SAP SLcM (Student Lifecycle Management) SAP S/4 HANA Implementation Project … · 2020. 12....
Transcript of SAP SLcM (Student Lifecycle Management) SAP S/4 HANA Implementation Project … · 2020. 12....
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SAP SLcM (Student Lifecycle Management)
SAP S/4 HANA Implementation Project
User Manual for Faculty
Indian Institute of
Science
In case of system issues, please send mail to [email protected]
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Contents 1. About SLcM .................................................................................................................................. 4
2. View Academic Calendar ......................................................................................................... 7
3. Submit Course Instructor Mapping ........................................................................................ 8
4. View Student Feedback .............................................................................................................. 10
5. Create Course ........................................................................................................................... 12
6. Enter Marks .............................................................................................................................. 14
7. Grade Change Request ........................................................................................................... 16
8. Schedule Comprehensive Exam ............................................................................................ 17
9. Approve Course Registration PG/Ph.D. ............................................................................... 18
10. Course Dropping PG/Ph.D. .................................................................................................... 20
11. Faculty Self Service ................................................................................................................. 22
12. My Advisee ............................................................................................................................... 23
13. Course Registration UG .......................................................................................................... 24
14. Course Dropping (UG) ............................................................................................................ 27
15. My Project Students ................................................................................................................ 30
16. Troubleshooting Section ........................................................................................................ 31
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Abbreviation Stands For
AMS Academic Management System
AR Academic Assistant Registrar Academic Section
CGPA Cumulative Grade Point Average
DCC Department Curriculum Committee
DR Academic Deputy Registrar Academic Section
ERR Examination Result Registry
FICA Finance and Contract Accounting
GARP General Academic Research Provision.
HMS Hostel Management System
NON-RTP Non-Research Training Programme
PO Process Orchestration
PS Project Systems
RE-FX Real Estate Flexible Management
RTP Research Training Programme
SCC Senate Curriculum Committee
SCRC Senate Committee on Research Conferment’s
SLcM Student Life Cycle Management
SOI Scheme of Instruction
TGPA Term Grade Point Average
FA Financial Assistance
RA Research Associateship
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1. About SLcM
Student Lifecycle Management is a component of SAP Higher Education & Research solution which
aims at cost-effective management of higher education by providing functions that cover the core
processes of a university. SAP SLCM is designed for Higher Education & Research to provide an
integrated student lifecycle management and, support business processes.
It is used for maintaining student records, student financials, recruitment and admission, student advising, academic structure, class schedule as well as academic services for teaching and research.
Following diagram shows the functions that Student Lifecycle Management offers at IISc.
Course Management
There are two processes in Course Management
1. Addition of new courses in SOI (Scheme of Instructions)
2. Change in Existing Courses.
This is followed by the activation and offering of the various courses for the specific Academic Year
and Session, through Course-Instructor Mapping and Activation.
Admission
The data related to the admission of Student is being brought to SAP SLcM through an interface from Academic Management System (AMS). Once applicant’s pay’s admission fees in AMS system, they are provisionally admitted and following details will be ported to SAP via the interface: 1. Student Personal Details 2. Admission and Registration Details 3. Certificates uploaded by Student
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4. Student Qualification Details 5. Student Scholarship Details 6. National Entrance Test Details 7. Fee pending for Student Account – How much total fees is pending for student to pay 8. Fee Posted to Student Account – How much fees student has paid 9. Customer Master Data in RE-FX (Flexible Real Estate Management, etc.
Provisionally admitted students will be called for reporting to Institute.
Course Registration/Dropping
Courses are available on Student portal for registration during the active window for Course Registration. The dates can be viewed from the Academic Calendar available in Student portal. Student will log in on the portal to choose a set of courses before a set deadline. Student needs to submit the request and once the request is approved, the courses will be registered. The information will be available in the Academic Work in Student Profile.
There are two deadlines to drop a course. If a student drops before first deadline, then there is no mention of that course in Transcripts and the Examination Results Register (ERR), but if a student drops after first deadline and before second deadline, then it will appear in the transcript of Student with status “W” (Withdrawn). Student will be able to initiate the request for dropping and upon successful approval, the course will be dropped.
Examination & Grading
This involves the process for Marks Entry and Grade Change. After successful approval of the same and on the activation of the Result Publication Date, Student will be able to generate and download term transcript. This also encompasses generation of reports like- ERR, CMGS, etc.
