Oracle s PeopleSoft 9.0 Recruiting and Admissions: Managing PeopleSoft Admission Transactions

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1 Oracle s PeopleSoft 9.0 Recruiting and Admissions: Managing PeopleSoft Admission Transactions July 2011

2 Oracle s PeopleSoft 9.0 Recruiting and Admissions: Managing PeopleSoft Admission Transactions SKU lsad and lssr Copyright 2011, Oracle and/or its affiliates. All rights reserved. Trademark Notice Oracle and Java are registered trademarks of Oracle and/or its affiliates. Other names may be trademarks of their respective owners. Intel and Intel Xeon are trademarks or registered trademarks of Intel Corporation. All SPARC trademarks are used under license and are trademarks or registered trademarks of SPARC International, Inc. AMD, Opteron, the AMD logo, and the AMD Opteron logo are trademarks or registered trademarks of Advanced Micro Devices. UNIX is a registered trademark of The Open Group. License Restrictions Warranty/Consequential Damages Disclaimer This software and related documentation are provided under a license agreement containing restrictions on use and disclosure and are protected by intellectual property laws. Except as expressly permitted in your license agreement or allowed by law, you may not use, copy, reproduce, translate, broadcast, modify, license, transmit, distribute, exhibit, perform, publish, or display any part, in any form, or by any means. Reverse engineering, disassembly, or decompilation of this software, unless required by law for interoperability, is prohibited. Warranty Disclaimer The information contained herein is subject to change without notice and is not warranted to be error-free. If you find any errors, please report them to us in writing. Restricted Rights Notice If this is software or related documentation that is delivered to the U.S. Government or anyone licensing it on behalf of the U.S. Government, the following notice is applicable: U.S. GOVERNMENT RIGHTS Programs, software, databases, and related documentation and technical data delivered to U.S. Government customers are "commercial computer software" or "commercial technical data" pursuant to the applicable Federal Acquisition Regulation and agency-specific supplemental regulations. As such, the use, duplication, disclosure, modification, and adaptation shall be subject to the restrictions and license terms set forth in the applicable Government contract, and, to the extent applicable by the terms of the Government contract, the additional rights set forth in FAR , Commercial Computer Software License (December 2007). Oracle America, Inc., 500 Oracle Parkway, Redwood City, CA Hazardous Applications Notice This software or hardware is developed for general use in a variety of information management applications. It is not developed or intended for use in any inherently dangerous applications, including applications that may create a risk of personal injury. If you use this software or hardware in dangerous applications, then you shall be responsible to take all appropriate fail-safe, backup, redundancy, and other measures to ensure its safe use. Oracle Corporation and its affiliates disclaim any liability for any damages caused by use of this software or hardware in dangerous applications. Third Party Content, Products, and Services Disclaimer

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5 Contents Chapter 1 Managing PeopleSoft Admission Transactions Admission Applications Web Services (AAWS) Prerequisites... 2 External Search/Match and AAWS... 2 Using Self-Service (Applicant) and Administrator Modes for AAWS... 2 Bulk Loading of Applications Using File Parser CRM for Higher Ed EIPs and Admission Transactions Setting Up Admission Transactions Pages Used to Set Up Admission Transactions... 6 Setting Up Counters... 8 Defining a Transaction... 9 Defining the Search/Match Criteria...19 Defining Data Update Rules for Online and Offline Application Transactions...21 Setting Up Affiliation Overrides for a Data Update Rule...27 Mapping Online Application Transactions to Academic Careers...28 Setting Up Application Defaults for Offline and Online Application Transactions...29 Setting Up Prospect Creation Rules and Defaults for Offline and Online Application Transactions...32 Setting Up Home or Unlisted Schools for Online Application Transactions...34 Setting Up List of Values for Online Applications...36 Maintaining and Extending Data for Online and Offline Transactions...37 Reviewing and Processing Staged Admission Transactions Pages Used to Review and Process Staged Admission Transactions...40 Reviewing Applicant Error Messages and Transactions...43 Reviewing Applicant Details...48 Reviewing Applicant Participation Details...50 Reviewing Applicant s Additional Personal Information...52 Reviewing Applicant s Regional Information...55 Reviewing Application Error Messages and Application Data...56 Reviewing Applicant s Education History...63 Reviewing Additional Academic Information...65 Reviewing General Materials and Attachments...65 Reviewing Application Regional Information...66 Updating and Posting Transactions in Batch...67 Copyright 2011, Oracle and/or its affiliates. All rights reserved. v

6 Contents Specifying Search/Match Parameters for Batch Processing...70 vi Copyright 2011, Oracle and/or its affiliates. All rights reserved.

7 CHAPTER 1 Managing PeopleSoft Admission Transactions This chapter has been modified for Bundle 22. Modifications include: - Moved the entity registry and list of values content to two new Campus Community chapters: Setting Up List of Values and Setting Up Entity Registry. These two chapters are available on My Oracle Support for Bundle Added cross references to these two new Campus Community chapters. Note that numerous changes have been made to the List of Values and Entity Registry components for Bundle Changes to the Transaction Setup and Constituent Staging components. You can find these changes by searching for the words Bundle 22. This chapter discusses: Admission Applications Web Services (AAWS). Bulk loading of applications using File Parser. CRM for Higher Ed EIPs and admission transactions. Setting up admission transactions. Reviewing and processing staged admission transactions. Admission Applications Web Services (AAWS) The PeopleSoft system delivers web service operations that enable your online application to interface with the Campus Solutions system. The AAWS User s Guide contains details about the following service operations: Create Application Save Application Submit Application Get Application Get Applications Get Attachment User Registration User Authentication Initiate Electronic Payment Complete Electronic Payment Get List of Values Copyright 2011, Oracle and/or its affiliates. All rights reserved. 1

8 Managing PeopleSoft Admission Transactions Chapter 1 Note. The "Setting Up Self-Service Request Information and Using Self-Service Student Recruiting" chapter in the PeopleSoft Enterprise Recruiting and Admissions 9.0 PeopleBook is no longer supported. Oracle expects that academic institutions will use AAWS to develop and deploy their self service online applications. See Also AAWS User s Guide AAWS Developer s Guide Enterprise PeopleTools PeopleBook: Integration Broker PeopleSoft Enterprise Campus Community Fundamentals 9.0 PeopleBook, Setting Up Entity Registry PeopleSoft Enterprise Campus Community Fundamentals 9.0 PeopleBook, Setting Up List of Values Prerequisites Complete the following post installation setups described in the AAWS Developer s Guide: Verify web service security settings. Set up user accounts. Perform a security analysis. Publish web service. Refresh the HCM registry cache. Set up Integration Broker. Verify Campus Solutions SOA framework setup entries. Verify Constituent Transaction Manager setup entries. Set up attachments URL. External Search/Match and AAWS If you want the system to search for duplicate records in an external system when a user submits an online application through AAWS, ensure that the CWS External Search/Match is set up. See Also PeopleSoft Enterprise Campus Community Fundamentals 9.0 PeopleBook, "Setting Up Search/Match" PeopleSoft Enterprise Campus Community Fundamentals 9.0 PeopleBook, "Setting Up External Search/Match" Using Self-Service (Applicant) and Administrator Modes for AAWS The Self-Service mode is also known as the Applicant mode. In this mode, an applicant creates and submits an admission application through AAWS. In the Administrator mode, the administrative user creates and submits an application on behalf of an applicant. The administrator may create the application for an existing EMPLID (if the administrator knows the applicant s ID when creating the application), or for an unknown or new applicant. 2 Copyright 2011, Oracle and/or its affiliates. All rights reserved.

9 Chapter 1 Managing PeopleSoft Admission Transactions In the Administrator mode, the system associates the application with the administrator s user ID. You can view this association on the Application Transactions component when reviewing the submitted applications. In other words, you can use the Application Transactions component to see which administrator has created an application for an applicant. In the Applicant mode, the system associates the application with the applicant s user ID. In both modes, the system uses the Search/Match setup to determine which application records it should load into your database as new records, which records it should append to existing records in your database, which records it should suspend for your further review, and which records should be ignored. In the Administrator mode, the user must provide an institution and application center to create an application. The system enforces application center and academic structure security for the administrative user. If an administrator saves an application, another administrator cannot submit it through AAWS. However, the other administrator can use the Application Transactions staging component to update the application status to submitted and post the application. In the Administrator mode, the Get Applications service call returns only in-progress applications, that is, applications which have not been posted or cancelled. It is optional for an administrator to provide an EMPLID for a Get Applications call. If the administrator does not provide an applicant s EMPLID, the system returns all the in-progress applications. [ Bundle 22: Corrections have been made to the following code. ] The Administrator mode is activated by the presence of this optional parameter in an incoming message: <SCC_ADMIN_MODE>. For example, an online application might send this message to Campus Solutions for administrator mode: <SCC_ADMIN_MODE> <INSTITUTION>PSUNV</INSTITUTION> <ADM_APPL_CTR>BUSN</ADM_APPL_CTR> <EMPLID>CCCM0001</EMPLID> </SCC_ADMIN_MODE> The AAWS User s Guide lists the parameters that an online application and the Campus Solutions system exchange through AAWS. See Also PeopleSoft Enterprise Campus Solutions 9.0 Application Fundamentals PeopleBook, Securing Recruiting and Admissions PeopleSoft Enterprise Campus Solutions 9.0 Application Fundamentals PeopleBook, Securing Your Academic Institution Bulk Loading of Applications Using File Parser You can use the PeopleSoft File Parser utility to load applications from an external file into Campus Solutions. The external file can be a delimited file or a flat file. Copyright 2011, Oracle and/or its affiliates. All rights reserved. 3

10 Managing PeopleSoft Admission Transactions Chapter 1 See Also AAWS Developer s Guide Updated "Using the File Parser Process" Campus Community PeopleBook chapter. CRM for Higher Ed EIPs and Admission Transactions Enterprise Integration Points (EIPs) enable your institution to exchange data between CS and CRM. EIPs publish data either whenever data updating happens for the given entities of the EIPs or when the user requests data. This data can be created, updated, or deleted through various channels like components, component interfaces, and batch processes. The system publishes the following EIPs when an application that is submitted through AAWS or File Parser process is posted: SAD_ADM_PRSPCT_DATA_SYNC SAD_ADM_APPL_DATA_SYNC SAD_TEST_SCORES_SYNC SAD_ADM_INTEREST_SYNC SSR_EXTRACUR_ACTVTY_SYNC SAD_EXT_ACAD_DATA_SYNC SCC_PERSON_SYNC The system can publish SAD_ADM_PRSPCT_DATA_SYNC when the system creates a prospect record for a saved or posted application. You use the Prospect Setup page to indicate when (upon save or post) the system should create a prospect record. The Prospect Setup page is discussed in the Setting Up Prospect Creation Rules and Defaults section of this chapter. See Also PeopleSoft Enterprise Campus Solutions 9.0 Application Fundamentals PeopleBook, Introducing Customer Relationship Management for Higher Education CRM for Higher Education Developer s Guide SettingUpAdmission Transactions Campus Solutions generates a transaction when: An applicant uses an online application to register for a user name and password through the User Registration web service operation (online transaction). An applicant or administrator uses an online application to create, save or submit an application through AAWS (online transaction). You use the File Parser utility to load applications from an external file (offline transaction). 4 Copyright 2011, Oracle and/or its affiliates. All rights reserved.

