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Oracle America, Inc. Response to

Illinois State University

for

Follow Up Questions to Demonstration

June 17, 2013

Copyright © 2013, Oracle and/or its affiliates. All rights reserved. Oracle and Java are registered trademarks of Oracle and/or its affiliates. Other names may be trademarks of their respective owners.

ILLINOIS STATE UNIVERSITY

Response Guidelines

Corporate Entity

This Response is being made by Oracle America, Inc., a wholly owned subsidiary of Oracle Corporation. All responses reflect information concerning Oracle Corporation (hereinafter referred to as Oracle) except where otherwise indicated as being information of Oracle America, Inc. (hereinafter Oracle America, Inc.).

Definition

Throughout this Response, the term “solution” refers to and is interchangeable with “approach” or “system.” Solution is not intended to contractually bind Oracle to “solve” any issues or problems. It is intended to express the concept that an approach to your project has been well thought out and is the result of the use of our products, methods, and experience.

Throughout this Response, the term “partner” refers to and is interchangeable with “ally” or “collaborator.” Partner is not intended to contractually or legally bind Oracle to any third party.

USE OR DISCLOSURE OF DATA CONTAINED ON THIS SHEET IS SUBJECT TO THE RESTRICTIONS IN SECTION 7 OF ORACLE'S RESPONSE TERMS. i

JUNE 17, 2013


Table of Contents

Response Guidelines................................................................................................................................i

Corporate Entity...........................................................................................................................i

Definition...................................................................................................................................... i

Follow Up Questions to Demonstration................................................................................................1

Responses For Registrar And Advisement Session: June 10, 2013 8:30 – 12:30.......................1

Responses For Campus Session: June 10, 2013 4:00 – 5:00 And June11, 2013 9:30 – 10:30. 12

Responses For Admissions: June 11, 2013 1:00 – 5:00............................................................16

Responses For Student Accounts And Financial Aid: June 12, 2013 8:00 – 12:00..................27

Responses For Technical Session: June 12, 2013 1:00 – 4:00..................................................39

Additional Information........................................................................................................................42

USE OR DISCLOSURE OF DATA CONTAINED ON THIS SHEET IS SUBJECT TO THE RESTRICTIONS IN SECTION 7 OF ORACLE'S RESPONSE TERMS. ii

JUNE 17, 2013


Follow Up Questions to Demonstration

Responses For Registrar And Advisement Session: June 10, 2013 8:30 – 12:30

1. How are textbook requirements pulled from the system and sent to vendors/bookstores?

Oracle Response:

Textbook requirements/data can be exported from Campus Solutions by two delivered methods:

1. PeopleSoft Query – an end user reporting tool that extracts precise information using visual representations of the PeopleSoft database, without writing SQL statements

2. Enrollment Web Services

2. What if there was one seat left in a course, and I put it in my shopping cart. Can someone else enroll in that seat before I checkout? If so, what message do I receive?

Oracle Response:

Yes. The act of placing a class in the shopping cart is neither a confirmed enrollment action, nor a commitment to enroll in that class. In the screenshot below, a class in a student’s Shopping Cart is closed (the last seat was taken) prior to the student enrolling in the class. The status of the class (closed) is updated and visible.

USE OR DISCLOSURE OF DATA CONTAINED ON THIS SHEET IS SUBJECT TO THE RESTRICTIONS IN SECTION 7 OF ORACLE'S RESPONSE TERMS. 1

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3. Is Campus Solutions accessible by a variety of platforms (Chrome, Internet Explorer, Safari, etc?) What is available for mobile users?

Oracle Response:

PeopleSoft Applications are certified on the following browser and operating system platforms:

Platform Platform/Version Browser/Version

Windows (32-bit)

7 Internet Explorer/8, 9

Windows x64 (64-bit)

2008 R2 Internet Explorer/8,9

7 Internet Explorer/8,9 Google Chrome 24

Firefox/17

Apple Mac OS X (Intel)

10.5, 10.6 Safari 5 10.7 Safari/5, 6 10.8 Safari 6

Apple iOS 5 Safari 5


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Additionally, mobile enhancements are delivered with Campus Solutions. For more information, please click here.

4. When you data mine, like the “getting close to apply for graduation” example, will the “REMINDER” for the student to apply be a message on the student portal, or will a reminder be sent as an email or a letter mailed?

Oracle Response:

The delivered Campus Solutions Notification Framework provides a consistent, extensible communication mechanism that supports a broad set of interactions between the Campus Solutions system and users and also between users themselves. Reminders can be sent via email, SMS, Alert (informational message that appears on a portal homepage) and Worklist Item (an actionable hyperlink that appears on a portal homepage).

5. If a student is taking IAI GenEd, instead of the native student “core” courses, how is it reflected on the student degree audit screen?

Oracle Response:

In this situation, the student would see the IAI General Education requirements instead of the native “core” courses.

6. Do you use the same screens where you built the GenEd requirements to build program requirements, like X # if required courses and X # of electives?

Oracle Response:

Yes. The same screens and pages are used to build any and all program requirements in accordance with your policies.

7. Can textbook information be entered via a file upload, as well as manual entry?

Oracle Response:

Yes. Textbook information can be entered via file (e.g. Excel) as well as manual entry.


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http://www.oracle.com/us/products/applications/peoplesoft-enterprise/cs-mobile-app-1919184.pdf


8. Does the system interface with U.select? (u.select is a nation-wide, web-based transfer information system that provides you with fast and accurate course and transfer information)

Oracle Response:

Yes.

9. Can there be a major GPA and a university GPA

Oracle Response:

Yes. Delivered Academic Advisement functionality does not limit the number of desired GPA calculations.

10. Since the degree audit is so heavily Boolean (and/or, parenthetical references) driven, is there a way to display the whole set of requirements with dependencies, versus just seeing the multiple rows?

Oracle Response:

Summary pages are delivered to display the whole set of requirements:


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11. How can you limit enrollment in a major or college?

Oracle Response:

Reserved Capacity and Enrollment Requisites (pre-requisite, co-requisite, anti-requisite) are used to limit enrollment in a major or college.

12. Can a course be marked for requires “Advisor/Instructor” approval?

Oracle Response:

Yes. Add and drop consents are delivered attributes of a course.

13. What will a student who is a second bachelor see when they look at their Student Center? How will it differentiate between 1st and 2nd?

Oracle Response:

A student with a second bachelor will see each program of study. In the example below, Theo has declared a second bachelor in the undergraduate Fine Arts (Art History) program in addition to his Liberal Arts (Psychology) program.


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14. I need to monitor a lot of information on international students and update government websites (Sevis) accordingly. The more difficult things to monitor are: # of credits of internet classes. Where can this information be pulled from?

