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Oracles PeopleSoft 9.

0 Recruiting and Admissions: Managing PeopleSoft Admission Transactions

October 2010

Oracles PeopleSoft 9.0 Recruiting and Admissions: Managing PeopleSoft Admission Transactions SKU e90_CS_1_doclet Copyright 2010, Oracle and/or its affiliates. All rights reserved.

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Contents

Chapter 1 Managing PeopleSoft Admission Transactions................................................ . . . . . . . . 1 Admission Applications Web Services (AAWS)............................................................ . . . . . . . . 1 Prerequisites................................................................................................. . . . . . . . 2 External Search/Match and AAWS........................................................................ . . . . . . . 2 Using Applicant and Administrator Modes for AAWS................................................... . . . . . . . 2 Bulk Loading of Applications Using File Parser............................................................ . . . . . . . . 3 CRM for Higher Ed EIPs and Admission Transactions.................................................... . . . . . . . . 3 Setting Up Admission Transactions.......................................................................... . . . . . . . . 4 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 Batch and Online 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 Batch and Online Application Transactions.. . .. . .. . . .. . .. . .. . . . . . . . . .29
Setting Up Prospect Creation Rules and Defaults for Batch 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 Batch Transactions................................. . . . . . . .41 Running Entity Unit Test Cases............................................................................ . . . . . . .46 Reviewing and Processing Staged Admission Transactions............................................. . . . . . . . .48 Pages Used to Review and Process Staged Admission Transactions............................... . . . . . . .50 Reviewing Applicant Error Messages and Transactions............................................... . . . . . . .53 Reviewing Applicant Details................................................................................ . . . . . . .58 Reviewing Applicant Participation Details................................................................ . . . . . . .60 Reviewing Applicants Additional Personal Information................................................ . . . . . . .62 Reviewing Applicants Regional Information............................................................. . . . . . . .65 Reviewing Application Error Messages and Application Data......................................... . . . . . . .66 Reviewing Applicants Education History................................................................. . . . . . . .69 Reviewing Additional Academic Information............................................................. . . . . . . .72 Reviewing General Materials and Attachments......................................................... . . . . . . .72 Reviewing Application Regional Information............................................................. . . . . . . .73

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Contents

Updating and Posting Transactions in Batch............................................................ . . . . . . .74 Specifying Search/Match Parameters for Batch Processing........................................... . . . . . . .77

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CHAPTER 1

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This chapter has been updated for Bundle 19. This chapter was first released for Bundle 18 when the AAWS feature was introduced. You can find the bundle change in this chapter by searching for the words Bundle 19. 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 Users Guide contains details about the following service operations: Create Application Save Application Submit Application Get Application Get Applications Get Attachment User Registration User Authentication Get List of Values

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 Users Guide AAWS Developers Guide Enterprise PeopleTools PeopleBook: Integration Broker

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Managing PeopleSoft Admission Transactions

Chapter 1

Prerequisites
Complete the following post installation setups described in the AAWS Developers 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 - Update 1, "Setting Up Search/Match" PeopleSoft Enterprise Campus Community Fundamentals 9.0 PeopleBook - Update 1, "Setting Up External Search/Match"

Using Applicant and Administrator Modes for AAWS


The Applicant mode is also known as the Self Service 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 applicants ID when creating the application), or for an unknown or new applicant. In the Administrator mode, the system associates the application with the administrators 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 applicants 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.

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Chapter 1

Managing PeopleSoft Admission Transactions

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 applicants EMPLID, the system returns all the in-progress applications. 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> <ADM_APPL_CTR>UGRD</ADM_APPL_CTR> <SCC_USERNAME>Userid</ SCC_USERNAME> <EMPLID>AD1234</EMPLID> </SCC_ADMIN_MODE>

The AAWS Users 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.

See Also
AAWS Developers 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.

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Managing PeopleSoft Admission Transactions

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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 - Update 1, Introducing Customer Relationship Management for Higher Education CRM for Higher Education Developers Guide

Setting Up Admission Transactions


Campus Solutions generates a transaction when: An applicant or administrator 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 (batch transaction).

An admissions-related online or batch 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 Email. 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.

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Chapter 1

Managing PeopleSoft Admission Transactions

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 a 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 constituents home email 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 email 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. 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 create a user ID and password without ever coming 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.

