Planning the
Implementation
of
Campus Community
Rules for Campus Community
 Keep an open mind
 Understand other’s processes
 Realize the impact on other areas
Driving Forces of Campus
Community
 Implementation schedule
 Key users of the data - might not be
project team members
 Evolution



Process changes
Learning curve
Reporting changes
Campus Community Includes:
 PEOPLE
 EXTERNAL ORGANIZATIONS
 EVENTS
 3C’S - Communications, Checklists &
Comments
Who is a Person?
Graduates
Students
CAMPUS
COMMUNITY
Staff
Prospects
Recruiters
Instructors
All in Personal Data
Graduates
Students
PERSONAL
DATA
Staff
Prospects
Recruiters
Instructors
Biographic/Demographic/Other Data
 Names
 Licenses
 Languages
 Honors/Awards
A View of Campus Community
CAMPUS COMMUNITY
HR
Emplid, employee
record number, dept
id, job code, position
number
SA
Emplid, Academic
Career, Institution,
Admit Term, Admit
Type, Admit
recruitment center,
campus, academic
program, academic
plan
PERSONAL DATA
EMPLID
NAME, NAME PREFIX,NAME SUFFIX,
LAST NAME, FIRST NAME
NATIONAL ID(SSN), PERSONNEL STATUS
ORIGINAL HIRE DATE (HR), SEX
AGE STATUS (HR), OFFICIAL LANGUAGE
MARITAL STATUS, BIRTHDATE,
BIRTHPLACE, BIRTHCOUNTRY
BIRTHSTATE, DATE OF DEATH
HIGHEST EDUCATION LEVEL (HR)
FULL TIME STUDENT,REFERRAL SOURCE (HR)
CITIZENSHIP STATUS, CAMPUS ID
DEATH CERTIFICATE NUMBER
FERPA
Addresses
Address Change
Ethnicity
Athletic Participation
E-mail
Emergency Contact
External System Id
Ferpa Overrides
Health Test
Honors and Awards
Immunizations
Instructors/Advisors
Pin
Relationship w/ Institution
Residency
Service Indicators
Religious Preference
Audiometric Exam
Driver's License
Accommodation Data
Eye Exam
IAP66
I20
Languages
Licenses & Certificates
Respiratory Exam
Physical Exam
Publications
Visa/Permit
W ork Experience
Addresses
Emplid, address1,
address2,city,state, postal,
country, address type,
external org Id
Address Change
Emplid address change
reason, address change
date
Address Type - Billing, Dorm, Permanent
Address Usage - Select order I - home,dorm,permanent;
Select order II - billing, permanent, dorm
Athletic Participation -active participant, manager, recruited
Address change reason - returned mail, student request
Committee Type - Alumni Scholarship; Undergraduate
Interviews; Scholarship Review
Committee Role - Chair of Committee,Member of
Committee, Student Member of Committee
Events - course, open house
Ethnicity - W hite, Black. Hispanic, Asia/Pacific
Health Test - TB, Sports
Name Prefix - Mr, Mrs, Ms
Name Usage - Preferred First, Primary, Preferred Full,
Primary Full
Name Suffix - Jr, Sr, Princess
Relationship - Brother, Mother, Father
Residency - InState, Out of State
Residency Exceptions - Fire Fighter, Treaty
FERPA
Immunizations - DPT, German Measles, Mumps
Salutations - Dear Sir, Dear Mr & Mrs
Accommodation Data - orthopedic furniture, ramps
Diagnosis - lower back pain
Languages - French, Italian, Dutch
Licenses & Certificates - CPA, EMT, LPN
Visa Permit Type - F1, Australia; B2, Canada
Supporting Documents - Tax Return, passport
Location Address
Standard Industry Table - Insurance, Advertising
Standard Occupation Table - CEO, CFP, VP manufacturing
Service Indicator Codes - don't cash checks, don't enroll/
parking fines
Ethnicity
Emplid, ethnicity code
Athletic participation
Emplid, sport, athletic
participation
EXTERNAL
ORGANIZATION
External Org Id
Ext Org Type
Org Location
Org Contact
What is an External
Organization?
 High School
 College or University
 Church
 Company
Events
 On-Campus Open House
 Off-Campus Reception
 Tours
Communications, Checklists &
Comment (3C’s)
 Comments
 Communications
 Checklists
CC Self-Service

Campus Community Self-Service


New in Version 8.0
Personal Portfolio


Community Access


Allows users to update basic Personal Information
Allows visitors to complete New User Registration
Community Directory

Allows schools to provide searchable directories of
members of your campus community
 Personal Portfolio
 Community Access Home Page
 Community Directory

