Welcome to

Welcome toWelcome to

PeopleSoft BasicsPeopleSoft Basics

About your instructorAbout your instructor

Genice MillinerGenice Milliner SES TrainerSES Trainer 15 years in 15 years in

documentation & documentation & trainingtraining

13 years working 13 years working at a national at a national student loan student loan guarantorguarantor

General InformationGeneral Information

This class will This class will last about three last about three hourshours

We will take a We will take a break about break about halfway throughhalfway through

Restrooms are Restrooms are located….located….

Class GuidelinesClass Guidelines

If you need to take If you need to take a break at any a break at any other time, feel free other time, feel free to do soto do so

DO NOT HESITATE DO NOT HESITATE to ask questions!!!to ask questions!!! Parking LotParking Lot

Have fun!Have fun!

Course OverviewCourse Overview

PeopleSoft PeopleSoft HRMS/SIS HRMS/SIS StructureStructure

Launching SISLaunching SIS Navigating in SISNavigating in SIS Data Entry BasicsData Entry Basics

Course Overview, cont.Course Overview, cont.

FERPA RestrictionsFERPA Restrictions Service IndicatorsService Indicators Masking NID & Masking NID &

DOBDOB Error MessagesError Messages Navigating Online Navigating Online

HelpHelp

What this course will NOT doWhat this course will NOT do

Teach you job-Teach you job-specific specific proceduresprocedures

Teach campus- Teach campus- specific policiesspecific policies

Make you fluent Make you fluent in the in the SIS SystemSIS System

About this ClassAbout this Class

This class is designed to help you This class is designed to help you build a foundation for future SIS build a foundation for future SIS functional “hands-on” training.functional “hands-on” training.

Understanding how to navigate, Understanding how to navigate, how the system is structured & how the system is structured & how data is stored will be helpful how data is stored will be helpful in future functional courses.in future functional courses.

Materials you needMaterials you need

Course Training Course Training GuideGuide

Training Training DatabaseDatabase

SIS Online HelpSIS Online Help

About youAbout you

NameName Job (not your Job (not your

title, but what title, but what you REALLY you REALLY do!)do!)

During this ClassDuring this Class

We attempt to duplicate the We attempt to duplicate the environment you will see when environment you will see when you access the “live” SIS you access the “live” SIS Production environment. Please Production environment. Please note that you may see some note that you may see some additional menus and pages in additional menus and pages in class that will not be present when class that will not be present when you access the Production you access the Production Database.Database.

You do NOT need a SafeWord You do NOT need a SafeWord Card for this training class. You Card for this training class. You will need a SafeWord Card to will need a SafeWord Card to access the SIS Production access the SIS Production Environment.Environment.

PeopleSoft HRMS/SISPeopleSoft HRMS/SISSystem StructureSystem Structure

HRMS/SIS System StructureHRMS/SIS System Structure

University wide effort to replace University wide effort to replace the “Legacy” student the “Legacy” student administration and human administration and human resources systems.resources systems.

Totally web-based environment.Totally web-based environment. All processing & saving of data All processing & saving of data

takes place on remote takes place on remote application & database servers.application & database servers.


HRMS & SIS users access the HRMS & SIS users access the system through separate system through separate PeopleSoft applications PeopleSoft applications allowing each group to work allowing each group to work independently yet save data to independently yet save data to one central database.one central database.


All you need to access SIS is All you need to access SIS is the Web browser Internet the Web browser Internet Explorer.Explorer.

You use typical Internet You use typical Internet navigation tools to navigate & navigation tools to navigate & perform your transactions.perform your transactions.

HRMS/SIS Modules

HRMS/SIS ModulesHRMS/SIS Modules

HRMS was implemented in HRMS was implemented in December of 2002 to manage December of 2002 to manage human resource information human resource information for all employees across the for all employees across the university.university.

The system is composed of The system is composed of several major components.several major components.


Human ResourcesHuman Resources BenefitsBenefits PayrollPayroll Electronic Documents (E-docs)Electronic Documents (E-docs) IU Information Environment IU Information Environment

(IUIE)(IUIE)


SIS is the University-wide SIS is the University-wide computing environment being computing environment being implemented for student implemented for student administration at IU.administration at IU.

SIS is comprised of PeopleSoft SIS is comprised of PeopleSoft Student Administration modules, Student Administration modules, self-service modules & the IUIE.self-service modules & the IUIE.


SIS includes the following SIS includes the following PeopleSoft modules:PeopleSoft modules: Academic AdvisingAcademic Advising AdmissionsAdmissions Financial AidFinancial Aid Student FinancialsStudent Financials Student RecordsStudent Records


PeopleSoft SIS modules work PeopleSoft SIS modules work together to address student together to address student administration functions from administration functions from recruitment & registration to recruitment & registration to financial aid & student records.financial aid & student records.


You can enter, store & share You can enter, store & share information in the database to information in the database to better manage business functions:better manage business functions: admissions, recruitment, financial admissions, recruitment, financial

aidaid advising, “contact” managementadvising, “contact” management registration, records, grades, registration, records, grades,

transcriptstranscripts student financials (bursar)student financials (bursar)


For a high-level view of how For a high-level view of how the modules interact, let’s look the modules interact, let’s look at Jane Doe.at Jane Doe. High school seniorHigh school senior Wishes to attend Indiana Wishes to attend Indiana

UniversityUniversity


As a prospect:As a prospect: Jane’s data is entered in the Jane’s data is entered in the

Admissions moduleAdmissions module SIS assigns her a University IDSIS assigns her a University ID


Jane decides to attend IU so she Jane decides to attend IU so she submits an application.submits an application.