Re-Registration
On the commencement of new Academic Session, students’ needs to activate their registration by initiating the process of Course Registration for the new session. Registration activation can also be achieved by initiating request for Scholarship, which creates an active sessional registration record.
Graduation & De-Registration
On successful completion of the program requirement, Student is eligible for Graduation. On Senate and Council Approval, the status of Student is “Degree Awarded” in the SAP System and Student is deregistered from SAP SLcM. However, deregistration does not have an impact on the existing data of Student.
Alumni
Once the degree is awarded, Student is considered an Alumni. alumna/alumnus. The data related to Alumni is available in the Alumni Management System.
The Interfaces
Data is ported from AMS to SAP via an Interface. Once an applicant pays admission fees and uploads
relevant documents in AMS system, applicant is provisionally admitted, and all details of Students are
updated in SAP. Provisionally admitted students will be called for reporting to Institute.
The information about Mess Guest Charges and Mess Bill Generation is ported from HMS to SAP.
Following information is received by the HMS System from SAP System:
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• Mess Allotment,
• Change of Mess,
• Student Details for Upgrade/Downgrade/Continuation,
• Mess Deallocation/Vacation,
• Mess Bill Payment/Adjustment,
• Generation of Advance Slot,
• Extension of Mess,
• Details of Leave History of Student for Mess Sign In/Sign Off.
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2. View Academic Calendar
Faculty should click on Tile ‘View Academic Calendar’ as shown below to access academic
calendar:
Faculty can view Activities which are related to their Role:
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3. Submit Course Instructor Mapping
Academic Section should use the tile ‘Submit Course Instructor Mapping’ as shown below: -
Faculty can map Course Mapping and submit for further approval. After approval faculty
gets mapped to that course.
Faculty should select below fields and then click on ‘Submit’. Course Instructor mapping
submission request will trigger to next level for approval
Once a request is submitted, below message will be triggered and after clicking on ‘ok’,
request will get triggered for approval:
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Faculty can view status of mapped courses by entering input as below:-
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4. View Student Feedback
The Instructor will login through his portal and click on the following Tile to view the Feedback
Response.
On clicking the Tile, the following screen is displayed.
❖ The Faculty will select Academic Year and Session and click on ‘View feedback response’
to view the feedback response for the corresponding course.
❖ On clicking the View Feedback Response button, the following screen is displayed.
On clicking the question, the Faculty will be able to view the weightage for the same.
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5. Create Course
Faculty can create their own course and after activation can offer for specific year and
session. To create a course, faculty to use the below shown tile.
On clicking ‘Create’, below Screen appears in which all below specified fields should be
entered to submit. Sample screenshot displayed below. (*) are mandatory fields without
filling those system will not allow to submit for course creation.
Once faculty submits the request, it will trigger work flow for further approval and faculty
can view status of submitted request as shown below:
Workflow for Course Creation for PG/Ph.D.
Instructor->DCC Chair ->Academic Office->Dr Academic->SCC Chair
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Once faculty clicks on ‘Details’, they can view data which has been entered as below:
Once final approval is completed, a particular course will get mapped to faculty as per their
request.
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6. Enter Marks
• Facility for Faculty to enter Marks through Faculty/Instructor Portal is available for the
designated duration as specified in the Academic Calendar (GRDE). Once instructor enters
the marks and submits, the workflow is triggered for the approvals.
• For PG/Ph.D. Students, the Workflow levels are as follows:
Instructor→ DCC Chair→ Academic Section → DR Academics → SCC Chair
a) Instructor: - The Instructor/ Faculty should be able to enter Marks for the course
through the Faculty Portal.
The Faculty should be able to provide the Course Grade Scale Range for a course, for the
academic year and session. Total Number of students registered for that course is also
displayed on the Instructor Initiator screen for Marks Entry.
❖ After entering the marks of the student and clicking on ‘Calculate and Save as Draft
option’, the grade and total marks and the attendance percentage of the student will
be calculated. The Request for approval of marks entered will be submitted on clicking
Submit for Approval option.
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For PG/Ph.D. Students Approvals:
Instructor→DCC Chair→Academic Section→DR Academics→SCC Chair
Once final approval is done, marks get stored for that particular course
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7. Grade Change Request
In cases where student requests for a review of his marks, the Instructor initiates the Grade
Change Request for that student. After the re-computation of the marks and final Approval,
the correction is reflected in the Term Transcript of the student. The correct and updated
Term Transcript can be downloaded by the student from his portal.
