Operational Manual: iEnabler Academic Application

1. PROSPECTIVE STUDENT OPTIONS / INTERESTED IN STUDYING HERE:

1.1 The prospective student may build up an enquiry by working through the cascading menus or create an Application Record directly.

Interesting in studying here:

To go back to Home page click Back button on the bottom left. To go back one page use the Back Button on the menu bar on top. To enquire on a different year click on the Back button on the bottom left and select a new Year.

On click of search button on the above screen, the program will return qualification/s for the year where the fields 'Active' and 'Allow iEnabler' is set to 'Yes' or NULL in "Qualification Blocks {SACADO-4}"

Click on search again

Mode of Study: This qualification is offered e.g. full-time, part time.
Academic Period: This is offered e.g. Year qualification or Semester qualification
Period of Study: The level of study for the qualification

Click on 'Proceed with Application Personal Information':

Academic Year of Your application.

Title: If an applicant clicks on "Select" a list of titles as created on {GCS-9} will be displayed and the applicant may select the required value.
Initials
Surname
First Names
Identity Number (N13)
Birth Date (DD-MON-YYYY)
Gender (Male / Female)
Preferred Language (English / Alternate)
Ethnic Group: If an applicant clicks on "Select" a list of Groups as created on {GCS-7} will be displayed and the applicant may select the required value.
Matric Type: If an applicant clicks on "Select" a list of Matric Types, as defined by ITS on {SCODE3-1b3}, will be displayed and the applicant may select the required value.
Matric Date (YYYYMM).
Currency: If an applicant clicks on "Select" a list of Currencies, as created on {FCSO-21} will be displayed and the applicant may select the required value.
Postal Address: This is the postal address of the applicant and will be displayed on {SREGB-1} as the Primary Postal Address.
Postal Code: Postal Code of the address.
Email Address: This is important to allow for Customer Support, which can be generated on the Welcome Page.

When the applicant save the information it will be displayed on {SREGB-1}. The student will be supplied with a reference number and required to create a PIN before proceeding. Information displayed is dependent on the set up on {STWEBM-5}
At this point the applicant will automatically be logged into the Student iEnabler, the Academic Application Business Function {S00000-1} will be open and the applicant can proceed to complete the Business Function Processes.

2. ACADEMIC APPLICATION

The student will be able to process his / her Academic Applications in the option.

The event code 'WS' is used to specify the minimum amount of school leaving subjects required for application.

The system will automatically link a status code that is linked to Action 'AA' to the applicant after his / her biographical information is entered via the Student iEnabler system. The applicant will be forced to make a % or minimum payment as defined on {FSAC-1} for this action. Once the payment is successful, the status will automatically be lifted and the applicant may proceed.

Please note: The enhancement was made to give the institution the functionality to display planned subjects during the subject registration process of the Student iEnabler. If all the validations are set up for the use of planned subjects keep the following in mind:

If on {SACADO-4} Tab "Block" the "Active" is set to "Yes" or NULL and the field "Allow iEnabler" is set to "Yes" or NULL then it will allow application and the display of the Year/Qual/BC/OT combination.
If the above "Active" is set to "Yes" or NULL and this field "Allow iEnabler" is set to "No" then it will NOT allow application and the display of the Year/Qual/BC/OT combination.
If the above "Active" is set to "No" then it will NOT allow application and the display of the Year/Qual/BC/OT combination.

If an applicant applies and accept the application for his choice of qualification (IERAAD) the records can be queried on {SNAPPA-3}.
The back office at the institutions should indicate on {SNAPPA-3} with the admission status, if this choice has been approved by the application office at the institution.
If planned subjects are to be displayed during the subject registration process of the Student iEnabler, the back office should also indicate with an admission status if the applicant is admitted for the planned subjects on {SNAPPA-3}.