Oracle Response:

PeopleSoft Campus Solutions delivers fully compliant SEVIS functionality to extract and send information to SEVIS to be reported to the Department of Homeland Security (DHS). You can audit the information after it is extracted. Once you are satisfied that it is correct, you can produce an XML file for transmission to SEVIS. The system verifies that the transmission was received, and it reports any errors. When you send changes to DHS, you receive an XML file from SEVIS that you use to import the results of the processing. You also receive PDF files containing any new I-20 or DS-2019 forms that are requested.

Additionally, reports and dashboards can be used to monitor international students. Alerts, workflows and notifications can be configured to assist in monitoring these students.


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15. Does your system monitor students who are in non-degree programs and not registered for degree bearing courses – like intensive English language students.

Oracle Response:

Yes. All constituents of ISU (degree or non-degree) can be processed, maintained and monitored by Campus Solutions.

16. Can you show an example of nesting versus normalization?

Oracle Response:

A nested “if” is equivalent to adding an “and” to each of the inner ifs. See the examples below:

An example of nesting:

if(A) { if(B) { statement1 } else if(C) { statement2 } }

An example of normalization:

if(A and B) { statement1 } else if(A and C) { statement2 }

17. Does PeopleSoft work with National Student Clearing House for online transcript ordering?

Oracle Response:

Yes. Click here for more information from the National Student Clearinghouse about its integration to Campus Solutions.


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http://www.studentclearinghouse.org/about/media_center/newsletters/files/2010_FallWinter_newsletter.pdf


18. Does PeopleSoft work with ImageNow by Perspective Software?

Oracle Response:

Yes. Documentation regarding the integration between the ImageNow product and Campus Solutions was submitted in our RFP response.

19. Are forms pre-populated with Student Information that is already in the system so that it does not have to be entered multiple times – On the override form for example?

Oracle Response:

Forms can be pre-populated with existing data.

20. How many workflows are delivered?

Oracle Response:

Campus Solutions delivers a student refund workflow as part of core. In addition, notification workflows are delivered on nearly every page within the system to push an email to the target audience with links directly into the system for processing. Also, workspaces provide workflow templates called action items that can be assigned, routed and audited. The Application Workflow Engine will be the tool to create Illinois State specific workflows. The desired workflows and associated rules, routing and responsibilities are configured as a part of the implementation based on your unique business requirements.

21. Does PeopleSoft have workflow templates?

Oracle Response:

Yes.

22. Can PeopleSoft maintain separate catalogs for every school that we encounter?

Oracle Response:

Yes. If needed, each catalog can be secured for a specified population of users.


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23. Do faculty and staff have access to all of the same screens? Or can we restrict certain populations?

Oracle Response:

Security and access can be configured to meet the needs and requirements of ISU. Faculty and staff can have access to all the screens, and/or, access to screens can be restricted for certain populations.

24. In a degree audit for a student who has 2 majors and 1 minor will the student be able to see all deficiencies for graduation at one time? Or only 1 major at a time?

Oracle Response:

A student will be able to see all requirements and deficiencies for graduation at one time.

25. If a student drops/adds a major, is the advisor and department notified?

Oracle Response:

Yes. The advisor and department can be notified of changes to a student’s major, or, any other change.

26. Can advisors add/notate on a student record, that the campus can see?

Oracle Response:

Yes. Notes and comments can be entered and tracked for individuals and organizations. As personal comments are subjective and often confidential, comments can be secured to a single individual, or, to a group of individuals. Each department, office or division at ISU can have their own secured notes and comments to manage as required by their business processes.

27. Can you email one student/a group of students and it be added/displayed on their record?

Oracle Response:

Yes. Communications (emails, letters, etc.) can be sent and displayed on their record.


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28. Can students see the current % of degree completed?

Oracle Response:

As delivered, progress towards degree completion can be displayed to students; however it is not displayed in terms of a percentage of completion. A report could be generated to provide this information and this would be a minor update to the existing advising template to add the percentage complete field.

29. Can student pay fees online?

Oracle Response:

Yes. Pay online is pervasive in the student self service center.

30. How are registration dates/times assigned?

Oracle Response:

Campus Solutions delivers Enrollment Appointment functionality to manage and prioritize class enrollment processing for students. Criteria including but not limited to academic career, academic program, cumulative GPA, and academic level is used to assign enrollment appointments.

31. Can you demo/discuss any communications that can automatically be delivered from the system – such as confirmation of registration.

Oracle Response:

Campus Solutions delivers functionality to notify and alert students to any desired condition or circumstance. Acknowledgement of the receipt of an admissions application, confirmation of enrollment and reminders to pay bills are some examples of communications that can be automatically delivered.

32. If a student fulfills all degree requirements, how is it awarded? How is the student notified?

Oracle Response:

Delivered student self service functionality provides updates to the status of an application for graduation.


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If a student has been cleared for graduation, delivered graduation processing functionality can automate the posting of degrees to a student’s record. If needed or desired, degrees can be manually posted.

33. Does your system allow for GPA forgiveness? If so, how is this applied to a record, and how is the GPA displayed?

Oracle Response:

Campus Solutions supports GPA forgiveness. Cumulative statistics can be completely reset, or, individual class grades can be forgiven. The GPA will accurately reflect the forgiveness rules as they are applied.

34. You have shown the screens where individual program requirements are built. Is there a place to view the entire major program without having to pull up a student? Some that departments could also view and give feedback if there are corrections – or at least printable so we could send to departments.

Oracle Response:

While a student ID is required to view an Academic Advisement Report, summary pages of degree requirements are delivered for viewing and reviewing purposes. Should a department need to report a change, update or error, using the Notify button, an ad hoc workflow can be sent regarding the issue. See the figure below:


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35. Providing we work with Campus Solutions, can we continue to use existing tools to push or pull data to Oracle until we develop or find a solution using Oracle? (Such as our current CRM, or web services)

Oracle Response:

Yes. Campus Solutions is delivered with a set of integration tools to facilitate the interoperation of your existing systems with Campus Solutions. PeopleSoft delivers a complete and standards-based integration platform called Integration Broker which facilitates integrations with PeopleSoft and third-party systems. Integration Broker delivers three critical aspects of integration:

Metadata-based integration definitions for easy development and life-cycle management

Runtime platform complete with synchronous and asynchronous processing that is tightly integrated with PeopleSoft runtime

Adapters to several key technology interfaces such as web services, FTP, and email

Institutions today are required to adapt quickly to competitive and customer challenges. Integration Broker helps address these challenges. Using Integration Broker, PeopleSoft Applications can integrate with other PeopleSoft applications or with third-party applications using standards-based integration technology such as SOAP, XML, WSDL, WS Security, FTP(s), REST, and many others.


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Finally, The PeopleSoft Integration Network (PIN) lets integration administrators review PeopleSoft applications to discover integration points, validate integration definitions, and trace integration transactions between multiple systems.

36. Do you have a way for PeopleSoft institutions and other institutions to transfer catalog information to simplify catalog entry for articulation tables?

