PeopleSoft Campus Solutions

Agenda
Introductions Scope Purpose Training Material Introduction PeopleSoft Campus Solution Business Processes Overview Demo

Introduction PeopleSoft Campus Solution

Introduction
PeopleSoft Campus Solution Common Features PeopleSoft Campus Solution Overview

PeopleSoft Campus Solution (PSCS)

Portal Like Navigation. Menu is collapsible and expandable. All items can be found on the left hand side of the screen. As the user drills down the menu folders and subfolders will appear on the right hand side of the screen. Default Functional area navigation (DFAN) pages appear as a user drills down. These pages are task driven and centered around completing specific business processes

PSCS Roles/Permissions
Every user in PeopleSoft is assigned a role and is added to one or more permission lists. Roles and permission lists are what control the level of access a PeopleSoft user will have. In addition, the menu options in the main menu navigation are determined by roles and permissions.

PSCS Page Layout

Page Layout
Universal Navigation Header Page Bar Page Tabs Content Expanded Menu Button Menu Navigation Buttons Toolbar

PSCS Search Menu

Menu Search
Find menu items quickly by using the search functionality. Search Results will include:
Menu Titles Descriptions Navigation Guide (Breadcrumbs) Direct Link

Customize Settings
Decide to show or hide search summaries

PSCS My Favorite
My Favorites Add your most used and visited business processes to My Favorites. Click Add to Favorites in the upper right of your browser window.

Hidden Favorites List

Collapsed Favorites List

PSCS - Sorting and Saving Search Results 1/3)

Enhanced Searches
Extensive, user-defined operators allow for flexible searches. Ability to save search criteria. Sort your search results.

PSCS - Sorting and Saving Search Results 2/3)

Saving Searches
1. Enter Search Criteria 2. Click Save Criteria 3. Name Search Criteria 4. Click Save 5. You are returned to the search page. Notice that you are now given the option of using your saved search.

PSCS - Sorting and Saving Search Results 3/3)

Search results can be sorted in both ascending and descending order. To change the order simply click on a column header.

Ascending Order

Descending Order

PSCS - Effective Dating (1/2)

Effective dating allows users to maintain historical, current and future record. When entering effective dated information current information is not overwritten. There are three categories of effective-dated records:
Future - All rows that have an effective date greater than the system date. Current - The row with the effective date closest to, but not greater than the system date. Such row of data that the system recognizes as the current active row. History - All rows with an effective date less than the effective date on the current row.

PSCS - Effective Dating (2/2)

March 1 March 2 April 3
System Date: May 3

April 4
May 1 May 2
May 3

History Rows: Earlier than the Current Row

Current Row: Earlier than or equal to the System Date

Future Rows: Later than the Current Row

May 4 May 5

Flexible & Adaptable

It is a browser-based system that lets users access their information anytime, from any Web browser, anywhere. It uses scalable technology that can expand to meet your needs in the future. It keeps effective dated data, hence ensure recording all the history of data change. All records are searchable based on multiple fields.

Introduction
PeopleSoft Campus Solution Common Features PeopleSoft Campus Solution Modules Overview

PeopleSoft Campus Solutions Modules

Parent Student Enterprise Portal PeopleTools Pre-integrated Self-Service transactions

Admin Staff Teacher

Student Records Admissions & Recruitment PeopleTools

Academic Structure & Campus Community

Academic Advisement PeopleTools

Financial Aid Student Financials PeopleTools

Gradebook

Contributor Relations

Academic Structure What does it offer?

Organizational Structure Academic Perspective Enables us to define and manage:
Institutions & Campuses Schools / Faculties Organizations / Departments Degree Programs - Majors & Minors Academic Calendars & Term setup

Provides basis for defining academic policies and procedures regarding various organizational functions such as:
Admissions Enrollment Grading Graduation

Campus Solution Terminologies

Terminology Institution Explanation An entity with a its own set of business rules

Campus
Organization Group Subject Area Career Program Plan Terms / Sessions Academic Level Academic Load Grading Scheme

A collection of educational facilities

Institutions organizational structure from an administrative perspective Academic Schools e.g., School of engineering Various academic areas e.g., Accounting, Mathematics Level of degree / certification that the institute offers Main area of study e.g., Engineering Specialization area e.g., Electrical Engineering Educational time frames for each career e.g., Semester Students seniority level in a career e.g., 1st Year, 2nd Year Number of credit hours taken by a student in a semester Grading mechanism applicable for each career

