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Enterprise Information Systems Financial Management + Human Resources + Student Administration
Generating a CAPS Report(s) Business Process Guide
July 7, 2004
Updates
Date Action Page(s) July 7, 2003 Created June 16, 2004 Proofed/Edited All June 18, 2004 Proofed/Edited All September 7, 2004 Section 5.0 Added 2629 March 19, 2007 Updated navigation for version 8.9. July 12, 2007 Updated screen shots for version 8.9 All
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Table of Contents
Generating a CAPS Report(s) Overview .................................................................................................. 2
Before You Begin .................................................................................................................................... 2
Prerequisites and Assumptions ........................................................................................................ 2
1.0 Generating A CAPS Report ............................................................................................................... 3
1.1 Creating the Transcript Request Header..................................................................................... 3 1.2 Defining the Request Detail ........................................................................................................ 5
2.0 Printing a CAPS Report ..................................................................................................................... 7
2.1 Printing a CAPS Report via Crystal............................................................................................. 7 2.2 Printing a CAPS Report Shortcut.............................................................................................. 11
3.0 Generating CAPS Reports in Batch.................................................................................................. 12
3.1 Creating the Transcript Request Header................................................................................... 12 3.2 Defining the Request Detail ...................................................................................................... 14
4.0 Printing the CAPS Reports in Batch ................................................................................................. 17
4.1 Printing batch CAPS Reports via Crystal .................................................................................. 17 4.2 Printing a single CAPS Report from a Batch Process................................................................ 22 4.3 Shortcut to Printing Batch CAPS Reports ................................................................................. 24
5.0 Generating A CAPS Report From An Existing Request .................................................................... 25
5.1 Searching for an Existing Request............................................................................................ 25
Glossary of Key Terms and Acronyms................................................................................................... 27
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Generating a CAPS Report(s) Overview Centrals Academic Progress (CAPS) Report is used as an advising tool for students, faculty and staff. The CAPS Report will provide detailed information about a student’s progress in receiving their Bachelor’s degree. A student who has been newly admitted to Central Washington University (CWU) can generate a CAPS Report, which will provide them with their overall undergraduate requirements and their general education requirements. A student, who has attended CWU for a few terms and has declared their plan(s), can generate a CAPS Report, which will provide them with their overall undergraduate, general education and plan(s) requirements. The CAPS Report has been designed for students with an Academic Level of Undergraduate. PostBaccalaureate and Master students will not be eligible to generate a CAPS Report. There are two ways to generate a CAPS Report based on the user population. A student or faculty may generate a CAPS Report through student selfservice or advising selfservice. The Office of Degree Checkout will generate CAPS Report through PeopleSoft Applications where they can choose to generate one CAPS Report or generate CAPS Reports in batches. This business process guide will outline the latter of the two mentioned for the Office of Degree Checkout.
Before You Begin Prerequisites and Assumptions Before you can successfully perform the Generating a CAPS Report(s) process, it is assumed that each of the following conditions have been met:
q Student must be admitted to Central Washington University. q Student must have an Academic Level of Undergraduate.
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1.0 Generating A CAPS Report Generation of a CAPS Report can be executed one at a time or through a batch process. This section will outline how to generate an individual CAPS Report.
1.1 Creating the Transcript Request Header The first step in generating a CAPS Report is to define your transcript request header. This will allow you to select the type of transcript, output destination, future release and report format. Navigation: Home > Academic Advising > Student Advisement > Student Advisement Report
Steps for Generating a CAPS Report
1. Click on the link.
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2. The Report Request Nbr field will default in once the report has been processed. 3. The Request Date field will default in with the current date. 4. The User ID field will default in once the report has been processed. 5. Select CWUID from the Institution dropdown box. 6. Select CAPS from the Transcript Type dropdown box. 7. Select Page from the Output Destination dropdown box.
Printer is the other choice from the Output Destination dropdown box. If Printer is selected, the report is immediately generated and sent to the Report Manager.
8. The Number of Copies field will be grayed out with a default number of 1.
The Number of Copies field can be overridden on the Request Detail page.
