ISIS v8 Basics Integrated Student Information System

1
ISIS v8 BasicsIntegrated Student Information
System

• Transition to a new PeopleSoft Environment with
  ISIS

2
Introductions

• Who we are
• Karen Jennings, ISIS Training Coordinator
• Teresa Clark, ISIS Project Team
• Where we are located
• ISIS Office is located on the 5th floor of Hotz
  Hall.
• How to contact us
• www.uark.edu/isis
• isistrn_at_uark.edu

3
Go Live Dates

• Admissions
• Implementation begins August 4, 2003
• Student Records
• Implementation begins September 1, 2003
• Student Financials
• Implementation begins November 3, 2003
• Financial Aid
• Implementation begins January 12, 2004
• Academic Advisement
• Implementation begins March 29, 2004

4
Contents

• Logging into ISIS
• ISIS Security
• Using the Menus
• Identify Navigational Shortcuts
• Breadcrumbs
• Access Keys
• Using Search
• Basic
• Advanced
• Field Level Prompts
• Wildcard Searches
• Page Actions
• Search Results
• Page Actions
• Page Action Buttons
• Effective Dates

• Working with Components and Pages
• Components
• Pages
• Move Between Pages
• Save Component Data Entry
• Components with Related Links
• Identifying Types of Data Entry Fields
• Types of Data-Entry Fields
• Required Fields
• Data Navigation
• Grids
• Folder Tab Shortcut Keys
• Menu Navigation Keys
• Adding and Deleting Rows
• Add a Row
• Delete a Row
• Give it a Try

• Working with Components and Pages
• Components
• Pages
• Move Between Pages
• Save Component Data Entry
• Components with Related Links
• Identifying Types of Data Entry Fields
• Types of Data-Entry Fields
• Required Fields
• Data Navigation
• Grids
• Folder Tab Shortcut Keys
• Menu Navigation Keys
• Adding and Deleting Rows
• Add a Row
• Delete a Row
• Give it a Try
• Wrap Up

5
Logging into ISIS

• ISIS is accessed through your Web browser
• Internet Explorer
• Netscape
• Work from your office.
• Work from your home.
• However, not ALL processes can be ran remotely.

6
Understanding ISIS Security

• Security can mean several things
• Secure Passwords
• What you will have access to view on ISIS.
• What you will be able to do on ISIS.
• General Security Tips
• Sign out of the ISIS system when you are
  finished.
• Lock your computer when you leave your desk.
• Never share your password with anyone.

7
Understanding ISIS Security -cont.-

• Password Security Tips
• 6 10 characters
• Should contain at least 1 number.
• Should contain at least 1 symbol ( lt _at_).
• Should use both UPPERCASE and lowercase
  characters.
• Failed Sign-in
• Correct User ID?
• Correct Password?
• Correct case? (UPPER lower).
• If all above are true, call Help Desk _at_ 5-2905.

8
Using the Menus

• Menu Columns What you see is determined by ISIS
  security
• 1st Menu Column Home-
• 2nd Menu Column Sub-levels to the main category
  you chose
• 3rd Menu Column Contains the basic activities
  Use, Setup, Process, Inquire.
• After you have made your selection in the 3rd
  column, a 4th column will appear with underlined
  links that connect you to the Search page for
  that page or component.

9
Using the Menus -cont.-

• Menu Symbols
• A plus sign before a menu item indicates
  sub-levels to view. Click the plus sign or the
  heading name to view the sub-levels.
• A minus sign before a menu item indicates the
  heading is already expanded to show its
  sub-levels. Click the minus sign or heading to
  collapse the expanded column.
• The menus display up to 3 levels at one time.
  The Home column will collapse to accommodate the
  4th column and display a back arrow sign.

10
Using the Menus cont.-

• Breadcrumbs
• Navigation links just above the menu columns.
• Visual reference to your location in the system
  when on a page.
• Quick return to a particular level of the menu.

