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Welcome to PeopleSoft Basics. About your instructor Genice Milliner Genice Milliner SES Trainer SES Trainer 15 years in documentation & training 15 years.

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Presentation on theme: "Welcome to PeopleSoft Basics. About your instructor Genice Milliner Genice Milliner SES Trainer SES Trainer 15 years in documentation & training 15 years."— Presentation transcript:

1 Welcome to PeopleSoft Basics

2 About your instructor Genice Milliner Genice Milliner SES Trainer SES Trainer 15 years in documentation & training 15 years in documentation & training 13 years working at a national student loan guarantor 13 years working at a national student loan guarantor

3 General Information This class will last about three hours This class will last about three hours We will take a break about halfway through We will take a break about halfway through Restrooms are located…. Restrooms are located….

4 Class Guidelines If you need to take a break at any other time, feel free to do so If you need to take a break at any other time, feel free to do so DO NOT HESITATE to ask questions!!! DO NOT HESITATE to ask questions!!! Parking Lot Parking Lot Have fun! Have fun!

5 Course Overview PeopleSoft HRMS/SIS Structure PeopleSoft HRMS/SIS Structure Launching SIS Launching SIS Navigating in SIS Navigating in SIS Data Entry Basics Data Entry Basics

6 Course Overview, cont. FERPA Restrictions FERPA Restrictions Service Indicators Service Indicators Masking NID & DOB Masking NID & DOB Error Messages Error Messages Navigating Online Help Navigating Online Help

7 What this course will NOT do Teach you job- specific procedures Teach you job- specific procedures Teach campus- specific policies Teach campus- specific policies Make you fluent in the SIS System Make you fluent in the SIS System

8 About this Class This class is designed to help you build a foundation for future SIS functional “hands-on” training. This class is designed to help you build a foundation for future SIS functional “hands-on” training. Understanding how to navigate, how the system is structured & how data is stored will be helpful in future functional courses. Understanding how to navigate, how the system is structured & how data is stored will be helpful in future functional courses.

9 Materials you need Course Training Guide Course Training Guide Training Database Training Database SIS Online Help SIS Online Help

10 About you Name Name Job (not your title, but what you REALLY do!) Job (not your title, but what you REALLY do!)

11 During this Class We attempt to duplicate the environment you will see when you access the “live” SIS Production environment. Please note that you may see some additional menus and pages in class that will not be present when you access the Production Database.

12 You do NOT need a SafeWord Card for this training class. You will need a SafeWord Card to access the SIS Production Environment.

13 PeopleSoft HRMS/SIS System Structure

14 HRMS/SIS System Structure University wide effort to replace the “Legacy” student administration and human resources systems. University wide effort to replace the “Legacy” student administration and human resources systems. Totally web-based environment. Totally web-based environment. All processing & saving of data takes place on remote application & database servers. All processing & saving of data takes place on remote application & database servers.

15 HRMS/SIS System Structure HRMS & SIS users access the system through separate PeopleSoft applications allowing each group to work independently yet save data to one central database. HRMS & SIS users access the system through separate PeopleSoft applications allowing each group to work independently yet save data to one central database.

16 HRMS/SIS System Structure All you need to access SIS is the Web browser Internet Explorer. All you need to access SIS is the Web browser Internet Explorer. You use typical Internet navigation tools to navigate & perform your transactions. You use typical Internet navigation tools to navigate & perform your transactions.

17 HRMS/SIS Modules

18 HRMS was implemented in December of 2002 to manage human resource information for all employees across the university. HRMS was implemented in December of 2002 to manage human resource information for all employees across the university. The system is composed of several major components. The system is composed of several major components.

19 HRMS/SIS Modules Human Resources Human Resources Benefits Benefits Payroll Payroll Electronic Documents (E-docs) Electronic Documents (E-docs) IU Information Environment (IUIE) IU Information Environment (IUIE)

20 HRMS/SIS Modules SIS is the University-wide computing environment being implemented for student administration at IU. SIS is the University-wide computing environment being implemented for student administration at IU. SIS is comprised of PeopleSoft Student Administration modules, self-service modules & the IUIE. SIS is comprised of PeopleSoft Student Administration modules, self-service modules & the IUIE.

21 HRMS/SIS Modules SIS includes the following PeopleSoft modules: SIS includes the following PeopleSoft modules: Academic Advising Academic Advising Admissions Admissions Financial Aid Financial Aid Student Financials Student Financials Student Records Student Records

22 HRMS/SIS Modules PeopleSoft SIS modules work together to address student administration functions from recruitment & registration to financial aid & student records. PeopleSoft SIS modules work together to address student administration functions from recruitment & registration to financial aid & student records.

