Student Lifecycle Management Academic Advisor User Interface Cookbook

Transcription

1 Student Lifecycle Management Academic Advisor User Interface Cookbook Applies to: Student Lifecycle Management EHP 3. For more information, visit the Higher Education & Research homepage. Summary This cookbook describes the features of the Academic Advisor User Interface and describes its implementation and configuration. Author: Yingzhi Liu Company: SAP AG Created on: 01 November 2007 Author Bio Yingzhi Liu is a developer for SAP Student Lifecycle Management at SAP AG SAP AG 1

2 Table of Contents 1. Introduction Summary Aim of the document System Availability Glossary Usage Guide Overview Advisor Work Center Overview page Reports Service Map Student Info Center Family Educational Rights and Privacy Act (FERPA) STIC Overview Application Title and Student Header You can also View: Overview Page (Academic Factsheet) View: Bio-demographic Data (Factsheet) View: Status View: Academic History Program Data Audit Activity Record Advising Services Display Equivalency Determination Simulate ED for External Transcript Simulate ED self-service Search Transfer Agreement Build Module Plan Display Audit Business Package Prerequisites Background Installation and Configuration Installation Configuration Post-installation BP Overview Business Object Portal Content System setup System Configuration Activate Service SAP AG 2

3 5.1.2 Authorization Build Advisee List Customizing and Configuration Mandatory Customizing Important Customizing and Configuration Advanced Customizing...81 Copyright SAP AG 3

4 1. Introduction 1.1. Summary The term Advisor UI is the abbreviation for a whole set of web-based applications, designed for academic advisors in universities to support them in advising their students. The Advisor UI offers academic advisors a working environment that is: Role specific: All the functions are designed especially for the role academic advisor and cover the requirements of this role. User-friendly: The complete User Interface (UI) is pattern-based, which enables users to learn and adapt it easily. Also the UI is based on SAP s latest UI technique, Web Dynpro, which gives users a nice look and feel. Easy Access: All the functions can be integrated into Enterprise Portal. By logging into the portal, users can directly access all functions without further login into different backend systems. High Efficiency: Advisors can obtain the most up-to-date student information in real time, and provide a highly efficient advising service for students. Highly Configurable: The function scope and UI of advisor UI is highly configurable and customizable. 1.2 Aim of the document This document covers the following perspectives about the Advisor UI: Usage: How to use the Advisor UI Business Package: How to install Portal Content for Advisor UI Customizing and Configuration: How to customize and configure Advisor UI. 1.3 System Availability Primary Backend System: SAP ERP EHP 3. Portal Release: NetWeaver 7.0 (2004s) (SP11 or higher) Business Package: BP for Academic Advisor (Higher Education & Research). The Business Package is only supported in language English. Other Prerequisites: SAP BW 7.0 (and higher). (This is optional. It is required only if BW reports are needed) 2008 SAP AG 4

5 2. Glossary Term Abbreviation Further Explanation Student Lifecycle Management Academic Advisor Student Info Center Enterprise Portal Business Package BP for Academic Advisor (Higher Education & Research) SLcM Advisor STIC Portal BP BP for Advisor Information Block iblock Reusable Web Dynpro Component in SLCM Equivalency Determination External Organization ED EO 2008 SAP AG 5

6 3. Usage Guide This chapter describes the functional scope of the Advisor UI. 3.1 Overview The Advisor UI is composed of 3 parts or functional layers: Advisor Work Center, Student Info Center and Advising Services/ Reports. Advisor Work Center The Advisor Work Center is the basic layer and entry point for the whole Advisor UI, which appears as a portal page as shown in the figure below. This portal page gives advisors an overview about the students they are responsible for, e.g. my advisees, and also offers quick links to related reports and services. Advisors can access the Advisor Work Center automatically if the portal role Academic Advisor has been assigned to their portal user. Fig. 1. Advisor Work Center Student Info Center (STIC) STIC is an upper layer above the Advisor Work Center. To give correct advice to their students, the advisor needs to get detailed information regarding the advisee. STIC enables an advisor to get all the necessary information regarding a student, e.g., academic fact sheet, bio-demographic info, academic history, etc. Refer to the figure below. Advisors can open STIC directly from Advisor Work Center, e.g. by clicking on the last name of a student in query, or via Student Quick Search SAP AG 6

7 Fig. 2. Student Info Center Advising Services / Reports Apart from Advisor Work Center and Student Info Center, many advising services are also offered, which can either help advisors to perform individual tasks, e.g. Simulate Equivalency Determination, Build Module Plan; or help advisor to get more detailed information regarding some particular results, e.g. Display Audit, Display Equivalency Determination. And additionally, various sorts of reports can also be integrated into the report page in Advising Work Center. These reports can be the ones offered by SAP or customer s own reports. 3.2 Advisor Work Center The Advisor work center is a portal work set which is assigned to portal role Academic Advisor. As mentioned before, when a portal user is assigned with such a role, portal page Academic Advising will be automatically available for the user. Portal Page Academic Advising contains 3 sub-pages: Overview, Reports and Services Overview page The main function of this page is to offer advisors an overview on their responsible students. This page contains 3 parts: Navigation Panel, Advisor Query and Student Quick Search. Refer to figure SAP AG 7

8 Navigation Panel The navigation panel is shown on the left side of the overview page. This enables users to navigate inside the overview page (there is currently only one page Work Overview offered) or open application services in a new window. Fig. 3. Service Panel Advisor Work List Fig. 4. Advisor Work List 2008 SAP AG 8

9 The Advisor Work List enables advisor to get an overview for their responsible students, e.g. my student s name, number, communication methods, latest advisory note, etc. As shown in the figure above, all the advisees/students of an advisor are listed in the result table. In universities, the responsibility of advisor could be defined in various ways, either directly or indirectly specified. For example, some advisors might be responsible for a fixed number of students who are directly assigned to them. Or advisors can be responsible for all the students register in a certain program of study or major. Therefore, we support several types of work list for searching students. Currently, the following 3 work list types are supported: My advisees Students for program of study Students for specialization (Major/Minor) My Advisees This work list type can show all the students directly assigned to an advisor. (You can assign advisors to a student in student file transaction PIQST00.) No parameter is required for this query type. When an advisor enters the advisor work center, the system generates automatically such type of query, which shows all the advisees for the advisor. So there is no need to manually build such a query Students for program of study This work list type can search for all the students who have registered in a program of study (even with a certain major/minor), in a certain academic period. For example, it can search for all the students who have registered in program of study Mathematics in 2007 spring. This query has 4 search parameters: Program of study Specialization(Major/Minor) (optional) Academic Year Academic Session (optional) Based on this query type, you can create multiple queries for different program of studies in different academic periods. For example, below is a query for program BA History in Summer Fig. 5. Query based on work list type Students for Program of Study 2008 SAP AG 9

10 The result of this type of query is similar to query my advisees. But additionally, registration information is shown, e.g. registration status. To create such a query, you can just click the link Define New Query on the top-right of the query. The creation can be done in 3 steps: Step1: Choose Students for Program of study as object type. Hint: The name of work list type can be customized. Refer to chapter 5. Fig. 6. Select Query Type Step2: Enter parameters for search criteria Fig. 7. Set Query Parameters The parameters with a red asterisk are mandatory parameters. In this query, program ID and academic year are mandatory. To enter a program ID or specialization, you can search it via search help by clicking on the icon or using F4 key SAP AG 10

11 Step3: Final step. Fig. 8. Create Query In this step, you should give a reasonable name to the query, which should include the parameters you have specified. Optionally, you can assign a category to the query. A category can help you to group the queries. SLcM currently does not offer any default category. But the categories are customizable Students for specialization (Major/Minor) This type of work list enables advisor to search for all the students with a certain specialization (major/minor) under a certain program type. This query has 2 parameters: Program Type (optional) Specialization (Major/Minor) This query only searches for students whose specialization is valid currently. If a student s specialization validates in the past or in the future, the student will not be shown in the search result. The creation of this type of query is similar to the former one. The result of this query is similar to the result of my advisees. Only additionally, program of study and organization unit information is shown Query Update Once the query is generated, it will be cached/saved in the system. When user enters advisor work list again, the saved result will be loaded. On the right-bottom corner of the query, you can see the time of the last refresh. To get better performance, automatic refresh of the 3 type of work list are by default not activated here. User has to trigger the refresh of the query manually by clicking the refresh link. Fig. 9. Query Refresh For more details regarding work list mechanism, refer to chapter SAP AG 11