9. The Future Releases dropdown box will default in with StandProc.
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The Future Release dropdown box is used to identify a population of student you would like transcripts to automatically generate for a specific reason and on a specific date. The following are the options for Future Release:
Degrees: indicates when the degree is conferred, a transcript or degree audit is produced. Grades: indicates when a fully graded date is reached, a transcript or degree audit is produced. Spec Date: indicates that a transcript request is produced on the userspecified date. StandProc: indicates the transcript request does not have any criteria for when or why it will print.
10. The Academic Career field will be grayed out. 11. The Term Date field will be grayed out. 12. The Print Date field defaults in with the current date and will be grayed out.
The Academic Career, Term Date and Print Date fields will become active when the Future Release option is changed from StandProc.
13. Select Standard Process for the Request Reason dropdown box.
The Request Reason dropdown box can be used to indicate why a transcript was generated. For generating CAPS Report, the Standard Process will always be selected.
14. The Cancel Request flag is defaulted to off.
The Cancel Request flag is used when using the Future Release field with criteria other than StandProc. The flag will allow you to cancel any transcript request you have generated for a future date for example.
15. The Report Format dropdown box defaults in with Standard Report Format.
The following are the Report Format options: Analysis Database: indicates that the report is written to the analysis database. Completed Only: indicates that the report contains only those requirements, which have been completed. Incompleted Only: indicates that the report contains only those requirements that have not been completed. Standard Report Format: indicate that the report contains all the requirements indicated by the chosen report.
1.2 Defining the Request Detail Once the transcript header has been defined with the type of report and output destination, the student whom you are generating the CAPS Report for needs to be identified. The Request Detail will provide you with the fields to identify the student’s emplid.
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16. Click on the Request Detail tab at the top of the page.
17. The Report Request Nbr field will default in once the report has been processed. 18. The Transcript Type field will default in from the Request Header page. 19. The Seq Nbr field will automatically populate sequentially. 20. Enter in the CWU ID for the student in the ID field.
If the CWU ID is unknown click on the button and then type in the student’s last and first name in the Last Name and First Name fields and then select the appropriate student from the list provided
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21. The As of Date field will default in with 01/01/3000.
The As of Date field is used to include or exclude futuredated programs, plans, subplans, conditions and/or entity groups when running a CAPS Report.
22. Do not click the button.
The button is used to send an Official Transcript to a student or an external organization(s). This is a separate process that will be used by the Records Department.
23. Click on the button.
Once the button has been clicked, the report has been generated. It will then take you to the Report Result page where you can view the student’s CAPS Report. See diagram below to see the example.
24. This concludes the process of Generating A CAPS Report.
2.0 Printing a CAPS Report The CAPS Report has been generated onto the Report Results page and now there is an option to print the CAPS Report through a Crystal Report or through a shortcut.
2.1 Printing a CAPS Report via Crystal The CAPS Report can be printed through a delivered Crystal Report. The Crystal Report polishes up the look of the CAPS Report in landscape format. Printing the CAPS Report through the Crystal Report can
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be a little more time consuming than printing from the Reports Result page, but it does give you a cleaner formatted copy. Navigation: Home > Academic Advising > Student Advisement > Student Advisement Report
Steps for Printing a CAPS Report
1. Click on the button.
Once the button has been clicked, the system will process this request. This process time lasts a few seconds and then Saved will pop up at the top right side of your screen.
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2. Click on the link.
The diagram above shows the Report List. The User ID field will default with the enduser’s User ID (individual running the report). Notice, the transcript request has not shown up on the Report List. Follow the next step.
3. Click on the button.
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Click on the button until you see a status of Posted in the Status field. Do not click the Refresh button repeatedly without allowing the system to process through the refresh.
4. Click on the link.
5. Click on the link.
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The CAPS Report has now been processed through the delivered Crystal Report. The report is now ready to print. Click File on your toolbar and select Print from the dropdown menu.
2.2 Printing a CAPS Report Shortcut The CAPS Report may not need to be a formatted copy because it is for inhouse advisor or evaluator use. If the CAPS Report does not need to go through the delivered Crystal Report, follow these steps to print an unpolished copy.
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6. Click File on your toolbar and select Print from the dropdown menu. 7. This concludes the process of Printing a CAPS Report.
