SIS BASICS PART A

1. 1 SIS BASICS – PART A INTRODUCTION TO SIS AND NAVIGATION TECHNIQUES

2. 2 Course Outline Logging on to SIS Navigation Techniques Locating Student Records in SIS Types of Screens Basic Screen Format Exiting SIS System Resources

3. 3 Lesson 1: Logging on to SIS

4. 4 SIS: Student Information System 1992-Present SIS is a “mainframe” based system. It represents “old” technology (from a user interface perspective). The database, and application code are still relevant in terms of official, baseline institutional student data. There is no “windows” interface, so you do not use your mouse. We brought the system up in Fall 1992 (concurrent with converting from quarters to semesters). Many web based user interfaces have been developed in the mean time to view the data that SIS holds.

5. 5 Enter your SIS UserID  and password SIS is not a web based system As determined by your department, connect to the AIS host computer (e.g. use Hummingbird for 3270 access) At the MSU Banner Screen, enter your SIS UserID and password From the menu presented to you, select “IDMSPSIS: IDMS STUDENT INFORMATION SYSTEM” SIS is not a web based system As determined by your department, connect to the AIS host computer (e.g. use Hummingbird for 3270 access) At the MSU Banner Screen, enter your SIS UserID and password From the menu presented to you, select “IDMSPSIS: IDMS STUDENT INFORMATION SYSTEM”

6. SIS is not a web based system As determined by your department, connect to the AIS host computer (e.g. use Hummingbird for 3270 access) At the MSU Banner Screen, enter your SIS UserID and password From the menu presented to you, select “IDMSPSIS: IDMS STUDENT INFORMATION SYSTEM” SIS is not a web based system As determined by your department, connect to the AIS host computer (e.g. use Hummingbird for 3270 access) At the MSU Banner Screen, enter your SIS UserID and password From the menu presented to you, select “IDMSPSIS: IDMS STUDENT INFORMATION SYSTEM”

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8. THE SIS HIERARCHY Highest Level – The SIS Main Menu lists the modules in the SIS system.

10. 10 Lesson 2: Navigation Techniques

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12. 12 Tab to desired selection Type any character in the leftmost position next to the selection Press Enter

14. 14 Many menus display a “PF” key assignment in the second column. Since the creation of SIS, PF keys have evolved in to “F1-F12” function keys, located across the top of the keyboard.

15. 15 To navigate to any selection using the F1-F12 keys, simply press the corresponding key. To access function keys that are greater than 12 (i.e. those listed as PF13 thru PF24): Press and hold the SHIFT key to give the equivalent of F12. Simultaneously, press the function key that makes up the remainder for that selection. e.g. SHIFT + F1 = PF 13; SHIFT + F8 = PF20

17. 17 From anywhere in SIS, one can transfer to any module menu by typing the two letter module code in the NEXT SCREEN field (e.g. “gp”) and pressing Enter. To move to a specific screen within the current module, simply type the screen name (eg “claslist”) and press Enter.

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20. NAVIGATION TIPS Press HOME to move the cursor to the first field on the screen (often this will be the PID field). Press TAB to move the cursor forward. (NOTE: SIS was written prior to the advent of Windows. Therefore, it is safest not to use the mouse to navigate, as results may be unpredictable.) SHIFT + TAB moves the cursor backward by field To transfer directly to the SIS Main Menu from any screen, type “ISIS” in the Next Screen field and press Enter

21. GLOBAL FUNCTION KEYS  F2 = REFRESH F3 = Returns to the PREVIOUS SCREEN (NOTE: F3 does not work across modules!) F6 = Defines HOLDS status F7/F8 = PAGE UP/PAGE DOWN on a multi-paged screen F9 = Defines CONFIDENTIAL INFO status F10 = NAME SEARCH from any screen with a PID screen key F10 = ENTITY SEARCH from any screen with an entity ID as a screen key SIS utilizes several special function keys that aid in navigation. These are called “GLOBAL FUNCTION KEYS.” These keys can be used throughout the SIS system. SIS utilizes several special function keys that aid in navigation. These are called “GLOBAL FUNCTION KEYS.” These keys can be used throughout the SIS system.

22. 22 MODULE MENUS Most module menus contain a basic set of options: KEYS SUPPORT NAVIGATE ONE OR MORE SUB-MENUS QUIT

24. 24 Once you have navigated through the module’s menu, you will see a list of screens. Screens generally have 7-8 character names. Using any navigation technique, select the desired screen. Once you have navigated through the module’s menu, you will see a list of screens. Screens generally have 7-8 character names. Using any navigation technique, select the desired screen.

25. 25 Lesson 3: Locating Records in SIS Know the name but not the PID??? Because SIS is based on PIDs, it is necessary to know a student’s PID in order to set the PID key to access his/her data. To find a student’s PID, you can perform a name search by pressing the global function key F10 from any person-related screen. The following screen appears… Know the name but not the PID??? Because SIS is based on PIDs, it is necessary to know a student’s PID in order to set the PID key to access his/her data. To find a student’s PID, you can perform a name search by pressing the global function key F10 from any person-related screen. The following screen appears…

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27. Rules For Searching By Name Names are entered in the format: LASTNAME, FIRSTNAME MIDDLENAME MSU Policy on how names are entered in SIS: No punctuation (“ST” not “ST.”) No apostrophes (“OCLARE” not “O’CLARE”) No embedded spaces (“STJAMES” not “ST JAMES”) Hyphenations OK (“ANDERSON-SMITH”) Because there are millions of students now in the production version of SIS, it is prudent to do a name search with additional data available (especially when looking for “common” names).

