Pre Counselling Training Doc V1.1
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Transcript of Pre Counselling Training Doc V1.1
1
END USER TRAINING DOCUMENT FOR
PRE-COUNSELING
Document Change Control RELEASE
Description
Created by Date Reviewed by
Date Approved by
Date
1.0 End user training document for Counseling
Name of Consultant Raghu
12/03/2014
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Table of Content
Contents
PRE-COUNSELING PROCESS ................................................................................................................................... 4
1 ADMISSION DATA UPLOAD ............................................................................................................................ 4
1.1 DEFINITION .......................................................................................................................................................... 4 1.2 PRE-REQUISITES (PRELIMINARY STEPS IF ANY) .................................................................................................... 4 1.3 PROCESS FLOW .................................................................................................................................................... 4 1.4 PROCEDURALSTEPS .............................................................................................................................................. 4
1.4.1 UPLOAD ADMISSION DATA IN SAP SYSTEM .................................................................................................. 4 1.4.2 UPLOAD PHOTOGRAPH IN SAP SYSTEM ....................................................................................................... 5 1.4.3 VIEW AND VERIFY UPLOADED DATA IN SAP SYSTEM ................................................................................... 5
1.5 RESULT ................................................................................................................................................................. 6
2 UPDATE CATEGORY DETAILS IN SYSTEM ............................................................................................................. 6
2.1 DEFINITION .......................................................................................................................................................... 6 2.2 PRE-REQUISITES (PRELIMINARY STEPS IF ANY) .................................................................................................... 6 2.3 PROCESS FLOW .................................................................................................................................................... 6 2.4 PROCEDURALSTEPS .............................................................................................................................................. 6
2.5 RESULT ............................................................................................................................................................. 7
3 VIEW STUDENT RANK STATISTICS ....................................................................................................................... 7
3.1 DEFINITION .......................................................................................................................................................... 7 3.2 PRE-REQUISITES (PRELIMINARY STEPS IF ANY) .................................................................................................... 7 3.3 PROCESS FLOW .................................................................................................................................................... 7 3.4 PROCEDURALSTEPS .............................................................................................................................................. 7 3.5 RESULT ................................................................................................................................................................. 9
4 UPDATE COUNSELLING SCHEDULE IN SAP SYSTEM ............................................................................................. 9
4.1 DEFINITION .......................................................................................................................................................... 9 4.2 PRE-REQUISITES (PRELIMINARY STEPS IF ANY) .................................................................................................... 9 4.3 PROCESS FLOW .................................................................................................................................................... 9 4.4 PROCEDURALSTEPS .............................................................................................................................................. 9 4.5 RESULT ............................................................................................................................................................... 10
5 STUDENT COUNSELLING DATA .......................................................................................................................... 10