Oracle Response:

Yes. Catalog information can be exported/migrated from Campus Solutions by two delivered methods:

1. PeopleSoft Query – an end user reporting tool that extracts precise information using visual representations of the PeopleSoft database, without writing SQL statements

2. Enrollment Web Services

37. Do you have a way to secure information by field, e.g., not everyone in the University should be able to see SSN’s but there are some who must?

Oracle Response:

Yes. Delivered Demographic Data Access Security masks the display of national ID (e.g. SSN) and birth date data in search records, prompt records, and on the Bio/Demo Data and the Relationships pages. You can mask entire fields, the first five characters of the national ID field, or the year of the birth date field. You can apply masking to one, both, or neither field.

38. Do you generate a unique University ID for students as soon as Admissions enters a name into your system?

Oracle Response:

Yes. Assuming that the newly entered individual passes duplicate checking, a unique ID is generated for that individual.

39. Do you also work with Credentials and Scrip-Safe to provide transcripts?

Oracle Response:

SCRIP-SAFE supplies integration to Campus Solutions. Click here for more information. Using the delivered PeopleSoft integration toolset, Credentials can be integrated with Campus Solutions.


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http://www.scrip-safe.com/latest-news/articletype/articleview/articleid/44.aspx


40. Does you software provide for sending electronic transcripts directly from our transcript area?

Oracle Response:

Yes. Campus Solutions delivers electronic transcript (TS130) functionality.

41. Our current advisement scheduling software is Appointment Manager by e2e Advising.

Oracle Response:

According to publically available information, e2e Solutions delivers integration to Campus Solutions in their Appointment Manager 8.0 product.

Responses For Campus Session: June 10, 2013 4:00 – 5:00 And June11, 2013 9:30 – 10:30

1. Have any schools who use any of the vendor products adapted them to allow students to sign up for tutoring?

Oracle Response:

The Higher Education User Group may have available information to determine if any schools have extended our applications for tutoring purposes. For further information about what might be possible, see the Admissions question #16 which outlines how you might use the knowledge packs to provide information to your students which could include how to find a tutor or what tutoring services are offered on campus.

2. Does PeopleSoft have functionality to allow a student to allow a parent(s) or guardian(s) access to the student’s confidential records, e.g. degree audit, advisor, transcript, etc.?

Oracle Response:

The Delegated Access Framework delivers the ability for students (the “delegators”) to allow parents, guardians and even employers (their “proxies”) access to various data or to delegate access to various transactions associated with the student life cycle.

This framework grants the authority to identify the pages and transactions to be made available for delegation along with what security should be granted to the proxies.


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http://www.e2eadvising.com/academic-advising-note-tracking-software-history.aspx


3. Can the system hide the P / F from the instructor and instead A- F?

Oracle Response:

Using the delivered toolset, Grade Basis (P/F, Graded, S/U, etc.) can be hidden and the instructor can be presented with A-F grades. Through configuration, the A-F grades can be converted to P/F as required by ISU’s policies.

4. What kind of documentation do you provide for setting up your system?

Oracle Response:

The User Productivity Kit (UPK Developer and content) is PeopleSoft's end user training solution and provides a single source development and customization tool to enable rapid content creation and customization. ISU already owns UPK for use by all employees and content for PeopleSoft HCM. UPK also may provide system process documentation, user acceptance test scripts, comprehensive instructor-led training materials, Web-based training materials, and role-based performance support and documentation.

The User Productivity Kit delivers the following for all PeopleSoft applications:

State-of-the-art instructional design tools to rapidly build and tailor documentation, instructor-led training materials, and Web-based training to fit organizational end user needs.

System process documentation for fit-gap analysis providing time and cost savings that jump-start your implementation or upgrade.

User Acceptance test scripts to help test PeopleSoft applications prior to go-live.

Live-application performance support with transactional and procedural information to maximize user efficiency.

In addition, all PeopleSoft Applications are delivered with the PeopleSoft Online Library. This library provides context and language-sensitive online help for PeopleSoft application users, standard navigation and search capabilities, including an expandable table of contents, a keyword index, and full-text searching.

The PeopleSoft Online Library can be installed locally, or, accessed from the Oracle PeopleSoft Hosted PeopleBooks Website. The hosted documentation is updated on a regular schedule, ensuring that you have access to the most current documentation.


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5. Do you provide any functionality for writing tailored documentation for hot key access?

Oracle Response:

Accessing your application using the keyboard

Keyboard navigation is controlled by Hot keys and Access keys.

List of Hot Keys

Alt 1 -- Executes different buttons depending on the page type

> Save button on the Toolbar in a page

> OK button on a secondary page

> Search or Add button on a Search or Lookup page

Alt 2 -- Return to Search

Alt 3 -- Next in List

Alt 4 -- Previous in List

Alt 5 -- Valid Lookup Values

Alt 6 -- Related Links

Alt 7 -- Insert Row in grid or scroll area

Alt 8 -- Delete Row in grid or scroll area

Alt 0 -- Refreshes the page by invoking the Refresh button on the Toolbar

Alt . -- Next set of rows in grid or scroll area [e.g., Alt period]

Alt , -- Previous set of rows in grid or scroll area [e.g., Alt comma]

Alt / -- Find in grid or scroll area [e.g., Alt forward slash]

Alt ' -- View All in grid or scroll area [e.g., Alt prime]

Alt \ -- Toggle between Add and Update on the Search page [e.g., Alt backslash]

Ctrl J -- System Information

Ctrl K -- Keyboard Information


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Ctrl Y -- Toggle menu between collapse and expand.

Ctrl Tab -- Toggles focus through the frame set

Enter -- Invokes the following buttons where present: OK, Search, Lookup

Esc – Cancel

Alt ; -- Context Menu

List of Access Keys

Alt 9 -- Takes you to the Help line

Alt \ -- Takes you to the Toolbar [e.g., Alt backslash Enter]

Ctrl Z -- Takes you to the Search box of the Menu

Menu Access Keys

The Ctrl Z combination will focus your cursor onto the menuing system. From there, you can use

your tab key ( or shift-tab to reverse direction ) to navigate through the menu hierarchy.

About Access keys and Hot keys

> An Access Key is an Alt key combination that moves focus to a specified field on the current page.

For example, Alt \ moves focus to first button on the Toolbar. Then pressing the Enter key

would invoke that action. Or, you may use the Tab key to move you to the next Toolbar button.

> A Hot Key performs an immediate action. For example, when focus is in a field that has lookup

processing, Alt 5 invokes the Lookup page without having to press the Enter key.

6. Is it possible to access or export student info outside of the role of faculty member or advisor?

Oracle Response:

The ability to access or export data is not limited to faculty and/or advisors. Regardless of role (faculty, advisor, etc.), any end user with the appropriate security can export data from Campus


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Solutions. Any data that is presented in a grid can be exported to Excel. PeopleSoft Query, the end user reporting tool, extracts precise information using visual representations of the PeopleSoft database, without writing SQL statements.

