The New Event Load

The New Event LoadCo-Curricular and Civic Engagement Event Load

Lone Star Team

Robert Lawson – Director, Campus Solutions Brenda Jackson – Business Analyst, Campus Solutions Rohit Kulkarni – Developer, Campus Solutions

Lone Star College

Founded 1972. 84,000 credit students each semester. ~9,000 employees (part-time and full-time). Total enrollment of more than 95,000 (credit and non-credit). Largest institution of higher education in the greater Houston area. 6 Campuses, 2 University Centers, and 6 Satellite Centers. One of the fastest-growing college systems in U.S. 11 school districts, 1,400 square miles, population of 2+ million.

ORGANIZATION & ORACLE

PeopleSoft Integration Hub 9.1, PeopleTools 8.54.13PeopleSoft Campus Solutions 9.0, PeopleTools 8.54.13PeopleSoft Human Capital Management 9.1, PeopleTools 8.54.13PeopleSoft Enterprise Learning Management 9.1, PeopleTools 8.54.13PeopleSoft Financial Supply Chain Management 9.1, PeopleTools 8.54.13PeopleSoft Enterprise Performance Management 9.1, PeopleTools 8.54.13Oracle Business Intelligence Enterprise Edition 11.1.1.9Hyperion 11.1.2.1Siebel Universal Customer Master (MDM) 8.1(being decommissioned) User Productivity Kit 12Oracle Database 12c

Agenda

Why & What is Event Load? Our Approach Functional Set-up

External Functional Set-up The Technical Design Running the Process Recommendations Questions?

Why & What is Event Load

Do students engaged in campus and non campus events have a higher success rate? If so, to what extent?

The purpose of this process is to track participation in campus events, meetings, and programs for the purpose of evaluating program effectiveness and student participation.

Students will check in at institutional sponsored activities across all campuses.

Events and meetings must be created in Campus Solutions to load and store attendance on students records.

What is Event Load

Add a new record on the Event Attendance page and associate it to one meeting ID

Business Requirements

Process all records in the .CSV file Add a new record on the Event Attendance page

For a new event and meeting ID For an existing event and a new meeting ID

Skip the EmplID in the .CSV file if The event and meeting already exists Event ID is not setup Meeting ID is not setup CSV has duplicate rows

Maintain the business logic of the page

Our ApproachPhase 1

Access data from one CSV file which has been manually placed

in a server location using an SFTP program

User specifies the file path on the run control

Evaluate the .csv file data and add a new record as appropriate

Phase 2

User places the multiple CSV files on a mapped drive on their

computer

The process runs nightly to evaluate the data and add a new

record as appropriate

Move the processed CSV files to an archived folder on the server

Functional Set-up Navigation: Campus Community > Campus Event Planning > Event Management

Event Types are created in iStar to systematically organize common categories of events/meetings/programs (i.e. civic engagement, service learning, student life). Campus “Events” are then created and associated in iStar with the relevant “Event Type.” Campus “Events” are then created in iStar and can be considered an electronic file folder that “Meetings” are organized within.

The “Event” file folders provide a mechanism to group “Meetings” based on commonalities (i.e. year, campus, event type). All “Meetings” fall within a single “Event” category (electronic file folder).

Note: Each “Event” has a unique “Event ID” and each “Meeting” within that “Event” category also has a “Meeting ID.”

External Functional Set-up for phase 2 We created an external folder on the NT server for designated users

at the campuses to load student attendance files. They map this external drive on their desktop and drop files for the daily

load to pick up. The only 3 fields needed on the file is Emplid, Event ID, Meeting ID

1234567 000172423 3

1234568 000172423 3

1234569 000172423 3

1234570 000172423 3

1234571 000172423 3

1234572 000172423 3

Technical Implementation

File layout PeopleBooks: A file layout is a definition that represents the data structure of a flat

(text) file to be processed. When reading from or writing to a flat file, PeopleCode can use a file layout as a template to identify and correctly process the records and fields of the file. File layouts work with hierarchical and nonhierarchical data, and they can handle files that combine data records with nondata (audit or control) records.

Component Interface PeopleBooks: A component interface enables exposure of a PeopleSoft component for

synchronous access from another application. Component interfaces can be viewed as "black boxes" that encapsulate PeopleSoft data and business processes, and hide the details of the underlying page and data. Component interfaces can be used to integrate one application with another application or with external systems. Component interfaces execute the business logic built into the component and as a result, they provide a higher level of data validation than a simple SQL insert.

Technical Layout

File Layout

Component Interface

Maintain Business Logic of the Page

Staging Record

App Engine

Running the process – Phase 1

Running the Process – Phase 2

Recommendation Get a clear Business Process Need from your business owner. Find out what areas across your institution can benefit from tracking this

process. (i.e. Student Activities, Honor Societies, Athletics, Library Services, etc.)

Create the naming standard for your events and meetings before giving the business owner this process.

Define file load security limits into Campus Solutions with your server team. Keep the registrar’s office in the loop about data being added to a students

file. Account for errors and who will manually fix the errors. Keep in mind other areas such as New Student Orientation or Recruitment

maybe using these same fields. Account for duplicate emplids, events and meetings in your process.

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