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January 2010
Business Process Maps for PeopleSoft Enterprise Campus Solutions 9.0 Copyright 2010, Oracle and/or its affiliates. All rights reserved.
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Student Recruiter
Recruit Prospects
Admissions Coordinator
Admit Students
Student
Enroll in Classes
Faculty Advisor
Bursar
Student Recruiter
Perform General Recruiting Activities Recruit Prospective Student
Admissions Coordinator
Admit Students
Prospect
Bursar
Student Recruiter
Identify the appropriate cohort, population, and division combination to be targeted and target number Define Enrollment Targets Decide if targets should be compared to actual results Create required reports Enrollment Target Cohort Enrollment Target Population Enrollment Target Division Identify person as a recruiter Search/Match Create/Update Recruiters Add/Update a Person Create recruiter's assignment Recruiter Assignment Recruiter Assignment Messages
Define target details Enrollment Target Cohort Enrollment Target Population Enrollment Target Division
No
Admissions Coordinator
Identify information for the new target detail being created or copied Target Detail Template
Identify information about the recruiter Electronic Addresses Extracurricular Activities Languages Names Work Experience Add/Update a Person Region SetID Effdt Update
Assign appropriate recruiter and review recruiter information Checklist Summary Comment Summary Communication Summary Recruiter Summary Organization Group Summary Org Admissions Summary
Yes
Identify the cohorts for which a comparison (target vs. actual results) should be performed Calculate Enrollment Targets
Specify the appropriate targets and review actual results vs. targets Enrollment Target Summary
Admissions Coordinator
Load test score data into a suspense table External Test Score Load
Review and correct data in suspense files External Test Score Suspense
Ensure there are no duplicates and post data in database Search/Match/Post Test Scores Search/Match Test Score Candidate Data
Purge remaining suspense tables External Test Score Purge Test Score Messages Test Score Messages Purge
Capture information about prospect Test Results Academic Test Summary Add/Update a Person
Student Recruiter
Admissions Coordinator
No
Prospect found?
Student Recruiter
Identify information about a prospect Academic Interests Extracurricular Activities Honors and Awards Languages Names Publications Relations with Institutions Relationships Residency Student Groups Work Experience Education Test Results General Materials
Review summary details Prospect Summary Prospect Recruiters Summary Academic Test Summary Education Summary General Materials Summary Event Summary Org Admissions Summary Communication Summary Checklist Summary Comment Summary Organization Groups Summary
Review prospects and applicants View Prospects by Category View Prospects by Organization View Prospects by Region View Applicants by Category View Applicants by Org View Applicants by Region Cc Chklst Todos Ad
Yes
Student Recruiter
Identify Prospect from External Test
No
Recruit student? Identify information about a prospect Create/Update Prospects Academic Interests Extracurricular Activities Honors and Awards Languages Names Publications Relations with Institutions Relationships Residency Student Groups Work Experience External Education Test Results General Materials Yes
Admissions Coordinator
Delete prospect records Delete Prospect Record Prospect Delete by Batch Prospect Delete Holding Prospect Delete Process
End
Yes
Ready to delete?
No
Admit Students
No
Request Information
Decide if apply?
Yes
Prospect
Yes
Bursar
Student Recruiter
Admissions Coordinator
Admit Students
Using selfservice?
No
Request information
Yes
Prospect
Type of info?
Review schedule of classes and course catalog and choose possible classes Class Search Browse Course Catalog Course Details
Student Recruiter
Recruit Prospects
Process Admissions
Admissions Coordinator
Offer Financial Aid
Applicant
Student
Enroll in Classes
10
Student Recruiter
Recruit Prospects
Transcripts
Define parameters for TS130 data being loaded and request load Inbound EDI Agent Load Process
Ensure no TS130 duplicates exist and post data; purge files TS130 Staging Search/Match/Post Process Search/Match EDI All Message Purge Education Purge Process Education Summary
Admissions Coordinator
Test Scores
Load test score data into a suspense table External Test Score Load
Review and correct data in suspense files External Test Score Suspense
Ensure there are no duplicates and post data in database Search/Match/Post Test Scores Search/Match Test Score Candidate Data
Purge remaining suspense tables External Test Score Purge Test Score Messages Test Score Messages Purge
Create applicants or prospects from test scores Create Prospects from Test Create Applicants from Test
Capture information about prospect Add/Update a Person Test Results Academic Test Summary
11
TS189 Application
Define parameters for TS189 data being loaded and request load Inbound EDI Agent Load Applications Process
Ensure no duplicates exist and post data; purge files TS189 Staging Search/Match/Post Process Purge Process
Yes
Type? Review and edit data Transactions A/U Transactions B5 Transactions B/V - E Transactions F Transactions G/H Transactions J - N Transactions P - R Transactions T Search/Match Review loaded external test score data and resolve errors prior to posting TAC Suspense
Post data and view errors in posting Post OUAC Data Suspense Data OUAC Messages
Admissions Coordinator
Receive Transcripts and Test Scores Receive electronically? TAC Data (Tertiary Admissions Centre)
Search for existing people and post TAC data Search/Match/Post TAC
No
Create a new application for the applicant, manually, and calculate application fees Add Application
Identify information about an applicant Education Test Results Academic Interests Student Groups Relationships Relations with Institution Work Experience Extracurricular Activities Honors and Awards Publications General Materials Application Materials Electronic Addresses Names Languages Residency I-20 Form
Applicant
12
Found?
Yes
Update information on an application Add/Update a Person Maintain Applications Program Addition Action/Reason Entry
No
Admissions Coordinator
Add information on an application Add/Update a Person Maintain Applications Program Addition Action/Reason Entry No
Is info missing?
Validate all information about an applicant has been collected Education Test Results Academic Interests Student Groups Relationships Relations with Institution Work Experience Extracurricular Activities Honors and Awards Publications General Materials Application Materials Electronic Addresses Names Languages Residency I-20 Form
Review application summary details Checklist Summary Comment Summary Communication Summary Academic Test Summary Education Summary Org Admissions Summary Organization Groups Summary
Review application summary information Applicant Progression Application Summary Application Materials Summary Application Evaluation Summary General Materials Summary Academic Test Summary Education Summary Event Summary Application Recruiters
Yes
Applicant
13
Admissions Coordinator
Receive and Enter Applications
Applicant
Identify, review, and/or update personal information Personal Data Summary Names Addresses Phone Numbers Email Addresses Internet Addresses Emergency Contacts Demographic Information Languages Licenses and Certificates Memberships Work Experience Publications Extracurricular Activities Honors and Awards Publications Personal Identification Number FERPA Restrictions User Preferences Communication Preferences Holds To Do List
14
Manual, Single Application Retrieve application materials for review and review evaluation information Application Materials Extract Application Materials General Materials General Evaluations Application Evaluation
Evaluate single applicant or application manually General Evaluator Ratings Application Evaluator Ratings
Update status of application to waitlisted, admitted, denied, withdrawn, matriculated Maintain Applications Action/Reason Entry Select students for admission Maintain Applications Update application program status Application Status Update Application Program Update Mass Change Group Mass Change Definition Run Mass Change Review comments and record the reason(s) for admission Admission Comments Basis of Admission
Process Admissions
Evaluation is? Select applications to assign evaluations and assign evaluation codes Assign Evaluation Codes Mass Change Group Mass Change Definition Run Mass Change Assign Alternate Eval Codes
Admissions Coordinator
15
Calculate deposits when status is Admit - single Maintain Applications Action/Reason Entry
End Process
Capture information for "quick enrolled" students Quick Admit a Student Quick Admit Batch Apps
Yes Collecting deposits? Calculate deposits when status is Admit - group Application Fees Process Application Fee Calc Messages Review Batch Application Fees App Deposit Fees Process Review Batch Deposit Fees Mass Change Group Mass Change Definition Run Mass Change Declined Provide notification of admission and any incentives Letter Generation Run 3C Engine Follow-up with another notification or determine status Letter Generation Run 3C Engine Identify reason for not electing to attend Maintain Application Action/Reason Entry Delete? Create admissions reports Admissions Funnel Report Average Cutoff Report
Admissions Coordinator
Update status to matriculated Activate Applicants Mass Change Group Mass Change Definition Run Mass Change
Yes
Manage higher education information Student Records Higher Edu NLD Student Higher Education NLD Higher Education Inquiry NLD
Add new or alternate program to application Program Addition Alternate Program Addition Student Program/Plan
Applicant
Attending?
Yes
Action to take?
Student
Enroll in Classes
16
Admissions Coordinator
Calculate financial aid averages Avgs for Fin Aid and Records
Applicant
17
Admissions Coordinator
Admit Student
Bursar
Registrar
Student
Faculty Advisor
18
Admissions Coordinator
Admit Students
Group
Identify students to include in the process and activate students for the term Term Activation Batch Setup Term Activation Batch Process
Registrar
Individual Activate an individual student Term Activate a Student Schedule Enrollment Appointments
19
Group
Define valid appointment times Appointment Limits Table Appointment Table Student Appointment Block
Registrar
Individual Assign appointment for an individual student Student Enrollment Appointment Review and update appointments Student Enrollment Appointment
Student
Request changes
Faculty Advisor
Request changes
20
Registrar
Admissions Coordinator
Admit Students
Course Apply Manual or Automated Rules Review transcripts and external test scores and create scenarios
No
Decide if?