Terminologies Mapping
Institution Campus Organization Group Career Subject Area Program Plan Terms Sessions Academic Level Academic Load

Academic Structure Data Dependency

INSTITUTION

CAMPUS

ACADEMIC ORGANIZATION

ACADEMIC GROUP

ACADEMIC CAREER

GRADING SCHEME

HR DEPARTMENTS & FINANCIAL ORGANIZATIONS

SUBJECT AREA

ACADEMIC PROGRAM

TERM

COURSE

ACADEMIC PLAN

SESSION

CLASS

ACADEMIC SUBPLAN

DEGREE

Academic Structure Navigations

Main Navigation Setup SACR -> Foundation Tables -> Academic Structure Flow of data definition / verification
1) 2) 3) 4) 5) 6) 7) 8) 9) 10) 11) 12) 13)

Grading Scheme Academic Institution Table Campus Table Level / Load Rules Academic Organization Table Academic Group Table Academic Career Terms & Sessions Academic Calendar Degree Academic Program Academic Plan / SubPlan Subject Area

Campus Community What does it offer?

Maintains elaborate data on
Persons (Prospects, Applicants, Students, Faculty, Academic Staff) External organizations

Identifies persons based on Unique ID Maintains personal data regarding

Health / Insurance Information Citizenship National Identification Passport Visa Organizational memberships and much more

Provides mechanism for

Communication Management & Tracking Management of Operational Checklists Tracking of comments through a workflow Event Planning, Management & Tracking

Campus Community Overview

Student Record Grades Degrees Transcripts

Campus Community Bio/Demo Data Name Address Phone Number Email

Recruitment & Admission Prospect/Applicant Data

Student Financials Charges Payments

Campus Community Terminologies

Terminology Persons Explanation Persons related to the institution e.g., students, instructors, etc.

Biographical Health Identification Participation

ID 3C Service Indicators Committees

Data that defines an individual e.g., name, address, phone number, religion, relationships, work experience, etc.
Track immunizations, physical exams, etc. Persons citizenship, residency status, NIC, etc. Extra-curricular activities, certificates, memberships, etc.
System ID management for persons Communications, Checklists, Comments Control services to be allowed / denied to an individual e.g., disallow a student from taking final exam A group of people assigned to a job e.g., admissions committee

Recruiting and Admissions

Track prospects and applicants information. Define admission criteria. Process admission applications. Matriculation - Moving a person from applicant to student

Recruitment & Admissions - Terminologies

Application Center Recruitment Center Admit Type Mass Change Program Activation

Recruitment & Admissions Business Processes

Adding & Maintaining Prospects Adding & Maintaining Applications Adding & Updating Relationship Detail of Applicants Adding & Updating Academic History of Applicants Adding & Updating Test Scores of Applicants Adding & Maintaining Checklists of Applicants Setup Evaluation Criteria Evaluating Applicants Manually Evaluating Applicants Using Automatic Processing Updating Application Program Actions and Statuses Deleting Applicant Information

Student Records
Enroll Students Track Attendance Track Grades Generating Transcript Graduation clearance, awarding degrees. End of term processing
Probation & dismissal rules. Course Improvement rules.

Student Records What does it offer?

Institutions perspective Academic data management & tracking
Course Information Pre-Requisites / Co-Requisites Course Equivalencies Schedule of classes Instructor-class assignments Course Repeat Policies Academic Standing Rules Rules for Honors & Awards Other student related policies

Maintains changes & stores historical information in chronological order

Student Records What does it offer?

Students perspective Academic data management & tracking
Career/Program Academic History Term-Course Enrollment Information Class Attendance Course Grades Course Exemptions Honors & Awards Transcripts

Stores historical data in chronological order

Student Records - Terminologies

Terminology Course Offering Explanation A course offered to more than one academic career

Course Version
Enrollment Requirement Term Activation Matriculation Class Schedule Term Cancel Course Cancel Course Withdraw Course Drop Course Swap Term Deferment

A course being offered with more than one set of topic or units
Requirement that a student needs to fulfill in order to enroll in a course Allowing students to enroll in courses offered in a term An applicant becomes a student for the institute Dates, days, times & locations for a course in a term A student, after enrollment, does not want to study in that term A course, scheduled in a term, is cancelled by the institute A student drops out of a course after drop deadline A student drops out of a course within drop deadline A student swaps one course with another in the same term A student does not want to enroll or study in a term

Student Records Term Activities (1/2)