Getting More Information

CMS Web site



Contains





http://cms.calstate.edu/index.htm
SOSS, Student Administration 8.0 Documents
Functional Specifications Documents
Fit-Gap Notes
PeopleSoft Setup Guides
PeopleSoft Business Process Guides
Note: Some documents are password protected.
Topics For Discussion:
 Set up and naming conventions
 Entry points
 Data stewardship
 Definitions and standards
 Conversion
 Baseline Modifications
Set up
 Required values





Person
External Organizations
Events
Committees
3C’s
Set up - Required Values
 Name Types

CO Determined

CO Determined

CO Maintained

CO Maintained
 Address types
 State or province table
 Country table
 Search/Match
Set up - Required Values
 Residency (business process requirement)
 Ethnic group

Ethnicity table (ethnic
subsets) CO Maintained
 Instructor/Advisor Table
 Service Indicators (business process
requirement)
 Visa permit table (business process
requirement)
Entry Points
 Student



Prospect, Mentor
Applicant, Mentor
Tape loads
 Alumni
 Instructor/Advisor
 Recruiter
Entry Points
 Event




Attendee
Guest (optional in personal data)
Event staff (optional in personal data)
Event coordinator
 Employee



Applicant
Current
Former through conversion
Entry Points
 External Organizations

Contact at organization (optional in
personal data)
Data Stewardship


Who owns the data in PeopleSoft
Student Administration/Human
Resources
Campus Community Committee decision




Who
Who
Who
Who
owns the data
controls the data/update
configures the data (Setup Tables)
views the data
Definitions & Standards
 Provide a succinct definition

Address type
Home - where you currently reside
 Mailing - where you want your mail sent

 Communicate the definition via:



Training
Web
End-user documentation
Definitions & Standards
 Communicate standards



Names
Addresses
Minimal required data
SSN
 Ethnicity
 Gender

 External Organizations
Conversion
 Conversion schedule
 Precedence rules




Names
Addresses
SSN
Other various bio/demo data
 Duplication rules


Error reports
Error files
CC Baseline Modifications

Campus Community Modifications




CC99001
CC99002
CC99003
CC99004



Relationship Label Change (Deferred)
Ethnicity Detail for Ethnic Group
Citizenship Status Default (Defunct)
Marital Status Default
Defaults to Unknown instead of Single
CC99005 – Global Search (Defunct)
CC99006 – EmplID Auto-Numbering


–
–
–
–
Makes the EmplID field 9 and increments by 13.
CC01007 – Populating Ethnicity After Data Loads
Users of the data
 Student Financials
 Financial Aid
 Institutional Research
 Admissions
 Alumni
 Athletics
Users of the data
 Student Records
 Advising
 Health Center
 International Student Office
 Housing, Library & Parking (Service
Indicator Assignment & Release)
Set up
 Optional values





Person
External Organizations
Events
Committees
3C’s
Set up - Optional - People
 Accommodation type
 Diagnosis table
 Immunization table
 Health test table
 Athletic Participation
 Relationships
Set up - Optional - People
 Relations w/ institution
 Salutation table
 Standard occupation codes
 Standard industry codes
 Religious preference table
 Supporting documents table
Set up - Optional - People
 Accomplishments table





Languages
License/certification
HR honors/awards
HR degrees
Memberships
Set up - Optional - People
 Honors and awards


SA - honors/awards table
HR - accomplishments table
 Family Education Right to Privacy Act
(FERPA)
Set up - Optional
Organizations
 Organization code types
 Organization group table
 External subjects
 External terms
 Contact types
Set up - Optional
Events
 Resource codes
 Event types
 Event templates (naming convention)
 Staff codes
Set up - Optional
3C’s
 3C groups (naming convention)
 Letter codes (naming convention)
 Communication context (naming convention)
 Communication category (naming convention)
 Communication 3C groups (naming convention)
 Communication keys (naming convention)
Set up – Optional
3C’s
 Checklist items (naming convention)
 Checklist function item
 Tracking groups (naming convention)
 Checklist
(naming convention)
 Checklist 3C groups (naming
convention)
Set up - Optional
3C’s
 Comment categories (naming
convention)
 Comment 3C groups (naming
convention)
Set up - Optional
Committees
 Committees (naming convention)
 Committee types/roles (naming
convention)
Naming Conventions
 Setting up the 3C’s


naming convention….every item set up in
the 3C’s (letter codes, categories, checklist
codes, communication contexts, etc.)
should start with a specific letter of the
alphabet assigned to that specific area.
Communication Contexts should be set up
using the entire six characters in the field.
Proven Strategies
 Planned Communication between & among HR/SA
 Campus Community team

evaluate/communicate changes that will impact the
integrated system to the HR/SA teams maintenance
and business process issues
 Campus Community procedures manual


maintaining a person’s demographic data
provide consistent data entry practices for the
integrated database to reduce duplicate records