INTRODUCTION TO CMS PEOPLESOFT Student Administration 8'9

1
INTRODUCTION TO CMS PEOPLESOFTStudent
Administration 8.9

• Tammara Nelson
• PeopleSoft Trainer
• CSUB
• Version 1.6 January 03, 2008

2
Purpose and Scope

• Purpose
• Introduce you to CMS PeopleSoft concepts,
  terminology, functions, and navigation.
• Familiarize you with performing tasks that are
  common to all CMS PeopleSoft modules.
• Provide you a foundation from which other
  training will build upon
• Allow you to meet the requirement for receiving a
  CMS PeopleSoft User ID and password.
• Allow you to meet the prerequisite for most CMS
  PeopleSoft training courses, including SA89 CSU
  Admissions Inquiry.
• Scope
• Provide general (non-function specific)
  information
• Cover a broad base of topics from areas of the
  system that are configured (primarily Student
  Admissions)

3
Objectives

• At the end of the course, you will learn
• The background of the CMS PeopleSoft migration
• The major modules of CMS PeopleSoft
• How
• To sign in and sign out of CMS PeopleSoft
• Roles and Permissions are used and their purpose
• To navigate using the Universal Navigation
  Header, Menu pagelet, Default Functional Area
  Navigation, and Menu Breadcrumbs
• To perform menu searches, to use Add to My
  Favorites, and to use My Favorites
• To search, sort searches, and save search
  criteria
• To customize grids, perform advanced searches,
  and export data
• To spell check and perform email notifications
• Effective Dating is used and its purpose
• Service Indicators are used and their purpose
• To find additional help on functional and
  technical issues

4
Background

• 1990s CSUB
• Purchased SCT Banner
• Leading Student Information System
• In place for 14 Years
• Well-loved, well-used, well-respected
• 2007 CSU Common Management Systems (CMS) Project
• CSU system-wide initiative aimed at delivering
  better services to students, faculty, and staff
  through better administrative software systems.
• PeopleSoft
• Selected product
• An integrated product that will replace the
  current human resource, finance and student
  administration systems (Banner).
• The goal is to have all CSU campuses live on the
  new software by 2008.

5
Major Modules of PeopleSoft

• Academic Advisement/Transfer Credit
• Defines and tracks requirements students must
  satisfy to graduate and the rules for
  transferring course credits.
• Admissions/Campus Community
• Supports the processing of applications,
  admission to the University, and functionality to
  support recruitment.
• Financial Aid
• Supports the local management and awarding of
  financial aid..

• Student Records/Academic Structure
• Supports maintenance of the Course Catalog,
  scheduling of Classes, registration, grading,
  enforcement of academic policies, awarding of
  degrees, and production of transcripts.
• Student Financials
• records and tracks all matters related to the
  student account including student charges,
  payments, financial aid disbursements, third
  party sponsorships and loan collections.

6
Signing in to PeopleSoft

• To sign in to PeopleSoft
• Navigate to the PeopleSoft Application via your
  web browser.
• Type in your
• User ID
• Password.
• Click Sign In

7
Signing Off PeopleSoft

• Always use the Sign Out link on the Universal
  Navigation Header to exit CMS PeopleSoft
• Do not use the X or File/Exit
• If you were to exit the browser first, the system
  will think you are still signed in. This is
  important due to the ASP technology employed with
  our implementation.
• Always sign out, when you are finished entering
  data
• This avoids potential security risk.
• 20 minute Inactivity Time-out

8
SIGN IN AND SIGN OUT

• Lab Exercise 1

9
Navigation

• Portal Like Navigation
• Menu Pagelet
• Left side
• Tree Structure
• Similar to Windows Explorer
• Collapsible and expandable
• All items can be found here
• Content Reference
• Folders and subfolders
• Appear as you navigate the menu pane
• Default Functional Area Navigation (DFAN) pages
• Appear as you drill down.
• Task driven
• Based on completing specific business processes.

Remember Always use the CMS PeopleSoft
navigation methods. Using your browser buttons
for navigation may produce unexpected or
undesirable results.
10
Roles and Permissions

• Every user is
• Assigned a role
• Added to one or more permission lists.
• Roles and permission lists
• Controls the level of access a person will have
• Determines the menu options in the menu
  navigation, etc.

11
PeopleSoft Interface
Page Layout
Universal Navigation Header
Page Bar
Page Tabs
Content
Expanded Menu Button
Menu Navigation
Buttons Toolbar
12
Saving Information

• When navigating between pages you do not have to
  save your entered data.
• You must save it prior to leaving a component.

Save Button
13
Menu Breadcrumbs

• Links that show your navigated path
• They are located above the menus
• The menu breadcrumbs will disappear, once you
  enter a search page

14
Menu Search

• Find menu items quickly by using the search
  functionality.
• Search Results will include
• Menu Titles
• Descriptions
• Navigation Guide (Breadcrumbs)
• Direct Link
• Customize Settings
• Select show or hide search summaries

15
My Favorites

• Add your most used and visited business processes
  to My Favorites.
• Click Add to Favorites in the upper right of
  your browser window.

