Planning the Implementation

of Campus Community

Rules for Campus Community Keep an open mind Understand other’s processes Realize the impact on other areas

Driving Forces of Campus Community

Implementation schedule Key users of the data - might not

be project team members Evolution

Process changes Learning curve Reporting changes

Campus Community Includes: PEOPLE EXTERNAL ORGANIZATIONS EVENTS 3C’S - Communications, Checklists

& Comments

Who is a Person?

Students

Graduates

Staff

Recruiters

Instructors

CAMPUSCOMMUNITY

Prospects

All in Personal Data

Students

Graduates

Staff

Recruiters

Instructors

PERSONALDATA

Prospects

Biographic/Demographic/Other Data

Names Licenses Languages Honors/Awards

A View of Campus Community

CAM PUS CO M M UNITY

Address Type - Billing, Dorm, PermanentAddress Usage - Select order I - home,dorm,permanent;

Select order II - billing, permanent, dormAthletic Participation -active participant, manager, recruited

Address change reason - returned mail, student requestCommittee Type - Alumni Scholarship; Undergraduate

Interviews; Scholarship ReviewCommittee Role - Chair of Committee,Member of

Committee, Student Member of CommitteeEvents - course, open house

Ethnicity - W hite, Black. Hispanic, Asia/PacificHealth Test - TB, Sports

Name Prefix - Mr, Mrs, MsName Usage - Preferred First, Primary, Preferred Full,

Primary FullName Suffix - Jr, Sr, Princess

Relationship - Brother, Mother, FatherResidency - InState, Out of State

Residency Exceptions - Fire Fighter, TreatyFERPA

Immunizations - DPT, German Measles, MumpsSalutations - Dear Sir, Dear Mr & Mrs

Accommodation Data - orthopedic furniture, rampsDiagnosis - lower back pain

Languages - French, Italian, DutchLicenses & Certificates - CPA, EMT, LPN

Visa Permit Type - F1, Australia; B2, CanadaSupporting Documents - Tax Return, passport

Location AddressStandard Industry Table - Insurance, Advertising

Standard Occupation Table - CEO, CFP, VP manufacturingService Indicator Codes - don't cash checks, don't enroll/

parking fines

PERSO NAL DAT AEM PLID

NAME, NAME PREFIX,NAME SUFFIX,LAST NAME, FIRST NAME

NATIONAL ID(SSN), PERSONNEL STATUSORIGINAL HIRE DATE (HR), SEX

AGE STATUS (HR), OFFICIAL LANGUAGEMARITAL STATUS, BIRTHDATE,BIRTHPLACE, BIRTHCOUNTRYBIRTHSTATE, DATE OF DEATH

HIGHEST EDUCATION LEVEL (HR)FULL TIME STUDENT,REFERRAL SOURCE (HR)

CITIZENSHIP STATUS, CAMPUS IDDEATH CERTIFICATE NUMBER

FERPA

Emplid, employeerecord number, deptid, job code, position

number

Emplid, AcademicCareer, Institution,Admit Term, Admit

Type, Admitrecruitment center,campus, academicprogram, academic

plan

HR

SA

EXT ERNALO RG ANIZAT IO N

External Org IdExt Org TypeOrg LocationOrg Contact

AddressesAddress Change

EthnicityAthletic Participation

E-mailEmergency ContactExternal System Id

Ferpa OverridesHealth Test

Honors and AwardsImmunizations

Instructors/AdvisorsPin

Relationship w/ InstitutionResidency

Service IndicatorsReligious Preference

Audiometric ExamDriver's License

Accommodation DataEye Exam

IAP66I20

LanguagesLicenses & Certificates

Respiratory ExamPhysical Exam

PublicationsVisa/Permit

W ork Experience

AddressesEmplid, address1,

address2,city,state, postal,country, address type,

external org Id

Address ChangeEmplid address changereason, address change

date

Athletic participationEmplid, sport, athletic

participation

EthnicityEmplid, ethnicity code

What is an External Organization?

High School College or University Church Company

Events On-Campus Open House Off-Campus Reception Tours

Communications, Checklists & Comment (3C’s) Comments Communications Checklists

CC Self-Service Campus Community Self-Service

New in Version 8.0 Personal Portfolio

Allows users to update basic Personal Information Community Access

Allows visitors to complete New User Registration Community Directory

Allows schools to provide searchable directories of members of your campus community

Personal Portfolio

Community Access Home Page

Community Directory

Getting More Information CMS Web site

http://cms.calstate.edu/index.htm SOSS, Student Administration 8.0 Documents

Contains Functional Specifications Documents Fit-Gap Notes PeopleSoft Setup Guides PeopleSoft Business Process Guides

Note: Some documents are password protected.