12 Further actions supported Apart from providing overall information, advisor work list also enable advisor to perform the following further actions: Send To send an to a single student, the advisor can simply click on the Send link in the result table. Then the standard function in the system will be used, e.g. Microsoft office outlook. But the link is only available if the address has been maintained for the student in the backend system. To send s to a group of students, advisor can select multiple students and then click the Send button. Show Detail To show the detail information about a student, i.e. open the STIC of the student, you can either click on the Last Name link in the result table, or mark the student and then click Show Detail button. STIC will be opened in a new window. Show Photo If the photo of a student has been archived in system, then you can see link Show Photo in column Student Photo. Clicking on link, the photo of the student will be shown in a popup window Student Quick Search If a student is not included in any of your query, to look for more detail information about the student, you can use the Student Quick Search function, which is shown below the work list area. Fig. 10. Student Quick Search You can enter either student name of student number and then press button Go. If only one student is found according to your input, the info center of the student will be opened directly. When multiple students are found, you will see the matching list in a popup with information for all the search result. Fig. 11. Matching List for the search input 2008 SAP AG 12

13 For example, when you search for smith, the system might find out several smith, as shown above. Click on the last name of the student or choose a row and click the OK button. The info center of the student will then be opened Reports Fig. 12. Reports Page As shown in the figure above, SLcM delivers a group of BW reports as default content in the report page. But these reports are only samples. Via customizing, you can customize the list of reports that should be offered for academic advisors. The detailed customizing possibility is introduced in chapter Service Map This page is an overview of all the application services which are offered directly in the Advisor Work Center. Advisors can read the detail description for each service. When user click on one service link, the service will be started in a new window; when user clicks on the Work Overview icon, users can navigate back the overview page SAP AG 13

14 Fig. 13. Service Map The name and description of the services are defined in the business package for Advisor UI. It is possible to modify them by building your own portal content, refer to chapter 4 for more details. 3.3 Student Info Center Student Info Center (STIC in short) is one of the most important and comprehensive functions offered for academic advisor in the whole Advisor UI. It integrates all kinds of information, mainly in academic area, regarding a student. From STIC, the user can also open further advising services Family Educational Rights and Privacy Act (FERPA) FERPA warning is mainly a function used in US universities. You can switch it off when you do not need it. In STIC, whether FERPA warning is shown depends on 2 factors: Student level: whether a privacy level has been defined for a student in the student master data, Application level: whether FERPA warning has been switched on for the STIC. By default, FERPA is switched on. Once FERPA is switched on for STIC and also required by the student, FERPA warning will be shown in the student info center immediately when the STIC is opened. Users can only view the detail information after they have confirmed the warning. Fig. 14. FERPA Warning, shown as initial page The warning text shown in the figure above is just a sample. The content of the warning can be customized SAP AG 14

15 3.3.2 STIC Overview Fig. 15. Student Info Center: Floor Plan After FERPA warning is confirmed, the detailed information of a student can be shown. As shown in the figure above, STIC s detail part is composed by the following parts: Application Title Student name is shown as key information for the title Student Header This part shows the key information regarding a student. This part is customizable. Customer can choose other type of student header if necessary. Tool Bar + Navigation Panel In the tool bar, there is only one Refresh button, which you can use to refresh page to get the most updated information. The navigation panel contains the possible application services that you can start from the info center, e.g. build module plan SAP AG 15

16 3.3.3 Application Title and Student Header Fig. 16. Application Title and Student Header Application title is shown in the form of Student (Last Name, First Name). Student header is shown right below the application title, which includes: Student Number Name Principle Organization Unit Status Main Program The header info shown here is similar to the student header used in the backend transactions, e.g. in Student File (PIQST00) or Student Master Data (PIQSTM). It is possible to customize the Student Header type in the customizing of STIC. (Refer to Chapter 5) If the photo of a student has been archived in the system, it will be shown on the right side of the Student Header You can also Fig. 17. Related Services: You Can Also The related services of STIC are shown in drop down list box You Can Also. By default, only 2 services are linked with STIC. But this part is customizable. You can customize the related services in a way similar to the configuration of report page. The You Can Also part appears in almost all the applications in Advisor UI. You will see it repeated later. The detail info regarding the customizing of You Can Also is given later in chapter 5. In the following chapters, each view in STIC will be described SAP AG 16

17 3.3.5 View: Overview Page (Academic Fact sheet) This is the default view shown in the STIC after the FERPA warning is confirmed. Fig. 18. Overview Page As shown in the figure above, it displays information in a fact sheet mode. All the academic information about the student is summarized in one page Indicators The indicators are supposed to give advisors the most important signals regarding the current situation of the student. For example, when the student has any active academic hold, a red icon is shown which can be noticed by advisor immediately. Currently, we offer 2 indicators here. Fig. 19. Indicators 2008 SAP AG 17

18 Account balance This indicator checks whether the student has any unpaid fees based on the current fee calculation information in the system. If the student does have some fee unpaid, a red icon will be shown. The detail information about the fee calculation result will not be shown here. Academic Hold This indicator intends to tell advisor whether there is any active academic hold for a student. A new customizing entry is offered to define which hold grouping can be considered as academic hold. If a student has any active hold which belongs to the academic hold grouping, then a red icon will be shown here. Such a customizing has to be defined by customers. In case no academic hold group is defined or a wrong entry is given, a yellow icon is shown here, as shown in the figure below. Fig. 20. Academic Hold: when customizing is missing Communication Fig. 21. Communication Data Here, the main contact methods of a student are shown, which include: Standard address A student can have multiple addresses, e.g. Campus Address, Correspondence Address. Only the standard address is shown here. Telephone number Mobile Number address For telephone number, mobile number and address, they are read from address independent data first. If they are not maintained there, they are derived from standard address SAP AG 18

19 Current Program Type Progression Fig. 22. Current Program Type Progression result This part shows what the current progression result for the program type(s) of the current student are, e.g. the current academic standing of the student in undergraduate study. Current means that only the progression results that are valid on the current date are shown. Normally, a student has only one program type at one time, e.g. either graduate or undergraduate. In exceptional cases, a student may register in multiple program types are the same time. In such a case, progression result for all the program types can be listed Academic works in current sessions Fig. 23. Academic Works in current session(s) In this part, all the student s academic works in the current session are shown here. There could be multiple current sessions, as some sessions could be overlapping, e.g. summer session and first summer session Program Data Fig. 24. Program Data 2008 SAP AG 19

20 This part shows detail information for all the student s programs of study, which includes: Organization Unit The organization unit for the program of study should be shown here. Registration Period Here, the initial registration period of the student is shown. If the student has completed/stopped the study in this program, the registration end data is also be shown. Specialization (Major/Minor) All the current specializations, e.g. major or minor, for the current program are shown. In case a student will change specialization in the future, the future specialization (start date is in the future) can also be shown here. Admission It shows the admission status and period for the current program of study Anticipated Graduation Date It indicates when the student is supposed to graduate from the program of study. When a student has multiple programs of study, the detailed info for each program of study will be listed. The program name is shown as header for each group of info View: Bio-demographic Data (Fact sheet) This view includes 3 types of information: Personal data, Communication Data and Individual Study Data Personal Data Fig. 25. Personal Data Here, advisors can get detailed personal information regarding a student. All the data shown here are derived from student master data. The Death data of the student is not shown by default, unless it is maintained in the backend system. Maybe not all types of info are necessarily maintained in your system, e.g. the name initial or third nationality. Administrators can also hide the data which are not needed via configuration, for example, field 3 rd nationality is hidden in the figure above. (Refer to Chapter 5 for more details.) 2008 SAP AG 20

