SAF01Jan 04 - PowerPoint PPT Presentation

Title: SAF01Jan 04


1
Florida International University
Student Administration Fundamentals

• SAF01 Jan 04

2
SA Fundamentals Agenda

• Basic Concepts and Terminology
• Introduction to Page Features
• What the system looks like
• Hands-on practice
• Questions ? ? ?

3
By the end of class you will...

• Be familiar with basic PeopleSoft concepts, pages
  and terminology
• Navigate through the system by using the menu bar
  and components to get to the pages (screens)

4
Whats Changing

• The data is now housed at FIU - in the same
  system
• Users share the data and responsibility
• On the web unprecedented access
• Effective dates we have history!
• Multiple types of data more than one address,
  phone and email

5
Briefly, What Does it Do?
6
PeopleSoft Terminology Concepts
7
Relational Database(Tables - for non-techies)

8
Table Structure

• All data is stored in a series of tables like
  lots of spreadsheets
• Heres an example of a table of data for
  address-related information

• Information about a student - a record

9
Table Structure

• Multiple tables contain all the information
  (data)
• The system uses a unique KEY field to connect the
  tables
• Primary Keys and Alternate Keys used for
  searching

10
Table Structure

• The most common KEY is the ID

Personal Data Table
Student Career Table
11
How Does This Apply to PeopleSoft?
12
Alternate Key
Key
1000000
Mike Student
Field (Column)
Data (Row)
Record
13
Academic Structure has a New Look . . .

• In the legacy system . . .
• A students academic objective is identified
  using
• Student Classification
• Major Code

14
In PantherSoft . . .

• A students academic objective(s) are identified
  using
• Academic Career
• Academic Program
• Academic Plan
• Academic Sub-Plan (optional)

15
FIU01

FIU
GRAD
Institution
Graduate

GRMHU
Career
Graduate Health Urban Affairs
PHYT90MS
Program

Physical Therapy
REHAB
Plan

Rehab
Sub-Plan
16
Careers
UGRD Undergraduate GRAD Graduate LAW
Law CNED Continuing Education (CAPS)
17
Program Coding Structure
GRMHU GR level Graduate M degree
level Master HU college College of Health
Urban Affairs
18
Searching
19
Why Its Important

• Garbage In . . . Garbage Out
• Squeaky-clean start
• Converted 400,000 clean Bio-demo records
• FIU policy always search thoroughly before
  adding a new individual or organization
• Possibility for duplicates
• Makes your life easier in long run you own the
  data

20
Find An Existing Value

• There are two kinds of searches
• Basic - uses one Primary Key to search
• Advanced - allows Alternate Keys to search
• Lets see them . . .

21
Basic Search Page
Primary Search Key
To go through results max 300
Accepts partial values
Results all start with 1031
Click the hyperlink to go to your data
22
Advanced Search Page
Primary Search Key
Clear all fields on the page to use new criteria
Click any hyperlink to go immediately to the
value you need
Click Search to display the results
23
Search Results

• Taken directly to record if exact match
• Search Results List displays with records that
  matched your search criteria
• Up to 300 results per search
• Expand or narrow search, as necessary
• Search navigation buttons help you go through the
  results list
• Search/Match feature separate class

24
Questions?
25
Maintaining History

• In general, FIU hasnt been able to maintain
  historical records in its systems
• PeopleSoft changes that . . .
• Effective dates allow us to view historical data,
  view changes over time and store future data

26
Types of Effective Dates

• Historical
• Rows that are effective BEFORE the current row
  of information
• Current
• Row that is EQUAL or LESS THAN today
• Future
• Row that is AFTER today

27
Student Address Record Today is 02/15/04
28
Another way to look at them
System Date (Today)
Current Row ( Today)
History Rows (lt Current Row)
Future Rows (gt Today)
29
Action Types
Based on your security profile
30
Action Types
Based on your security profile
31
Effective Dates Action Types Tie Them
Together
32
Effective Dates and Action Types

33
Cool Effective Date Stuff

• You can make changes at any time before they are
  effective system knows
• When you insert a new row, the system copies the
  existing data and uses todays date just make
  your changes
• Never delete an effective-dated row

34
Questions?
35
Exercises
36
Effective Date Group Activities Assume today is
February 1, 2004. We are looking at the marital
status record for Pedro Gonzalez.   Identify the
correct effective date category for each of the
effective-dated rows in the table
below.   Categories are History, Current or
Future.
37
(No Transcript)
38
Exercise Review
39
AnswersToday is Feb 1, 2004
 