11
Using the Menus cont.-

• More Breadcrumbs
• If you click on any of the breadcrumbs before
  saving your data, the system will prompt you to
  save.
• To save data- click on OK.
• If you do NOT want to save the data- click
  CANCEL.

12
Using the Menus -cont.-

• Menu Navigation Access Keys
• ALT the 1, 2, 3, or 4 number keys
• Moves the focus across the menu levels resting on
  the uppermost menu item for that column.
• TAB Key
• Moves the focus to the next menu item in the
  current column or to the top of the next column
  if on the last menu item.
• ENTER Key
• Opens the next menu level or the search page for
  the selected component.

13
Using Search

• After navigating through the menus to your
• selection, the Search Page displays.
• This is the final step before viewing the actual
  record in ISIS.
• There are two types of search pages
• Basic
• Advanced

14
Using Search -cont.-

• Wildcard Searches Helpful in finding the exact
  information you want to process.

15
Using Search -cont.-

• Search Criteria
• Enter a Full or Partial value for any search
  field, including wildcards.
• Based on what you enter, ISIS will present you
  with a list of possible matches.
• If there is only one match, the record/page is
  presented.
• Every transaction page or component in the menu
  columns has a search record associated with it.
• If you select other pages that have a common
  search record you will not be prompted to enter
  search criteria again.
• You will be prompted for new search keys only
  when you select a new page outside of the
  component with a different search record.

16
Using Search -cont.-

• Basic Search-The Basic and Advanced Search pages
  offer a link to change the search type. It
  appears as a hyperlink next to the Search button.
  
• Offers just one or two fields to perform your
  search.
• However, you can designate which key field to use
  from the drop down list.

Use the Search By drop down list to search by a
different field.
The search mode you can SWITCH TO.
If your search comes up empty You can add the new
value.
17
Using Search -cont.-

• Advanced Search-
• Offers several fields to search for your record.
• May narrow the search by entering more than one
  type of criteria.

Use prompts to help you fill in the fields.
The search mode you can SWITCH TO.
If your search comes up empty You can add the new
value.
18
Using Search -cont.-

• Field-Level Prompts and Validations
• Provides a list of valid values for a field.
• Fields that prompt against a prompt table appear
  on your screen with a magnifying glass.
• Click the magnifying glass and a Lookup Page
  opens allowing you to search for the value you
  need.

19
Using Search -cont.-

• Prompt Example

You can click the Lookup button or press ENTER
when the icon is selected to see a list of all
valid options for this field.
20
Using Search -cont.-

• Page Actions
• Include History
• Accesses all rows of an existing effective-dated
  record.
• History, Current, and Future rows will be
  displayed in chronological order.
• Correct History
• Access all rows of an existing effective-dated
  record.
• Current and Historical rows can be modified using
  this page action.
• NOTE Both of these options are based on your
  security.

21
Using Search -cont.-

• Search Results
• There are 2 possible results after running a
  search
• Go directly to the desired record (match a
  specific record).
• A Search Results List displays at the bottom of
  the screen.
• NOTE The results from an advanced search will
  contain a link for each column entry. Results
  from a basic search will only display the 1st
  column as a link.

22
Using Search -cont.-

• More on Search Results
• The search function can retrieve up to 300
  entries from the data base.

Click the arrow to view the next set of listings
23
Using Page Actions to View Data

• Your ISIS security will determine if these
  buttons appear on your selected pages.

24
Using Page Actions to View Data -cont.-

• Effective-Dates
• Maintain accurate history of information in ISIS.
• Storage of historical data.
• View changes in data over time.
• Entry of future data.
• For example you may want to track several
  events in the career of a student, such as when
  they applied, accepted, and graduated.

25
Working with Components and Pages

• Components
• Consist of several pages within the same window
  that pertain to a specific task.
• Related links may appear at the bottom of each
  page.
• Contain page tabs, each containing a related
  page.
• Accessed from the menu.

26
Working with Components and Pages -cont.-

• Pages
• Individual display and data entry screen.
• Primary way to view and change data.
• Provides features like buttons or links to help
  navigate through the system.
• Identify the page you are viewing.
• The white tab indicates that page is displayed.

