Auto Promotion Operational Manual

When the marks and results for a student become available, the student can Progress to the next study period, remain in the same study period, or graduate. The auto promotion process is used to create applications for students for a next registration period based on the results of the student.

Traditionally, Auto promotion was handled by {SSTUD4-9}, {SSTUD4-24} and {SSTUD4-25}.

Because of the differences in rules at different institutions, and variances within faculties and departments within an institution, a new configurable promotion engine, {SSTUDP-17} was developed using the basic functionality of {SSTUD4-24}. The basic functionality is set up as a combination of Processes, Stages and Rules that can be configured by the user. The outcomes of stages and rules within the promotion engine are written to logfiles. Because most users are familiar with the traditional {SSTUD4-24}, the working of the new configurable engine is explained using the configuration of this option.
The idea behind the configurable engine is to build a library of processes, stages and rules that will cater for the needs of all institutions.

There are 3 processes defined for Auto Promotion:

Auto Promotion (System 'i' Process 'PROG') making use of options {SSTUDP-14} to {SSTUDP-18}. This is the main process to identfy students, validate if they should be promoted and create applications using Auto Progression rules.

Progression Validation (System 'i' Process 'PRGV') making use of {SSTUDP-10} to {SSTUDP-13}. This sub process is dedicated to the validation of students to be promoted and can be run separate, or as part of the Auto Promotion process by including rule Rule Z604 as part of the Auto Promotion process using Progression Validation Rules.
Annual Result Calculation (System 'i' Process 'ARC') making use of {SSTUDY4-30}, {SSTUDY4-31} and {SSTUDP-9}. This sub process is dedicated to the calculation of the Annual result, and can be run before Auto Promotion, or as part of the Auto promotion process by including rule Z399 as part of the Auto Promotion process using Annual Result Calculation rules

Note: The terms Promotion and Progression are used interchangeably on screens and documents.

Set up (PROG) Auto Promotion process {SSTUDP-14}

The Auto Promotion Process (System 'i' Process 'PROG') typically consists of the following stages to coincide with the functionality available as standard in {SSTUD4-24}. The stages within the Auto Promotion Process are defined in {SSTUDP-14} and may differ from the setup below depending on specific user requirements. Only Active stages will be processed and the Final stage indicator is not used. If Terminate is set to Yes, the stage will fail if any rule linked to the stage fails and the process will terminate (Subsequent stages will not kick off) for the student being processed.

Pre-Progression (PPRO) refers to the selection process for students to consider for promotion and is used to identify the students to be processed. As Terminate is set to Yes, the Progression Validation and Progression Path stages will be skipped if the student does not pass all Pre-progression rules.
Annual Result Calculation (ARC) to calculate the Annual Results upon which Promotion will be based. This is a new stage and not standard {SSTUD4-24} functionality. In this example this stage is not active and will not be processed. The function and set-ups for this stage is described in the Annual Result Calculation Process.
Progression Validation (PVAL) refers to the rules that are used to determine if a student can progress to a next study period. Because of the complexity involved in this stage, an additional process was created within the Progression Validation stage.

Progression Validation Process (System 'i' and process 'PRGV') defines the steps required to determine if a Student may progress. The Set up for this process is described in the Progression Validation Process.

Progression Path (POUT) refers to rules that should be applied as determined by the Progression validation outcomes, i.e. what happens after validation;

create an application,
remove existing application when student can progress after writing supplementary exam,
create Planned subjects.

Link the Auto Progression Stage Rules in {SSTUDP-16}.

Validation rules must be linked to the stage where it is applied using {SSTUDP-16}. The example below is explained using the configuration to obtain the same output as {SSTUD4-24}. Standard rules and detailed information on each standard rule available for linking are listed in Promotion Rules. The configuration can be changed according to the requirements of an institution, faculty or department. Each rule can have an outcome of Successful (Y) , Not successful (N), Not applicable (A) or Data Problem (D).