21 Communication Data The communication data of the student are shown in this part. They are displayed in 3 different sub-views: Standard Address Address Overview Address-independent Data By default, the standard address of the student is shown. By changing the chosen item in the show dropdown list box, users can see other information in other sub-views Standard address Fig. 26. Standard Address As shown in the figure above, the standard address of the student is shown here, with the address abbreviation shown as header info. In the street address part, there are many possible data entries in the master data maintenance part. But only when a data is maintained in the backed end, users can see an entry here. If no data is maintained, e.g. the building information is not maintained in the address, the user does not see a line here. This is to keep the UI as simple as possible. Again, administrators can hide the fields that are not needed in address data Address Overview A student can have multiple addresses with different address usages, e.g. campus address, correspondence address, etc. By switch the show dropdown list box to Address Overview, users can get an overview of the all the addresses of a student, with address abbreviation, country and address usage, etc. By clicking on the link of address abbreviation in the overview table, users can see the detail of each address. The detail of standard address is shown by default SAP AG 21

22 Fig. 27. Address Overview Address-independent communication Fig. 28. Address-independent Communication Data In this part, the address-independent communication data can be shown. As mentioned before, if a telephone/mobile number or address is maintained here, they would be considered as the default phone number/ address, which is shown in the advisor query or overview fact sheet SAP AG 22

23 Individual Study Data Fig. 29. Individual Study Data In this part, the individual study data of the student is shown. Tip: How to get more explanation on a field. By clicking right mouse on a certain field, e.g. Time Window, you can see a context menu the field. By selection option More Field Help, the detailed explanation (documentation of the data element of the field) is shown here of the field can be shown in a popup window, refer to the figure below. Fig. 30. More Field Help View: Status This view shows the status type of info of a student. Currently, there are 2 sub pages in this view: hold and program type progression result SAP AG 23

24 Hold Fig. 31. Hold Overview Here, advisor can get an overview on all the holds that have been created for the student, no matter they are active or inactive, academic hold or non-academic hold. Advisor can perform different actions for holds here. But whether these actions can be really performed depends on the basic authorization check. (Check for Info type 1728 and subtype for hold). The detail authorization concept for the whole Advisor UI is mentioned later in chapter Switch hold status Fig. 32. Switch Hold Status Switch hold status could be the most often used action for an advisor in this hold area. By marking a hold and then clicking on button Active/Inactive, the status of the hold can be switched, either from active to inactive or inactive to active. For example, the figure above shows how an active hold is about to be inactivated. Additionally, advisor can give comment as the reason for the switch. By clicking on the Save and Close button, the hold will be inactivated and saved SAP AG 24

25 Create a hold Fig. 33. Create Hold Advisor can also create a new hold for a student, by clicking on the Create button, as shown in the figure above. Advisor can select the type of hold to be created. If the hold type is study (CS object) related (depends on customizing of hold type), users can also choose the program of study for the hold. If the hold type is student related, the program field will be hidden. After pressing Save and Close button, a new hold will be created for the student Display or edit comment In similar way, advisors can also display a hold or edit comment for a hold. They are not introduced in detail here Program type progression In this part, advisors can get an overview on all the program type progression results for a student. Fig. 34. Program Type Progression When a student has multiple program types, e.g. both undergraduate and graduate, the progression result for all program types are shown here SAP AG 25

26 For a program type, not only the current progression result is shown, the result which is valid from a future date can also be shown here. But the result which is obsolete (valid only in the past date) will not be shown. As the result is shown in one ALV table, end users can freely configure the layout for the result table. For example, sort by academic period, as shown in the figure above. Administrator can also define a default layout for all the users (refer to chapter 5) View: Academic History This view shows all kinds of academic achievements that have ever been completed by the student in his/her whole student lifecycle, even outside of the current university Academic work Fig. 35. Academic Work Overview Here, all the academic work a student have ever booked, completed or cancelled, etc, are shown. Performance indices assigned to calculation point IB02 (a new calculation point) are calculated and displayed here. By default, the calculation of performance indexes is based on all the academic works of the student. But it is also possible to calculate performance indices only for a sub-group of academic achievements, e.g. only for the academic works completed in year 2006 fall session SAP AG 26

27 Fig. 36. Set filter for display By clicking on the filter icon on the top-right of the ALV table, a filter row can be shown right below the column headers. As shown in the figure above, the user can enter *2006 and Fall in the filter for academic year and academic session, in order to display academic works only for 2006 Fall session. After that, by clicking on button Update Performance Index, performance indexes are calculated only for the filtered items, i.e. for year 2006 Fall. This enables user to calculate performance index in a flexible way Examination Fig. 37. Examination Overview Here, users can get an overview on all the examinations of a student, which mainly include module, examination name, period, number, appraisal and status info. (Examinations refer to the assessments (CE object) for module (SM object).) Qualification This part includes an overview on all qualifications a student has been conferred. Fig. 38. Qualification Overview 2008 SAP AG 27

28 Equivalency Determination This view is regarding Equivalency Determination. 2 sub views are available: Equivalency Determination Overview (default view) Transferred Academic Achievements Overview Equivalency Determination Fig. 39. Equivalency Determination Overview This view shows a summary of all the Equivalency Determination (ED) results that have ever been created for the student. A student can have more than one ED results, e.g. one from a high school transcript and one from a college transcript. Some ED result can also be non system-based, which means the ED is not based on a certain external transcript. Refer to the figure above. In case there is a note for the ED, clicking on the note icon, the note can be shown in a popup. Fig. 40. Note for Equivalency Determination To see the details of a certain ED (Equivalency Determination), advisors can mark the ED row and click button Display. Then the application service Display Equivalency Determination will be started in a new window, which shows the detail information about the chosen ED. The Display ED service will be introduced in chapter 3.4 Advising Services SAP AG 28

29 Transferred academic achievements Fig. 41. Transferred Academic Achievements Overview This sub-view gives an overview on all the transferred academic achievements of a student. It is a summary crossing all the released ED of a student. (Those ED will are still in process will not be included here.) The table columns in result table are shown in 3 groups: Transfer Agreement This part mainly includes the agreement applied or a grouping name (for non system-based ED, there is no transfer agreement for each grouping, only a grouping name), note for each ED grouping. Most ED groupings are 1:1 transfers. But it also could be n:m transfer. As shown in the figure above, Hist is transferred into Hist. 102 and Hist. 101, depending on transfer agreement Hist 1045 American History. This is a case of 1:2 articulation. External Academic Achievements Here, the external achievement s name and external organization are shown. Internal Academic Achievements Here, you can see the transferred academic achievements, together with grade, earned credit and program type. By default, only the most important fields are shown here. There are more fields available in the result table, but they are hidden by default. Administrator or end user can both switch them on. For more detailed info, please read chapter 5. The Performance indices result for the transferred academic achievements is shown above it. These performance indexes should be assigned to calculation point IB SAP AG 29

30 External Transcript Fig. 42. External Transcripts As shown in the figure above, this part provides an overview on all the external transcripts of a student. There are 2 advising services linked with the overview table: Display ED This can display the current Equivalency Determination result for the external transcript. Simulate ED In case ED has not been processed for the external transcript, the advisor can use this function to get a simulated result. The details about these 2 advising services are shown later Program Data This view shows overall information about the student s program of study, in the following different perspectives: Registration Fig. 43. Registration Here, the advisor can find all the registrations information of a student in all the sessions and all the programs SAP AG 30

31 Specialization (Major/Minor) Fig. 44. Specialization Here, for each registered program, the specialization info is shown. The advisor can see the major or minor of a student Admission Fig. 45. Admission Here, the advisor can get the admission status of a student in a program Graduation Fig. 46. Graduation Here, advisor can see a student s graduation status for each program. Technically, a graduation is the assessment (CE object) for program (SC object) Audit Fig. 47. Audit 2008 SAP AG 31