23 HRMS/SIS Modules You can enter, store & share information in the database to better manage business functions: You can enter, store & share information in the database to better manage business functions: admissions, recruitment, financial aid admissions, recruitment, financial aid advising, “contact” management advising, “contact” management registration, records, grades, transcripts registration, records, grades, transcripts student financials (bursar) student financials (bursar)

24 HRMS/SIS Modules For a high-level view of how the modules interact, let’s look at Jane Doe. For a high-level view of how the modules interact, let’s look at Jane Doe. High school senior High school senior Wishes to attend Indiana University Wishes to attend Indiana University

25 HRMS/SIS Modules As a prospect: As a prospect: Jane’s data is entered in the Admissions module Jane’s data is entered in the Admissions module SIS assigns her a University ID SIS assigns her a University ID

26 HRMS/SIS Modules Jane decides to attend IU so she submits an application. Jane decides to attend IU so she submits an application. Once her application is accepted, she applies for financial aid through the Financial Aid Office Once her application is accepted, she applies for financial aid through the Financial Aid Office Her request is processed in the Financial Aid module using the same University ID she was originally assigned Her request is processed in the Financial Aid module using the same University ID she was originally assigned

27 HRMS/SIS Modules After Jane enrolls in her classes, she is billed by the Bursar using the Student Financials module. After Jane enrolls in her classes, she is billed by the Bursar using the Student Financials module. As Jane proceeds through her classes each semester, her academic records are updated & maintained in the Student Records module. As Jane proceeds through her classes each semester, her academic records are updated & maintained in the Student Records module.

28 HRMS/SIS Modules If Jane decides to pursue a staff or faculty position at IU, her Employee ID will be the same ID that she was originally assigned as a prospect. If Jane decides to pursue a staff or faculty position at IU, her Employee ID will be the same ID that she was originally assigned as a prospect. Her employee information will be updated & processed in the Human Resources, Benefits & Payroll modules. Her employee information will be updated & processed in the Human Resources, Benefits & Payroll modules.

29 HRMS/SIS Modules The integration of these functions & services: The integration of these functions & services: allows you access to up-to-date, accurate information allows you access to up-to-date, accurate information provides you with easy & multiple ways to access it provides you with easy & multiple ways to access it

30 HRMS/SIS Modules Campuses, schools & departments can work collaboratively to provide better service to students, faculty, staff, prospective students and parents. Campuses, schools & departments can work collaboratively to provide better service to students, faculty, staff, prospective students and parents.

31 Reporting and the IUIE

32 One component not shown in the HRMS/SIS model is the IUIE. One component not shown in the HRMS/SIS model is the IUIE. The IUIE is the decision support & reporting component for SIS (& HRMS) that will replace the legacy Information Center. The IUIE is the decision support & reporting component for SIS (& HRMS) that will replace the legacy Information Center. Reporting & analysis activity will be done in the IUIE instead of operational environments. Reporting & analysis activity will be done in the IUIE instead of operational environments.

33 Reporting and the IUIE It provides SIS users an infrastructure that processes & organizes student data gathered by PeopleSoft It provides SIS users an infrastructure that processes & organizes student data gathered by PeopleSoft It also provides tools for extraction, analysis & reporting. It also provides tools for extraction, analysis & reporting.

34 Reporting and the IUIE A point-and-click environment in which data & reports can be extracted, viewed & published A point-and-click environment in which data & reports can be extracted, viewed & published Reports can be used for audit purposes or to assist with academic & administrative decisions. Reports can be used for audit purposes or to assist with academic & administrative decisions.

35 Campus Community & Bio/Demo Data

36 PeopleSoft organizes the day-to- day data required by the university using an integrated database environment. PeopleSoft organizes the day-to- day data required by the university using an integrated database environment. Create records by entering name, address, telephone, & birthdate. Create records by entering name, address, telephone, & birthdate.

37 Campus Community & Bio/Demo Data Biographic & demographic data entered for a person is known as Bio/Demo data Biographic & demographic data entered for a person is known as Bio/Demo data Bio/Demo data is stored in a central repository called Campus Community Bio/Demo data is stored in a central repository called Campus Community

38 Campus Community & Bio/Demo Data Campus Community holds the core person & organization data shared across the database Campus Community holds the core person & organization data shared across the database These items are stored only once in the database These items are stored only once in the database Allows SIS & HRMS users to share & search Bio/Demo data helping to prevent the entry of duplicate records Allows SIS & HRMS users to share & search Bio/Demo data helping to prevent the entry of duplicate records

39 Campus Community & Bio/Demo Data All processes & activities performed in SIS are performed in relation to the individuals in this Campus Community All processes & activities performed in SIS are performed in relation to the individuals in this Campus Community In Campus Community, everyone is identified by their University ID (in HRMS this is called Employee ID or EmplID) In Campus Community, everyone is identified by their University ID (in HRMS this is called Employee ID or EmplID)

40 Campus Community & Bio/Demo Data Everyone receives a unique ID when they are first entered into the system Everyone receives a unique ID when they are first entered into the system Prospective Students Prospective Students Applicants Applicants Current Staff & Faculty Current Staff & Faculty Students Students

41 Campus Community & Bio/Demo Data This ID stays with you no matter how many relationships you may have with the university This ID stays with you no matter how many relationships you may have with the university Whenever you add, update or view Name & Address data for a student you are interacting with the Bio/Demo data stored in Campus Community Whenever you add, update or view Name & Address data for a student you are interacting with the Bio/Demo data stored in Campus Community

42 Security

43 Security Access to the SIS Production environment is strictly limited to authorized users to protect the data in the system from unauthorized access. Access to the SIS Production environment is strictly limited to authorized users to protect the data in the system from unauthorized access. A SafeWord Card is required in order to access the SIS Production Environment A SafeWord Card is required in order to access the SIS Production Environment

