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SMS Executive Technical Overview. The Student Management System (SMS) is used to administer and manage student-related business functions for the Washington State community and technical colleges. SMS Executive Technical Overview. SMS provides data requirements for state and federal reporting

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Sms executive technical overview

SMS Executive Technical Overview

The Student Management System (SMS) is used to administer and manage student-related business functions for the Washington State community and technical colleges


Sms executive technical overview1

SMS Executive Technical Overview

  • SMS provides data requirements for state and federal reporting

  • SMS was designed by Washington State community and technical college SMS users to meet their business needs

  • SMS has been modified by Washington State community and technical college SMS users to meet their changing business needs


Sms executive technical overview2

SMS Executive Technical Overview

  • SMS is an online, integrated system of modules and functions

  • SMS is based on tables of standard codes used by all the modules and functions in the application

  • SMS also has many tables that are college defined which allows colleges to customize it to fit their own requirements


Sms executive technical overview3

SMS Executive Technical Overview

  • Many SMS functions are cyclic in nature

  • SMS users process data for future quarters, the current quarter and past quarters


Sms executive technical overview4

SMS Executive Technical Overview

  • Typical SMS users are college staff from admissions, registration, student records, instruction, and advising

  • College staff from other campus offices access SMS data and screens such as testing, financial aid, cashiering, and business office


Sms executive technical overview5

SMS Executive Technical Overview

SMS modules and functions

  • Course Management

  • Admissions and Student Biographic

  • Registration

  • Program Enrollment

  • Grades and Records

  • Student Progress

  • State and Federal Reporting

  • Web Functions


Sms executive technical overview6

SMS Executive Technical Overview

  • Optional Third Party Software

    • Schedule25/25E/Resource25 – room and event scheduling software

  • SMS Extracts for other third party software

    • Endeavor – library system software

    • ID Card Software


Sms executive technical overview7

SMS Executive Technical Overview

Course Management

  • Catalog

  • Course Coding

  • Course Requirement Table

  • Schedule Construction

  • Class Schedule

  • Desktop Publishing

  • Requisite Checking

  • Virtual Campus Catalog and Schedule


Sms executive technical overview8

SMS Executive Technical Overview

Catalog

  • Contains course information that is static in nature

  • Optional, except required for Degree Audit

  • Catalog data can be used with schedule construction and quarterly class


Sms executive technical overview9

SCREENS

TITLE

DATASETS/FILES

DATABASE

CM3001

Course Catalog

COURSE-D

SM

COURSE-TITLE2-D

SM

COURSE-ASSGN-D

SM

CM3002

Course Description

COURSE-DESC-D

SM

CM3003

Department Division Codes

DEPT-DIV-M

SM

CM3004

Course Description 2

COURSE-DESC2-D

SM

CM3005

Course Description Upload

CM3005S.Run

CM3006

Course Features – Schedule25

COURSE-FEAT-D

SM

CM3007

Course Partitions – Schedule25

COURSE-PARTN-D

SM

SMS Executive Technical Overview

Screens, datasets and files updated:


Sms executive technical overview10

SMS Executive Technical Overview

Code Tables:

IS1007 – Administrative Unit Codes (college defined, ADMIN-UNIT-M, ADMIN-UNIT-D, SM)

IS1008 – Footnote Codes Table (college defined, FOOTNOTE-M, SM)

IS1010 - Institutional Intent Codes (system defined, INSTIT-INT-M, TBL3)

IS1011 – Funding Source codes (system defined, FND-SRC-M, TBL3)

IS1013 – Section Status Codes (system defined, SECT-STAT-M, TBL3)

SM5020 – College quarterly Information (college defined, YRQ-M, SM)

SM5012 - Fee Pay Status Codes (system defined, FEE-PAY-STAT-M, TBL3)

BM1001 - Fee Code Table (college defined, FEE-CD-TBL-M, FEE-CD-TBL-D, TBL1)


Sms executive technical overview11

SMS Executive Technical Overview

Course Coding – an automated process to submit course

coding data to the Table 3 database for new courses or course

coding changes for existing courses.

  • Data is entered on the Submitted Courses screen SM5014

  • Course Coding data is stored in the COURSE-INVEN-M dataset on TBL3

  • Course Submittal Extract job (SR2214J) is scheduled once a quarter to submit course coding data to Table 3

  • SR2214J disables Submitted Courses screen

  • The Table 3 implementation re-enables Submitted Courses screen

  • Any course coding corrections are loaded with the TBL3 Implementation


Sms executive technical overview12

SMS Executive Technical Overview

Submitted File, SR2214S.DATA contains:


Sms executive technical overview13

SMS Executive Technical Overview

Course Requirement Table

  • Previously used by technical colleges (when using clock hours) to grade individual subject areas taught in a vocational preparatory course

  • Entered on Course Requirement screen, CM3010

  • Stored in COURSE-REQR-D in SM database

  • No longer used but appear on transcripts of students who attended prior to conversion to credits


Sms executive technical overview14

SMS Executive Technical Overview

Schedule Construction

  • Used to build and maintain class records prior to moving to quarterly class schedule

  • Schedule construction records can be created through a batch job

  • Schedule construction records can be copied from course catalog, previous quarter or both

  • Optional


Sms executive technical overview15

SCREENS

TITLE

DATASETS

DATABASE

IS1019

Schedule Construction Options

CONSTR-OPT-M

TBL4

IS1018

Course Construction

CONSTR-D

SM

COURSE-CONSTR-D

SM

COURSE-ASSGN-D

SM

IS1004

Class Construction

CONSTR-D

SM

COURSE-CONSTR-D

SM

COURSE-ASSGN-D

SM

IS1005

Construction Room/Instructor

CONSTR-ROOM-D

SM

IS1006

Construction Clusters

CONSTR-CLUSTER-M

SM

IS1027

Construction Features

CONSTR-FEAT-D

SM

IS1028

Construction Partitions

CONSTR-PARTN-D

SM

IS1031

Construction Room/Instructor Features

CONSTR-RM-FEAT-D

SM

IS1032

Construction Room/Instructor Partitions

CONSTR-RM-PARTN-D

SM

SMS Executive Technical Overview

Screens, datasets and files updated:  


