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END USER TRAINING DOCUMENT FOR

PRE-COUNSELING

Document Change Control RELEASE

Description

Created by Date Reviewed by

Date Approved by

Date

1.0 End user training document for Counseling

Name of Consultant Raghu

12/03/2014

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Table of Content

Contents

PRE-COUNSELING PROCESS ................................................................................................................................... 4

1 ADMISSION DATA UPLOAD ............................................................................................................................ 4

1.1 DEFINITION .......................................................................................................................................................... 4 1.2 PRE-REQUISITES (PRELIMINARY STEPS IF ANY) .................................................................................................... 4 1.3 PROCESS FLOW .................................................................................................................................................... 4 1.4 PROCEDURALSTEPS .............................................................................................................................................. 4

1.4.1 UPLOAD ADMISSION DATA IN SAP SYSTEM .................................................................................................. 4 1.4.2 UPLOAD PHOTOGRAPH IN SAP SYSTEM ....................................................................................................... 5 1.4.3 VIEW AND VERIFY UPLOADED DATA IN SAP SYSTEM ................................................................................... 5

1.5 RESULT ................................................................................................................................................................. 6

2 UPDATE CATEGORY DETAILS IN SYSTEM ............................................................................................................. 6

2.1 DEFINITION .......................................................................................................................................................... 6 2.2 PRE-REQUISITES (PRELIMINARY STEPS IF ANY) .................................................................................................... 6 2.3 PROCESS FLOW .................................................................................................................................................... 6 2.4 PROCEDURALSTEPS .............................................................................................................................................. 6

2.5 RESULT ............................................................................................................................................................. 7

3 VIEW STUDENT RANK STATISTICS ....................................................................................................................... 7

3.1 DEFINITION .......................................................................................................................................................... 7 3.2 PRE-REQUISITES (PRELIMINARY STEPS IF ANY) .................................................................................................... 7 3.3 PROCESS FLOW .................................................................................................................................................... 7 3.4 PROCEDURALSTEPS .............................................................................................................................................. 7 3.5 RESULT ................................................................................................................................................................. 9

4 UPDATE COUNSELLING SCHEDULE IN SAP SYSTEM ............................................................................................. 9

4.1 DEFINITION .......................................................................................................................................................... 9 4.2 PRE-REQUISITES (PRELIMINARY STEPS IF ANY) .................................................................................................... 9 4.3 PROCESS FLOW .................................................................................................................................................... 9 4.4 PROCEDURALSTEPS .............................................................................................................................................. 9 4.5 RESULT ............................................................................................................................................................... 10

5 STUDENT COUNSELLING DATA .......................................................................................................................... 10

5.1 DEFINITION ........................................................................................................................................................ 10 5.2 PRE-REQUISITES (PRELIMINARY STEPS IF ANY) .................................................................................................. 10 5.3 PROCESS FLOW .................................................................................................................................................. 10 5.4 PROCEDURAL STEPS ........................................................................................................................................... 11

5.4.1 DISPLAY COUNSELING SCHEDULE ............................................................................................................... 11 5.4.2 DATA PREPARATION FOR COUNSELING LETTER .............................................................................................. 11

5.4.3 PERFORM COUNSELING LETTER GENERATION (SENDING MAIL) ................................................................ 12 5.5 RESULT ............................................................................................................................................................... 13

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Overview

Business Process Description Overview Counseling process will contain many sub processes which are listed below, but this document will explain Pre-Counseling process in detail-

Pre-Counseling Process

1- UPLOAD ADMISSION DATA IN SAP SYSTEM

2- UPLOAD PHOTOGRAPH IN SAP SYSTEM

3- VIEW AND VERIFY UPLOADED DATA IN SAP SYSTEM

4- UPDATE CATEGORY DETAILS IN SYSTEM

5- VIEW STUDENT RANK STATISTICS (THIS PROCESS WILL SHOW STATISTICS OF RANK

FOR DIFFERENT CATEGORIES)

6- UPDATE COUNSELLING SCHEDULE IN SAP SYSTEM

7- VERIFY RANK CARD DATA AND MAIL RANK CARD TO STUDENTS

Counseling Process

8- Desk 0- STUDENT WILL COME AND REPORT WITH RANK CARD AND FINGER PRINT

VERIFICATION HAPPENS AT DESK 0

9- Desk 1 – FIRST LEVEL VERIFICATION

10- DESK 2- FACULTY VERIFICATION

11- DESK 3 - ALLOTMENT LETTER

12- DESK 4 – PAYMENT

13- DESK 5 – REPORTING LETTER AND LOAN LETTER

Post Counseling Process

14- BRANCH SLIDING

14.1 STUDENT WILL GIVE PREFERENCE ONLINE 14.2 UPDATE SAP SYSTEM WITH STUDENT PREFERENCE 14.3 RUN BRANCH SLIDING APPLICATION IN SAP 14.4 SEND NOTIFICATION TO ALL STUDENTS AFTER BRANCH SLIDING IN SAP 14.5 STUDENT WILL ACCEPT THE NEW BRANCH ON WEBSITE 14.6 CHANGE BRANCH OF STUDENT IN SAP FOR ACCEPTED STUDENTS

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PRE-COUNSELING PROCESS

1 ADMISSION DATA UPLOAD

1.1 DEFINITION

Entrance examination will be conducted by an external vendor and vendor will provide the data to KIIT team in pre-defined format. This data will contain the records of the students along with their Rank and Category. This data has to be updated in SAP through upload program. Apart from data we have to upload photograph of students also so that Rank card be generated from SAP system along with photograph.

