batch student advisor assignment - depaul university · 2017. 5. 2. · the batch program will...

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Batch Student Advisor Assignment

I. Batch Advisor Security Administration - Define Security Access the following: Create Batch Advisor Rules for College/Acad Group Run Batch Advisor Assignment for College/Acad Group

II. Batch Advisor Assignment Rules - Define Rules for assigning advisors Current there are four (4) available

• Alphabetic (LastName) • Program/Plan combination • Program Only • Plan Only

III. Student Advisor Batch Assignment - Process Term activated students with ACTIVE Acad Prog Stack - Assign Advisor(s) based on rule from part II. - Inserts a new effective-dated row. - Audit any inserts - Log output.

IV. Student Advisor Mass Update - Allow User to mass re-assign advisor(s) from and old advisor id - Inserts a new effective-dated row.

- Audit any inserts

V. CDM Batch Advisor Load - For SCTI / CDM - Allow inserting a new effective-dated Advisor row based on input file

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I. Batch Advisor Security Administration Navigation:

DePaul Reports and Interface > DePaul Student Records > Setup > Batch Advisor Security Admin Component/Page: DU_ADVR_ADMIN_SEC.GBL / DU_ADVR_ADMIN_SEC Permission List: DU_STDNT_ADVISOR_BATCH_ASSIGN Role: DU Student Advisor Batch Assgn Main Table: PS_DU_ADVR_ADM_SEC Audi Table: PS_DU_ADVR_ADM_SAU

Search Page:

Main Page

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II. Batch Advisor Assignment Rules Navigation:

DePaul Reports and Interface > DePaul Student Records > Setup > Batch Advisor Rules Set-Up Component/Page: DU_ADV_BATCH_RULES.GBL / DU_ADV_BATCH_RULES Permission List: SAAASTCR Role: SR-ADVISOR_ADMIN Security Consideration: User will have access only the colleges/acad group based on security access from Part I. Main Table(s): PS_DU_ADV_RULE_ASG PS_DU_ADV_RULE_DTL Search Record: PS_DU_ADV_RULE_SRC

Search Page

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Add Search Page

Academic Group – There is security that will only allow the user to create rules they have access to. Academic Advisor Batch Rules – There are currently 4 types of rules

1) Alphabetic – rules based on Last name initial 2) Acad Program/Acad Plan – rules based on students’ Prog/Plan combination 3) Acad Program only – rules based on students’ Prog only (Plan is ignored) 4) Acad Plan only – rules based on students’ Plan only (Prog is ignored)

Priority – This will allow an Academic Group/College to define up to the 4 different Batch rules above at the highest level. - The batch program will process each PRIORITY rules and assign the appropriate advisor ID/role. Within each Advisor rules is a SEQNO. - This allows the assigning of multiple advisors for the same criteria/rule - i.e. Alphabetic Rule Students with last name starting with ‘C’, we would like to assign 2 advisors SeqNO Role AdvisorID 1 Faculty Advisor#1 2 Secondary Advisor Advisor#2

The SEQNO along with Even Distribution column will allow for even distribution of student amongst the advisors defined. Each advisor line item must have the same SEQNO and the Even Distribution checked in order to accomplish this.

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Main Page: 1) Rule for assigning advisor by student last name.

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2) Rules for assigning advisor by Acad Program and Plan Note: the Even Distribution column – this allows even distribution of students amongst the advisor for the same academic prog/plan. The batch program will assign students to the advisor with the least amount of advisee.

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III. Student Advisor Batch Assignment Navigation:

DePaul Reports and Interface >DePaul Student Records >Process > Student Advisor Batch Assign Component/Page: DU_ADV_BATCH_ASSIGN / DU_ADV_ASSIGN_RC Permission List: DU_STDNT_ADVISOR_BATCH_ASSIGN Role: DU Student Advisor Batch Assgn Main Program: DU_ADVASG_AE (Application Engine) Security Consideration: User will have access only the colleges/acad group based on security access from Part I. Main Tables:

PS_DU_CAR_TRM_ACAD – Students who are term activated for the “current term” and have an active acad program stack and do not have an advisor assigned. Audit Table: PS_DU_STDNT_ADV_AUD Search (Add) Page - Run Control Page

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Main Page Note : Turn Log Tracing On – if checked it will create a Trace Log for each student processed. Security Consideration: Users will only have access to colleges/acad group as defined in Part I.