Once her application is accepted, Once her application is accepted, she applies for financial aid she applies for financial aid through the Financial Aid Officethrough the Financial Aid Office

Her request is processed in the Her request is processed in the Financial Aid module using the Financial Aid module using the same University ID she was same University ID she was originally assignedoriginally assigned


After Jane enrolls in her classes, After Jane enrolls in her classes, she is billed by the Bursar using she is billed by the Bursar using the Student Financials module.the Student Financials module.

As Jane proceeds through her As Jane proceeds through her classes each semester, her classes each semester, her academic records are updated academic records are updated & maintained in the Student & maintained in the Student Records module.Records module.


If Jane decides to pursue a staff If Jane decides to pursue a staff or faculty position at IU, her or faculty position at IU, her Employee ID will be the same ID Employee ID will be the same ID that she was originally assigned that she was originally assigned as a prospect.as a prospect.

Her employee information will Her employee information will be updated & processed in the be updated & processed in the Human Resources, Benefits & Human Resources, Benefits & Payroll modules.Payroll modules.


The integration of these The integration of these functions & services:functions & services: allows you access to up-to-date, allows you access to up-to-date,

accurate informationaccurate information provides you with easy & provides you with easy &

multiple ways to access itmultiple ways to access it


Campuses, schools & Campuses, schools & departments can work departments can work collaboratively to provide collaboratively to provide better service to students, better service to students, faculty, staff, prospective faculty, staff, prospective students and parents.students and parents.

Reporting and the IUIE

Reporting and the IUIEReporting and the IUIE

One component not shown in One component not shown in the HRMS/SIS model is the IUIE.the HRMS/SIS model is the IUIE.

The IUIE is the decision support The IUIE is the decision support & reporting component for SIS & reporting component for SIS (& HRMS) that will replace the (& HRMS) that will replace the legacy Information Center.legacy Information Center.

Reporting & analysis activity Reporting & analysis activity will be done in the IUIE instead will be done in the IUIE instead of operational environments.of operational environments.


It provides SIS users an It provides SIS users an infrastructure that processes & infrastructure that processes & organizes student data organizes student data gathered by PeopleSoftgathered by PeopleSoft

It also provides tools for It also provides tools for extraction, analysis & extraction, analysis & reporting.reporting.


A point-and-click environment A point-and-click environment in which data & reports can be in which data & reports can be extracted, viewed & publishedextracted, viewed & published

Reports can be used for audit Reports can be used for audit purposes or to assist with purposes or to assist with academic & administrative academic & administrative decisions.decisions.

Campus Community & Bio/Demo Data

Campus Community & Bio/Demo Campus Community & Bio/Demo DataData

PeopleSoft organizes the day-PeopleSoft organizes the day-to-day data required by the to-day data required by the university using an integrated university using an integrated database environment.database environment.

Create records by entering Create records by entering name, address, telephone, & name, address, telephone, & birthdate.birthdate.


Biographic & demographic Biographic & demographic data entered for a person is data entered for a person is known as Bio/Demo dataknown as Bio/Demo data

Bio/Demo data is stored in a Bio/Demo data is stored in a central repository called central repository called Campus CommunityCampus Community


Campus Community holds the Campus Community holds the core person & organization data core person & organization data shared across the databaseshared across the database

These items are stored only These items are stored only once in the databaseonce in the database

Allows SIS & HRMS users to Allows SIS & HRMS users to share & search Bio/Demo data share & search Bio/Demo data helping to prevent the entry of helping to prevent the entry of duplicate recordsduplicate records


All processes & activities All processes & activities performed in SIS are performed in SIS are performed in relation to the performed in relation to the individuals in this Campus individuals in this Campus CommunityCommunity

In Campus Community, In Campus Community, everyone is identified by their everyone is identified by their University ID (in HRMS this is University ID (in HRMS this is called Employee ID or EmplID)called Employee ID or EmplID)


Everyone receives a unique ID Everyone receives a unique ID when they are first entered when they are first entered into the systeminto the system Prospective StudentsProspective Students ApplicantsApplicants Current Staff & FacultyCurrent Staff & Faculty StudentsStudents


This ID stays with you no This ID stays with you no matter how many relationships matter how many relationships you may have with the you may have with the universityuniversity

Whenever you add, update or Whenever you add, update or view Name & Address data for view Name & Address data for a student you are interacting a student you are interacting with the Bio/Demo data stored with the Bio/Demo data stored in Campus Communityin Campus Community

Security

SecuritySecurity

Access to the SIS Production Access to the SIS Production environment is strictly limited environment is strictly limited to authorized users to protect to authorized users to protect the data in the system from the data in the system from unauthorized access.unauthorized access.

A SafeWord Card is required in A SafeWord Card is required in order to access the SIS order to access the SIS Production EnvironmentProduction Environment

SecuritySecurity

OneStart is the Web portal that OneStart is the Web portal that will be used to access the SIS will be used to access the SIS Production EnvironmentProduction Environment

OneStart is a secure Web OneStart is a secure Web environment that requires you to environment that requires you to log-in using CAS authentication log-in using CAS authentication with your SafeWord Cardwith your SafeWord Card

SecuritySecurity

Security is based upon the Security is based upon the concept of “roles”concept of “roles”

A security role is a profile of A security role is a profile of the functions & responsibilities the functions & responsibilities of typical end-usersof typical end-users

Your security role determines Your security role determines which menus & pages you will which menus & pages you will see when you launch SISsee when you launch SIS

SecuritySecurity

You will be assigned to a You will be assigned to a specific security role in SISspecific security role in SIS

You will be granted access You will be granted access based upon the student based upon the student services tasks you perform in services tasks you perform in your jobyour job

Academic Structure

Academic StructureAcademic Structure

Backbone of the Student Backbone of the Student Information System (SIS)Information System (SIS)

Helps define how IU organizes Helps define how IU organizes its campuses, schools & majorsits campuses, schools & majors

Defines what degrees are Defines what degrees are offered, how academic terms offered, how academic terms are established, etc.are established, etc.