Stage (PPRO) Pre-Progression is used to identify the students to be processed. If either rule Z490 or Z491 is set to 'N', no further processing will be done for this student, i.e. Progression Validation (PVAL) and Progression Path (POUT) steps will be skipped if Terminate is set to Yes on {SSTUDP-14}.
Rule Z490	A qualification cannot be considered for progression when the result indicate that the student is a non-returner to the school/institution. If the Student result is indicated as a non-returner, the rule result will be Not successful (N) indicating that the student should not be considered for promotion
Rule Z491	The Annual result of the student leads to Fail. If the Student result leads to a fail, the rule result will be Not successful (N) indicating that the student should not be considered for promotion
Stage (PVAL) Progression Validation refers to the rules that are used to determine if a student can progress to a next study period. Because of the complexity involved in this stage, an additional process was created within the Progression Validation stage (System 'i' and process 'PRGV') . Progression Validation Process defines the steps required to determine if a Student may progress
Rule Z604	Start the package to evaluate the student for progression by using all the active validation rules linked to Progression Validation Process
Stage (POUT) Progression Path / outcome refers to rules that should be applied as determined by the Progression validation outcomes, i.e how should the application be processed. how should the application be processed.
Rule Z602	Determine the Qualification and Study period using the annual result from {SCODE-23} If the Application Qualification Indicator is D – Different, get the new qualification from the pre-requisites {SACADO-6} S – Same or NULL, Set the new qualification equal to the current qualification If the Application Study Period Indicator is S – Same or (NULL and Pass/Fail is set to F – Fail), the study period remains the same SN – Next or (NULL and Pass/Fail is set to P – Pass), use the next study period
Rule Z603	Create application Create (qualification) application for the new (Z602) qualification and (Z602) study period for the next application choice. Create planned subjects
Rule Z605	Cancel extra application where Qualification, offering type and block code is the same as application created Application choice is less than the choice of application created Study period is NOT study period of application created
Rule Z606	Set Application Status If the student had a failed result, use Event P3 to determine the admit status If the student had a pass result If the quota should not be checked use Event P2 to determine the admit status If quota checked and there is no quota available, use Event P2 to determine the admit status If quota checked and there is quota available use Event P1 to determine the admit status

Set up Auto Progression Stage Rules in {SSTUDP-15}

Standard rules are provided on the system and can be identified by rule codes that start with Z***. Available rules and setups required are listed in Promotion Rules
- Z490 CHK_NO_RETURN_RES Determine if a student is a non-returner to the school/institution
- Z491 RESULT_PASS_FAIL Determine if the Annual result of a student leads to Pass/Fail
- Z600 SET_NP_RESULT (not used in {SSTUD4-24}) Check if the student failed one of the progression validation rules
- Z602 RESULT_PROG_PATH Determine if promotion to Same/Different Qualification and Same/Next Study period
- Z603 CREATE_APPLICATION Create application using Qualification and Study period
- Z604 PROG_VALIDATIONS Invoke process for Progression validations
- Z605 CANCEL_EXTRA_IER Cancel redundant application
- Z606 SET_APL_STATUS Determine application status
Institutions can request Local software Database Procedures that will be created by Adaptit for institution specific rules.

Set up (PRGV) Progression Validation Process:

The Progression Validation Process (System 'i' and process 'PRGV') is set up within Auto Promotion Process (System 'i' Process 'PROG') as part of the Progression Validation (PVAL) stage and refers to the rules that are used to determine if a student can progress to a next study period.
Because of the complexity involved, it was implemented as a separate process. The Set up for this process is described below, with a more detailed description in the Progression Validation Process.
The Progression Validation Process is only executed when rule Z604 is linked in the Auto Promotion Process (PROG).
The example below is explained using the configuration to have the same functionality as {SSTUD4-24}.

