPT PIC X(20). DATE-LAST-ACCESS. LAST-ACCESS-YEAR PIC X(2). LAST-ACCESS-MONTH PIC X(2). 3.2 MASS MAIL DETAIL (MASDETAL) SEQUENCE-NO PIC X(5). (KEY) NAME PIX X(33). MASDETAL-DBD-FILLER-1 PIC X. JOB-TITLE PIC X(33). MASDETAL-DBD-FILLER-2 PIC X. STREET PIC X(33). MASDETAL-DBD-FILLER-3 PIC X. CITY PIC X(22). ZIPCODE PIC X(9). LAST-UPDATE. LAST-UPDATE-MO PIC XX. LAST-UPDATE-DAY PIC XX. LAST-UPDATE-YR PIC XX. SUBGROUP-CODES. SUBGROUP-CODE OCCURS 6 TIMES PIC X(2). MASDETAL-DBD-FILLER-4 PIC X(14). * 4.0 PROGRAMS SUMMARIES ------------------ 4.1 MAS020 - MASS MAILING GROUP CODE MASTER UPDATE THIS PROGRAM IS USED TO ADD, UPDATE, OR DELETE THE MASTER RECORDS, WHICH IDENTIFY A GROUP. 4.2 MAS030 - MASS MAILING GROUP DETAIL UPDATE THIS PROGRAM IS USED TO INPUT, UPDATE, OR DELETE THE DETAIL RECORDS (NAMES, ADDRESSES, AND SUBGROUP CODES). 4.3 MAS300 - UPDATE MASS MAIL ACCESS DATE THIS PROGRAM UPDATES THE LAST-ACCESS DATE IN THE GROUP SEGMENT. IT READS THE SIS WORK DATA BASE FOR RECORDS WRITTEN BY MAS350 TO RECORD THE DATE A GROUP WAS ACCESSED. AFTER THE DATE IS UPDATED, THE SIS WORK DATA BASE RECORDS ARE DELETED. 4.4 MAS350 - MASS MAILING LABELS AND REPORT THIS PROGRAM PRINTS MAILING LABELS AND MASS MAILING REPORTS FOR SPECIFIED GROUPS AND/OR SUBGROUPS. FOR EACH COLLECTION OF GROUPS AND/OR SUBGROUPS TO BE PRINTED AND SORTED TOGETHER, THE USER MUST ASSIGN A REQUEST NUMBER. THERE ARE THREE SORT OPTIONS. REG742S IS CALLED TO PRINT LABELS. A RECORD IS WRITTEN TO THE SIS WORK DATA BASE TO RECORD THE ACCESS DATE OF EACH GROUP SELECTED. 4.5 MAS520 - MASS MAIL GROUP REFERENCE LIST THIS PROGRAM PRINTS THE MASS MAIL GROUP SEGMENTS. IT SHOWS THE GROUP CODE, GROUP NAME, DEPARTMENT, TOTAL NUMBER OF DETAIL RECORDS, AND LAST-ACCESSED DATE. 4.6 MAS530 - MASS MAIL DUPLICATE EDIT THIS PROGRAM COMPARES ENTRIES WITHIN PARTICULAR GROUPS AND/OR SUBGROUPS ON THE MASS MAIL DATABASE AND IDENTIFIES POSSIBLE DUPLICATES. THE REPORT SHOULD BE REVIEWED AND VALID DUPLICATE LABELS REMOVED PRIOR TO MAILING. 5.0 CHANGE HISTORY -------------- 5.1 VERSION : (INITIAL RELEASE) CHANGE DATE : PROGRAMMER : DIANE LIVELY, JSRCC PROGRAM CHANGE REQUEST NO: DESCRIPTION OF CHANGE : 5.2 VERSION : V3.13 CHANGE DATE : 06-28-88 PROGRAMMER : LORI J. HAUGEN, TNCC PROGRAM CHANGE REQUEST NO: N/A DESCRIPTION OF CHANGE : ADDED REFERENCE TO NEW PROGRAM MAS530, DUPLICATE EDIT. 5.3 VERSION : V4.15 CHANGE DATE : 08/16/90 PROGRAMMER : EUGENE WALLO PROGRAM CHANGE REQUEST NO: 00003097 DESCRIPTION OF CHANGE : -CHANGED THE DOCUMENTATION TO SPECIFY THAT THERE IS A DBD FILLER FIELD AT THE END OF THE MASDETAL SEGMENT. -CHANGED THE DOCUMENTATION TO REFLECT THE SUBGROUP CODE FIELDS THAT WERE ADDED TO THE MASDETAL SEGMENT IN V4.03. -CHANGED THE DOCUMENTATION TO REFLECT THE CHANGE TO THE MASDETAL SEGMENT IN V4.10, IN WHICH THE TITLE FIELD WAS RENAMED TO "JOB-TITLE". PROGRAM CHANGE REQUEST NO: 00006016 DESCRIPTION OF CHANGE : -CHANGED THE DOCUMENTATION TO REFLECT THE CHANGE TO THE MASDETAL SEGMENT IN V4.15, IN WHICH THE LENGTHS OF THE NAME, JOB-TITLE, AND STREET FIELDS WERE REDUCED FROM 34 BYTES TO 33 BYTES AND THREE DBD FILLER FIELDS WERE ADDED TO THE SEGMENT. 5.3 VERSION : V6.04 CHANGE DATE : 06/15/96 PROGRAMMER : DIANE LIVELY PROGRAM CHANGE REQUEST NO: 00013881 DESCRIPTION OF CHANGE : CHANGED ALL REFERENCES FROM 'MAS500' TO 'MAS350', WHICH REPLACED IT.