32 This view shows all the audit results a student has. Advisors can get an overall result here. To read more detailed audit information, users can make an audit can click the Display Audit button. Then advising service Display Audit will be called, which shows detailed audit result in a new window. The detailed description of the Display Audit service is shown later Activity Record There are 2 sub-views for activity records: advisory note and activity document Advisory Note Fig. 48. Advisory Note Here, by default, advisors will see all the advisory notes of a student. These advisory notes are public. When a student has multiple advisors, each advisor can read these notes. Advisory note is a special kind of student note. Via customizing, administrator can define which types of student note are considered as advisory note. Refer to chapter 5. Advisor can see other student notes, which are not advisory notes, by clicking on the radio button Other Notes Create Advisory Note Fig. 49. Select note type In the system, there could be multiple types of advisory notes, e.g. hold notes, ED notes or module plan notes. These note types help advisors to categorize their notes. And also via note type customizing, they can also have different features, e.g. whether the note is period related. As shown in the figure above, the create button has a menu, which lists all the possible types of advisory notes. Advisors can directly select the note type to be created from there SAP AG 32

33 Fig. 50. Create an advisory note After a note type is chosen, a popup will be shown, where advisors can enter detail information about a note. Refer to the figure above. Depending on the customizing of the note, advisors can also enter different context information for a note. For example, to enter a note for module plan, advisors can enter the program of study of the student as context. By clicking Save and Close button, the advisory will be created. If the Cancel button is clicked, the note will not be saved Edit, Display or Delete Advisory Note In a similar way, advisors can also edit, display advisory note in a popup. To delete an advisory note, a popup will be shown to ask for a confirmation SAP AG 33

34 Activity Documents Fig. 51. Activity Documents This view shows all the activity documents for a student, which is a trace on all the activities done for the student in the system, e.g. who have changed the appraisal of a student. Activity documents are created automatically in the system. The advisor does not have to create them manually. 3.4 Advising Services Advising services are offered in the following 3 areas: Equivalency Determination o Display Equivalency Determination o Simulate Equivalency Determination for Ext. transcript for Ext. Work o Search Transfer Agreement Module Plan o Build Module Plan Audit o Display Audit o Check Audit These services are integrated into the whole Advisor UI, either with Advisor Work Center or with STIC Display Equivalency Determination This service is integrated with view Equivalency Determination in STIC SAP AG 34

35 All the (official) Equivalency Determination results are listed in STIC view Academic History -> Equivalency Determination. This service enables advisor to get a detailed view on the result of a certain ED. There are 2 types of ED in the system, depending on whether the ED is generated based on external transcript or not: System-based: ED for external transcript Non system-based: ED unrelated with external transcript System-based ED Fig. 52. Display a System-based ED The ED detail application includes the following parts. Title: Shows the ED type + External Transcript name (EO name + Issue date). Student Header + ED header o A simple student header is shown here. But via customizing, other type of student header can be used. o ED Header: the key info regarding the external transcript and the ED status are shown here. You can also: currently there is no related service. But this part is also customizable. Transferred work This part shows an overview on all the articulations between ext. acad. Achievements and int. acad. Achievements. The table structure is similar to the transferred academic achievements overview in STIC SAP AG 35

36 Non system-based ED Fig. 53. Display a Non system-based ED The non system-based ED result is different from the system-based ED. Title: ED type + ED name Student Header + ED header The ED header here only includes ED status info. Transferred work Here, the result table is different as the one in system-based ED. It has only 2 groups of columns: The ED grouping and Internal Academic Achievements. For each ED grouping, if there is any note for it, advisors can open the note by clicking on the note icon. The note detail will be shown in a popup window. Refer to the figure below. Fig. 54. Note for ED grouping Simulate ED for External Transcript As mentioned before, this service is integrated with the view External Transcript in STIC. When there is no ED created for an external transcript yet, advisors can use the Simulate ED function to get a simulated result. The simulation result could be different from the final result, as the final ED can be manually modified. Here, the simulation result is derived completely according the existing transfer agreements. Normally, the ED simulation result can be shown directly when the simulation service is started. But in case there are conflicted transfer agreements, all the conflictions will be listed to advisor first, as shown below. Advisor can mark the checkbox in the select column to decide which transfer agreements should be applied SAP AG 36

37 Fig. 55. Conflictions between transfer agreements After clicking the button Solve Conflict, the simulation result will be shown as below. Fig. 56. Simulation Result This result is just a simulation. It will not be stored in the system Simulate ED self-service In many cases, there is no external transcript for a student yet in the system, or the student is still a prospect, who has not been admitted yet. In these cases, advisors can use the Simulate ED Self-service function to simulate ED. This service does not require advisors to select any student. So it is integrated directly in the Advisor Work Center. Advisor can start the service from the service panel or service map. The whole service is executed in a road-map pattern. Advisor just needs to follow the steps to complete the whole task SAP AG 37

38 Step1 Fig. 57. Initial Screen Above is the initial page when starting the service. A quick help is displayed under the roadmap. There is also help info for the input field for external organization. In this step, advisors should select the external organization of the student. Fig. 58. Select via Search Help A search help is offered to help searching for the external organization (EO). By entering the full name or part name of the EO and then clicking on the search icon, the search result of the input is shown in a popup window, as shown above. If you directly click on the search icon, without entering anything, all the external organizations which has transfer agreements will be listed. (In case no transfer agreement exists for an EO, the EO will not be listed in the search result.) After selecting the EO, advisors can press button Enter Subject to go to the next step SAP AG 38

39 Step 2 Fig. 59. All offered subjects In the 2nd step, advisors should enter the subjects taken by the student from the EO. Advisor can get a list of all the offered the subjects of the chosen EO from left-side table. Column Transferable indicates that whether the subject can be transferred according to transfer agreements. Clicking the subject name, the description of the subject can be shown as a pop in. Clicking on the same link again, the pop in will be closed. Fig. 60. Pop in for description of subject 2008 SAP AG 39

40 Students normally have taken subjects in different academic period. Advisors can first enter the year and session, and then mark the subjects taken in the period, as shown in the figure below. Fig. 61. Select taken subjects By clicking Add button, the marked subjects are added to the Taken Subjects table, and the given year and session are set for each subject. Advisors also need to enter the grade of each subject. The grade is a mandatory entry, as it can influence the simulation result SAP AG 40

41 Fig. 62. Add taken subjects Step 3 In similar way, advisors can also enter external qualifications in a similar way. In case the student has no external qualification, advisors can simply skip the step. By clicking the Simulate button, the simulation result will be shown in step Step 4 Fig. 63. Simulation Result Here, advisors can see the simulation result of ED together with performance indexes result. These performance indexes are assigned to a calculation point EDSM SAP AG 41

42 Step 5 Fig. 64. Final Step After simulation task is done, advisors can click on the complete button and come to the final step. In the final step, advisors can navigate to other related services from the You Can Also section, e.g. search transfer agreement. The You Can Also section is also customizable Search Transfer Agreement Similar to the Simulate ED Self-service, the Search Transfer Agreement service is also integrated into the Advisor Work Center. But additionally, as shown before, it can also be started from the completed step of Simulate ED Self-service. By switching the Search By options, advisors can search for transfer agreements in different ways. Get all the transfer agreements of a certain external organization 2008 SAP AG 42

43 Fig. 65. Search for all the transfer agreements for an external organization Here, all the transfer agreements for the given external organization can be shown. Clicking on the Advanced link, advisor can specify more detailed searching criteria, e.g. priority for transfer agreement. Get all the transfer agreement for a certain external academic achievement Fig. 66. Search for all the transfer agreement for a subject Here, advisors can search for all the transfer agreement related with a subject (SU object) or external qualification (EQ object). Get all the transfer agreement for a certain internal academic achievement 2008 SAP AG 43