11 Chapter 1 Managing PeopleSoft Admission Transactions An admissions-related online or offline transaction includes both the constituent and application data. Constituent data may include person data or data that is considered as not associated with the application. Examples of constituent data include Name, Gender, Address, and . Examples of application data include Academic Program, Admit Term, and Academic History. When a transaction is generated, the system uses Search/Match to look for constituent data in your production environment (based on the Search/Match parameters) that matches the constituent data in the transaction. Each defined transaction can have its own Search/Match setup. You can therefore determine the rules for creating a new ID, updating an existing ID, suspending or ignoring a record. The system stores the constituent and application data in staging tables. If there are errors or if Search/Match determines that the incoming constituent record should be suspended or ignored, use the Constituent Staging and Application Transactions components to correct the admissions transaction data. You can post transactions individually or by batch to the Campus Solutions database. The Constituent Staging and Application Transactions components are discussed in the Reviewing and Processing Staged Admission Transactions section of this chapter. Before you deploy your online application or start loading the applications, you must set up the transactions. For AAWS, a minimum of two transactions must be set up: one for the data that a user submits through the new user registration service operation and another for the online application that a user saves or submits through the Save Application or Submit Application service operations. The following default transactions for user registration and online application are delivered with the system: ADMISSIONS_REGISTRATION ADMISSIONS_APPLICATION If you want to load admission applications using the PeopleSoft File Parser utility, set up an offline transaction for the batch load. Warning! For new user registration, do not define a new transaction. The system uses the delivered ADMISSIONS_REGISTRATION for AAWS user registration. Do not modify the ADMISSIONS_REGISTRATION transaction name because the system uses the name to register a user account. Academic institutions require different rules for updating constituent and application data based on a transaction and the affiliation the institution has with the constituent. For example, you may have a graduate online application rule where you want to update the constituent s home address in your database with the value from a submitted graduate application. On the other hand, you may have a graduate application load rule where you do not want to update an existing home address value when you use File Parser to load graduate applications into Campus Solutions. Additionally, you may want to override this graduate application load rule if the constituent is a prospect. The Data Update Rule Entry component allows this flexibility. The system uses these rules when it posts a transaction. Different admission transactions may have different Search/Match settings and data update rules. For instance, an academic institution might allow undergraduate applicants to update their passport details when submitting an online application. Conversely, the institution might not want to allow graduate applicants to update their passport details if that data is already on the system. You can associate the two different data update rules to these two separate transactions. Both these transactions may or may not have different Search/Match settings. When establishing transactions, a single transaction for each institution and career combination could be defined. In this way, you can accommodate online applications for different careers (Examples: Undergraduate, Graduate, Graduation Business) which may have different Search/Match requirements, data update rules, or intended methods of processing. Copyright 2011, Oracle and/or its affiliates. All rights reserved. 5

12 Managing PeopleSoft Admission Transactions Chapter 1 It is typical for administrators to enter the admissions application data for an applicant. It is possible for an administrator to use the same online application to do so, as long as the application user interface is constructed to distinguish between an administrator log in and a self service applicant log in. Administrators can use a different institution-developed user interface designed for quick data entry. The same transaction value applied to the self service application is utilized for the institution/career combination for which the application is being created. Use the Transaction Setup component to define a transaction, associate a data update rule with the transaction, and define the Search/Match setting for the transaction. Note that you cannot define a Search/Match setting for the user registration transaction. The new user registration feature does not ask the user enough personal information for creating a new ID. Also, a new user may createauseridandpasswordwithoutevercoming back to fill out an online application. The information entered as part of the new user registration process is therefore kept in the constituent data staging table until the user actually performs a transaction. Applications typically vary among institutions and academic careers. Use the Appl Config page in the Application Configuration component to map an institution and career to a transaction. The system uses this mapping to identify which transaction to use when it receives an application through AAWS. For example, suppose you have defined two transactions: UG Transaction for undergraduate applications and Grad Transaction for graduate applications. When an applicant submits an undergraduate application, the system looks at the Appl Config page settings to determine that it needs to use the UG Transaction. This section discusses how to: Set up counters. Define a transaction. Define the search/match criteria for a transaction. Define data update rules for offline and online application transactions. Set up affiliation overrides for a data update rule. Map online application transactions to academic careers. Set up application defaults for offline and online application transactions. Set up prospect creation rules and defaults for offline and online application transactions. Set up home or unlisted schools for online application transactions. Set up list of values for your online application. Maintain and extend data for online and offline transactions. Pages Used to Set Up Admission Transactions Page Name Definition Name Navigation Usage Counter Setup SCC_AWS_FIX_CTRS Set Up SACR,System Administration, Utilities, Constituent Transaction Mgmnt, Counter Setup Set up the max ID number for the Temporary Constituent ID. 6 Copyright 2011, Oracle and/or its affiliates. All rights reserved.

13 Chapter 1 Managing PeopleSoft Admission Transactions Page Name Definition Name Navigation Usage Transaction Setup SCC_TRANSAC_DTLS SetUpSACR,System Administration, Utilities, Constituent Transaction Mgmt, Transaction Setup StudentAdmissions, UCAS Processing, Search/Match Processing, Transaction Setup Define the transaction for an online transaction or an offline transaction. Search/Match Setup SCC_SEARCH_PARMS SetUpSACR,System Administration, Utilities, Constituent Transaction Mgmt, Transaction Setup, Search/Match Setup Student Admissions, UCAS Processing, Search/Match Processing, Transaction Setup, Search/Match Setup Data Update Rule Entry SCC_DUR_ENTRY Set Up SACR, System Administration, Utilities, Constituent Transaction Mgmt, Data Update Rule Entry Affiliation Overrides page SCC_DUR_AFL_OVRD Set Up SACR, System Administration, Utilities, Constituent Transaction Mgmt, Data Update Rule Entry, Affiliation Overrides Appl Config SAD_TRANSAC_MAP Set Up SACR, Product Related, Recruiting and Admissions, Application Configuration, Application Configuration, Appl Config Application Setup SAD_APL_CNT Set Up SACR, Product Related, Recruiting and Admissions, Application Configuration, Application Configuration, Application Setup Define the Search/Match criteria for an online transaction or for running Search/Match manually from the Constituent Staging component. Not applicable for the user registration transaction. Define how the constituent data is processed for an online transaction or offline transaction. Not applicable for the user registration transaction. Overrideadataupdaterule basedontheaffiliationthe constituent has with the academic institution. Not applicable for the user registration transaction. Map online application transactions to academic careers. Not applicable for user registration. Definehowthesystem should assign an application center and optionally assign 3Cs toanapplicationby defining which Event ID should be used in the processing. The system uses this setup when you load applications in batch or when the user saves or submits an application through AAWS. Not applicable for the user registration transaction. Copyright 2011, Oracle and/or its affiliates. All rights reserved. 7

14 Managing PeopleSoft Admission Transactions Chapter 1 Page Name Definition Name Navigation Usage Prospect Setup SAD_PRS_SETUP Set Up SACR, Product Related, Recruiting and Admissions, Application Configuration, Application Configuration, Prospect Setup Define how the system should create a prospect record, and if a prospect record is created, how to assign default values to the prospect record. The system uses this setup when you process applications in batch or when the user saves or submits an application through AAWS. Not applicable for the user registration transaction. School Setup SAD_AWS_SCH_DFL Set Up SACR,Product Related, Recruiting and Admissions, Application Configuration, Application Configuration, School Setup Define how the system should process unlisted or home schools. The system uses this setup when you load applications in batch or when the user saves or submits an application through AAWS. Not applicable for the user registration transaction. List of Values Setup SCC_SL_LOV Set Up SACR, Product Related, Recruiting and Admissions, Application Configuration, List of Values Entity Registry SCC_ENTITY_REG Set Up SACR, System Administration, Entity, Entity Registry Optional. Define how the system should return the list of values for a field. The system uses this setup when the online application calls the Get List of Values service operation. Maintain and extend the data structure that represents the information collected from an online application or batch load. Setting Up Counters Access the Counter Setup page (Set Up SACR, System Administration, Utilities, Constituent Transaction Mgmnt, Counter Setup). 8 Copyright 2011, Oracle and/or its affiliates. All rights reserved.

15 Chapter 1 Managing PeopleSoft Admission Transactions Counter Setup page The field on this page is automatically incremented by one by default when using the Constituent Transaction Manager functionality. Set the last used number so that automatic numbering does not create numbers that already exist in the data. Temp Constituent ID Fix Counter Displays the last Temporary Constituent ID assigned. A Temp Constituent ID is given when a transaction is performed from the Constituent Transaction Manager framework. See Defining a Transaction and Reviewing Applicant Error Messages and Transactions sections, for more information. Clicking this button resets the Temp Constituent ID based on the highest value of that field in the database. The field is dynamically found based on the Peopletools metadata for the record field relationships, and the max possible value for that field across all possible records is set as the counter. This avoids the possibility of the system trying to reuse an ID and being polluted by pre-existing data. Note. After you have begun using the Constituent Transaction Manager functionality, you can access this page to determine the last number that was incremented for the Temporary ID. Manually changing this number is practical for the initial setup, but not recommended for further changes. If the ID entered is changed to an existing number, the system will attempt to re-use the ID. Instead use the Fix Counter button. Defining a Transaction Access the Transaction Setup page (Set Up SACR, System Administration, Utilities, Constituent Transaction Mgmt, Transaction Setup). This is an example of the delivered sample online application transaction: [ Bundle 22: Transaction Status region has been changed to Transaction Status and Date ] Copyright 2011, Oracle and/or its affiliates. All rights reserved. 9

16 Managing PeopleSoft Admission Transactions Chapter 1 Transaction Setup page: Online application transaction (1 of 2) 10 Copyright 2011, Oracle and/or its affiliates. All rights reserved.

17 Chapter 1 Managing PeopleSoft Admission Transactions Transaction Setup page: Online application transaction (2 of 2) This is an example of the delivered new user registration transaction: [ Bundle 22: Transaction Status region has been changed to Transaction Status and Date. Partition Data region has been hidden. ] Copyright 2011, Oracle and/or its affiliates. All rights reserved. 11

18 Managing PeopleSoft Admission Transactions Chapter 1 Transaction Setup page: New user registration transaction This is an example of a transaction for the File Parser batch load of applications: [ Bundle 22: Transaction Status region has been changed to Transaction Status and Date. ] 12 Copyright 2011, Oracle and/or its affiliates. All rights reserved.

19 Chapter 1 Managing PeopleSoft Admission Transactions Transaction Setup page: File Parser batch load transaction (1 of 2) Copyright 2011, Oracle and/or its affiliates. All rights reserved. 13

20 Managing PeopleSoft Admission Transactions Chapter 1 Transaction Setup page: File Parser batch load transaction (2 of 2) For a File Parser batch load you must clear the Online Transaction check box and select the Batch option for processing Search/Match. Also, set up the transaction code for the batch load of applications on the Mapping page of the File Mapping Definition component. You can set this code as a default value (by default, the SCC_TRANSAC_CD field in the SCC_STG_CONSTIT record stores the transaction code). The File Parser process can also retrieve the transaction code directly from the load file (in such a case, set the mapping action to Direct from file). For more information about the File Mapping Definition component, refer to the updated Campus Community File Parser PeopleBook chapter. Transaction Transaction Status Data Update Rule Indicates the transaction code. You specify the transaction code when you add a transaction. Activate or inactivate the transaction. Select the data update rule that you want the system to apply to the constituent (person) data managed by this transaction. You define a data update rule in the Data Update Rule Entry page. Transaction Options Online Transaction New User Registration Select to indicate that the transaction is performed online by a user. For example, an online transaction occurs when an applicant saves or submits an admission application through AAWS. Clear this check box to indicate that the transaction is performed offline by a user. For example, an offline transaction occurs when you use File Parser to load applications from a text file. Select to indicate that the transaction is used to perform registration and authentication of a new user. 14 Copyright 2011, Oracle and/or its affiliates. All rights reserved.