7. Email is demonstrated within the system to keep FERPA compliance. Is that throughout the system? I.E. if a professor emails all students in his class, do those emails stay in the system? How is the student notified of the communication?

Oracle Response:

FERPA compliance is enforced pervasively throughout Campus Solutions.

If a professor or advisor uses the delivered notification functionality, each recipient of the message is blind copied to ensure FERPA compliance and privacy. Those emails are sent to email address on record (e.g. @ilstu.edu).

8. Can data/reports be customized to each user?

Oracle Response:

Using the delivered Query Manager and Pagelet Wizard, every user could create their own reports and dashboards. From selecting the desired criteria to selecting the report or dashboard format, end users have granular levels of control. That content can be pushed to larger audiences and further ‘customized’ by each end user.


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9. How will we pay vouchers, make requisitions?

Oracle Response:

This functionality is available in PeopleSoft Purchasing and PeopleSoft Accounts Payable solutions which are not part of this current proposal.

10. Does the system show FERPA blocks?

Oracle Response:

When FERPA restricts have been declared, the system attaches a FERPA window shade privacy button to that individual's records. This icon is displayed throughout Campus Solutions.

(FERPA privacy shade)

And end user can click on the FERPA privacy shade on any page to quickly determine the information that is legally releasable to others at your institution or to third-party vendors about that individual. You can also navigate directly to the FERPA Display inquiry pages for each type of information (biographical data, addresses, activities, and so on) to determine the same information.


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11. Does Oracle offer a portfolio system to gather items needed for certain accreditations?

Oracle Response:

While a portfolio system is not delivered out of the box, the PeopleSoft Interaction Hub and Collaborative Workspace functionality might meet the accreditation requirements. Collaborative Workspaces are used to facilitate the completion of any project that requires a team to work collaboratively to accomplish its goals, even if team members are in different locations.


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Responses For Admissions: June 11, 2013 1:00 – 5:00

1. Fee - If updating, can a different term be waived with timelines designated (waived for 3 semesters) change in status (ugrad to grad) can they be set to be final if 3 semesters pass. You have to pay it in the form no questions?

Oracle Response:

Student Financials provides an equation engine to determine criteria for waivers. For example, an equation would be created to identify students that had previously paid the application fee, attended ISU, stepped out, but returned with a new application within three semesters (therefore apply waiver and do not charge another application fee), otherwise charge the application fee if four semesters have lapsed.

2. Would a backdate require an override?

Oracle Response:

In the scenario clarified during the admissions Q & A, the request was to backdate an admit term for an applicant. Specifically, the term in the application is fall 2013. Would an override be required to backdate the application for fall 2013? There are two options. If backdates are allowed and do not require an override or approval, you would simply add a row (so you do not lose history of the transaction) and insert a previous admit term. If an approval is required for such a transaction, a workflow can be built to initiate the approval process.

3. If major is full and backdate is approved, would there be an issue?

Oracle Response:

Just as in the previous question, the system will allow you to add a row and backdate the term. If you wanted to backdate the effective date of the change, correct history can be used to accommodate this requirement.

4. Is Internet Explorer necessary, or does it work with any browser?

Oracle Response:

Campus Solutions is browser independent so Internet Explorer is not a requirement.

PeopleSoft Applications are certified on the following browser and operating system platforms:


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Platform Platform/Version Browser/Version

Windows (32-bit)

7 Internet Explorer/8, 9

Windows x64 (64-bit)

2008 R2 Internet Explorer/8,9

7 Internet Explorer/8,9 Google Chrome 24

Firefox/17

Apple Mac OS X (Intel)

10.5, 10.6 Safari 5 10.7 Safari/5, 6 10.8 Safari 6

Apple iOS 5 Safari 5

5. Some people do not want to be identified by specific features (Native American, transgender, Chinese) can these be opted out of?

Oracle Response:

Per the clarification of this question, ISU wants to make sure that students who do not want “campaigns or communications” sent to them based on specific features. Campus Solutions and Oracle’s RightNow accommodate this through the student groups or service indicator functionality and opt out functionality within RightNow. Specifically, “opted out” as a group or indicator can be incorporated in the population selection criteria to exclude those students from the communication.

6. Students do not understand university structure. How can a student select a major without determining or know the hierarchical structure?

Oracle Response:

Illinois State will be able to configure the application to remove any confusion around how ISU is structured within Campus Solutions. As described in the Q & A and demonstrated in the online application example, students could conduct a search based on keywords or academic interest. This is one example but other ways could be incorporated so that students are searching purely on academic interest versus any structure terminology.


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7. Could the system handle documents other than recommendation letters – ie jpg, wav file, files for an art portfolio?

Oracle Response:

Yes, the system can handle jpg, mp3/4, wav files in attachments. During the demonstration, I logged in as a user named “Clive Cussler” and demonstrated the attachment of his photo, which was saved as a jpg. I also had an mp4 loaded on another student.

8. If multiple major interests are listed, programs may have issues because of drops (major changes) can the system be configured to weed out and Ed major getting into AG and dropping?

Oracle Response:

Illinois State can determine during your implementation whether to even allow the student to apply for multiple majors. However, if there is a policy to allow applying and enrolling in multiple majors and you do not want Ed majors getting into AG and dropping, you can use our robust query tool to locate that population and apply a service indicator that prevents the student from dropping, in this case AG.

9. Will the system have the capability to have the maiden name popup when mail comes in under the current name (or former name)?

Oracle Response:

Yes, as long as the former name exists on the student’s record, when mail comes in under the current (or former) name, the system will invoke a search match that will look at multiple criteria and return the maiden name for your review. For example, the system will look for a match on the first three letters of the first name, along with gender, birth date… and bring back potential matches.

10. Will we be able to scan a transcript into the system before the student submits the application and then match the transcript to the application?

Oracle Response:

Yes. Campus Solutions is designed to create a unique ID for a student upon the receipt of data (e.g. test score, transcript, prospect information) and then as additional data arrives, like an application, it is linked to the same unique ID.


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11. Is workflow delivered with the core product? If so, how many workflows are delivered? Are there workflow templates?

Oracle Response:

Campus Solutions delivers a student refund workflow as part of core. In addition, notification workflows are delivered on nearly every page within the system to push an email to the target audience with links directly into the system for processing. Also, workspaces provide workflow templates called action items that can be assigned, routed and audited. The Application Workflow Engine will be the tool to create Illinois State specific workflows.

All PeopleSoft Applications include a workflow engine that is a fully-integrated component of the PeopleSoft Internet Architecture. This means users can configure edits, holds, approvals or relational processing into any field on any page in the system. Once users have configured their business rules into Workflow it will automatically execute those rules every time a business conditions exists in the system. Workflow will also send messages or notifications to any user, approver, or interested party informing them that a Workflow event has occurred. Some key features of PeopleSoft workflow are:

Rules – Business process events usually initiated from within a transaction when a value changes. Rules determine which activities are required to process your data. For example, you might implement a rule that requires academic department deans to approve all student requests to take external classes for credit. You implement rules through workflow events that evaluate a condition and trigger a notification (a routing) when appropriate.

