SIS NextGen Basics

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PeopleSoft Terminology and Navigation

Training Guide

New York UniversitySIS Next Generation Project


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Table of Contents

COURSE OVERVIEW ............................................................................................................... 4

COURSE OBJECTIVES ............................................................................................................ 4

CAMPUS SOLUTIONS MODULES ........................................................................................... 5

CHAPTER 1: CAMPUS SOLUTIONS INTRODUCTION AND LOG IN ...................................... 6

INTRODUCTION......................................................................................................................... 6OBJECTIVES............................................................................................................................. 6BUSINESS PROCESS INFORMATION............................................................................................ 6PROCEDURE 1 .......................................................................................................................... 7

CHAPTER 2: NAVIGATION AND TERMINOLOGY .................................................................11

INTRODUCTION........................................................................................................................11OBJECTIVES............................................................................................................................11BUSINESS PROCESS INFORMATION...........................................................................................11PROCEDURE 1 .........................................................................................................................12PRACTICE SCENARIOS.............................................................................................................15

CHAPTER 3: BASIC AND ADVANCE SEARCH METHODS ..................................................16

INTRODUCTION........................................................................................................................16OBJECTIVES............................................................................................................................16

BUSINESS PROCESS INFORMATION...........................................................................................16PROCEDURE 1 .........................................................................................................................16PRACTICE SCENARIOS.............................................................................................................23

CHAPTER 4: COMPONENTS, PAGES AND TOOLBAR FUNCTIONS ..................................24

INTRODUCTION........................................................................................................................24OBJECTIVES............................................................................................................................24BUSINESS PROCESS INFORMATION...........................................................................................24PROCEDURE 1 .........................................................................................................................25

CHAPTER 5: EFFECTIVE DATING .........................................................................................27


CHAPTER 6: TRANSLATE AND LOOK UP TABLES .............................................................31


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CHAPTER 7: VIEWING AND MODIFYING DATA ....................................................................35


CHAPTER 8: ADDING FAVORITES AND USER DEFAULTS .................................................38

INTRODUCTION........................................................................................................................38OBJECTIVES............................................................................................................................38

BUSINESS PROCESS INFORMATION...........................................................................................38

PROCEDURE 1 .........................................................................................................................39

CHAPTER 9: USING THE HELP FEATURE ..........................................................................44

INTRODUCTION........................................................................................................................44OBJECTIVES............................................................................................................................44PROCEDURE 1 .........................................................................................................................44

CHAPTER 10: TIPS AND SHORTCUTS ..................................................................................46

INTRODUCTION........................................................................................................................46

OBJECTIVES............................................................................................................................46


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Course

Overview

The objective of this training is to present a high-level overview ofPeopleSoft and provide exposure to the look and feel of the

PeopleSoft Campus Solutions system. It will give end users anopportunity to learn the basics and understand the terminology.

Course

Objectives

After completing this course, attendees should be able to:

Review Campus Solutions module terminology

Understand how to log in to Campus Solutions

Have a better understanding of basic Campus Solutions

terminology and navigation

Understand effective dating

Understand how to update or modify data

Be able to set up User Defaults and Favorites

Use the help feature


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Campus Solutions Modules

Campus Solutions is a tool specifically designed for activities related to higher education.Campus Solutions is made up of the following modules. Each module contains many businessprocesses. Below is a list of each module with a brief description:

Campus Communitycontains the information about individuals and organizations that iscommon to all modules.

Admissionsprocesses applicants, admits them to the institution and matriculates them tomake them students.

Records and Enrollmentthe course catalog and schedule of classes are created andmaintained within Student Records. Additionally pre-requisites, permissions and enrollment dataare managed.

Student Financialstuition and other fee calculation. Financial aid disbursements are doneusing Student Financials.

Academic Advisementcreates graduation requirements and evaluates students courses todetermine if they are ready to graduate. Degree progress reports can be run at any time duringa students career.


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Chapter 1: Campus Solutions Introduction and Log In

Introduction End users will be granted security access to log into the CampusSolutions (CS) system.