For PG/Ph.D. the Workflow approver level are as follows:
Instructor→DCC Chair→Academic Section→DR Academics→SCC Chair
After the final approval of the Request, from SCC Chair, the grades for the student are
changed and the same is reflected in the Term Transcript of the Student.
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8. Schedule Comprehensive Exam
If any faculty has been assigned as examiner by RS (Research Supervisor) in Schedule
comprehensive Exam, then faculty who got assigned as examiner can click on tile below and
view students assigned:
Students who have been assigned as examiner in Comprehensive Exam Schedule
Faculties can click on Comprehensive request form, Thesis Title and abstract to download
form
Faculties can click on NOC or research summary to download in PDF.
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9. Approve Course Registration PG/Ph.D.
If Student requests for course registration, request will be triggered to Faculty or further
approval. Faculty can view how many requests are pending for their approval:
❖ Process Workflow – Parallel Workflow for all 3 levels, where only Instructor can
Approve/Reject, DCCCHAIR & Advisor can only reject
Approval Process: Same for both PG/PhD
❖ Once student Initiates request, approval Workflow will be Triggered parallelly to all 3levels
Advisor, Faculty & DCCChair
❖ Only Faculty can Approve/Reject & Advisor or DCCChair can only Reject, they don’t have
access to approve
❖ On clicking the mentioned tile, the below screen is displayed that contains the details of
the Requests for Course Registration. Requests Pending for Approval are shown under the
Pending Requests Section. Completed Requests section consists of all the details of the
Approved or Rejected Requests.
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❖ On clicking the Details tab, the following details of the student is displayed. The Instructor
will be able to view his CGPA upto previous semester. The Instructor should click on “Back”
to navigate back to the Approver Screen for taking action.
❖ Once the Approver navigates back to the Approver Screen, he will be able to take Action
on the Request.
Once Approver approves the request that course gets stored under Student Profile.
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10. Course Dropping PG/Ph.D.
The process of Course Drooping will enable UG students to drop the registered courses.
There are two type of Course dropping based on Timeline- Dropping with Mention and
Dropping without Mention. If the Student drops the course within the time frame, it is
dropping without Mention. However, if the student drops the course after the time frame it
is Dropping with Mention and the same will be indicated and specified in his Transcript.
❖ Process Workflow – Parallel Workflow for all 3 levels where only Instructor can
Approve/Reject, DCCCHAIR & Advisor can only reject
Approval Process: - Same for both PG/PhD
❖ Once student Initiates request, Parallel approval Workflow will be triggered to all 3levels
Advisor, Faculty & DCCChair
❖ Only Faculty can Approve/Reject & Advisor or DCCChair can only Reject they don’t have
access to approve
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❖ On clicking the Details tab, the following details of the student is displayed. The
Instructor will be able to view his CGPA up to previous semester. The Instructor
should click on “Back” to navigate back to the Approver Screen for Taking Action.
❖ Once the Approver navigates back to the Approver Screen, he will be able to act on
the Request.
After request is approved, below message is triggered and stored in completed request
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11. Faculty Self Service
Below screen displays faculties’ view of all courses taught by a faculty and list of
Registered and Dropped students list is displayed.
Once Faculty clicks on ‘Registered Students’, below Screen will display student details
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12. My Advisee
Each Faculty will be having an option of ‘My Advisees’ in their portal. In this tile, faculty can
see details of students for whom faculty is acting as the “Research Supervisor.
Faculty can view students mapped under them through My Advisee as displayed below: -
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13. Course Registration UG
❖ Process Workflow for 1 to 3rd semester:
Student → Instructor → UG Dean
❖ Process Workflow for 4th semester onwards:
Student → Instructor → Subject Coordinator → UG Dean
Steps to be followed by the Instructor
❖ The Instructor is the First Approver after the Student raises a request for Course Registration
❖ The Instructor will login through his portal and Click on the following Tile to Initiate the
Approval Process
❖ On clicking the mentioned tile, below screen is displayed that contains the details of the
Requests for Course Registration. Requests Pending for Approval are shown under the
‘Pending Requests’ Section. ‘Completed Requests’ section consists of all the details of the
Approved or Rejected Requests.