44 Security OneStart is the Web portal that will be used to access the SIS Production Environment OneStart is the Web portal that will be used to access the SIS Production Environment OneStart is a secure Web environment that requires you to log-in using CAS authentication with your SafeWord Card OneStart is a secure Web environment that requires you to log-in using CAS authentication with your SafeWord Card

45 Security Security is based upon the concept of “roles” Security is based upon the concept of “roles” A security role is a profile of the functions & responsibilities of typical end-users A security role is a profile of the functions & responsibilities of typical end-users Your security role determines which menus & pages you will see when you launch SIS Your security role determines which menus & pages you will see when you launch SIS

46 Security You will be assigned to a specific security role in SIS You will be assigned to a specific security role in SIS You will be granted access based upon the student services tasks you perform in your job You will be granted access based upon the student services tasks you perform in your job

47 Academic Structure

48 Backbone of the Student Information System (SIS) Backbone of the Student Information System (SIS) Helps define how IU organizes its campuses, schools & majors Helps define how IU organizes its campuses, schools & majors Defines what degrees are offered, how academic terms are established, etc. Defines what degrees are offered, how academic terms are established, etc.

49 Academic Structure Important for: Important for: Reporting purposes Reporting purposes Implementation of academic policies & processes regarding admissions, enrollment & graduation Implementation of academic policies & processes regarding admissions, enrollment & graduation

50 Academic Structure PeopleSoft uses new terminology & elements to define & set-up Academic Structure in the Student Administration system. PeopleSoft uses new terminology & elements to define & set-up Academic Structure in the Student Administration system. Understanding the new structure & terminology for campuses, schools & academic programs and how it translates to the Legacy system is important. Understanding the new structure & terminology for campuses, schools & academic programs and how it translates to the Legacy system is important.

51 Academic Structure Terminology

52 Institution Institution Used to identify an individual college or university. The following institutions are defined for IU: Used to identify an individual college or university. The following institutions are defined for IU: IUBLA (Bloomington) IUBLA (Bloomington) IUCOA (Columbus) IUCOA (Columbus) IUCSA (Continuing Studies) IUCSA (Continuing Studies) IUEAA (East) IUEAA (East) IUFWA (Fort Wayne) IUFWA (Fort Wayne) IUINA (Indianapolis) IUINA (Indianapolis) IUKOA (Kokomo) IUKOA (Kokomo) IUNWA (Northwest) IUNWA (Northwest) IUSBA (South Bend) IUSBA (South Bend) IUSEA (South East) IUSEA (South East)

53 Academic Structure Terminology Academic Career Academic Career Represents the general level of study to which a student has been admitted. Represents the general level of study to which a student has been admitted. Undergrad, Grad, Law Undergrad, Grad, Law Courses can be grouped on the transcript by career if a student has multiple careers. Courses can be grouped on the transcript by career if a student has multiple careers.

54 Academic Structure Terminology Academic Group Academic Group The highest-level breakdown of an institution for academic structural purposes. The highest-level breakdown of an institution for academic structural purposes. Each school, division or college within an institution is usually defined as an Academic Group (BUSE, COAS, NURS, etc.). Each school, division or college within an institution is usually defined as an Academic Group (BUSE, COAS, NURS, etc.). Typically, Academic Groups offer courses. Typically, Academic Groups offer courses.

55 Academic Structure Terminology Academic Program Academic Program The entity to which students get admitted & from which they graduate. The entity to which students get admitted & from which they graduate. In the case of IU, Academic Program is often a combination of “Academic Career” & “Academic Group” (for example, undergraduate science, undergraduate business, graduate business-MBA, etc.). In the case of IU, Academic Program is often a combination of “Academic Career” & “Academic Group” (for example, undergraduate science, undergraduate business, graduate business-MBA, etc.).

56 Academic Structure Terminology Academic Plan Academic Plan A course of study in a specific academic field. A course of study in a specific academic field. Defines academic objectives such as majors, minors & certificates (e.g., Bachelor of Science, Master of Arts, etc.). Defines academic objectives such as majors, minors & certificates (e.g., Bachelor of Science, Master of Arts, etc.). When appropriate, indicates degree. When appropriate, indicates degree.

57 Academic Structure Terminology Academic Sub-Plan Academic Sub-Plan An area of further specialization within an Academic Plan such as a concentration or track (e.g., Industrial Org Psychology). An area of further specialization within an Academic Plan such as a concentration or track (e.g., Industrial Org Psychology).

58 Group Career Program Plan Sub-Plan Institution PeopleSoft Terms College/Div/School UGRD/GRAD/PROF Undergrad Science -- B.S. Major/Minor Concentration/Track Campus Indiana University Terms Comparison of SIS/PeopleSoft and Legacy Structure/Terminology

59 Academic Structure at Work

60 This person is a/an Career student, in the Group at Institution. He/She plans to Plan Type in Plan Description and will earn a Degree degree. Academic Structure at Work

61 This person is a/an _____1_____ student, in the ____2____ at ___3____. He/She plans to ___4____ in _____5___ and will earn a ___6_____ degree. Blank 1 Career Undergraduate Graduate Law Optometry Blank 2* Group Kelley School of Business College of Arts & Sciences School of Education University Graduate School School of Law School of Music School of Optometry Blank 4 Plan Type Major Minor Seek Preparation Blank 5* Plan Description Business English History Elementary Education Law Musicology Optometry Blank 6* Degree Associate of Science Bachelor of Arts Bachelor of Science Master of Arts Master of Science Master of Business Administration Doctor of Philosophy Doctor of Jurisprudence Doctor of Optometry Blank 3 Institution Indiana University Bloomington *A representative sample. Not intended to be a complete list.