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Managing PeopleSoft Admission Transactions

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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 batch 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 batch and online application transactions. Set up prospect creation rules and defaults for batch 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 batch transactions. Run entity unit test cases.

Pages Used to Set Up Admission Transactions


Page Name Counter Setup Definition Name
SCC_AWS_FIX_CTRS

Navigation Set Up SACR, System Administration, Utilities, Constituent Transaction Mgmnt, Counter Setup Set Up SACR, System Administration, Utilities, Constituent Transaction Mgmt, Transaction Setup Student Admissions, UCAS Processing, Search/Match Processing, Transaction Setup

Usage Set up the max ID number for the Temporary Constituent ID. Define the transaction for an online transaction or a batch transaction.

Transaction Setup

SCC_TRANSAC_DTLS

Search/Match Setup

SCC_SEARCH_PARMS

Set Up SACR, System Administration, Utilities, Constituent Transaction Mgmt, Transaction Setup, Search/Match Setup Student Admissions, UCAS Processing, Search/Match Processing, Transaction Setup, Search/Match 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.

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Chapter 1

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Page Name Data Update Rule Entry

Definition Name
SCC_DUR_ENTRY

Navigation Set Up SACR, System Administration, Utilities, Constituent Transaction Mgmt, Data Update Rule Entry

Usage Define how the constituent data is processed for an online transaction or batch transaction. Not applicable for the user registration transaction. Override a data update rule based on the affiliation the 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. Define how the system should assign an application center and optionally assign 3Cs to an application by 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.

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 Set Up SACR, Product Related, Recruiting and Admissions, Application Configuration, Application Configuration, Application Setup

Application Setup

SAD_APL_CNT

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.

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Managing PeopleSoft Admission Transactions

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Page Name School Setup

Definition Name
SAD_AWS_SCH_DFL

Navigation Set Up SACR, Product Related, Recruiting and Admissions, Application Configuration, Application Configuration, School Setup

Usage 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

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. Run all the Unit Tests associated with a specified entity. Unit Tests are defined inside the Entity Registry. The unit tests themselves are based on the generic XUnit framework. View the unit tests tied to an entity name, the application class used and the latest run status for a specific unit test.

Entity Registry

SCC_ENTITY_REG

Set Up SACR, System Administration, Entity, Entity Registry

Entity Unit Tester

SCC_ENT_MASS_UT

Set Up SACR, System Administration, Entity, Entity Unit Tester

Entity Unit Tests

SCC_ENTITY_UT

Click the View Unit Tests link from the Entity Unit Tester page

Setting Up Counters
Access the Counter Setup page (Set Up SACR, System Administration, Utilities, Constituent Transaction Mgmnt, Counter Setup). [ Bundle 19: The Message Sequence field has been removed. ]

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Chapter 1

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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 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. Fix Counter 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:

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Managing PeopleSoft Admission Transactions

Chapter 1

Transaction Setup page: Online application transaction (1 of 2)

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Managing PeopleSoft Admission Transactions

Transaction Setup page: Online application transaction (2 of 2)

This is an example of the delivered new user registration transaction:

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Managing PeopleSoft Admission Transactions

Chapter 1

Transaction Setup page: New user registration transaction (1 of 2)

Transaction Setup page: New user registration transaction (2 of 2)

This is an example of a transaction for the File Parser batch load of applications:

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Transaction Setup page: File Parser batch load transaction (1 of 2)

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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. 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 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. New User Registration Select to indicate that the transaction is used to perform registration and authentication of a new user. If you select this check box, the system hides the Search/Match Setup tab and the Transaction Data Launch View group box, because they are not applicable for a new user registration transaction.

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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 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. Select to have the system immediately run Search/Match when the data is saved or submitted from an online or offline process. 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.

