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Session #250

Monday, March 17 2003 at

3:45p.m.

HEUG 2003 Conference - Dallas

C ommunicating

With Your

C ampus C ommunity



Marjo FontaineFunctional Analyst

Campus Community - PeopleSoft

presented by

Andrew Marmor

Product Manager


Paula Brower

Strategist




Synopsis of PresentationSynopsis of Presentation

This session is anThis session is an updateupd

ate onon

Communications, Checklists, Comments,Communications, Checklists, Comments,

the 3C Engine (Enterprise Communicationthe 3C Engine (Enterprise CommunicationEngine) and Letter Generation in StudentEngine) and Letter Generation in Student

Administration / Contributor Relations 8Administration / Contributor Relations 8

Includes the old good communication tools,Includes the old good communication tools,

the less new ones, the new ones, and thethe less new ones, the new ones, and theone soon to be released ……one soon to be released ……



• Overview• Collaborative campus

• 3Cs (Comments – Checklists – Communications)

• Letter Generation• 3C Engine

• A new feature is coming..…..

Agenda



CommunityCommunity

AdministratorsAdministrators

Self ServiceSelf Service

CommentsComments

ChecklistsChecklists

Communi-Communi-

cationscations

Collaborative Communications



• Expand communication throughout

campus

– Include all members of campus community

– Extend communications to self-service• Community Access Request Information

• Personal Portfolio To Do List

• Capture interactions and manage

communications in real time

Collaborative Communications



• Allows to keep trackof commoncomments abusiness processmay use.

3Cs - Comments

• Comments can be assigned to:

– People

– Organizations

• Not shown on the self-service pages

• No changes made in Student Admin. and Contributor

Relations release 8



• Checklist Types:

3Cs - Checklists• Allows to keep track of common items a

business process requires

• Checklists can be assigned to:

– People

– Organizations

• Checklist Types = Communication List

– Items can be listed inside a letter through the Communication feature



3Cs - Checklists

• Checklist Items are shown on the self-service Personal Portfolio:



3Cs - Checklists

• Checklist Types are shown on the self-service Personal Portfolio:



3Cs - Checklists

• Changes added in release 8:

– Support for multiple Checklist Item associations

• Associate multiples Checklist Items to either Person or Organization

• Built primarily to support admissions processing with transcripts and recommendation letters



3Cs - Checklists




• Allows assignment of outgoing and incoming

communications

3cs - Communications

• Assign Communications for

– People

– Organizations

• Different Communication Methods to use:

– Letter * – Email *

– Telephone Call

– Personal Contact

– Publication – Document

– Fax

– In Person

– Web



3cs - Communications

• Allows Enclosures (new in 8) – You assign one letter code (the main letter) and it will include few more (the

enclosures)

• Joint Communications (fully redesigned in 8)

– Ex.:

Mr John Smith and Mrs Mary Fletcher , you are invited to our next open door,…….

• Communication Recipients (enhanced in 8) – Multiple copies of a letter are printed and personalized to different

people

– Ex.: A copy of a letter is sent to a student as well as to the parents.



3Cs – CommunicationsEnclosuresEnclosures

• Added the ability to assign and produce

enclosures

• Collate and print enclosures along with a

primary/cover letter using Microsoft Word ® letter merge process.

!

Requires a template to exist for the enclosure.

-

The cover letter may say:

Pleasefind includethe following information:

. Summer 2003 Undergrad Application Form

. 2003 Financial Aid Application Form

. Course Catalog Summer 2003




Enclosures arecreated asStandard LetterCodes and thenincluded asenclosures on aprimary LetterCode.




•Communication Summary



3Cs – CommunicationsJoint CommunicationsJoint Communications

• Replaced functionality that existed in 7.60

• Joint Address type (XJNT) and Joint Name Type (XJN) gone!

• Used primarily by Contributor Relations

• Added Joint Salutation Types

• Integrated with Letter Generation – AVLTRGEN > CCLTRGEN




•Starts with Relationships





Greeting of the letter

Names part of the address




•Joint Salutation Types table

Name 1

Name 2




•Standard Letter Table




•Assign Communication

John has a “Joint”

Relationship

Letter Code allows

jointcommunication

1

2




•Communication Summary



3Cs – CommunicationsCommunication RecipientsCommunication Recipients





•Example

Letter sent to John

3C C i ti



• Process Communication Method = Letter

• Need a Microsoft Word ® template

– Standard naming convention:CCLTR<lettercode>.doc

• Process letters for both People and

Organizations

3Cs – CommunicationsLetter Generation processLetter Generation process

3C C i ti




Enhancements for 8: – Now includes processing for external

organizations

– Supports Enclosures in extract and letter

merges

– Can process Joint Communications

– Can process Communication Recipients

– Extract file changed from .LTR to .CSV extension

– Labels extract file is now output with every

process request

3C C i ti




Formatted address lines now included in extract – New CCADFRMT.SQC routine contains address format logic.

– Coded to US Postal Service guidelines for address elementpositioning.

! Does not perform individual field validation – on Address Line 1for example.

– Example:Emeril LaGrasse

3044 Green Meadow DriveRiverside CA 95620-3256

Notice

Zip+4

formatting

3C C i ti




Letter Merges• Microsoft Word ® templates still delivered with 8

• Certified for use with Word 95, Word 97, and Word 2000

• New CCLTRGEN.DAT file created to support letter merges in Microsoft Word ® .

• Extract files are designed to allow import into other applications capable of performing letter merges.