62 Relational Databases

63 Information entered into fields on an SIS page is stored in database tables using a relational database structure. Information entered into fields on an SIS page is stored in database tables using a relational database structure.

64 Relational Databases Important points explaining how data is stored/retrieved in a relational database: Important points explaining how data is stored/retrieved in a relational database: Composed of tables that are linked to one another. Composed of tables that are linked to one another. Tables are linked together via key fields (or keys). Tables are linked together via key fields (or keys). Each table can have more than 1 key. Allows links to multiple tables. Each table can have more than 1 key. Allows links to multiple tables. Keys are used as primary search fields. Keys are used as primary search fields. Information is entered only once. Saves time & reduces errors. Information is entered only once. Saves time & reduces errors. Allows multiple people to work with the same set of data. Allows multiple people to work with the same set of data.

65 Relational Databases Recruiter Academic Program Recruiter Academic Plan Institution Table Academic Career Table Recruiters Institution Acad Career Recruiter ID Effective Date Acad Program Institution Acad Career Recruiter ID Effective Date Acad Program Acad Plan Empl ID TP Status Institution Effective Date Effective Status Campus Residency Req Institution Acad Career Effective Date Effective Status Acad Plan Type Grading Scheme Grading Basis Institution Acad Career Recruiter ID Effective Date Effective Status Recruiter Type

66 Relational Databases – Table Structure Tables are similar to a spreadsheet in that they contain rows (horizontal) & columns (vertical). Tables are similar to a spreadsheet in that they contain rows (horizontal) & columns (vertical). In SIS PeopleSoft, columns represent fields used to view/enter data. In SIS PeopleSoft, columns represent fields used to view/enter data. Rows store the entries you make in each field. Rows store the entries you make in each field.

67 Relational Databases PeopleSoft uses pages to display data stored in a table. PeopleSoft uses pages to display data stored in a table. Data entered on a page in PeopleSoft adds or updates data in a table row. Data entered on a page in PeopleSoft adds or updates data in a table row.

68 Key Field Academic Career Table Institution Acad. Career Effective Date Acad. Plan Type Effective Status Grading Scheme Grading Basis (GB Default) IUBLAGRAD01/01/1901MajorActiveGRDTRN IUINADENT01/01/1901MajorActiveDENTRN IUKOAGRAD01/01/1901MajorActiveGRDTRN Table Structure

69 Launching the SIS Application

70 Launching the SIS via the “SIS Launch” Channel

71 Launching the SIS You must have a SafeWord Card and a valid IU Network ID & Password to access the SIS Production environment. You must have a SafeWord Card and a valid IU Network ID & Password to access the SIS Production environment. The SIS application is launched via the OneStart web portal. The SIS application is launched via the OneStart web portal.

72 Launching the SIS A wide range of online services can be accessed from this portal. Some of these services include: A wide range of online services can be accessed from this portal. Some of these services include: Access . Access . Access calendars. Access calendars. Access institutional reports. Access institutional reports. Purchase a parking sticker. Purchase a parking sticker. Launch the SIS Application Launch the SIS Application Launch the IUIE. Launch the IUIE.

73 Launching the SIS To log in to the SIS Production environment, go to the OneStart portal (https://onestart.iu.edu) To log in to the SIS Production environment, go to the OneStart portal (https://onestart.iu.edu) Click the Login with safeword checkbox ( ). Click the Login with safeword checkbox ( ). Click the LOGIN button ( ). Click the LOGIN button ( ).

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75 Logging in to OneStart Enter your IU Network ID and Password in the appropriate fields and click the login button ( ). Enter your IU Network ID and Password in the appropriate fields and click the login button ( ). The SafeWord Authentication page opens. The SafeWord Authentication page opens.

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82 Logging in to OneStart

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84 Channels Click on any tab to open a view.

85 Logging in to the SIS Information is organized by roles, tabs and channels in OneStart. Information is organized by roles, tabs and channels in OneStart. Roles are a list of related services grouped together by tabs that show what online services are available. Roles are a list of related services grouped together by tabs that show what online services are available. Tabs display a group of channels. Tabs display a group of channels. Channels are small windows that provide information or allow you to access a specific service. Channels are small windows that provide information or allow you to access a specific service.

86 Logging in to the SIS When you log into OneStart, your opening view may be different based on the tab specified as your personal OneStart “home” page. When you log into OneStart, your opening view may be different based on the tab specified as your personal OneStart “home” page. You may see different tabs depending on your security and level of access. You may see different tabs depending on your security and level of access.

87 Logging in to the SIS When you select a role from the drop-down menu in the top right corner of the page, it displays tabs (or views) that are available. When you select a role from the drop-down menu in the top right corner of the page, it displays tabs (or views) that are available. Select “All Roles” in the select your role drop-down box in the top right corner of the screen. Select “All Roles” in the select your role drop-down box in the top right corner of the screen.

