UDSiS Introduction The basics for a quick start on the new student information system Updated 9/7/05

Accessing the UDSIS software Web-based software Logon from any PC with Internet access Use Internet Explorer (IE) for the best results

Pre-requisites you’ll need Basic Microsoft Windows skills Mousing (point and click) Basic knowledge of Word and Excel Opening and closing windows Basic Browser skills Recognize and follow hyperlinks Use lookups and dropdown boxes Computer with Internet connection

Logging In Enter this URL: https://winken.nss.udel.edu:4480/psp/SAPRD/?cmd=login “Add to Favorites” in IE

User ID and Password Your User ID is your UDelNet ID (lower case) Your password is your UDelNet password Click Sign In button

UDSIS Home Page The Menu appears on the left side of the page. Your security determines the menu items that are displayed. (Your Menu will be much smaller.) The Search box allows you to look for a page name in the menu and its sub-menus Open a menu item by clicking on the name.

UDSIS Home Page (cont’d) Home, Add to Favorites, Sign out and Help are hyperlinks and appear on every page. (Worklist is not used) Home – click this to close all pages and return to Home Page (Menu) Add to Favorites – click this with an open page to put it in the menu item “My Favorites” Sign-out – click this to leave UDSIS Help – click this to bring up the online help feature called PeopleBooks

Click on a menu item (e.g. Student Admissions) to open the sub-menus. Navigation Each sub-menu has a list of page links below it. Click one to open the page. For example, click Add/Update a Person hyperlink. The sub-menus appear in the Student Admissions home page, as well as in thee Menu below the item. Click either place to go to the sub-menu or page.

Page Search Box Most pages start with a search box, you will choose: Find an Existing Value or Add a New Value by clicking on the tab. The dark blue one is the selected tab. Each page has a different set of search fields in the Find an Existing Value tab. You may use one or many fields to narrow your search.

Page Search Box In this example “B” was entered in the Last Name field and then the Search button was clicked. Search Results are shown below, one row for each student whose last name begins with “B”.

Search Results Notice that the system tells you how many rows it found that meet your criteria (48 in this case). It can display a maximum of 300 rows at a time. These results are sorted alphabetically by last name. You can change the sort by clicking on any of the column headings. When you find the row you want to look at, click on any of the links on that row (e.g. the student’s Name)

More Navigation Close the Menu by clicking the “-” button. This is very useful with wide pages. Note that the student’s name and ID are displayed at the top of the page.

Some Cautions with Navigation X Do NOT use the “Back” button in the browser to navigate in UDSIS. The system can act unpredictably if you do. Use the Menu, home pages, tabs and links to get around in UDSIS. Since this is a web-based system, be warned that if you “surf” to another website or enter a new URL while in UDSIS – this will log you OUT. Instead open another version of IE.

Page Navigation This page is part of a 3-page component. Navigate between them by clicking on the tabs at the top or clicking the hyperlinks at the bottom of the page. Open the Menu by clicking the menu icon.

Page Navigation Click on any of the hyperlinks to go to these pages to view or update other data. Use these buttons to start a new search or move up/down your existing search results list.

Data Entry Fields Checkbox – click in the box to check or uncheck the field Drop-Down List – click on the drop down arrow to select an entry from a list of valid values. Edit Box – allows you to type in an entry or to search for a valid value by using the magnifying glass to the right of the box Long Edit Box – allows you to enter free-form text into the field Radio Button – click on the field to select the appropriate radio button Date – type a date in mm/dd/yyyy format or use the calendar icon next to the box

Examples of Data Entry Fields

New Window hyperlink The New Window link will open another window within UDSIS, so you can go to a new page without closing your current one. It opens to the same page as the existing window; navigate to the new page using the menu. Several windows can be open at the same time, though this may affect your PC’s performance and can get very confusing.

Effective Date Important field used throughout UDSIS and is key to data integrity It is the date on which a row of data becomes effective or the date an action begins. It allows you to track all records and activities by keeping an historical record of the data. It is a key field. When updating records, a new row should be inserted with the correct effective date before the new data is entered.

Data Entry – Four Modes Add (a New Value): Inserts a new record or value into the database (E.G. adding a new student) with a current or future effective date. Update/Display: Displays only current and future rows of data. You can also add a new row of information with a current or future effective date. Include History: Enables you to view all rows of data including history and to enter new data with a current or future effective date. Correct History: Enables you to modify historical rows of data. Users with this access can display, update, and insert rows of data with past, current or future effective dates. (Most users will NOT have Correction mode – it is dangerous!)

Include History – 2 methods It is recommended that you use Include History for ALL data entry pages: Click on Include History checkbox before going into a data entry page OR click on Include History button after opening a data entry page

Rows: Adding/Deleting and Viewing Adds a new row (usually with a new effective date) Deletes an existing row Shows the total number of rows and which you are on Takes you to the previous or next row of data Takes you to the first or last row of data Allows you to view all the rows of data on one page

View All (rows) Note this display shows all three rows of data (with three effective dates) on one page. Click View 1 to return to viewing one row at a time.