21 Chapter 1 Managing PeopleSoft Admission Transactions If you select this check box, the system hides the Search/Match Setup tab, the Partition Data group box, and the Transaction Data Launch View group box, because they are not applicable for a new user registration transaction. Note. Your system allows for only one transaction to be set as new user registration at a time. The ADMISSIONS_REGISTRATION transaction is delivered with your system. Because of this restriction, the system hides the New User Registration check box for all other transactions. Do not modify the ADMISSIONS_REGISTRATION transaction name because the system uses the name to register a user account. Batch Realtime RunonSave Select if you do not want the system to immediately run Search/Match when the data is individually submitted. If you select this option, the system stores the submitted data in staging tables and you will need to run the Transaction Management process to run Search/Match and post the submitted data to Campus Solutions. When you deselect the Online Transaction check box, the system automatically selects and disables the Batch option. In other words, because the transaction will be processed offline, Search/Match can only be run by Batch. Select to have the system immediately run Search/Match when the data is saved or submitted from an online transaction. This check box appears if the Realtime check box is selected. Select this check box if you want the system to immediately run Search/Match when a user saves a transaction. Clear this check box if you want the system to immediately run Search/Match when a user submits a transaction. Warning! Selecting Run on Save will trigger Search/Match immediately after user saves the transaction. Make sure your user interface requires sufficient personal information to be entered so that there is enough data to populate the search criteria used by Search/Match. Otherwise, Search/Match could create a new ID or update an existing record with erroneous or missing information. Transaction Handler A transaction can contain generic information about a constituent (such as names, addresses, and date of birth), as well as data specific to the transaction. For example, an admission transaction will include personal information (constituent data) and application data (transaction data). You can use the Transaction Handler group box to define how the system should handle all the transaction data. You can create your own PeopleCode application class handler for the transaction data and then associate that application class with the transaction in this group box. The following table lists the delivered transaction handler values for ADMISSIONS_APPLICATION. Do not change these values. Also use these values when defining a transaction handler for any new application transaction you may create. Root Package ID Path Application Class ID SCC_OLA TRANSACTION AdmissionTransaction Copyright 2011, Oracle and/or its affiliates. All rights reserved. 15

22 Managing PeopleSoft Admission Transactions Chapter 1 The following table lists the delivered transaction handler values for ADMISSIONS_REGISTRATION. Do not change these values. Root Package ID Path Application Class ID SCC_OLA TRANSACTION DefaultTransaction Transaction Status and Date The system needs a record in transaction staging tables where it can store the status of the transaction (SCC_TRANS_STS) as well as the transaction status date (SCC_TRANS_STS_DT). The Staged Record Name field indicates the record where the transaction status and the transaction status date are stored. SAD_APL_DAT_STG is the delivered record name that stores the transaction status and transaction status date value for ADMISSIONS_APPLICATION. Do not change this value. You should always use this value when defining any new application transaction you may create. SCC_STG_CONSTIT is the delivered record name that stores the transaction status and transaction status date value for ADMISSIONS_REGISTRATION. Constituent Handler You can use the Constituent Handler group box to define how the system should handle the constituent data in a transaction. You can create your own PeopleCode application class handler for the constituent data and then associate that application class with the transaction in this group box. The default application class that handles the constituent data is delivered with the system. You can modify this application class or create a new application class. The following table lists the default constituent handler values. You should always use these values when defining the constituent handler values for an online application transaction or batch load transaction. Root Package ID Path Application Class ID SCC_SL_TRANSACTION INTFC DefaultConstituent Partition Data Use the following options to indicate how the system should maintain the data in the staging tables. By Constituent By Transaction Select this option to have the system maintain only one instance of the constituent data for all transactions of the constituent (that is, One Constituent : Multiple Transactions ratio). This means that constituent data updates performed within a single transaction are visible across all other transactions. An example of the By Constituent impact: An applicant (user ID: Gina) has used an online application to register for a user account and then, later on, saved or submitted four admission applications. The system creates a total of five transactions for Gina, one transaction for user registration and four transactions for the four applications. For all the five transaction records, the system maintains a single constituent record. Gina updates her address when saving or submitting the fourth application. The system updates Gina s constituent record with the new address. Select this option to have the system maintain a separate instance of constituent data for every transaction of the constituent (that is, One Constituent : One Transaction ratio). This means that constituent data updates performed within a single transaction are not visible across all other transactions. An example of 16 Copyright 2011, Oracle and/or its affiliates. All rights reserved.

23 Chapter 1 Managing PeopleSoft Admission Transactions the By Transaction impact: An applicant (user ID: Jason) has used an online application to register for a user account and then, later on, saved or submitted four admission applications. The system creates a total of five transactions for Jason. For all the five transaction records, the system maintains five constituent records of Jason. Jason updates his address when saving or submitting the fourth application. The system updates Jason s constituent record related to the fifth transaction with the new address but does not update his other four constituent records. If you have selected By Constituent, the Summary Information page of the Constituent Staging component displays multiple transaction rows in the Related Transactions region (if multiple transactions exist for the constituent). When you search for transactions of a user who has multiple By Constituent transactions, the Constituent Staging component automatically displays the Summary Information page of the user with the related transactions. In the following example, the partition data by constituent option has been selected for the GLAKE_GRAD_TEST and PSUNV_BUSN_APPLICATION transactions and, therefore, the Summary Information page displays for the constituent Paul, the two application transactions he applied to, on a single page. Partition Data By Constituent (Summary Information page) If you have selected By Transaction, the Summary Information page of the Constituent Staging component always displays only one transaction row in the Related Transaction region (even if multiple transactions exist for the constituent). When you search for transactions of a user who has multiple By Transaction transactions, the Constituent Staging component displays multiple search results. In the following example, the partition data by transaction option has been selected for the PSUNV_UENG_APPLICATION and ADMISSIONS_APPLICATION transactions and, therefore, the system displays multiple search results for the constituent Sarah Dominguez. Copyright 2011, Oracle and/or its affiliates. All rights reserved. 17

24 Managing PeopleSoft Admission Transactions Chapter 1 Partition Data By Transaction (search results) In the following example, you can see that the Summary Information page displays only one application transaction for the constituent because the partition data by transaction option has been selected for the ADMISSION_APPLICATION transaction: Partition Data By Transaction (Summary Information page) 18 Copyright 2011, Oracle and/or its affiliates. All rights reserved.

25 Chapter 1 Managing PeopleSoft Admission Transactions If you have selected the partition by transaction option, the system assigns a unique temporary ID to each transaction that the system generates for the constituent. If you have selected the partition by constituent option, the system assigns a unique temporary ID to all the transactions that the system generates for the constituent. See Reviewing and Processing Staged Admission Transactions section in this chapter for information on the Constituent Staging component. For the User Registration transaction, partitioning is not applicable. Note. In the AAWS administrator mode, the system always generates a temporary ID for each application that an administrator creates, regardless of whether you have selected the By Transaction or By Constituent option. In other words, the system does not support partition by constituent for the administrator mode. Transaction Data Launch View This group box indicates how you can access the transaction details by clicking a link on the Summary Information page of the Constituent Staging component. By default, the text you enter in the Transaction Name field becomes the label for the link on the Related Transactions grid of the Summary Information page. The following table lists the delivered Transaction Data Launch View settings for ADMISSIONS_ APPLICATION transaction. You should always use these values when defining the transaction data launch view settings for any new application transaction you may create. Menu Name Menu Bar Name Menu Item Name Menu Page Name Process Applications Use SAD_APPL_STG SAD_APPL_STG The Transaction Data Launch View group box is not available for user registration. Therefore, by default, the Summary Information page does not display a link for the user registration transaction. Defining the Search/Match Criteria Access the Search/Match Setup page (Set Up SACR, System Administration, Utilities, Constituent Transaction Mgmt, Transaction Setup, Search/Match Setup). Copyright 2011, Oracle and/or its affiliates. All rights reserved. 19

26 Managing PeopleSoft Admission Transactions Chapter 1 Search/Match Setup page Note. The words Parameters Refreshed appear if this is the first time you have entered this page, or if any of the parameters on this page changed since the last time you accessed this page. Batch, Realtime and Run on Save Indicates the Search/Match options you have selected on the Transaction Setup page. These options are discussed in the "Defining a Transaction" section. Select a Search Type, Search Parameter, Search Result Code, and other search fields as appropriate. The values selected on this page are used behind the scenes when Search/Match is processed Realtime at the time the user saves or submits and from the Summary Information page when an administrator manually triggers Search/Match by clicking the Search/Match Results link for a specific transaction. To set up Search/Match when set to process by Batch, see the Specifying Search/Match Parameters for Batch Processing section. Note. Transaction Manager supports only person searches at this time. Therefore, the Search Type field defaults to Person and only Search Parameter and Search Result Code values set up for Person are valid. See PeopleSoft Enterprise Campus Community Fundamentals 9.0 PeopleBook, "Setting Up Search/Match" for information about setting up Search/Match rules, order, parameters, and results. See PeopleSoft Enterprise Campus Community Fundamentals 9.0 PeopleBook, "Setting Up External Search/Match" 20 Copyright 2011, Oracle and/or its affiliates. All rights reserved.

27 Chapter 1 Managing PeopleSoft Admission Transactions Match(es) Found This group box contains one row for each search rule defined in the Search Parameter selected. Define Search/Match orders and Search/Match rules on the Search/Match Rule page. Search Order Nbr (search order number) One Match and Multiple Matches For each order number, select what you want to do with the incoming record if the search/match/post process discovers one or more matching records. Select whether you want to add, update, suspend, or ignore matching records: Add: Addanewrecord to your database using the staging table record. Update: Update the existing record with the data in the staging table record. No Match Found Note. Updates are dependent on what has been defined as update rules on the Data Update Rule Entry component. Suspend: Suspend any processing of the staging table record. Use the Constituent Staging component to determine manually whether or not this staged record matches a record in your database. The Constituent Staging component is discussed in the Reviewing and Processing Staged Admission Transactions section of this chapter. Ignore: Ignore the staging table record that matched a record in your database. Select one of the following options to specify what Search/Match should do when it does not find a matching record in your database or the external system if you use External Search/Match: Add: Addtheunmatched record, including personal data, to your database. Suspend: Keep the unmatched record in the staging tables to be looked at manually. Use the Constituent Staging component to review the record. Ignore: Ignore the unmatched record completely. See Also AAWS User s Guide, Configuration Hints and Tips, Constituent Transaction Manager Defining Data Update Rules for Online and Offline Application Transactions Access the Data Update Rule Entry page (Set Up SACR, System Administration, Utilities, Constituent Transaction Mgmt, Data Update Rule Entry). Copyright 2011, Oracle and/or its affiliates. All rights reserved. 21

28 Managing PeopleSoft Admission Transactions Chapter 1 Data Update Rule Entry page (1 of 4) 22 Copyright 2011, Oracle and/or its affiliates. All rights reserved.