88 Logging in to the SIS You must access the administrative view to launch the SIS application. There are two ways to access the administrative view. You must access the administrative view to launch the SIS application. There are two ways to access the administrative view.

89 Logging in to the SIS Click the tab. Click the tab. If you do not see the SIS Admin tab click the tab. This will open a drop-down list of additional selections. If you do not see the SIS Admin tab click the tab. This will open a drop-down list of additional selections. Then select SIS Admin from this drop-down list. Then select SIS Admin from this drop-down list.

90 Logging in to the SIS The SIS Administrative view opens. From this view you can use Quick Clicks as shortcuts to go directly to menus and components or use the SIS Launch channel to launch the SIS. The SIS Administrative view opens. From this view you can use Quick Clicks as shortcuts to go directly to menus and components or use the SIS Launch channel to launch the SIS.

91 Click the SIS Logo or the word “Launch” to open the SIS application. Then navigate to the menu or function you need. SIS Launch Channel Each functional area you can access displays a list of Quick Clicks which are hyperlinks. When you roll your mouse over one of the links, the hand icon appears and the title changes color. If you click on the link, SIS opens directly on that menu or function.

92 Launching the SIS via the SIS Launch Channel

93 Launching the SIS To launch the SIS application via the SIS Launch channel, click on the SIS logo or the word Launch. To launch the SIS application via the SIS Launch channel, click on the SIS logo or the word Launch. SIS Logo Launch link

94 Launching the SIS If you launch the SIS via the SIS Launch channel, the SIS Home page is the first page displayed. If you launch the SIS via the SIS Launch channel, the SIS Home page is the first page displayed.

95 Launching the SIS

96 Launching the SIS using Quick Clicks

97 Launching the SIS Channels located along the left side of the SIS Administrative view contain Quick Clicks which can also be used to launch the SIS. Channels located along the left side of the SIS Administrative view contain Quick Clicks which can also be used to launch the SIS. Channels generally correspond to the PeopleSoft student administration modules being implemented at IU. Channels generally correspond to the PeopleSoft student administration modules being implemented at IU.

98 Launching the SIS Each Quick Click listed in a channel is a hyperlink that opens the SIS application directly on a specific menu or search page. Each Quick Click listed in a channel is a hyperlink that opens the SIS application directly on a specific menu or search page. This functionality saves you time since you don’t have to navigate from the SIS Home page through all of the menu groups to get to the menu or search page you want. This functionality saves you time since you don’t have to navigate from the SIS Home page through all of the menu groups to get to the menu or search page you want.

99 Launching the SIS To launch the SIS using a Quick Click, go to the appropriate channel and click the link you want to access. To launch the SIS using a Quick Click, go to the appropriate channel and click the link you want to access.

100 Launching the SIS Click the appropriate Quick Link to launch the SIS and move to that specific menu or search page.

101 Launching the SIS SIS launches and opens the appropriate menu or search page. SIS launches and opens the appropriate menu or search page.

102 Launching the SIS The functional channels and Quick Clicks that you can view and access in the SIS will depend on your security role and level of access. The functional channels and Quick Clicks that you can view and access in the SIS will depend on your security role and level of access.

103 Exiting the SIS Application When you are ready to exit SIS, do NOT close Internet Explorer. When you are ready to exit SIS, do NOT close Internet Explorer. Complete the transaction you are working on and save your work. Complete the transaction you are working on and save your work. Click. Click.

104 Always use the Sign Out button to exit SIS

105 Navigating in the SIS Application

106 The SIS Home page is always the first page you will see (unless you use Quick Clicks). The SIS Home page is always the first page you will see (unless you use Quick Clicks). The SIS Home page is used to list menu groups to which you have been granted access. The SIS Home page is used to list menu groups to which you have been granted access.

107 Navigating in the SIS Application

108 Menu Groups, Menus, & Menu Bar Items are categories that help you navigate to and access the appropriate SIS pages. Menu Groups, Menus, & Menu Bar Items are categories that help you navigate to and access the appropriate SIS pages. Navigation is linear (left to right across the screen). Navigation is linear (left to right across the screen).

109 Navigating in the SIS Application Menu Bar items show the functions you can access: Menu Bar items show the functions you can access: Use – used for data entry or viewing transaction details Use – used for data entry or viewing transaction details Inquire – used for online queries Inquire – used for online queries Process – used to run batch requests Process – used to run batch requests Report – used to run report requests Report – used to run report requests

110 Menu GroupsMenus Menu Bar Items Navigating in the SIS Application - Data entry - Online Queries - Run batch requests - Run report requests

111 Navigating in the SIS Application Components are: Components are: single or multiple pages grouped together & relate to a single transaction. single or multiple pages grouped together & relate to a single transaction. similar to a multi-page form because you must move from page to page to complete all data entry before the transaction is saved similar to a multi-page form because you must move from page to page to complete all data entry before the transaction is saved

112 Navigating in the SIS Application Pages are: Pages are: used to view, enter and update data used to view, enter and update data where you perform your transactions where you perform your transactions grouped together into components grouped together into components

113 Navigating in the SIS Application Breadcrumbs are: Breadcrumbs are: used to mark your path used to mark your path allow you to retrace your steps at any time allow you to retrace your steps at any time

114 Menu Groups Menus Menu Bar Items Components Bread Crumbs Navigating in the SIS Application Click to return to Home Used to exit SIS

115 Navigating in the SIS Application Search Pages: Search Pages: are used to find existing values of data are used to find existing values of data define what data will be found for a Component define what data will be found for a Component

116 Navigating in the SIS Application The Basic Search option allows you to search on any single search key. The Basic Search option allows you to search on any single search key. The Advanced Search allows you to search on any combination of keys. The Advanced Search allows you to search on any combination of keys. Wildcards can be used in place of actual values. Wildcards can be used in place of actual values. The New Window link opens a new window. The New Window link opens a new window.