Important for:Important for: Reporting purposesReporting purposes Implementation of academic Implementation of academic

policies & processes regarding policies & processes regarding admissions, enrollment & admissions, enrollment & graduationgraduation


PeopleSoft uses new terminology PeopleSoft uses new terminology & elements to define & set-up & elements to define & set-up Academic Structure in the Academic Structure in the Student Administration system.Student Administration system.

Understanding the new structure Understanding the new structure & terminology for campuses, & terminology for campuses, schools & academic programs schools & academic programs and how it translates to the and how it translates to the Legacy system is important.Legacy system is important.

Academic Structure Terminology

Academic Structure TerminologyAcademic Structure Terminology

InstitutionInstitution Used to identify an individual college Used to identify an individual college

or university. The following or university. The following institutions are defined for IU:institutions are defined for IU:

IUBLA (Bloomington)IUBLA (Bloomington) IUCOA (Columbus)IUCOA (Columbus) IUCSA (Continuing Studies)IUCSA (Continuing Studies) IUEAA (East)IUEAA (East) IUFWA (Fort Wayne)IUFWA (Fort Wayne) IUINA (Indianapolis)IUINA (Indianapolis) IUKOA (Kokomo)IUKOA (Kokomo) IUNWA (Northwest)IUNWA (Northwest) IUSBA (South Bend)IUSBA (South Bend) IUSEA (South East)IUSEA (South East)


Academic CareerAcademic Career Represents the general level of Represents the general level of

study to which a student has study to which a student has been admitted. been admitted.

Undergrad, Grad, LawUndergrad, Grad, Law Courses can be grouped on the Courses can be grouped on the

transcript by career if a student transcript by career if a student has multiple careers.has multiple careers.


Academic GroupAcademic Group The highest-level breakdown of The highest-level breakdown of

an institution for academic an institution for academic structural purposes.structural purposes.

Each school, division or college Each school, division or college within an institution is usually within an institution is usually defined as an Academic Group defined as an Academic Group (BUSE, COAS, NURS, etc.).(BUSE, COAS, NURS, etc.).

Typically, Academic Groups offer Typically, Academic Groups offer courses.courses.


Academic ProgramAcademic Program The entity to which students get The entity to which students get

admitted & from which they admitted & from which they graduate.graduate.

In the case of IU, Academic Program In the case of IU, Academic Program is often a combination of “Academic is often a combination of “Academic Career” & “Academic Group” (for Career” & “Academic Group” (for example, undergraduate science, example, undergraduate science, undergraduate business, graduate undergraduate business, graduate business-MBA, etc.).business-MBA, etc.).


Academic PlanAcademic Plan A course of study in a specific A course of study in a specific

academic field.academic field. Defines academic objectives such Defines academic objectives such

as majors, minors & certificates as majors, minors & certificates (e.g., Bachelor of Science, Master (e.g., Bachelor of Science, Master of Arts, etc.).of Arts, etc.).

When appropriate, indicates When appropriate, indicates degree.degree.


Academic Sub-PlanAcademic Sub-Plan An area of further specialization An area of further specialization

within an Academic Plan such as within an Academic Plan such as a concentration or track (e.g., a concentration or track (e.g., Industrial Org Psychology).Industrial Org Psychology).

Group

Career

Program

Plan

Sub-Plan

Institution

PeopleSoft Terms

College/Div/School

UGRD/GRAD/PROF

Undergrad Science -- B.S.

Major/Minor

Concentration/Track

Campus

Indiana University Terms

Comparison of SIS/PeopleSoft and Legacy

Structure/Terminology

Academic Structure at Work

This person is a/an Career student, in the Group at Institution .

He/She plans to Plan Type in Plan Description and will earn a Degree degree.



This person is a/an _____This person is a/an _____11_____ student, in the _________ student, in the ____22____ at _______ at ___33____.____.

He/She plans to ___He/She plans to ___44____ in _________ in _____55___ and will earn a ______ and will earn a ___66_____ _____ degree.degree.

Blank 1Career

UndergraduateGraduate

LawOptometry

Blank 2*Group

Kelley School of Business College of Arts & Sciences

School of EducationUniversity Graduate School

School of LawSchool of Music

School of Optometry

Blank 4Plan Type

MajorMinor

Seek Preparation

Blank 5*Plan Description

BusinessEnglishHistory

Elementary EducationLaw

MusicologyOptometry

Blank 6*Degree

Associate of ScienceBachelor of Arts

Bachelor of ScienceMaster of Arts

Master of ScienceMaster of Business Administration

Doctor of PhilosophyDoctor of Jurisprudence

Doctor of Optometry

Blank 3Institution

Indiana University Bloomington

*A representative sample. Not intended to be a complete list.

Relational Databases

Relational DatabasesRelational Databases

Information entered into fields Information entered into fields on an SIS page is stored in on an SIS page is stored in database tables using a database tables using a relational database structure.relational database structure.