Each person will be given a unique User ID and password.

Objectives Log in and out of the system using a User Id andPassword

BusinessProcess

Information

The process starts with navigating to the CS system with a User Id andpassword


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Procedure 1 This section outlines those pages and fields that must be completed inorder to sign into the new Albert/PeopleSoft system

Navigate to the NYU HOME login page

Signing on to the New Albert

You must have been granted security access by attending training sessions to gain access tothe new system.

Step 1: Select NYUHome Login

Step 2: Log in using your current NETID and Password


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Step 3: Select the Work tab


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Step 4: Select

Step 5: Select the SIS Link

You are now logged into production SIS Next Gen


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Step 6 Change your personal Password by clicking on Change My Password link

** Once you are granted access to the CS system you are able to use this page to change your password.

Step 7 Sign out of system by clicking on the Sign outlink


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Chapter 2: Navigation and Terminology

IntroductionThe New Albert is a web based application, navigation though the system isthe same as using any other web based program. Using your mouse andclicking on icons will lead you though the system. Security will control whateach end user will be able to view, or change.

The navigation structure offers a Portal-like environment. The New Albertmenu is made up of a hierarchy of folders and content references. Byclicking on the content references, you will be lead to components/pageswhere you will perform your tasks. Using the Tab key allows end users tomove from field to field quickly. There are other tips for quick navigation atthe end of this guide.

Objectives Log into system view and navigate system

Business

Process

Information

The process starts with logging in to system. Security will drive what anend user is able to see and change or update. Each end user will have aunique User ID and Password.


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Procedure 1This section describes the basic navigation structure and terminology ofCS.

Start Procedure

Step 1 Log on to system using User ID and Password

Step 2On the left side menu Click on Campus Community

Folders are represented by the following icon:

Content references are identified by this icon:

Step 3 Click on Home


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The Menu columns are links you use to navigate to the desired component or page. Thesecolumns collapse and expand based on your selections.

Menu Columns Description

1The left column, called the Menu pagelet contains a list of theareas you can access. The menu displayed is determined byyour security access role.

2When you select a link from the Menu pagelet, the areaexpands to display sub-categories within that area.

3A set of related navigation folders will also appear providinganother way to navigate instead of using the Menu links.Inside each folder are additional links that navigate you directlyto the pages you want.

4Page links are displayed as hyperlinks meaning that you canclick the underlined words to open the selected page.

Step 4 Click on the Campus Community link

1-Menu


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Componentsconsist of several pages within the same window that pertain to a specificcategory. Components are accessed from the menu. Select the desired menu items from theHome menu until the final column becomes a list of underlined links. These links, when clickedwith your mouse, will eventually either bring you to a single page or open the first of severalpages in a component.

Components

Step 5 Hover over the Personal Information (Student)folder

General information nested within this folder will be presented

Step 6 Click on the Personal Information(Student) folder

Personal security access will drive what is visible to end users

2-SubCategories

3-Set of relatednavigationfolders

4-PageLinks


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Step 7 Click on theBiographical (Student) folder

Note the breadcrumbs at the top of the page identify the navigation path you took.


Procedure Complete

Practice

ScenariosRefer to the Procedure section above to practice processing

Step 1 Log on to system

Step 2 Click on Menus



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Chapter 3: Basic and Advance Search Methods

Introduction There are two types of search pages: Basic and Advanced.

Basic Search allows you to search using only one field, such as lastname. Advanced Search allows you to search using a combination offields such as first and last name, and student ID.

Objectives Understand how basic and advanced searches are

performed.

Business

Process

Information

The process starts with an end user navigating to a component andattempting to search the system for data.

Procedure 1This section outlines those pages and fields that must be completed inorder to use the basic or advanced Search tools. It is required that atleast one value be given to the system in order to perform a search.

Start Procedure

Step 1 Log on to system

Step 2 Navigate to the course catalog search page and view the Advanced Searchpage (which is the default)

Curriculum Management, Course Catalog, Course Catalog


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A page is the individual display and data-entry screen for each part of PeopleSoft. Pages arethe primary way for you to view and alter PeopleSoft data. Youll use pages to view, enter, andupdate data. Each page display also provides features in the form of buttons or links to help younavigate through the system.