117 % (percent sign) Match one or more characters % (percent sign) Match one or more characters _ (underscore) Match any single character _ (underscore) Match any single character Using Wildcards to Search for Data

118 Keyboard Shortcuts n n Press Ctrl + K to view a list of keyboard shortcuts while you are on a page. n n Press Ctrl + C to copy selected (highlighted) text. n n Press Ctrl + V to paste copied text. n n Press TAB to move forward through fields. n n Press Shift + TAB to move backward through fields.

119

120 Demonstration/Walkthrough Page 23

121 Exercise Page 31

122 Data Entry

123 Data Entry Basics

124 Effective Date: Effective Date: A column within a table used to store historical, current and future information. A column within a table used to store historical, current and future information. Changes/updates are never deleted allowing you to keep a running history of your data. Changes/updates are never deleted allowing you to keep a running history of your data. Allows you to enter future changes that will go into effect automatically when the system date reaches the future effective date. Allows you to enter future changes that will go into effect automatically when the system date reaches the future effective date.

125 Data Entry Basics Action Modes/Types: Action Modes/Types: Used with Effective Dates to maintain information. Used with Effective Dates to maintain information. Tell PeopleSoft what kind of activity you want to perform. Tell PeopleSoft what kind of activity you want to perform.

126 Data Entry Basics Inserting Rows of Data: Inserting Rows of Data: Used to enter new information for an existing record. Used to enter new information for an existing record. Allows you to enter data before it becomes effective. Allows you to enter data before it becomes effective.

127 Data Entry Basics Scroll Areas are used to add, edit and view multiple rows of data for a group of related fields on a page. Scroll Areas are used to add, edit and view multiple rows of data for a group of related fields on a page. (Insert Row) - Used to insert a new row of data in a scroll area. (Insert Row) - Used to insert a new row of data in a scroll area. (Delete Row) - Used to remove the most current row of data in a scroll area. (Delete Row) - Used to remove the most current row of data in a scroll area.

128 Understanding Effective Dates

129 To retain a student’s history from prospect to graduation, PeopleSoft allows you to insert new rows of data that are identified by the dates when the information goes into effect (effective dates). To retain a student’s history from prospect to graduation, PeopleSoft allows you to insert new rows of data that are identified by the dates when the information goes into effect (effective dates). Effective dating allows you to store historical, current and future information. Effective dating allows you to store historical, current and future information.

130 Understanding Effective Dates 3 Basic types of Effective Dated Rows 3 Basic types of Effective Dated Rows Current - The data row with the date closest to—but not greater than—the current (system) date. Only one row can be the current row. Current - The data row with the date closest to—but not greater than—the current (system) date. Only one row can be the current row. History - Data rows that have effective dates earlier than the current data row. There can be more than one row. History - Data rows that have effective dates earlier than the current data row. There can be more than one row. Future - Data rows that have effective dates later than the system date. There can be more than one row. Future - Data rows that have effective dates later than the system date. There can be more than one row.

131 Understanding Effective Dates Assume the system date (today’s date) is 05/01/05. Assume the system date (today’s date) is 05/01/05. Event Effective Date Data Row Type Prospect10/01/03History Applicant02/02/04History Admitted02/01/05History Deposited03/18/05Current Matriculated08/15/06Future

132 Understanding Effective Dates Benefits of Effective Dating: Benefits of Effective Dating: Allows you to keep a running history of your data. Allows you to keep a running history of your data. Allows you to enter future changes that will go into effect automatically when the system date reaches the effective date. Allows you to enter future changes that will go into effect automatically when the system date reaches the effective date.

133 Understanding Data Entry Action Modes

134 Action Modes are types of actions you can perform within a page once you retrieve information. Action Modes are types of actions you can perform within a page once you retrieve information. Types of actions you can perform on rows of data depend on the data row type (History, Current or Future). Types of actions you can perform on rows of data depend on the data row type (History, Current or Future). The Action Mode tells SIS what type of activity you want to perform. The Action Mode tells SIS what type of activity you want to perform.

135 Understanding Data Entry Action Modes When you retrieve, modify or insert rows in a table, the action mode applies specific rules based on the Effective Date. When you retrieve, modify or insert rows in a table, the action mode applies specific rules based on the Effective Date.

136 Understanding Data Entry Action Modes Page Buttons Search Page Equivalents Description Add a New Value Adds a new row of information to the database with a new high level primary key. (this is the default) Used to view or update data for a high-level key. Displays only Current and Future rows of data for review. You can update Future rows, but not Current rows. Used to review the history of a record. Displays ALL rows of data (History, Current and Future). However, you can only update Future rows. Displays ALL rows of data (History, Current and Future) and allows you to update or correct any row. You can also insert new rows regardless of the Effective Date or Sequence Number.