Realtime Run on Save

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 SCC_OLA Path TRANSACTION Application Class ID AdmissionTransaction

The following table lists the delivered transaction handler values for ADMISSIONS_REGISTRATION. Do not change these values.
Root Package ID SCC_OLA Path TRANSACTION Application Class ID DefaultTransaction

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Managing PeopleSoft Admission Transactions

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Transaction Status: The system needs a field in transaction staging tables where it can store the status of the transactions. Use the Transaction Status region to indicate the record and field where the transaction status is stored. The following table lists the delivered transaction status setup values for ADMISSIONS_APPLICATION. Do not change these values. You should always use these values when defining a transaction status setup for any new application transaction you may create.
Record Name SAD_APL_DAT_STG Field Name SAD_APPL_STS Date Field Name SAD_APPL_STS_DT

The following table lists the delivered transaction status setup values for ADMISSIONS_REGISTRATION:
Record Name SCC_STG_CONSTIT Field Name SCC_STG_STATUS Date Field Name SCC_STG_STS_DT

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 SCC_SL_TRANSACTION INTFC Path Application Class ID DefaultConstituent

Partition Data
Use the following options to indicate how the system should maintain the data in the staging tables. By Constituent 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 email address when saving or submitting the fourth application. The system updates Ginas constituent record with the new email 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 the By Transaction impact: An applicant (user ID: Jason) has used an online

By Transaction

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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 email address when saving or submitting the fourth application. The system updates Jasons constituent record related to the fifth transaction with the new email 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 Transaction 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 ADM_CONSTITUENT1 transaction and, therefore, the Summary Information page displays the constituent Elizabeths multiple ADM_CONSTITUENT1 application transactions on a single page.

Partition Data By Constituent

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 ADMISSION_APPLICATION transaction and, therefore, the system displays multiple search results for the constituent Jonathon.

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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)

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.

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See Reviewing and Processing Staged Admission Transactions section in this chapter for information on the Constituent Staging component. For the User Registration transaction, we recommend that you select the By Constituent option. 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 Process Applications Use Menu Bar Name Menu Item Name SAD_APPL_STG Menu Page Name 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).

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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 - Update 1, "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 - Update 1, "Setting Up External Search/Match"

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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: Add a new record to your database using the staging table record. Update: Update the existing record with the data in the staging table record. 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.

No Match Found
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: Add the unmatched 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 Users Guide, Configuration Hints and Tips, Constituent Transaction Manager

Defining Data Update Rules for Batch and Online Application Transactions
Access the Data Update Rule Entry page (Set Up SACR, System Administration, Utilities, Constituent Transaction Mgmt, Data Update Rule Entry).

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Data Update Rule Entry page (1 of 4)

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Data Update Rule Entry page (2 of 4)

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Data Update Rule Entry page (3 of 4)

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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). Refer to the AAWS Developers Guide and the Maintaining and Extending Data for Online and Batch Transactions section in this chapter for information about the Entity Registry page. The default value for Update Action is Do Not Update. Copy Refresh Click to access the Copy Data Update Rule page and copy an existing rules 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. Set All Actions To 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 and Name 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

Entity Name Staging Record

Entity Type

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(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 if you want to enter Update/Insert update action for all the address types (such as campus, home and billing). Entity Field 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 specify a different update action rule for one or more fields 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. Update Action 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 Email Address entity type for the graduate application transaction. The system receives a graduate application with a home email address through file load or AAWS. The constituent does not have a home email address in the database. In such a case, the system adds the constituents home email address to the database. Select Do Not Update to prevent the constituents 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 applicants 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 constituents entity data only if the incoming data is populated. This action is available only for entities without 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.

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Select Update/Insert to update or insert the constituents 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 applicants 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 Users Guide, Configuration Hints and Tips, Data Update Rules

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).

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 Displays the name of the base update rule. Enter the academic institution and affiliation for which you want to override the rule defined on the Data Update Rule Entry page.

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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. Affiliation Override Rule ID Order 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).

Appl Config page

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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 Users Guide, Configuration Hints and Tips, Application Configuration

Setting Up Application Defaults for Batch and Online Application Transactions


Access the Application Setup page (Set Up SACR, Product Related, Recruiting and Admissions, Application Configuration, Application Configuration, Application Setup).

Application Setup page: Criteria tab (1 of 2)

Application Setup page: Criteria tab (2 of 2)

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Application Setup page: Assigned Values tab (1 of 2)

Application Setup page: Assigned Values tab (2 of 2)

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, program is AA 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 for a career of UGRD, program of AA, and plan of Music through AAWS or batch load. In such a case, the system assigns APP3 to this application.

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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 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 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. Plan 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, program MS, 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. Country and Citizenship Status Enter the country and citizenship if you want to assign an application center (and optionally, an event ID) based on the applicants citizenship. For example, you could have the career UGRD, country USA, and citizenship Alien Temporary mapped to an Undergrad International Office application center and GRAD, USA, and Alien 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.