44 Fig. 67. Search for all the transfer agreements for a module Here, advisors can search for all the transfer agreement related with module (SM object), credited work (CW) object or qualification (CQ object). For example, as shown in the figure above, advisors can check what is equivalent to a certain module. The search result could include transfer agreement from multiple external organizations Build Module Plan Advising service Build Module Plan is integrated in STIC. Advisors can start building a module plan for a student by selecting the service from the You Can Also part of STIC. The Build Module Plan service enable the advisor to suggest to the student what courses should be booked in order to fulfill the requirements of program of study Initial Page When the service is started, the advisor will first see one initial screen, as shown below. Fig. 68. Initial screen In this initial screen, the advisor can see all the programs or program types the student has registered for in module plan context area. The module plan context is consistent with the module booking context. For example, if the module booking context is Program, then only the program will be shown as the module plan context. Each module plan is context based, which means if a student has registered in multiple programs or multiple program types, advisors can build a module plan for each program/program type. But for each program/program type, there can be only one module plan currently SAP AG 44

45 By clicking on the Start button, the module plan for the chosen context will be opened. If there are already module plans available, they will be listed in the table All available module plans. By clicking on link of the context, program or program type, the existing module plan will be opened Display Module Plan Fig. 69. An existing module plan. View: In Plan Only A new module plan is usually always empty. Advisors will see nothing in the view In Plan Only and Booked Already. But it is possible to predefine default module plan content via BAdI Define Default Module Plan. For example, there is common requirement for all the students in a certain program. Then via implementing the BAdI, commonly required courses will be filled into the module plan when a module plan is initially opened or created. The details about the BAdI will be mentioned later. The main components in a module plan are listed below: Title In the application title, the module plan context is shown there. As shown in the figure above, program + program type is shown. Student header The header here is customizable You Can Also There is one related service for module plan: Check Audit. This will be introduced later. Detail Views For each module plan, there are 3 detail views: o In Plan Only o Booked Already o All Academic Work Note: for each advising service or STIC, the terminology, visibility and sequences of the views are all customizable, and you can rename the view. Refer to chapter SAP AG 45

46 View: In Plan Only This view shows the planned modules or offers of a student which have not been booked yet. As shown in the figure above, there are 4 courses suggested by the advisor. Once a planned course is booked, it will not be moved from view In Plan Only to view Booked Already View: Booked Already Fig. 70. View: Booked Already As shown in the figure above, you can see that there is one course shown there. This course is also suggested by the advisor and stored as a part of the current module plan. But since the course is booked, it is shown in view Booked Already here. Fig. 71. Course Detail In a module plan table, advisors can see the overview of the planned course, which include module name, period, event package, credits, etc. To see the details of a course, the advisor can click on the triangle in the detail column. The planned events of the course will be shown as a pop in below the course row. The pop in enables advisors to see the detail schedule, address, and instructor for each event. The terminology used here might be different from yours, e.g. event package. You can configure the terminology via configuration for WebDynpro Applications. This will be introduced in the chapter View: All Academic Work In view All Academic Work, advisors can get an overview on all the academic works ever booked, completed or even cancelled by the student. The view here shows the same content as the academic work 2008 SAP AG 46

47 view in STIC. This view is offered as background info for the advisor. If such a view is not necessary, it can be hidden via customizing. Fig. 72. View All Academic Work Check Audit To help advisors to find out what is required by the program of study for the student, application service Execute Audit is combined with Module Plan service. By selecting Check Audit from the You Can Also drop down list box, advisor can execute an audit run for the program specified in the module plan context. Such an audit run will check audit requirements based on both the academic works completed/booked by the student and those suggested in the module plan, in order to check whether the planned course can fulfill requirements or not SAP AG 47

48 Fig. 73. Start Check Audit from You Can Also Fig. 74. Initial Page for Audit Execution As you can in the figure above, an initial page is shown before audit is executed. In the initial page, advisor can see the program name, requirement profile of the program and audit execution mode. Normally, the parameters are already filled automatically. Only in special case, the advisor needs to select context parameters. There are 2 prerequisites before an audit can be executed for module plan. A requirement profile for the program of study has been created for the student. There is execution mode permitted for module plan (Defined in customizing. Refer to chapter 5). Below the audit run context, existing audit runs for the current program is shown. Advisor can directly open on existing audit. To execute an audit for the current context, the advisor just needs to press Start button. Then the audit execution result is shown, as the figure below SAP AG 48

49 Fig. 75. Audit Execution Result The result details are explained below. Header (Student header + Audit Header) Here, advisors can see a simple student header together with a audit header. Audit header contains the key info regarding the current audit run. Detail Views There are 2 views for audit result: Audit Details and To Be Booked. Audit details view has 3 sub-views: all details, academic work usage and calculation details. The 3 sub-views show the requirement result in different detail level. Sub-view Academic Work Usage shows only the academic work usage of each requirement. Sub-view Calculation Details shows only the calculation result for each requirement. Sub-view All Details then shows both academic work usage and calculation details. Again, the views here are customizable. You can customize the terminology and can also hide the (sub) view which you do not need. By default, advisors will see the all details sub-view. This view contains mainly 2 parts. On the left side, all the (sub) requirements of the program, which have been defined in the requirement profile, are shown in a requirement tree. The red icon indicates that the requirement has not been fulfilled yet. Otherwise, a green icon is shown SAP AG 49

50 On the right side, all the detailed information regarding each (sub) requirement is shown. Advisors can see the calculation details of each sub-requirement and also the academic works used to fulfill the subrequirement. To take a detailed look into a single sub-requirement, Zoom-in function is offered. Advisors can click on the sub-requirement name from the left side, and then the detail information only for the chosen sub-requirement is shown on the right side. Fig. 76. Zoom-in into a single sub-requirement As shown in the figure above, the sub-requirement requires 9 credits in European history. The student has completed/booked 2 academic works which can used to fulfill the requirement. But these 2 courses offer only 6 credits. Still 3 credits are needed. Fig. 77. Sub-view Academic Work Usage Above is a result from sub-view Academic Work Usage. You can only see the academic work usage table for each sub-requirement in this sub-view. View To Be Booked is a summary of all the courses that are used to fulfill requirements, but not booked yet, i.e. only suggested in the module plan SAP AG 50

51 Fig. 78. View To Be Booked This view can help advisors to double check on their suggestions. For example, if an advisor suggests a course, but the course cannot be used to fulfill any requirement, then such a course will not be listed in this view. Therefore, advisors should double check whether such a course really should be suggested or not. Fig. 79. A used suggested course for a sub-requirement As shown in the figure above, course Biol.100 can fulfill requirement Laboratory: 3 CRH. As you can see the status of the course is empty, which means that the course has not been booked yet. The course is shown here only because it has been proposed in the module plan. Correspondingly, advisor can see course Biol.100 listed in the To Be Booked view. In summary, via Audit Check, advisors can then tell which (sub) requirements are not fulfilled yet. Then advisors can add new suggestions in the module plan, which will be introduced in the next chapter Edit Module Plan. After advisors have added new courses, they can use the audit check function again to double check whether the new suggestion can fulfill the (sub) requirements or not Edit Module Plan To edit the module plan, the advisor has to press button Display/Change. Then the whole button row will be enabled. There are 2 options for adding new suggestions: Add Module Add Offer Add module means only suggest which module should be booked in a period. This is only a rough suggestion. Add offer enables advisors to suggest not only the module, but also the event package or events to be booked for a certain period. So offer means Module + Event Package/Events SAP AG 51

52 Add module Fig. 80. Open Module Search popup As shown in the figure above, the module search function is shown in a popup window. Here, advisor can search which module can be booked for a certain period. The current year and session is chosen by default. User can choose other session if needed. 3 search methods are offered in the Search By drop down list box. Search by module You can either select a module via the search help, and then only the selected module is checked. Or you can only give a string in the input field, e.g. hist, then all the module with a name containing hist will be checked SAP AG 52

53 Fig. 81. Search for hist module For example, as shown in the figure above, when user press search button, the system will list all the modules with string hist in their name and offered in session /Fall. In the search result, advisors can tell whether a certain module is already booked or completed by the student from the column Booking Status. By clicking on the module name, the module s detail information is shown in a pop in. Fig. 82. Module Detail Pop in As shown in the figure above, advisors can read the description of the module and also check whether it is a prerequisite or corequisite. Clicking on the module name again, the pop in will be closed. Clicking on button Check Module, the system can check whether there are still free seats in each module. Advisors can mark the modules to be added to the module plan. After at least one module is marked, button Add to Module Plan and Close will be enabled. Clicking on the button, the marked module is added to the booking plan SAP AG 53