Roles – Describe how people fit into the workflow. A role is a class of users who perform the same type of work, such as deans or department chairs. Your business rules typically specify which roles do which activities. In our example above, the academic department dean is a role.

o Roles direct the work to types of people rather than to individuals. Identifying roles instead of individual users makes a workflow more flexible and easier to maintain.

o Associating roles with users makes it easy-to-ensure workflow users have the security access that they need to access the pages where they complete their work. Roles remain stable, even as people change jobs.

o Roles also allow users to nominate a temporary replacement to ensure that the business process continues even if they are away from the school for an extended period, such as a sabbatical.

Routings – Define the way a user receives notifications. Users interact with applications in different ways – having appropriate channels for their notification and action ensures the adoption rate of the application is quick.


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o Worklist – The worklist is a collection of tasks a user is responsible for addressing. It is a basic part of PeopleSoft workflow where all tasks are centralized. The worklist is always one click away with a hyperlink on the top of all PeopleSoft Web pages that will take the user directly to their tasks.

12. Can we use our existing payment processor – TouchNet?

Oracle Response:

Yes. We have many customers who use TouchNet integrated with PeopleSoft Campus Administration. TouchNet is an Oracle partner with a predefined interface for hosted payment processing. They have delivered and tested integration with Campus Administration.

13. Do we have to prove PCI compliance with the Oracle product?

Oracle Response:

With the use of TouchNet, PCI compliance falls under the prevue of the third party vendor.

14. Can you have a dual career, both a grad and undergrad at the same time?

Oracle Response:

Yes, Campus Solutions delivers functionality that will easily allow students to be in dual careers such as graduate and undergraduate at the same time.

15. If an applicant schedules an event, but does not attend, will the system reflect that?

Oracle Response:

Yes. Events in Campus Solutions Student Recruiting allow for attendance to be tracked to each event. There are multiple ways to update attendance data within the core product functionality and the information can be viewed by event meeting session or by individual attendee.


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16. How do you interface with social media, such as facebook? Can you demonstrate “connect with ISU” that was on the new applicant page?

Oracle Response:

The proposed Oracle RightNow Constituent Experience Cloud Service for Facebook allows your Constituents and fans to use multiple options for interacting with your organization directly by using a Constituent service tab on your Facebook page. These options include self-service, crowd-service, and agent-assisted service.

SELF-SERVICE

This option helps your Constituents help themselves by directly giving them the right information. Your Constituents can browse suggested topics and perform keyword searches on the content in both your knowledgebase and in the online community. This allows them to find answers without leaving Facebook.


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Oracle RightNow's patented, self-learning knowledge foundation collects data on the interactions on your Web site, in the contact center, and through social channels to continuously improve the answers it delivers.

CROWD SELF-SERVICE

Often, Constituents possess valuable expertise, based on real-world use, about your products and services. So, why not use that?

Consumers can help each other through threaded discussion and other community features - tailored for consumers to ask and answer questions and submit their ideas. Best answers are marked for future reference, while unanswered questions escalate to the Agent Desktop for further assistance. Nothing slips through the cracks.

Note: This assistance is provided through the "Ask a Public Question" tab as illustrated below.


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Constituents also have the option to share their experiences with friends, helping you strengthen your brand and draw new fans.

AGENT-ASSISTED SERVICE

If consumers need or want help from a representative of your organization, make it easy to get by giving consumers an option to ask for help directly through Facebook.

When they choose to ask a private question - as shown below - the inquiry goes directly to your contact center for agent follow up. Agents respond with an email or through the Facebook interface. Meanwhile, the entire conversation is captured in a single Constituent record, and so you maintain a comprehensive 360-degree view of your Constituents across channels.


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In addition, external social media sites can easily be surfaced through the Pagelet Wizard technology in the Interaction Hub. These could show in the Homepage, Workspace, or WorkCenter. For direct updates between PeopleSoft applications and other social media, a connection would need to be made using the Integration Broker Web Services capabilities.

17. Can you demo the screen reading? (would need a video)

Oracle Response:

The video on screen reading functionality can be accessed via the following URL:

http://medianetwork.oracle.com/video/player/1414475977001

Additional information on accessibility can be found on www.oracle.com/accessibility.

18. Does an applicant need to select an academic program in order to select a major?

Oracle Response:

Within PeopleSoft Campus Solutions, an academic program and major would be required. However, because of the robust Admission Web Services functionality, the admission application itself can be configured to not require an applicant to select a program to get to the major selection. Specifically, a search box with keywords or a drop down box of major can be configured to create a more intuitive selection for Illinois State applicants.

19. Can you determine if/when parents and relatives receive communications or will they always receive copies of letters and emails?

Oracle Response:

Communication management in Campus Solutions will allow for Illinois State University to determine exactly when and if a parent or relative receive communications. This is a simple checkbox that can be set by communication type and then easily changed to include/exclude the joint communication if requirements change.


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http://www.oracle.com/accessibility

http://medianetwork.oracle.com/video/player/1414475977001


20. When a student’s record is up, can it show all former last names? Instead of searching by last name, can putting in an ID# show all names?

Oracle Response:

Yes. Whether you search by ID or SSN or last name, all names are listed for viewing as seen in the screenshot below.

21. I don’t quite understand the systems that are included in the general package and which ones are add ons – can you please clarify?

Oracle Response:

The proposed or “core” products are highlighted in blue in the figure below. The core proposal includes:

PeopleSoft Campus Solutions and Self-Service, which includes the integrated modules of Campus Community, Student Recruiting and Admissions, Student Records, Curriculum Management, Academic Advising, Student Financials, Financial Aid and Self-Service.

PeopleSoft Student Administration Integration Pack (SAIP), which is the seamless interface between Campus Solutions and your LMS provider.

The Interaction Hub, which is the single sign-on functionality that was demonstrated for access to both PeopleSoft and Non-PeopleSoft applications.

Oracle RightNow, which allows for social engagement, interaction, agent, customer or activity driven chat, channel integration for seamless, unified management of customer interactions via traditional and social channels, web forms, campaign management and email management.

Enterprise Data Quality Management (EDQ) to ensure data cleansing as part of your implementation

Campus Content for the User Productivity Kit (UPK) for user training.


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Business Intelligence solutions and the Higher Education Constituent Hub are proposed as Optional solutions. During the Advising demonstration we were asked to demonstrate Travel Authorizations and Expense reporting. Both of these solutions are available in PeopleSoft as part of our Financials solutions but there were not included in our core proposal since there was no mention of this requirement in the ISU RFP.

22. How often is your systems updated and when they are do we have to rebuild all our interfaces to our other systems (CRM, imaging)?