Start of new term Activate student in term Schedule Classes (Course Creation Schedule Classes (Class Creation) Schedule Classes (Instructor Tracking) Enroll Student Student Add/Drop/Withdrawl Class Attendance Grade Review and Finalization Closure of Semester (Assign Academic Standing) Closure of Semester (Filter Repeat cases) Other Activities (Transfer Credits) Other Activities (Track Milestones) Transcript Generation (Transcript) Award Degree

Student Records Term Activities (2/2)

Institute defines a new term / session Institute defines enrollment dates, course drop dates Institute schedules classes and assigns instructors Institute activates students in that term Institute open enrollment period for that term Students enroll in courses Institute calculates charges and raise invoice (Financials) Student makes payment (Financials) Student starts studying in that term Students add/drop/withdraw from courses or cancels term Instructor marks attendance Instructor assigns grade (Gradebook) Instructor posts grades Institute processes student data for that term

Student Records Term Activities

Gradebook & Academic Advisement

Gradebook helps you monitor class assignments and grades as well as facilitate communication between instructors and students. Academic Advisement is used to track the requirements and policies that a student must satisfy in order to graduate.

Gradebook What does it offer?

Provides ability to define
Grade evaluation categories & relevant weight-ages (assignments, quizzes, exams, mini projects, etc) both at course & class level Grading scales (marks to grade conversion)

Provides mechanisms for

Defining Grade Review policy Grade Change Audit

Gradebook Terminologies
Terminology Assignment Categories Grade Roster Explanation Various types of work on which students are graded e.g., course assignments, quizzes, mid-term exam, mini project, final exam A form where grades are entered for each student

Academic Advisement Features

Define Degree Requirement Milestones Define Academic Requirement Define Academic Requirement Group View Advisement Report

Student Financial & Financial Aids

Calculate tuition & fees on an individual student or group level. Generating invoices. Processing payments. Define Payment Plans. E-check and credit card payments. Award & disbursement of Scholarships.

Financial Aid- Terminologies

Account Type Item types Fiscal Budget Packaging Plan Award Disburse

Financial Aid Features

Start of Term Processing Activate Students in Aid Year and Term Assign Packaging Plan Award Package Disburse Financial Aid

What is PS Student financials?

Student Financials is a tool to manage student receivables, billing, collections, and cashiering.

Using Student Financials, both staff and students can quickly find and use the financial information they need to make critical decisions.
Student Financials receives information from virtually all areas of PeopleSoft Enterprise Campus Solutions.

Student Financials Features

Copy Term Fee to Current Term Copy Calendars for Current Term Enter Current Term in Tuition Calculation Controls Calculate Tuition Fee for Active Students Add Student in Group for Waiver Payment Plans Post Charges on Student Create Billing Generate Invoice Enter Payments for Students in the system Reversal Refund Customer Account Late Fee Process

Overview of Student Financials

Enroll in Classes

Calculate Tuition and Fees

Bill Financial Customer

Provide Cashiering Services

Create and Distribute Refunds

Determine Payment Plan

Post Financial Transactions

Collect Overdue Accounts

Student Financial Terminologies

Terminology Tuition Calculation Item Type Billing Payment Plan Wavier Refund Payment priority Charge Priority Explanation Calculate fees (i.e. apply semester charges). Transaction type e.g. Resource Fees, Course Fees, Fine, Health Insurance. Generate invoice. Installments. Fees concession or Discount . Credit notes. Payment overall priority rules define the order of payment allocation. Define exactly what charges are eligible for payment. Apply payments towards a specific charge or towards the overall account balance.

Cashiering

Self Service Business Processes

Students
View/Update biographical information View class schedule and enrollment appointments Plan future class schedules (wish list) and enroll in actual classes View grades and progress towards degree Making payments (e-payments) Apply for graduation

Instructors/Advisors
View teaching schedules and class rosters Mark Attendance View advising rosters and track student progress Communicate with individual students or groups Enter and maintain class assignments Enter and approve grades

Contributor Relations Overview Enables you to enter, track, and maintain biographic and demographic information about your constituents. Create and monitor comprehensive strategic and cultivation activity plans for prospects. Create, manage, and evaluate fund-raising efforts such as campaign initiatives, membership programs, and volunteer activities. Track and acknowledge all types of commitments made by constituents and analyze donors' giving.

CR - Terminologies
Constituent Alumni Workset Initiatives

Contributor Relations Features

Add/Update Constituent Run Graduate to Alumni Process Define Constituent Relationship with Institution Define/Manage Worksets Manage Event Initiatives Manage Membership Initiatives Manage Campaign Initiatives Manage Volunteers Initiative

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