Warning Message when Deleting This is an example of a warning message. It popped up after clicking the “-” button to delete the 6/28/05 row. Click the OK button to finish deleting the row. (A warning message is more informational than an error message.) Read them carefully.

Data Entry Hints Use the <Tab> key to move between fields, rather than the <Enter> key. Click the Include History button to see rows prior to the current one. It will “grayed out” if history is already included. Fields marked with an asterisk (*) are REQUIRED fields (usually!).

Saving Your Work You will see “Processing” flashing until the data is saved. Then the word “Saved” will display for a few seconds in the same spot. Click the Save button to save the data you entered.

Error Message when Saving If you have missed entering a required field, you will get an error message. Click the OK button, then go to the field highlighted in red and enter the missing data.

Warning Message when Exiting a Page If you leave a page without saving, you often (but not always) will get this warning. If you want to save your work, click OK and then click the Save button If you do not want to save the data, click the Cancel button

User Defaults See the business process guide – “User Defaults” User Defaults make data entry faster by auto-populating some fields with “standard” values. These values can be overwritten on input pages and changed here in User Defaults as needed. Navigate to the User Defaults page (Set Up SACR→ User Defaults). Note that you set your own User Defaults

Search / Match A tool in UDSIS to search for an existing person, applicant, student or organization. Before adding a new person, you must check to make sure the person does not already have an ID in UDSIS. VERY IMPORTANT for minimizing duplicate data, specifically when adding a new student.

Using Search/Match For complete info see training material – “Search/Match” You must enter at a minimum: partial first and last names. The other search fields are optional. Use the <Tab> key to move from field to field. Click the Search button to activate your search.

Search Results from Search/Match The system will either find no matches or will return a list of matches (as shown). Click the Carry ID button to have the system to carry this ID to another page. Click the Detail hyperlink if you want to confirm or view Bio/Demo information for a student.

Search/Match – Carry ID Reset Click the Carry ID Reset button if you did not find the person you were looking for. This will clear the ID so that the next page you access in Add mode will display NEW in the ID field.

Time Out Warning This pop-up window will appear just before the system is going to log you out automatically for inactivity. Click the OK button to continue working in UDSIS.

Logging Off UDSIS There are two ways to log yourself off: Click the Sign out link to close UDSIS and stay in browser (returns you to UDSIS “Logon” screen) 2. Click the red “X” to close UDSIS and browser.

Glossary of Basic Terms Academic Institution UOD01 University of Delaware UOD02 Professional & Cont. Studies (non-credit) Academic Careers Undergraduate in UOD01 Graduate in UOD01 Professional Development (non-credit) in UOD02 Academic Program = College and Level Academic Plan = Major and Minors (and Admitted Honors) Sub-Plan = Concentration

Glossary of Basic Terms (cont’d) Admit Term – The first term an applicant is expected to enroll Bio Demo Data – Basic biographic and demographic information about a person (name, gender, birth date, address, etc.) Class – A specific offering of a course for a given term Course – The basic building block of the course catalog (E.G. CHEM101) Effective Date – The date on which a row of data becomes effective or the date an action begins. It is used to maintain history of the data.

Glossary of Basic Terms (cont’d) ID – Student ID (9 digits and is NOT the SSN) or could be an Employee ID. This is a system-generated number. National ID – Social Security No. (SSN) Session – An enrollment time period within a term Subject Area – A “family” of courses for a specific area of instruction (e.g. Accounting – ACCT) Term Activate – Process that moves students from Admissions to Student Records (it enables other processes: student enrollment, post transfer credit and calculate tuition).

Glossary of Basic Terms (cont’d) Term – The academic time period observed across the entire University (e.g. 2005 Fall Semester). It is a 4-digit code. Naming convention for the 4-digits: 1st digit = millennium (1 for 19xx and 2 for 20xx) 2nd & 3rd digits = last two digits of calendar year 4th digit 1 = Winter 3 = Spring 5 = Summer 8 = Fall EXAMPLES: 1988 = Fall 1998 and 2065 = Summer 2006

Glossary of Basic Terms (cont’d) Program Action – status change used to update a student’s record (e.g. ADMT = Admit). Program Action Reason – this field is always used with a Program Action. The Reason describes why or how the Action is being used. Together the Program Action and Action Reason are equivalent to the SIS Status Student Records also uses them, though many are Admissions use only Undergrad and Graduate Admissions share the Program Action codes, but have different Action Reasons codes For more details, see the handout called “Summary Admissions Program Actions w/Legacy SIS Values”

Thanks for coming …. any questions?