3.0 Generating CAPS Reports in Batch The CAPS Report can be generated in batches. This may be needed during the peak times of advising or graduation processing. The batch process is useful when generating multiple CAPS Reports versus generating these reports one at a time.
3.1 Creating the Transcript Request Header The set up for the transcript request header for individual or batch CAPS Report(s) will be the same. The following will guide you through the same set up as section 1.0. Navigation: Home > Academic Advising > Student Advisement > Student Advisement Report
Steps for Generating CAPS Reports in Batch
1. Click on the link.
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2. The Report Request Nbr field will default in once the report has been processed. 3. The Request Date field will default in with the current date. 4. The User ID field will default in once the report has been processed. 5. Select CWUID from the Institution dropdown box. 6. Select CAPS from the Transcript Type dropdown box. 7. Select Page from the Output Destination dropdown box.
Printer is the other choice from the Output Destination dropdown box. If Printer is selected, the report is immediately generated and sent to the Report Manager.
8. The Number of Copies field will be grayed out with a default number of 1.
The Number of Copies field can be overridden on the Request Detail page.
9. The Future Releases dropdown box will default in with StandProc.
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The Future Release dropdown box is used to identify a population of student you would like transcripts to automatically generate for a specific reason and on a specific date. The following are the options for Future Release:
Degrees: indicates when the degree is conferred, a transcript or degree audit is produced. Grades: indicates when a fully graded date is reached, a transcript or degree audit is produced. Spec Date: indicates that a transcript request is produced on the userspecified date. StandProc: indicates the transcript request does not have any criteria for when or why it will print.
10. The Academic Career field will be grayed out. 11. The Term Date field will be grayed out. 12. The Print Date field defaults in with the current date and will be grayed out.
The Academic Career, Term Date and Print Date fields will become active when the Future Release option is changed from StandProc.
13. The Request Reason dropdown box will remain blank.
The Request Reason dropdown box can be used to indicate why a transcript was generated. This would normally be used when the Future Release date is used to print by criteria.
14. The Cancel Request flag is defaulted to off.
The Cancel Request flag is used when using the Future Release field with criteria other than StandProc. The flag will allow you to cancel any transcript request you have generated for a future date for example.
15. The Report Format dropdown box defaults in with Standard Report Format.
The following are the Report Format options: Analysis Database: indicates that the report is written to the analysis database. Completed Only: indicates that the report contains only those requirements, which have been completed. Incompleted Only: indicates that the report contains only those requirements that have not been completed. Standard Report Format: indicate that the report contains all the requirements indicated by the chosen report.
3.2 Defining the Request Detail Once the transcript header has been defined with the type of report and output destination, the students whom you are generating the CAPS Reports for need to be identified. The Request Detail will provide you with the fields to identify the student’s CWU IDs.
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16. Click on the Request Detail tab at the top of the page.
17. Enter in the student’s CWU ID in the ID field. 18. Click on the button.
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Continue to click on the button and enter in the CWU ID until you have entered in all the IDs you want to generate a CAPS Report for.
19. Click on the button.
Once the button has been clicked, the reports have been generated. It will then take you to the Report Result page where you can view the student’s CAPS Report. See diagram below to see the example.
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Notice, there are 1 of 3 reports you can view. The Report Results page will only show one CAPS Report at a time unless you click on the link.
20. This concludes the process of Generating CAPS Reports in Batch.
4.0 Printing the CAPS Reports in Batch There are three ways to print the CAPS Reports when you have generated them through the batch process. The first option is to print all of them at once with the delivered Crystal Report through the Request Detail page, the second option is to print them one at a time with the delivered Crystal Report through the Report Results page and the final option is to print them one at a time using the shortcut method through the Report Results page.
4.1 Printing batch CAPS Reports via Crystal The option to print all the CAPS Reports generated via the delivered Crystal Report allows you to print all the pages of the CAPS Report for each student at once versus printing one CAPS Report at a time that was generated in your batch. Navigation: Home > Academic Advising > Student Advisement > Student Advisement Report
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Steps for Printing the CAPS Report in Batch
1. Click on the Request Detail tab at the top of the page.
If you do not go to the Request Detail page, you will not be able to print all the CAPS Reports generated all at once.
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2. Click on the button.
