1. Introduction Finding Admissions Data in PeopleSoft Log in
Academic Structure and Terminology
Menus
Searching
View Communications
Respond to Customers
FERPA
Next Steps
Welcome
Read through the list, explain why it’s in this order. (see the system, learn the terminology, see the procedures)
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2. Why are YOU here?
This class is for those who want to VIEW admissions data in PeopleSoft:
Fall 2007
Same ADMISSIONS data you look at in SIS currently.
You are in the right place if you look at admissions data currently in SIS and you want to view Fall 2007 data in PeopleSoft.
Note that in SIS you see all the data in the same place… (Student records, admissions, etc. etc.)
In PeopleSoft – ADMISSIONS data is separate from Student Records data.
Between now and March of 2007, when we go live with the rest of student records, we have a foot in both worlds –
Once we go live, you can gain access to the different areas with different security privledges.
If you can’t find what you’re looking for after gaining access to the system, contact your admissions office.
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3. Some Key Differences
There are a few things that will be different in PeopleSoft from how they are shown in SIS
The first is the academic structure – We will describe the university in a different way in PeopleSoft.
There a 4 careers:
Undergraduate, (UGRD)
Graduate, (GRD)
Law, (LAW)
No-Credit (NCR)
The academic plans are associated with an academic area and program.
At ASU, there will be 1 institution (ASU) The code in PeopleSoft is ASU00
There is 1 academic group for each college or school.
There are multiple programs in each career and college. This is one example.
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4. Some Key Differences
There is a new way of managing the data in PeopleSoft. Instead of seeing and editing all the data all the time, now the power to edit the data will move as a student goes from applicant to enrolled student.
This is called Matriculation, and the power to edit the student’s data will move from Admissions to Student Records and Campus Community.
Admissions screens will still show the data, but it won’t be editable from the admissions screen.
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5. Some Key Differences
There are a few fields that are used commonly in finding Admissions data:
Field
Values ID
Affiliate ID (1000…)
Campus ID
ASU ID
National ID
SSN
Institution
ASU00
Term
2077 – Fall 2007
2071 – Spr 2007
2074 – Sum 2007
2079 – Win 2007
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6. https://hrsa.oasis.asu.edu/
Login To PeopleSoft
This is the URL for production data.
Data will be available October 23.
Data is for Fall 2007
You will use your ASURITE ID and the password you log into the network with.
Tell the students that back at their computers they will:
Open a browser window.
Go to the URL above.
You will see this log in screen.
Sign in with your ASURITE ID and your network password.
FIRST TIME IN
In the background, an initial profile will be set up for you.
The screen you come to will not have any functionality – other than to sign out.
Please do so. (If they aren’t permitted to sign in – call the help desk)
Send in your security form
Once your security roles have been assigned to your login, you will get an with instructions to sign back in.
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7. This is the home page of PeopleSoft.
Menu
This menu brings you back to this page, adds pages to your PeopleSoft favorites or signs you out.
This is your main menu.
It will change depending on your security privileges in PeopleSoft.
You will see admissions data in the Student Admissions menu.
This is the home page of PeopleSoft.
First Click:
Second Click: Top menu (go to home, add to favorites (talked about later) sign out, help.
Third Click: Left menu (Unique to your log in – if you go to 4 different training sessions, your menus will change over time as you gain more security privileges.)
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8. Menu When you click on a word in the left menu, a fan page displays.
Note how the menu in the fan page is the same as on the left menu.
This is a Fan page, you reveal this by clicking on the word in the left menu.
If you click on the triangle, you will only expand the menu on the left.
Notice that the menu on the left is the same as the menu on the fan page.
See how the links on the left match to single pages on the right?
Clicking on nested menus (like Academic Information) will reveal more pages to choose from.
The underline links at the top are called bread crumbs – they keep track of where you have been. Each link will return you to that page.
On the next page we will be working on the search/match page. You can get there by clicking on the link in the fan page, or using the menu on th left (shown on the next slide)
If you click on the triangles in the left menu, the fan page does not display.