Sms executive technical overview16

SMS Executive Technical Overview

Code Tables

IS1007 – Administrative Unit Codes (college defined, ADMIN-UNIT-M, ADMIN-UNIT-D, SM)

IS1008 – Footnote Codes (college defined, FOOTNOTE-M, SM)

IS1009 – Employment status Codes (system defined, EMPL-STAT-M, TBL3)

IS1010 - Institutional Intent Codes (system defined, INSTIT-INT-M, TBL3)

IS1011 – Funding Source codes (system defined, FND-SRC-M, TBL3)

IS1012 – Time/Location Codes (system defined, TIME-LOC-M, TBL3)

IS1013 – Section Status Codes (system defined, SECT-STAT-M, TBL3)

IS1014 – Days of the Week (system defined, DAY-D, TBL3)

IS2002 – Advisor/Instructor (college defined, ADV-D, SM)

SM5020 – College quarterly Information (college defined, YRQ-M, SM)

SM5012 - Fee Pay Status Codes (system defined, FEE-PAY-STAT-M, TBL3)

BM1001 - Fee Code Table (college defined, FEE-CD-TBL-M, FEE-CD-TBL-D, TBL1)


Sms executive technical overview17

SMS Executive Technical Overview

Class Schedule

  • Active information about a quarterly class

  • Used for registration, rosters, grading, payroll and MIS reporting


Sms executive technical overview18

Screens

Title

Datasets/Files

Database

IS1001

Course Schedule

CLASS-D

SM

COURSE-CLASS-D

SM

COURSE-ASSGN-D

SM

IS1001S.DATA

IS1002

Class Schedule

CLASS-D

SM

COURSE-CLASS-D

SM

IS1001S.DATA

IS1003

Class Clusters

CLASS-CLUSTER-M

SM

IS1015

Alternate Room/Instructor

INSTR-ROOM-D

SM

IS1016

Schedule Information

Accesses CLASS-D

SM

CLASS-CLUSTER-M

SM

INSTR-ROOM-D

SM

SMS Executive Technical Overview

Class Schedule Screens, datasets and files updated or accessed:


Sms executive technical overview19

Screens

Title

Datasets/Files

Database

IS1017

MIS2 Verification

Accesses CLASS-D

SM

INSTR-ROOM-D

SM

COURSE-ASSGN-D

SM

IS1020

Instructor Matrix

CLASS-D

SM

IS1021

Class Report Group

CLASS-RPT-GRP-D

SM

IS1022

Course Entry Code

COURSE-ENTR-M

SM

COURSE-ENTR-D

SM

CM5030

Special Funding Source

SPCL-FND-SRC-M

TBL4

IS1023

Class Features

CLASS-FEAT-D

SM

IS1024

Class Partitions

CLASS-PARTN-D

SM

IS1025

Alternate Room/Instructor Features

INSTR-RM-FEAT-D

SM

IS1026

Alternate Room/Instructor Partitions

INSTR-RM-PARTN-D

SM

SMS Executive Technical Overview

Class Schedule Screens, datasets and files updated or accessed:  


Sms executive technical overview20

SMS Executive Technical Overview

Code Tables

IS1007 – Administrative Unit Codes (college defined, ADMIN-UNIT-M, ADMIN-UNIT-D, SM)

IS1008 – Footnote Codes (college defined, FOOTNOTE-M, SM)

IS1009 – Employment status Codes (system defined, EMPL-STAT-M, TBL3)

IS1010 - Institutional Intent Codes (system defined, INSTIT-INT-M, TBL3)

IS1011 – Funding Source codes (system defined, FND-SRC-M, TBL3)

IS1012 – Time/Location Codes (system defined, TIME-LOC-M, TBL3)

IS1013 – Section Status Codes (system defined, SECT-STAT-M, TBL3)

IS1014 – Days of the Week (system defined, DAY-D, TBL3)

IS2002 – Advisor/Instructor (college defined, ADV-D, SM)

SM5020 – College quarterly Information (college defined, YRQ-M, SM)

SM5012 - Fee Pay Status Codes (system defined, FEE-PAY-STAT-M, TBL3)

BM1001 - Fee Code Table (college defined, FEE-CD-TBL-M, FEE-CD-TBL-D, TBL1)


Sms executive technical overview21

SMS Executive Technical Overview

  • Desktop Publishing

    • Used to select and download catalog or quarterly class information to be used with Ventura or PageMaker desktop publishing software

    • Six job groups to select catalog or quarterly class data to extract

    • Desktop batch job group creates file, Punnnnnn.RUN (combination of “PU” and the 6 digit job group transaction number)

    • Desktop File Download screen, IS1030 is used to download the file


Sms executive technical overview22

SMS Executive Technical Overview

Requisite Checking

  • Used to establish the requirements necessary to register for a class

  • Requirements include prerequisite courses, test scores, cumulative credits and GPA

  • Requisites are checked when the student registers using in-line, web or batch registration

  • Option to check requisites when student builds a schedule in the web Schedule Planner


Sms executive technical overview23

SMS Executive Technical Overview

Requisitescreens and datasets updated:


Sms executive technical overview24

Screen

Title

Datasets

Database

CM4008

Course Set Requisites

RQSIT-D

SM

RQSIT-GRP-D

SM

CRS-SET-M

SM

CRS-SET-D

SM

CM4009

GPA Requisites

RQSIT-D

SM

RQSIT-GRP-D

SM

CM4010

Credit Level Requisites

RQSIT-D

SM

RQSIT-GRP-D

SM

CM4011

Requisite Copy Options

RQSIT-D

SM

RQSIT-SET-D

SM

RQSIT-GRP-D

SM

CM4012

Course Set Master

RQSIT-D

SM

CRS-SET-M

SM

CRS-SET-D

SM

CM4013

Course Set Detail

RQSIT-D

SM

CRS-SET-M

SM

CRS-SET-D

SM

SMS Executive Technical Overview


Sms executive technical overview25

SMS Executive Technical Overview

Virtual Campus Catalog and Schedule

  • Used to submit college courses and quarterly classes used in the Virtual Campus searchable course catalog and quarterly class schedule


Sms executive technical overview26

Screen

Title

Datasets

Database

CM3008

Update Virtual Campus Catalog

Accesses COURSE-D

SM

COURSE-DESC-D

SM

COURSE-DESC2-D

SM

COURSE-TITLE2-D

SM

CM3008S

IS1037

Schedule WAOL Classes

Accesses CLASS-D

SM

IS1037S

IS1038

Schedule WAOL and College Classes

Accesses CLASS-D

SM

IS1038S

SMS Executive Technical Overview

Virtual Campus Screens, datasets and files updated or accessed:


Sms executive technical overview27

SMS Executive Technical Overview

Typical course management process flow:

  • Catalog records built

  • Course coding info

  • Requisite checking

  • Schedule construction

  • Quarterly classes built

  • Desktop publishing


Sms executive technical overview28

SMS Executive Technical Overview

Admissions and Student Biographic

  • Admissions Module

  • Student Biographic

  • Test Scores

  • SID Assignment


Sms executive technical overview29

SMS Executive Technical Overview

Admissions Module

  • Used for tracking the progress of prospective students or students from their first point of contact with the college to their initial enrollment in classes

  • Optional


Sms executive technical overview30

SD5026

Screens

Title

Optional Admissions Field Table 2

Dataset/File

OPT-ADM2-M

Database

ADM

SD5027

SD1013

Optional Admissions field Table 3

Admissions Download

SD5131S1.RUN

OPT-ADM3-M

ADM

SD5020

Admissions Progress Codes

ADM-PROGRESS-M

ADM

SD5021

Student Activity Codes

STU-ACTV-M

ADM

SD5022

College Document Codes

COL-DOC-M

ADM

SD5023

Contact Origin Codes

CONTACT-ORIG-M

ADM

SD5024

Student Interest Codes

STU-INTEREST-M

ADM

SD5025

Optional Admissions Field Table 1

OPT-ADM1-M

ADM

SMS Executive Technical Overview

Admissions Module screens, datasets and files updated or accessed:


Sms executive technical overview31

Screens

Title

Dataset/File

Database

SD5027

Optional Admissions field Table 3

OPT-ADM3-M

ADM

SD5028

Progress/Activity Relationship Table

ACTV-RELATE-D

ADM

SD5029

Progress/Document Relationship Table

DOC-RELATE-D

ADM

SD5030

Initial Entry

ADM-STU-D

ADM

ADM-CONTACT-D

ADM

ADM-INTEREST-D

ADM

ADM-XREF-ID-D

ADM

SD5031

Information Entry

ADM-STU-D

ADM

ADM-CONTACT-D

ADM

ADM-INTEREST-D

ADM

ADM-XREF-ID-D

ADM

SID-SSN-XREF-D

SM

CENTRAL-SID-D

CA

SMS Executive Technical Overview


Sms executive technical overview32

Screens

Title

Dataset/File

Database

SD5035

Activity Tracking

ADM-STU-ACTV-D

ADM

ADM-REQR-D

ADM

SD5036

Document Tracking

ADM-DOC-D

ADM

ADM-ADDTNL-DOC-D

ADM

SD5037

Activity Tracking Roster

ADM-STU-ACTV-D

ADM

ADM-HIST-D

ADM

SD5038

Download Configuration

FILE-TEMPL-D

ADM

SD5039

Admissions Group Codes Table

ADM-GRP-M

ADM

SD5040

Duplicate Name List

Accesses ADM-STU-D

ADM

ADM-XREF-ID-D

ADM

STU-D

SM

SMS Executive Technical Overview


Sms executive technical overview33

SMS Executive Technical Overview

Code Tables

SM5020 - College Quarterly Information (college defined, YRQ-M, SM)

SM2003 – Time Preference (system defined, TIME-PREF-M. TBL3)

SM5006 – College Educational Program (college defined,

IS2002 – Advisor/Instructor (college defined, ADV-D, SM)

ZX0020 – Zip Code Table (college defined, ZIP-TBL-M, TBL2)

SM5007- Ethnic Origin Codes (system defined, ETH-ORG-M, TBL3)

SM5022 – Citizenship Status (system defined, CITZ-STAT-M, TBL3)

SM5011 – Residency Status (system defined, RES-STAT-M, TBL3)

SM5012 – Fee Paying Status (system defined, FEE-PAY-STAT-M, TBL3)

SM5013 – High School Codes (system defined, HI-SCHL-M, TBL3)

SM5014 – College Codes (system defined, COL-CD-M, TBL3)

SM5008 – Veteran Benefit Codes (college defined, VET-BENE-M, TBL4)

SM5009 – Student Type Codes – college defined, STU-TYP-M, SM)

(system defined, RACE-TBL-M, TBL3)

(system defined, HISP-TBL-M, TBL3)


Sms executive technical overview34

SMS Executive Technical Overview

Student Biographic

  • Used to create and maintain student biographic information

  • Used to create and maintain information about the student while attending the college