Hidden Favorites List
Expanded Favorites List
16
My Personalizations
17
MENU SEARCH MY FAVORITES

• Lab Exercise 2

18
Where am I?
PEOPLESOFT
As we are transition to PeopleSoft, you will have
your feet in both worlds. The rule to remember
is If the student has never attended CSUB at
any time, under any name, SSN, or alternate
identity, gender, etc., then their records are in
PeopleSoft. Otherwise, their records are in
Banner.
BANNER
19
CSU ID Search

• The CSU ID Search is the first step prior to any
  data entry.
• This is done to determine if a person exists in
  the PeopleSoft Database.
• Critical to the prevention of duplicate student
  entries

20
CSU ID Search Results
Depending on the type of record the following
pages will be displayed when detail is
selected. Employees/ Person of Interest Main
Menu gt Workforce Administration gt Personal
Information gt Biographical gt Modify a
Person Campus Solutions Person Main Menu gt
Campus Community gt Personal Information gt
Add/Update a Person HR Recruiting Main Menu gt
Recruiting gt Add New Applicant
21
Sorting Search Results
Ascending Order

• Sort-able in ascending and descending order.
• Click on a column header to change the order.

Descending Order
22
Saving Searches

• Enter Search Criteria
• Click Save Search Criteria

3. Name Search Criteria 4. Click Save
5. You are returned to the search page. Notice
that you are now given the option of using your
saved search.
23
SEARCHING, SORTING SAVING

• Lab Exercise 3

24
Grid Functionality
Many pages that contain lists of data that are
structured as editable grids.
25
Sorting data in grids

• Like search results, data found in grids can be
  sorted in ascending or descending order.

Click on column header to sort.
26
Customizing Grid Display

• Data found in grids can be sorted in ascending or
  descending order.
• Click on the Customize hyperlink
• Define the order in which your columns are
  displayed
• Show or hide columns
• Create an automatic sort sequence

27
Insert Rows and Delete Rows
28
Searching with Operators

• Extensive, user-defined operators allow for
  flexible searches.
• Ability to save search criteria.
• Sort your search results.

29
Search Operators
30
Wildcard Searches

• Helpful in finding the exact information you want
  to process.
• The supported standard wildcard features are

31
Exporting Data to Excel

• By clicking on the download icon shown below you
  will be able to export your grid data in Excel.
• The download feature must be enabled in My
  Personalizations prior to downloading.
• To enable it navigate to
• My Personalizations gt General Options gt Excel 97
  grid download

32
GRID CUSTOMIZING ADVANCED SEARCHING

• Lab Exercise 4

33
Effective Dating

• Allows you to maintain a chronological record of
  historical, current and future data.
• Prevents current information from being
  overwritten, when entering effective dated
  information.
• Categorizes into three basic types
• Future All rows that have an effective date
  greater than the system date.
• Current The row with the effective date closest
  to, but not greater than the system date. It is
  this row of data that the system recognizes as
  the current active row.
• History All rows with an effective date less
  than the effective date on the current row.
• When the date of a future row arrives, it becomes
  the current row. What was the current row then
  becomes history.

34
Effective Dating Example

• You need to update a students mailing address.
• Before you conduct your search for the students
  address record, make sure you check Include
  History on the search page.

35
Effective Dating
36
Service Indicators

• Service Indicators allow or deny access to
  different services for individuals.
• Two types Positive and Negative

• Positive Service Indicators
• Special privileges
• Contributions
• Early Registration
• Negative Service Indicators
• No transcript privileges.
• Cannot use library.
• No Enrollment privileges.

37
Spell Check Functionality
Many text fields now have spell check ability.
Look for this icon.
38
E-mail Notifications

• E-mail notifications allow users to notify others
  of particular transactions.
• If enabled, the Notify button is located at the
  bottom of the page.
• When clicked the user is taken to the screen
  below.

39
Additional Information

• More Handouts

40
Supplemental Information

• Passwords
• Production web-site instructions
• Take-home exercises (Lab 5)

41
Additional Assistance
42
Objectives

• At the end of the course, you will learn
• The background of the CMS PeopleSoft migration
• The major modules of CMS PeopleSoft
• How
• To sign in and sign out of CMS PeopleSoft
• Roles and Permissions are used and their purpose
• To navigate using the Universal Navigation
  Header, Menu pagelet, Default Functional Area
  Navigation, and Menu Breadcrumbs
• To perform menu searches, to use Add to My
  Favorites, and to use My Favorites
• To search, sort searches, and save search
  criteria
• To customize grids, perform advanced searches,
  and export data
• To spell check and perform email notifications
• Effective Dating is used and its purpose
• Service Indicators are used and their purpose
• To find additional help on functional and
  technical issues

43
Thank You