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9. Search / Match Use the Search/Match screen to search for an applicant.
Always select Person for the search type.
Always select Standard for the search parameter.
Clicking on the magnifying glass will display the valid values for a field. Clicking on a value will fill in the field with that value. .
To search for a person in the Admissions data, you use the Search/Match function.
You find it under Student Admissions, Applications Entry and then search match.
Remember we got here this way by clicking on the triangles – Same route but using the fan page if you had clicke don the words.
To find a person, you will put person in the search match
and Standard in the search parameter. (you can pick from the lookup link)
Then click on Search
First click will reveal the list of items that come up when you click on the magnifying glass.
Finally, Click on Search.
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10. Search / Match
You must fill in the search results code with STDSTU (stands for Standard Student search)
In order to activate the Search button, you must put a character in the Last and First Name field.
If you don’t know the name of the applicant, put % in both fields. (the PeopleSoft wild card).
The search result code to enter is STDSTU.
To search, you can put in as many values as you know about a person.
Minimum you must put in at least 1 character in the last name and first name fields to activate the search button.
The search will return all matches and all contains. (ie. Searching for Mary Smith will also return Maryn Smithe)
To activate the search button, you must put a character in each of the last name and first name and tab or click out of the field. To see all you can enter the % sign.
Click on Search.
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11. Search / Match This is the social security number This is the ASU ID
This is the affiliate number
Clicking on the Carry ID button will store the ID of the person in memory, and fill it in on later screens for you.
Here’s the list of items that matched the search criteria.
PeopleSoft only matches the first 4 characters of the last name.
So the more information you know, the fewer names you will see (the tighter the search will be)
Click on the Carry ID button to copy their EMPL ID into memory.
Note that employee ID is the affiliate ID, Campus ID is the ASU ID, the National ID is the SSN.
ASU is moving toward the EMPL ID (Affiliate ID) and away from the Campus ID>
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12. View Communications
Next, let’s review the communication sent to an applicant.
We first click on the word Student Admissions.
Next, we click on Communication Summary
It may be necessary for you to see which communications (letters) have been sent to an applicant. In order to do this, you will need to navigate to Campus Community > Communications > Person Communications > Communication Management and you should see a page similar to the following:
Put in the values that you know – you can change the middle field from begins with to includes and other values.
Some pages (like this one) have several tabs.
People Soft calls this a Component – with each tab revealing a separate Page.
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13. View Communications This is a typical search screen in PeopleSoft.
You must put in ASU00 in the Academic Institution field.
We clicked on Carry ID on the previous search/match, so the ID is pre-filled in for you.
Click on the Search button.
First Click will reveal the table of results:
Here you search for your person with all of the data items that you know of.
If you have clicked on the Carry ID button before, it will show automatically.
Click on the search button.
Once you search, you will see a list like this.
Clicking any link on a row will lead you to the same page.
WHERE DOES THIS DATA COME FROM?
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14. View Communications This is the screen for communication summary.
In order to see data, you must put ADMA (for Admissions Applicant) into the function field, and click on the Search button.
When you do this, the results will show here.
This is the page you are led to.
It will hold a list of the general info and letter details that are associated with this person.
WILL THE PERSON SEE A LIST OF COMMUNICATIONS? OR DO THEY HAVE TO PICK A FUNCTION, CATEGORY, METHOD, DIRECTION, STATUS to SEE ANY?
You can also fill in the previous field with different values that will return a list of applicants to choose from before getting to this screen.
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15. Respond to Customers
Now we will see how to respond to four customer queries:
Application Status
Education History
Academic Test Results
Checklist Items
First Click will bring up the table:
In responding to customers, there are 4 summary pages that will help you:
Application Summary
Academic Test Summary
Education Summary and
Checklist summary.
We will go through all of them in order.
This first one can be seen at:
It produces a list of matches – Click on any link to get to that person’s data.
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16. Respond to Customers Application Summary
To see a summary of an application, click on Student Admissions ->Applicant Summaries -> Application Summary
This search screen works like the previous one.
