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Welcome to

Welcome to. PeopleSoft Basics. About your instructor. Genice Milliner SES Trainer 15 years in documentation & training 13 years working at a national student loan guarantor. General Information. This class will last about three hours We will take a break about halfway through

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Welcome to

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  1. Welcome to PeopleSoft Basics

  2. About your instructor • Genice Milliner • SES Trainer • 15 years in documentation & training • 13 years working at a national student loan guarantor

  3. General Information • This class will last about three hours • We will take a break about halfway through • Restrooms are located….

  4. Class Guidelines • If you need to take a break at any other time, feel free to do so • DO NOT HESITATE to ask questions!!! • Parking Lot • Have fun!

  5. Course Overview • PeopleSoft HRMS/SIS Structure • Launching SIS • Navigating in SIS • Data Entry Basics

  6. Course Overview, cont. • FERPA Restrictions • Service Indicators • Masking NID & DOB • Error Messages • Navigating Online Help

  7. What this course will NOT do • Teach you job-specific procedures • Teach campus- specific policies • Make you fluent in the SIS System

  8. About this Class • This class is designed to help you build a foundation for future SIS functional “hands-on” training. • Understanding how to navigate, how the system is structured & how data is stored will be helpful in future functional courses.

  9. Materials you need • Course Training Guide • Training Database • SIS Online Help

  10. About you • Name • Job (not your title, but what you REALLY do!)

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

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

  13. PeopleSoft HRMS/SISSystem Structure

  14. HRMS/SIS System Structure • University wide effort to replace the “Legacy” student administration and human resources systems. • Totally web-based environment. • All processing & saving of data takes place on remote application & database servers.

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

  16. HRMS/SIS System Structure • All you need to access SIS is the Web browser Internet Explorer. • You use typical Internet navigation tools to navigate & perform your transactions.

  17. HRMS/SIS Modules

  18. HRMS/SIS Modules • HRMS was implemented in December of 2002 to manage human resource information for all employees across the university. • The system is composed of several major components.

  19. HRMS/SIS Modules • Human Resources • Benefits • Payroll • Electronic Documents (E-docs) • IU Information Environment (IUIE)

  20. HRMS/SIS Modules • SIS is the University-wide computing environment being implemented for student administration at IU. • SIS is comprised of PeopleSoft Student Administration modules, self-service modules & the IUIE.

  21. HRMS/SIS Modules • SIS includes the following PeopleSoft modules: • Academic Advising • Admissions • Financial Aid • Student Financials • Student Records

  22. HRMS/SIS Modules • PeopleSoft SIS modules work together to address student administration functions from recruitment & registration to financial aid & student records.

  23. HRMS/SIS Modules • You can enter, store & share information in the database to better manage business functions: • admissions, recruitment, financial aid • advising, “contact” management • registration, records, grades, transcripts • student financials (bursar)

  24. HRMS/SIS Modules • For a high-level view of how the modules interact, let’s look at Jane Doe. • High school senior • Wishes to attend Indiana University

  25. HRMS/SIS Modules • As a prospect: • Jane’s data is entered in the Admissions module • SIS assigns her a University ID

  26. HRMS/SIS Modules • Jane decides to attend IU so she submits an application. • Once her application is accepted, she applies for financial aid through the Financial Aid Office • Her request is processed in the Financial Aid module using the same University ID she was originally assigned

  27. HRMS/SIS Modules • After Jane enrolls in her classes, she is billed by the Bursar using the Student Financials module. • As Jane proceeds through her classes each semester, her academic records are updated & maintained in the Student Records module.

  28. HRMS/SIS Modules • If Jane decides to pursue a staff or faculty position at IU, her Employee ID will be the same ID that she was originally assigned as a prospect. • Her employee information will be updated & processed in the Human Resources, Benefits & Payroll modules.

  29. HRMS/SIS Modules • The integration of these functions & services: • allows you access to up-to-date, accurate information • provides you with easy & multiple ways to access it

  30. HRMS/SIS Modules • Campuses, schools & departments can work collaboratively to provide better service to students, faculty, staff, prospective students and parents.

  31. Reporting and the IUIE

  32. Reporting and the IUIE • One component not shown in the HRMS/SIS model is the IUIE. • The IUIE is the decision support & reporting component for SIS (& HRMS) that will replace the legacy Information Center. • Reporting & analysis activity will be done in the IUIE instead of operational environments.

  33. Reporting and the IUIE • It provides SIS users an infrastructure that processes & organizes student data gathered by PeopleSoft • It also provides tools for extraction, analysis & reporting.

  34. Reporting and the IUIE • A point-and-click environment in which data & reports can be extracted, viewed & published • Reports can be used for audit purposes or to assist with academic & administrative decisions.

  35. Campus Community & Bio/Demo Data

  36. Campus Community & Bio/Demo Data • PeopleSoft organizes the day-to-day data required by the university using an integrated database environment. • Create records by entering name, address, telephone, & birthdate.

  37. Campus Community & Bio/Demo Data • Biographic & demographic data entered for a person is known as Bio/Demo data • Bio/Demo data is stored in a central repository called Campus Community

  38. Campus Community & Bio/Demo Data • Campus Community holds the core person & organization data shared across the database • These items are stored only once in the database • Allows SIS & HRMS users to share & search Bio/Demo data helping to prevent the entry of duplicate records

  39. Campus Community & Bio/Demo Data • All processes & activities performed in SIS are performed in relation to the individuals in this Campus Community • In Campus Community, everyone is identified by their University ID (in HRMS this is called Employee ID or EmplID)

  40. Campus Community & Bio/Demo Data • Everyone receives a unique ID when they are first entered into the system • Prospective Students • Applicants • Current Staff & Faculty • Students

  41. Campus Community & Bio/Demo Data • This ID stays with you no matter how many relationships you may have with the university • Whenever you add, update or view Name & Address data for a student you are interacting with the Bio/Demo data stored in Campus Community

  42. Security

  43. Security • Access to the SIS Production environment is strictly limited to authorized users to protect the data in the system from unauthorized access. • A SafeWord Card is required in order to access the SIS Production Environment

  44. Security • OneStart is the Web portal that will be used to access the SIS Production Environment • OneStart is a secure Web environment that requires you to log-in using CAS authentication with your SafeWord Card

  45. Security • Security is based upon the concept of “roles” • A security role is a profile of the functions & responsibilities of typical end-users • Your security role determines which menus & pages you will see when you launch SIS

  46. Security • You will be assigned to a specific security role in SIS • You will be granted access based upon the student services tasks you perform in your job

  47. Academic Structure

  48. Academic Structure • Backbone of the Student Information System (SIS) • Helps define how IU organizes its campuses, schools & majors • Defines what degrees are offered, how academic terms are established, etc.

  49. Academic Structure • Important for: • Reporting purposes • Implementation of academic policies & processes regarding admissions, enrollment & graduation

  50. Academic Structure • PeopleSoft uses new terminology & elements to define & set-up Academic Structure in the Student Administration system. • Understanding the new structure & terminology for campuses, schools & academic programs and how it translates to the Legacy system is important.

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