Planning the Implementation of Campus Community
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Transcript of Planning the Implementation of Campus Community
Planning the Implementation
of Campus Community
Rules for Campus Community Keep an open mind Understand other’s processes Realize the impact on other areas
Driving Forces of Campus Community
Implementation schedule Key users of the data - might not
be project team members Evolution
Process changes Learning curve Reporting changes
Campus Community Includes: PEOPLE EXTERNAL ORGANIZATIONS EVENTS 3C’S - Communications, Checklists
& Comments
Who is a Person?
Students
Graduates
Staff
Recruiters
Instructors
CAMPUSCOMMUNITY
Prospects
All in Personal Data
Students
Graduates
Staff
Recruiters
Instructors
PERSONALDATA
Prospects
Biographic/Demographic/Other Data
Names Licenses Languages Honors/Awards
A View of Campus Community
CAM PUS CO M M UNITY
Address Type - Billing, Dorm, PermanentAddress Usage - Select order I - home,dorm,permanent;
Select order II - billing, permanent, dormAthletic Participation -active participant, manager, recruited
Address change reason - returned mail, student requestCommittee Type - Alumni Scholarship; Undergraduate
Interviews; Scholarship ReviewCommittee Role - Chair of Committee,Member of
Committee, Student Member of CommitteeEvents - course, open house
Ethnicity - W hite, Black. Hispanic, Asia/PacificHealth Test - TB, Sports
Name Prefix - Mr, Mrs, MsName Usage - Preferred First, Primary, Preferred Full,
Primary FullName Suffix - Jr, Sr, Princess
Relationship - Brother, Mother, FatherResidency - InState, Out of State
Residency Exceptions - Fire Fighter, TreatyFERPA
Immunizations - DPT, German Measles, MumpsSalutations - Dear Sir, Dear Mr & Mrs
Accommodation Data - orthopedic furniture, rampsDiagnosis - lower back pain
Languages - French, Italian, DutchLicenses & Certificates - CPA, EMT, LPN
Visa Permit Type - F1, Australia; B2, CanadaSupporting Documents - Tax Return, passport
Location AddressStandard Industry Table - Insurance, Advertising
Standard Occupation Table - CEO, CFP, VP manufacturingService Indicator Codes - don't cash checks, don't enroll/
parking fines
PERSO NAL DAT AEM PLID
NAME, NAME PREFIX,NAME SUFFIX,LAST NAME, FIRST NAME
NATIONAL ID(SSN), PERSONNEL STATUSORIGINAL HIRE DATE (HR), SEX
AGE STATUS (HR), OFFICIAL LANGUAGEMARITAL STATUS, BIRTHDATE,BIRTHPLACE, BIRTHCOUNTRYBIRTHSTATE, DATE OF DEATH
HIGHEST EDUCATION LEVEL (HR)FULL TIME STUDENT,REFERRAL SOURCE (HR)
CITIZENSHIP STATUS, CAMPUS IDDEATH CERTIFICATE NUMBER
FERPA
Emplid, employeerecord number, deptid, job code, position
number
Emplid, AcademicCareer, Institution,Admit Term, Admit
Type, Admitrecruitment center,campus, academicprogram, academic
plan
HR
SA
EXT ERNALO RG ANIZAT IO N
External Org IdExt Org TypeOrg LocationOrg Contact
AddressesAddress Change
EthnicityAthletic Participation
E-mailEmergency ContactExternal System Id
Ferpa OverridesHealth Test
Honors and AwardsImmunizations
Instructors/AdvisorsPin
Relationship w/ InstitutionResidency
Service IndicatorsReligious Preference
Audiometric ExamDriver's License
Accommodation DataEye Exam
IAP66I20
LanguagesLicenses & Certificates
Respiratory ExamPhysical Exam
PublicationsVisa/Permit
W ork Experience
AddressesEmplid, address1,
address2,city,state, postal,country, address type,
external org Id
Address ChangeEmplid address changereason, address change
date
Athletic participationEmplid, sport, athletic
participation
EthnicityEmplid, ethnicity code
What is an External Organization?
