Issue Study Guide Requests (Postal List) {FPMO4-25} 


This option is used by the Student Distance Education Subsystem to generate study guide and brochure issues for students in respect requests created through registrations or enquirers.


Requests not issued during registration, postal students and requests to change prescribed material or additional material, can be issued in BULK through this option.  Individual study guide request issues CANNOT be done through option {FPMO4-1}.


Requests created for practice exam items in option {SEPRAC-2} can also be issued through this option.

A pre-requisite for using this option is that the Study Guide Subsystem must be fully operational, for more detail work through the manual Outline Study Guide and Enquirer Brochure Manual

The Business Processes that use this option:

Agent student academic registration.

Student academic registration indicated as Personal registration.

Student academic registration indicated as Postal and Re-issue of study guides to students.

Enquirer Brochure request.

Practice Exam request.


Agent process:
The agent register the student at the enrolment office using option {SDREGA-1} as postal.
On completing of the Qualification and Subject registration the following will be done by the system and agent/enrolment officer:
The system request Study Guides for the Qualification en Subject registration {FPMO4-24} and the document status will be set to Processing (A background process).
Thereafter the agent / enrolment officer indicates the study material received from the agent by the student, using the button (Maintain Study Material For Agent Student) on TAB Additional Generation Options of the registration program.  On commit/save of this action the system start the following in the background for the student.
Split the Study Guide Requisition between items received rom the agent and items not yet received
Set the document status to Normal.
Start this program to issue the agent study guide items.

Study Guides not issued in the above process will be issued by the Study Guide Issue Process.

 

Personal process:

The Student register at the enrolment officer using option {SDREGA-1} as personal

On completing of the Qualification and Subject registration the system will start the following study guide process in the background for the student:

Request  Study Guides for the Qualification en Subject registration {FPMO4-24}.

Start this program to issue study guide items according to Study Guide Issue Rules.

If there were issues start the Print Issue Pack program {FPMOR4-12}.

Print the Issue Pack at the Store Printer.

From the enrolment officer the student collects the study guides issued and packed from the store.

Study Guides not issued in the above process:

Possible reasons:

Out of stock, on hold,  Earliest Issue Date in the future, etc.

Items not issued will be issued by the Study Guide Issue Process provide the reason the items were not issued has been solved.

Post and Re-issue request process:

The Student register at the enrollment officer using option {SDREGA-1} as postal.

Or

The user creates a re-issue request from option {SDGUIS-1}  Study Guide information screen.

On completion of the above, the system will start Request Study Guides {FPMO4-24} program, in the background to create the requests. 

These requests waits for the Study Guide Issue Process.

Study Guide Issue Process

Start this program to issue study guide items according to Study Guide Issue Rules. 

To generate and print the Study Guide Issue Pack use option {FPMOR4-12}.

Use the Summary Issue to collect the items from the store.
Use the Individual Issue voucher to pack the individual students study material and attach the address labels on to a packed study guides package.
Add a Track and Trace postal label to the packed study guides package and enter the track and trace information into the system using option {SDGUIS-2}.

Send the packed study guides packages to the post office. 

Enquirer Brochure process:

The user use option {SDENQ-2} if enquirer has a student number or {SENQUR-3} for any other academic inquirer.

After completing the Enquiry Item Detail the user must press the button Generate Request. This action will generate the requisition {FPMO4-24} for the items in the Enquiry Item Detail block.  On completion of this action the system will display the Requisition information (Document Type, Document Number and Line No) in the Enquiry Item Detail block.

This requisition waits for the Enquirer Issue Process.


Enquirer Issue Process

Start this program to issue enquirer items according to Enquirer Issue Rules.
There is only one Enquirer Issue Rule, namely Out of Stock Rule - program will not issue if there is not sufficient stock to issue.

To generate and print the Enquirer Issue Pack, use option {FPMOR4-12}.

Use the Summary Issue to collect the items from the store.
Use the Individual Issue voucher to pack the individual enquirer material, attach the address and Track and Trace labels to the packed enquirer package.

Send the packed enquirer package to the post office. 

