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Planning the Implementation of Campus Community

Understand the driving forces and key aspects of implementing campus community rules for smooth operations. Explore the impact on various areas and evolve with process changes. Access self-service tools and update personal information easily.

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Planning the Implementation of Campus Community

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  1. Planning the Implementation of Campus Community

  2. Rules for Campus Community • Keep an open mind • Understand other’s processes • Realize the impact on other areas

  3. Driving Forces of Campus Community • Implementation schedule • Key users of the data - might not be project team members • Evolution • Process changes • Learning curve • Reporting changes

  4. Campus Community Includes: • PEOPLE • EXTERNAL ORGANIZATIONS • EVENTS • 3C’S - Communications, Checklists & Comments

  5. Who is a Person?

  6. All in Personal Data

  7. Biographic/Demographic/Other Data • Names • Licenses • Languages • Honors/Awards

  8. A View of Campus Community

  9. What is an External Organization? • High School • College or University • Church • Company

  10. Events • On-Campus Open House • Off-Campus Reception • Tours

  11. Communications, Checklists & Comment (3C’s) • Comments • Communications • Checklists

  12. CC Self-Service • Campus Community Self-Service • New in Version 8.0 • Personal Portfolio • Allows users to update basic Personal Information • Community Access • Allows visitors to complete New User Registration • Community Directory • Allows schools to provide searchable directories of members of your campus community

  13. Personal Portfolio

  14. Community Access Home Page

  15. Community Directory

  16. Getting More Information • CMS Web site • http://cms.calstate.edu/index.htm • SOSS, Student Administration 8.0 Documents • Contains • Functional Specifications Documents • Fit-Gap Notes • PeopleSoft Setup Guides • PeopleSoft Business Process Guides • Note: Some documents are password protected.

  17. Topics For Discussion: • Set up and naming conventions • Entry points • Data stewardship • Definitions and standards • Conversion • Baseline Modifications

  18. Set up • Required values • Person • External Organizations • Events • Committees • 3C’s

  19. Set up - Required Values • Name Types • CO Determined • Address types • CO Determined • State or province table • CO Maintained • Country table • CO Maintained • Search/Match

  20. Set up - Required Values • Residency (business process requirement) • Ethnic group • Ethnicity table (ethnic subsets) CO Maintained • Instructor/Advisor Table • Service Indicators (business process requirement) • Visa permit table (business process requirement)

  21. Entry Points • Student • Prospect, Mentor • Applicant, Mentor • Tape loads • Alumni • Instructor/Advisor • Recruiter

  22. Entry Points • Event • Attendee • Guest (optional in personal data) • Event staff (optional in personal data) • Event coordinator • Employee • Applicant • Current • Former through conversion

  23. Entry Points • External Organizations • Contact at organization (optional in personal data)

  24. Data Stewardship • Who owns the data in PeopleSoft Student Administration/Human Resources • Campus Community Committee decision • Who owns the data • Who controls the data/update • Who configures the data (Setup Tables) • Who views the data

  25. Definitions & Standards • Provide a succinct definition • Address type • Home - where you currently reside • Mailing - where you want your mail sent • Communicate the definition via: • Training • Web • End-user documentation

  26. Definitions & Standards • Communicate standards • Names • Addresses • Minimal required data • SSN • Ethnicity • Gender • External Organizations

  27. Conversion • Conversion schedule • Precedence rules • Names • Addresses • SSN • Other various bio/demo data • Duplication rules • Error reports • Error files

  28. CC Baseline Modifications • Campus Community Modifications • CC99001 – Relationship Label Change (Deferred) • CC99002 – Ethnicity Detail for Ethnic Group • CC99003 – Citizenship Status Default (Defunct) • CC99004 – Marital Status Default • Defaults to Unknown instead of Single • CC99005 – Global Search (Defunct) • CC99006 – EmplID Auto-Numbering • Makes the EmplID field 9 and increments by 13. • CC01007 – Populating Ethnicity After Data Loads

  29. Users of the data • Student Financials • Financial Aid • Institutional Research • Admissions • Alumni • Athletics

  30. Users of the data • Student Records • Advising • Health Center • International Student Office • Housing, Library & Parking (Service Indicator Assignment & Release)

  31. Set up • Optional values • Person • External Organizations • Events • Committees • 3C’s

  32. Set up - Optional - People • Accommodation type • Diagnosis table • Immunization table • Health test table • Athletic Participation • Relationships

  33. Set up - Optional - People • Relations w/ institution • Salutation table • Standard occupation codes • Standard industry codes • Religious preference table • Supporting documents table

  34. Set up - Optional - People • Accomplishments table • Languages • License/certification • HR honors/awards • HR degrees • Memberships

  35. Set up - Optional - People • Honors and awards • SA - honors/awards table • HR - accomplishments table • Family Education Right to Privacy Act (FERPA)

  36. Set up - Optional Organizations • Organization code types • Organization group table • External subjects • External terms • Contact types

  37. Set up - Optional Events • Resource codes • Event types • Event templates (naming convention) • Staff codes

  38. Set up - Optional 3C’s • 3C groups (naming convention) • Letter codes (naming convention) • Communication context (naming convention) • Communication category (naming convention) • Communication 3C groups (naming convention) • Communication keys (naming convention)

  39. Set up – Optional3C’s • Checklist items (naming convention) • Checklist function item • Tracking groups (naming convention) • Checklist (naming convention) • Checklist 3C groups (naming convention)

  40. Set up - Optional 3C’s • Comment categories (naming convention) • Comment 3C groups (naming convention)

  41. Set up - Optional Committees • Committees (naming convention) • Committee types/roles (naming convention)

  42. Naming Conventions • Setting up the 3C’s • naming convention….every item set up in the 3C’s (letter codes, categories, checklist codes, communication contexts, etc.) should start with a specific letter of the alphabet assigned to that specific area. • Communication Contexts should be set up using the entire six characters in the field.

  43. Proven Strategies • Planned Communication between & among HR/SA • Campus Community team • evaluate/communicate changes that will impact the integrated system to the HR/SA teams maintenance and business process issues • Campus Community procedures manual • maintaining a person’s demographic data • provide consistent data entry practices for the integrated database to reduce duplicate records

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