3C C i ti




Process nowincludes bothPerson and

Organization

3C C i ti




These parameterswrite to the

CCLTRGEN.DAT filefor use with Word

letter merges

3C C i ti




Letter Code

1AA

Extracts

CCLBL1AA.CSV

CCLTR1AA.CSVCCLTRGEN.DAT

3C C i ti



3Cs – CommunicationsCommunication Letter DataCommunication Letter Data

•

Inquiry page

•

Keeps history of the data extracted for each Individual or Organization for each letter processed by Letter Generation

3C C i ti




3C C i ti




Store ALL data;

Only Name/Addressdata;

None

3Cs in General



3Cs in GeneralNew in 8New in 8

• 3Cs Summary Pages

– Added selection criteria

3C i G l



• Architecture changes


Unified 3C

PERSON

EMPLID

SA/CR v. 7.60SA/CR v. 7.60

ORG

EXT_ORG_ID

Date/Time

PERSON/ORG

COMMON_ID

SA_ID_TYPE

SA/CR v. 8SA/CR v. 8

SEQ_3C

3C i G l





Unified records for:

• Communications

Person and Organization = COMMON_ID

• Checklists


! Event Checklists remain separate in 8. Not part

of the unified structure. Comments


3C i G l





• New Common ID (COMMON_ID) key

Holds either EMPLID or EXT_ORG_ID

Associated with SA_ID_TYPE (Person or Org)

• New Sequence 3C (SEQ_3C) key

Replaces Date/Time fields

Example: COMM_DTTM Date/Time fields remain on the record, but are no

longer a key field

3C i G l





• Replaced COMM_VAR_DATA with

individual Variable Data Records

Example: VAR_DATA_ADMA Keyed by unique Variable Data Sequence

Efficiency – allows reuse of Variable Data

across Person and Organization 3Cs

functionality• Variable Data now required

3C E i



• 3C Engine assigns the 3Cs for you behind the scenes

• Automate assignments, transparently from within anybusiness transaction

• 3C Engine enables extended communications – Provides real time transactions

– Modular integration

• Fully integrated with 3Cs• Communications

• Checklists

• Comments

3C Engine(Enterprise Communication Engine)

• 3C Group Security

• Administrative Functions

• Institutions

3C E i




• User defined rules – What gets assigned = Events

– When and How it gets assigned = Triggers

• Uses PeopleSoft 8 Application Enginetechnology

• Can also process Mass Change

• Can be Real Time or Batch

3C Engine




•Engine Events

(What gets assigned)

• Events business practices

• Build with user defined rules – Institution and Administrative Function keys

– Allow joint communications – Extend choice to self service with User Selection

• User defined sets to assign or update – Communications

– Checklists

– Comments

• Flexible as needs change – Effective dates and status

3C Engine




Communications

Comments

Checklists

3C Engine




•Engine Triggers

(When and How it gets assigned)

•Triggers identify when and how toperform processing

•Flexible, user specified conditions

–Institution key

–Administrative Function key

•Create triggers according to dataconditions

–New

–Change

–Delete

3C Engine




• Engine Triggers

•Trigger Level identifies granularity

–Record

–Field

•Trigger Assignment –System (real time)

–Batch (Process Scheduler request)

•Field Conditions

–Uses standard operators (=, >, <, etc) –Multiples allowed

–Create different field combinations

3C Engine




3C Engine




Field conditions

link to events

Assign in real time oruse batch Engine process

3C Engine




• Engine Architecture

3 C E n gi n e

PeopleCode

Trigger (Emplid.SavePostChange)

B a t

ch

Trigge

r

Table

A p pE n gi n

eP r o gr am

3C RecordsR e al T i m

e

PeopleCod

e

Commu-

nication

Checklist

Comment

T r i g g er s / E v e

n t s

Mass

Chang

e

and / or

3C Engine




• Mass Change results

3C Engine




• Engine Trigger Table

3C Engine




• Run batch process

3C Engine




• 3C Engine and Self-Service ??? – Self-service users can request

information

• They assigned communication to them self

without knowing it!

3C Engine




3C Engine




Request Information

3C Engine




3 Choices

of commu-

nication

3C Engine




• Why 3 choices of communication?

PSSVUGRD

3C Engine




• Why 3 choices of communication?

3 Choicesof commu-

nication

PSSVUGRD

3C Engine




•

Validate that the 3 communications have been entered for Ralph

3C Engine




• Engine Security

• Integrated with 3C Group security

– Access to invoke Engine transactions

inherited from user’s security to:

• Communication Category

• Checklist Code

• Comment Category

• Security assigned at Engine Event definition level

3C Engine




• Implementing 3C Engine

• Functional Strategies

– Identify integration points using Engine with

your business processes

– Map business transactions to Engine events

and triggers

– Determine assignment mode

– Identify 3C Group security requirements

3C Engine




• Implementing 3C Engine

• Technical Strategies

– Knowledge of record structures

– Familiar with PeopleCode

• Additional trigger code can be placed on

records (SavePostChange PeopleCode event

location)• Invoke Engine through integration with batch

programs

Email Generation



Email GenerationNot available … yet…. stay tuned

Email Generation



Email GenerationNot available … yet…. stay tuned



Where to find additional information



• PeopleSoft Customer Connection – Find Products, Higher Education under Industry Solutions

• Solution Overview, Demos, White Papers, Case Studies, and more.

– Support, Documentation, Documentation Updates By, Product Line, Student

Administration, Campus Directory Interface

– Support for Documentation, Roadmaps and Schedules and User Groups

• Contact Us

– Licensing & Pricing Questions: Sales Manager

– Technical Support: Global Support Center: 1.800.477.5738, option 1



Conclusion of Presentation

Use this page to give a brief description of what the presentation coveredand contact information for the Presenter

Presenter(s)’s Name

Title and School/Company Name

Email

Phone # (if presenter’s are willing to answer calls)

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