Enrollment Reporting System Upgrade

1. Enrollment Reporting System Upgrade URL:www.webconference.com Conf. Id: CONF2930990 Password: ERSA1 Phone Information: (225) 383-8961 Participant Code: 491773

2. ERS Upgrade : ERA Agenda • -Introduction – Ron Basich • -Main Objectives – Ron Basich • -Data Flow – Ron Basich • -Demo – Jenny Philip • -Process Flow Summary – Jenny Philip • -QA

3. ERS Upgrade – Main Objectives • Provide a user-friendly web-accessible panel (Web Browser is the only software required by the system users) • Consolidate the campus and Chancellor’s Office processing for ERS by moving edit and master file building to the database server, reducing problems of consistency in software and tables • Store data in database tables rather than in text files

4. Main Objectives (Continue..) • Eliminate the current dual server processes • Provide an secure socket layer (SSL) protected upload of the data file from the user’s client machine to the server thereby eliminating the need for sftp or ssh2 software from users’ desktop • Provision of a built-in Status Monitor to initiate and track the processes per module • Replicate the current business rules for the all modules

5. Main Objectives (Continue..) • Query varying levels of information and provide user-friendly reports • Identify the user id naming convention as the first character of the first name along with the first seven characters of the last name (e.g. NRAMIREZ) • Encryption of confidential data (i.e. Social Security Number) and data communications to improve security

6. Main Objectives (Continue…) • Provide security at function level and the content of data the function accesses .

7. ERS Upgrade - Data Flow

8. www.zeta.calstate.edu:8250/webdoc/ers.html

9. Account Management • Logon

10. Account Management • Main Menu

11. Account Management • Change Password

12. www.zeta.calstate.edu:8250/webdoc/ers.html

13. ERS - Logon • Logon Page

14. ERS – Screen Layout Features • Header - Home, CSU Search, Logout, Help, • Left Navigation Menu Bar

15. ERS – Screen Layout Features Conti… • Other Features - Tooltip text, Drop Down Lists, Error/Warning Messages, Status Bar

16. ERS – Main Menu

17. ERS - Security • Sensitive Information • Maintain integrity, confidentiality and security • Privileges are assigned to each Role i.e. “Upload/Edit” privilege is assigned to the campus “Staff” role • Roles are then assigned to the Users i.e. “Staff” role is assigned to “RMORAN”

18. ERS • Q & A

19. ERS – View Status Monitor • To check the status of a campus submission

20. ERS – View Status Monitor (Continue…) • Select “Search” • Not Submitted • Edits Performed • Campus Completed • CO Review • CO Review (Red Flag) • CO Completed

21. ERS – View Status Monitor Conti… • Select View Status Monitor Report

22. ERS • Q & A

23. ERS – Scenario :: Happy Path • Logon as “MSIMEON” from Humboldt • View Status Monitor: Status=“Not Submitted”

24. ERS – Upload/Edit • To load an edit a campus file. • Upload “ERA.PROD.Tyyyytcc”. • Select “Perform Edits”. Browse Perform Edits

25. ERS – Upload/Edit • Display Summary

26. ERS – Status Monitor • View Status Monitor: Status=“Edits Performed”

27. ERS – Notify CO • To inform the CO that the campus file has been submitted for CO review (no catastrophic errors) • View Certification Report

28. ERS – Notify CO • Add Comments (optional) • Notify CO – Email sent out to the CO & Campus contacts.

29. ERS – Notify CO • Email • Campus file is now locked and the user cannot upload a file or run edits

30. ERS – Status Monitor • View Status Monitor: Status=“Campus Completed”

31. ERS – View/Download Unedited Data • To download an unedited version of the campus data file (As it was at the time of upload)

32. ERS – View/Download Edit Report • Lists all the records in the campus file that failed the edit criteria (Catastrophic & Warnings)

33. ERS – View/Download Edit Report (Continue…) • Detailed Report (PDF)

34. ERS – View/Download Edit Report (Continue…) • Summary Report (PDF)

35. ERS – View/Download Edit Report (Continue…) • Alternate Report (Excel). [A2]

36. ERS – View/Download Campus Edited Data • Lists all the records in the campus file after the CO transformations have been complete

37. ERS • Q & A

38. ERS – Accept Campus Edited Data (CO Only) • The CO moves the campus file to the review area and based on the review (catastrophic free), the file is accepted or rejected.

39. ERS – Status Monitor • View Status Monitor: Status=“CO Review”

40. ERS – View/Download Review Data • Lists all the records in the campus file that passed the edits (no catastrophic errors)

41. ERS – Accept Campus Review Data (CO Only) • The CO moves the campus file to the corporate/final area when the file is accepted.

42. ERS – Status Monitor • View Status Monitor: Status=“CO Completed”

43. ERS – View/Download Final Data • Lists all the records in the campus file that was accepted by the CO and moved to the corporate/final area

44. ERS – Exception Scenario 1 • Logon as “KNGO” from Stanislaus • View Status Monitor – Status=“Edits Performed”

45. ERS – Exception Scenario 1 (Continue…) • User tries to Notify CO even though catastrophic errors exist

46. ERS – Exception Scenario 2 • Logon as “JPHILIP” from CO (System Administrator) • View Status Monitor – Status=“CO Review”

47. ERS – Exception Scenario 2 (Continue…) • CO reviews the data and rejects it • Email notification to campus contacts (Sacramento) and CO

48. ERS – Exception Scenario 2 (Continue…) • Email sent. Campus is now allowed to reload the file and perform edits. • View Status Monitor: Status=“CO Review” with red flag

49. ERS – Reset • Allows the CO to unlock a file so the campus can reload and resubmit their file

50. ERS Upgrade – Process Flow