54 Fig. 83. Mark a module to be added Fig. 84. Modified Booking Plan Search by program This option enables advisors to search for all the modules that are offered by a program of study (Derived by default via evaluation path SC-CG-SM). Search by organization unit This option enables advisors to search for all the modules that are offered by an organizational unit (Derived by default via evaluation path O-O-SC-CG-SM) Add offer Add offer is similar to the add module from the searching options. Advisor can also search via 3 search methods same as in module searching. But additionally, advisors can use the advanced search, which enables users to specify more details for the offer, e.g. campus, instructor, credit range, etc SAP AG 54

55 Fig. 85. Advanced Search Now suppose we search again for all the offers of the modules with name hist in academic session /Fall. In the search result, module and event package are shown in the result. By opening the detail of the offer, the user can see the event information for the corresponding event package. In case the module only offers events, without event package, all the events of the module can be shown in the detail part. Fig. 86. Search Result with details As you can see in the figure above, event package BB_MIT5 of module Hist. 103 has one event. Module Hist.105 does not offer any event package. But it offers 3 events in the given period /Fall, and the 3 events belong to 2 event type. Advisors can make a check on all the offers, to check if the offer is still open and whether they have time conflicts with the existing bookings. Fig. 87. Check Result 2008 SAP AG 55

56 As shown in the figure above, the red icon indicates the offer cannot be booked; either has not more open seats or does have a time conflict. Moving the mouse on the icon, the detail reason can be shown, e.g. time conflict. Same as before, advisors can also read the detail information for a module in a pop in. To add an offer with event package to module plan, advisors can mark the row with both module and event package. To add an offer with events to module plan, the advisor has to select events first, and then add the offer. Refer to the figure below. Fig. 88. Add offers to module plan Edit After adding a module or offer to a module plan, advisors can further edit it in order to specify more details on how the module/offer should be booked. As shown in the figure below, advisors can change the attempted credits, scale for appraisal and assessment method for a module/offer. Fig. 89. Edit a planned module/offer Delete Delete can remove a planned module/offer from the module plan. Note: The entire edit module plan options, add/edit/delete, only works for the items in view In Plan Only. Advisors cannot change anything in view Booked Already or All academic Work SAP AG 56

57 Test Booking Advisors can make a booking simulation. By clicking button Test Booking, system will check whether all the planned module/offer can be really booked or not. The check result will be shown below the header area, as shown in the figure below. Fig. 90. Test Booking Save In the end, advisors need to save all the changes done to the module plan by pressing the Save button Display Audit This application service is combined with view Audit in STIC. It shows the result of an existing audit run SAP AG 57

58 Fig. 91. Display Audit As shown in the figure above, the result is almost same as Check Audit. Therefore this is not explained again in detail here SAP AG 58

59 4. Business Package This chapter covers mainly how the business package can be installed in the portal. 4.1 Prerequisites Refer to chapter Background Almost all the iviews included in this BP are WebDynpro ABAP iviews, with a few exceptions. There is no Web Dynpro Java iviews in this BP, which means you do not need to configure any JCo connection for this BP. In case of software issue with the BP, you can contact SAP via component EP-PCT-HER. 4.3 Installation and Configuration Installation Limitation: Please be aware that the BP contained in this note is only in English language Configuration After you have installed the BP into your portal, the follow-up configurations in portal are listed below. System object Portal User Setup System Object After installing the BP, you need to setup 2 system objects in your portal with the following 2 system aliases. o SAP_ECC_HigherEducationAndResearch This system alias should be assigned to a system object which is configured against Student Lifecycle Management system, with release IAP SP1 or higher. o SAP_BW This system alias should be assigned to a system object which is configured against BW system. And this BW system should include the BW queries which you want to use in report page SAP AG 59

60 Setup Portal User To enable a portal user to access the Advisor UI function in the portal, you need to assign role Academic Advisor to the portal user. This portal user also needs a corresponding user in the backend systems, i.e. the systems with alias SAP_ECC_HigherEducationAndResearch and SAP_BW Post-installation You can use the delivered BP as a template and build your own BP based on it. A hint: Do not modify the BP delivered by SAP directly, but use Delta Link. For more detail, refer to Netweaver Documentation on Delta Link: BP Overview This chapter only gives a rough overview on what is contained in the BP. There are 2 parts in this business package: Business Object Portal Content Business Object Fig. 92. Business Objects for Advisor UI As shown in the figure above, the business objects for BP Advisor are contained under portal content path: Business Object -> Public Sector -> Higher Education and Research 2008 SAP AG 60

61 These business objects are only used for navigation purpose. E.g. users can navigate from the advisor work list to the student info center. Such navigation is triggered by action Display (Info Center) of business object Student. Each action of a business object is linked with the target iview. E.g. the target iview of action Display (Info Center) is iview Student Info Center Portal Content Fig. 93. Portal Contents for Advisor UI As shown in the figure above, portal content for BP Advisor is contained under portal content path: Portal Content -> Content Provided by SAP -> specialist -> Academic Advisor (Higher Education & Research) Role Only one role is offered in this BP: Academic Advisor SAP AG 61

62 Fig. 94. Portal Role: Academic Advisor Above is an overall picture of role Academic Advisor. This role is the entry point to all the functions in this BP. As you can see in the figure above, all the portal contents in the BP are assigned under the role. Role ID: pcd:portal_content/com.sap.pct/specialist/com.sap.pct.isher.acadadvisor.bp_folder/com.sap.pct.isher.acadad visor.roles/com.sap.pct.isher.acadadvisor.academic_advisor To enable a user to access to work center Academic Advising, this role has to be assigned to the user. Under the role, there are 2 parts: Academic Advising work set This is the main work set of the BP, which is an entry to all the detail contents. This work set will be introduced later. Navigation Targets folder This folder contains all the target iviews which can be opened via portal navigation. E.g. iview Student Info Center can be navigated from iview Advisor Query. As navigation target, iview Student Info Center is assigned in here Work sets and Pages Work sets are pages which are just containers for detailed functions in different levels. Here, we do not give detailed introductions to each the work set and page. We will only explain the main work set Academic Advising, which includes everything SAP AG 62

63 Work set: Academic Advising Fig. 95. Work Center: Academic Advising As shown in the figure above, this worksite is represented as work center Academic Advising in the portal. Under the work set, there are 3 subsets: Overview, Reports and Service map, which are shown as 3 subpages under the work center page SAP AG 63

64 Fig. 96. Detail content of Academic Advising Work Center Above is a more detailed look into the worksite. As you can see, there are 3 parts under the work set. Overview This part contains the overview page, which includes advisor work list and also student quick search; and it also includes the related services, e.g. simulate equivalency determination, which are listed in the navigation panel. (These services are also available in the service map) Reports This part contains the report page, which reuses a basis WebDynpro ABAP iview Launchpad Application (ABAP) with ID com.sap.pct.erp.common.lpd_application. For more details about the basis iview, you can refer to Launchpad (ABAP). The backend system for the reused iview is SAP_ECC_HigherEducationAndResearch, i.e. the system for SLcM. The application parameter for the iview is role=ad_advisor&instance=rep. AD_ADVISOR is the technical name of role Academic Advisor in backend system and REP is the instance for the Launchpad. You can customize the reports that should be shown in the iview via customizing in the SLcM system. Refer to chapter 5. Service Map This is also a basis iview called Service Map (ID: com.sap.pct.erp.common.servicemap) which is reused and assigned here. The iview shows automatically all the services that are assigned under the Academic Advising work set iviews Below is a summary for all the iviews we offered in the BP. Name ID Application Type Application Name Application Parameters Advisor Query Build Module Plan Display Audit Display Equivalency Determination Execute Audit Search Transfer Agreement Simulate Audit com.sap.pct.isher.acadadvisor. advisor_query com.sap.pct.isher.acadadvisor. build_bplan com.sap.pct.isher.acadadvisor. audit_display com.sap.pct.isher.acadadvisor. ed_display com.sap.pct.isher.acadadvisor. build_audit com.sap.pct.isher.acadadvisor. search_agm com.sap.pct.isher.acadadvisor. simulate_audit WD ABAP piqpowl_advisor_query applid=is-her-cmadvising WD ABAP piq_bplan dialog_id=bplan_adv WD ABAP piq_audit_display dialog_id=audr0_adv WD ABAP piq_ed_disp dialog_id=eddisp_adv WD ABAP piq_audit_execute dialog_id=audr1_adv WD ABAP piq_agm_search wdconfigurationid= piqac_search_agm BSP piq_audit view=ev02& audittype=1000& simulate_only=x 2008 SAP AG 64