First Click will bring up the table:
In responding to customers, there are 4 summary pages that will help you:
Application Summary
Academic Test Summary
Education Summary and
Checklist summary.
We will go through all of them in order.
This first one can be seen at:
It produces a list of matches – Click on any link to get to that person’s data.
This is an example of results. Click on any row to see information about that applicant. All of the links in one row go to the same place.
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17. ASU does not use this function.
Respond to Customers
Application Summary
The application information is displayed on this screen.
This person has had no communications sent.
This is the application summary.
WHAT DOES THE NOTIFY BUTTON DO?
WHAT IS THE LIST (previous, next) is that the list of search results on the previous screen?)
ASU does not use this function.
This refreshes the data on the screen.
These show the next or previous person in the results list.
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18. Respond to Customers Test Summary
To see a summary of an application, click on Student Admissions ->Applicant Summaries -> Academic Test Summary
This search screen works like the previous one.
It will show the results of academic tests of the applicant.
Same as application summary
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19. Respond to Customers Test Summary
The test information is displayed on this screen.
This person has taken the ACT twice, and the TOEFL once.
DO they need to enter a test ID or Test Component to see anything?
This lists the academic tests that the student took and their score.
This data is either manually entered, or sometimes, depending on the system can be fed in directly.
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20. Respond to Customers Education Summary
To see a summary of an applicant’s previous education, click on Student Admissions ->Application Entry -> Academic Information ->Education
Note that there is also a summary directly under Application Entry, but it is much harder to use.
The summary here under Academic Information will give you all of the information in fewer steps.
This search screen works like the previous one.
Same as application summary
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21. Respond to Customers Education Summary
This shows that the student’s transcript has been received.
DO THEY NEED TO FILL IN THE SEARCH TO SEE ANY DATA? OR WILL THE LIST BE THERE, AND THE SEARCH LETS THEM SEARCH IN THE PRESENTED DATA?
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22. Respond to Customers Checklist Summary
To see a summary of an applicant’s checklist. (the items that an applicant must complete to be admitted), click on Student Admissions ->3C’s -> Checklist Summary.
This search screen works like the previous ones.
Checklists are the activities that are required by the university for an applicant to be admitted.
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23. Respond to Customers Checklist Summary This is the checklist summary.
In order to see data, you must put ADMA (for Admissions Applicant) into the function field, and click on the Search button.
When you do this, the results will show here.
Do they need to fill out the selection criteria to see info?
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24. Set User Defaults
You can set defaults for fields that you use often. For example, you may want to set Academic institution to ASU00, so that you don’t have to enter it in all the search screens.
You can change a default on a single screen, or at any time.
You can set user defaults for your login. These are values that are preset in the fields so that you don’t have to enter them over and over in the search screens.
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25. Set User Defaults Here the Academic Institution is set to ASU00.
The Academic Career is set to UGRD.
You can put in the values that you would normally type over and over, and save them.
Then they will show on each search screen. You can delete them, or take them out of your defaults at any time.
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26. Set Favorites
You can set screens that you visit often as favorites in PeopleSoft. These favorites are available on any computer that you log into.
To set a favorite, access the screen you want to remember, and click on Add to Favorites.
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27. Set Favorites
Once you set the favorite, it appears in your “My Favorites” menu.
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28. FERPA
The Family Educational Rights and Privacy Act governs ASU’s use of personal data. Since you will be viewing such data in admissions, you must pass the online FERPA test before being granted access.
To do this:
Go to the Blackboard environment
Click on the “Course” tab
Search for “OASIS”
Click on the “enroll” button (far right)
Click on the title to begin the class.
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29. On-Going Support Help Desk is ready! 965-6500 http://www.asu.edu/oasis
OASIS training Organization in Blackboard
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30. Next Steps You have completed this presentation.
The next step in this class is to pass the test with a score of 80% or better.
Click on the blue button on the top right of your screen next the phrase “3 of 5”
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