Relational DatabasesRelational Databases Important points explaining how data Important points explaining how data

is stored/retrieved in a relational is stored/retrieved in a relational database:database: Composed of tables that are linked to Composed of tables that are linked to

one another.one another. Tables are linked together via key fields Tables are linked together via key fields

(or keys).(or keys). Each table can have more than 1 key. Each table can have more than 1 key.

Allows links to multiple tables.Allows links to multiple tables. Keys are used as primary search fields.Keys are used as primary search fields. Information is entered only once. Saves Information is entered only once. Saves

time & reduces errors.time & reduces errors. Allows multiple people to work with the Allows multiple people to work with the

same set of data.same set of data.

Relational DatabasesRelational DatabasesRecruiter Academic Program

Recruiter Academic

Plan

Institution Table

Academic Career Table

Recruiters

InstitutionAcad CareerRecruiter IDEffective DateAcad Program

InstitutionAcad CareerRecruiter IDEffective DateAcad ProgramAcad Plan

Empl IDTP Status

InstitutionEffective Date

Effective StatusCampusResidency Req

InstitutionAcad CareerEffective Date

Effective StatusAcad Plan TypeGrading SchemeGrading Basis

InstitutionAcad CareerRecruiter IDEffective Date

Effective StatusRecruiter Type

Relational Databases – Table Relational Databases – Table StructureStructure

Tables are similar to a Tables are similar to a spreadsheet in that they spreadsheet in that they contain rows (horizontal) & contain rows (horizontal) & columns (vertical).columns (vertical).

In SIS PeopleSoft, columns In SIS PeopleSoft, columns represent fields used to represent fields used to view/enter data.view/enter data.

Rows store the entries you Rows store the entries you make in each field.make in each field.

Relational DatabasesRelational Databases

PeopleSoft uses pages to PeopleSoft uses pages to display data stored in a table.display data stored in a table.

Data entered on a page in Data entered on a page in PeopleSoft adds or updates PeopleSoft adds or updates data in a table row.data in a table row.

Key FieldKey Field Key Key FieldField

Academic Career TableAcademic Career Table

InstitutionInstitution Acad. Acad. CareerCareer

Effective Effective DateDate

Acad. Plan Acad. Plan TypeType

Effective Effective StatusStatus

Grading Grading SchemeScheme

Grading Basis Grading Basis (GB Default)(GB Default)

IUBLAIUBLA GRADGRAD 01/01/190101/01/1901 MajorMajor ActiveActive GRDGRD TRNTRN

IUINAIUINA DENTDENT 01/01/190101/01/1901 MajorMajor ActiveActive DENDEN TRNTRN

IUKOAIUKOA GRADGRAD 01/01/190101/01/1901 MajorMajor ActiveActive GRDGRD TRNTRN

Table Structure

Launching the SIS Launching the SIS ApplicationApplication

Launching the SIS via the “SIS Launch” Channel

Launching the SISLaunching the SIS

You must have a SafeWord You must have a SafeWord Card and a valid IU Network ID Card and a valid IU Network ID & Password to access the SIS & Password to access the SIS Production environment.Production environment.

The SIS application is launched The SIS application is launched via the OneStart web portal.via the OneStart web portal.


A wide range of online services can A wide range of online services can be accessed from this portal. Some be accessed from this portal. Some of these services include:of these services include: Access E-Mail.Access E-Mail. Access calendars.Access calendars. Access institutional reports.Access institutional reports. Purchase a parking sticker.Purchase a parking sticker. Launch the SIS ApplicationLaunch the SIS Application Launch the IUIE.Launch the IUIE.


To log in to the SIS Production To log in to the SIS Production environment, go to the OneStart environment, go to the OneStart portal (https://onestart.iu.edu)portal (https://onestart.iu.edu)

Click the Click the Login with safewordLogin with safeword checkbox ( ).checkbox ( ).

Click the Click the LOGINLOGIN button ( ). button ( ).

Logging in to OneStartLogging in to OneStart

Enter your IU Network ID and Enter your IU Network ID and Password in the appropriate Password in the appropriate fields and click the fields and click the loginlogin button ( ).button ( ).

The SafeWord Authentication The SafeWord Authentication page opens.page opens.

Logging in to OneStartLogging in to OneStart

Channels

Click on any tab to open a view.

Logging in to the SISLogging in to the SIS

Information is organized by roles, Information is organized by roles, tabs and channels in OneStart.tabs and channels in OneStart.

Roles are a list of related services Roles are a list of related services grouped together by tabs that grouped together by tabs that show what online services are show what online services are available.available.

Tabs display a group of channels.Tabs display a group of channels. Channels are small windows that Channels are small windows that

provide information or allow you provide information or allow you to access a specific service.to access a specific service.


When you log into OneStart, your When you log into OneStart, your opening view may be different opening view may be different based on the tab specified as based on the tab specified as your personal OneStart “home” your personal OneStart “home” page.page.

You may see different tabs You may see different tabs depending on your security and depending on your security and level of access.level of access.


When you select a role from the When you select a role from the drop-down menu in the top right drop-down menu in the top right corner of the page, it displays corner of the page, it displays tabs (or views) that are available.tabs (or views) that are available.

Select “All Roles” in the Select “All Roles” in the select select your roleyour role drop-down box in the drop-down box in the top right corner of the screen.top right corner of the screen.


You must access the You must access the administrative view to launch administrative view to launch the SIS application. There are the SIS application. There are two ways to access the two ways to access the administrative view.administrative view.


