Operational Manual for Region Allocation According to a Student Address

This manual describes the process regarding the automatic allocation of the base level region to a student when his/her address is entered when a biographical record is created.

Process to follow to enable the use of this option:

Setup:

Setup System Operational Definitions on {SMNT-12}:

A3 for subsystem BI - Addres Type of Region
A4 for subsystem BI - Default value for Region Code
A5 for subsystem BI - Address Region Route

A level 0 region type (base level) must exist if regions must be linked to students automatically. The base level region type is the region type defined in {GCS-35},tab Region Types, where Level = 0.

Make sure the Region structure is defined in {GCS-35}
Define the route used in SOD A5 - Address Region Route in {GROU-1}.

Operational:

The linking of a region to a student's address will only apply to the address type equal to the SOD address type specified by the user on {SMNT-12} for code 'A3' and subsystem 'BI' - 'Address Type of Region'.
Every time a new student address is entered for this address type, the system will select a region code (of base level region type) from the structure as maintained in {GCS-35}, tab Region Types, for the student, according to the address entered. This only applies if a base level region type is defined.

If no region found, the default region as specified for SOD 'A4' and subsystem 'BI' - 'Default Value for Region Code' on {SMNT-12} will be linked to the student.

The region originally linked is always updateable. Whenever updated, a route will be created, informing a specific person at the institution that the region of the student changed and must be checked. The route that will be used must also be specified on {SMNT-12} for code 'A5' and subsystem 'BI' - 'Address Region Route' .

Rules followed when region is allocated automatically according to the student's address:

Notes:

Suburb refer to any address on address lines 4, 3 or 2, that will be compared against suburb field in block 3 of this option.
A street address should be on address line 1.
Uppercase, direct matching will be used for {GCS-35}, tab Region Allocation
Case sensitive, 'like' matching will be used for suburb description on {GCS-35}, tab Region Structure

When an address is entered for a student the program :

A. start searching for a suburb as entered on the address detail lines 4, 3, or 2 of the student in block 3 of this option. If a suburb is linked to only 1 region, this region will be used and no further search is done.

B. If a suburb does not exists on block 3, the system will start searching for a street as entered on the address detail lines 4, 3, 2 or 1 of the student in block 3 of this option.

1. If the street is linked to only 1 region, this region will be linked and no further search is done.

2. If a street does not exists on block 3, the system will again search for a suburb as entered on the address detail lines 4, 3, or 2 of the student.
Search for suburb description: the system will compare the data entered on the student address detail directly with the region description as defined on block 2 of this option.

a. If found, the region from block 2 will be linked and no further search is done.

b. If not found, the default region as defined on {SMNT-12} for code 'A4' and subsystem 'BI' - 'Default Value for Region Code' will be linked and no further search is done.

3. If the street is linked to more than 1 region, the system will also use the streetnumbers to get the correct region.

a. If street with streetnumber is found, this region will be linked and nofurther search is done.

b. If street with streetnumber is not found, the system will again search for a suburb as entered on the address detail lines 4, 3, or 2 of the student and the search for suburb description will be done.

C. If a single region suburb is not found, the system will start searching for a street, as entered on the address detail lines 3, 2 or 1 above the current suburb address line of the student, in block 3 of this option.

Suburb, street combination search:

1. If the suburb, street combination is linked to only 1 region, this region will be linked and no further search is done.

2. If the suburb, street combination does not exists on block 3, Check if the suburb is defined without any street on block 3.

a. If found, this region will be linked and no further search is done.

b. If not found and there are no other suburb lines on lines below suburb used now, the search for suburb description will be done.

c. If not found and there are other suburb lines on lines below suburb used now, the system will again search for a suburb as entered on the address detail lines under the current suburb address line (lines 3 or 4) of the student. The system will start doing the suburb, street combination search again.

3. If the suburb, street combination is linked to more than 1 region, the system will also use the streetnumbers to get the correct region.

a. If suburb, street with streetnumber is found, this region will be linked and no further search is done.

b. If suburb, street with streetnumber is not found, the system will again search for a suburb as entered on the address detail lines 4, 3, or 2 of the student and the search for suburb description will be done.