Oracle Response:

Campus Solutions uses a Continuous Delivery Model (CDM) for ease of updates, patches and enhancements to the system. These bundles are delivered approximately four times a year (January, April, July and October). Illinois State can determine when and what features/updates they want to turn on from the particular bundle as the enhancements are delivered turned off. In general terms, since imaging and CRM are interface points with Campus Solutions, rebuilds are not necessary. However, should a new enhancement in the system be determined as additional functionality within either the imaging or CRM system, additional interface points may be required.

If Illinois State University opts to use Oracle’s hosted services then Oracle will manage all updates to the system.


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23. Can you expand upon Imaging, the compatibility, how we patch, and how are the feeds?

Oracle Response:

Imaging is supported as an external integration. Images are linked to the transactions as part of the interface process. This will be configured at implementation time. There are validated PeopleSoft partners that provide direct integration and provide updates/patches as part of the product offering. In general, once set up, there should not be a need to maintain this integration unless something specific changes from the imaging vendor.

24. How do processors do processing?

Oracle Response:

I am making the assumption, since this question came from the admission’s demonstration that the question pertains to how staff process admission applications. Although I am providing one potential business process, please note that the system’s flexibility will allow Illinois State University to design a business process that is tailored to their requirements.

Online applications, from point of a new user registration, can be viewed within staging tables in Campus Solutions. This means that communications can begin from the earliest stages of applying. Again, as shown in the presentation, communications can be automated (triggered by the event of an application being started) to run as frequently as desired.

The scenario would be that a prospect creates a user name and password. This generates an automatic email to thank them for their interest and remind them of their login. This could also trigger a dashboard to the staff to follow up with a phone call. Once the application is submitted, additional communications and required documents emails/letters can be automatically generated to the applicant and the admissions data is loaded into the system for processing. All prior information received, such as test scores, transcripts and essays are linked to the student record based on their unique ID in the system. Based on the completion level and/or breakdown by alphabet, reports are pushed to appropriate staff for additional follow up and processing.

Completed applications can be auto evaluated based on degree and major applied to and admission outcomes are auto populated onto the application record (admit, deny, waitlist, etc.). Based on this status and timing of when notifications go out, communications are assigned and for admits, deposit fees are generated.

At any point after the auto evaluation, alternative evaluations can be processed for students who did not meet the requirements of the original major request. Students with outstanding items can view their information in self-service and accepted students can accept their admission online as well as pay


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their deposit fee online. The receipt of the deposit fee can then trigger the matriculation of the student for next steps, such as orientation and registration.

25. Can I create my own workspaces?

Oracle Response:

Yes. Workspaces are easily created and template based. This means that all a user has to do is click on “Create Workspace” and pick a template (e.g. base template, advising, recruiting, etc.) and all of the components are delivered and available to tailor for links, workflow, document management, discussions, polls, calendaring, chat, wikis, blogs and tags.

26. Can predefined spaces be assigned to a population?

Oracle Response:

Yes. Workspaces can be defined by role (e.g. prospect, student, faculty, staff, etc.), individually or even accessed by external users. For external users, the workspace owner can add the users email to create access. This allows the user access to designated items within the workspace but, of course, no access to transactional pages within PeopleSoft itself.

27. Can I share a workspace I create with others?

Oracle Response:

Yes. As described above, you can share a workspace with other Illinois State users by role or individually as well as to external users via their email account. As stated above, external users do not have access to PeopleSoft transactional pages but can contribute to discussions, documents, blogs, wikis, calendars, chat and workflow action items.

28. Can our events be listed on the student portal for them to RSVP/register?

Oracle Response:

Illinois State University can use the proposed Oracle RightNow product to have students RSVP/register for events on the student portal.


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29. Can a transfer see how courses transfer and fit into a degree plan prior to submitting an application?

Oracle Response:

Yes. PeopleSoft Campus Solutions and Self-Service will allow potential transfer prospects to access the system and model transfer credit to see how courses fit into a degree plan prior to applying to Illinois State University.

Responses For Student Accounts And Financial Aid: June 12, 2013 8:00 – 12:00

1. Please show how to grant parent access permissions.

Oracle Response:

Our latest bundle contains the Delegated Access Framework. This framework allows a student to designate which individuals should be able to access their account.

2. Please show how to make notes on a student account.

Oracle Response:

The comments functionality is available from almost any transaction page in PeopleSoft. Simply click the Comments Icon or directly navigate to the Add a Comment page and you can make a note on a student’s account.


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3. Can you show a billing statement/e-bill?

Oracle Response:

There is a delivered billing / invoicing process with the Student Financials modules. In PeopleSoft bill generation processes pending charges to create a grouping of items due at a certain point in time. Invoicing is the process of created a document that contains all those items. Invoices can be printed in hard copy or emailed. You can configure multiple different bills, billing cycle, and due dates using the delivered configuration options.

4. Can staff also see the bill?

Oracle Response:

Yes, staff can see the bill detail in the Student Services Center and various other screens in the system.


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5. Can prior statements be accessed?

Oracle Response:

Yes, students and staff can view prior statements

6. How are installment plans managed?

Oracle Response:

Installment plans can either be managed by staff placing students into them or via student self-enrollment. Staff placement can either be done on a one off basis or you can create programmatic rules that will allow the system to automatically enroll groups of students in payment plans. If you allow it students can view payment plans that they are eligible for via their self-service pages and enroll in whichever installment plans best meet their financial situation.

7. How are 1098-T’s set up/created?

Oracle Response:

There is a delivered 1098T process. You will identify which charges and payments should be included on a 1098T if a student incurs them. They process runs, adding up the total payments, billed amounts, and financial aid that each student has. The process then generates a 1098T form that the student can view on their own via their self-service pages and prepares and output file that you can send to the IRS.

8. Can students access current and prior year 1098-Ts electronically?

Oracle Response:

Yes, they can see all prior and current year 1090Ts via their student self-service.


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9. Does the system have a returned check indicator?

Oracle Response:

Yes, you can flag returned checks on both the student account screens and via service indicators.


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10. Can you create and bill for a return check for someone that is a non-student? Can these then be tied to a G/L account? Example – a non student writes a bad check at the golf course and we need to establish A/R and collect.

Oracle Response:

In order to utilize the PeopleSoft Student Finance module you either need to be an individual, external organization or university department with an ID number in the system. While the Student Financials’ cashiering module can handle Point of Sales transaction for people or organizations meeting these criteria, it is not a Point of Sales system per se. Someone without an ID in the system would not be able to have charges posted to them, and there couldn’t pay for those with a check.

11. Is integration broker delivered with PeopleSoft or an additional purchase?

Oracle Response:

It is delivered with PeopleSoft Campus Solutions.

12. We have a 4 year lock on tuition per hour rate. How do we manage and set that up?

Oracle Response:

When you create the Tuition Term Fees for a term you can use the Equation Engine to calculate the rate. This tool lets you look at any field in the system to help define what rate a student should get. This will allow the fee to look up what cohort the student is in for tuition purposes and use that rate to calculate their tuition cost.