28. Rules For Searching By Name (continued): Can use the asterisk (*) as a wild card to replace one or more letters Names are primarily displayed in alphabetic order The exception is a previous name, which displays with the current name indented beneath

29. 29 If more than one name appears as the result of the search, select the desired student and press ENTER. If more than one name appears as the result of the search, select the desired student and press ENTER.

30. 30 You will be returned to whatever screen you were on when you pressed F10, and the “screen keys” will now be set to the selected student. You will be returned to whatever screen you were on when you pressed F10, and the “screen keys” will now be set to the selected student.

31. 31 Error Messages If you attempt to display data for a student who is not currently associated with your college or department, an error message will be generated and displayed somewhere on the screen (the location depends upon the screen layout). This requires the student to enter his/her PAN in order to view their record.

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33. WHAT IS A “SCREEN KEY?” A screen key is any information that specifies the PID, semester, level, etc. of the student for whom you wish to find information. Screen keys remain set from screen to screen, but can be over-written if desired. For example, when you wish to see student data for a different semester, simply type the semester code in the appropriate screen key and press Enter. To see information on a different student, key in his/her PID, desired semester, and/or any other appropriate screen key information.

35. WHAT IS AN “ENTITY” IN SIS? SIS contains records for “entities” as well as records for students. Think of an entity as an important third party to which we associate students, and about which we want to maintain information. Examples include: intercollegiate athletics (so we can identify athletes for progress monitoring purposes); other universities, colleges and high schools (from which students come to MSU and may bring transfer credit). You can perform an entity search from any entity-keyed screen by pressing the F10 key.

36. 36 Lesson 4: Types of Screens In SIS

37. 37 Types of Screens Support Screens Processing Screens List Screens (that permit drill down) Data Maintenance

38. 38 The Support option in each module menu contains support table screens. There are hundreds of support tables in SIS! These tables list codes that are used in processing screens (more about those in a moment!). The codes make SIS flexible, (think of all of the different types of students, courses and majors SIS is able to handle and make sense of), but they also make it consistent and reliable, and sometimes their attributes provide additional direction for the system.

41. 41 The CTZNTYPE: Citizen Type support screen maintains codes for the 4 citizenship types we have at MSU.

42. 42 BASIC INFORMATION ABOUTPROCESSING SCREENS There are two primary types of processing screens: LISTING SCREENS – Display lists of information that are maintained for a specific student in the system (e.g. the PERSADRL screen). DATA MAINTENANCE SCREENS -- To display detailed information on any item on the listing screen, LIST it by tabbing to the ACTION (A/L) field, type an “L” next to the desired selection, and press ENTER. This will transfer you automatically to a DATA MAINTENANCE SCREEN. Listing screens display the types of info one can see for a student. v. Data maintenance screens, which offer specific info about the student. Listing screens display the types of info one can see for a student. v. Data maintenance screens, which offer specific info about the student.

43. 43 DATA MAINTENANCE SCREENS When you use a L(ist) action, the screen keys are automatically filled in for you (e.g., PID, ADDRESS TYPE, DATE). To view another selection, return to the list by using the F3 global function key and L(ist) a different selection.

46. 46 Lesson 4: Basic Screen Format

47. 47 Header Lines – Top two lines on the screen; display module reference, screen name, page reference (if multi-page) “Set” the screen keys by typing the desired PID, SEMESTER, and/or any other appropriate screen key. Press ENTER. The data for that student appears. Status Line – Displays any special status(es) relevant to the student for the given term. Use global function keys to define specifics (e.g. press global function key F9 to display any data that the student has deemed confidential). Special needs Honors status Athlete/veteran Deceased Confidential info Holds Header Lines – Top two lines on the screen; display module reference, screen name, page reference (if multi-page) “Set” the screen keys by typing the desired PID, SEMESTER, and/or any other appropriate screen key. Press ENTER. The data for that student appears. Status Line – Displays any special status(es) relevant to the student for the given term. Use global function keys to define specifics (e.g. press global function key F9 to display any data that the student has deemed confidential). Special needs Honors status Athlete/veteran Deceased Confidential info Holds

48. 48 Use Global Function Keys to drill for special data… If a student has a status of CONFIDENTIAL on their record (as indicated on the status line), use the global function key F9 to further define the data. Example is shown on the next screen. If a student has a status of CONFIDENTIAL on their record (as indicated on the status line), use the global function key F9 to further define the data. Example is shown on the next screen.

49. 49 “CONFID INFO” Indicator Remember from the guidelines governing the release of student data and FERPA discussion, that SIS is composed of both confidential AND directory data. Remember also that students can request that their directory data be kept confidential. This indicator tells you that the student has asked us to keep pieces of his/her directory information confidential. E.g., it cannot appear in a phone book, or web directory, nor can YOU provide it to a third party!

51. 51 If a student has a status of HOLDS on their status line, use the global function key F6 to further define the data. See next slide for example. If a student has a status of HOLDS on their status line, use the global function key F6 to further define the data. See next slide for example.

53. 53 Lesson 5: Exiting SIS

54. 54 EXITING SIS From any screen, type QUIT in the RESPONSE field and press ENTER or From the SIS MAIN MENU select the QUIT option and press ENTER Be certain to disconnect/close your connection to the host computer!

55. 55 Lesson 6: SIS Resources

56. 56 Training & Documentation SIS Training Manual Commonly used screens are described Data Privacy and Security Guidelines FAQs SIS BASICS – PART B

57. 57 Who to contact… Administrative Information Services Customer Help Center 353-4420 ext 311 For help if the system is not behaving properly – or – Any question that you don’t know who to call! Client Advocacy Office 353-4856 For authorization problems Registrar’s Office 355-3300 For questions on the data itself www.reg.msu.edu for links regarding address changes

58. 58 Thank you for your attention, andnow on to SIS BASICS – PART B!