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

CAMPUS COMMUNITY

Recruiters Instructors Staff Prospects

All in Personal Data

Students Graduates

PERSONAL DATA

Staff Prospects Recruiters Instructors

Biographic/Demographic/Other Data     Names Licenses Languages Honors/Awards

A View of Campus Community

HR Emplid

, employee record number, dept id, job code, position number

SA Emplid

, Academic Career, Institution, Admit Term, Admit Type, Admit recruitment center, campus, academic program, academic plan

PERSONAL DATA EMPLID

NAME, NAME PREFIX,NAME SUFFIX, LAST NAME, FIRST NAME NATIONAL ID(SSN), PERSONNEL STATUS ORIGINAL HIRE DATE (HR), SEX AGE STATUS (HR), OFFICIAL LANGUAGE MARITAL STATUS, BIRTHDATE, BIRTHPLACE, BIRTHCOUNTRY BIRTHSTATE, DATE OF DEATH HIGHEST EDUCATION LEVEL (HR) FULL TIME STUDENT,REFERRAL SOURCE (HR) CITIZENSHIP STATUS, CAMPUS ID DEATH CERTIFICATE NUMBER FERPA Addresses Address Change Ethnicity Athletic Participation E-mail Emergency Contact External System Id Ferpa Overrides Health Test Honors and Awards Immunizations Instructors/Advisors Pin Relationship w/ Institution Residency Service Indicators Religious Preference Audiometric Exam Driver's License Accommodation Data Eye Exam IAP66 I20 Languages Licenses & Certificates Respiratory Exam Physical Exam Publications Visa/Permit W ork Experience

Addresses Emplid

country, , address1, address2,city,state, postal,

address type

,

external org Id Address Change Emplid address change reason

, address change date

Ethnicity Emplid

,

ethnicity code Athletic participation Emplid

, sport,

athletic participation

CAMPUS COMMUNITY Address Type - Billing, Dorm, Permanent Address Usage - Select order I - home,dorm,permanent; Select order II - billing, permanent, dorm Athletic Participation -active participant, manager, recruited Address change reason - returned mail, student request Committee Type - Alumni Scholarship; Undergraduate Interviews; Scholarship Review Committee Role - Chair of Committee,Member of Committee, Student Member of Committee Events - course, open house Ethnicity - W hite, Black. Hispanic, Asia/Pacific Health Test - TB, Sports Name Prefix - Mr, Mrs, Ms Name Usage - Preferred First, Primary, Preferred Full, Primary Full Name Suffix - Jr, Sr, Princess Relationship - Brother, Mother, Father Residency - InState, Out of State Residency Exceptions - Fire Fighter, Treaty FERPA Immunizations - DPT, German Measles, Mumps Salutations - Dear Sir, Dear Mr & Mrs Accommodation Data - orthopedic furniture, ramps Diagnosis - lower back pain Languages - French, Italian, Dutch Licenses & Certificates - CPA, EMT, LPN Visa Permit Type - F1, Australia; B2, Canada Supporting Documents - Tax Return, passport Location Address Standard Industry Table - Insurance, Advertising Standard Occupation Table - CEO, CFP, VP manufacturing Service Indicator Codes - don't cash checks, don't enroll/ parking fines

EXTERNAL ORGANIZATION

External Org Id Ext Org Type Org Location Org Contact

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 – Optional 3C’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