Topics For Discussion: Set up and naming conventions Entry points Data stewardship Definitions and standards Conversion Baseline Modifications

Set up

Required values Person External Organizations Events Committees 3C’s

Set up - Required Values Name Types

CO Determined Address types

CO Determined State or province table

CO Maintained Country table

CO Maintained Search/Match

Set up - Required Values

Residency (business process requirement)

Ethnic group Ethnicity table (ethnic

subsets) CO Maintained Instructor/Advisor Table Service Indicators (business process

requirement) Visa permit table (business process

requirement)

Entry Points

Student Prospect, Mentor Applicant, Mentor Tape loads

Alumni Instructor/Advisor Recruiter

Entry Points Event

Attendee Guest (optional in personal data) Event staff (optional in personal data) Event coordinator

Employee Applicant Current Former through conversion

Entry Points

External Organizations Contact at organization (optional

in personal data)

Data Stewardship Who owns the data in PeopleSoft

Student Administration/Human Resources

Campus Community Committee decision Who owns the data Who controls the data/update Who configures the data (Setup Tables) Who views the data

Definitions & Standards Provide a succinct definition

Address type Home - where you currently reside Mailing - where you want your mail sent

Communicate the definition via: Training Web End-user documentation

Definitions & Standards Communicate standards

Names Addresses Minimal required data

SSN Ethnicity Gender

External Organizations

Conversion Conversion schedule Precedence rules

Names Addresses SSN Other various bio/demo data

Duplication rules Error reports Error files

CC Baseline Modifications Campus Community Modifications

CC99001 – Relationship Label Change (Deferred) CC99002 – Ethnicity Detail for Ethnic Group CC99003 – Citizenship Status Default (Defunct) CC99004 – Marital Status Default

Defaults to Unknown instead of Single CC99005 – Global Search (Defunct) CC99006 – EmplID Auto-Numbering

Makes the EmplID field 9 and increments by 13. CC01007 – Populating Ethnicity After Data Loads

Users of the data

Student Financials Financial Aid Institutional Research Admissions Alumni Athletics

Users of the data

Student Records Advising Health Center International Student Office Housing, Library & Parking

(Service Indicator Assignment & Release)

Set up

Optional values Person External Organizations Events Committees 3C’s

Set up - Optional - People Accommodation type Diagnosis table Immunization table Health test table Athletic Participation Relationships

Set up - Optional - People Relations w/ institution Salutation table Standard occupation codes Standard industry codes Religious preference table Supporting documents table

Set up - Optional - People Accomplishments table

Languages License/certification HR honors/awards HR degrees Memberships

Set up - Optional - People Honors and awards

SA - honors/awards table HR - accomplishments table

Family Education Right to Privacy Act (FERPA)

Set up - Optional Organizations

Organization code types Organization group table External subjects External terms Contact types

Set up - Optional Events

Resource codes Event types Event templates (naming

convention) Staff codes

Set up - Optional 3C’s

3C groups (naming convention) Letter codes (naming convention) Communication context (naming convention) Communication category (naming convention) Communication 3C groups (naming convention) Communication keys (naming convention)

Set up – Optional3C’s

Checklist items (naming convention)

Checklist function item Tracking groups (naming

convention) Checklist (naming convention) Checklist 3C groups (naming

convention)

Set up - Optional 3C’s

Comment categories (naming convention)

Comment 3C groups (naming convention)

Set up - Optional Committees

Committees (naming convention)

Committee types/roles (naming convention)

Naming Conventions Setting up the 3C’s

naming convention….every item set up in the 3C’s (letter codes, categories, checklist codes, communication contexts, etc.) should start with a specific letter of the alphabet assigned to that specific area.

Communication Contexts should be set up using the entire six characters in the field.

Proven Strategies Planned Communication between & among HR/SA

Campus Community team evaluate/communicate changes that will impact

the integrated system to the HR/SA teams maintenance and business process issues

Campus Community procedures manual maintaining a person’s demographic data provide consistent data entry practices for the

integrated database to reduce duplicate records