29 Chapter 1 Managing PeopleSoft Admission Transactions Data Update Rule Entry page (2 of 4) Copyright 2011, Oracle and/or its affiliates. All rights reserved. 23

30 Managing PeopleSoft Admission Transactions Chapter 1 Data Update Rule Entry page (3 of 4) 24 Copyright 2011, Oracle and/or its affiliates. All rights reserved.

31 Chapter 1 Managing PeopleSoft Admission Transactions Data Update Rule Entry page (4 of 4) A data update rule defines whether or how transactions can update data in the constituent production tables. When you add a new data update rule, the Data Update Rule Entry page displays only those entities for which the Apply Data Update Rule check box is selected. This check box is available on the Entity Registry page (Set Up SACR, System Administration, Entity, Entity Registry). See PeopleSoft Enterprise Campus Community Fundamentals 9.0 PeopleBook, Setting Up Entity Registry for information about the Entity Registry page. The default value for Update Action is Do Not Update. Copy Refresh Set All Actions To Entity Name Staging Record Entity Type Click to access the Copy Data Update Rule page and copy an existing rule s settings to the new rule. Click to refresh the entities populated on the Data Update Rule Entry page. When you click the button, a message appears indicating which entities have been added or removed from the page. For example, suppose you added a new entity and selected the Apply Data Update Rule check box on the Entity Registry page. In such a case, you must click the Refresh button to populate the Data Update Rule Entry page with this new entity. Conversely, you cleared the Apply Data Update Rule check box on the Entity Registry page for an entity. In such a case, you must click the Refresh button to remove the entity from the Data Update Rule Entry page. Select an update action that you want to apply for all the entities. The update actions you can select are Add If Blank, Do Not Update, Safe Update (applicable for only non-type entities) and Update/Insert. Displays the name of the entity as defined on the Entity Registry page. Displays the staging record where the system stores the incoming entity data from a transaction. You define a staging record for an entity on the Entity Registry page. This field is only available for entities with multiple types, such as Address (Address Types) and Name (Name Types) entities. The default value is All. Select Show All Types to display all the types for an entity. Select this value if you want to specify a different update action for one or more types of an entity. For example, suppose you want to enter Update/Insert update action for campus address and Add If Blank update action for all the other address types Copyright 2011, Oracle and/or its affiliates. All rights reserved. 25

32 Managing PeopleSoft Admission Transactions Chapter 1 (such as home or billing). In such a case, select Show All Types for the Address entity and specify the update action for each address type. Select All if you do not want to display all the types for an entity. Select this value if you want to specify the same update action for all the types of an entity. For example, select All ifyouwanttoenterupdate/insert update action for all the address types (such as campus, home and billing). Warning! Do not confuse the meaning of entity type described here with the Entity Type defined in the Entity Registry component. In the context of Data Update Rule, entity type refers to the types included inside certain data fields. For example Names has different types, so do Addresses, Phone, and Address. Entity Field Update Action This field is only available for entities that do not have any types, such as Constituent and Diversity entities. Select Show All Fields to display all the fields of an entity. Select this value if you want to specifyadifferentupdateactionruleforoneormorefields of an entity. For example, suppose you want to enter Do Not Update update action for Date of Birth field and enter Add If Blank update action for rest of the Constituent fields (such as Birth Location or Birth Country). In such a case, select Show All Fields for the Constituent entity and specify the update action for each Constituent field. When you select Show All Fields, Entity Field actually displays the long description of the entity field. You include entity fields in the production record to define an entity name. See PeopleSoft Enterprise Campus Community Fundamentals 9.0 PeopleBook, Setting Up Entity Registry for information on defining an entity name (entity). Identify what the system should do when it posts the entity data to the production records of an existing constituent: Select Add If Blank to add the entity data only if the constituent does not have the entity data. For example, suppose you have assigned Add If Blank to the Home Address entity type for the graduate application transaction. The system receives a graduate application with a home address through file load or AAWS. The constituent does not have a home address in the database. In such a case, the system adds the constituent s home address to the database. Select Do Not Update to prevent the constituent s entity data from being updated. For example, suppose you have assigned Do Not Update to the National ID entity for the graduate application transaction. The system receives a graduate application with a National ID through file load or AAWS. The applicant already has a National ID on the production record of the database. In such a case, the system does not update the applicant s existing National ID. Warning! Note that if the Do Not Update action is selected for an entity, the data will not be posted even if data does not exist on the production record. Select Safe Update to update or insert the constituent s entity data only if the incoming data is populated. This action is available only for entities without 26 Copyright 2011, Oracle and/or its affiliates. All rights reserved.

33 Chapter 1 Managing PeopleSoft Admission Transactions a type. If the entity data has an effective date, then the system inserts new effective dated rows but does not overwrite existing fields with blank or zero. If the entity data does not have an effective date, then the system updates the existing record only for the fields where incoming data is populated. For example, suppose you have assigned Safe Update to the Constituent entity for the graduate application transaction. The system receives a graduate application with only Date of Birth and Birth Country populated for the Constituent entity through file load or AAWS. Birth State and Birth Location are not populated as part of the incoming data. The applicant already has Date of Birth, Birth Country, Birth State and Birth Location on the production record of the database. In such a case, the system updates Date of Birth and Birth Country with the incoming data but will not update Birth State and Birth Location as these fields are not populated as part of the incoming data. Select Update/Insert to update or insert the constituent s entity data, even if the incoming and existing values are the same. If the entity data has an effective date, then the system inserts a new effective dated row if the incoming data differs from the current effective dated row. If the entity data does not have an effective date, then the system updates the existing record. Warning! Note that the Update/Insert action will update character-based fields to blank or null and numeric fields to zero if the field is not populated on the incoming entity. For example, suppose you have assigned Update/Insert to the Constituent entity for the graduate application transaction. The system receives a graduate application with only Date of Birth and Birth Country populated for the Constituent entity through file load or AAWS. Birth State and Birth Location are not populated as part of the incoming data. The applicant already has Date of Birth, Birth Country, Birth State and Birth Location on the production record of the database. In such a case, the system updates the applicant s existing Date of Birth and Birth Country with the incoming data but will also update Birth State and Birth Location to blank. For this reason, use caution when selecting the Update/Insert action to prevent existing data from being updated to blank or zero. Refer to the next section Setting Up Affiliation Overrides for a Data Update Rule for information on how you can have the system update constituent data based on the affiliation the institution has with the constituent. See Also AAWS User s Guide, Configuration Hints and Tips, Data Update Rules PeopleSoft Enterprise Campus Community Fundamentals 9.0 PeopleBook, Setting Up Entity Registry Setting Up Affiliation Overrides for a Data Update Rule Access the Affiliation Overrides page (Set Up SACR, System Administration, Utilities, Constituent Transaction Mgmt, Data Update Rule Entry, Affiliation Overrides). Copyright 2011, Oracle and/or its affiliates. All rights reserved. 27

34 Managing PeopleSoft Admission Transactions Chapter 1 Affiliation Overrides page Note. To use Affiliation Overrides, Transaction Setup must be set to Partition by Transaction, Institution must be a field for the Record Name entered in the Transaction Status section of Transaction Setup, and the Affiliation Overrides page must be set up. Rule Name Institution and Affiliation Code Affiliation Override Rule ID Order Displays the name of the base update rule. Enter the academic institution and affiliation for which you want to override theruledefinedonthedataupdateruleentrypage. For example, suppose for a rule name UGRD_APPLICATION you have defined an Update/Insert update action for the Home Address entity type. For the same rule, UGRD_APPLICATION, you can specify that if the system receives an application and the constituent has an affiliation of Employee for the PSUNV institution, apply a different rule that has an update action of Do Not Update for the Home Address entity type. Enter the overriding rule for the academic institution and affiliation combination. Indicate the order in which you want the system to check the override rule. The system applies the Affiliation Override Rule ID for the affiliation assigned to the constituent using the following criteria: The highest order where the affiliation status is Active. The affiliation start date is less than or equal to the date when the transaction is submitted. The affiliation end date is either blank or greater than or equal to the date when the transaction is submitted. For example, if you have defined an override rule for PSUNV and Employee with order number 10 and another rule for PSUNV and Student with order number 20, the system evaluates the the Employee rule before the Student rule. If the constituent has active affiliations for both Employee and Student, the system applies the override rule for Employee. If the constituent has an active affiliation for only Student, the system applies the override rule for Student. If the constituent does not have an affiliation for either Employee or Student, the system applies the base update rule. Mapping Online Application Transactions to Academic Careers Access the Appl Config page (Set Up SACR, Product Related, Recruiting and Admissions, Application Configuration, Application Configuration, Appl Config). 28 Copyright 2011, Oracle and/or its affiliates. All rights reserved.

35 Chapter 1 Managing PeopleSoft Admission Transactions Appl Config page You can enter only online transactions (except user registration transaction) in the Transaction field. To check whether a transaction has been marked as Online or Batch, use the Transaction Setup page (Set Up SACR, System Administration, Utilities, Constituent Transaction Mgmt, Transaction Setup). See Also AAWS User s Guide, Configuration Hints and Tips, Application Configuration Setting Up Application Defaults for Offline and Online Application Transactions Access the Application Setup page (Set Up SACR, Product Related, Recruiting and Admissions, Application Configuration, Application Configuration, Application Setup). ApplicationSetuppage: Criteriatab(1of2) Copyright 2011, Oracle and/or its affiliates. All rights reserved. 29

36 Managing PeopleSoft Admission Transactions Chapter 1 Application Setup page: Criteria tab (2 of 2) Application Setup page: Assigned Values tab (1 of 2) Application Setup page: Assigned Values tab (2 of 2) 30 Copyright 2011, Oracle and/or its affiliates. All rights reserved.