5.1 DEFINITION ........................................................................................................................................................ 10 5.2 PRE-REQUISITES (PRELIMINARY STEPS IF ANY) .................................................................................................. 10 5.3 PROCESS FLOW .................................................................................................................................................. 10 5.4 PROCEDURAL STEPS ........................................................................................................................................... 11
5.4.1 DISPLAY COUNSELING SCHEDULE ............................................................................................................... 11 5.4.2 DATA PREPARATION FOR COUNSELING LETTER .............................................................................................. 11
5.4.3 PERFORM COUNSELING LETTER GENERATION (SENDING MAIL) ................................................................ 12 5.5 RESULT ............................................................................................................................................................... 13
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Overview
Business Process Description Overview Counseling process will contain many sub processes which are listed below, but this document will explain Pre-Counseling process in detail-
Pre-Counseling Process
1- UPLOAD ADMISSION DATA IN SAP SYSTEM
2- UPLOAD PHOTOGRAPH IN SAP SYSTEM
3- VIEW AND VERIFY UPLOADED DATA IN SAP SYSTEM
4- UPDATE CATEGORY DETAILS IN SYSTEM
5- VIEW STUDENT RANK STATISTICS (THIS PROCESS WILL SHOW STATISTICS OF RANK
FOR DIFFERENT CATEGORIES)
6- UPDATE COUNSELLING SCHEDULE IN SAP SYSTEM
7- VERIFY RANK CARD DATA AND MAIL RANK CARD TO STUDENTS
Counseling Process
8- Desk 0- STUDENT WILL COME AND REPORT WITH RANK CARD AND FINGER PRINT
VERIFICATION HAPPENS AT DESK 0
9- Desk 1 – FIRST LEVEL VERIFICATION
10- DESK 2- FACULTY VERIFICATION
11- DESK 3 - ALLOTMENT LETTER
12- DESK 4 – PAYMENT
13- DESK 5 – REPORTING LETTER AND LOAN LETTER
Post Counseling Process
14- BRANCH SLIDING
14.1 STUDENT WILL GIVE PREFERENCE ONLINE 14.2 UPDATE SAP SYSTEM WITH STUDENT PREFERENCE 14.3 RUN BRANCH SLIDING APPLICATION IN SAP 14.4 SEND NOTIFICATION TO ALL STUDENTS AFTER BRANCH SLIDING IN SAP 14.5 STUDENT WILL ACCEPT THE NEW BRANCH ON WEBSITE 14.6 CHANGE BRANCH OF STUDENT IN SAP FOR ACCEPTED STUDENTS
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PRE-COUNSELING PROCESS
1 ADMISSION DATA UPLOAD
1.1 DEFINITION
Entrance examination will be conducted by an external vendor and vendor will provide the data to KIIT team in pre-defined format. This data will contain the records of the students along with their Rank and Category. This data has to be updated in SAP through upload program. Apart from data we have to upload photograph of students also so that Rank card be generated from SAP system along with photograph.
1.2 PRE-REQUISITES (PRELIMINARY STEPS IF ANY)
a- Data is available in pre-defined format. Format attached- b- Photo is available in pre-defined format (<application no>.jpg)
1.3 PROCESS FLOW
Prepare data in SAP format -> Upload in SAP system
1.4 PROCEDURALSTEPS
1.4.1 UPLOAD ADMISSION DATA IN SAP SYSTEM
Download data from legacy system in format required by SAP- Student complete data & Data
with merit list
This process will be done by admission office with help of 3rt party vendor to prepare student
details in XL format given by SAP.
Enter T Code ZSLCM101 in command bar, press enter.
ADM Data upload screen will appear.
Select upload icon and specify academic year & Session, entrance exam, course id, admission
category and counseling type.
Put cursor in the field name and specify file from the path and click on upload file.
Data will be uploaded successfully.
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1.4.2 UPLOAD PHOTOGRAPH IN SAP SYSTEM
Enter T-Code ZSLCM201 in command bar.
Student mass photo upload screen will appear.
Prepare student photograph in upload format required by SAP
All photographs should be consolidated in a folder in below format- <App No>.JPG
Select applicant photo option and specify year, course id and select file, click on upload icon in
function bar
Applicant photo details Data will be uploaded
1.4.3 VIEW AND VERIFY UPLOADED DATA IN SAP SYSTEM
Enter T Code ZSLCM101 in command bar, press enter.
ADM Data upload screen will appear.
Select view data icon and specify academic year & Session, entrance exam, course id, admission
category and counseling type.
Click on view data icon.
Uploaded data will be displayed in the output screen.
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1.5 RESULT
Admission data, photo will be uploaded and displayed.
2 UPDATE CATEGORY DETAILS IN SYSTEM
2.1 DEFINITION
This is a onetime entry in SAP system and will not be required to be enter again and again-
2.2 PRE-REQUISITES (PRELIMINARY STEPS IF ANY) NA as it is one time entry
2.3 PROCESS FLOW
NA as It’s a master data setup
2.4 PROCEDURALSTEPS
Enter T Code ZSLCM151 in command bar and press enter.