Street Allocation Examples:

Notes:

Suburb linked to 1 region	Use region linked to suburb on {GCS-35,tab Region Allocation}
No Suburb	Suburb not referenced in {GCS-35,tab Region Allocation}
Street linked to 1 region	Use region linked to suburb, street combination on {GCS-35,tab Region Allocation}
No Street	Suburb, street combination not referenced in {GCS-35,tab Region Allocation}
Suburb description	Use region linked to suburb on {GCS-35,tab Region Structure}
No Suburb description	Suburb not referenced in {GCS-35,tab Region Structure}
Default region	Use region as defined in SOD A4 - Default Value for Region Code
Street linked to >1 region	Suburb, street combination linked to more than 1 region in {GCS-35,tab Region Allocation}
Streetnumber	Use region linked to suburb, street, streetnumber combination on {GCS-35,tab Region Allocation}
No Streetnumber	Suburb, street, streetnumber combination not referenced in {GCS-35,tab Region Allocation}
Suburb linked to >1 region	Suburb linked to more than 1 region in {GCS-35,tab Region Allocation}
Suburb null street	Use region linked to suburb without street, streetnumbers on {GCS-35,tab Region Allocation}
Suburb no null street	Suburb linked without street, streetnumbers on {GCS-35,tab Region Allocation}
No nxt suburb	There are no other address/suburbs lines below the current suburb line of the student's address

Scenario	Student Address	Region Code	Reference according to allocation rules described above.
(Any) Suburb linked to 1 region	54 Any Street Any Suburb York Bay Any Region	146	A
No Suburb, street linked to 1 region	82 Work Road Not defined Suburb Not defined City Not defined Region	122	B1
No Suburb, no street, suburb description	167 Not defined Street Not defined Suburb Not defined City Gisbor	128	B2a
No Suburb, no street, no suburb description - default region	167 Not defined Street Not defined Suburb Not defined City Not defined Region	999	B2b
No Suburb, street linked to >1 region, streetnumber	143 Jones Road Not defined Suburb Not defined City Not defined Region	1768	B3a
No Suburb, street linked to >1 region, no streetnumber, suburb description	720(Nonumber) Wylie Road Not defined Suburb Not defined City Gisbor	128	B3b.2a
No Suburb, street linked to >1 region, no streetnumber, no suburb description - default region	720(nonum) Wylie Road Not defined Suburb Not defined City Not defined Region	999	B3b.2b
First Suburb linked to >1 region, street linked to 1 region	9 Ferry Road Christchurch Any not-single region City Any not-single region Region	160	C1
First Suburb linked to >1 region, no street, suburb null street			C2a
First Suburb linked to >1 region, no street, suburb no null street, no nxt suburb, suburb description	167 Not defined Street Christchurch Not defined City Not defined Region	160	C2b.B2a
First Suburb linked to >1 region, no street, suburb no null street, no nxt suburb, no suburb description - default	167 Not defined Street Hamilton-Kopu Not defined City Not defined Region	999	C2b.B2b
First Suburb linked to >1 region, street linked >1 region, streetnumber	831 Great North Road Auckland Any not-single region City Any not-single region Region	1767	C3a
First Suburb linked to >1 region, street linked >1 region, no streetnumber, suburb description	2193(nonum) Great North Road Auckland Any not-single region City Any not-single region Region	1764	C3b.B2a
First Suburb linked to >1 region, street linked >1 region, no streetnumber, no suburb description - default region	720(nonum) Wylie Road Himatangi Any not-single region City Any not-single region Region	999	C3b.B2b
First Suburb linked to >1 region, no street, suburb no null street, next suburb linked to >1 region, street linked to 1 region	377 Ferry Road Auckland Christchurch Any not-single region Region	160	C2c.1
First Suburb linked to >1 region, no street, suburb no null street, next suburb linked to >1 region, no street, suburb null street			C2c.2a
First Suburb linked to >1 region, no street, suburb no null street, next suburb linked to >1 region, no street, suburb no null street, no nxt suburb, suburb description	831 Great North Road Hamilton-Kopu Christchurch Not defined Region	160	C2c.2b.B2a
First Suburb linked to >1 region, no street, suburb no null street, next suburb linked to >1 region, no street, suburb no null street, no nxt suburb, no suburb description - default region	831 Great North Road Hamilton-Kopu Himatangi Not defined Region	999	C2c.2b.B2b
First Suburb linked to >1 region, no street, suburb no null street, next suburb linked to >1 region, street linked to >1 region, streetnumber	831 Great North Road Hamilton-Kopu Auckland Any not-single region Region	1767	C2c.3a
First Suburb linked to >1 region, no street, suburb no null street, next suburb linked to >1 region, street linked to >1 region, no streetnumber, suburb description	2193(nonum) Great North Road Hamilton-Kopu Auckland Any not-single region Region	1766	C2c.3b.B2a
First Suburb linked to >1 region, no street, suburb no null street, next suburb linked to >1 region, street linked to >1 region, no streetnumber, no suburb description - default region	720(nonum) Wylie Road Hamilton-Kopu Himatangi Any not-single region Region	999	C2c.3b.B2b