37 Chapter 1 Managing PeopleSoft Admission Transactions Use the Criteria tab to define the selecting criteria such as academic career, academic program, and academic plan that will constitute a particular group of applications. Use the Assigned Values tab to define the application center and event ID that the system assigns to the particular application group. When the system receives an application, it uses this mapping to determine which application center and event ID should be assigned to an application. In the exhibit example Application Setup page: Criteria tab (2 of 2) you can see that for row 12, career is UGRD, programisaa and plan is Music. For the same row, in the exhibit example Application Setup page: Assigned Values tab (2 of 2) the application center is APP3. Assume that the system receives an application foracareerofugrd,programofaa,andplanofmusicthroughaawsorbatchload.insucha case, the system assigns APP3 to this application. The system requires an application center to create an admission application. Therefore, you must map each career with an application center on the Application Setup page. The system generates an error message if it receives an application through AAWS or batch load and it does not find the corresponding application center from this mapping. You can view this error message on the Application Transactions staging component. Note that the system assigns an application center from this mapping when an application is saved or submitted. The system assigns the 3C Event ID when an application is posted. Note. You should complete this mapping for only self-service (applicant) mode. In the administrator mode, the user provides the application center when creating an admission application. Therefore, this setup is not relevant for administrator mode. Criteria Career Program Plan Country and Citizenship Status Enter the career for which you want to assign an application center (and optionally, an event ID). Optionally, enter the program for which you want to assign an application center (and optionally, an event ID). If you leave this field blank, the system assigns the application center to all the programs within the career. For example, suppose you have two application centers: APP01 and APP02. Map the career GRAD and program MBA combination to the APP01application center and map the GRAD career to the APP02 application center. In such a case, the system will assign APP01 application center to an MBA application and it will assign APP02 to other non MBA applications such as a MS or MA application. Optionally, if you have entered a program, enter the plan for which you want to assign an application center (and optionally, an event ID). If you leave this field blank, the system assigns the application center to all the plans within the program. For example, suppose you have two application centers: APP03 and APP04. Map the career GRAD, programms, and plan Finance combination to the APP03 application center and map the GRAD career and MS program to APP04 application center. In such a case, the system will assign APP03 application center to an MS Finance application and it will assign APP04 to other Master of Science applications such as MS in Biochemistry or MS in Physics. Enter the country and citizenship if you want to assign an application center (and optionally, an event ID) based on the applicant s citizenship. For example, you could have the career UGRD, country USA, and citizenship Alien Temporary mapped to an Undergrad International Office application center Copyright 2011, Oracle and/or its affiliates. All rights reserved. 31

38 Managing PeopleSoft Admission Transactions Chapter 1 and GRAD, USA, andalien Temporary mapped to a Graduate International Office application center. Note. If you enter a value in one of the two fields, you cannot leave the other field blank. For example, if you enter a country, you must specify the citizenship. Note. When determining the application center assignment, the system uses the following order: citizenship status, academic plan, academic program, and academic career. Assigned Values Enter the application center, and optionally the event ID, for the row entered on the Criteria tab. Only the event IDs that have the administrative functions ADMA (admissions application) and ADMP (admissions program) are available. ADMP is available only if you select an academic program on the Criteria tab. Define event IDs on the Event Definition page. See PeopleSoft Enterprise Campus Community 9.0 Fundamentals PeopleBook, "Using the 3C Engine," Defining 3C Engine Events. See Also AAWS User s Guide, Configuration Hints and Tips, Application Configuration Setting Up Prospect Creation Rules and Defaults for Offline and Online Application Transactions Access the Prospect Setup page (Set Up SACR, Product Related, Recruiting and Admissions, Application Configuration, Application Configuration, Prospect Setup). Prospect Setup page: Criteria tab 32 Copyright 2011, Oracle and/or its affiliates. All rights reserved.

39 Chapter 1 Managing PeopleSoft Admission Transactions Prospect Setup page: Assigned Values tab Use the Criteria tab to specify whether you want the system to create a prospect when the user saves an application through AAWS or when you post an application to the Campus Solutions database. Also, on this tab define the criteria for creating the prospect. Use the Assigned Values tab to specify the default values that the system assigns to the prospect. You must specify the recruiting center, recruiting status, and referral source values. In the exhibit example Prospect Setup page: Criteria tab you can see that for row 3, career is MED, program is MED, planispharmacology and Create Prospect value is SAVE. For the same row, in the exhibit example Prospect Setup page: Assigned Values tab values such as the recruiting center MPHA is assigned. Assume that a user saves an pharmacology application through AAWS. In such a case, the system creates a prospect record for the applicant and also assigns the default values such as the recruiting center MPHA to this newly created prospect record. Note. To create prospect on save, the online application must ensure that the required constituent data is collected before the user saves the application. Also, ensure that the related transaction is set to run real time on save. If the related transaction is set to run on submit, then the Prospect Setup page displays a warning message if you choose the Save option for Create Prospect. For example, suppose you have a transaction UGRD_online_app and you have mapped this transaction to the UGRD career and GLAKE institution on Appl Config page. You have not selected the Run on Save check box on the Transaction Setup page for this transaction. In such a case, the Prospect Setup page displays a warning message if you select the Save option for the UGRD and GLAKE criteria. If the prospect setup is set to create a prospect on Save, but the transaction is not set to run real time on Save, you can still create the prospect record by running the Transaction Management process for Saved transactions. Criteria Career Enter the career for which you want to create prospect records and assign default values. Copyright 2011, Oracle and/or its affiliates. All rights reserved. 33

40 Managing PeopleSoft Admission Transactions Chapter 1 Program Plan Create Prospect Optionally, enter the program for which you want to create prospect records and assign default values. If you leave this field blank, the prospect records are created for all the programs within the career. Optionally, if you have entered a program, enter the plan for which you want to create prospect records and assign default values. If you leave this field blank, the prospect records are created for all the plans within the program or career. Identify how you want to create prospect records for the career (and program and/or plan, if applicable): Save: Select if you want the system to create a prospect record when it receives a Save Application service operation request or when the applications are loaded into the staging tables using File Parser and have a transaction status of Saved. Post: Select if you want the system to create a prospect record when the online or offline transactions are posted to the Campus Solutions database. If the prospect record already exists for the institution and career of the transaction, the system updates the prospect record to insert program and plan data that does not exist, and also inserts Housing Interest, Financial Aid Interest, Last School Attended and Graduation Date if not previously populated. Note. If you want to create prospects for all applications received for the criteria entered, enter a row for Save and a row for Post. This will ensure that the system will create a prospect record when an application is not saved prior to submission. Assigned Values Enter the recruiting center, recruiting status, referral source and optionally the event ID, for the row entered on the Criteria tab. Only the event IDs that have the administrative functions PROS (prospect) and PROP (prospect program) are available. PROP is available only if you select an academic program on the Criteria tab. Define event IDs on the Event Definition page. See Also AAWS User s Guide, Configuration Hints and Tips, Application Configuration Setting Up Home or Unlisted Schools for Online Application Transactions Access the School Setup page (Set Up SACR, Product Related, Recruiting and Admissions, Application Configuration, Application Configuration, School Setup). 34 Copyright 2011, Oracle and/or its affiliates. All rights reserved.

41 Chapter 1 Managing PeopleSoft Admission Transactions School Setup page An online application may need to capture the applicant s academic history. The online application may present a field with a list of schools, colleges, and universities that exist in the system s External Organization table and the user may select a value from this list. However, two applicant categories exist, those who have attended an academic institution that is not listed in the list of values (unlisted schools) and those who are home schooled. The online application may present a text field or some other method to capture the home or unlisted school details. Use the School Setup page if you want to define how the system should process these unlisted or home schools. Unlisted Schools Post Application Using Default Default Organization Select if you want to specify a default organization ID for unlisted schools or if the applicant has not provided the school name. This field appears if you select the Post Application Using Default option. Specify the default organization ID to post with the application record. Note. If the application contains multiple rows of Unlisted School data, the default will apply to the first processed row. Because External Organization ID is a key field, it is not possible to use the default more than once. In the event of multiple Unlisted Schools, the web service will create a reconciliation error in the staging component and will require manual reconciliation of the additional Unlisted School rows. Require Manual Reconciliation Select if you want to manually correct an application that has an unlisted school or no school. Copyright 2011, Oracle and/or its affiliates. All rights reserved. 35

42 Managing PeopleSoft Admission Transactions Chapter 1 Home School If you select this option and if the application transaction has an unlisted school or no school, the system retains the transaction in the staging table with a constituent status of Error. You will have to resolve the error message and then post the application. You can use the Application Transactions component to select an appropriate External Org ID and run the post process. Refer to the Reviewing and Processing Staged Admission Transactions section of this chapter for more information on this component. Post Application Using Default Default Organization Select if you want to specify a default organization ID for home schools. This field appears if you select the Post Application Using Default option. Specify the default organization ID to post with the application record. Note. If the application contains multiple rows of Home School data, the default will apply to the first processed row. Because External Organization ID is a key field, it is not possible to use the default more than once. In the event of multiple Home Schools, the web service will create a reconciliation error in the staging component and will require manual reconciliation of the additional Home School rows. Require Manual Reconciliation Select if you want to manually correct an application that has a home school. If you select this option and if the applicant has mentioned home school, the system retains the transaction in the staging table with a constituent status of Error. You will have to resolve the error message and then post the application. You can use the Application Transactions component to select an appropriate External Org ID and run the post process. Refer to the Reviewing and Processing Staged Admission Transactions section of this chapter for more information on this component. See Also AAWS User s Guide, Configuration Hints and Tips, Application Configuration Setting Up List of Values for Online Applications An online application, for which you have created a user interface externally from PeopleSoft Campus Community system, may present list fields for the users. If you want these fields to present list of values that are defined in the PeopleSoft Campus Solutions system, use the Get List of Values web service operation (SCC_GET_LOV service operation). This service operation returns the valid values for such fields. The list of values could be translate values or setup values. The following is an example of a field with a list of values. A List field 36 Copyright 2011, Oracle and/or its affiliates. All rights reserved.

43 Chapter 1 Managing PeopleSoft Admission Transactions See Also PeopleSoft Enterprise Campus Community Fundamentals 9.0 PeopleBook, Setting Up List of Values AAWS User s Guide, Configuration Hints and Tips, List of Values AAWS User s Guide, List of Values Web Service Operation AAWS Developer s Guide, User Interface Considerations Maintaining and Extending Data for Online and Offline Transactions Access the Entity Registry page (Set Up SACR, System Administration, Entity, Entity Registry). The web services that are part of the AAWS feature are constructed based on entities. Entities are delivered with your system and are defined inside the Entity Registry component. Review the delivered entities and modify their default setup according to your requirements. Also, if you have customized the delivered Recruiting and Admissions functionality by creating new records or adding extra fields to delivered records, you can extend the entity registry by creating new entities or modifying the delivered ones. Note. Refer to the Extending AAWS section in the AAWS Developer s Guide for more information about the Entity Registry page and how to create new entities. See Also PeopleSoft Enterprise Campus Community Fundamentals 9.0 PeopleBook, Setting Up Entity Registry AAWS User s Guide, Configuration Hints and Tips, Entity Registry AAWS Developer s Guide, Extending AAWS AAWS Developer s Guide, Developer s Reference Reviewing and Processing Staged Admission Transactions Use the Constituent Staging and Application Transactions components to review or edit the admissions transaction data stored in the staging tables. The staging tables are holding tables and are separate from the core production records. Any changes you make in the components posts to the core production records when the posting process is executed (real time or batch) depending on data update rules. You can use these components to review the information stored in the staging tables at any time during the Processing Admission Transactions business process. For example, you might prefer to look at the transaction data immediately after the system loads it into the staging tables or after posting. This data is no longer editable once all transactions related to the constituent record have a transaction status of Posted or Cancelled. Note. The Created By field has been added to all the pages of the Constituent Staging and Application Transactions components for Bundle 21. In this chapter, some of the graphics for these pages have not been updated for this change. The following is an example of the Created By field: Copyright 2011, Oracle and/or its affiliates. All rights reserved. 37

44 Managing PeopleSoft Admission Transactions Chapter 1 Example of a Created By field Correcting Admission Transaction Errors When a user saves or submits an application through AAWS or when you use File Parser to batch load an application, the system creates a transaction. A transaction might have an error status for the constituent (person) or the application record. For error indicators, look through both the components to find the corresponding field and enter a valid value. For example, suppose you selected the Manual Reconciliation option for Home Schools on the School Setup page. If the applicant has indicated that a school of attendance is a home school and submitted the application, the Application Transactions component displays an error message. 38 Copyright 2011, Oracle and/or its affiliates. All rights reserved.