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❖ On clicking the Details tab, the following details of the student are displayed. The Instructor
will be able to view his CGPA up to previous semester. The Instructor should click on “Back”
to navigate back to the Approver Screen for acting on the request.
❖ Once the Approver navigates back to the Approver Screen, he will be able to tact on the
Request.
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❖ The Review functionality is not available for the Instructor. The following message is
displayed when the Instructor tries to send the request for Review
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14. Course Dropping (UG)
The process of Course Drooping will enable UG students to drop registered courses. There are
two type of Course dropping based on Timeline- ‘Dropping with Mention’ and ‘Dropping
without Mention’. If the Student drops the course within the time frame, it is “Dropping
without Mention’. However, if the student drops the course after the time frame, it is
‘Dropping with Mention’ and the same will be indicated and specified in that student’s
Transcript.
❖ Process Workflow for 1-3rd semester-
Student → Instructor → UG Dean
❖ Process Workflow for 4th semester onwards-
Student → Instructor → Subject Coordinator → UG Dean
Steps to be followed by the Instructor
❖ The Approver will login through his portal and Click on the following Tile to Initiate the
Approval Process
❖ On clicking the mentioned tile, below screen is displayed that contains the details of the
Requests for Course Dropping. Requests Pending for Approval are shown under the Pending
Requests Section. Completed Requests section consists of all the details of the Approved or
Rejected Requests.
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❖ On clicking the Details tab, the following details of the student are displayed. The Instructor
will be able to view his CGPA up to previous semester. The Instructor should click on “Back”
to navigate back to the Approver Screen for acting on the request
❖ Once the Approver navigates back to the Approver Screen, he will be able to act on the
Request.
❖ The Review functionality is not available for the Instructor. The following message is
displayed when the Instructor tries to send the request for Review
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15. My Project Students
If any students are mapped to a faculty, faculty can view list of students from Portal as
shown below:
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16. Troubleshooting Section
Process Error Message Probable Reason and Solution
Submit Course Instructor Mapping
Please choose different timeslots
Faculty cannot select same timeslot twice in same session & Year
Submit Course Instructor Mapping
Please select Academic Section
While submitting course Instructor mapping Selecting academic section is mandatory
Submit Course Instructor Mapping
Request for mapping to this course has already been submitted
Faculty cannot submit course mapping request for same year, session and time
Create Course Please select a different course code name. This Course code name already exists
Faculty cannot create course with same Code to which faculty is not assigned
Create Course Course code should start with the selected Academic level
Faculty should enter code as per level entered for course
Enter Marks/Change marks
Sessional and Final marks cannot be greater than 50
Faculty cannot enter more than 50 in each row for sessional & Final Marks
Enter Marks/Change Marks
Sessional and Final marks cannot be negative
Faculty cannot enter negative marks for sessional or final
Enter Marks/Change Marks
Sessional and Final marks cannot contain special characters or alphabets
Faculty cannot enter Special characters in Final or sessional Marks
Enter Marks Classes attended cannot be greater than classes held
Faculty cannot enter more classes for students than held
Enter Marks Kindly fill in 10-Point and 8-Point grade scale table.
Faculty should enter Grade scale table before entering marks for student
Enter Marks Kindly fill the no of classes held
No of classes held is mandatory
Enter Marks Kindly fill the exam date
Exam date is mandatory for faculty to fill
Enter Marks Exam date cannot be a future date.
Faculty cannot enter exam date as future date
Enter Marks Marks do not belong to defined scale grade.
Faculty cannot enter marks to students which is not there in specified marks range
Enter Marks Marks range cannot be more than 100
Specified marks range cannot be more than 100
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Enter Marks Maximum marks should be greater than Minimum marks
Faculty cannot enter minimum marks greater than maximum
Enter Marks Marks range cannot overlap
Marks range cannot be overlap while maintaining
Enter Marks Please fill in all the 10-Point grade range
10 point grade range should be completely filled
Change Marks Sessional and Final marks cannot be zero
Faculty cannot enter 0 in sessional or final marks in change marks
Change Marks Save the previous revised mark record before updating new record
Faculty should save previous record entered before updating new one
Enter Marks/Change Marks
The window for Entering Marks is not yet opened
Faculty cannot enter marks if window is not opened in academic calendar