1.2 PRE-REQUISITES (PRELIMINARY STEPS IF ANY)

a- Data is available in pre-defined format. Format attached- b- Photo is available in pre-defined format (<application no>.jpg)

1.3 PROCESS FLOW

Prepare data in SAP format -> Upload in SAP system

1.4 PROCEDURALSTEPS

1.4.1 UPLOAD ADMISSION DATA IN SAP SYSTEM

Download data from legacy system in format required by SAP- Student complete data & Data

with merit list

This process will be done by admission office with help of 3rt party vendor to prepare student

details in XL format given by SAP.

Enter T Code ZSLCM101 in command bar, press enter.

ADM Data upload screen will appear.

Select upload icon and specify academic year & Session, entrance exam, course id, admission

category and counseling type.

Put cursor in the field name and specify file from the path and click on upload file.

Data will be uploaded successfully.

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1.4.2 UPLOAD PHOTOGRAPH IN SAP SYSTEM

Enter T-Code ZSLCM201 in command bar.

Student mass photo upload screen will appear.

Prepare student photograph in upload format required by SAP

All photographs should be consolidated in a folder in below format- <App No>.JPG

Select applicant photo option and specify year, course id and select file, click on upload icon in

function bar

Applicant photo details Data will be uploaded

1.4.3 VIEW AND VERIFY UPLOADED DATA IN SAP SYSTEM

Enter T Code ZSLCM101 in command bar, press enter.

ADM Data upload screen will appear.

Select view data icon and specify academic year & Session, entrance exam, course id, admission

category and counseling type.

Click on view data icon.

Uploaded data will be displayed in the output screen.

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1.5 RESULT

Admission data, photo will be uploaded and displayed.

2 UPDATE CATEGORY DETAILS IN SYSTEM

2.1 DEFINITION

This is a onetime entry in SAP system and will not be required to be enter again and again-

2.2 PRE-REQUISITES (PRELIMINARY STEPS IF ANY) NA as it is one time entry

2.3 PROCESS FLOW

NA as It’s a master data setup

2.4 PROCEDURALSTEPS

Enter T Code ZSLCM151 in command bar and press enter.

Category data screen will appear Click on new entries.

Maintain category details like category, Social class, gender and sequence.

Note: It is a onetime action.

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2.5 RESULT

Category details are maintained

3 VIEW STUDENT RANK STATISTICS

3.1 DEFINITION

As soon as we upload the data, system generates the statistics which shows no of students in each category with different gender. This information helps in scheduling of counseling

3.2 PRE-REQUISITES (PRELIMINARY STEPS IF ANY)

Student data is uploaded and category master is maintained

3.3 PROCESS FLOW

NA as it is a system generated report

3.4 PROCEDURALSTEPS

Enter T Code ZSLCM102 in command bar.

Student rank details selection screen will appear.

Specify Academic year & Session, entrance exam, course id, admission category, counseling

type, reporting category.

To check no of student for each area check student rank statistics report.

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Total number of student for each location will be appeared in the output screen.

To check individual applicant rank status, check student rank details report and click on execute.

Individual rank details will be displayed in the output screen.

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3.5 RESULT

Report output is shown based on the selected category

4 UPDATE COUNSELLING SCHEDULE IN SAP SYSTEM

4.1 DEFINITION

This step is used to enter the counseling schedule in the system. Counseling schedule become the base for the Rank Card.

4.2 PRE-REQUISITES (PRELIMINARY STEPS IF ANY)

a- Admission data is uploaded and category master maintained b- Statistics report is giving correct output

4.3 PROCESS FLOW

NA as it is a schedule master update

4.4 PROCEDURALSTEPS

Enter T Code ZSLCM152 in command bar and press enter.

Counseling schedule over view screen will appear.

Click on New Entries and maintain counseling schedule like Object id, test type, academic year &

session, admission category, counseling type, social class, gender key, date, reporting time, rank

from and to.

Under Counseling schedule specify counseling venue, location code, region, postal code, country,

contact person, Mobile phone, Cut of marks percentage.

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Press enter and click on save icon.

4.5 RESULT

Counseling schedule will be created with date, time and venue.

5 STUDENT COUNSELLING DATA

5.1 DEFINITION

Once counseling has been scheduled in the system, this step will be used to perform below activities- a- Verify the counseling schedule using counseling schedule report

b- Update the rank card data in system

c- View and verify the rank card details

d- Send rank card to the students

5.2 PRE-REQUISITES (PRELIMINARY STEPS IF ANY)

Admission data is uploaded and counseling schedule is ready in the system

5.3 PROCESS FLOW

View Counseling Schedule -> Update Rank Card Details -> View and Verify Rank Card Data -> Send Counseling Letter

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5.4 PROCEDURAL STEPS

5.4.1 DISPLAY COUNSELING SCHEDULE

Enter T Code ZSLCM103 in command bar.

Student counseling data screen will appear.

To display counseling schedule select display counseling radio button and specify details

academic year & session, entrance exam, course id, admission category, counseling type and

click on execute button.

Counseling schedule displayed in the output screen.

5.4.2 DATA PREPARATION FOR COUNSELING LETTER

This step will generate data for counseling letter (Rank Card)

To upload student details for rank card, check update rank card details.

Specify academic year & session, entrance exam, course id, admission category, counseling type

(Note: If for specific rank need to call for counseling specify from and to rank range), otherwise

click on execute.

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Student details will be uploaded for rank care with successful message.

Press enter.

5.4.3 PERFORM COUNSELING LETTER GENERATION (SENDING MAIL)

In this process we can view and verify the details of rank card and then we can send

email to students

For sending mail to students about counseling check verify details and Specify academic year &

session, entrance exam, course id, admission category, counseling type (Note: If for specific rank

need to call for counseling specify from and to rank range), otherwise click on execute.

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Uploaded student will appear in the output screen verify details, and then click on send mail icon.

5.5 RESULT

Counseling letter is sent to students successfully which can be verified using transaction code “SOST”