45 Chapter 1 Managing PeopleSoft Admission Transactions Example of an error message in the Application Transactions component Toresolvesuchanerror,youcanclicktheEducationHistory tab, then select the valid external organization ID for the home-schooled applicant and finally click the Save button. Posting Admission Transactions After you have reviewed a transaction and corrected the errors, you can run the search/match/post process from the components itself by clicking the Run Search/Match/Post button. On clicking this button, you can run both processes at once: to search for matching people in your database and to post the transaction according to the Search/Match parameters you set up on the Transaction Setup component. The latter happens if Search/Match identifies an ID that needs to be created or updated or if the user has used a User ID already tied to an ID. In either way, the system uses the identified ID (EMPLID) to post the data. Alternatively, you can use the Constituent Staging and Application Transactions components to correct multiple transactions and then run the Transaction Management process to post the multiple transactions to the Campus Solutions database. If you have selected the Batch option on the Transaction Setup page, the system stores the transactions in staging tables and you will need to run the Transaction Management process to run Search/Match and post the transactions to Campus Solutions. However, if the system knows the EMPLID for the applicant, then the transaction is effectively treated as real time. Copyright 2011, Oracle and/or its affiliates. All rights reserved. 39

46 Managing PeopleSoft Admission Transactions Chapter 1 Before running the Transaction Management process, set up the Search/Match parameters on the Transaction Management Process component. The Search/Match parameters that you define for the Transaction Management process overrides the Search/Match parameters set up on the Transaction Setup component. Regardless of how the post process is run, if it encounters any problems during processing, it will assign the record an application status of Saved Error or Submitted Error. Use the Constituent Staging and Application Transactions components to review these errors. Pages Used to Review and Process Staged Admission Transactions Page Name Definition Name Navigation Usage Summary Information SCC_STG_CONST_STG Student Admissions, Application Transaction Mgmt, Constituent Staging, Summary Information Campus Community, Constituent Transaction Mgmt, Constituent Staging, Summary Information Review the constituent status, and the error messages and transactions for the applicant. Run the search/match/post process or post the transaction data. Manually trigger Search/Match to review the list of matching candidates. Constituent Details SCC_STG_CONST_DTLS Student Admissions, Application Transaction Mgmt, Constituent Staging, Constituent Details Campus Community, Constituent Transaction Mgmt, Constituent Staging, Constituent Details Participation Details SCC_STG_PARTICIP Student Admissions, Application Transaction Mgmt, Constituent Staging, Participation Details Campus Community, Constituent Transaction Mgmt, Constituent Staging, Participation Details Additional Personal Info SCC_STG_ADDITION Student Admissions, Application Transaction Mgmt, Constituent Staging, Additional Personal Info Campus Community, Constituent Transaction Mgmt, Constituent Staging, Additional Personal Info Review andeditthe applicant s personal information in the staging record. An applicant s personal information includes data such as date of birth, national ID, and address. Review and edit the applicant s participation details in the staging record. An applicant s participation details may include information such as work experience and honors and awards. Review and edit the applicant s additional personal information in the staging record. An applicant s additional personal information may include citizenship details and emergency contacts. 40 Copyright 2011, Oracle and/or its affiliates. All rights reserved.

47 Chapter 1 Managing PeopleSoft Admission Transactions Page Name Definition Name Navigation Usage Regional SCC_STG_REGIONAL Student Admissions, Application Transaction Mgmt, Constituent Staging, Regional Campus Community, Constituent Transaction Mgmt, Constituent Staging, Regional Review and edit the applicant s regional information in the staging record. Application Data SAD_APPL_STG Student Admissions, Application Transaction Mgmt, Application Transactions, Application Data Clickthe<Transaction Name>linkonthe Summary Information page. Education History SCC_EXT_ACAD_DATA StudentAdmissions, Application Transaction Mgmt, Application Transactions, Education History Click the <Transaction Name> link on the Summary Information page and then click the Education History tab. Additional Academic Info SAD_STG_TEST Student Admissions, Application Transaction Mgmt, Application Transactions, Additional Academic Info Clickthe <Transaction Name>linkonthe Summary Information page and then click the Additional Academic Info tab. Review the error messages pertaining to the application in the staging record. In addition, review and edit the application program data and academic plan data. You can also review and edit the additional information regarding the application, such as application center, application fees, and recruiter assigned to the application. Review andeditthe education history pertaining to the application in the staging record. Education history includes information such as schools attended and degrees that are in progress or completed. Review and edit the additional academic information pertaining to the application in the staging record. Additional academic information includes test results and academic interests. Copyright 2011, Oracle and/or its affiliates. All rights reserved. 41

48 Managing PeopleSoft Admission Transactions Chapter 1 Page Name Definition Name Navigation Usage Supplemental Information SAD_GENM_ATTACH Student Admissions, Application Transaction Mgmt, Application Transactions, Supplemental Information Click the <Transaction Name>linkonthe Summary Information page and then click the Supplemental Information tab. Review and edit the supplemental information pertaining to the application in the staging record. Supplemental information includes general materials and file attachments. Application Regional SAD_APL_REG_STG Student Admissions, Application Transaction Mgmt, Application Transactions, Application Regional Review and edit the country-specific data pertainingtotheapplication in the staging record. Clickthe<Transaction Name>linkonthe Summary Information page and then click the Application Regional tab. Selection Parameters SCC_SL_SMP Student Admissions, Application Transaction Mgmt, Transaction Management Process, Selection Parameters Campus Community, Constituent Transaction Mgmt, Transaction Management Process, Selection Parameters Enter selection parameters for running the Transaction Management process. You can run search match and post for saved and submitted transactions in the staging records. Also, you can process a transaction for a single person, all persons, or use Population Selection to select the persons in the staging records. Before you post the data, set up the Search/Match parameters on the Search/Match Parameters page. Search/Match Parameters SCC_SL_SMP_PARM Student Admissions, Application Transaction Mgmt, Transaction Management Process, Search/Match Parameters Campus Community, Constituent Transaction Mgmt, Transaction Management Process, Search/Match Parameters Set up your Search/Match parameters for the Transaction Management process. These are the rules that determine what the post processshoulddowiththe staging record after the Search/Match process is complete. 42 Copyright 2011, Oracle and/or its affiliates. All rights reserved.

49 Chapter 1 Managing PeopleSoft Admission Transactions Reviewing Applicant Error Messages and Transactions Access the Summary Information page (Student Admissions, Application Transaction Mgmt, Constituent Staging, Summary Information). [ Bundle 22: Batch Trans check box has been replaced by the new Online check box. ] Summary Information page Temporary ID Displays the auto-generated number. The system assigns this number depending on whether you partitioned the transaction either by constituent or by transaction on the Transaction Setup page. If you have selected the partition by constituent option, a single Temporary ID is associated to all the transactions of the individual. If you have selected the partition by transaction option, the system assigns a new Temporary ID to each transaction of the individual. Note. Temporary ID is also known as Constituent Temporary ID. It is the main key to the constituent and the transaction staging tables. Note. The auto-generated number is initially set up in the Counter Setup component. Constituent Status Indicates the status of the constituent data in the staging table. This status controls when a transaction can be posted. Refer to the below table in the sub section titled Constituent Statuses for details. Note. Do not modify the delivered values in any way. Any modifications to these values require a substantial programming effort. ID Run Search/Match/Post Indicates the ID that will be used to post atransaction.idvalueisdetermined either by the User ID that performs the transaction (in the case of returning users), the Search/Match process, or manually by an administrator if the search for duplicates was performed individually. Note that a returning user is a user ID that already has an EMPLID. Click to run Search/Match and if an ID is identified, post the constituent with the transactions that are listed in the Related Transactions section. Copyright 2011, Oracle and/or its affiliates. All rights reserved. 43

50 Managing PeopleSoft Admission Transactions Chapter 1 Status If Search/Match has already been run, an ID is identified and the transaction status is Submitted, the system displays the Post Transaction Data button instead of the Run Search/Match/Post button. If all the transactions in the Related Transactions have a status of Posted the system disables the Post Transaction Data button. Indicates the status of the related transaction. This status, along with the Constituent Status, controls when a transaction can be posted. Refer to the table in the following topic titled Constituent Statuses for more information. Note. Do not modify the delivered values in any way. Any modifications to these values require a substantial programming effort. <Transaction Name> Click to access the Application Transactions component and view the admission application staged data. You can access the Application Transactions component only if you have access to the application center associated with the application transaction. Note. The link name, by default, matches the name given to the transaction on the Transaction Setup component. In the preceding exhibit example Summary Information page you can see that the link is Application Data because for the ADMISSIONS_APPLICATION transaction the Transaction Name is set to Application Data on the Transaction Setup component. Online (Online Transaction) Search/Match Results Indicates whether this transaction is set as an online transaction or not on the Transaction Setup page. For example, if the transaction is generated because an applicant has saved an application through AAWS, the system selects this check box. If the transaction is generated because you have loaded an application using the File Parser utility (offline), the system does not select this check box. Click to run Search/Match and manually review the matching candidates. If matches are found, the system displays the Integrated Search Results page after Search/Match has run. The Search/Match function uses the Search Parameter and the Search Result Code values related to the transaction, for which you clicked the Search/Match Results link. You specify the Search Parameter and the Search Result Code values for a transaction on the Transaction Setup component. Note. The system does not display the Search/Match Results link for a new user registration transaction. Set To Update ID Click this button if inadvertently you or the system has created or updated the constituent data to a wrong ID and you want to repost the data with the correct ID. The button appears only when Constituent Status = New ID Created or ID Updated and none of the transactions listed in the Related Transactions grid have a status = Posted (other than the new user registration transaction called ADMISSIONS_REGISTRATION). 44 Copyright 2011, Oracle and/or its affiliates. All rights reserved.

51 Chapter 1 Managing PeopleSoft Admission Transactions Note. IfatransactionwaspostedwiththewrongID,youneedtofirstunpost the transaction, delete the created transaction and then you will be able to see the Set to Update ID button and change the ID. You unpost a transaction from the Application Transactions component. The page displays the Constituent Errors section if the constituent status is Error. Application Center Security There are two ways to access the admission application transactions: Campus Community menu path navigation (Campus Community, Constituent Transaction Mgmt, Constituent Staging) Student Admissions menu path navigation (Student Admissions, Application Transaction Mgmt, Constituent Staging) If you use the Campus Community menu path navigation and if your user ID is not associated with a particular application center, you cannot access the application data associated with that application center. However, you can see how many applications exist for an applicant. In the following example, a user can see there is one application for the constituent. However, the user cannot view the application data because the <Transaction Name> link is disabled. The system has disabled the link because the user does not have access to the application center. Application Data link disabled for a user who does not have application center access If you use the Student Admissions menu path navigation and if your user ID is not associated with a particular application center, you cannot see how many applications associated with the application center exist. Also, you cannot view the application data associated with the application center. Therefore, the system strictly enforces the application center security for Student Admissions menu as compared to Campus Community menu where the security is not enforced. In the following example, a user cannot see whether there is an application transaction for the constituent because the user does not have access to the application center. Copyright 2011, Oracle and/or its affiliates. All rights reserved. 45

52 Managing PeopleSoft Admission Transactions Chapter 1 Hidden search results for a user who does not have the application center access See PeopleSoft Enterprise Campus Solutions 9.0 Application Fundamentals PeopleBook, Securing Recruiting and Admissions, Setting Security for Application Centers Constituent Statuses The following table describes the various constituent statuses: Loaded Constituent Status Description How Status is Set This status indicates that the system has loaded the data into the staging records and has not run Search/Match. Set by the system if Search/Match has not run or after an administrator corrects an error. 46 Copyright 2011, Oracle and/or its affiliates. All rights reserved.