137 Correlation between Effective Dating & Action Modes The only difference between Update/Display and Include History is the type of data you can view. The only difference between Update/Display and Include History is the type of data you can view. Include History displays all historical data and takes longer to retrieve. Include History displays all historical data and takes longer to retrieve.

138 Understanding/Using Scroll Areas

139 The (Insert Row) & (Delete Row) buttons help you add or remove rows of data. The (Insert Row) & (Delete Row) buttons help you add or remove rows of data. Insert Row & Delete Row buttons are usually associated with Scroll Areas. Insert Row & Delete Row buttons are usually associated with Scroll Areas. Scroll Areas allow you to add, edit and view multiple rows of data for a group of fields on a page. Scroll Areas allow you to add, edit and view multiple rows of data for a group of fields on a page.

140 Scroll Area

141 Understanding/Using Scroll Areas Button or Link Function Inserts (adds) a new row. Deletes the current row. Displays the next row. Displays the previous. View All Displays all rows of data. Find Allows you to find a specific row of data. First Moves to the first row. Last Moves to the last row.

142 Inserting/Deleting Rows

143 Inserting & Deleting Rows To add a new row of data click the button. The navigation bar will change to show another row of data. To add a new row of data click the button. The navigation bar will change to show another row of data. When you insert a new row, the system copies the existing data into the new row and inserts the current system date (today’s date) in the Effective Date field. When you insert a new row, the system copies the existing data into the new row and inserts the current system date (today’s date) in the Effective Date field.

144 Inserting & Deleting Rows Enter the data that is changing and enter the appropriate Effective Date (if necessary). Enter the data that is changing and enter the appropriate Effective Date (if necessary). Changes do NOT take effect until you save the page. If you exit the page without saving, the changes are lost. Changes do NOT take effect until you save the page. If you exit the page without saving, the changes are lost.

145 Inserting & Deleting Rows To delete a row of data, select the appropriate row and click the button. You will be asked to confirm the deletion. To delete a row of data, select the appropriate row and click the button. You will be asked to confirm the deletion. The row is immediately removed from the page display. Changes do NOT take effect until you save the page. The row is immediately removed from the page display. Changes do NOT take effect until you save the page.

146 Inserting & Deleting Rows The row you attempted to remove will remain in the database if you exit the page without saving. The row you attempted to remove will remain in the database if you exit the page without saving. The navigation bar will be updated to display 1 less row of data when you delete a row. The navigation bar will be updated to display 1 less row of data when you delete a row.

147 Demonstration/Walkthrough Page 41

148 Exercise Page 42

149 Identifying and Viewing FERPA Restrictions

150 What is FERPA?

151 The Family Educational Rights and Privacy Act (FERPA) is a federal law that protects the privacy of a student’s education record. The Family Educational Rights and Privacy Act (FERPA) is a federal law that protects the privacy of a student’s education record.

152 What is FERPA? This law applies to all schools which receive funds under an applicable U. S. Education Department program. This law applies to all schools which receive funds under an applicable U. S. Education Department program. FERPA applies only to student records. It carries no authority over employee records. FERPA applies only to student records. It carries no authority over employee records.

153 What is FERPA? Under FERPA, institutions may designate certain limited student information as directory/public information (such as name, address, dates of attendance, etc.). Under FERPA, institutions may designate certain limited student information as directory/public information (such as name, address, dates of attendance, etc.). The student must have a reasonable opportunity to restrict, in writing, the disclosure of such information. The student must have a reasonable opportunity to restrict, in writing, the disclosure of such information.

154 What is FERPA? IU has designated the following as directory information and may release this information unless the student has submitted a request for non-disclosure: IU has designated the following as directory information and may release this information unless the student has submitted a request for non-disclosure:

155 What is FERPA? Name; Address; ; Phone Name; Address; ; Phone Major field of study; dates of attendance Major field of study; dates of attendance Admission/Enrollment status; campus; school, college or division Admission/Enrollment status; campus; school, college or division Class standing; degrees/awards; activities; sports; athletic information Class standing; degrees/awards; activities; sports; athletic information

156 What is FERPA? Students who wish to restrict the release of their directory/public information must file the appropriate form or submit a written request to the Office of the Registrar. Students who wish to restrict the release of their directory/public information must file the appropriate form or submit a written request to the Office of the Registrar. A student may also be able to restrict directory/public information via Self Service. A student may also be able to restrict directory/public information via Self Service.

157 What is FERPA? Students can elect to restrict limited data (i.e., address, phone, etc.) or they can restrict ALL directory data. Students can elect to restrict limited data (i.e., address, phone, etc.) or they can restrict ALL directory data. Restricted data can not be released to campus directories or third parties. Restricted data can not be released to campus directories or third parties.

158 What is FERPA? Once an exclusion preventing disclosure of directory information is added to a student’s record, the data is considered “confidential”. Once an exclusion preventing disclosure of directory information is added to a student’s record, the data is considered “confidential”. University officials with a legitimate need can still access the restricted information. University officials with a legitimate need can still access the restricted information.

159 What is FERPA? Callers requesting information about students who have elected to restrict ALL directory/public information should be referred to the Office of the Registrar. Callers requesting information about students who have elected to restrict ALL directory/public information should be referred to the Office of the Registrar.