High School College or University Church Company
Events On-Campus Open House Off-Campus Reception Tours
Communications, Checklists & Comment (3C’s) Comments Communications Checklists
CC Self-Service Campus Community Self-Service
New in Version 8.0 Personal Portfolio
Allows users to update basic Personal Information Community Access
Allows visitors to complete New User Registration Community Directory
Allows schools to provide searchable directories of members of your campus community
Personal Portfolio
Community Access Home Page
Community Directory
Getting More Information CMS Web site
http://cms.calstate.edu/index.htm SOSS, Student Administration 8.0 Documents
Contains Functional Specifications Documents Fit-Gap Notes PeopleSoft Setup Guides PeopleSoft Business Process Guides
Note: Some documents are password protected.
Topics For Discussion: Set up and naming conventions Entry points Data stewardship Definitions and standards Conversion Baseline Modifications
Set up
Required values Person External Organizations Events Committees 3C’s
Set up - Required Values Name Types
CO Determined Address types
CO Determined State or province table
CO Maintained Country table
CO Maintained Search/Match
Set up - Required Values
Residency (business process requirement)
Ethnic group Ethnicity table (ethnic
subsets) CO Maintained Instructor/Advisor Table Service Indicators (business process
requirement) Visa permit table (business process
requirement)
Entry Points
Student Prospect, Mentor Applicant, Mentor Tape loads
Alumni Instructor/Advisor Recruiter
Entry Points Event
Attendee Guest (optional in personal data) Event staff (optional in personal data) Event coordinator
Employee Applicant Current Former through conversion
Entry Points
External Organizations Contact at organization (optional
in personal data)
Data Stewardship Who owns the data in PeopleSoft
Student Administration/Human Resources
Campus Community Committee decision Who owns the data Who controls the data/update Who configures the data (Setup Tables) Who views the data
Definitions & Standards Provide a succinct definition
Address type Home - where you currently reside Mailing - where you want your mail sent
Communicate the definition via: Training Web End-user documentation
Definitions & Standards Communicate standards
Names Addresses Minimal required data
SSN Ethnicity Gender
External Organizations
Conversion Conversion schedule Precedence rules
Names Addresses SSN Other various bio/demo data
Duplication rules Error reports Error files
CC Baseline Modifications Campus Community Modifications
CC99001 – Relationship Label Change (Deferred) CC99002 – Ethnicity Detail for Ethnic Group CC99003 – Citizenship Status Default (Defunct) CC99004 – Marital Status Default
Defaults to Unknown instead of Single CC99005 – Global Search (Defunct) CC99006 – EmplID Auto-Numbering
Makes the EmplID field 9 and increments by 13. CC01007 – Populating Ethnicity After Data Loads
Users of the data
Student Financials Financial Aid Institutional Research Admissions Alumni Athletics
Users of the data
Student Records Advising Health Center International Student Office Housing, Library & Parking
(Service Indicator Assignment & Release)
Set up
Optional values Person External Organizations Events Committees 3C’s
Set up - Optional - People Accommodation type Diagnosis table Immunization table Health test table Athletic Participation Relationships
Set up - Optional - People Relations w/ institution Salutation table Standard occupation codes Standard industry codes Religious preference table Supporting documents table
Set up - Optional - People Accomplishments table
Languages License/certification HR honors/awards HR degrees Memberships
Set up - Optional - People Honors and awards
SA - honors/awards table HR - accomplishments table
Family Education Right to Privacy Act (FERPA)
Set up - Optional Organizations
Organization code types Organization group table External subjects External terms Contact types
Set up - Optional Events
Resource codes Event types Event templates (naming
convention) Staff codes
Set up - Optional 3C’s
3C groups (naming convention) Letter codes (naming convention) Communication context (naming convention) Communication category (naming convention) Communication 3C groups (naming convention) Communication keys (naming convention)
Set up – Optional3C’s
Checklist items (naming convention)
Checklist function item Tracking groups (naming
convention) Checklist (naming convention) Checklist 3C groups (naming
convention)
Set up - Optional 3C’s
Comment categories (naming convention)
Comment 3C groups (naming convention)
Set up - Optional Committees
Committees (naming convention)
Committee types/roles (naming convention)
Naming Conventions Setting up the 3C’s
naming convention….every item set up in the 3C’s (letter codes, categories, checklist codes, communication contexts, etc.) should start with a specific letter of the alphabet assigned to that specific area.
Communication Contexts should be set up using the entire six characters in the field.
Proven Strategies Planned Communication between & among HR/SA
Campus Community team evaluate/communicate changes that will impact
the integrated system to the HR/SA teams maintenance and business process issues
Campus Community procedures manual maintaining a person’s demographic data provide consistent data entry practices for the
integrated database to reduce duplicate records