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IV. Student Advisor Mass Update Navigation:

DePaul Reports and Interface >DePaul Student Records >Use > Student Advisor Mass Update Permission List: DU_STDNT_ADVISOR_BATCH_ASSIGN Role: DU Student Advisor Batch Assgn Security: There is currently no row-level security. Main Table(s): PS_DU_ADVSR_ADVSEE Audit Table: PS_DU_STDNT_ADV_AUD

Search Page

Note: The Advisor ID prompt will only give Advisors who currently have advisee.

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Main Page

New Advisor ID – The New Advisor ID to replace the students’ current Advisor New Advisor Role – The New Advisor Role to replace the students’ current Advisor Role. Effective Date - The New Effective Date used when inserting new row(s) into PS_STDNT_ADVR_HIST. Note: The process DOES NOT take into account future-dated rows on PS_STDNT_ADVR_HIST (NEED TO DISCUSS).

- use for pre-populating the Grid Column

- user for re-setting the Grid Column

- use to filter the Advisees (students) by their current program status. Note: this will only display valid statuses of the students in the grid.

- use to mass select all students

- use to mass de-select all students

-These Columns represent the students’ current Advisor information from PS_STDNT_ADVR_HIST table.

- the New Advisor ID column on the grid can have different values.

- the New Advisor Role column on the grid can have different values.

- These Columns represents the students’ current academic program information (ACAD PROG Stack)

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Note: The Page includes students who have completed the program (NEED TO DISCUSS).

- Click to run the mass assign process.

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Sample Before:

After:

Note: Emplid(s) in red and hyperlinks are students in error. Click on EMPLID for further information Students’ EMPLID in Bold Blue were successfully updated.

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Sample Error Message

Main Process 1) Check if new effective date is already assigned to students. Mark as error. 2) Check if new Advisor ID is already assigned to students. Mark as error. 3) Check if students have other advisors to “carry forward”. 4) Insert new row with new effective date, replacing “old advisor id” with “new advisor id” 5) Carry forward other advisors by inserting new effective-dated rows. 6) Insert into audit table (PS_DU_STDT_ADV_AUD). 7) Display page with appropriate messages.

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V. CDM Batch Advisor Load

Step 1 (This process already exists) Navigation: DePaul Reports and Interface > DePaul IS Administration > Process > XFER File Transfer Permission List: Role: Security:

1) Create new directory on production SFTP server (psftprd.is.depaul.edu) /student/CDM

2) Give access to John Glatz to production SFTP server and new directory for uploading file 3) Give access to John Glatz the page below for transferring file from SFTP to batch server.

Xfer Page

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Step 2 (New Process) Navigation:

DePaul Reports and Interface >DePaul Student Records >Process > Batch Advisor Assign Load Permission List: SAAASTCR Role: SR-ADVISOR_ADMIN Component/Page: DU_ADVSR_ASG_LOAD / DU_ADVSR_ASG_LD_RC Main Process: DU_ADV_LD_AE Main Table: PS_DU_STDNT_ADVSR Audit Table: PS_STDT_ADV_AUD

Main Page

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Main Process 1) Read input file and load into temp table 2) Process students from temp table 3) Check if Advisor already assigned to student. Write to log. 4) Get student’s current program/plan stack 5) Check if student have multiple ACTIVE programs. Write to log. 6) Check if student have current ACTIVE program. Write to log. 7) Check if student’s current ACTIVE program belongs to SCTI. Write to log. 8) Check if student have other advisors to carry forward. 9) Check if advisor role in input file is valid. Write to log. 10) Insert new effective-dated row into PS_STDNT_ADVISOR 11) Insert new effective-dated row(s) into PS_STNT_ADVR_HIST, including any valid carry forward rows. 12) Insert into audit table.

batch student advisor assignment - depaul university · 2017. 5. 2. · the batch program will...

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