Category data screen will appear Click on new entries.
Maintain category details like category, Social class, gender and sequence.
Note: It is a onetime action.
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2.5 RESULT
Category details are maintained
3 VIEW STUDENT RANK STATISTICS
3.1 DEFINITION
As soon as we upload the data, system generates the statistics which shows no of students in each category with different gender. This information helps in scheduling of counseling
3.2 PRE-REQUISITES (PRELIMINARY STEPS IF ANY)
Student data is uploaded and category master is maintained
3.3 PROCESS FLOW
NA as it is a system generated report
3.4 PROCEDURALSTEPS
Enter T Code ZSLCM102 in command bar.
Student rank details selection screen will appear.
Specify Academic year & Session, entrance exam, course id, admission category, counseling
type, reporting category.
To check no of student for each area check student rank statistics report.
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Total number of student for each location will be appeared in the output screen.
To check individual applicant rank status, check student rank details report and click on execute.
Individual rank details will be displayed in the output screen.
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3.5 RESULT
Report output is shown based on the selected category
4 UPDATE COUNSELLING SCHEDULE IN SAP SYSTEM
4.1 DEFINITION
This step is used to enter the counseling schedule in the system. Counseling schedule become the base for the Rank Card.
4.2 PRE-REQUISITES (PRELIMINARY STEPS IF ANY)
a- Admission data is uploaded and category master maintained b- Statistics report is giving correct output
4.3 PROCESS FLOW
NA as it is a schedule master update
4.4 PROCEDURALSTEPS
Enter T Code ZSLCM152 in command bar and press enter.
Counseling schedule over view screen will appear.
Click on New Entries and maintain counseling schedule like Object id, test type, academic year &
session, admission category, counseling type, social class, gender key, date, reporting time, rank
from and to.
Under Counseling schedule specify counseling venue, location code, region, postal code, country,
contact person, Mobile phone, Cut of marks percentage.
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Press enter and click on save icon.
4.5 RESULT
Counseling schedule will be created with date, time and venue.
5 STUDENT COUNSELLING DATA
5.1 DEFINITION
Once counseling has been scheduled in the system, this step will be used to perform below activities- a- Verify the counseling schedule using counseling schedule report
b- Update the rank card data in system
c- View and verify the rank card details
d- Send rank card to the students
5.2 PRE-REQUISITES (PRELIMINARY STEPS IF ANY)
Admission data is uploaded and counseling schedule is ready in the system
5.3 PROCESS FLOW
View Counseling Schedule -> Update Rank Card Details -> View and Verify Rank Card Data -> Send Counseling Letter
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5.4 PROCEDURAL STEPS
5.4.1 DISPLAY COUNSELING SCHEDULE
Enter T Code ZSLCM103 in command bar.
Student counseling data screen will appear.
To display counseling schedule select display counseling radio button and specify details
academic year & session, entrance exam, course id, admission category, counseling type and
click on execute button.
Counseling schedule displayed in the output screen.
5.4.2 DATA PREPARATION FOR COUNSELING LETTER
This step will generate data for counseling letter (Rank Card)
To upload student details for rank card, check update rank card details.
Specify academic year & session, entrance exam, course id, admission category, counseling type
(Note: If for specific rank need to call for counseling specify from and to rank range), otherwise
click on execute.
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Student details will be uploaded for rank care with successful message.
Press enter.
5.4.3 PERFORM COUNSELING LETTER GENERATION (SENDING MAIL)
In this process we can view and verify the details of rank card and then we can send
email to students
For sending mail to students about counseling check verify details and Specify academic year &
session, entrance exam, course id, admission category, counseling type (Note: If for specific rank
need to call for counseling specify from and to rank range), otherwise click on execute.
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Uploaded student will appear in the output screen verify details, and then click on send mail icon.
5.5 RESULT
Counseling letter is sent to students successfully which can be verified using transaction code “SOST”