Click the tab.Click the tab. If you do not see the SIS Admin If you do not see the SIS Admin

tab click the tab. This will tab click the tab. This will open a drop-down list of open a drop-down list of additional selections.additional selections.

Then select SIS Admin from Then select SIS Admin from this drop-down list.this drop-down list.


The SIS Administrative view opens. The SIS Administrative view opens. From this view you can use Quick From this view you can use Quick Clicks as shortcuts to go directly to Clicks as shortcuts to go directly to menus and components or use the menus and components or use the SIS Launch channel to launch the SIS.SIS Launch channel to launch the SIS.

Click the SIS Logo or the word “Launch” to open the SIS application. Then navigate to the menu or function you need.

SIS Launch Channel

Each functional area you can access displays a list of Quick Clicks which are hyperlinks. When you roll your mouse over one of the links, the hand icon appears and the title changes color. If you click on the link, SIS opens directly on that menu or function.

Launching the SIS via the SIS Launch Channel


To launch the SIS application via To launch the SIS application via the SIS Launch channel, click on the SIS Launch channel, click on the SIS logo or the word the SIS logo or the word LaunchLaunch..

SIS Logo Launch link


If you launch the SIS via the If you launch the SIS via the SIS Launch channel, the SIS SIS Launch channel, the SIS HomeHome page is the first page page is the first page displayed.displayed.

Launching the SIS using Quick Clicks


Channels located along the left Channels located along the left side of the side of the SIS SIS AdministrativeAdministrative view contain view contain Quick Clicks which can also be Quick Clicks which can also be used to launch the SIS.used to launch the SIS.

Channels generally correspond Channels generally correspond to the PeopleSoft student to the PeopleSoft student administration modules being administration modules being implemented at IU.implemented at IU.


Each Quick Click listed in a channel Each Quick Click listed in a channel is a hyperlink that opens the SIS is a hyperlink that opens the SIS application directly on a specific application directly on a specific menu or search page.menu or search page.

This functionality saves you time This functionality saves you time since you don’t have to navigate since you don’t have to navigate from the SIS from the SIS HomeHome page through page through all of the menu groups to get to all of the menu groups to get to the menu or search page you the menu or search page you want.want.


To launch the SIS using a Quick To launch the SIS using a Quick Click, go to the appropriate Click, go to the appropriate channel and click the link you channel and click the link you want to access.want to access.


Click the appropriate Quick Link to launch the SIS and move to that specific menu or search page.


SIS launches and opens the SIS launches and opens the appropriate menu or search page.appropriate menu or search page.


The functional channels and The functional channels and Quick Clicks that you can view Quick Clicks that you can view and access in the SIS will and access in the SIS will depend on your security role depend on your security role and level of access.and level of access.

Exiting the SIS ApplicationExiting the SIS Application

When you are ready to exit SIS, do When you are ready to exit SIS, do NOT close Internet Explorer.NOT close Internet Explorer.

Complete the transaction you are Complete the transaction you are working on and save your work.working on and save your work.

Click .Click .

Always use theSign Out button

to exit SIS

Navigating in the Navigating in the SIS ApplicationSIS Application

Navigating in the SIS ApplicationNavigating in the SIS Application

The SIS Home page is always The SIS Home page is always the first page you will see the first page you will see (unless you use Quick Clicks).(unless you use Quick Clicks).

The SIS Home page is used to The SIS Home page is used to list menu groups to which you list menu groups to which you have been granted access.have been granted access.

Navigating in the SIS Application


Menu Groups, Menus, & Menu Menu Groups, Menus, & Menu Bar Items are categories that Bar Items are categories that help you navigate to and help you navigate to and access the appropriate SIS access the appropriate SIS pages.pages.

Navigation is linear (left to Navigation is linear (left to right across the screen).right across the screen).


Menu Bar items show the Menu Bar items show the functions you can access:functions you can access: Use – used for data entry or viewing Use – used for data entry or viewing

transaction detailstransaction details Inquire – used for online queriesInquire – used for online queries Process – used to run batch requestsProcess – used to run batch requests Report – used to run report requestsReport – used to run report requests

Menu Groups MenusMenu Bar

Items


- Data entry

- Online Queries

- Run batch requests

- Run report requests


Components are:Components are: single or multiple pages grouped single or multiple pages grouped

together & relate to a single together & relate to a single transaction.transaction.

similar to a multi-page form similar to a multi-page form because you must move from because you must move from page to page to complete all data page to page to complete all data entry before the transaction is entry before the transaction is savedsaved


Pages are:Pages are: used to view, enter and update used to view, enter and update

datadata where you perform your where you perform your

transactionstransactions grouped together into grouped together into

componentscomponents


Breadcrumbs are:Breadcrumbs are: used to mark your pathused to mark your path allow you to retrace your steps allow you to retrace your steps

at any timeat any time

Menu G

roups

MenusMenu Bar

ItemsComponents

Bread Crumbs


Click to returnto Home

Used toexit SIS


Search Pages:Search Pages: are used to find existing values are used to find existing values

of dataof data define what data will be found define what data will be found

for a Componentfor a Component


The The Basic SearchBasic Search option allows option allows you to search on any single you to search on any single search key.search key.

The The Advanced SearchAdvanced Search allows allows you to search on any you to search on any combination of keys.combination of keys.

Wildcards can be used in place Wildcards can be used in place of actual values.of actual values.

The The New WindowNew Window link opens a link opens a new window .new window .

