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CATCOM Presentation Advisor Maintenance in PeopleSoft 8.0

CATCOM Presentation Advisor Maintenance in PeopleSoft 8.0. Advisor/Advisee Data Structure Student Advisor Data consists of an effective dated “parent” row for the student to which one-to-many advisors and/or advising committees can be assigned by Program and Plan. Student ID Effective Date.

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CATCOM Presentation Advisor Maintenance in PeopleSoft 8.0

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  1. CATCOM Presentation Advisor Maintenance in PeopleSoft 8.0

  2. Advisor/Advisee Data Structure • Student Advisor Data consists of an effective dated “parent” row for the student to which one-to-many advisors and/or advising committees can be assigned by Program and Plan. Student ID Effective Date Program & Plan Advisor or Committee

  3. Student ID Effective Date Program & Plan Advisor or Committee • It’s the “children” of the “current” effective date parent that count. • You could future date an advisor assignment, if there were a practical need to do so • A student can have several advisor assignments within the same effective date; e.g., to accommodate a multi-program and/or plan situation.

  4. Assignment of Advisors • Advisors are assigned to students, not the other way around • The system does not automatically assign advisors…how could it? • Advisors (other than committees) are assigned manually, and only manually, by individuals with the appropriate system permissions. • Advisor Maintenance Security • Advisor Roles • Requesting Administrative Access

  5. LOUIE System Pages • Advisor Maintenance and Display • Advisor Maintenance – assignment of advisors to students • Home > Manage Student Records > Track Student • Careers > Use > Student Advisor  • What the Advisor Sees • Home > Manage Student Records > Track Student Careers > Use > Student Advisor  • What the Student Sees • Home > SA Self Service > Learner Services > Academics > View My Advisors 

  6. Advisor Maintenance – Assignment of Advisors to Students

  7. What the Advisor Sees

  8. What the Advisor Sees (cont.)

  9. What the Student Sees

  10. PeopleSoft BUG Alert… • The student will see the current advisor record(s) even if they are no longer active in the program that is on their advisement record whereas the advisor will no longer see the student. • …this problem is mitigated to a 24 hour window by nightly advisor maintenance (more later).

  11. …So how do you know that a student needs an advisor assigned from your area? • There are no business processes or automated triggers tied into Program/Plan maintenance to alert pertinent areas when a program/plan change occurs. • …but, release 8.9 provides new “notify” feature that we can explore. • The solution: Nightly batch advisor maintenance…

  12. Nightly Batch Advisor Maintenance • …The Nutshell • This is a custom, automated process developed by NAU • This process runs every night • It processes Undergraduate career data only • It examines all current advisor assignments comparing them to the student’s current academic Program/Plan status to determine if their current advisor assignments are valid, and if not, the process updates the advisor record.

  13. Nightly Batch Advisor Maintenance • …What the program does • If the student is active in a Plan for which there is no matching advisor record, a current advisor assignment is created (inserted) that assigns an advisement committee of “ADUN” (Advisor Unassigned) to the student. • This includes the first-time build of the advisor records for a student • If a current advisor assignment exists for a student who no longer has any active program/plan, a current (new) advisor assignment is created (inserted) that assigns an advisement committee of “INAC” (Inactive) to the student, in effect removing any advisor assignment from the student.

  14. Nightly Batch Advisor Maintenance • …Nuances • Multiple Program/Plan • Graduate issue – pre-plans • Potential exist for automation using NAU custom Plan field additions • Elimination of Excess ADUN rows • On-line (page) maintenance “ooops’ • Re-activation of Inactives is not happening as it should

  15. Nightly Batch Advisor Maintenance • …Futures • Add Graduate Career Processing? • Add assignment of freshman to Gateway’s Advising Committee (AAS)? • Add assignment of undeclared undergraduate to AAS? • Corrections/Enhancements to go in with the 8.9 upgrade • Re-activation logic for inactives

  16. Back to Getting Those Advisors Assigned… • Business Objects Reporting • Brand new report: “Students in Need of Advisor Assignment” • New “Active Program/Plans Data” table and the “Active Student Indicator” • Ref: SR ODS Student Data Universe: Person Data, Demographics • Replace need to provide a term value if only need for term value is to check for enrollment eligibility as a way of narrowing population down to active students • No need to require a term value unless term-specific data is desired (e.g.: Academic Load, Academic Level)…but even then…

  17. Students in Need of Advisor Assignment

  18. Students in Need of Advisor Assignment

  19. IRM Team (Business Objects) • http://www4.nau.edu/irm/ • From Teresa Lyons (IRM Team)… • “Do we need to keep "Advisees by Academic Program" when "Advisees by Academic Unit" is the exact same report with a different prompt.  I would love to delete the Program one.” • “These reports are YOURS!” IRM wants and needs your feedback on formats, additional report tabs, additional data, etc. 

  20. Futures • Inclusion of Graduate Career in nightly advisor maintenance? • Enhancements to nightly advisor maintenance process to mass assign students to certain advising committees based on specified criteria? • 8.9 Upgrade • New Look and Feel • New Navigations • Implementation of fixes/enhancements to nightly advisor maintenance • Tutorials • Instructional presentations as agenda for this meeting • Current problems and Re-write of existing tutorials

  21. Viewing this presentation from the Web • Open your browser to the Louie Project Home Page located at: • www4.nau.edu/louieproject • Navigate to Teams/Committees…Central Advising Team…Presentations

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