65 Simulate Equivalency Determination (External Transcript) Simulate Equivalency Determination (Self-Service) Student Info Center com.sap.pct.isher.acadadvisor. ED_Simulation_Transcript com.sap.pct.isher.acadadvisor. ed_simulation_extwork com.sap.pct.isher.acadadvisor. student_info_center WD ABAP piq_eds_tr dialog_id=edstrpt_ad WD ABAP piq_eds_extw_advisor dialog_id=edsextw_ad WD ABAP piq_stic dialog_id=stic_adv Student Quick Search com.sap.pct.isher.acadadvisor. stic_eti WD ABAP piq_stic_eti The system alias for all the iviews above is SAP_ECC_HigherEducationAndResearch SAP AG 65

66 5. System setup This chapter is relevant only for system administrators and technical experts. 5.1 System Configuration Activate Service The WD ABAP applications are usually not activated in your system by default. You have to activate them via transaction SICF Maintain Services. Fig. 97. Search for all the services offered by SLcM As all the WebDynpro services are named with prefix PIQ, you can enter piq* in the service name part and start search, as shown in the figure above SAP AG 66

67 Fig. 98. All the WebDynpro Services found Then under node webdynpro -> sap, you can see all the WD ABAP services offered by SLCM. Not all of them are related with Advisor UI, as some of them are offered for student self-service, e.g. piq_eds_extw_student (Simulate Equivalency Determination for Student Role). You can activate them depending on whether you need them or not. Note: the following services are required by Advisor UI. WD ABAP Service Name Description (same as iview name) Corresponding iview ID piqpowl_advisor_query Advisor query com.sap.pct.isher.acadadvisor. advisor_query piq_agm_search Search transfer agreement com.sap.pct.isher.acadadvisor. search_agm piq_audit_display Display Audit com.sap.pct.isher.acadadvisor. audit_display piq_audit_execute Execute Audit com.sap.pct.isher.acadadvisor. build_audit piq_bplan Build Module Plan com.sap.pct.isher.acadadvisor SAP AG 67

68 build_bplan piq_eds_extw_advisor piq_eds_tr Simulate Equivalency Determination (Self-Service) Simulate Equivalency Determination (External Transcript) com.sap.pct.isher.acadadvisor. ed_simulation_extwork com.sap.pct.isher.acadadvisor. ED_Simulation_Transcript piq_ed_disp Display Equivalency Determination com.sap.pct.isher.acadadvisor. ed_display piq_stic Student Info Center com.sap.pct.isher.acadadvisor. student_info_center piq_stic_eti Student Quick Search com.sap.pct.isher.acadadvisor. stic_eti Authorization To enable advisors to run the Advisor UI and control their access to the right scope, correction authorization needs to be assigned to the user. The authorization of Advisor UI is controlled in both portal and backend system, but mainly in the backend system. Portal Level In the portal, users can access to advisor work center only when role Academic Advisor is assigned to the user. Backend system o Service For each WD service, you can require an authorization check for it via transaction SICF, in Service Data -> SAP Authorization. The authorization object is S_ICF (click the link for more details). By default, SLcM does not define any authorization check value for authorization object S_ICF. But you can define it manually in transaction SICF if an authorization check on service level is required SAP AG 68

69 Fig. 99. Activate service authorization check o Structure Authorization Structural Authorization is always checked before an advisor can access to any data about a student, e.g. to search a student in Student Quick Search, or open the Student Info Center a certain student. o Basic Authorization Minimum basic authorization required for different application is shown below. Advisors cannot perform the corresponding action in the application without the specified authorizations. Application Action Activity (P_CM_PROC) Display Audit Field PIQPROCESS : DA04 Audits (P_CM_AUDIT) Field PIQAUDRTY :<Execution Mode> & Field ACTVT : 03 Personnel Planning (PLOG) Execute Audit Field PIQPROCESS : DA01 Field PIQAUDRTY :<Execution Mode> & Field ACTVT : SAP AG 69

70 Simulate Equivalency Determination Display Equivalency Determination Field PIQPROCESS : ED05 Field PIQPROCESS : ED04 Display Field PIQPROCESS : BP04 Build Module Plan + Field PIQPROCESS : CH01 Change Field PIQPROCESS : BP02 + Field PIQPROCESS : CH02 Search Transfer Agreement Field PPFCODE : DISP & Field OTYPE : EO & Student Info Center Display/ Create/ Change/ Delete Advisory Note Create/ Edit/ Active/ Inactive Hold Display Hold Field INFOTYP : 1758 Field PPFCODE : DISP / INSE / AEND / DEL & Field OTYPE : ST / CS & Field INFOTYP : 1707 & Field SUBTYP : <note type> Field PPFCODE : INSE & Field OTYPE : ST / CS & Field INFOTYP : 1728 & Field SUBTYP : <hold type> Field PPFCODE : DISP & Field OTYPE : ST / CS & Field INFOTYP : 1728 & Field SUBTYP : <hold type> Build Advisee List Each advisor normally wants to get his/her advisee list automatically when he/she opens advising work center in portal. To achieve this, 2 things needs to be setup in the backend system: Set link between User and Advisor Object (how to derive advisor from user) When query My Advisees is executed, system try to find out all the students of the current user. Normally, the advisor should be set up as Person (P object) in the system. To enable the system to find out who is the current user, you can assign the user name to a person via Infotype 105(communication) in transaction PA30. Of course, the prerequisite is that a person object has been created for the advisor SAP AG 70

71 Fig Assign User Name to a Person (P object) Define advisors for students In student file transaction (PIQST00) -> tab Advisors, you can assign responsible advisor(s) for a student. 5.2 Customizing and Configuration Customizing and configuration have different meanings here. Customizing means the actions you can perform in IMG. Configuration refers to the configuration you can do to modify the UI of Web Dynpro Applications. Configuration is done outside of IMG SAP AG 71

72 Fig Customizing Overview for Advisor UI As shown in the figure above, quite a few customizing possibilities have been offered for Advisor UI under IMG node Role-Based Web UI. But you do not have to do any configuration for most of them, because a default setting has been set for most of them. Basically, you only need to do customizing for the items under iblocks folder. For each IMG entry, documentation has been offered in IMG. You can refer to them for more details. All the customizing options are introduced in 3 groups: Mandatory Customizing Part of Advisor UI cannot run properly without these customizing. Important Customizing/Configuration These settings are needed for productive usage of Advisor UI, e.g. change the terminology used in the UI. Advanced Customizing They are needed for enhancing Advisor UI function. ABAP coding working is required Mandatory Customizing Define Advisory Note Type Technically, the advisory note belongs to student note. It is also stored as subtype for Info type Here, you have to define which type of student note can be created as advisory note by advisor in STIC SAP AG 72