Study Guide / Practice Exam item Issue Rules:
The following is a summary of the main rules of the study guide issues.
No study guides will be issued to the student, if the student is linked to a status with the action SG.
A item will not be issued to the student and will be ignored in the validations below if the item is Inactive in option {FPMM-23} block 1 and/or 2,.
The item will not be issued to the student and will be ignored in the validations below, if the item was set to item status Not Required on option {SDGUIS-1} Study Guide Information block.
Items with item status On Hold and/or To be Issued will be used in the validations below.
Items requested for Re-Issue, Re-issue requests in stock ignores the validations below.
Issue Type was answered N
The program will only use requested items, in the rest of the validation and issue process, that does not have a link to a records in option {SDGUIM-12} Regulate Issue Program.
Issue Type was answered S
The program will only use requested items, in the rest of the validation and issue process, that have a link to a records in option {SDGUIM-12} Regulate Issue Program.
In/Out of Stock and the CMO rules (CMO abbreviation for Critical, Mandatory or Optional Items)
If a requisition record item status is On Hold, the program treats the item the same as an out of stock item.
"Issue only Study Guide Type" answer was 1) Student
Select only records where Type of Record is equal to T (Student)
Apply only in stock and CMO level 1 rules. The rules are:
Per student all requisition of the student.
CMO level rule is using only records where Type of Record is equal to T
If one of the Critial Items, of this level, are out of stock then no issue will be generated for records in this level.
Else (All Critical Items have stock)
Issues will be generated for Critical, Mandatory and Optional items (CMO) item records in this level that have stock.
 
 
"Issue only Study Guide Type" answer was 2) Qualification
Select only records where Type of Record is equal to Q
The CMO level 1 rules does not influence this validation.
Apply only in stock and CMO level 2 rules. The rules are:
Per student and qualification all requisition of the student.
CMO level rule is using only records where Type of Record is equal to Q
If one of the Critial Items, of this level, are out of stock then no issue will be generated for qualification records in this level.
Else (All Critical Items have stock)
Issues will be generated for (CMO) item records in this level that have stock.

"Issue only Study Guide Type" answer was 3) Subject
Select only records where Type of Record is equal to S
The CMO level 1 and 2 rules does not influence this validation.
Apply only in stock and CMO level 3 rules. The rules are:
Per student subject all requisition of the student.
CMO level rule is using only records where Type of Record is equal to S
If one of the Critial Items, of this level, are out of stock then no issue will be generated for subject records in this level.
Else (All Critical Items have stock)
Issues will be generated for (CMO) item records in this level that have stock.

"Issue only Study Guide Type" answer was 4) Qualification and Subject
Select only records where Type of Record is equal to Q and S
The CMO level 1 rules does not influence this validation.
The following is done per Student Qualification and the qualification's Subjects
Apply in stock and CMO level 2 rules on qualification records
If all level 2 Critical Items have stock
Apply in stock and CMO level 3 rules on subject records of the qualification.
Else do not issue level 3 items

"Issue only Study Guide Type" answer was 5) Student and Qualification
Select only records where Type of Record is equal to T and Q
The following is done per Student and the student's Qualifications
Apply in stock and CMO level 1 rules on student records
If all level 1 Critical Items have stock
Apply in stock and CMO level 2 rules on qualification records of the student.
Else do not issue level 2 items
"Issue only Study Guide Type" answer was 6) All Three Types
Select records where Type of Record is equal to T, Q and S
The following is done per Student, the student's Qualifications and the student's qualification Subjects
Apply in stock and CMO level 1 rules on student records
If all level 1 Critical Items have stock
Apply in stock and CMO level 2 rules on qualification records of the student.
If all level 2 Critical Items have stock
Apply in stock and CMO level 3 rules on subject records of the qualification.
Else do not issue level 3 items
Else do not issue level 2 and 3 items

For the content of the Study Guide Issue Pack and/or Enquirer Issue Pack and printing see option {FPMOR4-12} manual.  This option does not start option {FPMOR4-12}  automatically.


On selection of the option, the system will prompt the user with a print menu and thereafter the following:
User Selection
Prompt Text
* an item between square brackets [ ] is the default answer 		Type
&
Length		 Comments
Is this a S(T)udent, (P)ractice Exam or (E)nquirer Issue A1 Valid value are T, P or E
If Enquirer:
Enquiry Number or ALL
The Store Code
Start Requisition Date  (DD-MON-YYYY)
End Requisition Date  (DD-MON-YYYY)
The Delivery Type or ALL
A9
A2
DD-MON-YYYY
DD-MON-YYYY
A1




Delivery Types are defined in the option {SCODE3-26} and are used when item records are created  via the Enquiry Sub-System. Delivery type indicates the method to be used to deliver  items to enquirers.   
If Student or Practice Exam:
The following questions will be asked 
               
Student Number or ALL A9      
Store Code A2      
Start Requisition Date  (DD-MON-YYYY) DD-MON-YYYY      
End Requisition Date  (DD-MON-YYYY) DD-MON-YYYY      
Issue Only Study Guides Types:
1) Student
2) Qualification
3) Subject
4) Qualification and Subject
5) Student and Qualification
6) All Three Types
Your Choice:     [6]		 A1 Refer the table below for the program prompts that follows this prompt depending on the  option selected.
Academic Year N4    
Qualification Code or ALL    [ALL] A6    
Qualification Block Code or ALL    [ALL] A2    
Qualification Offering Type or ALL  [ALL] A2    
Period of Study or ALL    [ALL] A2    
Subject Code or ALL   [ALL] A7    
Subject Block Code or ALL   [ALL] A2      
Subject Offering Type or ALL   [ALL] A2      
Contract Code or ALL   [ALL] A7      
Student Type or ALL   [ALL] A2      
Print Special Delivery Instructions? A1 Valid values are (Y)es and (N)o. If the answer (Y)es then the Note text will be printed at the bottom of the Issue Voucher.  If any of the Issue record values matches the note key fields. This will be printed unless the Note is cancelled.