Page tabs identify the page you are viewing and allow you to navigate through a component.The white page tab indicates the page that is being displayed.

In addition to clicking page tabs, you can also click the page links at the bottom of each page inthe component to move to the next page.

Step 3 Review Advanced Searchlook up tools:

Look up Reviewed in Chapter 6

Drop Downs Change search options

Page Tab


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Check boxes: Include History, Correct History, and Case Sensitive

Basic Search

Save Search Criteria

Add a New Value Tab

Button Function

Processes the search once you have entered searchcriteria in the key fields. You can also execute a searchusing the Enter key.Clears entered text from all fields on the page so you canenter new criteria. Appears only for advanced searches

Step 4 Change drop down on Catalog Number to Contains

Step 5 Populate the number 8 and click Search

A Search Results list displays at the bottom of the search page with many records that matchyour search criteria. To access a specific record, click any of the underlined links in the Search

Results row for that record.


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The search function can retrieve up to 300 matched entries from the database. Use yourbrowsers scroll bar to scroll through the entries. Forward and backward arrows are enabled if

there is additional information to view.

Step 6 Click on the Basic Searchbutton. Basic search page enables you to search byjust one field at a time by using the drop down Search By,

Step 7 Use the drop downand select Descriptiontype Dand click on Search


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Note search results more than 300, there will be a need to refine search by providing systemwith more specific information.

Step 8 Click on Advanced Searchto return

Step 9 Search Criteria If you are conducting an advanced search, you can click theSave Search Criteria link to name and save the specifics of your search. Copythe fields below and Click on Save Search Criteria


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Frequently used search criteria can be saved for ease of processing by user id

Saved searches can be used on like-designed pages

System will allow you to name a search and use that whenever you come back to thiscomponent to search again. You are able to delete these at any time.

Step 10 Type %superin Description field Click on Search


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Wild Cards can be used for searching. PeopleSoft applications support threewildcard characters to help you search for data in character fields. You can usethese wildcards to track down the exact information that you need.

% (percent symbol) - Match one or more characters

_ (underscore) - Match any single character

\ (backslash) - Escape characterdo not treat the next character as a wildcard

Step 11 Use Sorting featureClick on the headers of the Wild Card resultsto view how tosort

Search results are returned with a default sort order but can be changed toascending or descending by clicking on a column heading

Ascending SortClick once on column heading

Procedure Complete


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Practice

ScenariosRefer to the Procedure section above to practice processing (modulespecific activities here)

Step 1 Navigate to Records and Enrollment, Student TermInformation, Term Activate a Student

Step 2 Use Advance Search and Basic Search functions


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Chapter 4: Components, Pages and Toolbar Functions

Introduction Components consist of several pages within the same window thatpertain to a specific task. Usually these are related pages and need tobe completed together.

Components contain page tabs with each tab containing a relatedpage.

Components are accessed from the Menu pagelet. Select the desiredlinks from the menu or navigation page to display a single page oropen the first of several pages in a component.

A Page is the individual display and data entry screen for each part ofCSS. You use pages to view, enter, and update data depending onyour specific security access role. Each page also provides features inthe form of buttons or links to help you navigate through theprocesses.

Objectives Understand the difference between components and

pages.

How to use tool bars within pages

Business

Process

Information

The process starts with navigation.


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Procedure 1This section outlines those pages and fields that are associated withcomponents and pages.

Start ProcedureStep 1

Log on to system

Step 2 Navigate to:

Campus Community, Personal Information (student), Add/Update a Person

Step 3 Populate values on Search Page (use skills from Chapter 3 to locate a student)

Add/Update a Person

is the Component


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Pagetabsidentify the page you are viewing and allow you to navigate through a component.

A Pageis the individual display and data entry screen for each part of CS. You use pages toview, enter, and update data depending on your specific security access role. Each page alsoprovides features in the form of buttons or links to help you navigate through the processes.