Test
Evaluate transfer test credit Test Credits - Automated Test Credits - Manual
Review transfer credit details Transfer Evaluation Report Transfer Credit Summary Academic Test Summary
Yes
Need Specific Agreement Other Evaluate other prior experience credit Other Credits - Manual
Update transfer credit rules Course Transfer Rules Test Transfer Rules Program/Source Equivalency Program/Test Equivalency Test Component Test Table Transfer Subject Area Transfer Review History Copy Subject Areas External Transfer Rules Report Transfer Component Report Transfer Rules by Org Report Transfer Subject by Org Report Schools By Group
Student
Faculty Advisor
21
Bursar
Yes
Schedule Enrollment Appointments Decide type of enrollment Move student from waitlist to enrollment and purge wait list if necessary Waitlist Process Waitlist Purge
No Identify class enrollment information post enrollment Enrollment Request Enrollment Request Search Enrollment Review enrollment results Enrollment Summary HECS Summary AUS Historical Course Enrollment
Registrar
Create withdrawal or cancellation for a term or session and post Term Withdrawal/Cancellation
View results of posting and, if failed, resubmit Term Withdrawal Status Term History
Mass Enroll
Identify mass enrollment criteria and process enrollment for large group of students Mass Enrollment Mass Change Definition Run Mass Change
Yes
Select classes prior to enrollment appointment My Planner Plan Courses from the Catalog Search from My Planner Plan by My Requirements Search by My Requirements
Post classes from selection Enrollment Shopping Cart My Planner Enrollment: Add Classes No
Withdraw Review class schedule, weekly schedule, and exam schedule for the term My Class Schedule My Weekly Schedule View My Exam Schedule Detailed Study List Term Links Review course offerings and class schedule Class Search Browse Course Catalog Course Details
Student
Review course catalog and courses offered Class Search Browse Course Catalog
Decide if? Add, swap or drop classes Enrollment: Add Classes Enrollment: Drop Classes Enrollment: Edit a Class Enrollment: Swap Classes Search by My Requirements
No
Yes
Select new classes My Planner Plan Courses from the Catalog Search from My Planner Plan by My Requirements Search by My Requirements Enrollment: Add Classes
Drop/Swap/Add Class
Instructor
Review class schedule My Class Schedule Review exam schedule View My Exam Schedule
22
Registrar
Assign milestone to student and assign an advisor or committee to evaluate the work Student Milestones
Track student's progress with the milestone, including date required, how many attempts are allowed, and when completed Student Milestones
Instructor
Evaluate milestone attempt, progress to date and when completed, record grade Student Milestones
Student
Faculty Advisor
23
Student
Registrar
Manage suspense tables Student List ESIS Institution Description ESIS Institution Program ESIS Institution Course ESIS Student Description ESIS Student Program ESIS Student Course ESIS Student Transfer Credits USISE Elements CIS Elements MET Elements OUAC Elements Create reports - AUS DEST Work Records - LL,OS. View DEST LL,EN,OS Work Recs View Student DEST Work Records DEST LL,EN,OS,SS,DU DEST CO,PS,CU Centrelink Name/Unit Files Centrelink Course File DEST Revisions - Add Students DEST Revisions CLS Status Enrollment Feedback SATAC AUS Enrollment Feedback QTAC AUS Enrollment Feedback VTAC AUS Enrollment Feedback UAC AUS
Manage definitions Business Unit Table Define Element Class Define Govt Element Define Report Period Define Report Type Define Forpos Code Define Quacod Code Define Qualif Code Define Seshun Code Define Spemaj Code Define County Codes Define Country Codes Define Language Codes Define School Codes External School Table Define CIS Language Code Prov Approval Codes Prov Course Funding Codes Prov Funding by Citizen Prov Major Field of Study Prov Program Codes Prov Prog Funding Codes Prov Special Initiative Code
Manage mappings Classification Mapping Table Direct Mapping Table Master Mapping Table Separate Mapping Table Country Mapping Language Mapping Province Mapping Reporting Sequence Mapping Term Group Mapping OUAC Applno Mapping
Manage academic structure tables ESIS Program Table ESIS Plan Table ESIS Course Data Academic Program Table CDN CIS Program Table CIS Plan Table CIS Subplan Table
Manage processes ESIS Institution Process ESIS Student Process USISE Report Process CIS Report Process MET Report Process OYAC OUAC Report Process Freeze Student List Archive Extract File
Manage reports Student Description Audit Student Program Audit Student Course Audit Selected Student Report
Country?
Australia
New Zealand
24
Bursar
Instructor
Teach Courses
Faculty Advisor
Registrar
Create Transcripts
Enroll in Classes
Student
25
Registrar
Faculty Advisor
Enroll in Classes
Review academic requirements My Academic Requirements My Planner Search for Classes Search in Catalog View What-If Report
Request help in plan adjustment due to difficulties experienced Help needed? Seek special permission to attend filled or restricted classes Review assigned advisors My Advisors Request advisement
Student
Seek advice on transferring to different institution
26
Registrar
Update status to indicate that student is taking leave of absence Student Program/Plan
Create Transcript
Not Eligible
Leave of Absence
Teach Courses
Faculty Advisor
Receive request for advisement on academic career, plan changes, special permissions, transfers, etc. Review information about advisee View My Advisees Degree Progress Report Unofficial Transcript View General Information Review student groups and careers Student Groups Student Career View Student Groups by Student Meet with student and identify student's goals, such as: leave of absence, change plan, continue plan
Decide if?
Student
27
Review summarized listing of the components of a requirement group Academic Requirement Groups
Information needed?
Requirement Summary
Faculty Advisor
Line Summary
Review summaries of the academic requirement lines in a specific academic requirement Academic Requirements
Review courses contained in a specific course list Academic Course Lists Define Course Lists
28
Yes
Request transcripts printed and view system messages Batch Transcript Print
Define group parameters and create request for large group of students Batch Transcript Request
No
No
Registrar
Identify who is requesting and who is receiving transcripts and create transcripts Transcript Request View transcript results and messages from processing requests Transcript Request Request Transcript Report
Yes Search for student transcript requests Transcript Request Inquiry Identify transcript parameters, output destination and printing date Transcript Request Identify parameters and request transcripts be purged Transcript Purge Purge Transcript Reports
Electronic
Student
Yes
Request transcripts printed and view system messages Batch Transcript Print
Unofficial Transcript
Define group parameters and create request for large group of students Batch Transcript Request
No
Print transcripts for single transcript request number Transcript Print Request Transcript Report
No
Faculty Advisor
Individual or Group of Students Identify transcript parameters, output destination and printing date Transcript Request Student Advisement Report Identify who is requesting and who is receiving transcripts and create transcripts Transcript Request View transcript results and messages from processing requests Transcript Request Request Transcript Report Yes Identify parameters and request transcripts be purged Transcript Purge Purge Transcript Reports
ARTS Student Program AUS ARTS Student Program Notes AUS ARTS Results AUS
29
Bursar
No
Course
Substitute one course for a required course Create Course Substitution Yes
Faculty Advisor
Conduct audit of degree progress, i.e., courses completed, outstanding requirements, and create advisement Transcript Request Degree Change Audit Grade Change Audit Request Advisement Report View Advising Report
Decide If?
Analyze More
Perform what-if analysis as needed to satisfy student's goals or identify outstanding requirements Set Up What If Data Create What-If Scenario
Yes
Type of exception?
Override
Financial impacts?
Go To: Enroll in Classes Change or Continue Plan Advise student of classes required to change or continue plan Authorize student exceptions Authorize Student Exceptions
Exceptions
Registrar
Create Transcripts
Student
Request information on degree progress View Degree Progress Report My Academic Requirements My Planner
30
Bursar
New Zealand?
Yes
Registrar
Conduct audit of degree progress, i.e., courses completed, outstanding requirements Transcript Request Request Advisement Report Create and distribute list of those eligible to graduate Graduation Report Create communication to notify potential graduates whether they are certified to graduate Letter Generation Run 3C Engine Update program action to complete and verify term, degree honors and GPA Student Program/Plan Review and update degree information, honors, plan information, rank, GPA, sub-plan Student Degrees Honors and Awards
Create Transcripts
Faculty Advisor
Student
31
Student Recruiter
Recruit Prospects
Faculty Advisor
Student
Enroll in Classes
Disburse Aid
Bursar
Determine Payment Plan Post Financial Transactions Report Taxes
Credit Manager
32
Student Recruiter
Recruit Prospects
Student
Requesting?
Institutional
Profile or Need Access Create Institutional, College Board Profile or Need Access application
Institutional Application
Identify student's and parent's expenses, assets and resources and calculate total income and assets Maintain Application 2004-2005 Maintain Application 2005-2007 Maintain Application 2007-2007
Review information about student's institutional EFC View 2004-2005 IM EFC Detail View 2005-2007 IM EFC Detail View 2007-2007 IM EFC Detail
Need Access
Import Need Access applications and manage files Load Records 2005-2007 Recycle Suspense 2005-2007 Move Suspense 2005-2007 Suspense Records 2005-2007 Load Records 2007-2007 Recycle Suspense 2007-2007 Move Suspense 2007-2007 Suspense Records 2007-2007
Type?