13. For withdrawal adjustments, can there be multiple calculations? Example – at one point in time there may be 100% reduction of fees and 75% reduction in tuition.

Oracle Response:

Yes, each fee can have its own adjustment schedule. This means that if a student withdraws after attending class for one week, their tuition refund could be 75%, their fee refund could be 100%.


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14. To process an institutional loan or travel advance payout, how does the cashier enter the transaction if you can not enter a negative amount?

Oracle Response:

A pair of transactions would need to be entered: The non-negative loan or advance, and the matching repayment of that loan or advance. For institutional loans you could use the payment plan functionality to accomplish this in one step. Payment plans executing both steps at the same time. Otherwise you would just need to post the payout and repayment items separately.

15. On payment setup – what is days to encumber?

Oracle Response:

If you want to encumber payments for a period of time before making them available for a refund, enter the number of days in this field. The number that you enter in this field establishes how many business days must pass before a refund can be made. For example, if you entered the number 10 in this field, ten working days would have to pass before a customer could receive a payment refund (the student could receive a refund on the eleventh day).

16. Is the set up in the Student Financial tables separate from the set up for the Financial Aid or the same?

Oracle Response:

Item Type is the data element in PeopleSoft Campus Solutions that defines financial transaction as debits or credits, charges or payments. All of these need to be set up in the Student Finance module first on the Item Type Setup page. For those payments that are classified as financial aid, another pair of related setup screens needs to be filled out.

Financial Aid Item Type Setup – Defines the nature and behavior of a financial aid payment. Is it a scholarship, loan, grant, or work-study? Is it a federal, state, institutional, or private award? Is it need based or not? This is the type of information you enter on this page.

Fiscal Item Type Setup – All Financial Aid item types have additional budget limiters as part of their setup. Some have very high limits that will never be exceeded, like Pell Grants and Federal Loans. Other awards may have very restrictive budgets, like department scholarships.

All three pieces of setup are required to properly configure Financial Aid awards.


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17. Are all of the accounts to which deposits can be made pre-populated or do cashiers have the ability to enter gl account codes? If so, how are they validated?

Oracle Response:

All of the accounts to which deposits can be made are pre-populated. You need to use an Item Type for all Cashiering Transactions with the exception of Departmental transactions. Even in the case of departmental transactions cashiers would need to use a pre-validated GL account string.

18. For the GL Interface, does the file contain details for each transaction, or summary by GL account numbers. Do we have a choice of whether we want summary or detailed imports?

Oracle Response:

The GL Interface file contains details for each transaction. You can configure whatever level of summer or detail you need when you use Integration Broker to create the interface between PeopleSoft Campus Solutions and you Finance System.

19. Can a scholarship be applied to a student account but not refunded until we receive the cash? How do we track that cash? Can we 3rd party bill within the system?

Oracle Response:

A scholarship can be applied to a student account but not refunded until you receive the cash. You would use the Anticipated Aid functionality to apply the award to the student’s account balance, but the Disbursement Rule for the Award would not allow it to pay until you had confirmation that the check has been received.

20. Can you pull a specific set of students with a specific award to be billed to a third party sponsor?

Oracle Response:

Yes, when setting up the GL information for the award you can indicate the funding source. If that source is an organization external to the university they can be billed just like any other vendor via the AR portion of the finance system.


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21. With the search match function is the warning that a duplicate record may be possible a ‘hard’ warning that stops the process, or a soft warning that can be ignored or overriden? Is there a cleanup process if duplicates are discovered?

Oracle Response:

When the Search Match rules are being used by PeopleSoft process (ISIR Load, Admissions Applications Load, Transcript Load, etc.) they can invoke a Hard Stop depending the configuration of the rule. When a staff member is doing data entry, or reviewing the exception lists from the previously mentioned processes, it is a Soft Stop. In the case the duplicates are created, there are processes in the EDQ (Data Scrubbing) software that is part of this offering that can remove the duplicates.

22. How can financial aid trigger that aid should apply to bill but not refund to student until funds are actually received?

Oracle Response:

Please see the response to 15 and 19 above.

23. Can you show how summer aid is viewed differently than fall/spring?

Oracle Response:

Summer Aid is viewed on the same screen as fall/spring aid. The screen shot below highlights some of the view options.


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24. How quickly do you typically respond to federal mandates?

Oracle Response:

We typically respond to federal mandate either as soon as we have enough information to begin working on an update. For example for recent changes in direct lending rates (2 decimals to 3 decimals, we were able to push out changes a few weeks after the final regulation was issued and months before the change was required to be made.

Responses may of course vary depending on the nature and complexity of the mandate. If we have the time we like to engage our Financial Aid Product Advisory Group to give up input on our solutions. The PAG is a 5-10 person committee made up of representative of schools using PeopleSoft Financial Aid. They frequently provide us design and priority guidance on how to response to changes in financial aid regulations.

25. Is there one screen that shows all changes to a student’s financial aid? To the bill? (tracking)

Oracle Response:

The Student Award Activity Screen is and audit screen that shows all changes to a student’s financial aid.

The Student Accounts screen shows all changes to a student’s account and bills.


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26. Show how financial aid dollars are shown on a student’s bill prior to the start of a term (before funds are received for the award/estimated awards)

Oracle Response:

We deliver Anticipated Aid Functionality that allows Financial Aid to be pre-applied to a student account. Within certain conditions the anticipated aid will defer certain changes and due dates until such time as the aid can credit to their account.

27. Demonstrate the system’s R2T4 capabilities?

Oracle Response:

PeopleSoft Campus Solutions contains an R2T4 processing module. This module contains a worksheet, and related tracking pages to make sure you can properly adjust Title IV aid in the case of student withdrawal. When a student withdraws, you simply enter the withdrawal date on the worksheet page and it will calculate how much aid the student is allowed to keep and how much aid they need to repay. The tracking pages ensure that you can keep track of the amount of time that has elapsed since the withdrawal date so you can maintain compliance with regulatory timelines.


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28. Is there virus checking performed on the upload of documents to the systems?

Oracle Response:

Yes, virus scanning can be performed on all files uploaded with the file attachments capability in PeopleSoft. The business logic behind the attachment function has built-in virus scan capabilities that can be enabled to scan at upload time.

29. Does any process or report exist which assists in explaining a specific student’s tuition amount? In other words, why is Billy’s tuition this amount?

Oracle Response:

A staff member with access could directly look up all the setup details for a student’s calculated tuition. Additionally, you could use the delivered reporting tools to create a report that would pull in as much tuition calculation detail as you wanted.


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30. For students dropping classes (after a term has started) that have financial aid are there any warnings or notifications to the student (because enrollment impacts some awards)? When are these warning/notifications delivered to the student?

Oracle Response:

You can use the integrated workflow process to create warnings or notifications to the students if they are going to make changes to enrollment that might impact their financial aid awards. In addition you can use the PeopleTools toolset to create any type of field level edit or message you require.