27
Working with Components and Pages -cont.-

• Move Between Pages
• Click on the page tab you wish to view.
• Or, click on the page links at the bottom of each
  page.
• Or, press the page tab access key ALTunderlined
  letter and then press ENTER).

28
Working with Components and Pages -cont.-

• Saving Component Data Entry
• Pages are treated as a single entity when you try
  to save data.
• When you click , data on all the pages is
  committed to the database. Some pages will have
  required fields.
• Reminder- If you click on any of the breadcrumbs
  before you save your data, ISIS will prompt you
  with this message.

29
Identifying Types of Data Entry Fields
30
Identifying Types of Data Entry Fields -cont.-

• Required Fields
• An asterisk () in front of a data-entry field
  indicates a required field.
• This means you must enter data into that field if
  you want to continue, save, or leave the page.
• Often they are drop-down lists or prompt buttons,
  but can also include calendar prompts.

31
Data Navigation

• Tab Between Fields
• Press the TAB key to move to the next field.
• SHIFTTAB moves you back a field.
• Grid Scroll Areas
• Ability to add, edit, and view multiple
  occurrences of data for a group of fields on one
  page.
• Grids resemble and behave like an embedded
  spreadsheet with headings, rows, and cells.
• Some grids will contain a drop-down list box,
  check box, image, link, or button.

• Tabbed Grids
• A way to view multiple columns of information
  without having to scroll to the right.
• Some grids may have an Expand All button that
  lets you expand the grid columns to the right.
• Collapsible Grids
• Some grids can be collapsed or expanded.
• Click the right-or left-pointing triangle in
  front of the grid heading to expand or collapse.

32
Data Navigation -cont.-

• Scroll Areas
• Behaves like a grid.
• Fields are randomly arranged, unlike spreadsheet.
• Does not actually contain a scroll bar.
• Data Grid Navigation
• Grids and Scroll areas contain the same type of
  navigation structure.
• Instead of a traditional scrollbar, ISIS uses
  buttons and links.

• Folder Tab Shortcut Keys
• Access keys for folder tabs also.
• Will help move between pages in a component.
• Identify access keys by underlined letter in
  folder tab name.
• Press ALTunderlined letter and then press ENTER
  to open the page.

33
Adding and Deleting Rows

• Within various pages throughout ISIS, you may
  have the ability to insert rows of data to
  include all applicable values and details.
  Again, this is based on your security.
• Add a Row
• Click on the button to add a row.
• Allows you to include more information in one
  record, such as Service Indicators (holds).
• Allows you to build historical records of events.
• Add additional sets of information without
  overwriting the original information.
• Rows can have dates associated with them, but are
  not always required.

34
Adding and Deleting Rows -cont.-

• WARNING!
• If you forget to insert a new row, any data you
  enter will overwrite the existing data in that
  row.
• ISIS will NOT prompt you to insert a new row. It
  assumes you want to type over existing data.
• Will not take effect until you save the page.
• If you exit the page without saving, the original
  data will remain intact.

35
Adding and Deleting Rows -cont.-

• Delete a Row
• Delete rows by clicking on the button.
• Permanently deletes the row of data from the
  record.
• ISIS will confirm the deletion with a pop-up
  message.
• You are also reminded the row will not be deleted
  until you save the transaction.
• However, the row is automatically removed from
  the grid or scroll area.
• NOTE It may be very important in your department
  to NEVER delete rows of data. Verify this is
  acceptable in your processes.

36
Give it a Try

• Here is a link to the PeopleSoft Navigation
  Tutorial so you can practice your skill.
• http//www.uark.edu/admin/isisdir/Training20Docs.
  htm

37
Wrap-Up

• Questions and Answers?
• See ISIS FAQ
• http//www.uark.edu/admin/isisdir/FAQ.htm
• This presentation will be available on the ISIS
  Web site.
• Thanks for coming!