Review information about student's federal EFC View 2004-2005 FM EFC Detail View 2005-2007 FM EFC Detail View 2007-2007 FM EFC Detail
Profile
Import PROFILE applications and manage the files Load Records 2005-2007 Recycle Suspense 2005-2007 Move Suspense 2005-2007 Suspense Records 2005 -2007 Load Records 2007-2007 Recycle Suspense 2007-2007 Move Suspense 2007-2007 Suspense Records 2007 -2007
No
ISIR
Import ISIRs and manage the files Process ISIRs Import Federal Data Files 2005-2007 Suspense Management 2007-2007 Suspense Management 2005-2007 ISIR File Data 2007-2007 ISIR File Data Delete ISIR/NSLDS Records ISIR Suspense Detail Report ISIR Load Summary Report System Generated ISIR Report CPS Reject/Assumption Report Review CPS/NSLDS Transactions
Yes
Correct ISIR records Correct 2004-2005 ISIR records Correct 2005-2007 ISIR records Correct 2007-2007 ISIR records Manage Corrected ISIR Data View ISIR Field Audits
Review corrections and create files to return Process ISIR Corrections Process ISIR Correction Errors Enter FAFSA Signatures Modify ISIR School Recipients View 2005-2007 Outbound Files View 2005-2007 Outbound Data View 2007-2007 Outbound Files View 2007-2007 Outbound Data Create Federal Data Files
Corrections Submitted
Import Canadian applications and manage files Process Data Load View Load Results Manage Suspended Records Process Suspense Files
Identify Canadian student's and parent's expenses, assets and resources and calculate total income and assets Add Institutional Application Create/Update FT Application Create/Update PT Application
Review audit results for Canadian application View CNAS Results View Application Audit View Extension Audit
Receive Profile or Need Access application and provide info to institution Create ISIR and provide to institutions Receive corrected application
33
Request student deleted from budget worktable Maintain Budget Work Table
Group, Batch
Identify rules and determine budget item amount for each category Process Formula
Delete student from preliminary results? Identify budget categories with tuition and calculate the amount Process Tuition Move budget results to student's budget record to create budget Move Budget to Students
No
Review and/or adjust Pell budget items for a student Adjust Pell Budgets in Batch Yes Review results and manage budgets View Student Budget Summary View Batch Budget Details Maintain Term Budgets
Create or update student's term information or create records for a large number of students Manage Financial Aid Years View Financial Aid Status Process Financial Aid Years Maintain Student FA Term Create FA Term Driver Records Build FA Term in Batch FA Term Census Report
Individual, Online
Identify student and create a term budget or build automated budget Create Student Budget
Adjust?
No
Verify individual or family income summary and tax info Manage 2004-2007 Verification Manage 2007-2007 Verification Manage 2007-2007 Verification
Group
Identify students for verification Perform Batch Consolidation View Batch Consolidation
Verify information for all students that meet the selected criteria Perform Batch Verification View Verification Summary View Verification Details
Simulate Federal Estimated Family Contribution scenarios Simulate 2004-2005 FM INAS Simulate 2005-2007 FM INAS Simulate 2007-2007 FM INAS
Review data from National Student Loan Data System import and manage files Process NSLDS Files Manage NSLDS Records NSLDS FAT Load Error Report Review NSLDS Flagged Students NSLDS Alert File Report Update Aggregates with NSLDS Process NSLDS Request Review CPS/NSLDS Transactions
Produce SAP and Verification population and review status Select SAP/Verification (MC) Update SAP/Verification Status
Individual
Perform comparison of source and target info and review Perform Auto Verification
Identify external award data for students Add External Awards by Type Add External Awards to Student
Review students who reported aid from other sources View Self Reported Aid
Manage external awards data Process External Award File View Data File Stating Results Load External Awards External Award Load Summary External Award Load Detail Manage External Award Data Manage External Awards by Type Manage Student External Awards Manage Awards by Status Process SF External Award
Student
Report financial aid given by other sources Report Aid from Other Sources
34
Offer early financial aid and review early offers Offer Early Financial Aid View Early Aid by Career View Early Aid by Category
Review current and lifetime cumulative aid and aid limits View Aggregate Aid Review Lifetime Aggregate View Aggregate Program Summary Update Incoming Aggregates Assign Aggregate Source
Expire anticipated aid Expire Anticipated Aid Assess Financial Aid Need Type of financial aid? How to create packages? Group (Batch) Create formula to define students to be selected for packaging Select Students Packaging Institutional Aid? Identify and select students Select Students Insert ISIR Rows (CAN) Identify messages received as a result of process View Mass Packaging Errors View Packaging Status Summary Print Batch Process Messages Review students selected and update View Results by Students Associate packaging plans with the selected students Assign Plans Identify processing messages View Mass Packaging Errors View Packaging Status Summary Print Batch Process Messages Review plans used and students assigned to them View Results by Plan View Results by Query Create simulated mass packaging, to review and/ or live mass packaging and review results Process Mass Packaging Identify messages received as a result of process View Mass Packaging Errors View Packaging Status Summary Print Batch Process Messages Review number of students selected for each packaging plan and those packaged View Mass Packaging Summary View Mass Packaging Details Mass Packaging Summary Report Mass Packaging Detail Report Review student's financial aid eligibility and need information View Mass Packaging Summary View Mass Packaging Details Mass Packaging Summary Report Mass Packaging Detail Report Need Summary Validation Review awards that were packaged for a student View Mass Packaging Summary View Mass Packaging Details View Packaging Status Summary Mass Packaging Summary Report Mass Packaging Detail Report
Award
No
Number of Students
Review anticipated aid View Anticipated Aid Item Type View Anticipated Aid by Term
Review students selected and update - Institutional Aid View Results by Students
Associate packaging plans with the selected students Institutional Aid Assign Plans
Review plans used and students assigned to them - Institutional Aid View Results by Plan View Results by Query
Create simulated mass packaging, to review and/ or live mass packaging and review results Institutional Aid Process Mass Packaging
Identify messages received as a result of process - Institutional Aid View Mass Packaging Errors View Packaging Status Summary
Review aid activity View by Date View Award Category Summary View Term Award summary View Award Earnings summary View Work Study Approval View Campus Jobs Generate Overaward Report View Award Activity View NSLDS Loan Data Maintain User Edit Messages
Yes
Assign departmental awards Assign Departmental Awards Students Not Packaged No No Judgment?
Individual (Manually)
Departmental Awards?
Review students who did not receive an award package in the mass packaging View Mass Packaging Errors
Repackage Review aid awards and override decision with professional judgment Invoke Professional Judgment
Review students selected for repackaging and update View Selected Students
Restricted Aid
Yes
Review repackaging plans and students assigned to them View Assigned Plans View Students by Plan
Review processing results View Batch Repackaging Summary View Batch Repackaging Details View Batch Repackaging Errors
35
Student
Review information about financial aid awards View Financial Aid Pending Financial Aid
Self-Service
Post self-service awards for financial aid recipient Post Self Service Awards
Review self-service awarding activity details View Batch Summary View Self Service Activity View Self Service Status
Group Letters
Review settings for the Forms Engine Award Notification Defaults Award Notification One-Up
Process Loans
How to notify?
Accept, cancel, or decline awards per student's instructions Perform Mass Action
Identify the students for the award notification letter Select Award Letter Data View Mass Change Selection
Identify the information to be included in the FAN letter Select Award Letter Data
36
No
No
Review loan information View CRC Loan Status Codes View CRC Loan Participants View CL 4 Lenders View CL 4 Loan Servicers CRC Certification Request
Identify students who accepted and determine eligibility and calculate loan amounts, disbursement, etc. Maintain Originated Loans
Check loan origination records for errors Validate CL 4 Loans Validate CRC Loans
Yes
Verify loan status or change existing status to prepare loan for outbound transmission Maintain Originated Loans Override Loan Status
Create the loan application data files in CRC or CL 4 format and transmit to loan servicers Process CRC Outbound Records Process CL 4 Outbound Records Outbound EC Agent Rename Outbound Files
Review loans on hold and correct errors, release hold and resubmit Loans on Hold Report Review Hold/Release Errors Process Hold and Release Review Exception Messages
CommonLine Loans
Need promissory note info? Determine loan destination, process level, and MPN status from the submitted promissory note Enter Stafford Prom Notes Enter PLUS Prom Notes Enter ALT Prom Notes Maintain Student MPN Usage View CL4 Stafford Prom Notes View CL4 PLUS/Alt Prom Notes Review information for outbound origination files Pending Response Report Review CL4 File Transactions CRC Document Management CRC Award Management Receive inbound loan applications from loan servicers Inbound CRC XML Files Process CRC Inbound Files Inbound EC Agent Process CL 4 Inbound Files Business Document Summary Business Document Errors Review processed loans received from loan servicers Maintain Originated Loans Review CL 4 File Transactions CRC Document Management CRC Award Management
Yes Review reconciliation reports CL4 EFT Discrepancy Reports CRC EFT Discrepancy Reports CL4 Check Reconciliation Rpt CL4 Certification Request Rpt CRC EFT Reconciliation Report Rejected Application Report
Yes
Yes
No
Award Includes?
