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SAP SLcM (Student Lifecycle Management)

SAP S/4 HANA Implementation Project

User Manual for Faculty

Indian Institute of

Science

In case of system issues, please send mail to sapsupport@iisc.ac.in

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Contents 1. About SLcM .................................................................................................................................. 4

2. View Academic Calendar ......................................................................................................... 7

3. Submit Course Instructor Mapping ........................................................................................ 8

4. View Student Feedback .............................................................................................................. 10

5. Create Course ........................................................................................................................... 12

6. Enter Marks .............................................................................................................................. 14

7. Grade Change Request ........................................................................................................... 16

8. Schedule Comprehensive Exam ............................................................................................ 17

9. Approve Course Registration PG/Ph.D. ............................................................................... 18

10. Course Dropping PG/Ph.D. .................................................................................................... 20

11. Faculty Self Service ................................................................................................................. 22

12. My Advisee ............................................................................................................................... 23

13. Course Registration UG .......................................................................................................... 24

14. Course Dropping (UG) ............................................................................................................ 27

15. My Project Students ................................................................................................................ 30

16. Troubleshooting Section ........................................................................................................ 31

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Abbreviation Stands For

AMS Academic Management System

AR Academic Assistant Registrar Academic Section

CGPA Cumulative Grade Point Average

DCC Department Curriculum Committee

DR Academic Deputy Registrar Academic Section

ERR Examination Result Registry

FICA Finance and Contract Accounting

GARP General Academic Research Provision.

HMS Hostel Management System

NON-RTP Non-Research Training Programme

PO Process Orchestration

PS Project Systems

RE-FX Real Estate Flexible Management

RTP Research Training Programme

SCC Senate Curriculum Committee

SCRC Senate Committee on Research Conferment’s

SLcM Student Life Cycle Management

SOI Scheme of Instruction

TGPA Term Grade Point Average

FA Financial Assistance

RA Research Associateship

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1. About SLcM

Student Lifecycle Management is a component of SAP Higher Education & Research solution which

aims at cost-effective management of higher education by providing functions that cover the core

processes of a university. SAP SLCM is designed for Higher Education & Research to provide an

integrated student lifecycle management and, support business processes.

It is used for maintaining student records, student financials, recruitment and admission, student advising, academic structure, class schedule as well as academic services for teaching and research.

Following diagram shows the functions that Student Lifecycle Management offers at IISc.

Course Management

There are two processes in Course Management

1. Addition of new courses in SOI (Scheme of Instructions)

2. Change in Existing Courses.

This is followed by the activation and offering of the various courses for the specific Academic Year

and Session, through Course-Instructor Mapping and Activation.

Admission

The data related to the admission of Student is being brought to SAP SLcM through an interface from Academic Management System (AMS). Once applicant’s pay’s admission fees in AMS system, they are provisionally admitted and following details will be ported to SAP via the interface: 1. Student Personal Details 2. Admission and Registration Details 3. Certificates uploaded by Student

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4. Student Qualification Details 5. Student Scholarship Details 6. National Entrance Test Details 7. Fee pending for Student Account – How much total fees is pending for student to pay 8. Fee Posted to Student Account – How much fees student has paid 9. Customer Master Data in RE-FX (Flexible Real Estate Management, etc.

Provisionally admitted students will be called for reporting to Institute.

Course Registration/Dropping

Courses are available on Student portal for registration during the active window for Course Registration. The dates can be viewed from the Academic Calendar available in Student portal. Student will log in on the portal to choose a set of courses before a set deadline. Student needs to submit the request and once the request is approved, the courses will be registered. The information will be available in the Academic Work in Student Profile.

There are two deadlines to drop a course. If a student drops before first deadline, then there is no mention of that course in Transcripts and the Examination Results Register (ERR), but if a student drops after first deadline and before second deadline, then it will appear in the transcript of Student with status “W” (Withdrawn). Student will be able to initiate the request for dropping and upon successful approval, the course will be dropped.

Examination & Grading

This involves the process for Marks Entry and Grade Change. After successful approval of the same and on the activation of the Result Publication Date, Student will be able to generate and download term transcript. This also encompasses generation of reports like- ERR, CMGS, etc.

