Last Updated 5/24/2021

Overview
Location
Schedule
Details
 Packages
    master
    create_files
    send_archive
    cleanup
Output File Defintions
Change Log
Troubleshooting Notes

Overview:

The packages in the DW-CovidCheq project are designed to send data to the Qualtrics directory.  It is an integration with the Qualtrics API that allows us to automatically create and updated embedded data for directory contacts in Qualtrics

The ETL has two main components.  An SSIS package that creates files for student, employees and faculty, and a package that sends those files to the Qualtrics file service for processing in  Qualtrics.

Location:

The project – DW-CovidCheq â€“ contains all the packages for this integration and lives in the ETL-BI-Integrations solution in SSIS and in the BI-Integrations folder in the SSISDB catalog.

Schedule:

The packages in this project run as part of the jobs below (full dataMarq schedule).  

ETL – BI-Integration – CovidCheq Full/Inc – Every 1 hr

Project and Package Details:

The packages in ETL – Qualtrics work with the Qualtircs API and don’t operate on our normal one package per table paradigm of other DB related loads. Instead, there are three main packages, one for loading survey data, one for loading/updating users, and one (decommissioned) for loading contact data .

Project Parameters

apiToken: The unique api Token that allows access to the Qualtrics instance and the api methods

automationId: Automations are the processes in the Qualtrics tool that load data files to the contact directory.  There is a unique automation set up to process the files produced by this project

cleanupDays: The number of days back to look back and move any files older than this to the archive folder on the BI shared drive

covidFilePath: The parent directory to store the created files on the BI shared drive - \\marqnet.mu.edu\depts\ITS\BI\covidCheq\

curlPath: The path on the appropriate server/local machine to the curl executable. Curl is a tool used to interact with web services.

dwConnStr: The connection to the approprate dataMarq data warehouse instance

fullRefresh: 1 = Full Refresh, 0 = Incremental

gpgPath: gpg is a tool that encrypts the data in the files and is compatible with Qualtrics' encryption. Once files are created by SSIS they are encrypted using a gpg key and then sent to Qualtrics. This encryption is to secure HIPAA data contained in the files.  Qualtrics has the gpg key and the tool decodes the file so only encrypted files are sent

gpgRecipient: A name for the key holder to encrypt it with the appropriate encryption

refreshDays: How many days to look back to pull data for incremental refreshes

Packages

MASTER

Overview

This is the master orchestration package.

Package Parameters

None

Package Variables

None

Package Flow

1. Run create_files package
2. Run send_archive package
3. Run cleanup package

CREATE_FILES

Overview

This package creates the files are are sent to Qualtrics.  

Package Parameters

None

Package Variables

fileDate: A date set a run time to tag on to the file name to indicate when the file was created

fileName: This package creates three separate files to speed up processing, an Undergrad file (ugrd_), a Grad file (grad_), a visitors file (vis_), and an employee file (emp_).  This variable sets the prefix for the file name.

fileTimestamp: A timestamp to tag on to the file name to indicate when the file was created

list: Each file is created using a list variable (ugrd, grad, vis, emp). These lists are stored in an XML file

listId: The unique ID in the XML file for each list/file to be created

selectStatement: The select statement for that generates the data for the file.  It is essentially a select statement from the table ops.d_covidcheq_list.

sqlStatement: The full sql statement to be passed to the db source task

whereRefresh: The where clause to be added to the where statement when an incremental job is run.  
@[$Project::fullRefresh] == 1 ? "" : " AND DATEDIFF(HOUR,sys_updated,getdate()) < " +  @[$Project::refreshDays]

whereStatement: The where clause to be added to the sql statement. 
@[User::whereRefresh] + " " +  @[User::whereUsers]

whereUsers: The where clause to be added to the where statement to indicate which users to populate for a given file
@[User::whereRefresh] + " " +  @[User::whereUsers]

 

XML Lists Example

<Lists>
   <List>
     <Id>1</Id>
      <Name>ugrd</Name>
   </List>
   <List>
      <Id>2</Id>
      <Name>grad</Name>
   </List>
</Lists>

Package Flow

1. Execute the Covid Cheq lists proc - ops.sp_d_covidcheq_list - to get the latest data in the ops.d_covidcheq_list table
2. Set the fileDate and the fileTimeStamp variables
3. Loop through the lists XML to get the name of each list/file to create
   1. Execute the Query to populate date for the file using the dynamic sqlStatement variable
   2. Output the file to the file path
4. Rename the file using the the name variables that were created so the creation time is clear and unique

Package Snapshots

SEND_ARCHIVE

Overview

This package enrypts and sends the files that are created in the create_files packages to Qualtrics file service for processing by the automated job to populated the contact directory

Package Parameters

None

Package Variables

fileName: the file path to be send to Qualtrics, determined by the file loop of the covidFilePath project parameter 

