Presentation name or presenter name

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ASSIST Data Conversion
David Cartwright Darlene Daclan
November 14, 2007
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Agenda

• Review conversion of ASSIST data to Transfer
  Credit setup tables in Campus Solutions 8.9
• Questions

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Functional/Technical Team

• The ASSIST load is a data conversion process
• Similar to legacy data conversions
• Requires coordination between functional and
  technical experts for success
• Technical Knowledge Requirements
• Experience with data conversions
• Ability to write/modify Application Engine
  processes
• Functional Knowledge Requirements
• Understanding of ASSIST data, including campus
  articulation data
• Familiarity with PeopleSoft 8.9 Transfer Credit
  setup tables and requirements (including External
  Organizations and Course Catalog)

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Prerequisites Review/Update

• Review ASSIST Data
• Is it current?
• Do subjects and course numbers match what appears
  on transcripts / TS 130 files?
• External Organization Cleanup
• No duplicate CEEB codes
• System defaults and ERS mapping populated for
  institutions in ASSIST extracts

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Prerequisites - Setup

• External Subjects
• How many are needed? Campus decision
• Minimum required One
• No delivered functionality associated with field
  except in Prospects
• Coordination with Admissions may be required
• Requirement Designations
• Campus setup decision
• Must set up for GE indicators in ASSIST
• Requires coordination with Student Records and
  Advising

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Data Conversion Preparation

• Complete Conversion File Layout
• Functional team reviews/updates conversion
  default values

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Data Conversion Preparation

• Modify Conversion Program Callouts
• Technical team modifies callouts for CSU_CV_ASST
  with defaults established by functional team
• Refer to CMS Central/Campus Development
  Responsibilities document for specifics on what
  has been pre-approved for COMR Exceptions

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Data Conversion Preparation

• Update Base Edit Setup
• Technical team updates the setup page for base
  edits to account for fields that may not exist in
  the input file

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Data Conversion Preparation

• Source Data for Conversion
• Contact the ASSIST Coordination Site (949)
  824-4385 (either Lori Quillen lori_at_assist.org or
  Eric Taggert eric_at_assist.org). 
• ASSIST will generate the files, move them to
  their ftp server, and inform the campus of the
  file availability.
• ASSIST will create the following extracts
• ltcampus namegt_subject_mm-dd-yy.dat
• ltcampus namegt_courses_mm-dd-yy.dat
• ltcampus namegt_csuge_mm-dd-yy.dat
• ltcampus namegt_artic_course_mm-dd-yy.dat
• Download files from ftp//ftp.assist.org
• FTP the files to server folder

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Processing Order

• ASSIST data must be converted in the following
  order
• School Subjects
• Loads the subjects used in the external
  organizations course catalog
• School Course Classification
• Loads individual course information (subject,
  number, title, units, etc) used in the external
  organizations course catalog
• Transfer Rules
• Populates Transfer Subject Area pages with
  external course(s) and internal equivalent(s)
• Creates a Course Transfer Rule for each External
  Org.
• Requirement Designations
• Applies GE Requirement Designations to internal
  courses
• Transfer Priority
• Applies transfer priority when more than one
  equivalency is present for the same time period

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School Subjects Run Edits

• Load School Subjects Into Staging Table for
  Review and Editing
• Specify Common Options

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School Subjects Call Out

• Specify Call Out that contains campus defaults
• Run the Process

Campus Defaults
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Process Monitor

• Check Process Monitor for Successful Completion

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School SubjectsReview Data

• Review/Edit Data on the School Subjects Inquire
  Page

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Post School Subjects

• Run School Subjects Process to Post Edited Data
  to PeopleSoft Tables

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School SubjectsVerify Results

• Verify Successful Data Conversion
• Use delivered School Subject Maintenance page

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School Courses Run Edits

• Load School Courses Into Staging Table for Review
  and Editing
• Specify Common Options

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School Courses Call Out

• Specify Call Out that contains campus defaults
• Run the Process and Verify Completion

Campus Defaults
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School CoursesReview Data

• Review/Edit Data on the School Courses Inquire
  Page

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Post School Courses

• Run School Courses Process to Post Edited Data to
  PeopleSoft Tables

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School CoursesVerify Results

• Review the results on the School Course
  Classification pages

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ASSIST RulesPre-Processing

• Three Step Process to prepare course-to-course
  articulation data from ASSIST
• First Step is to load data into staging

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ASSIST RulesPre-Processing Results

• Institutions tab shows external orgs found in
  ASSIST file
• Select the institutions to be processed further

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ASSIST RulesPre-Processing Results

• Subjects/Courses in the Articulation file that
  have not yet been loaded show on this tab

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ASSIST RulesPre-Processing Results

• Internal CSU courses that are not found in the
  Course Catalog are displayed here for correction

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ASSIST RulesApply Updates

• Second pass applies edits

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ASSIST RulesCreate Import Data

• Third pass creates import data in format for
  Conversion program

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Date Stamp Data

• This step date stamps the data file for further
  processing

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Transfer CreditRules Conversion

• Creates Transfer Credit Rules

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Transfer CreditRules Conversion
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Transfer CreditRules Conversion
Campus Defaults
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Transfer CreditRules Conversion

• Review Edit Results

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Transfer CreditRules Conversion

• Post Rules

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Transfer CreditRules Conversion

• Review Results in Transfer Subject Area Component

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Transfer CreditRules Conversion
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Transfer CreditRules Conversion

• Review Course Transfer Rules Component

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Requirement Designations

• Load from ASSIST file

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Requirement Designations

• Review Ambiguous RDs
• Multiple RDs for same articulation

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Requirement Designations

• Map ASSIST GE Indicators to Campus RDs
• Applies only if match is not found during edits

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Requirement Designations

• If too many rows with the same data are found,
  updates are not made

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Requirement Designations

• Apply Updates to Staging Table

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Requirement Designations

• Update Transfer Rules with RDs

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Requirement Designations

• Review Results in Transfer Subject Area Pages

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Transfer Priority Assignment

• To resolve issue of multiple rules for same time
  period

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Follow Up Activities

• Quarter/Semester Unit Conversions
• Conversion uses Specify Fixed Units
• Allows more decimal places
• Must edit internal unit field
• Campus may want Specify Maximum Units
• Unit conversion done at fetch (2 decimal places)
• Articulations by Plan
• One Course Transfer Rule per subject
• Multiple rules differentiated by Priority Number
• Program Source Equivalency
• TEST TEST TEST TEST TEST TEST TEST

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Additional Information

• Conversion Guide provides detailed step-by-step
  instructions
• The Appendix of the Conversion Guide provides
  additional information
• Sample ASSIST files
• Technical Program flows
• Transfer Priority schema

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CMS Website http//cms.calstate.edu/04_Application
s/04E_StudentAdministration/HCM89_SA/index.asp
www.calstate.edu