No
Originate the Stafford or PLUS loans that have been accepted and review results Manage Direct Loan Application View Loan Processing Actions
Manage Common Origination and Disbursement (COD) files for direct loans Generate Direct Loan Data View COD Data
Yes
Override applicant information on the application Override Loan Application Data Override Processing Status
Direct Lending
Review promissory note info? No Yes Review promissory note information View Promissory Note Actions Review Promissory Note Actions
Create direct loan promissory note communication Create PNote Communication Print Promissory Note View Promissory Note Create Signatures in Batch Print Perkins MPN
Create data for the loan manifest once note is signed and print Generate Direct Loan Manifest Review Manifest Batches Print Manifest Report - PLUS Print Manifest Report-Stafford
Create the loan application and transmit to loan origination center Generate Direct Loan Data Outbound EC Agent Rename Outbound Files
Receive inbound loan applications Generate Phase-In Data Import Phase-In Data
Manage Common Origination and Disbursement (COD) files for incoming files Import COD Response Data View COD Data
No
Review?
Yes
Record cash receipts, drawdowns and return of excess cash Manage DL Cash Transactions
Create Direct Loan School Account Statement report Generate DLSAS Report
Reconcile institutional records with Loan Origination Center's records Manage DL Cash Transactions
Review processed direct loan information Origination Export 2003-2004 Origination Import 2003-2004 Prom Note Import 2003-2004 PLUS Credit Import 2003-2004 Change Export 2003-2004 Change Import 2003-2004 Disbursement Export 2003-2004 Disbursement Import 2003-2004 DLSAS Import 2004-2005 DLSAS Import 2005-2007 DLSAS Import 2007-2007 View Originated Loans View Loan Application Status View Origination Export View Origination Import View Promissory Note Import View PLUS Credit Import View Change Export View Change Import View Disbursement Export View Disbursement Import View Origination Export View Origination Import View Promissory Note Import View PLUS Credit Import View Change Export View Change Import View Disbursement Export View Disbursement Import View Origination Export View Origination Import View Promissory Note Import View PLUS Credit Import View Change Export View Change Import View Disbursement Export View Disbursement Import View Disbursement Status View Award Disbursements
No
Disburse Aid
Create reconciliation reports Validation Errors Report Loans on Hold Report Origination Export Report Accepted Originations Report Origination Auth Report Disbursement Exception Summary Rejected Originations Report Inbound Errors Report PLUS Credit Decisions Report Origination Changes Report Change Pending Status Report Rejected Changes Report Disbursement Status Report Disbursement Errors Report Booking Status Report Disbursement Booking Report Generate Reconciliation Report
37
Pell Grants Return Title IV Funds? Originate the Pell payment Originate Pell Payment Manage Pell grant data Generate Pell Phase-In Data Import Pell Phase-In Data Create Pell Data Request Review Pell Outbound Batches View Pell Phase-In Outbound View Pell Phase-In Inbound View Pell Data Request Create Pell origination reports Transaction Status Origination Import and Export Origination Status Originations by Batch Records With No Origination Originations by Action Code Rejected Origination by Batch Origination Acknowledgement Yes Identify funds for return Define Rules for Return Create Worksheet
Review and analyze information Track PW Disbursement Track TIV Funds Return Review Summary of TIV Return Return of TIV Aid Report
No Create FISAP reports FISAP Report 2002-2003 FISAP Report 2003-2004 FISAP Report 2004-2007 FISAP Report 2007-2007 FISAP Report 2007-2007 FISAP Report 2007-2008
Review application information history Institutional Detail 2000-2001 Institutional Detail 2001-2002 Institutional Detail 2002-2003 Institutional Detail 2003-2004 View Prior Year(s) Application View 2001-2002 Application View 2001-2002 Application View 2002-2003 Application View 2003-2004 Application View Prior Year Verification View 2001 Verification Data View 2002 Verification Data View 2003 Verification Data View 2004 Verification Data
Manage Common Origination and Disbursement (COD) files for Pell Generate Pell Data View COD Data
Manage Common Origination and Disbursement (COD) files for incoming files Import COD Response Data View COD Data
Yes
Manage funds Fiscal Aggregate Summary Fund Roster FA801 Award Data by Item Type
Review history?
Create Pell year-to-date reports YTD Originations YTD Originations Errors YTD Disbursements YTD Disbursement Errors Review YTD Records Create Pell disbursement reports Disbursement Records Disbursements by Batch Rejected Disbursement by Batch Disbursements by Status Disbursement Acknowledgment Disbursements by Action Code
Review Direct Loan 2000-2001 information history View Origination Export View Origination Import View Promissory Note Import View PLUS Credit Import View Change Export View Change Import View Disbursement Export View Disbursement Import
Review Federal ISIR information history Pre-2000-2001 ISIR History View 2000-2001 ISIRs View 2001-2002 ISIRs View 2002-2003 ISIRs View 2003-2004 ISIRs Federal Detail 2000-2001 Federal Detail 2001-2002 Federal Detail 2002-2003 Federal Detail 2003-2004 Disburse Aid Review Direct Loan 2002-2003 information history View Origination Export View Origination Import View Promissory Note Import View PLUS Credit Import View Change Export View Change Import View Disbursement Export View Disbursement Import
Review?
Create Pell multiple reporting reports MRR by Batch MRR by Status MRR Report Review MRR
Create Pell cash management reports Cash Management Reconciliation Report Cash Summary Review Statement of Account Review Reconciliation Print Grant ESOA
Review Direct Loan 2001-2002 information history View Origination Export View Origination Import View Promissory Note Import View PLUS Credit Import View Change Export View Change Import View Disbursement Export View Disbursement Import
Review Direct Loan 2003-2004 information history Origination Export 2003-2004 Origination Import 2003-2004 Promissory Note Import 2003-2004 PLUS Credit Import 2003-2004 Change Export 2003-2004 Change Import 2003-2004 Disbursement Export 2003-2004 Disbursement Import 2003-2004
Review history View Archived Direct Loan Data View Archived Application Data View Originated Loans
38
Managing work study requires integration between the institutions payroll department and the financial aid office. Compensated wages are tracked by payroll and can be viewed within Financial Aid.
Identify work-study job information for approved student and verify student has a posted work study award View Work Study Approval
39
No
Individual Online
Override needed?
Process Loans
Yes
Authorize and disburse aid with overrides Disburse Aid with Override
Yes
Review disbursement activities for particular disbursement action and status View Loan Status Reports
No
Disburse awards?
40
Disburse Aid
Review and update student SAP details Maintain Student SAP Data
41
Student
Enroll in Classes
Inquiry needed?
Yes
No
End
Yes
Identify a student's optional fees Assign Optional Fees Override Optional Fees Student Calculate tuition for a student Tuition Calculation Review Calculation Messages Equation Variables Review fees after calculation Review Fees After Calculation Review Fees Prior to Posting
Optional fees to calculate? Lock in tuition amount to set the minimum amount of tuition or fees Lock in Tuition Amount Process Tuition Lock In
No
Yes
Tuition calculated for? Yes Group, Batch Calculate tuition for multiple students Calculate Tuition View Fee Calculation Messages Calculate Terms in Residency Review fees after calculation Review Fees After Calculation Review account history or account summaries View Customer Accounts View Corporate Accounts View Account Summary Create tuition and fees reports, as needed Fees After Calculation Report Fees Prior to Posting Report Tuition Calc Error Report
Bursar
No
Review?
Yes
No Perform Australian loan processing? Yes Manage HELP, PELS, and HEC loans Maintain FEE-HELP Loan Maintain OS HELP Loan Process Loan Determination Process FEE HELP Determination Review HECS Results Process HECS Reconciliation Commonwealth Assistance Notice
No Cancel or receive notification of enrollment cancellation Cancel Enrollment Review Enrollment Cancellation Review Cancellation Messages Report Cancellation Identify group of students with cancelled enrollment and calculate tuition Calculate After Cancellation
42
No
Student
Receive bill Is inquiry needed? No Ready to pay? Yes Pay bill online Make a Payment
Yes No
Calculate Tuition and Fees Review students account details View Item Due View Item Line View Item Create billing entries, invoice, and/or print an invoice for students Generate Invoice Print Invoice Produce Extract File Print Invoice Crystal
Identify items in dispute and/ or remove item from dispute status Change Item Line Change Corporate Item Line
Yes
Adjust charges by removing item in dispute from account Reverse Charge Reverse Corporate Charge
Individual Student
Create an individual bill for all or some of a student's charges, instantly Identify Student Charges
Type of customer?
Group of Students
Define parameters for how to identify and bill students Create Billing Request
Review account or invoice history or review invoices printed Review Invoice Student Invoice Summary Cancel invoice?
