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CATCOM Presentation Advisor Committee Maintenance in PeopleSoft 8.0

CATCOM Presentation Advisor Committee Maintenance in PeopleSoft 8.0. Committee Membership Maintenance Committee Data Structure Committee Data consists of an effective dated “parent” row for the committee to which one-to-many committee members can be assigned. Committee ID Effective Date.

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CATCOM Presentation Advisor Committee Maintenance in PeopleSoft 8.0

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  1. CATCOM Presentation Advisor Committee Maintenance in PeopleSoft 8.0

  2. Committee Membership Maintenance • Committee Data Structure • Committee Data consists of an effective dated “parent” row for the committee to which one-to-many committee members can be assigned. Committee ID Effective Date Committee Member Role Start and End Dates

  3. Committee Membership Maintenance • Effective Date Maintenance Problems • Scenario: Students can end up seeing “old” membership when membership is changed by inserting new effective dated “parents” – an example of effective dating concept gone awry Committee ID 01/01/1901 (Advisement Record) Student ID 08/25/04 Committee ID 12/13/2005 (original) Committee Members (revised) Committee Members

  4. Committee Membership Maintenance • Effective Date Maintenance Problems • PeopleSoft bug: If multiple membership changes have occurred via effective dated “parents” prior to the effective date of the advisement record, the student sees a conglomeration of the prior memberships! Committee ID 01/01/1901 Committee ID 03/10/04 (Advisement Record) Student ID 08/25/04 (original) Committee Members (revised) Committee Members

  5. Committee Membership Maintenance Maintenance Solutions • Never insert a new “parent” effective dated row other than the original parent and always leave that one dated as 1901/01/01. • The solution is to use membership start and end dates. • Add new members by inserting a member row and assigning an entry date equal to their actual start date and/or today’s date. Note: you may use “01/01/1901” if an accurate history of when a member actually became active is not important to you.

  6. Committee Membership Maintenance Maintenance Solutions • Unlike effective dating logic, the member start and end dates are meaningful relative to the current date only; i.e., if today is between (inclusive) the start and end dates of a member, that member will appear to a student regardless of the effective date of the student’s advisement record…this makes sense because all that matters to a student is who are the current members of their advisement committee right now.

  7. Committee Membership Maintenance Maintenance Solutions • The way you choose to expire members depends on whether you wish to maintain an archival history of your committee’s membership or not… • To maintain history, expire a member by placing the actual ending date in the end date field. As of that date they will no longer appear for any student with that committee when the committee membership is expanded. • If history of committee membership is not important, expire a member by simply deleting their membership row.

  8. Committee Membership Maintenance • Maintenance Solutions • Note: the system does not provide the functionality to show an “historical” snapshot of what committee members may have been active at the time a student was advised by committee (although a report or query could be developed to do this).

  9. LOUIE System Pages • Committee Membership Maintenance • Home > Manage Student Records > Track Student Careers > Use > Committees

  10. Committee Membership Maintenance

  11. Committee Membership Maintenance

  12. Committee Membership Maintenance

  13. Committee Membership Maintenance Security/Permissions • In order to accommodate the newly prescribed committee membership maintenance methods, “correction” capability has been added to the “NAU_SR Dept Committee Updater “ security role. • This allows those with this role to make changes to existing and past committee membership rows • If you already have this role, you need not take any action other than clearing your internet cache

  14. Committee Membership Maintenance Security/Permissions • If you currently do not have the “NAU_SR Dept Committee Updater “ security role and you need to maintain committee memberships, you can request this role through the Registrar’s Office using the security forms located at: • http://www4.nau.edu/louiesecurity • Note: committee updaters can also add new committees through the same “component”; i.e. page navigation: • Home > Manage Student Records > Track Student Careers > Use > Committees

  15. Committee Membership Maintenance Adding a New Committee

  16. Committee Membership Maintenance Adding a New Committee

  17. Committee Membership Maintenance Adding a New Committee

  18. Viewing this presentation from the Web • Open your browser to the Louie Project Home Page located at: • www4.nau.edu/louieproject • Navigate to Teams/Committees…Central Advising Team…Presentations

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