40
Answers
41
Service Indicator Icons

• Service Indicators - new term for Holds

• Negative Service Indicators
• Usually restricts service (an impact)
• Placed manually or via batch
• Students can see in SA Self-Service

42
Service Indicator Icons

• Positive Service Indicators
• Informational no impact
• Students dont see in SA Self-Service
• Placed manually

43
FERPA Icon

• Federal Family Educational Rights and Privacy Act
• A student may prohibit disclosure of releasable
  information
• FIU must not release or publish restricted
  information

• When you see you know some information is
  restricted. If you dont see the icon no
  restrictions

• Click and read BEFORE releasing any information
• When in doubt - ASK

44
Positive Service Indicator
FERPA Indicator
100000
Mike Student
Negative Service Indicator
45
Warnings Errors
46
Warnings

• Something doesnt make sense to the system
• Allows you to continue but NEVER click OK
  without understanding every warning message
• Click Cancel to research before updating
• Ask your supervisor, click to get to
  PeopleBooks or call 305-348-2284 the Call
  Center

47
Warning
Why
Hints to Fix
Click on CANCEL and investigate the message or
ask for interpretation.
Click OK to continue if you understand the
warning.
48
Errors

• STOP - Must resolve to continue
• Usually tells you what you need to do
• Click OK
• Correct the error
• Ask your supervisor, click to get to
  PeopleBooks or call 305-348-2284 the Call
  Center

49
Error Message and Action
Error
100000
Mike Student
Only way out You must fix the error, use Help or
ask
50
Questions?
51
Lets Look at the System
52
Login

• Enter User ID

• Enter Password

• Click Sign In Button or Press Enter

53
Your User ID and Password

• Is case-sensitive
• Sets your user profile and default values
• Links to your security access controls what you
  can see and do
• Keep it confidential
• Starts an audit trail for all your transactions
  in the system 

54
Expired Connection

• For security reasons, PeopleSoft will
  automatically log you off after 30 minutes of
  inactivity
• Before you are logged off, youll get a warning
• If youre logged off, use the hyperlink to return
  to the PeopleSoft Sign In page
• If you get timed-out you lose any work you
  havent SAVED.

55
100000
56
(No Transcript)
57
Navigational Structure

• Uses basic internet browser features
• Home Page and Menus
• Hyperlinks are like push buttons only press
  them once
• Plus signs and Minus signs to expand or collapse
  menus
• Only click ONCE in a browser

58
Important Browser Donts

• Very Important - when working in PeopleSoft
• Dont use the BACK or FORWARD button
• Dont use the REFRESH button
• Dont use FilegtNew Window
• Dont double-click

59
Plus Sign () expands menu
60
Breadcrumbs How you got here
Menu Bar Items Functions available
Negative Sign (-) collapses menu
Menus Specific business processes
Menu Groups - Functional Business Processes
61
Menu Bar Choices
62
Components where you perform specific actions
may be a single or multiple pages
63
Page Features
64
Page Features
65
Page Features
66
Page Features
67
Page Features
68
Page Features

• Grid
• Entry fields like a spreadsheet
• Add or Delete buttons for each row

Add a Row of data
Delete a Row of data
69
Folder Tabs
Drop Down Calendar
Add / Delete Buttons
Edit Box
Drop Down Arrow
Check Box
Edit w/ Prompt
Page Hyperlinks
Required Field
70
Questions?
71
Group ActivityName the Features
72

Add / Delete Rows

Drop Down Calendar

Folder Tabs

Edit Box


Drop Down Arrow
View All

Check Box

Edit Box w/ Prompt

Page Hyperlinks

Required Field
73
CONGRATULATIONS
74
Lets Log On
75
Terms and Keystroke Tips...

• Youll hear
• Tab out
• Grayed out
• Click dropdown
• Click magnifying glass
• Click View All
• F11 Makes page bigger
• Alt1 Goes to button

76
Signing in to PantherSoft

• Just like opening a secured page on a web site on
  the internet
• Enter the URL (uniform resource locator) in the
  browser to open the site
• or click on the shortcut placed on your desktop

77
Logging on to PantherSoft
User ID TRAIN?? Password TRAIN?? ENTER