53 Chapter 1 Managing PeopleSoft Admission Transactions Constituent Status Description How Status is Set New ID Created This status indicates that the system has run Search/Match and has created a new Employee ID for the staging record. Set by the system. The system assigns this status to a record when it adds a new Employee ID. It adds a new Employee ID when the Search/Match settings for the transaction determine that the record is new. The system also assigns this status to a record when you manually set the constituent status to Add New ID and then click the Run Search Match Post button or run the Transaction Management process. ID Updated Suspended Ignore The system can assign this status at any time during the process depending on how the transactions are set up. If you have selected the real time option on the Transaction Setup page, the status assigns this status when the user saves or submits the admission application. This status indicates that the system has run Search/Match and has found an existing Employee ID for the staging record or the transaction has been processed for a returning user where the Employee ID is known for the user. The system assigns this status to a record when it updates constituent data for an existing Employee ID. It updates an existing Employee ID when the Search/Match settings for the transaction determine that a matching record exists or if a returning user saves or submits a subsequent transaction. This can be done at any time during the process depending on how the transactions are set up. If the process is real time, it will be done at the point the user either saves or submits their application. This status indicates that the system has run Search/Match and has suspended the staging record for your review. The system suspends a record from further processing because possible matches have been found based on the Search/Match settings for the transaction. If previously you had changed the status from suspended to any other status, you can manually change the status back to suspended (depending on whether the constituent data has been posted to the production record). This status indicates that the system has run Search/Match and the Search/Match parameters setup suggests you to ignore the staging record. Processing of the record will not continue while this status is set. You can also manually assign this status if you want the system to ignore the staging record for further processing. Set by the system. Set by the system. Set manually. Set by the system. Set manually. Copyright 2011, Oracle and/or its affiliates. All rights reserved. 47

54 Managing PeopleSoft Admission Transactions Chapter 1 Constituent Status Description How Status is Set Error This status indicates that the system has encountered a problem when processing the record. Set by the system. The system can assign this status to a staging record when it encounters a problem during data validation, when running Search/Match, or when the data is being posted. Add New ID Update ID Cancelled The system displays the error message on the Summary Information page. You must resolve the error and save the record. The system does not allow you to manually change from Error status to another status. When you resolve an error and save the record, the status automatically changes to Loaded, which indicates that you need to start the processing again by running the post process again (whether it is done by clicking the Run Search/Match/Post button or the Post Transaction Data button or by running the Transaction Management process). Notice that if an ID was already identified, the post process will use it to revalidate and to post the data. This status indicates that you have determined that the constituent should be added as a new person. You can assign this status when you have determined that the staging record should be added with a new Employee ID. This status indicates that you have determined that an existing constituent record should be updated with the staging record. You can use the Search/Match results or the ID field to choose the Employee ID whose record you want to update. After assigning this status and choosing an Employee ID, you can click the Run Search Match Post button or run the Transaction Management process to update the existing record. This status indicates that you have determined the transaction is incomplete, duplicate or should not be processed further. You cannot delete a transaction but you can cancel a constituent transaction. No further data updates by the user or the administrative user can be performed on a cancelled row. The Transaction Management process ignores the cancelled rows. Note. Cancelling a constituent implies that none of the transactions tied to it can be updated or processed further. Also if your user interface for the online transaction is configured appropriately, this status can be used when an end user has manually cancelled the transaction (for instance closed the browser window) before saving or submitting an admission application. Set manually. Set manually. Set by the system. Set manually. Reviewing Applicant Details Access the Constituent Details page (Student Admissions, Application Transaction Mgmt, Constituent Staging, Constituent Details). 48 Copyright 2011, Oracle and/or its affiliates. All rights reserved.

55 Chapter 1 Managing PeopleSoft Admission Transactions Constituent Details page (1 of 2) Constituent Details page (2 of 2) Copyright 2011, Oracle and/or its affiliates. All rights reserved. 49

56 Managing PeopleSoft Admission Transactions Chapter 1 Reviewing Applicant Participation Details Access the Participation Details page (Student Admissions, Application Transaction Mgmt, Constituent Staging, Participation Details). Participation Details page (1 of 3) 50 Copyright 2011, Oracle and/or its affiliates. All rights reserved.

57 Chapter 1 Managing PeopleSoft Admission Transactions Participation Details page (2 of 3) Copyright 2011, Oracle and/or its affiliates. All rights reserved. 51

58 Managing PeopleSoft Admission Transactions Chapter 1 Participation Details page (3 of 3) Reviewing Applicant s Additional Personal Information Access the Additional Personal Info page (Student Admissions, Application Transaction Mgmt, Constituent Staging, Additional Personal Info). 52 Copyright 2011, Oracle and/or its affiliates. All rights reserved.

59 Chapter 1 Managing PeopleSoft Admission Transactions Additional Personal Info page (1 of 3) Copyright 2011, Oracle and/or its affiliates. All rights reserved. 53

60 Managing PeopleSoft Admission Transactions Chapter 1 Additional Personal Info page (2 of 3) Additional Personal Info page (3 of 3) 54 Copyright 2011, Oracle and/or its affiliates. All rights reserved.

61 Chapter 1 Managing PeopleSoft Admission Transactions Reviewing Applicant s Regional Information Access the Regional page (Student Admissions, Application Transaction Mgmt, Constituent Staging, Regional). Regional page (1 of 2) Copyright 2011, Oracle and/or its affiliates. All rights reserved. 55

62 Managing PeopleSoft Admission Transactions Chapter 1 Regional page (2 of 2) Reviewing Application Error Messages and Application Data Access the Application Data page (Student Admissions, Application Transaction Mgmt, Application Transactions, Application Data). 56 Copyright 2011, Oracle and/or its affiliates. All rights reserved.

63 Chapter 1 Managing PeopleSoft Admission Transactions ApplicationDatapage(1of2) Copyright 2011, Oracle and/or its affiliates. All rights reserved. 57

64 Managing PeopleSoft Admission Transactions Chapter 1 ApplicationDatapage(2of2) Set Status to Submitted This button only appears if the application status is Posted. If you have inadvertently posted the transaction data to a wrong ID, click the Set Status to Submitted button. On clicking the button, the system sets the application status back to submitted. For example, you may notice that an application was posted to a new ID but you should have created the application for an existing ID. To repost the application to the existing ID, perform the following steps: 1. Run the Application Delete process to delete the application that you have posted to the wrong ID so that you do not maintain duplicate applications in the system. 2. Click the Set Status to Submitted button and save the record. 3. Click the Set to Update ID button on the Constituent Staging component and select the existing ID. 4. Click the Run Search/Match/Post button to post the application. The following table describes the application statuses: 58 Copyright 2011, Oracle and/or its affiliates. All rights reserved.

65 Chapter 1 Managing PeopleSoft Admission Transactions Saved Application Status Description This status indicates that system has saved the admission application to the staging records and the application is not ready to be processed. The system automatically assigns this status when the online application calls the Save Application service operation. You can also manually set this status if you want to indicate that the application is not ready for processing. Submitted Saved Error Submit Error Pending Posted When setting up the File Mapping Definition, you can define the default value that File Parser should assign as the Application Status. This status indicates that system has submitted the admission application to the staging records and the application is ready to be processed. The system automatically assigns this status to an application when the online application calls the Submit Application service operation. You can manually set this status if you want to indicate that the application is ready for processing. You cannot post Saved transactions; only transactions with Submitted status can be posted. When setting up the File Mapping Definition, you can define the default value that File Parser should assign as the Application Status. This status indicates that the system encountered problems when saving an admission application. You must resolve these errors before the admission application can be posted. You cannot manually change this status. When you resolve the error and save the staging record, the system automatically sets the status back to Saved. This status indicates that the system encountered problems when submitting an admission application. You must resolve these errors before the admission application can be posted. You cannot manually change this status. When you resolve the error and save the staging record, the system automatically sets the status back to Submitted. This status indicates that manual reconciliation is required for some data element which is not necessarily an error. For example, when manual reconciliation is required for application fee waiver requests, the status is set to Pending and the application fee status is set to Waiver. You can manually change this status. This status indicates that the system has posted the data. The system runs the posting process when you click the Post Transaction Data button or the Run Search/Match/Post button, or when you run the Transaction Management process. The setup of the AAWS Application Fee and Waiver Processing group box on the Application Center Table page controls how an online application fee payment or waiver is processed. See: PeopleSoft Enterprise Recruiting and Admissions 9.0 PeopleBook, Building Your Recruiting Structure, Setting Up Your Recruiting Structure, Setting Up Application Processing Centers For information about how the payment is collected through third party hosted payment processing using Student Financials web services, refer to the following: See: PeopleSoft Enterprise Student Financials 9.0 PeopleBook, Using Student Financials Web Services for Hosted epayment Transactions See: PeopleSoft Enterprise Campus Solutions 9.0 Admission Applications Web Services Developer s Guide on My Oracle Support Copyright 2011, Oracle and/or its affiliates. All rights reserved. 59

66 Managing PeopleSoft Admission Transactions Chapter 1 See: PeopleSoft Enterprise Campus Solutions 9.0 Admission Applications Web Services User s Guide on My Oracle Support When payment is authorized, the Amount Sent to GL field is updated in the Application Transactions staging component (the field is not visible on the page) and is carried through to the core production Application Maintenance component (Application Items page). The Generate Direct to GL process uses the Amount Sent to GL value. See: PeopleSoft Enterprise Student Financials 9.0 PeopleBook, Using GL Interface Processing, Generating Direct to GL Entries The following documentation discusses how the Application Data staging page fields are updated when an online application fee or waiver is processed based on the setup of the AAWS Application Fee and Waiver Processing group box on the Application Center Table page. The staging field SAD_APL_DAT_STG.APP_FEE_STATUS is not visible on the Application Data staging page. Processing Application Fees When Waiver Request is Not Allowed SCENARIO 1 The Application Center Table setup is: An application fee is required. Payment is required when the application is submitted. Waiver request is not allowed. When an applicant has completed all the required data for the online application and is ready to submit the application, the applicant clicks a payment button which triggers the AAWS Submit web service (SAD_SUBMITAPPL). The web service calls the Application Fee Calculation API which calculates the fee and returns the amount and currency to the external user interface which displays the fee to the applicant. The staging field SAD_APL_DAT_STG.APP_FEE_STATUS is set to Calculated. When the applicant successfully makes a payment, the application is submitted. The SAD_APL_DAT_STG.APPL_FEE_STATUS field is set to Received. The field values are carried through to the core production Application Maintenance component: ADM_APPL_DATA.APP_FEE_STATUS is set to Calculated and ADM_APPL_DATA.APPL_FEE_STATUS is set to Received. If the applicant does not successfully complete the payment process, the application remains in a saved status. SCENARIO 2 The Application Center Table setup is: An application fee is required. Pay later is allowed. Waiver request is not allowed. If the applicant selects to pay now, the process is the same as scenario 1. If the applicant selects to pay later, SAD_APL_DAT_STG.APP_FEE_STATUS is set to Calculated and SAD_APL_DAT_STG.APPL_FEE_STATUS is set to Defer. 60 Copyright 2011, Oracle and/or its affiliates. All rights reserved.