160 What is FERPA? To rescind a restriction, students must submit a written request to the Office of the Registrar asking that the restriction be removed. To rescind a restriction, students must submit a written request to the Office of the Registrar asking that the restriction be removed.

161 How do I Identify FERPA Restrictions?

162 How do I identify FERPA restrictions? The privacy shade icon ( ) indicates that a student has restricted some or all of their directory/public information. The privacy shade icon ( ) indicates that a student has restricted some or all of their directory/public information. Click the icon to view a page which shows you what information, if any, is releasable. Click the icon to view a page which shows you what information, if any, is releasable.

163 Most pages that display a student’s information will also display the FERPA icon when applicable. Most pages that display a student’s information will also display the FERPA icon when applicable. How do I identify FERPA restrictions?

164 FERPA – Complete Restrictions When the “No Data Designated Releasable” message displays without any “releasable” links at the bottom of the page, it means the student has elected to restrict ALL directory information. When the “No Data Designated Releasable” message displays without any “releasable” links at the bottom of the page, it means the student has elected to restrict ALL directory information.

165 FERPA – Complete Restrictions Refer any inquiries concerning students who have elected to restrict ALL directory information to the Office of the Registrar. Refer any inquiries concerning students who have elected to restrict ALL directory information to the Office of the Registrar.

166 Demonstration/Walkthrough Page 46

167 Identifying and Viewing Service Indicators

168 Service Indicators The SIS uses Service Indicators to specify information about a student. The SIS uses Service Indicators to specify information about a student. Service Indicators are pieces of information that are attached to a student’s record. Service Indicators are pieces of information that are attached to a student’s record.

169 Service Indicators They can be attached to a student’s record manually or through certain automated processes (i.e., credit history or enrollment cancellation processes). They can be attached to a student’s record manually or through certain automated processes (i.e., credit history or enrollment cancellation processes). Service Indicators can be either positive ( ) or negative ( ). Service Indicators can be either positive ( ) or negative ( ).

170 Service Indicators The placement of a Service Indicator on a student’s record can impact processing. The placement of a Service Indicator on a student’s record can impact processing. Most pages that display a student’s information will display any appropriate Service Indicator icons. Most pages that display a student’s information will display any appropriate Service Indicator icons.

171 Demonstration/Walkthrough Page 49

172 Masking of NID and DOB on Bio/Demo Pages

173 Masking of NID and DOB Users with display-only (or view- only) access to the Bio/Demo pages will find that the National ID (NID) and Date of Birth (DOB) fields are masked to partially hide the data in the field. Users with display-only (or view- only) access to the Bio/Demo pages will find that the National ID (NID) and Date of Birth (DOB) fields are masked to partially hide the data in the field.

174 Masking of NID and DOB The National ID field will be masked to display only the last four characters. The National ID field will be masked to display only the last four characters. The Date of Birth field will be masked to display only the month and day. The Date of Birth field will be masked to display only the month and day.

175 Masking of NID and DOB Masking will be applied to most Bio/Demo Data and Relationships pages throughout the SIS application. Masking will be applied to most Bio/Demo Data and Relationships pages throughout the SIS application. Users with add/update access will still be able to see the full values of these fields. Users with add/update access will still be able to see the full values of these fields.

176 Masking of NID and DOB Masking of the NID and DOB fields was implemented during the SIS Phase III release in January, Masking of the NID and DOB fields was implemented during the SIS Phase III release in January, 2004.

177 Error Messages

178 PeopleSoft has 2 types of error messages: PeopleSoft has 2 types of error messages: Warning Messages Warning Messages Error Messages Error Messages

179 Error Messages Warning Message: Warning Message: Warns that the data entered may be in conflict with other data in the system. The data entered may or may not be correct. Warns that the data entered may be in conflict with other data in the system. The data entered may or may not be correct. The warning is displayed to let you know it may be necessary to review the data entered. The warning is displayed to let you know it may be necessary to review the data entered. You can choose to ignore the warning by clicking. You can choose to ignore the warning by clicking.

180 Error Messages – Warning Message

181 Error Messages Error Message: Error Message: “Pops-up” on the screen when a data entry error has occurred (e.g., typing an invalid value). “Pops-up” on the screen when a data entry error has occurred (e.g., typing an invalid value). Data entry field turns red & you will be unable to continue until the error is resolved. Data entry field turns red & you will be unable to continue until the error is resolved. Click to close the pop-up window and correct the data entry error. Click to close the pop-up window and correct the data entry error.

182 Error Messages

183 Navigating Online Help

184 Open Internet Explorer Open Internet Explorer Navigate to: ng/sis_online_help_home.htm or choose SIS Online Help from the Favorites menu or use the SIS Online Help link in the SIS Support channel in OneStart. Navigate to: ng/sis_online_help_home.htm or choose SIS Online Help from the Favorites menu or use the SIS Online Help link in the SIS Support channel in OneStart. ng/sis_online_help_home.htm ng/sis_online_help_home.htm

185 Online Help Demonstration/Walkthrough Page 55

186 Questions?

187 Course Evaluation Please click the Course Evaluation link in the Favorites list and complete the online course evaluation. Please click the Course Evaluation link in the Favorites list and complete the online course evaluation. The URL is: istration/evaluation.php4 The URL is: istration/evaluation.php4

188 Thank you for attending today’s training session!


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