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Session #250
Monday, March 17 2003 at
3:45p.m.
HEUG 2003 Conference - Dallas
C ommunicating
With Your
C ampus C ommunity
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Marjo FontaineFunctional Analyst
Campus Community - PeopleSoft
presented by
Andrew Marmor
Product Manager
Campus Community - PeopleSoft
Paula Brower
Strategist
Campus Community - PeopleSoft
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Synopsis of PresentationSynopsis of Presentation
This session is anThis session is an updateupd
ate onon
Communications, Checklists, Comments,Communications, Checklists, Comments,
the 3C Engine (Enterprise Communicationthe 3C Engine (Enterprise CommunicationEngine) and Letter Generation in StudentEngine) and Letter Generation in Student
Administration / Contributor Relations 8Administration / Contributor Relations 8
Includes the old good communication tools,Includes the old good communication tools,
the less new ones, the new ones, and thethe less new ones, the new ones, and theone soon to be released ……one soon to be released ……
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• Overview• Collaborative campus
• 3Cs (Comments – Checklists – Communications)
• Letter Generation• 3C Engine
• A new feature is coming..…..
Agenda
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CommunityCommunity
AdministratorsAdministrators
Self ServiceSelf Service
CommentsComments
ChecklistsChecklists
Communi-Communi-
cationscations
Collaborative Communications
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• Expand communication throughout
campus
– Include all members of campus community
– Extend communications to self-service• Community Access Request Information
• Personal Portfolio To Do List
• Capture interactions and manage
communications in real time
Collaborative Communications
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• Allows to keep trackof commoncomments abusiness processmay use.
3Cs - Comments
• Comments can be assigned to:
– People
– Organizations
• Not shown on the self-service pages
• No changes made in Student Admin. and Contributor
Relations release 8
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• Checklist Types:
3Cs - Checklists• Allows to keep track of common items a
business process requires
• Checklists can be assigned to:
– People
– Organizations
• Checklist Types = Communication List
– Items can be listed inside a letter through the Communication feature
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3Cs - Checklists
• Checklist Items are shown on the self-service Personal Portfolio:
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3Cs - Checklists
• Checklist Types are shown on the self-service Personal Portfolio:
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3Cs - Checklists
• Changes added in release 8:
– Support for multiple Checklist Item associations
• Associate multiples Checklist Items to either Person or Organization
• Built primarily to support admissions processing with transcripts and recommendation letters
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3Cs - Checklists
• Changes added in release 8:
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3Cs - Checklists
• Changes added in release 8:
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• Allows assignment of outgoing and incoming
communications
3cs - Communications
• Assign Communications for
– People
– Organizations
• Different Communication Methods to use:
– Letter * – Email *
– Telephone Call
– Personal Contact
– Publication – Document
– Fax
– In Person
– Web
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3cs - Communications
• Allows Enclosures (new in 8) – You assign one letter code (the main letter) and it will include few more (the
enclosures)
• Joint Communications (fully redesigned in 8)
– Ex.:
Mr John Smith and Mrs Mary Fletcher , you are invited to our next open door,…….
• Communication Recipients (enhanced in 8) – Multiple copies of a letter are printed and personalized to different
people
– Ex.: A copy of a letter is sent to a student as well as to the parents.
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3Cs – CommunicationsEnclosuresEnclosures
• Added the ability to assign and produce
enclosures
• Collate and print enclosures along with a
primary/cover letter using Microsoft Word ® letter merge process.
!
Requires a template to exist for the enclosure.
-
The cover letter may say:
Pleasefind includethe following information:
. Summer 2003 Undergrad Application Form
. 2003 Financial Aid Application Form
. Course Catalog Summer 2003
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3Cs – CommunicationsEnclosuresEnclosures
Enclosures arecreated asStandard LetterCodes and thenincluded asenclosures on aprimary LetterCode.
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3Cs – CommunicationsEnclosuresEnclosures
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3Cs – CommunicationsEnclosuresEnclosures
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3Cs – CommunicationsEnclosuresEnclosures
•Communication Summary
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3Cs – CommunicationsJoint CommunicationsJoint Communications
• Replaced functionality that existed in 7.60
• Joint Address type (XJNT) and Joint Name Type (XJN) gone!