Step 4 Working with Toolbar buttons

Button Name Description

Save Saves the information you have entered. Youwill generally save when you update data for arecord.

Return to SearchThis button returns you to the Search page soyou can search for another record.

Next in List

Displays the data for the next record in yoursearch results list. This button is not available ifyour search results produced only one record orif the data displayed is the first record.

Previous in ListDisplays the data for the previous record in yoursearch results list. This button is not available ifyour search results produced only one record.

RefreshRefreshes the data on the page if an update hasbeen made.

AddNavigates you to the Add A New Valueso youcan add a new record.

Update/DisplayAllows you to access existing rows of data forthe record. If data is effective dated, datadisplayed is only Current and Future.

Include HistoryDisplays all rows of data: Current, Future, andHistory.

Correct HistoryAllows you to update History rows. Usually onlyavailable with the appropriate security accessrole.

These 3 tabs arethe pages


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Chapter 5: Effective Dating

IntroductionEffective dating logic maintains an accurate history of information inCS. Effective dating allows storage of historical data, viewing ofmodifications in data over time, and entry of data for future timeframes.For example, you may want to track several events in the career of astudent, such as when they applied, were accepted, and graduated.

Objectives Understanding effective dating

Business

Process

Information

The process starts with having the need to change a students record forexample their address.


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Procedure 1This section outlines those pages and fields that must be completed inorder to place or release a service indicator.

Start Procedure

Step 1Log on

Step 2 Navigate to:


Step 3 Populate Last Name field with John Click Search

By default the system will give you view in Update/Display if you do not make any selectionsabove

There are 3 options when navigating to this page. Update/Display(the default) IncludeHistoryand Correct History

Update/DisplayThe default action, which allows you to view or update information current and future dated rows

Include HistoryGives you the same functionality as Update/Display and includes historical rows of data.


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Correct HistoryThis action type allows the user to make changes to historical data and insert rows regardless ofthe effective date.

Depending on specific end user security access Correct History might not be available or visibleit simply means the end user does not have access.

Depending on the navigation there might not be an effective date option.

Step 4 Check Return to Searchand Check Include History

Effective Dating Terms Description

Current The data row with the date closest to but not greaterthan the current date. Only one row can be the

current row.History Data rows that have effective dates earlier than the

current data row.

Future Data rows that have effective dates greater than thecurrent date. A Future data row becomes theCurrentrow on the day of the effective date and theold current row becomes a Historyrow.

Many search pages contain the Include Historycheckbox as a page action option. This optionwill allow you to view all rows of an effective dated record. History, Current, and Futurerowswill be displayed in chronological order. If this is not checked, you see Currentand Futuredates only.


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Practice


Step 1 *** Training Database needed for practice

Step 2Step 3


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Chapter 6: Translate and Look Up Tables

Introduction Translate and look up tables are used to further define search criteria,they contain pre existing values which are to be used in a specific field.

Objectives Understand the difference between translate and look up

tables

Business

Process

Information

There is a need to set up predetermined tables with pre populated values.End users can click on look ups (which could contain hundreds of values)or use drop downs (which have a smaller pick list) to select values fromonly those given.


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Procedure 1This section outlines those pages and fields that are used when workingwith drop downs and look up fields.

Start Procedure

Step 1Log on

Step 2 Navigate to


Step 3 Populate John in last name field and click on Search

Step 4 Click ondrop down to see allMarital Status values

Step 5 Selectone from list given


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Step 6 Click on Country Look Up to view all values

Use Basic or Advanced Searchto narrow search results


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Practice


Step 1 *** Training Database needed for practice

Step 2Step 3


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Chapter 7: Viewing and Modifying Data

IntroductionViewing student records and updating or modifying existing data is partof record keeping. Effective dates are tools which are used to managethese activities. This chapter will look at how effective dates and dailybusiness practices of modifying student records should be maintainedin order to present consistent information and data throughout thesystem.

Objectives

Understanding how to view, update or modify existingstudent data.