31. We receive state status information that comes in a file that is then used in the process of calculating the state tuition waiver (ISAC MAP)

a. How would your system load and store status file information?

b. How are rules created to calculate an ISAC MAP award using status data?

Oracle Response:

a. You would use the integration broker tool to determine what records or pages you would like the load the information in the file to. If a page did not exist to precisely store this information you could use the PeopleTools toolset to create one.

b. You would use the Equation Engine to create the selection and award amount rules for the MAP, or any other Financial Aid award.

32. Are there costs associated with INAS as we don’t currently use it?

Oracle Response:

INAS is an integrated part of the ISIR load process with PeopleSoft Campus Solutions. There are no additional license fees to use that functionality.

33. Award acceptance – active vs passive – can we set awards as needing to be accepted vs auto accept?

Oracle Response:

Yes, you can designate where awards need to be accepted or not when setting up your packaging plans. You can give any award any default accept status you want. Generally speaking scholarship and


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grants are automatically accepted, while work study and loans require the student to manually accept those awards. However you have the flexibility to set the award defaults however you wish.

34. FA Budget Adjustments – Do you have to change one of the 5 budget components directly (are those then locked) or do you have separate fields to track and monitor budget changes?

Oracle Response:

In order to adjust a budget item for a student you would go to the Maintain Budget page and change on of the budget items directly. There are auditing and effective dating requirements on the page that would allow you to track and monitor any changes that are made to an item.

35. Please show item types for Financial Aid/Student Finances.

Oracle Response:

The Student Finance Item Type setup controls basic behavior of the Item Type. Is it charge or payment, debit or credit. What is its GL account string. For payments, what type of charges can it pay and in what order. All of this information is part of the Item Type Student Financials setup.

The Financial Aid Item Type setup controls the financial aid aspect of the item type. Is it a loan or grant. Is it a federal or state award. What are the rules governing when it can be awarded and how much the award should be. Are there any fiscal controls on the awards. All of this information is part of the Item Type Financial Aid setup.

Here are some screen shots of the Item Type, Financial Aid Item Type, and Fiscal Item Type setup.


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36. Do you integrate with Image now?

Oracle Response:

We can integrate with any imaging provider you wish. You can use the integration tools within the PeopleSoft toolset to create whatever link to / from ImageNow you would require. We have many customers who use ImageNow with PeopleSoft applications.

37. Would everyone in an ISIR file go through the repackage engine?

Oracle Response:

It depends. You will configure the rule for assigning student to go through the re-packing process. If you wanted to send everyone with and ISIR through re-packing you could easily set up a rule to do that. However, you could just as easily set up other rules that were more selective about which FA recipients (including those that both have and do not have an ISIR) are selected for re-packaging.

38. How would we maintain the rules for the state MAP grant?

Oracle Response:

All financial aid awards can incorporate a Selection Equation as part of their setup. This allows you to use the Equation Engine tool to create any kind of awarding rule you want based on any piece of information in the system. Examples of where this rule is attached to an awards setup can be seen in our response to Question 35 above.


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39. Can some changes be set up as installment and other charges as “net 30 days”?

Oracle Response:

Yes, each charge can have its own unique billing calendar attached to it. These calendars control the billing schedule for any particular charge. You can have different schedule for any charge in the system.

40. How is the FC calculation maintained year to year? Is it equation engine, SQR , web service or other?

Oracle Response:

The Family Contribution (FC) is based on the INAS requirements from the Federal Government which change from year to year. Each year when we send out our regulatory releases we include an updated INAS calculation which allows you to accurately calculate the FC from year to year.

41. Please show how to grant parent access permissions.

Oracle Response:

This is a duplicate of Question #1; please see our response to that item from above.

Responses For Technical Session: June 12, 2013 1:00 – 4:00

1. How do we see a list of batch processes that are delivered and what they do?

Oracle Response:

Batch processes are documented in PeopleBooks, the standard documentation for PeopleSoft applications. In addition, these batch processes are stored and provided with the Process Scheduler definitions. Batch processes are typically integration, calculation, and reporting processes.


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2. There was a submit button in PeopleSoft after finishing the uPay screen. If the student doesn’t click submit there, are they still charged? Is the payment applied?

Oracle Response:

The payment process is complete when a student clicks the submit button. If a student clicks cancel the process remains in initiated status and the payment is not applied.

3. In the mobile application is Financial Aid data available? If so, what is available and how is it presented?

Oracle Response:

Financial Aid Data is not available in current version of Campus Mobile. The Campus Mobile smartphone application functions include:

Springboard

Class schedule

View grades and GPA

Search for classes

View and manage the enrollment cart

Add and drop classes

Manage a student profile

Financial Aid Data is available through Student Self-Service which is viewable through certified web browsers including mobile devices.


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4. Can you show the Financial Aid portal data:

a. Status (ISIR, docs, SAT)

b. Missing documents

c. Award notice and requirements

d. Loan information and requirements

Oracle Response:

Please view the recording of Section 4: Functional Demonstration - Student Financials session to see additional Financial Aid portal data.

5. When an effective date is entered, is there also an actual date the change was made available for audit tracking?

Oracle Response:

The system tracks effective date and actual dates for a number of critical records for tracking enrollment, grades, holds, financial aid data, and student program data. In instances where the actual date is not stored, institutions can create an audit record to track the actual date.

6. How would PeopleSoft handle an individual who has conflicting roles permissions? Is it possible to assign conflicting roles?

Oracle Response:

End users will get the cumulative set of permissions. If there is a conflict, (ex. One permission list grants full access and one grants partial access) the user will be granted the most comprehensive permissions.


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7. Discuss infrastructure requirements:

a. Can servers use VMware

b. Do majority of customers use real or virtual servers for production and test

Oracle Response:

Oracle certifies our products (PeopleTools) on certain operating systems (including Solaris, HPUX, Linux, MSWindows, AIX etc.), not on specific hardware configurations. Therefore, as long as a customer configures their machines with supported operating systems, we will treat them as though they are independent systems and provide full support.

Our support team will attempt to resolve issues using our own environments with the same operating system. We will treat virtual machines, terminal servers and alternate hardware configurations in a similar manner to any other hardware system. That is, we will likely configure independent systems with a supported operating system for web, application, batch, and database servers and attempt to replicate a problem. In the event that we cannot replicate an issue on separate systems using the same OS, we will refer the customer to the vendor to resolve the issue.

We have many customers that run in both real and virtualized environments across production and test.

8. Will PeopleSoft integrate with identity access management products like Novell?

Oracle Response:

Yes. Authentication can be handled by PeopleSoft security or via integration to an LDAP compliant directory server. PeopleSoft integrates with Directory server products and Identity management vendors. It should also be noted that PeopleSoft Enterprise applications use an open, extensible authentication API for directory server integration. Other authentication schemes can easily leverage these same APIs. Integration to Oracle Identity Management is delivered.


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