67 Chapter 1 Managing PeopleSoft Admission Transactions These values are carried through to core production: ADM_APPL_DATA.APP_FEE_STATUS is set to Calculated and ADM_APPL_DATA.APPL_FEE_STATUS is set to Deferred. The Admissions office must follow up on fee payment. No other processing occurs in AAWS. Processing Application Fee Waivers in Staging SCENARIO 3 The Application Center Table setup is: An application fee is required. Payment is required when the application is submitted OR pay later is allowed. Waiver request is allowed. Manual reconciliation is required. If the applicant completes the payment, the process is the same as scenario 1. If the applicant requests a waiver, the applicant indicates the waiver basis (if required based on setup on Application Center Table page) and provides supporting documentation (optional - may be submitted by uploading an attachment or at a later time) and submits the application. Because Require Manual Reconciliation is selected as the Application Fee Waiver Process option on the Application Center Table page, then when the applicant submits the application, the staging fields are set as follows: SAD_APL_DAT_STG. SAD_APPL_STS is set to Pending. SAD_APL_DAT_STG.APPL_FEE_STATUS is set to Waiver. SAD_APL_DAT_STG.WAIVED_AMT is set to blank. SAD_APL_DAT_STG.APP_FEE_STATUS is set to Pending. The administrator reviews supporting documentation (Supplemental Information page) and grants or denies the waiver. If the waiver is granted, the staging fields are updated as follows: The administrator changes the staging Application Fee Status value to Waived. Programmatically, SAD_APL_DAT_STG. SAD_APPL_STS is set to Submitted. SAD_APL_DAT_STG.WAIVED_AMT shows the waiver amount. SAD_APL_DAT_STG.APP_FEE_STATUS is set to Calculated. These values are carried through to core production Admissions tables: On the Application Data - Application Fees page, the Fee Status value is Waived, the Waive Amount value appears, and the Waiver Basis Code value appears based on the value in the related staging field. On the Application Data page, the value in the Status field in the Application Fee Information group box is Calculated. If the waiver is denied, the administrator sets the Application Fee Status to Pending and the Application Status is automatically set to Saved. The administrator must manually notify the applicant that the waiver request is denied. Copyright 2011, Oracle and/or its affiliates. All rights reserved. 61

68 Managing PeopleSoft Admission Transactions Chapter 1 Processing Application Fee Waivers in Core Admissions SCENARIO 4 The Application Center Table setup is: An application fee is required. Payment is required when the application is submitted OR pay later is allowed. Waiver request is allowed. Application can be posted to core production before waiver request is determined. If the applicant completes the payment, the process is the same as scenario 1. If the applicant selects to pay later, the process is the same as scenario 2. The Admissions office must follow up on fee payment or waiver. No other processing occurs in AAWS. If the applicant requests a waiver, the applicant indicates the waiver basis (if required based on setup on Application Center Table page) and provides supporting documentation (optional - may be submitted by uploading an attachment or at a later time) and submits the application. If Allow to Post is selected as the Application Fee Waiver Process option and the App Fee Status Waived option is selected on the Application Center Table page, then when the applicant submits the application, the staging fields aresetasfollows: SAD_APL_DAT_STG.APPL_FEE_STATUS is set to Waived. SAD_APL_DAT_STG.WAIVED_AMT is set to blank. SAD_APL_DAT_STG.APP_FEE_STATUS is set to Calculated. These values are carried through to core production Admissions tables: On the Application Data - Application Fees page, the Fee Status value is Waived, the Waive Amount value is blank and the Waiver Basis Code value appears based on the value in the related staging field. On the Application Data page, the value in the Status field in the Application Fee Information group box is Calculated. The App Fee Status Waived option could be used by schools who allow waivers but automatically grant the waiver without review or assessment. If Allow to Post is selected as the Application Fee Waiver Process option and the App Fee Status Waiver Request option is selected on the Application Center Table page, then when the applicant submits the application, the staging fields are set as follows: SAD_APL_DAT_STG.APPL_FEE_STATUS is set to Waiver. SAD_APL_DAT_STG.WAIVED_AMT is set to blank. SAD_APL_DAT_STG.APP_FEE_STATUS is set to Pending. These values are carried through to core production Admissions tables: On the Application Data - Application Fees page, the Fee Status value is Waiver, the Waive Amount value is blank and the Waiver Basis Code value appears based on the value in the related staging field. On the Application Data page, the value in the Status field in the Application Fee Information group box is Pending. Waiver requests must be assessed using the core production Application Maintenance component. 62 Copyright 2011, Oracle and/or its affiliates. All rights reserved.

69 Chapter 1 Managing PeopleSoft Admission Transactions Query adm_appl_data.appl_fee_status to find the applicants with waiver requests. Reviewing Applicant s Education History Access the Education History page (Student Admissions, Application Transaction Mgmt, Application Transactions, Education History). Education History page (1 of 3) Copyright 2011, Oracle and/or its affiliates. All rights reserved. 63

70 Managing PeopleSoft Admission Transactions Chapter 1 Education History page (2 of 3) Education History page (3 of 3) 64 Copyright 2011, Oracle and/or its affiliates. All rights reserved.

71 Chapter 1 Managing PeopleSoft Admission Transactions Reviewing Additional Academic Information Access the Additional Academic Info page (Student Admissions, Application Transaction Mgmt, Application Transactions, Additional Academic Info). Additional Academic Info page Reviewing General Materials and Attachments Access the Supplemental Information page (Student Admissions, Application Transaction Mgmt, Application Transactions, Supplemental Information). Copyright 2011, Oracle and/or its affiliates. All rights reserved. 65

72 Managing PeopleSoft Admission Transactions Chapter 1 Supplemental Information page Reviewing Application Regional Information Access the Application Regional page (Student Admissions, Application Transaction Mgmt, Application Transactions, Application Regional). 66 Copyright 2011, Oracle and/or its affiliates. All rights reserved.

73 Chapter 1 Managing PeopleSoft Admission Transactions Application Regional page: Australia The system displays this page only if the country-specific options are selected on the SA Features and Academic Institution 6 pages. See Also PeopleSoft Enterprise Campus Solutions 9.0 Application Fundamentals PeopleBook, Reviewing Installation Setup and System Defaults, Selecting Student Administration Installation Options PeopleSoft Enterprise Campus Solutions 9.0 Application Fundamentals PeopleBook, "Designing Your Academic Structure," (AUS, CAN, GBR, NZL, NLD) Activating Other Student Administration Features Updating and Posting Transactions in Batch Access the Selection Parameters page (Student Admissions, Application Transaction Mgmt, Transaction Management Process, Selection Parameters). Copyright 2011, Oracle and/or its affiliates. All rights reserved. 67

74 Managing PeopleSoft Admission Transactions Chapter 1 Selection Parameters page Use this functionality to process temporary constituent IDs stored inside the constituent and the transaction staging tables. You can process all IDs, just one at a time or use Population Selection to select staged IDs meeting custom criteria. You can decide to only process the saved transactions, the submitted transactions or a combination of both. The process allows you to change the transaction (application) status from Saved to Submitted, run Search/Match and once an EMPLID is identified, post the constituent and transaction data to production tables. The Transaction Management process does not process IDs with a Constituent Status set to Cancelled or for which their transaction is already Posted. It also does not run the Search/Match process when an EMPLID is already identified or the Constituent Status is set to Ignored, Suspended, orerror. Whenan ID is set to be suspended, only manual intervention performed from the Constituent Summary page can be done to reset the status to something else after evaluation. For instance, a self-service user submits an online application. Search/Match found one exact match and the transaction was set up to suspend the constituent if this condition is encountered. The suspended record requires manual intervention by the administrative user to validate the matching candidate found should be updated or not. Transaction Name Select the transaction for which you want to process the constituent and their transactions (applications). ID Selection ID Selection Select one of these values: One Person Temporary ID: Select to run the process for a single person (constituent) in the staging record who is associated with the selected transaction name. All Person Temporary IDs: Select to run the process for all the persons in the staging record who are associated with the selected transaction name. 68 Copyright 2011, Oracle and/or its affiliates. All rights reserved.

75 Chapter 1 Managing PeopleSoft Admission Transactions Population Selection: Select if you want to use the population selection process for selecting the temporary IDs who are associated with the selected transaction name. Temporary ID Process Submitted Transactions Process Saved Transactions Available only when the ID Selection is One Person Temporary ID. Youmust enter the specific temporary constituent ID to process here. Select if you want the system to process transactions that have an application status of Submitted. When you select this option, the Submitted Transactions box appears. Select if you want the system to process transactions that have an application status of Saved. When you select this option, the Saved Transactions box appears. The system posts only submitted transactions to the database. Submitted Transactions This group box appears only when the Process Submitted Transactions option is selected. RunSearchMatch Post Transaction Data Select to run Search/Match for the Submitted transactions. Select to post the Submitted transactions. Note. When processing submitted transactions, the component forces you to select both check boxes. This is to ensure that you are not introducing duplicates into your database. If an ID is already identified, the process skips Search/Match and proceeds to validate and post the transaction data. Saved Transactions This group box appears only when the Process Saved Transactions option is selected. Update Status to Submitted RunSearchMatch Post Transaction Data Select to change the application status from Saved to Submitted. Select to run Search/Match for the saved transactions. If the process identifies that a new ID needs to be created or an existing ID needs to be updated, the constituent data is posted. When an EMPLID is already known to the system, Search/Match is not invoked by the process. Select to post the transactions (applications). Only submitted transactions for which you have run Search/Match can be posted. Therefore, to be able to select this check box, you must select the Update Status to Submitted and the Run Search Match check boxes. If you select all the three check boxes, the Transaction Management process will first change the status to Submitted,then it runs Search/Match and finally depending on the Search/Match parameters it posts the transactions. Population Selection This group box appears only when the ID Selection of Population Selection is selected. Copyright 2011, Oracle and/or its affiliates. All rights reserved. 69

76 Managing PeopleSoft Admission Transactions Chapter 1 Population selection is a method for selecting the IDs to process for a specific transaction. Selection tools are available based on the selection tools that your institution selected in the setup of the Population Selection process for the Transaction Management process and on your user security. Fields in the group box appear based on the selection tool that you select. If your institution uses a specific delivered selection tool (PS Query, Equation Engine equation, or external file) to identify IDs for a specific transaction, you must use it. See PeopleSoft Enterprise Campus Community Fundamentals 9.0 PeopleBook, Using the Population Selection Process Specifying Search/Match Parameters for Batch Processing Access the Search/Match Parameters page (Student Admissions, Application Transaction Mgmt, Transaction Management Process, Search/Match Parameters). Search/Match Parameters page Use this page to set up your Search/Match parameters. These are the rules that determine what the post process should do with the staging record after the Search/Matchprocessiscomplete.Thefieldsonthispage are similar to the Search/Match Setup page (Set Up SACR, System Administration, Utilities, Constituent Transaction Mgmt, Transaction Setup, Search/Match Setup). 70 Copyright 2011, Oracle and/or its affiliates. All rights reserved.