% (percent sign) Match one or % (percent sign) Match one or more charactersmore characters

_ (underscore) Match any _ (underscore) Match any single charactersingle character

Using Wildcards to Search for Using Wildcards to Search for DataData

Keyboard ShortcutsKeyboard Shortcuts

Press Ctrl + K to view a list of keyboard shortcuts while you are on a page.

Press Ctrl + C to copy selected (highlighted) text.

Press Ctrl + V to paste copied text. Press TAB to move forward through

fields. Press Shift + TAB to move backward

through fields.

Demonstration/WalkthroughDemonstration/WalkthroughPage 23Page 23

ExerciseExercisePage 31Page 31

Data EntryData Entry

Data Entry Basics

Data Entry BasicsData Entry Basics

Effective Date:Effective Date: A column within a table used to A column within a table used to

store historical, current and future store historical, current and future information.information.

Changes/updates are never Changes/updates are never deleted allowing you to keep a deleted allowing you to keep a running history of your data.running history of your data.

Allows you to enter future changes Allows you to enter future changes that will go into effect that will go into effect automatically when the system automatically when the system date reaches the future effective date reaches the future effective date.date.


Action Modes/Types:Action Modes/Types: Used with Effective Dates to Used with Effective Dates to

maintain information.maintain information. Tell PeopleSoft what kind of Tell PeopleSoft what kind of

activity you want to perform.activity you want to perform.


Inserting Rows of Data:Inserting Rows of Data: Used to enter new information Used to enter new information

for an existing record.for an existing record. Allows you to enter data before it Allows you to enter data before it

becomes effective.becomes effective.


Scroll Areas are used to add, edit Scroll Areas are used to add, edit and view multiple rows of data for and view multiple rows of data for a group of related fields on a page.a group of related fields on a page.

(Insert Row) - (Insert Row) - Used to insert a Used to insert a new row of data in a scroll area.new row of data in a scroll area.

(Delete Row) - (Delete Row) - Used to remove Used to remove the most current row of data in a the most current row of data in a scroll area.scroll area.

Understanding Effective Dates

Understanding Effective DatesUnderstanding Effective Dates

To retain a student’s history from To retain a student’s history from prospect to graduation, prospect to graduation, PeopleSoft allows you to insert PeopleSoft allows you to insert new rows of data that are new rows of data that are identified by the dates when the identified by the dates when the information goes into effect information goes into effect (effective dates).(effective dates).

Effective dating allows you to Effective dating allows you to store historical, current and store historical, current and future information.future information.

Understanding Effective Dates Understanding Effective Dates

3 Basic types of Effective Dated Rows3 Basic types of Effective Dated Rows Current - Current - The data row with the date The data row with the date

closest to—but not greater than—the closest to—but not greater than—the current (system) date. Only one row can current (system) date. Only one row can be the current row.be the current row.

History - History - Data rows that have effective Data rows that have effective dates earlier than the current data row. dates earlier than the current data row. There can be more than one row.There can be more than one row.

Future - Future - Data rows that have effective Data rows that have effective dates later than the system date. There dates later than the system date. There can be more than one row.can be more than one row.


Assume the system date (today’s Assume the system date (today’s date) is date) is 05/01/0505/01/05..

EventEvent Effective Effective DateDate

Data Row Data Row TypeType

ProspectProspect 10/01/0310/01/03 HistoryHistory

ApplicantApplicant 02/02/0402/02/04 HistoryHistory

AdmittedAdmitted 02/01/0502/01/05 HistoryHistory

DepositedDeposited 03/18/0503/18/05 CurrentCurrent

MatriculatedMatriculated 08/15/0608/15/06 FutureFuture


Benefits of Effective Dating:Benefits of Effective Dating: Allows you to keep a running Allows you to keep a running

history of your data.history of your data. Allows you to enter future Allows you to enter future

changes that will go into effect changes that will go into effect automatically when the system automatically when the system date reaches the effective date.date reaches the effective date.

Understanding Data Entry Action Modes

Understanding Data Entry Action Understanding Data Entry Action ModesModes

Action Modes are types of actions Action Modes are types of actions you can perform within a page once you can perform within a page once you retrieve information.you retrieve information.

Types of actions you can perform on Types of actions you can perform on rows of data depend on the data row rows of data depend on the data row type (History, Current or Future).type (History, Current or Future).

The Action Mode tells SIS what type The Action Mode tells SIS what type of activity you want to perform.of activity you want to perform.

Understanding Data Entry Action Understanding Data Entry Action ModesModes

When you retrieve, modify or When you retrieve, modify or insert rows in a table, the insert rows in a table, the action mode applies specific action mode applies specific rules based on the Effective rules based on the Effective Date.Date.

Understanding Data Entry Action Understanding Data Entry Action ModesModesPage Page ButtonButtonss

Search Search Page Page EquivalenEquivalentsts

DescriptionDescription

Add a New Add a New ValueValue

Adds a new row of information to the database with a new high level primary key.

(this is the (this is the default)default)

Used to view or update data for a high-level key. Displays only Current and Future rows of data for review. You can update Future rows, but not Current rows.

Used to review the history of a record. Displays ALL rows of data (History, Current and Future). However, you can only update Future rows.

Displays ALL rows of data (History, Current and Future) and allows you to update or correct any row. You can also insert new rows regardless of the Effective Date or Sequence Number.

Correlation between Effective Correlation between Effective Dating & Action ModesDating & Action Modes

The only difference between The only difference between Update/Display and Include Update/Display and Include History is the type of data you History is the type of data you can view.can view.