Link Progression Validation Rules in {SSTUDP-11}

Progression Validation rules are linked to Progression Validation Process (System 'i' and process 'PRGV') using {SSTUDP-11}. Standard rules that are available for linking are listed in Progression Rules.
The configuration can be changed according to the requirements of an institution, faculty or department. Progression validation rules are set up similar to the Auto Promotion Process, using the Progression Validation process, and is also explained using the current {SSTUD4-24} functionality.

{SSTUDP-12} can be used to verify that the Progression Validation is set up correctly before setting up the Auto Promotion process.
{SSTUDP-13} should be used to get detail on the failed Progression Validation Rules.

Stage (PRGV). Only the hardcoded Stage Code PRGV is available for the PRGV process. The Progression Validation Process is only executed when rule Z604 is linked in the Auto Promotion Process (PROG). If either rule Z500 or Z501 is set to 'N' or 'D', and Terminate for stage Progression Validation (PVAL) is set to Yes, no further processing will be done for this student, i.e. the Progression Path (POUT) stage will be skipped.
Rule Z500	Does the student have enough passed registration credits for the Offering type, study period combination? This function checks if a student has at least the minimum credits for the offering type, study period combination obtained from registered subjects as specified on {SACADO-5} Minimum Registration Credits
Rule Z501	Does student have enough passed subject? The function checks if the student passed the minimum number of subject needed.as defined in {SSTUDD-2} Number of Subjects to Pass

Set up Progression Validation Rules in {SSTUDP-10}

Standard rules are provided on the system and can be identified by rule codes that start with Z***. Available rules and setups required are listed in in Progression Rules.
- Z500 CHECK_SP_CREDITS Does the student have enough passed registration credits for the Offering type, study period combination?
- Z501 CHECK_NUM_SUBJECTS_SP Does student have enough passed subjects?
Institutions can request Local software Database Procedures that will be created by Adaptit for institution specific rules.

Set up (ARC) Annual Result Calculation {SSTUD4-30}

The Annual Result Calculation makes use of rules that are set up in {SSTUD4-30}. Refer to Annual Result Calculation Rules for additional information.
The outcome of the process for students can be viewed in {SSTUDP-9}.

Auto Progression of Students {SSTUDP-17}

This process can start when the results of the students are available.
Execute all active Promotion Rules that are linked to active stages on {SSTUDP-16}.
The Progression Validation Process is only executed when rule Z604 is linked to the Auto Promotion Process (PROG). Execute all active Progression Rules that are linked to {SSTUDP-11}.
The process will terminate when a rule linked to a stage marked as terminate fails.
Trial mode
- Rule Results will be captured.
- Rule Result detail will be captured.
- Application will not be created, and database changes will not be saved.
A user can re-run the process. When the process is re-run:
- Detail information for all rules are cleared
- All rules will be checked again.
- Make sure applications already created statuses are reset.
- Duplicate applications (for the same Qualification and Study period) will not be created.
  Example:
  When applications were created for students with failed results and the students passed the supplementary exam, re-run the auto-progression to create applications based on the passed result. Make sure the rule Z605 – CANCEL_EXTRA_IER is linked to the last Stage Code.
The outcome of the process for the students can be viewed in {SSTUDP-18}.

In the example below, PVAL – Progression validations failed, but the process continued because the stage was not marked to terminate.

In the example below,

Z604,SQL Progression validation rule(s) failed:
The SQL error detail description is just an indication that some of the Progression Validation rules linked on {SSTUDP-11} failed and it is not a programming error.
User action: Use {SSTUDP-13} to determine which of the validation rules failed.
Z603,SQL System error occurred:
There are certain information components that need to be set in order for a rule to be evaluated. These values are different for each rule, and is best checked on Progression Rules.
First carefully check the academic structure setup. If nothing missing found, note the setup checked and the complete message and report the issue. Do not change anything on the academic structure before a technical person had a look.

History Of Changes

Date	System Version	By Whom	Job	Description
07-Jul-2020	v04.1.0.0	Rofhiwa Nemauluma	T243997	New Manual
21-Jun-2022	v04.1.0.1	Esther Nel	T255431	Review Manual