Package Flow

1. Loop through the covidFilePath directory
2. Encrypt the file
   "--yes --recipient \"" +  @[$Project::gpgRecipient]  + "\" --output \"" + @[$Project::covidFilePath] + @[User::fileName] + ".gpg\"  --encrypt \"" + @[$Project::covidFilePath] + @[User::fileName] + ".txt\""
3. Send the file to Qualtrics
   Executes a curl statement to send the files to the Qualtrics web service. 
   "/C move " + @[$Project::covidFilePath]  + @[User::fileName]  + ".gpg " +   @[$Project::covidFilePath]  + "archive\\" + @[User::fileName]  + ".gpg"
4. Archive GPG File
   Moves the sent file to the archive folder
5. Delete TXT file
   Deletes the original txt file so that the unecrypted data is not saved on the server

Package Snapshots

 

CLEANUP

Overview

This package has one execute process task that runs a powershell command to delete files that are older than the cleanupDays parameter.

The command that is run is an expression:

"Get-ChildItem –Path \"" + @[$Project::covidFilePath] + "archive\"  -Recurse | Where-Object {($_.LastWriteTime -lt (Get-Date).AddDays("+ @[$Project::cleanupDays] + "))} |  Remove-Item"

 

File Definitions

Field	Type	Length
userid	wstr	100
status_code	wstr	25
status	wstr	75
faculty_ind	wstr	1
staff_ind	wstr	1
student_ind	wstr	1
person_type	wstr	25
employment_category	wstr	30
college_org_code	wstr	10
college	wstr	50
vp_code	wstr	5
vp_area	wstr	80
job_title	wstr	150
primary_position_title	wstr	100
primary_supervisor_muid	wstr	150
primary_supervisor_name	wstr	240
dept_chair_muid	wstr	150
dept_chair_name	wstr	240
chair_job_title	wstr	150
chair_position_title	wstr	100
next_up_supervisor_muid	wstr	150
next_up_supervisor_name	wstr	240
location_code	wstr	60
office_location	wstr	45
office_number	wstr	45
office_building	wstr	60
student_level_code	wstr	4
student_level	wstr	15
acad_load_code	wstr	1
degree_seeking_ind	str	1
acad_career_code	wstr	5
acad_prog_code	wstr	5
primary_acad_plan	wstr	10
acad_plans	wstr	150
res_hall_code	wstr	1
res_hall	wstr	30
acad_career_rep	wstr	50
acad_career_sh	wstr	50
muid	wstr	11
first_name	wstr	150
email	wstr	240
cell_phone	wstr	30
pref_phone	wstr	30
trace_ind	wstr	1
local_street_address	wstr	450
local_city	wstr	100
local_state_code	wstr	10
local_postal_code	wstr	25
last_name	wstr	150
student_employee_ind	wstr	1
tenured_ind	wstr	1
first_gen_ind	wstr	1
visitor_ind	wstr	1
gender	wstr	50
race_ethnicity	wstr	50
ed_dsc_exclude	wstr	1
delinquent_ind	str	1
primary_hr_dept_code	wstr	10
primary_hr_dept	wstr	50
primary_acad_dept_code	wstr	25
primary_acad_dept	wstr	100
externalreference	wstr	11
ED_DSC_OPT_OUT	wstr	1
full_time_ind	wstr	1
primary_instructor_ind	wstr	1
currently_attending_ind	wstr	1
athletics_ind	wstr	1
sport_code	wstr	5
sport	wstr	25
degree_type	wstr	100
campus_housing_ind	str	1
attribute1	wstr	150
attribute2	wstr	150
attribute3	wstr	150
attribute4	wstr	150
attribute5	wstr	150
WEEKEND_OPT_IN	wstr	1
online_only_ind	wstr	1
quarantine_status	wstr	50
last_90_days_ind	str	1
attribute6	wstr	150
attribute7	wstr	150
attribute8	wstr	150
attribute9	wstr	150
attribute10	wstr	150
hall_director_email	wstr	240
current_surveillance_ind	wstr	1
surveillance_appt_ind	wstr	1
surveillance_test_ind	wstr	1
surveillance_delinquent_ind	wstr	1
attribute11	wstr	150
attribute12	wstr	150
attribute13	wstr	150
attribute14	wstr	150
attribute15	wstr	150

Change Log:

Date	Developer	Change Record
5/24/2021	N/A	Initial Documentation

Troubleshooting Notes:

1. Occasional Failures Due to Qualtrics API

   Calls to the Qualtrics web service will occasionally fail. This is not due to a problem with the code, but a limiting of calls as we are running these quite frequently. The only issue would be if the job fails repeatedly.  This has not happened with the stage load, only with the downstream procs

2. Changes to old data in a survey (old would be more than the 2 days we refresh)

   This mostly happens with the contact tracing survey where the Medical Clinic enters in a close contact – or someone enters a self disclosure – and then finds out it shouldn’t have been. When this happens within two days of the response it is not a problem as the incremental refresh picks up the last two days and will alter the response. If it is older than two days the remedy is to DELETE the staging row with the bad response. This is preferrable to running the survey load job with different start/end dates which can be