Include History displays all Include History displays all historical data and takes historical data and takes longer to retrieve.longer to retrieve.

Understanding/Using Scroll Areas

Understanding/Using Scroll AreasUnderstanding/Using Scroll Areas

The (Insert Row) & (Delete The (Insert Row) & (Delete Row) buttons help you add or Row) buttons help you add or remove rows of data.remove rows of data.

Insert Row & Delete Row Insert Row & Delete Row buttons are usually associated buttons are usually associated with Scroll Areas.with Scroll Areas.

Scroll Areas allow you to add, Scroll Areas allow you to add, edit and view multiple rows of edit and view multiple rows of data for a group of fields on a data for a group of fields on a page.page.

Scroll Area

Scroll Area

Understanding/Using Scroll AreasUnderstanding/Using Scroll Areas

Button or Button or LinkLink

FunctionFunction

Inserts (adds) a new row.Inserts (adds) a new row.

Deletes the current row.Deletes the current row.

Displays the next row.Displays the next row.

Displays the previous.Displays the previous.

View AllView All Displays all rows of data.Displays all rows of data.

FindFind Allows you to find a specific Allows you to find a specific row of data.row of data.

FirstFirst Moves to the first row.Moves to the first row.

LastLast Moves to the last row.Moves to the last row.

Inserting/Deleting Rows

Inserting & Deleting RowsInserting & Deleting Rows

To add a new row of data click the To add a new row of data click the button. The navigation bar will button. The navigation bar will change to show another row of data.change to show another row of data.

When you insert a new row, the When you insert a new row, the system copies the existing data into system copies the existing data into the new row and inserts the current the new row and inserts the current system date (today’s date) in the system date (today’s date) in the Effective DateEffective Date field. field.


Enter the data that is changing Enter the data that is changing and enter the appropriate and enter the appropriate Effective Date (if necessary).Effective Date (if necessary).

Changes do NOT take effect Changes do NOT take effect until you save the page. If you until you save the page. If you exit the page without saving, exit the page without saving, the changes are lost.the changes are lost.


To delete a row of data, select the To delete a row of data, select the appropriate row and click the appropriate row and click the button. You will be asked to confirm button. You will be asked to confirm the deletion.the deletion.

The row is immediately removed The row is immediately removed from the page display. Changes do from the page display. Changes do NOT take effect until you save the NOT take effect until you save the page.page.


The row you attempted to The row you attempted to remove will remain in the remove will remain in the database if you exit the page database if you exit the page without saving.without saving.

The navigation bar will be The navigation bar will be updated to display 1 less row updated to display 1 less row of data when you delete a row.of data when you delete a row.

ExerciseExercisePage 42Page 42

Identifying and Viewing Identifying and Viewing FERPA RestrictionsFERPA Restrictions

What is FERPA?

What is FERPA?What is FERPA?

The Family Educational Rights The Family Educational Rights and Privacy Act (FERPA) is a and Privacy Act (FERPA) is a federal law that protects the federal law that protects the privacy of a student’s privacy of a student’s education record.education record.


This law applies to all schools This law applies to all schools which receive funds under an which receive funds under an applicable U. S. Education applicable U. S. Education Department program.Department program.

FERPA applies only to student FERPA applies only to student records. It carries records. It carries nono authority authority over employee records.over employee records.


Under FERPA, institutions may Under FERPA, institutions may designate certain limited student designate certain limited student information as directory/public information as directory/public information (such as name, information (such as name, address, dates of attendance, address, dates of attendance, etc.).etc.).

The student must have a The student must have a reasonable opportunity to reasonable opportunity to restrict, in writing, the disclosure restrict, in writing, the disclosure of such information.of such information.


IU has designated the following IU has designated the following as directory information and as directory information and may release this information may release this information unless the student has unless the student has submitted a request for non-submitted a request for non-disclosure:disclosure:


Name; Address; E-Mail; PhoneName; Address; E-Mail; Phone Major field of study; dates of Major field of study; dates of

attendanceattendance Admission/Enrollment status; Admission/Enrollment status;

campus; school, college or campus; school, college or divisiondivision

Class standing; degrees/awards; Class standing; degrees/awards; activities; sports; athletic activities; sports; athletic informationinformation


Students who wish to restrict Students who wish to restrict the release of their the release of their directory/public information directory/public information must file the appropriate form must file the appropriate form or submit a written request to or submit a written request to the Office of the Registrar.the Office of the Registrar.

A student may also be able to A student may also be able to restrict directory/public restrict directory/public information via Self Service.information via Self Service.


Students can elect to restrict Students can elect to restrict limited data (i.e., address, limited data (i.e., address, phone, etc.) or they can phone, etc.) or they can restrict ALL directory data.restrict ALL directory data.

Restricted data can not be Restricted data can not be released to campus directories released to campus directories or third parties.or third parties.


Once an exclusion preventing Once an exclusion preventing disclosure of directory disclosure of directory information is added to a information is added to a student’s record, the data is student’s record, the data is considered “confidential”.considered “confidential”.

University officials with a University officials with a legitimate need can still access legitimate need can still access the restricted information.the restricted information.


Callers requesting information Callers requesting information about students who have about students who have elected to restrict ALL elected to restrict ALL directory/public information directory/public information should be referred to the Office should be referred to the Office of the Registrar.of the Registrar.


To rescind a restriction, To rescind a restriction, students must submit a written students must submit a written request to the Office of the request to the Office of the Registrar asking that the Registrar asking that the restriction be removed.restriction be removed.