No
Bursar
Organizations Define parameters for how to identify and bill corporations Create Billing Request
Create billing entries, invoice and/or print an invoice for corporate accounts Generate Invoice Print Invoice Produce Extract File Print Invoice Crystal
Review account or invoice history or review invoices printed Review Invoice Review Printed Invoice
Review organizations account details View Corporate Item Due View Corporate Item Line View Corporate Item
Yes
End
OLA or VERWINFO
The student signs and returns the OLA forms to the bank to notify bank of OLA details and payments to be deducted from bank account assigned Institution process form by assigning students to payment plan
The bank processes the OLA forms, produces the VERWINFO, and sends the VERWINFO to the institution
Netherlands
43
Student
Payment Plan
Review payment plan records Review Results by Contract Inquire Contract Assignments
Bursar
Link student to third-party contract and post payment schedule to account Assign Third Party Contract report
Deferral Contract
Link student to deferral contract and post payment schedule to account Assign Deferral Contract
44
Student
Student Payment
Accept student payments and post payment to student's account Post Student Payments
Assign Waivers
Assign waivers to apply restricted credits to terms other than the current term Assign Student Permissions
Review summary of items by invoice and update invoice ID View Items by Invoice Update Payment Invoice ID View Corp Items by Invoice Update Corp Payment Invoice Review payments and cashiering receipts Review Student Payments Review Corporate Payments Review Department Receipts Review Check Cashing Review Corporate Receipts Review Student Receipts Review Receipt Details
Corporate Payment Open cashier's office and register Open Offices Payment types received? Electronic Check
Post corporate payment to corporation's account Post Corporate Payments Cashiering services provided? Process electric check Process Electronic Check
Department Receipts
Collect departmental receipts and create General Ledger interface to move the funds into the department account Collect Department Receipts Approve Department Receipts Review?
Cash Checks
Cashier
Credit Cards
Process credit card transactions Process Credit Cards Review Transaction Log Review Pending Transactions Maintain ePayment Transactions
Void Receipts
Review balances by business day Review Receipts By Date Review Receipt Tender Flow Review Totals by Deposit ID Review Tender By Cashier Review Tender By Register Receipts By Business Date Receipts By Number Summary Receipts By Deposit ID Summary
Payroll Deduction
Set up payroll deductions and collect payments from payroll Identify SA Deduction Codes Create Deduction Relationship Process SA Payroll Deduction Create Deduction Transactions Review Deduction Transactions
Replenish Cash
Interim Deposit
Process interim bank deposit without having to close registers or the cashiering office Make Interim Deposits Interim Deposit Detail
Bursar
45
From: "Teach Courses" Receive notification that student dropped a class or withdrew from term
No Review refund processing messages Review Batch Refunds Review Batch Messages Report Batch Refunds Report Batch Messages Receive notification to approve refunds Process Refund Approval Refund Approval Message Agent Review and approve refunds Verify Student Approvals Verify Corporate Approvals Approve Student Approve Corporate
Review processing messages Review Refund Messages Batch ePayment Refund Details
Batch
Approval required?
Yes
Distribution method? Identify students requiring refunds through payroll Create Student Job Data Request payroll interface Request Student Job Data Request Payroll Interface
Payroll
Student
From: "Disburse Aid" Receive notification that student requires Financial Aid refund
Create an interface for online student refund Produce Student Refund Check
Calculate refund and post to account Student Refund Refund With Extra Amount Designate Sponsor Sponsor Refund Designate Corporate Sponsor Corporate Sponsor Refund Corporate Refund
Check
Confirm refund and update with check information Request Refund Update
No
Direct Deposit
The payroll method involves creating and distributing refunds using PeopleSoft Payroll for North America
Corporate
Create refund and post to corporate Corporate Refund Approval required? Yes Approve refund
Create electronic transmittal file to transfer refund directly to students bank account Create Direct Deposit File
Online Refund via Payroll or Payables? Receive Payments and Provide Cashiering Services
Type of refund? Refund w/ Extra Amount Create refund for amount greater than the refundable balance Refund With Extra Amount
Reverse refunds to students or corporations Student Refunds by ID Student Refunds by Date Corporate Refunds by ID Corporate Refunds by Date
Cancel Create refund to be issued to someone other than the student Designate Sponsor Designate Corporate Sponsor Sponsor Refund Corporate Sponsor Refund No Review refund processing messages Review Batch Refunds Review Batch Messages Report Batch Refunds Report Batch Messages Receive notification to approve refunds Process Refund Approval Refund Approval Message Agent Review and approve refunds Verify Student Approvals Verify Corporate Approvals Approve Student Approve Corporate Create AP Interface info and provide to Accounts Payable to issue refund payment Review Student Vendors Review Corporate Vendors Review Voucher Data Create Vendors and Vouchers Student Vendor IDs Calculate refund and post to account Student Refund Refund With Extra Amount Designate Sponsor Sponsor Refund Designate Corporate Sponsor Corporate Sponsor Refund Corporate Refund
Refund, Other
Bursar
The accounts payable method involves creating and distributing refunds through an interface with PeopleSoft Payables
Confirm refund and update with check information Request Refund Update
Review Info
Batch
Approval required?
Yes
Accounts Payables
Create electronic transmittal file to transfer refund directly to students bank account Create Direct Deposit File
Review refund details Review Student by ID Review Student by Date Review Sponsor Refunds by ID Review Sponsor Refunds by Date Review Corporate Refunds by ID View Corporate Refunds by Date Review Corporate Sponsor by ID View Corporate Sponsor by Date Refunds by Date Completed Refunds by Date Open Refunds Individual Refunds Corporation Refunds
Create an interface for online student refund Produce Student Refund Check
No Distribute refund to third party processor Process ePayment Refunds Review processing messages Review Refund Messages Batch ePayment Refund Details
Corporate
Approval required?
Yes
Approve refund
Online
Type of refund? Refund w/ Extra Amount Create refund for amount greater than the refundable balance Refund With Extra Amount
Refund, Other
Create refund to be issued to someone other than the student Designate Sponsor Designate Corporate Sponsor Sponsor Refund Corporate Sponsor Refund
46
Payment
Reverse individual's or corporate account payment Reverse Payment Reverse Corporate Payment
Need to?
Type of transaction to reverse? Reverse individual's or corporate account charge Reverse Charge Reverse Corporate Charge Reverse Groups Create accounting entries for financial transactions Generate Accounting Entries Go To: "Record Transactions" to post to the General Ledger
Single Transaction
Record a single transaction for a student or a corporation Post Student Transaction Post Corporation Transaction
Bursar
Review posted financial transactions Review Accounting Lines Review group processing information and create posting reports Group Post - Suspended Group Summary Daily Activity Daily Posting Group Detail Account Audit Statement Report
Group of Transactions
Create group of payments or charges for students or corporations Create Group Data Entries Create Group Corp Data Entries
Review and revise transactions Review Transactions Correct Transactions Correct Corporate Transactions
Request group posting and identify approvals for posting Post Transactions
Reverse interface?
No
Create trial balance reports By Account By Student By Student Item By Corporate Account By Corporation By Corporate Item
Report Taxes
Receive transaction information from external sources; review and update, as needed External Files Review Suspended Transactions
Yes
Consolidate the transactions into one posting group Purge Posting Table
Credit Manager
47
Apply Payment
Reverse write-off?
Yes
Review write-off information and reverse it Reverse Student Write-Off Reverse Corporate Write-Off
Hold
Customer
Create worklist for collectors Assign Customers to Worklist Put Customers in Collection
Update collection letter information and create letters Dunning Letter Content Generate Dunning Letters Letter Generation
Review the history of the collection customer, contact the customer and/or record contact activity View Customer Collection Data View Customer Collector Queue
Later
Create collection agreement, create payment schedule and post to the account Collection Agreement Customer type?
Customer
Review customer in collection status and create worklist Customers in Collection Customer Collection Worklist Customer Collection CI
Review credit history Process Credit History Review Credit History One Customer Report All Customer Report Customer Report by Account How to deal with the Account?
Dispute
Identify items in dispute and/ or remove item from dispute status Change Item Line Change Corporate Item Line
Yes
Adjust charges by removing item in dispute from customer/corp account Reverse Charge Reverse Corporate Charge
Credit Manager
Customer type? Update collection letter information and create letters Dunning Letter Content Corporate Dunning Letter Letter Generation Initiate customer contact for the corporate account Begin Corporate Collection Update Corporate Collection Review the history of the collection customer, contact the customer and/or record contact activity View Corporate Collection Data View Corporate Collector Queue
Collect funds now or later? Create worklist for collectors Put Corporations in Collection Assign Corporation to Worklist
Cancel
Identify classes, session, or term enrollments to be canceled due to nonpayment of fees Enrollment Deposits Cancel Enrollment
Corporation
Now
Corporation
Review corporation in collection status and create worklist Corporations in Collection Corporate Collection Worklist Corporate Collection CI
Review corporate credit history Process Credit History Review Corp Credit History One Corporation Report All Corporation Report Corporate Account Report
Create trial balance reports By Account By Student By Student Item By Corporate Account By Corporation By Corporate Item
Write-off
Identify a customers whose accounts are write-offs Post Student Write-off Post Corporate Write-off
Post and review late fees Late Fees Processing Late Fees Processing-Billing Review Student Late Fees Review Late Fees-Billing Review Late Fee Messages Review Corp Late Fees Review Corp Late Fees-Bill Review Corp Late Fee Messages Late Fees Report
Bursar
48
1098-T
Create 1098-T data for reporting tuition and expenses for student Generate 1098-T
Print 1098-T form and create electronic transmission file 1098-T Form Print
T4A
Create data related to scholarship income to produce T4A slips Generate T4A
Review and validate T4A student income balances Review T4A Data
Create job data to prepare for tax processing Create Student Job Data
Type of tax?
