th Annual PABUG Conference Viewing Xtender Documents via Self-Service Sherri Wolgemuth Recruiting & Admissions Data Systems Administrator and ACS Supervisor Bob Felix Senior Programmer/Analyst, Information Services

th Annual PABUG Conference General Announcements: Please turn off all cell phones/pagers If you must leave the session early, please do so as discreetly as possible Please avoid side conversations during the session Questions will be answered ….. Thank you for your cooperation

th Annual PABUG Conference To receive CPE credits for this session (if eligible), complete the CPE Attendance Form on the PABUG Annual Conference website group-annual-conference/cpe-credits/ or via the PABUG conference app. For additional questions please contact Kim Fremont CPE - Coordinator CPE Credits - We’ve gone electronic !

th Annual PABUG Conference 3,009 FTE: 2,681 UG Students representing 38 states and 29 countries 312 GR Students representing 30 states (online program) 80+ majors The only school in NCAA Div III history to win both men’s and women’s National Championships in soccer in the same year, 4 times.

th Annual PABUG Conference Problem Department Chairs (committees) needed to be able to review electronic files before an admissions decision was to be made. We didn’t want to provide them Banner access For security reasons, we didn’t want to send the documents via or print them out and send them via campus mail.

th Annual PABUG Conference Brainstorming There had to be a way to get this information to them. How can we securely get the documents needed to be review into the correct hands. Make it simple enough for faculty to manage Make it a process that can be used by other departments if needed. Day-to-day maintenance to be managed by counselor/director.

th Annual PABUG Conference Where is the best place in Banner to identify the student(s) that need to be reviewed? How can we control who can see which documents. What information do we want to provide as a profile for the student for the faculty. How do we grant permissions to the faculty that are to be reviewing the files.

th Annual PABUG Conference Items to be Addressed How to assign Xtender documents that can be viewed Create Code mapping to Contact Code in Banner Grant user permission/access

th Annual PABUG Conference We chose to use a Contact code to identify students since it was a field that can be used by multiple offices. We decided on ‘ZNU’ for Nursing and ‘ZEN’ for Engineering applicants. You will need to create these codes in the STVCTYP table first. Determine How to Code the Records

th Annual PABUG Conference SS Custom Procedure We cloned an Ellucian database package – BANINST1.EWKWRSLT – Present viewer with list of records to be reviewed. – Allowed us to enforce the restrictions of who the viewer was allowed to see – Provide student profile data

th Annual PABUG Conference Bob Felix, created an area in SS (Apex application) called ‘Department Information System’ which allows me to do 95% of the maintenance. Solicit Assistance from IT

th Annual PABUG Conference Department Information Tables

th Annual PABUG Conference Step 1 UACT: User Access Categories Once you have create the Contact code in Banner, you need to map it an access category, simply click on Create Code Enter desired code and description and click ‘Apply Changes’.

th Annual PABUG Conference User Access Categories

th Annual PABUG Conference Step 2 SSBAE – Self Service AE Documents

th Annual PABUG Conference SSBAE – Self Service AE Documents

th Annual PABUG Conference Step 3 Assign/Create Users You first need to know who will need access to view the documents, and make sure they have a valid campus User ID

th Annual PABUG Conference Step 4 Assign Category to Viewer

th Annual PABUG Conference Step 5 Banner SS Role Assigned Each viewer will need to be assigned the designated role in order to gain access to the process. At this point the end user has capability of accessing the Xtender documents assigned to them for viewing.

th Annual PABUG Conference Simple End User Access After viewer is assigned designated role in SS they will have access to the ‘Student Information’ tab. ‘Review Admissions Documents’

th Annual PABUG Conference List of Students Available to Review

th Annual PABUG Conference Profile and Documents to be Reviewed

th Annual PABUG Conference Live Demo...Time Permitting

th Annual PABUG Conference Please take time to complete our Conference and Session evaluations. YOUR INPUT MATTERS!!!

th Annual PABUG Conference Open to the Floor Questions Comments