• Used primarily by Contributor Relations
• Added Joint Salutation Types
• Integrated with Letter Generation – AVLTRGEN > CCLTRGEN
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3Cs – CommunicationsJoint CommunicationsJoint Communications
•Starts with Relationships
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3Cs – CommunicationsJoint CommunicationsJoint Communications
•Starts with Relationships
Greeting of the letter
Names part of the address
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3Cs – CommunicationsJoint CommunicationsJoint Communications
•Joint Salutation Types table
Name 1
Name 2
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3Cs – CommunicationsJoint CommunicationsJoint Communications
•Standard Letter Table
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3Cs – CommunicationsJoint CommunicationsJoint Communications
•Assign Communication
John has a “Joint”
Relationship
Letter Code allows
jointcommunication
1
2
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3Cs – CommunicationsJoint CommunicationsJoint Communications
•Communication Summary
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3Cs – CommunicationsCommunication RecipientsCommunication Recipients
•Starts with Relationships
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3Cs – CommunicationsCommunication RecipientsCommunication Recipients
•Starts with Relationships
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3Cs – CommunicationsCommunication RecipientsCommunication Recipients
•Example
Letter sent to John
3C C i ti
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• Process Communication Method = Letter
• Need a Microsoft Word ® template
– Standard naming convention:CCLTR<lettercode>.doc
• Process letters for both People and
Organizations
3Cs – CommunicationsLetter Generation processLetter Generation process
3C C i ti
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3Cs – CommunicationsLetter Generation processLetter Generation process
Enhancements for 8: – Now includes processing for external
organizations
– Supports Enclosures in extract and letter
merges
– Can process Joint Communications
– Can process Communication Recipients
– Extract file changed from .LTR to .CSV extension
– Labels extract file is now output with every
process request
3C C i ti
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3Cs – CommunicationsLetter Generation processLetter Generation process
Formatted address lines now included in extract – New CCADFRMT.SQC routine contains address format logic.
– Coded to US Postal Service guidelines for address elementpositioning.
! Does not perform individual field validation – on Address Line 1for example.
– Example:Emeril LaGrasse
3044 Green Meadow DriveRiverside CA 95620-3256
Notice
Zip+4
formatting
3C C i ti
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3Cs – CommunicationsLetter Generation processLetter Generation process
Letter Merges• Microsoft Word ® templates still delivered with 8
• Certified for use with Word 95, Word 97, and Word 2000
• New CCLTRGEN.DAT file created to support letter merges in Microsoft Word ® .
• Extract files are designed to allow import into other applications capable of performing letter merges.
3C C i ti
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3Cs – CommunicationsLetter Generation processLetter Generation process
Process nowincludes bothPerson and
Organization
3C C i ti
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3Cs – CommunicationsLetter Generation processLetter Generation process
These parameterswrite to the
CCLTRGEN.DAT filefor use with Word
letter merges
3C C i ti
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3Cs – CommunicationsLetter Generation processLetter Generation process
Letter Code
1AA
Extracts
CCLBL1AA.CSV
CCLTR1AA.CSVCCLTRGEN.DAT
3C C i ti
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3Cs – CommunicationsCommunication Letter DataCommunication Letter Data
•
Inquiry page
•
Keeps history of the data extracted for each Individual or Organization for each letter processed by Letter Generation
3C C i ti
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3Cs – CommunicationsCommunication Letter DataCommunication Letter Data
3C C i ti
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3Cs – CommunicationsCommunication Letter DataCommunication Letter Data
3C C i ti
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3Cs – CommunicationsCommunication Letter DataCommunication Letter Data
Store ALL data;
Only Name/Addressdata;
None
3Cs in General
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3Cs in GeneralNew in 8New in 8
• 3Cs Summary Pages
– Added selection criteria
3C i G l
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• Architecture changes
3Cs in GeneralNew in 8New in 8
Unified 3C
PERSON
EMPLID
SA/CR v. 7.60SA/CR v. 7.60
ORG
EXT_ORG_ID
Date/Time
PERSON/ORG
COMMON_ID
SA_ID_TYPE
SA/CR v. 8SA/CR v. 8
SEQ_3C
3C i G l
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3Cs in GeneralNew in 8New in 8
• Architecture changes
Unified records for:
• Communications
Person and Organization = COMMON_ID
• Checklists
Person and Organization = COMMON_ID
! Event Checklists remain separate in 8. Not part
of the unified structure. Comments
Person and Organization = COMMON_ID
3C i G l
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3Cs in GeneralNew in 8New in 8
• Architecture changes
• New Common ID (COMMON_ID) key
Holds either EMPLID or EXT_ORG_ID
Associated with SA_ID_TYPE (Person or Org)
• New Sequence 3C (SEQ_3C) key
Replaces Date/Time fields
Example: COMM_DTTM Date/Time fields remain on the record, but are no
longer a key field
3C i G l
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3Cs in GeneralNew in 8New in 8
• Architecture changes
• Replaced COMM_VAR_DATA with
individual Variable Data Records
Example: VAR_DATA_ADMA Keyed by unique Variable Data Sequence
Efficiency – allows reuse of Variable Data
across Person and Organization 3Cs
functionality• Variable Data now required
3C E i
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• 3C Engine assigns the 3Cs for you behind the scenes
• Automate assignments, transparently from within anybusiness transaction
• 3C Engine enables extended communications – Provides real time transactions