Business

Process

Information

The process starts with the need to view or modify existing data.

Procedure 1This section outlines those pages and fields that used to view andupdate a record in CS.

Start Procedure

Step 1Log on

Step 2 Navigate to:


Step 3 Search on 11277685


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View and explain these detailsADD in middle of page and bottom of pageFind/View AllCheck boxesUpdate/displayInclude History

Customize/Find/View/Sort multiple rows


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The save button triggers a number of defined business rules (e.g. does the user havepermission to save the types of changes made) the user may receive a specific error messagedepending on the results of the data integrity checks.

When working with components there is often a set number of fields that need to be populatedso it is advisable to wait until the final page of the component has been completed beforeattempting to save.

You can return to a previous component or page by using your favorites or the left hand menunavigation.

If you have not saved the data you have updated before you go back, the following message willappear allowing you to return to the page and save.

If you click Cancel here any changes you made within the component or the page will NOT besaved.

Clicking Ok will take you back to your previous page allowing you to click the Save button

located at the bottom of the page.

Practice


Step 1 *** add data entry when training database availableStep 2Step 3


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Chapter 8: Adding Favorites and User Defaults

IntroductionUse delivered functionality to make your data entry more efficient.

Objectives Understand how to set up and use your User Defaults and

your Favorites.

Business

Process

Information

The process starts with the need to be more efficient with timemanagement.


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Procedure 1This section outlines those pages and fields that must be completed inorder to place or release a service indicator.

Start Procedure

Step 1Log on to system

Step 2 Navigate to

Financial Aid, Financial Aid Term, Maintain Student FA Term

Step 2 Click on My Favorites

Step 3 Click on Add to Favorites


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You are able to change the delivered Description to something which is more user friendly toyou here.

Step 4 Click on OK

Each end user Favorite list is unique and multiple components can be added. You are able toedit this list.

Step 5 Click on Edit Favorites

Make changes to your favorites or delete from list. Save changes


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Procedure Complete

Adding User Defaults

The system automatically loads default values into data pages for a particular user ID. The userdefault settings that you establish in the User Defaults component can be overridden on anypage in the system. User defaults (which are optional) can save time and minimize data entryerrors.

Step 1 Navigate to:

Set Up, SACR, User Defaults

Some field set up is dependent on other fields being populated Example: Selecting an academicTerm, the Academic Career field would have to have been set up prior to term selection.


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Communication speed keys enable you to create shortcuts for specifying commoncommunication data. Users can select from base default communication keys or modify them.Users can also set up their own communication keys in addition to the base communicationkeys.


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You can see only those items associated with the 3C groups to which you have access, asindicated by the selected check boxes. You can temporarily disable access to specific 3Cgroups that you do not want to view each time. Clear the Inquiry Indicator check box for thosegroups that you do not want to include in the default. The Update Indicator check box appears ifthe user can enter and edit data in the 3C group. Users cannot change update access on thispage.


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Chapter 9: Using the Help Feature

Introduction Use the help link to provide additional information or guidance on anypage which you have navigated by clicking on the help link.

Objectives Understand how People books works

Procedure 1This section outlines the steps needed in order to use the help link.

Start Procedure

Step 1Log on to system

Step 2 Navigate to

Financial Aid, Financial Aid Term, Maintain Student FA Term

Step 3 Populate known student values and click on Search

Step 4 Click onHelp link

Step 5 View Peoplebooks


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Click on Show Reference Pane to change the view and select additional content relatedto this page


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Chapter 10: Tips and Shortcuts

IntroductionUse this information to speed up your data entry. NYU has createddata entry standards which should be complied with when doing dataentry. There is a separate document with the detailed informationprovided.

Objectives Learn quick keys for data entry

Using the Search Feature

Populate search words and click on arrow

Click on Home at the Universal Navigation Header (anywhere in the application) toreturn to your base menu


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Peoplesoft Navigation Tips and Tools


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Keyboard Short Cuts

Shortcut Keys


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Documents

SIS NextGen Basics