Once the button has been clicked, the system will process this request. This process time is a few seconds and then Saved will pop up at the top right side of your screen.
3. Click on the link.
The diagram above shows the Report List. The User ID field will default with the enduser’s User ID (individual running the report). Notice, the transcript request has not shown up on the Report List. Follow the next step.
4. Click on the button.
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Click on the button until you see a status of Posted in the Status field. Do not click the Refresh button repeatedly without allowing the system to process through the refresh.
5. Click on the link.
6. Click on the link.
In section 2.1 Printing a CAPS Report via Crystal, the link shown started out as SR777 and this link starts out with SR778. If you see SR777, this indicates you are printing one CAPS Repot. SR778 indicates you are printing a batch of CAPS Reports.
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In the above diagram, you will see on the actual CAPS Report in the right hand corner Page 1 of 8 is printed. If you look at the bottom, middle of the window, you will see 1 of 25. This verifies that you are printing all the CAPS Report for each student indicated on the Request Detail page.
The CAPS Reports have now been processed through the delivered Crystal Report. The reports are now ready to print. Click File on your toolbar and select Print from the dropdown menu.
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4.2 Printing a single CAPS Report from a Batch Process A batch of generated CAPS Report can be printed one at a time rather than all at once. This section will guide you how to print one CAPS Report from the batch of CAPS Reports generated. Navigation: Home > Academic Advising > Student Advisement > Student Advisement Report
7. Click on the button.
If you are not on the Report Results page, you need to click on this tab in order to print one CAPS Report at a time.
Once the button has been clicked, the system will process this request. This process time is a few seconds and then Saved will pop up at the top right side of your screen.
8. Click on the link.
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9. Click on the button.
Click on the button until you see a status of Posted in the Status field. Do not click the Refresh button repeatedly without allowing the system to process through the refresh.
10. Click on the link.
11. Click on the button.
The link now starts with SR777, this indicates to the enduser that they are printing an individual CAPS Report.
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The CAPS Report has now been processed through the delivered Crystal Report. The report is now ready to print. Click File on your toolbar and select Print from the dropdown menu.
4.3 Shortcut to Printing Batch CAPS Reports CAPS Reports that have been generated in batch can be printed using a shortcut method. This shortcut method does not allow you to print all the CAPS Reports generated all at once. The enduser can use this shortcut to print the batch of CAPS Reports individually.
12. Click File on your toolbar and select Print from the dropdown menu.
If you want to print another CAPS Report from the batch you have generated, click on the arrow ( ) to navigate to the next CAPS Report you want to print.
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13. This concludes the process of Printing the CAPS Reports in Batch.
5.0 Generating A CAPS Report From An Existing Request A CAPS Report may have already been generated for a particular student previously. To minimize the amount of new CAPS Reports being generated, a student’s CAPS Report can be rerun from a previous request.
5.1 Searching for an Existing Request There are several ways to search for a CAPS Report that has been previously requested. The easiest search is to search by the student’s CWU ID. This search will grab every type of report that has been generated for the student that was identified in the search field.
Navigation: Home > Academic Advising > Student Advisement > Student Advisement Report
Steps for Searching for an Existing Request
1. Change the Search By dropdown box from Report Request Nbr to ID. 2. Type in the students CWU ID in the ID field. 3. Click on the button.
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The search results will provide information on what Transcript Types have been printed for the student. If there are no search results, then click on the link.
4. Click on the link that has the Transcript Type of CAPS.
5. Click on the Request Detail tab at the top of the page.
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6. Click on the button.
If you do not click on the button, the CAPS Report will not be re generated. This means any new information added to the CAPS Report or any requirement that has been completed since the last time the report was run will not show up on the CAPS Report. If you want to see the current information for the student make sure you click on the process request button. If you want to see the CAPS Report from the time it was last run, click on the Report Result tab at the top of the page.
7. This concludes section, 5.0 Generating A CAPS Report From An Existing Request.
This concludes the Generating a CAPS Report(s) Business Process Guide.
Glossary of Key Terms and Acronyms
SAFARI: Student Administration, Admissions, Financial Aid, Academic Progress, Records, Implementation.
SR777: Individual transcript via the Crystal Report.
SR778: Batch of transcripts via the Crystal Report.