T2202A
Create T2202A data to report tuition and offsets of tuition for students Generate T2202A
Bursar
Create receipts Generate Donation Receipts Generate Tax Receipts
Receipts
Reports
Create tax reports Batch Message Inq/Print 1098-T Audit Report 1098-T Form Print GST Tax Summary Report Individual GST Tax Detail Organization GST Tax Detail
49
Admissions Coordinator
Admit Students
Student
Enroll in Classes
Bursar
Housing Officer
Assign Housing
Librarian
Manage Knowledge
Manage SEVIS
50
Student
Enroll in Classes
Bursar
Person
Search for existing name and address for person or student; add or update, if found Search/Match Address Search Add/Update a Person Search/Match Address Search Add/Update a Person
Add or update biographical data for a person Addresses Electronic Addresses Seasonal Addresses Phones Ethnicity Languages Religious Preferences Decedent Data FERPA FERPA Quick Entry Review FERPA Display Relationships Relations with Institution Person-to-Person Summary Names Emergency Contacts Work Experience Communication Preferences Student Data AUS Apply Seasonal Addresses Update Linked Addresses
Record immunizations, health history and exam results for a person Accommodation Data Immunizations and Health Impairment AUS Audiometric Exam Eye Exam Physical Exam Respiratory Exam
Record identification information about a person Citizenship and Passport Visa Permit Data Driver's License Data External System ID Residency Data Photo PIN
Record accomplishments, athletic participation and activities for a person Honors and Awards Licenses and Certificates Memberships Publications Athletic Participation Extracurricular Activities
Manage ID of a person ID Change ID Delete ID Change/Delete Process Log ID Delete Control Update ID Type
Person or student?
Student
Add or update biographical data for a student Addresses Electronic Addresses Seasonal Addresses Phones Ethnicity Languages Religious Preference Decedent Data Student Data AUS CHESSN Data FERPA FERPA Quick Entry Review FERPA Display Relationships Work Experience Relations with Institution Person-to-Person Summary Names Emergency Contacts Apply Seasonal Addresses Update Linked Addresses
Manage the National Student Index Request NSN Extract NSI Data Load NSI Data Post NSI Data Purge NSI Suspense Table NSI Change Notification NSI Suspense NSI Additional Data
Record immunizations, health history and exam results for a student Accommodation Data Immunizations and Health Impairment AUS Audiometric Exam Eye Exam Physical Exam Respiratory Exam
NZL Record identification information about a student Citizenship and Passport Visa Permit Data Driver's License Data External System ID PIN Photo Residency Data Record accomplishments, athletic participation and activities for a student Honors and Awards Licenses and Certificates Memberships Publications Athletic Participation Extracurricular Activities
NZL or NLD?
No
End
NLD
51
Admissions Coordinator
Admit Students
Student
Enroll in Classes
Bursar
Manage I-20 forms I-20 Form View I-20 Form Process F/M alerts and exceptions Process SEVIS Alerts - F/M Select Alerts to Report - F/M Export SEVIS Events - F/M Full Course Exceptions External Full Course Exception Full Course Exception Load Manage DS-2019 forms DS-2019 Form
Determine?
Process J alerts Process SEVIS Alerts - J Select Alerts to Report - J Export SEVIS Events - J Import and maintain SEVIS Import Process Import Results SEVIS ID Maintenance SEVIS Master
Review SEVIS Information Passport/Visa Expiration Citizenship/Country/Visa Audit Employment Authorizations View SEVIS Events History SEVIS External System Export
Update personal information Add/Update a Person Citizenship/Passport Data Driver's License Data Visa/Permit Data Search/Match Dependent Search
52
Admit Students
Student
Enroll in Classes
Bursar
Manage person checklists Checklist Management Person Item Update - by Item Item Update - by Person Person Checklist Detail Person Checklist Summary Person Tracking Inquiry Person Tracking Summary
Checklists
Set up Checklists Checklist Item Functions Table Checklist 3C Groups Checklist Table Checklist Item Table Tracking Group Table
Manage organization checklists Checklist Management - Org Org Checklist Detail Org Checklist Summary Org Tracking Inquiry Org Tracking Summary
Process checklists Item Update Automated Update Checklist Item-by Item Mass Change Group Mass Change Definition Run Mass Change Mass Change Results
Run 3C Engine 3C Engine Trigger Results Event Definition Event 3C Groups Run 3C Engine Trigger Definition Trigger Prompt Table
Determine?
Communications
Define communications Communication 3C Groups Communication Category Table Communication Context Table Communication Speed Key Table Standard Letter Table CS
Manage person communications Communication Management Communication Summary Communication Detail Communication Letter Data Make mass changes Mass Change Definition Mass Change Group Run Mass Change Mass Change Results
Manage organization communications Communication - Organization Org Communication Summary Org Communication Detail Org Communication Letter Data
Create letters and emails for communications Letter Generation Communication Generation 3C Engine Trigger Results Run 3C Engine
Comments
Review comments information Organization Comment Detail Organization Comment Summary Person Comment Detail Person Comment Summary
53
Admissions Coordinator
Admit Students
Student
Enroll in Classes
Bursar
Person
Manage service indicators for a person Mass Assign Mass Release Manage Service Indicators Audit Service Indicators
Manage service indicators for an organization Manage Service Indicator Org Audit Service Indicators Org Mass Assign Mass Release
Student
Manage service indicators for a student Manage Service Indicators Audit Service Indicator Mass Assign Mass Release
54
Admissions Coordinator
Admit Students
Student
Enroll in Classes
Bursar
No
Define organization data Contact Type Table EPS Market Code Table EPS Zip to Market Code Ext Org Code Type Table External Subject Table External Term Organization ID Delete Control Organization Group Table
Organization
Load?
Create/maintain organizations ATP Messages ATP Suspense EPS Messages EPS Suspense Organization Affiliation Organization Contacts Organization Departments External Organization Codes Organization Locations Search for Organization Organization Table Organization TS130 Setup School Course Classification School Subject Maintenance Change Organization ID Delete Organization ID Contact Type Preferred Organization School Data External System ID
Review organizations Organization Contacts Summary Organization Dept. Summary Organization Groups Summary Organization Location Summary
Student
55
Admissions Coordinator
Admit Students
Student
Enroll in Class
Bursar
Define event tables Event Template Event Type Table Resource Code Table Staff Code Table
Review event information Campus Meeting Details Event Summary Person Event Summary
56
Registrar
Teach Courses
Instructor
57
Registrar
58
Identify course details, equivalencies, and assignments Course Catalog Course Equivalencies Define Course Assignments
Define enrollment requirements Enrollment Requirement Groups Enrollment Requirements Enrollment Course Lists
Review catalog and course enrollment details Catalog Summary Enrollment Requisite Summary Enrollment Requirement Summary Course List Summary
Registrar
59
Yes
Copy schedule from prior term Copy Prior Terms Schedule Copy/Update Workload Process
No
Registrar
No Identify schedule for class Schedule New Course Manage schedule of classes data Maintain Schedule of Classes
Update the schedule of classes with course catalog changes Course Roll
Identify dynamic dates, class permissions, and combined sections Class Section Dynamic Dates Generate Dynamic Class Dates Dynamic Class Dates Table Class Permissions Generate Add Permissions Combined Sections Table Identify Combined Sections
Locate a facility for the class Search For a Facility Class Facility Usage Class Event Table
Identify the exam schedule for each class Exam Code Table Exam Code Table Report Generate Exam Schedule
Yes
Bursar
Associate fees with classes Fee Classes Class Fees Class Fees Modal Course Fees Course Fees Modal Class/Course Fees Rollover
60
Instructor
Registrar
Identify instructors for each course Instructor/Advisor Table Instructor/Advisor Report Instructor/Advisor Role Table
Track instructor's workload and schedule Instructor Term Workload Copy /Update Workload Process Instructor Schedule
Identify any necessary changes Adjust Class Associations Update Sections of a Class
61
Registrar
Teach Courses
Instructor
62
Faculty Advisor
Identify new or drop-in advisees and review advisee information View Advisees' Information
Review prior course catalog, requisite groups, and equivalency groups for courses
Teach Courses
Instructor
Determine course requirements, course offerings and enrollment requirements for new instructional period
Identify entity group type and items Define an Entity Group No Identify details for the requirement Define Academic Requirements Define Requirement Usages Define Requirement Groups Cum. Grade Point Average
Review academic requirement information, if needed Academic Requirement Groups Define Academic Requirements Academic Course Lists Academic Requirements
Create requirement reports Define Report Identifier Database Tables Academic Requirement Academic Requirement Group Reverse Engineering Miscellaneous Reports
Action to take?
Registrar
Research other Institution's Programs Identify condition specifications Define Dynamic Condition Define Condition Processes Assess Budget Allocations and Constraints
Can groups share Courses? Yes Identify set of requirement groups that can share courses Define Course Share Sets Identify institution, career, program, plan, and sub plan Academic Requirement Groups
63
Registrar
Instruct Courses
Evaluate Work
Instructor
Track Attendance
Faculty Advisor
64
Registrar
Instructor
Create assignments and due dates Gradebook Gradebook Class Grades Gradebook Class Activity
Evaluate Work
Track Attendance
Student
Enroll in Classes
Attend classes
Perform work
65
Veterans Report
Registrar
Create consolidated statistics Process Consolidate Statistics Define Statistics Type Define Statistics Period Special Stats Calc Routine
Review consolidated academic statistics Student Consolidated Stats Mass Consolidated Statistics
Create?
