USM Oracle/PeopleSoft MidAtlantic Regional Conference Gettysburg College June 2, 2009

MASS CHANGE FOR DUMMIES

ROSS LEISTEN
Enterprise Business Systems Coordinator Salisbury University
Provide inter-departmental analytical support for all Student Administration areas Liaison between end users and developers Provide end user training for University staff, faculty and students

SALISBURY UNIVERSITY

University System of Maryland affiliate located on Marylands Eastern Shore 4 academic schools housing 43 undergraduate/5 post baccalaureate certificate/13 graduate programs Approximately 8,000 student, 1,500 faculty and staff SU implemented PS HRSA and Financials v8 beginning with HR and Admissions in 2002, finishing with CR in 2004. SU currently uses Financials v8.9 and CS and HRMS v9. Financials upgrade occurred during the Summer of 2006. CS and HRMS upgrades

RUMORS AND REALITIES

Rumors Mass Change is going away! Realities Oracle has no timeline or plan for its discontinuation Similar to Query Manager, Mass Change is a powerful tool for generating sql code and interacting directly with the Oracle/PeopleSoft tables. Mass Change can be used with other delivered engine processes or by itself

MASS CHANGE FOR DUMMIES

Just the Basics This presentation covers only a very basic introduction to Mass Change, why you might want to consider using it, its component pieces, setup and operation. The focus is on two simple from scratch examples (no delivered scripts, no groups, no complex join conditions or operations, etc.).

BENEFITS
Mass Change processes can be used in place of invasive system modifications or projects can be used to change or correct one or many table values online and without the use of behind the scene sql scripts require little or no attention during patches and fixes installations, and/or upgrades

ISSUES
Mass Change process missteps can be deadly, especially for triggerhappy users settings/runs involve several page and tab navigations settings are not validated results must be validated by query (no companion reports)

MASS CHANGE USES

Grade Roster Access (Instructor) Clearing Schedule of Classes LMS fields Clearing Student Groups Deleting individual or multiple table entries in preparation for ID Deletion Assigning Deans List and/or Latin Honor markers Populating graduation/degree GPAs for new graduates

ALWAYS DO THE OBVIOUS

Preliminary Research - should any other table changes be made as a direct result Trial Build - use a test environment for the initial process build Test - both the process and any/all online processing that depends upon the changes Involve a Developer - for research and build Move/Copy To Production when the process is perfect

BUILDING BLOCKS
Types - define records and actions Templates - define selection fields Permission List Security Definitions define selection criteria Prompt Records most closely associated with Definitions Groups one or more Definitions

PROBLEM SOLUTION #1
SU instructors grade online - graded rosters are approved by instructors, posted by Registrars office SU schedule of classes build is decentralized across more than 20 academic departments where Instructor Access is not always coded with a consistent Approve

GRADE ROSTER ACCESS

Set Instructor Access to Approve

MASS CHANGE TYPE

Main Menu > PeopleTools > Mass Changes > Types

MASS CHANGE TYPE

Define Records/Tables and Actions

MASS CHANGE TYPE

Define Actions/add custom SQL

MASS CHANGE TEMPLATE

Main Menu > PeopleTools > Mass Changes > Templates

MASS CHANGE TEMPLATE

Select/define Criteria

MASS CHANGE SECURITY

Add Template to Users Perm List

Main Menu > PeopleTools > Security > Permissions and Roles > Permission Lists

MASS CHANGE DEFINITION

Main Menu > PeopleTools > Mass Changes > Definitions

MASS CHANGE DEFINITION

MASS CHANGE DEFINITION

Generate SQL

PROMPT RECORDS
Define/link Prompt Records

Main Menu > PeopleTools > Mass Changes > Prompt Records

TRANSLATE VALUES
Values defined within the translate table will automatically become visible in the Translate Mass Change View (XLAT_MC_VW)

Main Menu > PeopleTools > Administration > Translate Values

RUN MASS CHANGE

Main Menu > PeopleTools > Mass Changes > Process Mass Change

GRADE ROSTER ACCESS

PROBLEM SOLUTION #2
SU frequently uses Student Groups for mass transcript generation and enrollment appointment purposes After use, Student Group data is considered useless Although CS delivers a mechanism for inactivating Student Group members in mass, no process for removing members exists

STUDENT GROUPS

MASS CHANGE TYPE

MASS CHANGE TYPE

MASS CHANGE TYPE

MASS CHANGE TEMPLATE

MASS CHANGE TEMPLATE

MASS CHANGE DEFINITION

MASS CHANGE DEFINITION

MASS CHANGE DEFINITION

PROMPT RECORDS

TRANSLATE VALUES

STUDENT GROUP TABLE

RUN MASS CHANGE

STUDENT GROUPS

QUESTIONS?

Ross Leisten Enterprise Business Systems Coordinator Information Technology Salisbury University/Maryland rdleisten@salisbury.edu