SAF01Jan 04

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Florida International University
Student Administration Fundamentals

• SAF01 Jan 04

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SA Fundamentals Agenda

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

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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)

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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

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

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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

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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

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Table Structure

• The most common KEY is the ID

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

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

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In PantherSoft . . .

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

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FIU01

FIU
GRAD
Institution
Graduate

GRMHU
Career
Graduate Health Urban Affairs
PHYT90MS
Program

Physical Therapy
REHAB
Plan

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

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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 . . .

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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
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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
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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

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Questions?
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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

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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

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

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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

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Questions?
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Exercises
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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.
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(No Transcript)
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Exercise Review
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AnswersToday is Feb 1, 2004
 
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Answers
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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

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Service Indicator Icons

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

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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

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Positive Service Indicator
FERPA Indicator
100000
Mike Student
Negative Service Indicator
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Warnings Errors
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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

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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.
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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

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

• Enter User ID

• Enter Password

• Click Sign In Button or Press Enter

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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 

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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.

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100000
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(No Transcript)
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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

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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

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Plus Sign () expands menu
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Breadcrumbs How you got here
Menu Bar Items Functions available
Negative Sign (-) collapses menu
Menus Specific business processes
Menu Groups - Functional Business Processes
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Menu Bar Choices
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Components where you perform specific actions
may be a single or multiple pages
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Page Features
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Page Features
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Page Features
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Page Features
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Page Features
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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
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Folder Tabs
Drop Down Calendar
Add / Delete Buttons
Edit Box
Drop Down Arrow
Check Box
Edit w/ Prompt
Page Hyperlinks
Required Field
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Questions?
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Group ActivityName the Features
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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
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CONGRATULATIONS
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Lets Log On
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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

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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

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