Sms executive technical overview35

Screens

Title

Datasets/Files

Database

SM2001

Admissions

STU-D

SM

STU-M

SM

PREV-NAME-D

SM

SID-SSN-XREF-D

SM

CENTRAL-SID-D

CA

SM4002S.DATA

SM4002

Registration/Admissions

STU-D

SM

STU-M

SM

PREV-NAME-D

SM

STU-EMERG-D

SM

SID-SSN-XREF-D

SM

CENTRAL-SID-D

CA

SM4002S.DATA

SMS Executive Technical Overview

Student Biographic screens, datasets and files updated or accessed:


Sms executive technical overview36

Screens

Title

Datasets/Files

Database

SM4015

Student Quarter Comments

STU-COMMENT-D

SM

SM4016

Student Previous Name

PREV-NAME-D

SM

SM5001

Student Records

STU-D

SM

STU-M

SM

PREV-NAME-D

SM

STU-EMERG-D

SM

SID-SSN-XREF-D

SM

STU-OPT-D

SM

CENTRAL-SID-D

CA

SM4002D.DATA

SMS Executive Technical Overview


Sms executive technical overview37

Screens

Title

Datasets/Files

Database

SM5002

Student Verification

Accesses STU-M

SM

STU-D

SM

UNUSUAL-ACTN-D

SM

STU-YRQ-M

SM

EDUC-PRG-M

SM

TRAN-DEGREE-D

TRAN

SM5003

Student Unusual Action

UNUSUAL-ACTN-D

SM

SM5005

Degree Information

Accesses TRAN-DEGREE-D

TRAN

TRAN-STU-D

TRAN

SM5015

Student Search

Accesses STU-D

SM

PREV-NAME-D

SM

OLD-SID-D

SM

SID-SSN-XREF-D

SM

SM5016

Alternate Address

ALT-ADDR-M

SM

SMS Executive Technical Overview


Sms executive technical overview38

Screens

Title

Datasets/Files

Database

SM5023

SID Updates

SM5023S.DATA

SM5026

Student Outcomes

STU-D

SM

SM5027

Student Pin

STU-PIN-D

SM

SM5033

Maintain Student SSN

SID-SSN-XREF-D

SM

TRAN-STU-D

TRAN

ADM-STU-D

ADM

TRNSFR-EVAL-M

TRNSFR

STU-HIST-M

HIST

CENTRAL-SID-D

CA

SM5034

Lookup Student SID

Accesses STU-D

SM

SID-SSN-XREF-D

SM

ADM-STU-D

ADM

TRAN-STU-D

TRAN

TRNSFR-EVAL-M

TRNSFR

STU-HIST-M

HIST

EMP-M

EMP

STD-MAS

SAFER

SMS Executive Technical Overview


Sms executive technical overview39

SMS Executive Technical Overview

Code Tables

SM5004 – Punitive Action Codes (system-defined, PUN-ACTN-M, TBL3)

SM5008 – College Educational Program (college-defined, EDUC-PRG-M, SM)

SM5009 – Student Type Codes (college defined, STU-TYP-M, SM)

SM5010 – Student Intent Codes (system defined, STU-INT-M, TBL3)

SM5011 – Residency Status Codes (system defined, RES-STAT-M, TBL3)

SM5012 – Fee Paying Status Codes (system defined, FEE-PAY-STAT-M, TBL3)

SM5013 – High School Codes (system defined, HI-SCHL-M, TBL3)

SM5014 – College Codes (system defined, COL-CD-M, TBL3)

SM5019 – College Information (college defined, COL-INFO-M, TBL4)

SM5020 – College quarterly Information (college defined, YRQ-M, SM)

SM5021 – Unusual Action Codes (college defined, UNUSUAL-CD-M, SM)

SM5022 – Citizenship Status (system defined, CITZ-STAT-M, TBL3)

SM5025 – College Parameter Table (college defined, COL-PARM-M, TBL4)

SM5028 – High School District Codes (system defined, HI-SCHL-DST-M, TBL3)

IS2002 – Advisor/Instructor (college defined, ADV-D, SM)

SM2003, Time Preference Codes (system defined, TIME-PREF-M, TBL3)

(system defined, RACE-TBL-M, TBL3)

(system defined, HISP-TBL-M, TBL3)

(system defined, FAM-STAT-M TBL3)

(system defined, PLAN-ATTND-M, TBL3)

(system defined, WORK-ATTND-M, TBL3)

(system defined, PRIOR-EDUC-M, TBL3)


Sms executive technical overview40

SMS Executive Technical Overview

Test Scores

  • Upload and manually enter test scores and other data from third party PC software into SMS

  • Coordinates of the data file produced by the third party PC software entered into template

  • Template is uploaded into one of two files on HP3000

  • Data file from third party PC software is uploaded to the HP3000

  • Batch job posts the test data from the coordinates entered into the template to student record


Sms executive technical overview41

Screens

Title

Dataset/Files

Database

SD1008

Test/Profile Template Download

SD1008.EXC (DOS application)

SD1005

Test Score/Profile Coordinate File1

SD1005S.DATA

SD1006

Test Score/Profile Coordinate File2

SD1006S.DATA

SD1004

PC Test Score/Profile Data Upload

SD1004S.DATA

SD1002

Test Score

TEST-SCORE-D

SM

SD1002S.DATA

SD1003

Test Score Evaluation

TEST-EVAL-M

TBL4

TEST-EVAL-D

TBL4

SD5014

Student Profile Update Screen

STU-PROFILE-D

SM

SMS Executive Technical Overview

Test Score screens, datasets and files updated or accessed:


Sms executive technical overview42

SMS Executive Technical Overview

SID Assignment – to avoid duplication of student records

in multiple databases, SM, ADM, TRNSFR, TRAN,

HIST, or EMP

  • CENTRAL-SID-D in CA database checked if student provides SSN

  • If match found, SID associated with SSN is assigned to the new record

  • If SSN does not exist in CENTRAL-SID-D, new SID is assigned

  • If student does not provide SSN, new SID is assigned

  • Each college assigned a range of SIDs – stored in SID-RANGE-D in TBL3 database

  • Colleges can reserve groups of SID’s from their assigned range for special student populations or situations


Sms executive technical overview43

SMS Executive Technical Overview

SID Assignment datasets:

SID-SSN-XREF-D – contains the student’s SSN if provided

OLD-SID-D – contains the SID assigned to the student prior to the conversion and their new SID

SID-ASSGN-D – 3500 unassigned SIDs available for assignment to new student records. Job SM5226J adds more SIDs.