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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 - Update 1, "Using the 3C Engine," Defining 3C Engine Events.

See Also
AAWS Users Guide, Configuration Hints and Tips, Application Configuration

Setting Up Prospect Creation Rules and Defaults for Batch 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

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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, plan is Pharmacology 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.

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Program

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.

Plan

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.

Create Prospect

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 batch 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 Users 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).

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School Setup page

An online application may need to capture the applicants academic history. The online application may present a field with a list of schools, colleges, and universities that exist in the systems 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.

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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.

Home School
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 Users Guide, Configuration Hints and Tips, Application Configuration

Setting Up List of Values for Online Applications


An online application may present list fields for the users. These fields only accept input from a list of values. The list of values could be translate values or the values that you set up in Campus Solutions. The following is an example of a field with a list of values.

A List field

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Your online application must use the Get List of Values service operation to retrieve the list of values for a field. This service operation looks at the default table record or column to retrieve the values for a field. However, if you want to control which values are sent back to the online application, use the List of Values Setup page. To access the List of Values Setup page, select Set Up SACR, Product Related, Recruiting and Admissions, Application Configuration, List of Values.

List of Values Setup page

For instance, in the exhibit example List of Values Setup page you can see that the applicant and administrator modes point to different tables for retrieving the admit type values. Therefore, to retrieve the list of values for an applicant, the service operation will use the ADMIT_TYPE_VW table. To retrieve the list of values for an administrator, the service operation will use ADMIT_TYPE_TBL. You set up admit types in the Admit Type Table page (Set Up SACR, Product Related, Recruiting and Admissions, Prospect/Applicant Recruiting, Admit Type Table). The page accepts a description and short description for an admit type. In the exhibit example List of Values Setup page the setup indicates that for self service users (applicants) the service operation will display the description, whereas for the administrator the short description will be displayed in the list of values. The exhibit example also shows that the setup does not display the RAD admit type (Readmit) to the applicant.

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This is an optional setup. Only the Get List of Values service operation can use this setup. Therefore, if your online application is not using the Get List of Values service operation to populate its lists of values, then you should not use this setup. Also, if you do not want to alter the default way in which the operation picks up the list of values for a field, then you should not use this setup. For example, suppose you have presented the user with an Admit Type drop down list. To display the admit type list of values, the Get List of Values service operation, by default, picks the values you have defined in the Admit Type Table. If you do not want to hide any of these values from the user or point to a different record to pick up the values, you need not use the List of Values Setup page for the Admit Type field. Record Name Field Name Indicates the table that contains the field values. You specify the record name when you add a list of values setup rule. Enter the field whose list of values you want to modify. A record may have multiple fields and therefore multiple rows may exist in this page because: The online application could be inserting data into multiple fields of this record. One field is dependent on another field for its list of values.

For example, the ADM_APPL_PROG record contains ACAD_PROG and ADMIT_TERM fields because the list of valid academic programs is dependent on an admit term. On an online application, the user must first specify an admit term and then the academic program.

Self Service Mode


Use this group box to control the list of values for applicants who will use your online application. This group box is available for only user defined list of values. Examples of fields that have user defined list of values include ACAD_CAREER and ADMIT_TYPE. This group box is not available for fields that have translate values. Examples of fields that have translate values include ACADEMIC_LEVEL and HOUSING_INTEREST. Edit Table Select the table from which you want the service operation to retrieve the values. Note that the applicants may not have a user ID that is authorized to access a secure table. Therefore, you may need to select a table for which the system does not apply user ID security. You cannot use a dynamic view or a derived record as an edit table because they are not a reliable list of values source for the service operation. Prompt Descr Field Select the column from which you want the service operation to retrieve the values. Select the description you want to display to the applicant.

Administrator Mode
Use this group box to control the list of values for administrators who will use your online application. This group box is available for only user defined list of values and is not available for fields that have translate values.

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Note that administrators will have a user ID that is authorized to access a secure table if you have set up the user ID security (Set Up SACR, Security, Secure Student Administration, User ID).