73 Define Hold Grouping for Academic Hold You have to specify the ID of an academic hold grouping here. All the hold types belonging to the hold grouping are considered as academic hold. This customizing is used by the Academic Hold indicator in STIC Overview view Assign performance indexes to iblocks Performance Indexes are used in 4 places in the whole Advisor UI, with the corresponding 4 new calculation points as shown below. Calc. Point Used in Application iblock IB01 Student Info Center Overview IB02 Student Info Center Equivalency Determination IB03 Student Info Center Academic Work EDSM Simulate Equivalency Determination Not used in iblock Define Audit Execution mode for Module Plan A new flag parameter Module Plan is introduced in the execution mode definition for audit. In IMG Audits -> Basic Setting -> Define Execution Modes, you have to mark which execution mode can be used to check audit in module plan. Refer to the figure below. Fig Define Execution Module for Check Audit in Module Plan 2008 SAP AG 73

74 5.2.2 Important Customizing and Configuration When each part of mandatory customizing has been done, the whole Advisor UI should be executable. But before you can really go live with the Advisor UI, you also have to change the function scope, change the terminology or even adjust the UI layout of applications, e.g. hide some unnecessary fields or table columns, or change field name Customize Reports for Advisor In IMG Role-Based Web UI -> Academic Advisor -> Advisor Work Center -> Configure Report Launch Pad, you can customize the reports should be offered for academic advisors. Fig Default reports for academic advisor As shown in the figure above, these are reports delivered by SLcM as default customizing. To make the default queries executable, you have to do 2 things: In portal, set up a system object with system alias SAP_BW and the system object should configured against your BW system. All the BW queries used by the reports should be activated in your BW system. For example, to make report Admissions by Student Demographic Data executable from the report page in advising work center, BW query 0HE_DS01_Q0004 should be activated in your BW system. But these reports are only samples. You can customize reports according to your requirements via customizing. For example, you can change a report s name, folder or even remove or add reports. For more details, you can refer to the IMG documentation Customize Student Info Center The Student Info Center is highly configurable. You can start configuration from IMG Role-Based Web UI -> Academic Advisor -> Student Info Center -> Configure Student Info Center SAP AG 74

75 Customize Student Header Fig Modify Student Header used in STIC In the first view, you can change the type of student header used in STIC Customize FERPA Warning Setting Fig FERPA warning setting 2008 SAP AG 75

76 In FERPA warning, you can active/inactive the FERPA warning for Student Info Center. It is activated by default Customize View Assignment Fig Assigned views in STIC As shown in the figure above, each view is shown as a tab in STIC. Here, you can define the visibility and sort sequence of the views in STIC Customize View Definition Fig View Definition You can change the predefined view names here. You can also create your own views. To do that, you need to first create your view entry, and then you can assign existing iblocks to the view. In the end, you also need to assign the view to the STIC SAP AG 76

77 Customize iblocks to View For each view, you can assign one or more iblocks for it. Each iblock is shown as a sub-tab under the View tab. Fig iblocks assigned to View Academic History As shown in the figure above, there are 5 iblocks assigned to view Academic History. So correspondingly, you see 5 sub-tabs under Academic History tab. Here, you can not only change the sorting sequence and visibility of iblocks. You can also define the WebDynpro Component configuration that should be applied. One iblock can be assigned to different views are the same time. And they can be differentiated by different WD component configurations. For example, one iblock, technically a WD component, has multiple WD Component Configurations. You want to reuse the iblock in different views, but the iblock should look a bit different in each view. You can achieve this by specifying different configuration in the assignment of iblock to view SAP AG 77

78 Customize iblocks definition Fig iblock Definition Above is the definition of each iblock. You can change the iblock Name. Normally, you should not change WD component name Create Component Configuration for iblock/web Dynpro component Each iblock is a web Dynpro component. You can create new component configuration for an iblock and use the configuration in the iblock definition or iblock assignment to view. A component configuration enables you to change the layout or terminology, e.g. hide a field, or change a label or table column text, used in the UI of web Dynpro component. You can create such a configuration via transaction SE80. But such a technique, normally, is not necessarily to be used by customers. Only in the case that customers build up their own iblocks, they can of course also create their own configuration for their own web Dynpro component. To configure the SAP delivered Web Dynpro components, customer does not need to explicitly create component configuration in transaction SE80, there is a much easier way, which will be introduced in the next chapter Configure STIC in Administrator Mode Configure/Personalize Student Info Center in Configuration Mode Apart from customize STIC, administrator can also configure STIC (actually, every Web Dynpro Application) in configuration mode in order to change visibility, text description, color, etc of UI elements. Such a configuration is done in a system level. To start STIC in configuration mode, the following steps should be followed: 1. Open the STIC of a student via Advisor Work Center or Student Quick Search 2. Add string &sap-config-mode=x to the end of the current URL of the STIC window. Refer to the figure below SAP AG 78

79 Fig Set configuration mode 3. Refresh the STIC window. Then STIC is started again in configuration mode Special authorization is checked for making configuration. Refer to Authorization Checks in Configuration/Personalization if you do not have the authorization. After STIC is restarted in configuration mode, you can make very flexible adjustments to the UI of the application, e.g. hide a field, change label description, change table layout, change text color or design, etc. Below are 2 examples Example 1: Change text attributes For example, you want to change the text description of header Indicators. You can right mouse click on the header, then you can select Settings for Current Configuration from the context menu, as shown the figure below. (You cannot see the option when you do not have the correct authorization). Fig Mouse right click on header Indicator Then you can see the UI elements in the current area and the detail attributes for your clicked item. As shown in the figure below, on the left side, you can see the 3 UI elements in the current view where header Indicators is located. Header Indicator is marked by default. On the left side, you can see the possible changeable attributes of the header. You can change the visibility to invisible if you want to hide the header. Or you can change the text description from Indicators to Key figures for example SAP AG 79

80 Fig Change setting for header Indicator After you save your setting, it will take effect for any user opening STIC for any student Example 2: Change Table Layout If you want to change the layout of academic work table (ALV table) in sub-view Academic Work, you can click on the icon or link settings on the right-top corner of the table. Then you can configure the table layout as you like and save it as the default setting for all the users. Fig Open the settings of table 2008 SAP AG 80

81 In the table settings, you can change table column sequence, visibility, sorting behavior, filter setting, etc. Then you can save you setting as initial view for all the users via Save as button. Fig Save your setting Customize/Configure Advising Services The customizing and configuration of other advising service is similar to what has been described for STIC. You can also customize the student header, view or iblock settings for each application. And you can also configure the UI of Web Dynpro advising services in configuration mode Advanced Customizing Coding is required for the following setting BAdI for default module plan This BAdI can be used to offer the default content of module plan when module plan is created. Refer to the IMG documentation for more details POWL Work list Type Advisor work is based on basis tool POWL (Personal Object Query or Power List). In the documentation of IMG entry Role-Based Web UI -> Academic Advisor -> Advisor Query, you can find link Configure Work list type Repository. Click on it, you can navigate to IMG entry Personal Object Query SAP AG 81

82 Fig Personal Object Query Customizing For advisor work list, the following 3 work list types are offered. All the 3 types are assigned to application IS-HER-CM-ADVISING. Application Work list type Name Work list type Description Feeder Class HRPIQ_ADVISEE_POWL My Advisees CL_HRPIQ00ADVISEE_POWL_FEEDER IS-HER-CM- ADVISING HRPIQ_CG_ST_POWL Students for Specialization CL_HRPIQ00CG_ST_POWL_FEEDER HRPIQ_REGISTRATED_POWL Students for Program of Study CL_HRPIQ00REGISTED_POWL_FEEDER It is possible to create your own work list types for advisor and assign them to application IS-HER-CM- ADVISNG. Refer to for more details. You can also use the delivered work list types are template, copy them and modify them. For example, you want to rename work list type Students for Specialization. You can create your own work list type based on feeder class CL_HRPIQ00CG_ST_POWL_FEEDER. Then change the assignment of work list type via Define Work list Type Visibility at Role Level You Can Also For STIC or other advising services, you can define its related services which are shown in the You Can Also area. The customizing of you can also links is similar to configuring the reports page in academic work center, as it is also based on basis tool Report Launch Pad. For example, configuration of the You Can Also links for STIC is shown below. Fig You Can Also links for STIC 2008 SAP AG 82