SID-RESRV-D – reserved SIDs.

SID-CNTRL-D – the last SID added by the last run of SM5226J.


Sms executive technical overview44

SMS Executive Technical Overview

Typical method for creating a student record

  • Student submits application through web admissions and the data is loaded into the ADM-STU-D in ADM, STU-D in SM or both

  • Student’s data is manually added using a biographic screen into ADM-STU-D in ADM, STU-D in SM or both

  • Student’s biographic data is manually added using the Registration screen (SM700A) creating a STU-D record in SM

  • Student’s biographic data is manually added using Program Enrollment screen (SM3001) creating a STU-D record in SM

  • Student’s biographic data is entered into ADM-STU-D in ADM via an upload file


Sms executive technical overview45

SMS Executive Technical Overview

Registration

  • Registration

  • Fee Calculation

  • Class Waitlist

  • WAOL Enrollment Management


Sms executive technical overview46

SMS Executive Technical Overview

  • Registration

    • Used to enroll students into quarterly classes

    • Three modes of registration

      • HP3000 screen (SM7001/A)

      • Web

      • Batch


Sms executive technical overview47

SMS Executive Technical Overview

Other registration related functions are:

  • New student registration appointments

  • Returning student registration appointments

  • Registration transaction log screens

  • Class rosters – printed, web or download


Sms executive technical overview48

Screen

Title

Dataset

Datebase

SM7001/A

Registration

STU-YRQ-M

SM

STU-CLASS-D

SM

STU-YRQ-XREF-D

SM

CLASS-D

SM

CLASS-CLUSTER-D

SM

COURSE-ENTR-D

SM

STU-COURSE-D

SM

STU-ENR-TRNS-D

SM

STU-GR-TRNS-D

SM

STU-M

SM

STU-D

SM

PREV-NAME-D

SM

SID-SSN-XREF-D

SM

CUST-ACTV-D

CA

CENTRAL-SID-D

CA

SMS Executive Technical Overview

Registration screens, datasets and files updated or accessed:


Sms executive technical overview49

Screen

Title

Dataset

Database

SM4005

New Students–Registration Appointments

NEW-APPT-D

TBL4

SM4006

Returning Students – Registration Appointments

RET-APPT-D

TBL4

SM4007

Registration Appointment Time Schedule

APPT-TIME-D

TBL4

SM4008

Registration Appointments

APPT-D

SM

SM4010

Student Enrollment Transactions

STU-ENR-TRNS-D

SM

SM4011

Course enrollment Transactions

STU-ENR-TRNS-D

SM

SM4014

Class Roster Download

Accesses CLASS-D

SM

STU-CLASS-D

SM

STU-YRQ-M

SM

STU-D

SM

COL-OPT-M

TBL4

SMS Executive Technical Overview

Registration screens, datasets and files updated or accessed:


Sms executive technical overview50

Screen

Title

Dataset

Datebase

SM4012

Touchtone Registration Configuration

TTONE-CONFIG-M

SM

SM4013

Touchtone Registration Student Information Screen

TTONE-STU-OPT-M

SM

FC2001

Touchtone Optional Fees Table

TTONE-OPT-FEE-D

SM

SM7030

College-Specific Waitlist Screen

COLLEGES

MAGWL

SM7031

Year/Quarter Specific Waitlist Parameters Screen

QUARTERS

MAGWL

SM7032

Class-Specific Waitlist

CLASSES

MAGWL

SM7033

Class Range Waitlist Parameters

CLASSES

MAGWL

SM7034

Class Waiting Lists

WAITLISTS

MAGWL

POSITIONS-CHANGES

MAGWL

SM7035

Waitlists by Student

STUDENTS

MAGWL

STU-WLIST-XREF-D

MAGWL

SMS Executive Technical Overview

Registration screens, datasets and files updated or accessed:


Sms executive technical overview51

SMS Executive Technical Overview

Registration Edits

  • Class

    • Class capacity

    • Allow registration

    • Registration dates for and web

    • Instructor permission

    • Requisites

    • WAOL class – checks WAOL database for WAOL class capacity


Sms executive technical overview52

SMS Executive Technical Overview

Registration Edits

  • Student

    • Registration block

    • Past due fees

    • Time conflict

    • Maximum credits by quarter or student type

    • Registration appointment

    • Underage/senior citizen


Sms executive technical overview53

Add *

Override class capacity

Drop *

Override add date

Withdrawal *

Override drop date

Withdrawal suppress *

Override fee pay status

Add with audit grade *

Override exit date

Add with pass grade

Override entry date

Add with designated grade

Override prerequisite block *

Override credit amounts for variable credit classes *

Override instructor permission requirement *

Add to class waitlist *

Override blocks

 *Available with in-line and web modes of registration

SMS Executive Technical Overview

Types of Registration Transactions


Sms executive overview

SMS Executive Overview

Fee Calculation

  • Occurs after the student is enrolled in the class.

  • Tuition and fees are stored in the CUST-ACTV-D dataset in the CA database.

  • Tuition and fees are displayed on the registration screen, SM7001, web registration, Cashiering screen, BM1600, and Customer Account Inquiry screen, BM1625.