Prompt Table Keys


In some cases, the Field Name on the List of Values Setup page does not provide a list of valid values to choose from. This is because the field name you selected, by itself, does not give the system enough information to retrieve the appropriate set of values. That is, the values for the selected field are dependent on the values of one or more other fields. Use this group box to indicate the fields on which your list of values depend. Also, specify the order in which the service operation should collect data from these fields or specify a constant (default) for these fields. In the following example, you can see that the Prompt Table Keys group box specifies that the online application must first specify the academic career (such as undergraduate or graduate), then the admit term (such as 2011 Spring or 2011 Fall), and then the institution before displaying the academic program list of values.

Prompt Table Keys: Request XML

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Select the Allow Blanks check box to indicate that the value from the dependent field can be blank. In the Request XML example, none of the Allow Blanks check boxes are selected because a value must be specified by the online application for each field. This allows the service operation to return a valid list of academic programs. However, in the List of Values Setup page example, the Admit Type field depends on the Academic Career field for its list of values and the Allow Blank check box has been selected for Academic Career. This is because the Admit Type table can store admit types for a specific career, but it can also store admit types for all careers. In the following example, you can see that the Prompt Table Keys group box specifies that the service operation should return to the online application a list of external organization values with a type of school for a School Attended field.

Prompt Table Keys: Constant

The Prompt Table Keys group box is available for only user defined list of values. This group box is not available for fields that have translate values.

Excluded Values
Use this group box if you want to exclude one or more values in a list. This group box is applicable for only self service users (applicants). Refresh LOV Click to populate the Excluded Values group box with the fields values. If you use this choice, you can view all the valid values that the service operation will return for a field. Click to remove values from the Excluded Values region.

Delete All

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Value

Specify a value that you want to hide from the applicant user.

This group box is available for both type of fields: fields that have user defined list of values and fields that have translate list of values.

See Also
AAWS Users Guide, Configuration Hints and Tips, List of Values AAWS Users Guide, List of Values Web Service Operation

Maintaining and Extending Data for Online and Batch Transactions


Access the Entity Registry page (Set Up SACR, System Administration, Entity, Entity Registry).

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Entity Registry page

Note. Refer to the Extending AAWS section in the AAWS Developers Guide for more information about the Entity Registry page and how to create new entities. You can use the Entity Registry page to not only create new entities but also to maintain existing entities. For example, you can use the page to: Specify that you do not want to apply a data update rule to an entity. Change the application class that handles the entity data. Change the staging or production table record.

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The PeopleSoft system delivers entities for the admission application and constituent data records. You can use the delivered entities as they are, modify them, or create your own. The following main constituent entities are delivered: Constituent Names Address Email Address National ID

The following miscellaneous constituent entities are delivered: Person Data Effdt Person Relation Affiliation Person Relation Communication Person Relationship Person Relationship Salutation Person SA Emergency Contact Emergency Phone Diversity Ethnicity Detail Ethnic Diversity Disability Citizenship Citizenship Passport Visa Permit Data Port of Entry Data Publications Languages Licenses and Certificates Drivers License Type Drivers License Memberships Work Experience Extracurricular Activities Honors & Awards Residency Residency Appeal

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Residency Official Residency Self Religious Preference Academic Interests Academic Interests Header External System External System Key External System IDs Student Career (Constituent) File Attachment

The following entities related to academic information are delivered: Academic History Test Score Component Test Score External Academic Data External Degree External Course Grade External Course Communication External Course External Education Comment External Academic Subject External Academic Summary

The following entities related to application and prospect information are delivered: Application Application Attachment Application Fee Tender Academic Program Academic Plan Academic Sub-Plan Career Sequence Q&A Application Extension General Materials Recruiter Prospect Career Prospect Plan Prospect Program

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Prospect Recruiter Prospect Recruiting Category Prospect Sub-Plan Recruitment Category Student Career (Prospect) Student Response

The following country-specific entities are delivered (constituent, application and student records): Tribal Affiliation (NZL) Person Data (NZL) Academic Program (NZL) HESA Person Data (UK) HESA Person (UK) Academic Program (AUS) Citizenship History (AUS) CHESSN (AUS) CHESSN Prior HEP (AUS) CHESSN Year 12 (AUS) Student Data (AUS) Student Report (CAN) Person Data (CAN) External Academic Data (CAN) Application (NLD) Academic Program (NLD) Student Nationalities (NLD) Student Names (NLD) Scholarship Data (NLD) Student Brincode (NLD) Higher Ed Student Data (NLD) Student Information (NLD) Student Education (NLD) Student Bank Account (NLD) Student Correspondence (NLD) Education Subject (NLD) Student Prior Education (NLD) Person Data (USA)

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See Also
AAWS Users Guide, Configuration Hints and Tips, Entity Registry AAWS Developers Guide, Extending AAWS AAWS Developers Guide, Developers Reference

Running Entity Unit Test Cases


Access the Entity Unit Tester page (Set Up SACR, System Administration, Entity, Entity Unit Tester).