Re-Registration

On the commencement of new Academic Session, students’ needs to activate their registration by initiating the process of Course Registration for the new session. Registration activation can also be achieved by initiating request for Scholarship, which creates an active sessional registration record.

Graduation & De-Registration

On successful completion of the program requirement, Student is eligible for Graduation. On Senate and Council Approval, the status of Student is “Degree Awarded” in the SAP System and Student is deregistered from SAP SLcM. However, deregistration does not have an impact on the existing data of Student.

Alumni

Once the degree is awarded, Student is considered an Alumni. alumna/alumnus. The data related to Alumni is available in the Alumni Management System.

The Interfaces

Data is ported from AMS to SAP via an Interface. Once an applicant pays admission fees and uploads

relevant documents in AMS system, applicant is provisionally admitted, and all details of Students are

updated in SAP. Provisionally admitted students will be called for reporting to Institute.

The information about Mess Guest Charges and Mess Bill Generation is ported from HMS to SAP.

Following information is received by the HMS System from SAP System:

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• Mess Allotment,

• Change of Mess,

• Student Details for Upgrade/Downgrade/Continuation,

• Mess Deallocation/Vacation,

• Mess Bill Payment/Adjustment,

• Generation of Advance Slot,

• Extension of Mess,

• Details of Leave History of Student for Mess Sign In/Sign Off.

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2. View Academic Calendar

Faculty should click on Tile ‘View Academic Calendar’ as shown below to access academic

calendar:

Faculty can view Activities which are related to their Role:

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3. Submit Course Instructor Mapping

Academic Section should use the tile ‘Submit Course Instructor Mapping’ as shown below: -

Faculty can map Course Mapping and submit for further approval. After approval faculty

gets mapped to that course.

Faculty should select below fields and then click on ‘Submit’. Course Instructor mapping

submission request will trigger to next level for approval

Once a request is submitted, below message will be triggered and after clicking on ‘ok’,

request will get triggered for approval:

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Faculty can view status of mapped courses by entering input as below:-

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4. View Student Feedback

The Instructor will login through his portal and click on the following Tile to view the Feedback

Response.

On clicking the Tile, the following screen is displayed.

❖ The Faculty will select Academic Year and Session and click on ‘View feedback response’

to view the feedback response for the corresponding course.

❖ On clicking the View Feedback Response button, the following screen is displayed.

On clicking the question, the Faculty will be able to view the weightage for the same.

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5. Create Course

Faculty can create their own course and after activation can offer for specific year and

session. To create a course, faculty to use the below shown tile.

On clicking ‘Create’, below Screen appears in which all below specified fields should be

entered to submit. Sample screenshot displayed below. (*) are mandatory fields without

filling those system will not allow to submit for course creation.

Once faculty submits the request, it will trigger work flow for further approval and faculty

can view status of submitted request as shown below:

Workflow for Course Creation for PG/Ph.D.

Instructor->DCC Chair ->Academic Office->Dr Academic->SCC Chair

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Once faculty clicks on ‘Details’, they can view data which has been entered as below:

Once final approval is completed, a particular course will get mapped to faculty as per their

request.

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6. Enter Marks

• Facility for Faculty to enter Marks through Faculty/Instructor Portal is available for the

designated duration as specified in the Academic Calendar (GRDE). Once instructor enters

the marks and submits, the workflow is triggered for the approvals.

• For PG/Ph.D. Students, the Workflow levels are as follows:

Instructor→ DCC Chair→ Academic Section → DR Academics → SCC Chair

a) Instructor: - The Instructor/ Faculty should be able to enter Marks for the course

through the Faculty Portal.

The Faculty should be able to provide the Course Grade Scale Range for a course, for the

academic year and session. Total Number of students registered for that course is also

displayed on the Instructor Initiator screen for Marks Entry.

❖ After entering the marks of the student and clicking on ‘Calculate and Save as Draft

option’, the grade and total marks and the attendance percentage of the student will

be calculated. The Request for approval of marks entered will be submitted on clicking

Submit for Approval option.

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For PG/Ph.D. Students Approvals:

Instructor→DCC Chair→Academic Section→DR Academics→SCC Chair

Once final approval is done, marks get stored for that particular course

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7. Grade Change Request

In cases where student requests for a review of his marks, the Instructor initiates the Grade

Change Request for that student. After the re-computation of the marks and final Approval,

the correction is reflected in the Term Transcript of the student. The correct and updated

Term Transcript can be downloaded by the student from his portal.

