1. Course Evaluations Session 397 Monday, 03/17/2003 1:15 to 2:15 p.m. HEUG 2003 Conference - Dallas

2. Session 397 - Course Evaluation2 Kevin Dale - Analyst My PeopleSoft Experience: Worked at Santa Clara University Financial Aid staff member on the PeopleSoft implementation team. Functional experience with versions 7.0 and 7.6 At Stanford since July 2001 – Worked as Business Analyst for the Financial Aid offices. Began to support the Student Records Offices January 2002. Carol Jordan - Technical Lead

3. Session 397 - Course Evaluation3 Course Evaluations – what are they? At the end of each term the Student Records office solicits information about courses offered, instructors and section leaders (Teaching Assistants) from the enrolled students. The information is collected using a printed questionnaire.

4. Session 397 - Course Evaluation4 Course Evaluation Project: Scope 1 Access Group 45 Custom Fields 1 Custom Menu with 25 Items 87 Error and Warning Messages 25 Panels 25 Panel Groups 6 Process Definitions 6 SQRs and 1 SQC 64 Records (24 Tables, 6 Run Controls, and 34 Views) 185 PeopleCode records. Timeline Start Date = 08/01/02 In Production = 02/07/03 People Involved / Roles 1 – Business Analyst 1 – Programmer 1 – End User (Client) Stanford’s PeopleSoft implementation: - HR and Student Administration 7.6 = Human Resources, Payroll, Benefits, Admissions, Student Records, Student Financials, Financial Aid, HTML Access - PeopleTools 7.62

5. Session 397 - Course Evaluation5 Completing The Course Evaluation process: 1)Course Evaluation Setup 2)Selecting Classes for Evaluation. 3)Printing the Evaluation Forms. 4)Distribution and collection of the evaluation forms (once students have completed them). 5)Scanning the collected forms. 6)Loading the data into PeopleSoft. 7)Creating and distributing reports.

6. Session 397 - Course Evaluation6 Step 1 - Course Evaluation Setup consists of... 1)Define Form Type. 2)Define Sections. 3)Define Questions. 4)Define Responses. 5)Define Evaluation Form. 6)Define Form Header. 7)Define Header Row Numbers

7. Session 397 - Course Evaluation7 Step 1 - Course Evaluation Setup: Define Form Type –Defines the form – all of the additional setup is built around the form.

8. Session 397 - Course Evaluation8 Step 1 - Course Evaluation Setup: Define Sections –Sections allow for the organization of questions and responses into unique groups.

9. Session 397 - Course Evaluation9 Step 1 - Course Evaluation Setup: Define Questions –Each question is reusable – meaning it can be used by more than one form.

10. Session 397 - Course Evaluation10 Step 1 - Course Evaluation Setup: Define Responses –Like questions each response is reusable.

11. Session 397 - Course Evaluation11 Step 1 - Course Evaluation Setup: Define Evaluation Form –The form definition setup pulls together the form, sections, questions, and responses. It also defines the position of the data in the flat file produced by the scanner.

12. Session 397 - Course Evaluation12 Step 1 - Course Evaluation Setup: Define Form Header –Defines the header titles, bar codes, and instructor information.

13. Session 397 - Course Evaluation13 Step 1 - Course Evaluation Setup: Define Header Row Numbers –Defines vertical positions of the header row data.

14. Session 397 - Course Evaluation14 Step 1 - Course Evaluation Setup: Define Bar Code Specification –Provides flexibility in determining the layout of the bar code type, text type and size

15. Session 397 - Course Evaluation15 Step 1 - Course Evaluation Setup: Review Form Setup –This inquiry panel allows you to review the completed form setup.

16. Session 397 - Course Evaluation16 The Course Evaluation process has following steps: 1)Complete Course Evaluation Setup 2)Selecting Classes for Evaluation. 3)Print the Evaluation Forms. 4)Distribute and then collect the course evaluation forms (once students have completed them). 5)Scan the collected forms creating a data file that can be loaded into PeopleSoft. 6)Load the data into PeopleSoft. 7)Create and distribute reports.

17. Session 397 - Course Evaluation17 Step 2 - Select Classes for Evaluation Run the Create Course Evaluation Process –The process was designed to be flexible. Courses can be selected using criteria or by specific course id and class numbers.

18. Session 397 - Course Evaluation18 Step 2 - Select Classes for Evaluation Run the Create Course Evaluation Process

19. Session 397 - Course Evaluation19 Step 2 - Select Classes for Evaluation Verify selected classes –We created inquiry panels for processes that store data into a course evaluation table. In the case of class selection this panel allows the end user to view class information for classes that were selected by the class selection process.

20. Session 397 - Course Evaluation20 Step 2 - Select Classes for Evaluation Verify selected classes by subject –This inquiry panel provides another view of the class information.

21. Session 397 - Course Evaluation21 Step 2 - Select Classes for Evaluation Disable a class –This panel allows for selected classes to be excluded from the printing process.

22. Session 397 - Course Evaluation22 Step 2 - Select Classes for Evaluation Delete Selected Courses by Process Instance –This panel will delete selected courses.

