1 Enrollment Reporting System Upgrade URL: Conf. Id: CONF2930990 Password: ERSA1 Phone Information:...

1

Enrollment Reporting System Upgrade

URL:www.webconference.comConf. Id: CONF2930990

Password: ERSA1Phone Information: (225) 383-8961

Participant Code: 491773

2

ERS Upgrade : ERA

Agenda -Introduction – Ron Basich -Main Objectives – Ron Basich -Data Flow – Ron Basich -Demo – Jenny Philip -Process Flow Summary – Jenny Philip -QA

3

ERS Upgrade – Main Objectives

Provide a user-friendly web-accessible panel (Web Browser is the only software required by the system users)

Consolidate the campus and Chancellor’s Office processing for ERS by moving edit and master file building to the database server, reducing problems of consistency in software and tables

Store data in database tables rather than in text files

4

Main Objectives (Continue..) Eliminate the current dual server processes

Provide an secure socket layer (SSL) protected upload of the data file from the user’s client machine to the server thereby eliminating the need for sftp or ssh2 software from users’ desktop

Provision of a built-in Status Monitor to initiate and track the processes per module

Replicate the current business rules for the all modules

5

Main Objectives (Continue..) Query varying levels of information and provide

user-friendly reports

Identify the user id naming convention as the first character of the first name along with the first seven characters of the last name (e.g. NRAMIREZ)

Encryption of confidential data (i.e. Social Security Number) and data communications to improve security

6

Main Objectives (Continue…)

Provide security at function level and the content of data the function accesses .

7

ERS Upgrade - Data Flow

Campus Data File

File upload via SSL

Process Edits in Working Table

(jupiter)

Quality Review in Review Table (jupiter)

Final Copy in Corporate/Final

Table (jupiter)

Web-Distributed Reports and Web-Enabled Analyses (Application server)

ASD Approval

ERS Data Flow

Data File on Application

Server/Database Server (zeta/jupiter)

ASD Approval

ASD Approval

8

www.zeta.calstate.edu:8250/webdoc/ers.html

9

Account Management

Logon

10

Account Management

Main Menu

11

Account Management

Change Password

12

www.zeta.calstate.edu:8250/webdoc/ers.html

13

ERS - Logon

Logon Page

14

ERS – Screen Layout Features

Header - Home, CSU Search, Logout, Help, Left Navigation Menu Bar

15

ERS – Screen Layout Features Conti…

Other Features - Tooltip text, Drop Down Lists, Error/Warning Messages, Status Bar

16

ERS – Main Menu

17

ERS - Security

Sensitive Information Maintain integrity, confidentiality and

security Privileges are assigned to each Role i.e.

“Upload/Edit” privilege is assigned to the campus “Staff” role

Roles are then assigned to the Users i.e. “Staff” role is assigned to “RMORAN”

18

ERS

Q & A

19

ERS – View Status Monitor

To check the status of a campus submission

20

ERS – View Status Monitor (Continue…)

Select “Search”

Not Submitted Edits Performed Campus Completed CO Review CO Review (Red Flag) CO Completed

21

ERS – View Status Monitor Conti…

Select View Status Monitor Report

22

ERS

Q & A

23

ERS – Scenario :: Happy Path

Logon as “MSIMEON” from Humboldt View Status Monitor: Status=“Not Submitted”

24

ERS – Upload/Edit To load an edit a campus file. Upload “ERA.PROD.Tyyyytcc”. Select “Perform Edits”.

Browse

Perform Edits

25

ERS – Upload/Edit

Display Summary

26

ERS – Status Monitor

View Status Monitor: Status=“Edits Performed”

27

ERS – Notify CO To inform the CO that the campus file has been submitted for

CO review (no catastrophic errors) View Certification Report

28

ERS – Notify CO

Add Comments (optional) Notify CO – Email sent out to the CO & Campus contacts.

29

ERS – Notify CO

Email Campus file is now locked and the user cannot upload a file or run edits

30

ERS – Status Monitor

View Status Monitor: Status=“Campus Completed”

31

ERS – View/Download Unedited Data

To download an unedited version of the campus data file (As it was at the time of upload)

32

ERS – View/Download Edit Report

Lists all the records in the campus file that failed the edit criteria (Catastrophic & Warnings)

33

ERS – View/Download Edit Report (Continue…)

Detailed Report (PDF)

34

ERS – View/Download Edit Report (Continue…)

Summary Report (PDF)

35

ERS – View/Download Edit Report (Continue…)

Alternate Report (Excel). [A2]

36

ERS – View/Download Campus Edited Data

Lists all the records in the campus file after the CO transformations have been complete

37

ERS

Q & A

38

ERS – Accept Campus Edited Data (CO Only)

The CO moves the campus file to the review area and based on the review (catastrophic free), the file is accepted or rejected.

39

ERS – Status Monitor

View Status Monitor: Status=“CO Review”

40

ERS – View/Download Review Data

Lists all the records in the campus file that passed the edits (no catastrophic errors)

41

ERS – Accept Campus Review Data (CO Only)

The CO moves the campus file to the corporate/final area when the file is accepted.

42

ERS – Status Monitor

View Status Monitor: Status=“CO Completed”

43

ERS – View/Download Final Data

Lists all the records in the campus file that was accepted by the CO and moved to the corporate/final area

44

ERS – Exception Scenario 1

Logon as “KNGO” from Stanislaus View Status Monitor – Status=“Edits Performed”

45

ERS – Exception Scenario 1 (Continue…)

User tries to Notify CO even though catastrophic errors exist

46

ERS – Exception Scenario 2

Logon as “JPHILIP” from CO (System Administrator) View Status Monitor – Status=“CO Review”

47

ERS – Exception Scenario 2 (Continue…)

CO reviews the data and rejects it Email notification to campus contacts (Sacramento) and CO

48

ERS – Exception Scenario 2 (Continue…)

Email sent. Campus is now allowed to reload the file and perform edits.

View Status Monitor: Status=“CO Review” with red flag

49

ERS – Reset

Allows the CO to unlock a file so the campus can reload and resubmit their file

50

ERS Upgrade – Process Flow

Load Campus File

Edit Campus File

Catastrophic Errors

?

Notify the Chancellor’s Office(Once the CO is notified, your campus

file will be locked)

Check the Status of Your File

Email sent to the Chancellor’s Office

Chancellor’s Office

Review

Campus notified via email that the

file is rejected(campus file is

unlocked)

Chancellor’s Office move the campus file to the Corporate Table

Data Rejected

Campus

yes

no

Review Edit Reports

Data Accepted

Open Internet ExplorerLogon to ERS

Step 1

Step 2

Step 3

Step 5

Step 4

Step 6

Step 7

Step 8

51

ERS – Content/Technical Contact

ers_support@calstate.edu

52

ERS

Q & A