  • Uses the fee pay statuses from the student’s quarterly biographic record (STU-YRQ-M), the class record (CLASS-D) and the student’s enrollment record (STU-CLASS-D)

  • Tuition and fees are displayed to the student on web registration and the web student schedule


Sms executive technical overview54

SMS Executive Technical Overview

Class Waitlist

  • The class waitlist process places students in chronological order onto a waiting list for a specific quarterly section of a course that has full enrollment

  • When an opening becomes available in the class, the first student on the list can be registered into the class manually or using batch registration

  • Waitlist works with on-line registration, web registration and batch registration


Sms executive technical overview55

SMS Executive Technical Overview

Class Waitlist

Colleges can define:

  • Quarters and classes allowed to have a waiting list

  • Maximum number of waiting lists a student can be on

  • Maximum number of students on a waiting list

  • Last date that a student can be added to a waiting list

  • Whether or not students can be added to a waitlist if they are already registered in a different section of the same course or if there is a time conflict

  • Students can check waitlist status on the web and can remove themselves from a waitlist


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SMS Executive Technical Overview

WAOL Enrollment Management

  • Provides the ability to automatically monitor and control the number of students registering for Washington On-Line courses

  • Enrollment information is automatically sent to the WAOL database


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SMS Executive Technical Overview

WAOL Enrollment Management

  • Colleges schedule 3 batch jobs that communicate between the college’s HP3000 and the WAOL database

  • SM4232J (Send Enrollment Transaction to WAOL) This job automatically sends student biographic information to WAOL (approximately every 30 minutes)

  • SM4236J (WAOL Enrollment Control) This job assists in sending registration requests to WAOL

  • SM4233J (Terminate Job SM4232J)This job stops the previous two jobs, SM4232J and SM4236J


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SMS Executive Technical Overview

Typical Registration process flow:

  • Student is assigned a registration appointment

  • At the appointment time or any time after, the student registers via on-line, or using the web

  • Student can check their schedule view or get a copy of their schedule through the web


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SMS Executive Technical Overview

Program Enrollment

  • Was used by some clock hour technical colleges to record and manage enrollments into open-entry open-exit vocational preparatory programs – no longer used for this purpose

  • Used by some colleges to manage waitlist for vocational preparatory programs


Sms executive technical overview60

Screens

Title

Datasets

Database

SM3001

Program Enrollment

STU-PRG-ENR-D

SM

STU-PRG-XREF-D

SM

STU-PRG-TRNS-D

SM

STU-PRG-OPT-D

SM

STU-M

SM

STU-D

SM

PREV-NAME-D

SM

SID-SSN-XREF-D

SM

CENTRAL-SID-D

CA

SM3002

Program Section Waiting List

STU-PRG-WLIST-D

SM

SM3003

Student Program Information

Accesses STU-D

SM

STU-PRG-ENR-D

SM

STU-PRG-OPT-D

SM

STU-PRG-WLIST-D

SM

STU-CLASS-D

SM

EDUC-PRG-SECT-M

SM

SMS Executive Technical Overview

Program Enrollment screens and datasets updated or accessed:


Sms executive technical overview61

Screens

Title

Datasets

Database

SM3011

Student Program Enrollment Transactions

Accesses STU-D

SM

STU-PRG-TRNS-D

SM

EDUC-PRG-SECT-M

SM

SM3012

Program Enrollment Transactions

Accesses EDUC-PRG-SECT-M

SM

STU-PRG-TRNS-D

SM

SM3015

Program Section Seat Roster

Accesses STU-D

SM

STU-PRG-ENR-D

SM

STU-PRG-OPT-D

SM

STU-PRG-WLIST-D

SM

STU-CLASS-D

SM

EDUC-PRG-SECT-M

SM

SMS Executive Technical Overview

Program Enrollment screens and datasets updated or accessed:


Sms executive technical overview62

Screens

Title

Datasets

Database

SM3016

Program Section Open Seats

Accesses STU-D

SM

STU-PRG-ENR-D

SM

STU-PRG-OPT-D

SM

STU-PRG-WLIST-D

SM

STU-CLASS-D

SM

INSTRN-CAL-M

TBL4

INSTRN-CAL-D

TBL4

SM3017

Program Section Seat Openings

Accesses STU-PRG-ENR-D

SM

STU-PRG-OPT-D

SM

STU-PRG-WLIST-D

SM

STU-CLASS-D

SM

INSTRN-CAL-M

TBL4

INSTRN-CAL-D

TBL4

PRG-STRT-DATE-M

TBL4

SMS Executive Technical Overview

Program Enrollment screens and datasets updated or accessed:


Sms executive technical overview63

SM3020

College Educational Program Sections

EDUC-PRG-SECT-M

SM

EDUC-PRG-SECT-D

SM

EDUC-PRG-XREF-D

SM

SM5030

Instructional Calendar

INSTR-CAL-M

TBL4

INSTR-CAL-D

TBL4

SMS Executive Technical Overview

Program Enrollment screens and datasets updated or accessed:


Sms executive technical overview64

SMS Executive Technical Overview

Grades and Records

  • End of the quarter grading

  • Transcript maintenance

  • Electronic transfer of transcripts


Sms executive technical overview65

Screen

Title

Datasets/Files

Database

SM6002

Grade Attributes

GR-ATTR-D

TBL4

SM6003

Grade Processing Options

GR-PROCESS-OPT-M

TBL4

SM6004

Grade Posting Screen

STU-CLASS-D

SM

STU-ENR-TRNS-D

SM

STU-COURSE-D

SM

STU-GR-TRNS-D

SM

SM6004S.DATA

SM6005

Grade Roster Update

GR-ROSTR-M

TBL4

GR-ROSTR-D

TBL4

STU-GR-TRNS-D

SM

STU-ENR-TRNS-D

SM

SM6007

On Request Transcript

SM6007S.DATA

SM6008

Transcript biographic

TRAN-STU-D

TRAN

SMS Executive Technical Overview

Grades and Record screens, datasets and files updated or accessed:


Sms executive technical overview66

Screen

Title

Datasets/Files

Database

SM6009

Transcript Degree Information

TRAN-DEGREE-D

TRAN

SM6010

Transcript Quarterly Data

TRAN-YRQ-D

TRAN

SM6011

Beginning Credit Information

TRAN-STRT-D

TRAN

SM6013

Transcript Classes

TRAN-YRQ-D

TRAN

TRAN-CLASS-D

TRAN

STU-COURSE-D

SM

STU-CLASS-D

SM

SM6015

Student Transcript

Accesses TRAN-STU-D

TRAN

TRAN-YRQ-D

TRAN

TRAN-CLASS-D

TRAN

TRAN-STRT-D

TRAN

TRAN-DEGREE-D

TRAN

TRAN-COMMENT-D

TRAN

SMS Executive Technical Overview

Grades and Record screens, datasets and files updated or accessed:


Sms executive technical overview67

Screen

Title

Datasets/Files

Database

SM6017

Print Transcript

SM6050

Class Grade Roster Update

GR-POST-M

TBL4

GR-POST-D

TBL4

STU-CLASS-D

SM

STU-COURSE-D

SM

SM6051

Student Grade Roster Update

STU-GR-POST-M

TBL4

STU-GR-POST-D

TBL4

TRAN-YRQ-M

TRAN

TRAN-STU-D

TRAN

TRAN-CLASS-D

TRAN

TRAN-STU-REQR-D

TRAN

STU-CLASS-D

SM

STU-COURSE-D

SM

SM6052

Student Course Requirements

TRAN-CLASS-D

TRAN

TRAN-STU-REQR-D

TRAN

STU-CLASS-D

TRAN

STU-COURSE-D

TRAN

SMS Executive Technical Overview

Grades and Record screens, datasets and files updated or accessed:


Sms executive technical overview68

Screen

Title

Datasets/Files

Database

SM6053

Transcript Print Screen – With Course Requirements

SM6054

Student Transcript

Accesses TRAN-STU-D

TRAN

TRAN-YRQ-D

TRAN

TRAN-CLASS-D

TRAN

TRAN-STRT-D

TRAN

TRAN-DEGREE-D

TRAN

TRAN-COMMENT-D

TRAN

TRAN-STU-REQR-D

TRAN

SD3001

Transcript Transfer Request

SD3001S.DATA

SMS Executive Technical Overview

Grades and Record screens, datasets and files updated or accessed:


Sms executive technical overview69

SMS Executive Technical Overview

Grading Process

  • Job group scheduled to produce grade roster file

  • File SM6242D created to use in Instruction Briefcase


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SMS Executive Technical Overview

Grading process

  • Grades are entered into grade roster file

    • SMS screen SM6005

    • SMS screen SM6004

    • Instructor Briefcase

  • Grades are posted via SM6220J to enrollment record (STU-CLASS-D)

  • Job group scheduled to post grades from enrollment record to transcript

    • Cumulative data is also updated


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SMS Executive Technical Overview

Electronic Transfer of Transcripts

  • Allows colleges to send and receive transcript information to and from other WA state community and technical colleges

  • Allows colleges to send electronic transcripts to the 4-year public institutions in Washington State


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SMS Executive Technical Overview

Electronic transfer of transcripts

  • SID or SSN of student requesting transcript sent entered on screen SD3001

  • Job Group SG103R sends the transcripts via DS lines

  • Receiving college runs SG104R or SG105R to print transcripts or just obtain the student’s course information

  • Transcripts to 4-year colleges FTP’d from server at SBCTC-IT Bellevue


Sms executive technical overview73

SMS Executive Technical Overview

Student Progress

  • Transcript evaluation

  • Degree Audit

  • Early Intervention

  • Honor Roll/Probation


Sms executive technical overview74

Screen

Title

Datasets/Files

Database

SD3002

Grade Translation Table

TRNSLT-GR-D

TBL4

SD3003

Course Translation Table

TRNSLT-COURSE-D

TBL4

SD3004

Transcript Evaluation Screen

TRNSFR-EVAL-M

TRNSFR

TRNSFR-EVAL-D

TRNSFR

TRNSFR-COURSE-D

TRNSFR

TRNSLT-COURSE-D

TBL4

STU-COURSE-D

SM

STU-D

SM

TRAN-STU-D

TRAN

ADM-STU-D

ADM

SD3004S.DATA

SD3005

Transfer-In Course Screen

TRNSFR-COURSE-D

TRNSFR

STU-COURSE-D

SM

STU-D

SM

ADM-STU-D

ADM

SD3005S.DATA

SMS Executive Technical Overview

Student Progress screens, datasets and files updated or accessed:


Sms executive technical overview75

Screen

Title

Datasets/Files

Database

SD5010

Intervention Code Table

INTRV-ACTN-TBL-M

TBL4

SD5011

Corrective Action Code Table

CORR-ACTN-TBL-M

TBL4

SD5012

Intervention Roster Update

INTRV-ROSTR-M

TBL4

INTRV-ROSTR-D

TBL4

SD5013

Intervention Posting Screen

STU-INTRV-D

SM

SD5013S.DATA

SD1009

Intervention File Download

SD5018S1.RUN

SD5017

Student Intervention Screen

Accesses STU-D

SM

STU-CLASS-D

SM

STU-INTRV-D

SM

SMS Executive Technical Overview

Student Progress screens, datasets and files updated or accessed:


Sms executive technical overview76

Screen

Title

Datasets/Files

Database

SM6014

Honor Roll/Probation

HONOR-D

TBL4

SD5018

Honor Roll/Probation Exclude Grades

HONOR-D

TBL4

SD5019

Consecutive Quarter Update Screen

STU-YRQ-M

SM

SD1011

Honor Roll/Probation Download

SD5110S.RUN

SMS Executive Technical Overview

Student Progress screens, datasets and files updated or accessed:


Sms executive technical overview77

SMS Executive Technical Overview

Transcript Evaluation

  • Evaluation of transcripts received electronically or entered manually

  • Can use pre-entered grade and course translation tables

  • Evaluated transferred-in courses are added to the student’s SMS record and are used in

    • Degree audit

    • Requisite checking

    • Registration appointment priority based on cumulative credits earned


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SMS Executive Technical Overview

Degree Audit

  • Compares the student’s transcripted courses, evaluated transferred-in courses and currently enrolled courses with program and degree templates

  • Real time, fully integrated with SMS

  • Administrator, Advisor & Student interfaces

  • Provides ability to print audits in batch


Sms executive technical overview79

SMS Executive Technical Overview

Early Intervention

  • Process to notify appropriate college staff of student academic deficiencies early in the quarter

  • Corrective actions can be taken by college staff to notify the student with appropriate assistance for student success


Sms executive technical overview80

SMS Executive Technical Overview

Early Intervention processing steps

  • Intervention rosters are generated

  • Instructors indicate which students are meeting the college defined criteria for academic deficiencies

  • Intervention roster data is entered into a SMS screen

  • Intervention and corrective actions are posted to the student’s record

  • Letters can be generated to notify students of their deficiencies and corrective actions they can take


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SMS Executive Technical Overview

Attendance

  • Attendance collection is a requirement for financial aid disbursement at a clock hour college

  • Attendance hours are collected from class instructors and entered on a SMS screen

  • Attendance hours are posted to the Financial Aid system from attendance hours entered in SMS

  • No longer used for colleges who have converted to credits.


Sms executive technical overview82

SMS Executive Technical Overview

Honor Roll/Probation

  • Colleges can enter criteria that defines each of the honor roll or probation categories

  • Batch jobs are scheduled to extract students that meet the specified criteria

  • Reports, transcripts, mailing labels and mail merge data files can be produced

  • Honor roll or probation categories labels (President’s list, Dean’s list, etc.) can be posted to the student’s transcript


Sms executive technical overview83

SMS Executive Technical Overview

State and Federal Reporting

  • MIS Reporting – quarterly reporting of:

    • Payroll data

    • Class data

    • Student data

    • Enrollment data

  • College data submitted to SBCTC is primary source of data used in SBCTC Data Warehouse


Sms executive technical overview84

SMS Executive Technical Overview

MIS Reporting

  • Batch jobs are scheduled during quarter to edit class, student and enrollment data

  • Payroll records are compared with class record to ensure staff paid for instruction are assigned classes and coding matches

  • SBCTC specifies range of dates for colleges to run MIS finals to submit quarter data

  • Data is sent automatically via transporter to SBCTC’s HP3000


Sms executive technical overview85

SMS Executive Technical Overview

Web Applications

  • Use Web Transaction Server to access information stored on the college’s HP3000

  • Web functions:

    • Web Admissions Center

    • Student Web Access

    • Schedule Planner

    • Web Registration

    • Student Address

    • Student Kiosk Access

    • Instructor Briefcase

    • Degree Audit


Sms executive technical overview86

SMS Executive Technical Overview

Web Admissions Center

  • College applicants enter standard admissions information in a centralized database and submits any number of participating colleges

  • Application information is stored on an NT server – Web Admissions Center – housed at SBCTC-IT

  • Colleges place Web Admissions Center link on their web site

  • A notification e-mail is sent to designated college staff when an applicant submits an application to the college


Sms executive technical overview87

SMS Executive Technical Overview

Web Admissions

  • College staff log into the college’s account at the Web Admissions Center

  • College staff review applicant data and add necessary coding

  • When the application is approved, the student’s data is automatically loaded into the college’s SM database, ADM database or both via the Web Transaction Server

  • E-mail is sent automatically to the applicant with a college defined message


Sms executive technical overview88

SMS Executive Technical Overview

Student Web Access functions

  • Class schedule

  • What’s My SID

  • Registration Appointment

  • Student PIN Change

  • Student Schedule

  • Unofficial Transcript


Sms executive technical overview89

SMS Executive Technical Overview

Schedule Planner

  • Provides students the ability to plan their schedules for a particular quarter

  • Students indicate what times and days they are not available during the week

  • Students select desired courses

  • Schedule Planner displays open sections of the courses that meet the time requirements of the student

  • Can link directly into web registration

  • Colleges schedule job group to create a file of courses offered each quarter. The file is loaded onto the web server


Sms executive technical overview90

SMS Executive Technical Overview

Web Registration

  • Allows students to register for classes over the web

  • Enforces college defined requirements for quarterly registration

  • Colleges enter quarterly registration configuration information on SMS screen SM4012


Sms executive technical overview91

SMS Executive Technical Overview

Student Address

  • Allows students the ability to view or change their address, phone number and e-mail address over the web

  • Colleges typically link web student address to web registration


Sms executive technical overview92

SMS Executive Technical Overview

Student Kiosk Access

  • Provides students the ability to view student web access information on a stand-alone kiosk

  • Used with a web browser

  • Can be used with a touch screen

  • Uses Web Transaction Server


Sms executive technical overview93

SMS Executive Technical Overview

Instructor Briefcase – provides the ability for faculty to manage their classes over the web; functions include:

  • Class rosters

  • Web grading

  • Employee PIN Change


Sms executive technical overview94

SMS Executive Technical Overview

Degree Audit

Web-based advising module that includes:

  • Administrator interface – for setting configurations & building requirements for the college’s degrees & certificates

  • Advisor interface – for running audits, creating academic plans, and maintaining advisor notes+

  • Student interface – students can run audits against any certificate or degree program where requirement exist; view up to 5 academic plans created by their advisor; view any public advising notes created by an administrator or advisor


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