For PG/Ph.D. the Workflow approver level are as follows:

Instructor→DCC Chair→Academic Section→DR Academics→SCC Chair

After the final approval of the Request, from SCC Chair, the grades for the student are

changed and the same is reflected in the Term Transcript of the Student.

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8. Schedule Comprehensive Exam

If any faculty has been assigned as examiner by RS (Research Supervisor) in Schedule

comprehensive Exam, then faculty who got assigned as examiner can click on tile below and

view students assigned:

Students who have been assigned as examiner in Comprehensive Exam Schedule

Faculties can click on Comprehensive request form, Thesis Title and abstract to download

form

Faculties can click on NOC or research summary to download in PDF.

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9. Approve Course Registration PG/Ph.D.

If Student requests for course registration, request will be triggered to Faculty or further

approval. Faculty can view how many requests are pending for their approval:

❖ Process Workflow – Parallel Workflow for all 3 levels, where only Instructor can

Approve/Reject, DCCCHAIR & Advisor can only reject

Approval Process: Same for both PG/PhD

❖ Once student Initiates request, approval Workflow will be Triggered parallelly to all 3levels

Advisor, Faculty & DCCChair

❖ Only Faculty can Approve/Reject & Advisor or DCCChair can only Reject, they don’t have

access to approve

❖ On clicking the mentioned tile, the below screen is displayed that contains the details of

the Requests for Course Registration. Requests Pending for Approval are shown under the

Pending Requests Section. Completed Requests section consists of all the details of the

Approved or Rejected Requests.

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❖ On clicking the Details tab, the following details of the student is displayed. The Instructor

will be able to view his CGPA upto previous semester. The Instructor should click on “Back”

to navigate back to the Approver Screen for taking action.

❖ Once the Approver navigates back to the Approver Screen, he will be able to take Action

on the Request.

Once Approver approves the request that course gets stored under Student Profile.

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10. Course Dropping PG/Ph.D.

The process of Course Drooping will enable UG students to drop the registered courses.

There are two type of Course dropping based on Timeline- Dropping with Mention and

Dropping without Mention. If the Student drops the course within the time frame, it is

dropping without Mention. However, if the student drops the course after the time frame it

is Dropping with Mention and the same will be indicated and specified in his Transcript.

❖ Process Workflow – Parallel Workflow for all 3 levels where only Instructor can

Approve/Reject, DCCCHAIR & Advisor can only reject

Approval Process: - Same for both PG/PhD

❖ Once student Initiates request, Parallel approval Workflow will be triggered to all 3levels

Advisor, Faculty & DCCChair

❖ Only Faculty can Approve/Reject & Advisor or DCCChair can only Reject they don’t have

access to approve

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❖ On clicking the Details tab, the following details of the student is displayed. The

Instructor will be able to view his CGPA up to previous semester. The Instructor

should click on “Back” to navigate back to the Approver Screen for Taking Action.

❖ Once the Approver navigates back to the Approver Screen, he will be able to act on

the Request.

After request is approved, below message is triggered and stored in completed request

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11. Faculty Self Service

Below screen displays faculties’ view of all courses taught by a faculty and list of

Registered and Dropped students list is displayed.

Once Faculty clicks on ‘Registered Students’, below Screen will display student details

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12. My Advisee

Each Faculty will be having an option of ‘My Advisees’ in their portal. In this tile, faculty can

see details of students for whom faculty is acting as the “Research Supervisor.

Faculty can view students mapped under them through My Advisee as displayed below: -

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13. Course Registration UG

❖ Process Workflow for 1 to 3rd semester:

Student → Instructor → UG Dean

❖ Process Workflow for 4th semester onwards:

Student → Instructor → Subject Coordinator → UG Dean

Steps to be followed by the Instructor

❖ The Instructor is the First Approver after the Student raises a request for Course Registration

❖ The Instructor will login through his portal and Click on the following Tile to Initiate the

Approval Process

❖ On clicking the mentioned tile, below screen is displayed that contains the details of the

Requests for Course Registration. Requests Pending for Approval are shown under the

‘Pending Requests’ Section. ‘Completed Requests’ section consists of all the details of the

Approved or Rejected Requests.