NSLC Report
Create extract file for OLAP database to do manipulations for institutional research Build SR Cube
Instructor
Instruct Courses
66
For Class
Registrar
Create attendance rosters for multiple classes in a term Generate Attendance Roster
For Student ID
Instructor
Instruct Courses
Monitor class attendance using desired criteria Attendance Roster By Class Class Attendance By Template Attendance Roster By Student
Evaluate Work
Student
Attend classes
67
Registrar
Create mid-term grade roster by subject, class or organization Create Grade Rosters
Print roster?
Yes
Create report that identifies students with deficient midterm grades Mid-Term Deficiency Report
Create an individual letter informing each student about deficient grades Letter Generation Run 3C Engine
No
Instructor
Student
68
Registrar
Create end of term grade roster by subject, class or organization Create Grade Rosters
Print roster?
Yes
Review results of the grade lapse report to determine incompletes Student Incomplete
Perform grade review process and create grade reports Grade Review Student Grade Report
Create a final grade letter for students and notification of grade lapse or incompletes Grade Post Grade Lapse Student Incomplete Letter Generation Run 3C Engine
No
Identify final grades Grade Roster Evaluate Work Identify final grades, selfservice Gradebook
Instructor
Student
69
Enrollment Summary
Review statistics for all terms that a student has been active Student Term Search Update student's GPA or unit changes as a result of repeating a class Repeat Checking Review grades for a student within a term or consolidate academic statistics for groups Student Grades Request process to update honors, awards and academic standing Acad Standing/Honors & Awards Identify academic honors and awards Honors and Awards Calculate academic standing Term History Identify any service restrictions Service Indicators Evaluate Academic Programs
Registrar
Status
Review a student's academic status, term statistics, external study programs, and demographic data Student Consolidated Stats
Faculty Advisor
70
Prospect Manager
Cultivate Constituents
Development Officer
Fundraising Manager
71
Prospect Manager
Identify Constituents
Development Officer
72
Peron
Add or update information about a person Add/Update a Person Update Constituent Attributes
Add Alumni constituent types to graduates, if needed Graduates to Alumni Constituent Types
Search for existing records for constituent Search/Match Search for Organization
Need to add?
Organization
Prospect Manager
Group of Constituents Identify members of workset and those to be joined Manage Worksets Join Worksets
73
Two People
Identify relationship between two organizations Org to Org Relationships Gather Constituent Information
Prospect Manager
Identify Constituents
Relationship type? From Organization to Person Identify relationship from an organization to a person Org to Person Relationships
Employee List
Review person's relationships with other people and organizations Relationship Summary
Review org's relationships with other people and organizations Relationship Summary
74
Identify personal attributes Names Photo Religious Preference Decedent Data External System ID
Identify communication preferences, manage service indicators and review FERPA Communication Management Manage Service Indicators FERPA Display
Person or Org? Yes Identify organization's participation Involvement External System ID Organization Financial Info Identify organization's communication Organization Communication Org Communication Summary Identify organization's service indicators Manage Service Indicators Org Identify organization's matching gift rules Matching Rules View Matching Rules Update info for large groups of records? Yes
Prospect Manager
Organization/ Group of Orgs
Update or review information for a group of constituents Person Profile - Workset Giving Profile - Workset Service Indicators - Workset Class Year - Workset Involvement - Workset Work Experience - Workset Academic Information Involvement Summary Constituent Type Summary Organization Profile Organization Financial Info Employee List Volunteer History Involvement Summary
No
Update or review relationships for a group of constituents Constituent Types - Workset Relationship Summary - Workset Org Relationship summary -WS
Yes
No
Development Officer
Create biographic profiles Bio-Bit Report - Person Bio-Bit Report - Organization Bio-Bit Report - Workset
75
Review person's communication Communication Summary Communication Detail Communication Letter Data Review constituent's participation Involvement Summary Membership History Volunteer History Person Event Summary Audience History Review person's information Giving Profile Membership Benefit History Manage Service Indicators View Names View Phones View Electronic Addresses Rate type of prospects? Review information about organizations Organization Profile Relationship Summary Employee List Giving Profile - Org Involvement Summary Membership History Audience History Membership Benefit History Manage Service Indicators Org View Matching Rules Organization Foundation Info Review Organization Foundation Foundation Summary Create ratings used to qualify organization prospects Ratings - Org Rating Summary - Org Determine giving capacity of a prospect or group Rating Summary - Workset Rating Summary - Org
Identify assets owned by a prospect or group Person Personal Assets Personal Assets - Workset
Identify giving interests for prospect or group Giving Profile Giving Profile - Workset
Prospect Manager
Determine giving capacity of a prospect or group Personal Asset Summary Personal Asset Summ - Workset Rating Summary - Workset Rating Summary
Person
Org
Development Officer
Review constituent information Person Profile Involvement Summary Membership History Audience History Event History Volunteer History Relationship Summary Communication Summary Comment Summary Checklist Summary
Review prospect information Strategy Summary Clearance Summary Personal Assets Ratings Summary Philanthropic Interests Donor Appreciation Summary Planned Giving Profile Action Summary Contact Report Summary Prospect Assignments
Review organization constituent information Organization Profile Relationship Summary Involvement Summary Membership History Employee List Audience History Communication Summary Comment Summary Checklist Summary
Review organization prospect information Strategy Summary Action Summary Contact Report Summary Clearance Summary Ratings Summary Philanthropic Interests Donor Appreciation Summary Prospect Assignments
76
Manage Contributor Relations: Create Contact Reports Staff Roster Review contributor relations staff by institution View Staff Roster
Multiple Prospects
Assign multiple prospects to staff member, unit or volunteer Mass Staff Assignments Mass Unit Assignments Mass Volunteer Assignments Mass Assign Staff Workset Mass Assign Unit Workset Mass Assign Volunteers - WS
Assignments by Role
Specify criteria to list resources assigned to prospects for a particular role and create report Role Assignments
Individual
Review summary of the prospect's strategies and actions linked to overall strategy Strategy Summary-Person
Prospect Manager
Group or individual?
Individual Prospect
Assign individual prospect or group Assign Prospect Resources Assign Resources - Workset
Resources Assigned
Review resources assigned to prospect for cultivation Prospect Assignments Prospect Assignments - Workset Prospect Assignments - Org
Group of Constituents
Organization Prospect
Assign organization prospect to staff member, unit, or volunteer Assign Prospect Resources Org
Org
Development Officer
77
Prospect Manager
Cultivate Constituents
Membership Manager
Manage Memberships
Development Officer
Recognize Constituents
Fundraising Manager
78
Constituent
Event
Communication
Identify communication vehicle, e.g., information package about planned giving opportunities, invitation to join alumni club, letter asking volunteer to lobby on behalf of the institution, etc.
Development Officer
Type of appeal?
Create an action for multiple prospects at one time Mass Actions Mass Actions - Workset Review actions that are resources responsibility To Do List - Staff To Do List - Unit To Do List - Volunteer
Approve prospect for cultivation related to an initiative or strategy Clearance Clearance - Organization
Action?