– Modular integration
• Fully integrated with 3Cs• Communications
• Checklists
• Comments
3C Engine(Enterprise Communication Engine)
• 3C Group Security
• Administrative Functions
• Institutions
3C E i
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3C Engine(Enterprise Communication Engine)
• User defined rules – What gets assigned = Events
– When and How it gets assigned = Triggers
• Uses PeopleSoft 8 Application Enginetechnology
• Can also process Mass Change
• Can be Real Time or Batch
3C Engine
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3C Engine(Enterprise Communication Engine)
•Engine Events
(What gets assigned)
• Events business practices
• Build with user defined rules – Institution and Administrative Function keys
– Allow joint communications – Extend choice to self service with User Selection
• User defined sets to assign or update – Communications
– Checklists
– Comments
• Flexible as needs change – Effective dates and status
3C Engine
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3C Engine(Enterprise Communication Engine)
Communications
Comments
Checklists
3C Engine
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3C Engine(Enterprise Communication Engine)
•Engine Triggers
(When and How it gets assigned)
•Triggers identify when and how toperform processing
•Flexible, user specified conditions
–Institution key
–Administrative Function key
•Create triggers according to dataconditions
–New
–Change
–Delete
3C Engine
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3C Engine(Enterprise Communication Engine)
• Engine Triggers
•Trigger Level identifies granularity
–Record
–Field
•Trigger Assignment –System (real time)
–Batch (Process Scheduler request)
•Field Conditions
–Uses standard operators (=, >, <, etc) –Multiples allowed
–Create different field combinations
3C Engine
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3C Engine(Enterprise Communication Engine)
3C Engine
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3C Engine(Enterprise Communication Engine)
Field conditions
link to events
Assign in real time oruse batch Engine process
3C Engine
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3C Engine(Enterprise Communication Engine)
• Engine Architecture
3 C E n gi n e
PeopleCode
Trigger (Emplid.SavePostChange)
B a t
ch
Trigge
r
Table
A p pE n gi n
eP r o gr am
3C RecordsR e al T i m
e
PeopleCod
e
Commu-
nication
Checklist
Comment
T r i g g er s / E v e
n t s
Mass
Chang
e
and / or
3C Engine
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3C Engine(Enterprise Communication Engine)
• Mass Change results
3C Engine
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3C Engine(Enterprise Communication Engine)
• Engine Trigger Table
3C Engine
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3C Engine(Enterprise Communication Engine)
• Run batch process
3C Engine
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3C Engine(Enterprise Communication Engine)
• 3C Engine and Self-Service ??? – Self-service users can request
information
• They assigned communication to them self
without knowing it!
3C Engine
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3C Engine(Enterprise Communication Engine)
3C Engine
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3C Engine(Enterprise Communication Engine)
Request Information
3C Engine
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3C Engine(Enterprise Communication Engine)
3 Choices
of commu-
nication
3C Engine
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3C Engine(Enterprise Communication Engine)
• Why 3 choices of communication?
PSSVUGRD
3C Engine
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3C Engine(Enterprise Communication Engine)
• Why 3 choices of communication?
3 Choicesof commu-
nication
PSSVUGRD
3C Engine
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3C Engine(Enterprise Communication Engine)
•
Validate that the 3 communications have been entered for Ralph
3C Engine
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3C Engine(Enterprise Communication Engine)
• Engine Security
• Integrated with 3C Group security
– Access to invoke Engine transactions
inherited from user’s security to:
• Communication Category
• Checklist Code
• Comment Category
• Security assigned at Engine Event definition level
3C Engine
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3C Engine(Enterprise Communication Engine)
• Implementing 3C Engine
• Functional Strategies
– Identify integration points using Engine with
your business processes
– Map business transactions to Engine events
and triggers
– Determine assignment mode
– Identify 3C Group security requirements
3C Engine
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3C Engine(Enterprise Communication Engine)
• Implementing 3C Engine
• Technical Strategies
– Knowledge of record structures
– Familiar with PeopleCode
• Additional trigger code can be placed on
records (SavePostChange PeopleCode event
location)• Invoke Engine through integration with batch
programs
Email Generation
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Email GenerationNot available … yet…. stay tuned
Email Generation
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Email GenerationNot available … yet…. stay tuned
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Where to find additional information
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• PeopleSoft Customer Connection – Find Products, Higher Education under Industry Solutions
• Solution Overview, Demos, White Papers, Case Studies, and more.
– Support, Documentation, Documentation Updates By, Product Line, Student
Administration, Campus Directory Interface
– Support for Documentation, Roadmaps and Schedules and User Groups
• Contact Us
– Licensing & Pricing Questions: Sales Manager
– Technical Support: Global Support Center: 1.800.477.5738, option 1
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Conclusion of Presentation
Use this page to give a brief description of what the presentation coveredand contact information for the Presenter
Presenter(s)’s Name
Title and School/Company Name
Phone # (if presenter’s are willing to answer calls)
HTTP://HEUG.ORG (attendees may download HEUG2003
presentations from the archives at this location)