Entity Unit Tester page

This component is purely for running Unit Tests associated with Entities in the Entity Registry. The unit tests themselves are based on the XUnit framework. Note. Refer to the Extending AAWS section in the AAWS Developers Guide for more information about the Entity Registry page and how to create new entities. First, an entity is selected. This will load the unit tests specified in the Entity Registry for that entity and all child entities in the grid below it. Except for the entity called All, the prompt dynamically marks with an * the entities that have no parent entity. Those can be considered top level entities. ALL is a special case as it will run unit tests for all entities in the registry.

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Example of an Entity Unit Tester page for a selected entity

Once an entity is selected, any unit test for that entity or any children show up. If an entity has no unit tests, it will not be in the grid. Clicking Run Unit Tests will start running unit tests entity by entity. Each time all the unit tests for an entity are completed the status is returned and the next entity is set for running. This is all done automatically. The statuses will be set to either Passed or Failed. Passed telling you all the unit tests passed and Failed meaning at least one unit test failed. Warning! Once the unit tests start, wait until statuses are set for all unit tests. Changing pages and other such actions will interrupt the unit test process. Note. When unit tests are run from the entity registry page directly it will perform a similar process, however instead of doing it on a per entity basis it will be on a per unit test basis. To view the individual unit tests for an entity click the View Unit Tests link.

Entity Unit Tests page

Note. The fields are display only. Their setup is defined under Set Up SACR, System Administration, Entity, Entity Registry by clicking the View Unit Tests button for the desired entity. Active Type Application Class Specifies if the unit test is set to active and should be run. Any unit test set to not active will not be run. A categorical classification of the unit test, this is mostly for description. The application class of the unit test you created for this entity.

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Last Run Status Last Run Datetime Details

The status the last time this unit test was run (Passed or Failed). The last time this unit test was run. Shows the details of the unit test, including all messages output. If a unit test fails, the information provided could help you identify the reasons of the failure.

Entity Unit Test Details page

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.

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.

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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.

Example of an error message in the Application Transactions component

To resolve such an error, you can click the Education History 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.

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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 Summary Information Definition Name
SCC_STG_CONST_STG

Navigation Student Admissions, Application Transaction Mgmt, Constituent Staging, Summary Information Campus Community, Constituent Transaction Mgmt, Constituent Staging, Summary Information

Usage 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. Review and edit the applicants personal information in the staging record. An applicants personal information includes data such as date of birth, national ID, and address.

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

Review and edit the applicants participation details in the staging record. An applicants participation details may include information such as work experience and honors and awards.

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 and edit the applicants additional personal information in the staging record. An applicants additional personal information may include citizenship details and emergency contacts.

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Page Name Regional

Definition Name
SCC_STG_REGIONAL

Navigation Student Admissions, Application Transaction Mgmt, Constituent Staging, Regional Campus Community, Constituent Transaction Mgmt, Constituent Staging, Regional

Usage Review and edit the applicants regional information in the staging record.

Application Data

SAD_APPL_STG

Student Admissions, Application Transaction Mgmt, Application Transactions, Application Data Click the <Transaction Name> link on the Summary Information page.

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 and edit the 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.

Education History

SCC_EXT_ACAD_DATA

Student Admissions, 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 Click the <Transaction Name> link on the Summary Information page and then click the Additional Academic Info tab.

Review and edit the additional academic information pertaining to the application in the staging record. Additional academic information includes test results and academic interests.

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Page Name Supplemental Information

Definition Name
SAD_GENM_ATTACH

Navigation Student Admissions, Application Transaction Mgmt, Application Transactions, Supplemental Information Click the <Transaction Name> link on the Summary Information page and then click the Supplemental Information tab.