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❖ On clicking the Details tab, the following details of the student are displayed. The Instructor

will be able to view his CGPA up to previous semester. The Instructor should click on “Back”

to navigate back to the Approver Screen for acting on the request.

❖ Once the Approver navigates back to the Approver Screen, he will be able to tact on the

Request.

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❖ The Review functionality is not available for the Instructor. The following message is

displayed when the Instructor tries to send the request for Review

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14. Course Dropping (UG)

The process of Course Drooping will enable UG students to drop registered courses. There are

two type of Course dropping based on Timeline- ‘Dropping with Mention’ and ‘Dropping

without Mention’. If the Student drops the course within the time frame, it is “Dropping

without Mention’. However, if the student drops the course after the time frame, it is

‘Dropping with Mention’ and the same will be indicated and specified in that student’s

Transcript.

❖ Process Workflow for 1-3rd semester-

Student → Instructor → UG Dean

❖ Process Workflow for 4th semester onwards-

Student → Instructor → Subject Coordinator → UG Dean

Steps to be followed by the Instructor

❖ The Approver will login through his portal and Click on the following Tile to Initiate the

Approval Process

❖ On clicking the mentioned tile, below screen is displayed that contains the details of the

Requests for Course Dropping. Requests Pending for Approval are shown under the Pending

Requests Section. Completed Requests section consists of all the details of the Approved or

Rejected Requests.

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❖ On clicking the Details tab, the following details of the student are displayed. The Instructor

will be able to view his CGPA up to previous semester. The Instructor should click on “Back”

to navigate back to the Approver Screen for acting on the request

❖ Once the Approver navigates back to the Approver Screen, he will be able to act on the

Request.

❖ The Review functionality is not available for the Instructor. The following message is

displayed when the Instructor tries to send the request for Review

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15. My Project Students

If any students are mapped to a faculty, faculty can view list of students from Portal as

shown below:

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16. Troubleshooting Section

Process Error Message Probable Reason and Solution

Submit Course Instructor Mapping

Please choose different timeslots

Faculty cannot select same timeslot twice in same session & Year

Submit Course Instructor Mapping

Please select Academic Section

While submitting course Instructor mapping Selecting academic section is mandatory

Submit Course Instructor Mapping

Request for mapping to this course has already been submitted

Faculty cannot submit course mapping request for same year, session and time

Create Course Please select a different course code name. This Course code name already exists

Faculty cannot create course with same Code to which faculty is not assigned

Create Course Course code should start with the selected Academic level

Faculty should enter code as per level entered for course

Enter Marks/Change marks

Sessional and Final marks cannot be greater than 50

Faculty cannot enter more than 50 in each row for sessional & Final Marks

Enter Marks/Change Marks

Sessional and Final marks cannot be negative

Faculty cannot enter negative marks for sessional or final

Enter Marks/Change Marks

Sessional and Final marks cannot contain special characters or alphabets

Faculty cannot enter Special characters in Final or sessional Marks

Enter Marks Classes attended cannot be greater than classes held

Faculty cannot enter more classes for students than held

Enter Marks Kindly fill in 10-Point and 8-Point grade scale table.

Faculty should enter Grade scale table before entering marks for student

Enter Marks Kindly fill the no of classes held

No of classes held is mandatory

Enter Marks Kindly fill the exam date

Exam date is mandatory for faculty to fill

Enter Marks Exam date cannot be a future date.

Faculty cannot enter exam date as future date

Enter Marks Marks do not belong to defined scale grade.

Faculty cannot enter marks to students which is not there in specified marks range

Enter Marks Marks range cannot be more than 100

Specified marks range cannot be more than 100

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Enter Marks Maximum marks should be greater than Minimum marks

Faculty cannot enter minimum marks greater than maximum

Enter Marks Marks range cannot overlap

Marks range cannot be overlap while maintaining

Enter Marks Please fill in all the 10-Point grade range

10 point grade range should be completely filled

Change Marks Sessional and Final marks cannot be zero

Faculty cannot enter 0 in sessional or final marks in change marks

Change Marks Save the previous revised mark record before updating new record

Faculty should save previous record entered before updating new one

Enter Marks/Change Marks

The window for Entering Marks is not yet opened

Faculty cannot enter marks if window is not opened in academic calendar