Create new action for an individual prospect Actions - Person Actions - Organization
Prospect Manager
Cultivate Constituents
79
Development Officer
Identify an action status as complete and record the result Actions - Person Actions - Org
Review the planned date, completed date, and action description of each action created for a prospect Action Summary - Person Action Summary - Org Action Summary - Workset
No
Yes
80
Membership Manager
Manage Memberships
Record contact report or report detailing the results of a particular action Actions - Person Actions-Org
Review the contact report for a prospect Contact Report Summ - Workset Contact Reports - Organization Contact Reports - Person
Cultivate Constituents: Create Prospect Strategy Decide if need to? Update Prospect Strategy
Development Officer
Recognize Constituents
Recognize Constituents
Complete and send contact report for prospect Complete Contact Report
81
Development Officer
Record information regarding appreciation items given to donors Donor Appreciation Donor Appreciation - Org Donor Appreciation - Workset Review list of items Donor Appreciation Summary Donor Appreciation Summ - Org Donor Appreciation Summ - WS
Fundraising Manager
82
Constituent
Receive recognition
Person
Review summary information about a person Biographic Profile Person Profile View Addresses Work Experience Relationship Summary Involvement Summary Giving Profile Constituent Type Summary Audience History Membership History Membership Benefit History Volunteer History
No
Organization
Development Officer
Workset
Review summary information about a group of constituents Biographic Profile Workset Person Profile Workset Giving Profile Workset Constituent Type Summary Org Relationship Summary-WS Involvement Summary Organization Profile Employee List Volunteer History
Review summary information about an organization Biographic Profile - Org Organization Profile Employee List Relationship Summary Involvement Summary Giving Profile Constituent Type Summary Audience History Membership History - Org Membership Benefit History - Org Volunteer History View Matching Rules
Individual
Identify individual, club name, year, etc. to add new member Giving Club Club Membership Giving Club Membership - Wkset Giving Club Membership - Org
Type of membership? Group of Donors Request to add group of donors to giving club Process Giving Clubs
Review summary of giving club and/or membership Giving Club Summary Giving Club Member Summary Giving Club Detail
Fundraising Manager
83
Development Officer
No
Identify which constituents should be recognized for a particular dues payment Membership Entry
Yes Identify adjustment transaction information Membership Adjustment Make changes to designations or links between membership and constituent Membership Adjustment Post balanced sessions to the General Ledger G/L Interface G/L Interface File Extract Review summary of the gifts and pledge payments and memberships Membership Session Summary Supervisor Membership Summary Suspended Membership Summary
Membership Manager
Add Member
Identify attribute, associate constituent with appropriate member organization, and create membership roster Build Membership Audience
Fundraising Manager
Constituent
84
Bequest
Development Officer
Trust Type of commitment for planned giving? Gift Annuity Identify information about a donor's gift annuity Gift Annuities Identify benefits from the annuity Gift Annuities Describe the distribution of the gift annuity Gift Annuities Review donor's participation as a donor of a planned gift View Planned Giving Profile Update planned giving profile Update Planned Giving Profile Identify information about a donor's trust Trusts Identify additional gifts made to an established trust Trusts Identify accounts associated with the trust Trusts Identify benefits that institution and beneficiaries will receive Trusts Describe the distribution of the trust Trusts
Describe the distribution of the pooled income fund Pooled Income Funds
Fundraising Manager
85
Development Officer
Make Appeal
Fundraising Manager
Assign Volunteers
Constituent
Record Pledges
Adjust Payments
Gift/Pledge Manager
86
Development Officer
Formation of Giving Club Type of initiative? Define general events initiative information Event Initiatives
Event
No
Create and finalize the membership audience Build Membership Audience Merge Membership Audience
Campaign
Do dues Apply? Define dues, levels, designations, and benefits Member Organization Are volunteers needed? Assign Volunteers
Membership
Decide if initiative requires? Determine number and size of gifts needed to succeed Gift Table
Volunteers
Yes
Fundraising Manager
Volunteer
No
Other
Event Sponsored
Determine meetings to be held Meetings Campus Meeting Details View Event Meetings
Yes Identify the populations associated with an initiative Event Initiatives Campaign Initiatives Membership Initiatives Volunteer Initiatives Other Initiatives
Create audience for initiative Initiative Audience Build Initiative Mass Change
Link new initiative to an active initiative Membership Initiatives Other Initiatives Volunteer Initiatives Campaign Initiatives Event Initiatives
No
Create plan for communicating progress and purpose of initiative Membership Initiatives Other Initiatives Volunteer Initiatives Campaign Initiatives Event Initiatives
87
Campaign Goals
Define intermediate, yearly, unit and department goals for campaign Campaign Goals
Event Goals
Define intermediate, yearly, unit and department goals for event Event Goals
Fundraising Manager
Type of goals?
Membership
Define intermediate, yearly, unit and department goals for membership Membership Goals
Assign Volunteers Volunteer Define intermediate, yearly, unit and department goals for volunteer Volunteer Goals
Other Initiatives
Define intermediate, yearly, unit and department goals for other initiatives Other Initiative Goals
88
Identify volunteer group that reports to the leadership group Initiative Volunteer Sub-group Member Org Volunteer Sub-Group
Individual
Assign individuals or volunteer groups in various volunteer capacities Volunteer Assignments Member Volunteer Assignments
Fundraising Manager
Identify leadership group for initiative or member organization Initiative Volunteer Structure Member Org Volunteer Structure
Assignment is for?
Provide position defined in structure to enable assignment of volunteers Initiative Volunteer Sub-group Member Org Volunteer Sub-Group
Group
Assign actual volunteers to the positions outlined in the volunteer structure Initiative Leadership Member Organization Leadership
89
Review info about staff responsible for initiatives related to another initiative Campaign Related Resources Membership Related Resources View Event Related Resources Volunteer Related Resources Related Initiative Resources
Volunteer Initiative Identify an action to be associated with initiative Campaign Actions Other Initiative Actions Volunteer Initiative Actions Membership Actions Event Actions To Do List - Staff To Do List - Volunteer To Do List - Unit
Review a particular volunteer's past involvement Volunteer History Review summary information for initiative Campaign Summary Event Action Summary View Person Event Summary Initiative Action Summary Oth Initiative Action Summary Volunteer Action Summary Membership Action Summary Review constituents linked to a campaign as a prospect Prospect List
Fundraising Manager
Create budget for initiative Campaign Budget Event Budget Membership Budget Volunteer Budget Other Initiative Budget
Track specific expenses and refunds for initiative Campaign Budget Detail Event Budget Detail Membership Budget Detail Volunteer Budget Detail Other Initiative Budget Detail
Summary
Make Appeal
Campaign Commitments
Review membership history and benefits Membership History Membership History - Workset Membership History - Org View Member Benefits View Member Benefits - Org View Member Benefits - Workset
90
Constituent
Self Service
No
Pledge
Yes
Identify commitment amount, payment schedule, and general information Conditional Pledges Conditional Pledges - Workset Conditional Pledges-Org
Identify campaign, appeal, and applicable percentage pledge Conditional Pledges Conditional Pledges - Workset Conditional Pledges-Org
Identify donor to be recognized for conditional pledge Conditional Pledges Conditional Pledges - Workset Conditional Pledges-Org
Yes Open Pledges Review summary of donor's open pledges Open Pledge Register Open Pledge Register - Workset Open Pledge Register - Org
Gift/Pledge Manager
Request session to begin work Maintain Pledge Sessions Identify commitment amount and initial payment schedule Pledge Entry Identify pledge details Pledge Entry Identify donor to be recognized for donation or pledge Pledge Entry Create payment schedule Pledge Schedule Pledge Schedule - Org
No
Wish to view?
Pledge Schedule
Review summary of pledge schedule of payment Pledge Schedule Pledge Schedule - Org
Employee
Supervisor
91
Constituent
Payment type?
Self Service
Record Pledges
Receive gifts via self-service and process Process Self Service Giving
Lockbox
Receive gifts through lockbox and load transactions Mass Load Gift/Pledge
Other
Gift/Pledge Manager
Review gifts that an organization is expected to match or mark as denied Ext Org Matching Gifts
Acknowledge gifts 3C Engine Letter Generation Process Acknowledgements Acknowledgement List Acknowledgement Suspense
Yes No
Identify gift details, review schedule outstanding pledges, history, etc.. Gift Entry Edit Tender Details
Identify campaign, appeal, and applicable percentage of donation or pledge Gift Entry
Acknowledge?
No
Yes
Review suspended sessions and identify balanced sessions ready for posting Suspended Sessions Queue Sessions for Posting
Request posting of balanced sessions to the General Ledger G/L Interface G/L Interface File Extract Constituent Accumulators Accounting Line Summary
Receive electronic gifts and process EP Transaction Processing EP Denied Transactions EP Transaction Log Inquiry EP Member Transaction Log EP Transaction Processing EP Denied Member Transactions
Generate giving club membership and calculate membership levels Process Giving Clubs
Review summary of the gifts and pledge payments Gift Summary Supervisor Gift Summary Self Service Giving Summary
92
Yes
Add or update matching rules Add/Update Matching Rules Matching Rules - Workset Review matching rules details Matching Rules Details Create matching gifts Org Matching Gifts - Workset Matching Gifts - Workset Review and track matching gifts Matching Gifts Summary Matching Gifts Summary - Org Person Matching Gift Ext Org Matching Gift
Gift/Pledge Manager
Update?
Adjust Payments
93
Amount
Designation
Adjust code, campaign, appeal, and percentage of pledge Pledge Adjustment Request balancing for pledges in session Maintain Pledge Sessions Adjust donor to be recognized for donation or pledge Pledge Adjustment
Pledge
Recognition
Gift/Pledge Manager
Need to adjust?
Payment Schedule
Identify balanced sessions ready for posting to Financials Designation Fund Details Queue Sessions for Posting
Post all balanced sessions to the GL G/L Interface G/L Interface File Extract Constituent Accumulators Accounting Line Summary
Amount
Gift
Designation
Adjust code, campaign, appeal, and distribution of gift or pledge payment Gift Adjustment
Recognition
94
Gift/Pledge Manager
Adjust Payments
Review?
Review giving summaries by organization Giving Profile - Org Commitment Summary - Org Commitment Register - Org Transaction Register - Org Open Pledge Register - Org Pledge Schedule - Org Ext Org Matching Gifts Giving Club Progress - Org
Create giving reports CAE Report Designation Donor List Pledge Schedule Aging
Review giving summaries by worksets Giving Profiles - Workset Giving Profile Compare Commitment Summary - Workset Commitment Register - Workset Transaction Register - Workset Open Pledge Register - Workset Giving Club Progress
Review giving information by person Giving Profile Commitment Summary Commitment Register Transaction Register Giving Club Progress Open Pledge Register
Outreach Coordinator
Top Donors Review listing of top donors to a campaign initiative Top Donors Review summary of members of a giving club Giving Club Membership
Review giving information by organization Giving Profile Commitment Summary Commitment Register Transaction Register Open Pledge Register Matching Gifts Giving Club Progress
Giving Clubs
Comparisons
95