How do I Identify FERPA Restrictions?

How do I identify FERPA How do I identify FERPA restrictions?restrictions?

The privacy shade icon ( ) The privacy shade icon ( ) indicates that a student has indicates that a student has restricted some or all of their restricted some or all of their directory/public information.directory/public information.

Click the icon to view a page Click the icon to view a page which shows you what which shows you what information, if any, is releasable.information, if any, is releasable.

Most pages that display a Most pages that display a student’s information will also student’s information will also display the FERPA icon when display the FERPA icon when applicable.applicable.

How do I identify FERPA How do I identify FERPA restrictions?restrictions?

FERPA – Complete RestrictionsFERPA – Complete Restrictions

When the “No Data Designated When the “No Data Designated Releasable” message displays Releasable” message displays without any “releasable” links at without any “releasable” links at the bottom of the page, it means the bottom of the page, it means the student has elected to restrict the student has elected to restrict ALL directory information.ALL directory information.

FERPA – Complete RestrictionsFERPA – Complete Restrictions

Refer any inquiries concerning Refer any inquiries concerning students who have elected to students who have elected to restrict ALL directory restrict ALL directory information to the Office of the information to the Office of the Registrar.Registrar.

Identifying and Viewing Identifying and Viewing Service IndicatorsService Indicators

Service IndicatorsService Indicators

The SIS uses Service Indicators The SIS uses Service Indicators to specify information about a to specify information about a student.student.

Service Indicators are pieces of Service Indicators are pieces of information that are attached information that are attached to a student’s record.to a student’s record.


They can be attached to a They can be attached to a student’s record manually or student’s record manually or through certain automated through certain automated processes (i.e., credit history or processes (i.e., credit history or enrollment cancellation enrollment cancellation processes).processes).

Service Indicators can be either Service Indicators can be either positive ( ) or negative ( ).positive ( ) or negative ( ).


The placement of a Service The placement of a Service Indicator on a student’s record Indicator on a student’s record can impact processing.can impact processing.

Most pages that display a Most pages that display a student’s information will student’s information will display any appropriate display any appropriate Service Indicator icons.Service Indicator icons.

Masking of NID and DOB on Masking of NID and DOB on Bio/Demo PagesBio/Demo Pages

Masking of NID and DOBMasking of NID and DOB

Users with Users with display-onlydisplay-only (or (or view-onlyview-only) access to the ) access to the Bio/Demo pages will find that Bio/Demo pages will find that the National ID (NID) and Date the National ID (NID) and Date of Birth (DOB) fields are of Birth (DOB) fields are masked to partially hide the masked to partially hide the data in the field.data in the field.


The National ID field will be The National ID field will be masked to display only the last masked to display only the last four characters.four characters.

The Date of Birth field will be The Date of Birth field will be masked to display only the masked to display only the month and day.month and day.


Masking will be applied to most Masking will be applied to most Bio/Demo Data and Bio/Demo Data and Relationships pages Relationships pages throughout the SIS application.throughout the SIS application.

Users with Users with add/updateadd/update access access will still be able to see the full will still be able to see the full values of these fields.values of these fields.


Masking of the NID and DOB Masking of the NID and DOB fields was implemented during fields was implemented during the SIS Phase III release in the SIS Phase III release in January, 2004.January, 2004.

Error MessagesError Messages


PeopleSoft has 2 types of error PeopleSoft has 2 types of error messages:messages: Warning MessagesWarning Messages Error MessagesError Messages


Warning Message:Warning Message: Warns that the data entered may be Warns that the data entered may be

in conflict with other data in the in conflict with other data in the system. The data entered may or may system. The data entered may or may not be correct.not be correct.

The warning is displayed to let you The warning is displayed to let you know it may be necessary to review know it may be necessary to review the data entered.the data entered.

You can choose to ignore the warning You can choose to ignore the warning by clicking .by clicking .

Error Messages – Warning Error Messages – Warning MessageMessage


Error Message:Error Message: ““Pops-up” on the screen when a data Pops-up” on the screen when a data

entry error has occurred (e.g., typing entry error has occurred (e.g., typing an invalid value).an invalid value).

Data entry field turns red & you will be Data entry field turns red & you will be unable to continue until the error is unable to continue until the error is resolved.resolved.

Click to close the pop-up Click to close the pop-up window and correct the data entry window and correct the data entry error.error.

Navigating Online HelpNavigating Online Help

Navigating Online HelpNavigating Online Help

Open Internet ExplorerOpen Internet Explorer Navigate to: Navigate to:

http://www.iupui.edu/~seshelp/http://www.iupui.edu/~seshelp/training/sis_online_help_home.training/sis_online_help_home.htmhtm or choose SIS Online Help or choose SIS Online Help from the Favorites menu or use from the Favorites menu or use the SIS Online Help link in the the SIS Online Help link in the SIS Support channel in SIS Support channel in OneStart.OneStart.

Online Help Online Help Demonstration/WalkthroughDemonstration/Walkthrough

Page 55Page 55

Questions?Questions?

Course EvaluationCourse Evaluation

Please click the Course Please click the Course Evaluation link in the Favorites Evaluation link in the Favorites list and complete the online list and complete the online course evaluation.course evaluation.

The URL is: The URL is: http://www.indiana.edu/~ips/sihttp://www.indiana.edu/~ips/sis_registration/evaluation.php4s_registration/evaluation.php4

Thank you for attending Thank you for attending today’s training session!today’s training session!

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