Special Delivery Instructions

On any option where the Note Code ITSSTUDR with the referenced key fields is available a special delivery instructions may be enetred

Add  a special delivery Note using the Note Code ITSSTUDR  and Note Type ITSDIN.

Refer to operation manual on notes to link  notes to a option.

Referenced Key Fields
  • Student Number
  • Year
  • Block
  • Qualification
All notes entered for this note code and note type will print as part of the issue voucher.
Enter Issue Type (N)ormal/(S)pecial A1 Normal: Selects all items flag as Critical or Mandatory on the subject definition.
The program will EXCLUDE all requisition records that relate to the information in Regulation of Issue Program {SDGUIM-12}.

Special: Issue only items with matching combinations as defined for new Additional Items.
The program will INCLUDE only requisition records that relate to the information in Regulation of Issue Program {SDGUIM-12}.
 

Questions if Issue Only Study Guides Types is equal to 1 2 3 4 5 6
Academic Year x x x x x x
Qualification Code or ALL      x     x x x
Qualification Block Code or ALL x x     x x x
Qualification Offering Type or ALL x x     x x x
Period of Study or ALL      x      x x x
Subject Code or ALL           x x     x
Subject Block Code or ALL           x x     x
Subject Offering Type or ALL           x x     x
Contract Code or ALL x x x x x x
Student Type or ALL x x x x x x
Print Special Delivery Instructions? x x x x x x
Enter Issue Type (N)ormal/(S)pecial x x x x x x


Sort Order Per Comments
    From oldest to youngest Requisition and then Student Number.
   
For Practice Exam:
  1. Provider
  2. Store
  3. Oldest to youngest Requisition
  4. Student Number
 More than 1 provider cannot be handeled on the same issue.


System Select  
   

This program has two output files, namely
Issue Voucher Detail List
This is a list of the issue vouchers generated during the run.
It is a handy tool when you need to split a large run into manageable issue pack runs , option {FPMOR4-12}
Issue Voucher Error List

Example: Issue Voucher Detail List

fpmo4-25r1i1


Example: Issue Voucher Error List

fpmo4-25r2i1



Processing
Rules:  Student Address Selection
If the student does not have a contract on his/her qualification registration:
Then
The system will use the Primary Postal Address of the student
Else
The contract definition's field Distant Education Issue Postal Address is used as followed:
If the choice for the contract is:
Student
The system will use the Primary Postal Address of the student.
Contractee
The system will use the Primary Postal Address of the AR Debtor defined as the contractee.  
Contributing Employer
The system will use the Primary Postal Address of the AR Debtor defined as the contribute employer.  Contributing employers is an employer code and the employer code is linked to an AR debtor code.
Communication values as setup in {FSAC-10}::
  • O - Online Campus only
  • M - Request Material only
  • B - Both
  • N - None

The communication indicator will be used to exclude enrolment records where enrolment is defined as 'O' or 'N'.
  • N - None:  No material requests to be generate for the qualification enrolment and / or subject enrolment
  • M - Request Materials only:  Requests to be generated for material for the qualification enrolment and / or subject enrolment.
  • O - Online Campus only:  No Material requests to be generated for the enrolment.
  • B - Both:  Requests to be generated.

If the contract is linked to indicator 'B' or 'M', the items on {SDGUIM-1} marked as Mandatory / Critical will be generated.

See Also:

History Of Changes

Date System Version By Whom Job Description
16-Jan-2007 v01.0.0.2 Marchand Hildebrand t155561 New manual format.
01-Oct-2009 v01.0.0.2 Ernie van den Berg t160074 Review the manual.
09-Jul-2010 v02.0.0.0 Ernie van den Berg t160969 Add Int2 enhancements.
06-Sep-2010 v02.0.0.1 Marchand Hildebrand t169028 Some cosmetic changes
13-Jan-2011 v02.0.0.2 Magda van der Schyff t166105 Add provider functionality (for practice exam)
01-Feb-2011 v02.0.0.3 Marchand Hildebrand T172150 Proof Read System Owner
05-Sep-2011 v02.0.0.4 Magda van der Westhuizen t165835 Define Communication Indicator Rules in {FSAC-10}.