Usage 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 Click the <Transaction Name> link on the Summary Information page and then click the Application Regional tab.

Review and edit the country-specific data pertaining to the application in the staging record.

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 process should do with the staging record after the Search/Match process is complete.

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Reviewing Applicant Error Messages and Transactions


Access the Summary Information page (Student Admissions, Application Transaction Mgmt, Constituent Staging, Summary Information).

Summary Information page

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

Indicates the ID that will be used to post a transaction. ID value is determined 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. 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.

Run Search/Match/Post

<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.

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Batch Trans (Batch Transaction)

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 does not select this check box. If the transaction is generated because you have loaded an application using the File Parser utility, the system selects 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.

Search/Match Results

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). Note. If a transaction was posted with the wrong ID, you need to first unpost 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.

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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 exists. 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.

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Hidden search results for a user who does not have the application center access

See PeopleSoft Enterprise Campus Solutions 9.0 Application Fundamentals PeopleBook - Update 1, Securing Recruiting and Admissions, Setting Security for Application Centers

Constituent Statuses
The following table describes the various constituent statuses:
Constituent Status Loaded Description This status indicates that the system has loaded the data into the staging records and has not run Search/Match. How Status is Set Set by the system if Search/Match has not run or after an administrator corrects an error.

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Constituent Status New ID Created

Description This status indicates that the system has run Search/Match and has created a new Employee ID for the staging record. 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. 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.

How Status is Set Set by the system.

ID Updated

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.

Set by the system.

Suspended

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).

Set by the system. Set manually.

Ignore

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 manually.

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Constituent Status Error

Description

How Status is Set

This status indicates that the system has encountered a problem when Set by the system. processing the record. 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. 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.

Add New ID

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.

Set manually.

Update 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.

Set manually.

Cancelled

This status indicates that you have determined the transaction is Set by the system. incomplete, duplicate or should not be processed further. You cannot Set manually. 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.

Reviewing Applicant Details


Access the Constituent Details page (Student Admissions, Application Transaction Mgmt, Constituent Staging, Constituent Details).

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Constituent Details page (1 of 2)

Constituent Details page (2 of 2)

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Reviewing Applicant Participation Details


Access the Participation Details page (Student Admissions, Application Transaction Mgmt, Constituent Staging, Participation Details).

Participation Details page (1 of 3)

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Participation Details page (2 of 3)

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Participation Details page (3 of 3)

Reviewing Applicants Additional Personal Information


Access the Additional Personal Info page (Student Admissions, Application Transaction Mgmt, Constituent Staging, Additional Personal Info).

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Additional Personal Info page (1 of 3)

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Additional Personal Info page (2 of 3)

Additional Personal Info page (3 of 3)

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Reviewing Applicants Regional Information


Access the Regional page (Student Admissions, Application Transaction Mgmt, Constituent Staging, Regional).

Regional page (1 of 2)

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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).

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Application Data page (1 of 2)

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Application Data page (2 of 2)

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:

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Application Status Saved

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. When setting up the File Mapping Definition, you can define the default value that File Parser should assign as the Application Status.

Submitted

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.

Saved Error

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.

Submit Error

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.

Posted

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.

Reviewing Applicants Education History


Access the Education History page (Student Admissions, Application Transaction Mgmt, Application Transactions, Education History).

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Education History page (1 of 3)

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Education History page (2 of 3)

Education History page (3 of 3)

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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).

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Supplemental Information page

Reviewing Application Regional Information


Access the Application Regional page (Student Admissions, Application Transaction Mgmt, Application Transactions, Application Regional).

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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 - Update 1, Reviewing Installation Setup and System Defaults, Selecting Student Administration Installation Options PeopleSoft Enterprise Campus Solutions 9.0 Application Fundamentals PeopleBook - Update 1, "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).

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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, or Error. When an 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.

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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. You must 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. Run Search Match 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 Run Search Match 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. Post Transaction Data 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.

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Copyright 2010, Oracle and/or its affiliates. All rights reserved.

Chapter 1

Managing PeopleSoft Admission Transactions

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/Match process is complete. The fields on this page are similar to the Search/Match Setup page (Set Up SACR, System Administration, Utilities, Constituent Transaction Mgmt, Transaction Setup, Search/Match Setup).

Copyright 2010, Oracle and/or its affiliates. All rights reserved.

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