23. Session 397 - Course Evaluation23 The Course Evaluation process has following steps: 1)Complete Course Evaluation Setup 2)Select Classes for Evaluation. 3)Printing the Evaluation Forms. 4)Distribute and then collect the course evaluation forms (once students have completed them). 5)Scan the collected forms creating a data file that can be loaded into PeopleSoft. 6)Load the data into PeopleSoft. 7)Create and distribute reports.

24. Session 397 - Course Evaluation24 Step 3 - Print the Evaluation Forms Forms to be printed –Provides summary information and totals

25. Session 397 - Course Evaluation25 Step 3 - Print the Evaluation Forms Run the Print Evaluation Forms process –This process creates a postscript file.

26. Session 397 - Course Evaluation26 Step 3 - Print the Evaluation Forms Printed Forms –Summary panel provides printed form information.

27. Session 397 - Course Evaluation27 Step 3 – Print the Evaluation Forms The Postscript File –The process produces a postscript file (with the name of the SQR and a lis extension) –You can use a program like Ghostview to view the postscript file - http://www.cs.wisc.edu/~ghost/ –The output file can be sent to the printer in the Process Scheduler

28. Session 397 - Course Evaluation28 Step 3 - Print the Evaluation Forms The Forms –Course Evaluation –Section Leader Evaluation

29. Session 397 - Course Evaluation29 The Course Evaluation process has following steps: 1)Complete Course Evaluation Setup 2)Select Classes for Evaluation. 3)Print the Evaluation Forms. 4)Distribute and then collect the course evaluation forms (once students have completed them). 5)Scan the collected forms creating a data file that can be loaded into PeopleSoft. 6)Load the data into PeopleSoft. 7)Create and distribute reports.

30. Session 397 - Course Evaluation30 The Course Evaluation process has following steps: 1)Complete Course Evaluation Setup 2)Select Classes for Evaluation. 3)Print the Evaluation Forms. 4)Distribute and then collect the course evaluation forms (once students have completed them). 5)Scan the collected forms creating a data file that can be loaded into PeopleSoft. 6)Load the data into PeopleSoft. 7)Create and distribute reports.

31. Session 397 - Course Evaluation31 Step 5 - Scan the collected forms Scanning –Scantron – Scanmark 2500 OMR with the Bar Code Reader attachment

32. Session 397 - Course Evaluation32 The Course Evaluation process has following steps: 1)Complete Course Evaluation Setup 2)Select Classes for Evaluation. 3)Print the Evaluation Forms. 4)Distribute and then collect the course evaluation forms (once students have completed them). 5)Scan the collected forms creating a data file that can be loaded into PeopleSoft. 6)Load the data into PeopleSoft. 7)Create and distribute reports.

33. Session 397 - Course Evaluation33 Step 6 - Load the data into PeopleSoft Load the data –The file name and location are entered into this panel.

34. Session 397 - Course Evaluation34 Step 6 - Load the data into PeopleSoft Verify the data was loaded –Allows for the verification of the data as loaded from the flat file.

35. Session 397 - Course Evaluation35 Step 6 - Load the data into PeopleSoft Verify the response data –Allows for the review of all response data by respondent.

36. Session 397 - Course Evaluation36 Step 6 - Load the data into PeopleSoft Archive Course Evaluation Data –This process will archive data for the four major tables into separate storage tables.

37. Session 397 - Course Evaluation37 The Course Evaluation process has following steps: 1)Complete Course Evaluation Setup 2)Select Classes for Evaluation. 3)Print the Evaluation Forms. 4)Distribute and then collect the course evaluation forms (once students have completed them). 5)Scan the collected forms creating a data file that can be loaded into PeopleSoft. 6)Load the data into PeopleSoft. 7)Create and distribute reports.

38. Session 397 - Course Evaluation38 Step 7 - Create and distribute reports Course Statistics –Without statistics –With statistics

39. Session 397 - Course Evaluation39 Step 7 - Create and distribute reports Instructor Statistics –Without statistics –With statistics

40. Session 397 - Course Evaluation40 Step 7 - Create and distribute reports Create Excel Rpt File –This process creates a tab delimited file containing summarized data.

41. Session 397 - Course Evaluation41 Step 7 - Create and distribute reports Tab Delimited Text File –In the temp directory –Open in Textpad

42. Session 397 - Course Evaluation42 Step 7 - Create and distribute reports Transfer data to Excel –Paste data in to Excel

43. Session 397 - Course Evaluation43 Step 7 - Create and distribute reports Run report macro

44. Session 397 - Course Evaluation44 Step 7 - Create and distribute reports The Section Report

45. Session 397 - Course Evaluation45 Questions ?

46. Session 397 - Course Evaluation46 Course Evaluation For more information or if you have question feel free to contact me at – Kevin Dale Business Analyst Stanford University Kdale@stanford.edu 650/724-1615 HTTP://HEUG.ORG (attendees may download HEUG2003 presentations from the archives at this location) Kdale@stanford.edu