Settings:

WD	Planned Subject Generation To enable the student to register on the Student iEnabler for the planned subjects as defined on {SNAPPA-3}, the validation must be set to 'Y'.
WY	Distance Education 'WY' is used when registration is done for an Offering Type linked to the Subsidiary Type = 'B' on {GCS-5}.
GA	Generate all Subjects / Modules for Year - Subsystem Qualification Registration If this validation is switched on, the registration program will generate all the active subjects in the curriculum of the qualification in {SACADO-17}. If a subject is linked to more than one block, the first block found will be used. The student may select the block and offering type. The latter can only be selected if the validation 'W3' is 'Y'es, otherwise all displayed subjects will be chose by the qualifications offering type.
NOTE: Validations GB and GC may be switched on together to allow the user to generate only active, compulsory subjects for the same block, study period and offering type. Neither of these two validations may, however, be switched on if validation GA is switched on.
GB	Generate Subjects / Modules for the same Block - Subsystem Qualification Registration If this validation is switched on, the registration program will generate all the active subjects in the curriculum of the qualification in {SACADO-17} for the same block. The student may select the block and offering type. The latter can only be selected if the validation 'W3' is 'Y'es.
GC	Generate Compulsory Subjects / Modules - Subsystem Qualification Registration If this validation is switched on, the registration program will generate all the active, compulsory subjects in the curriculum of the qualification in {SACADO-17}. The student may select the block and offering type. The latter can only be selected if the validation 'W3' is 'Y'es. Also remember your 'V' Cycle on {SMNT-1}.
W3	The student may select the offering type of the subject if the validation 'W3' = 'Y' and various offering types are valid on the curriculum for validation 'GA', 'GB', 'GC' or 'WD'. If 'W3' = 'N' only subjects will display where the subjects offering type equal the qualifications offering type.

Application processes on the Student iEnabler:

Academic Year	All years where the system cycle is open will be displayed in this field. Find a Program Containing a list of all valid Qualifications for the selected Academic year will be displayed as defined in {SACADO-1}.
Mode of Study	This refers to Offering Type as defined in {GCS-5}. If there is only one Offering Type linked to the selected year and qualification it will default into the list box. Else a list with all the valid offering types will be displayed. The valid combination is defined in {SACADO-2}.
Academic Period	This refers to Block Code as defined in {SCODE2-1}. If there is only one Block Code linked to the selected year, qualification and offering type it will default into the list box. Else a list with all the valid Block Codes will be displayed. The valid combination is defined in {SACADO-4}.
Period of Study	This refers to Study Period as defined in {SCODE-30} If there is only one Study Period linked to the selected year, qualification and offering type it will default into the list box. Else a list with all the valid Study Periods will be displayed. The valid combination is defined in {SACADO-5}.
Academic Preference	The applicant's qualification choice must be a numeric value.

2.1 View Completed Applications: The student can view his / her existing academic applications via the Student iEnabler system. If the WRS Score was calculated {SNAPP2-1}, the calculated value will be displayed.

2.2 Process Status

2.3 Application Rules

Before the Application process take place it is necessary for the users to familiarize themselves with the Business Processes as discussed in the Business Processes iEnabler Web manual.

RULES PERTAINING TO:

Subject Selection / Generation / Subject Group Combinations / Main - Module Subjects / Attendance Type / Source of Funding / Inactive Blocks /
Optional Items / Pre-requisites / Credits to use and Fee Structure etc.

Subject Selection:

The user must decide if applicants must be able to choose subjects during the application process.

To allow subject choices, set validation WD or WY to Yes.

WD controls the display of subjects for students that will be studying in contact tuition mode.
WY controls the display of subjects for students that will be studying in distance education mode.
Only offering types with subsidy types equal to 'B' is considered to be distance education mode offering types.

Subject Generation:

Ensure that compulsory subjects are marked in the curriculum.

If one of many offering type records for a subject is marked as compulsory, the subject is deemed to be compulsory.
Determine if the applicant must choose all compulsory subjects.

Set the process event code (PEC) 'RC' to 'Y' in {STWEBM-7} to pre-select all compulsory subjects.

Set the PEC 'RC' to 'N' to allow the applicant to choose compulsory subjects.
Compulsory subjects will be grouped together where the subject study period equal the qualification study period, an only these compulsory subjects will be pre-selected, depending on the settings of the 'RC' Process Event Code. This rule will be when the setting for iEnabler Allowed Subject Study Periods is 'A'-All Study Periods'. {SACADO-1}.

Main / Module Subjects:

Define Main / Module subjects in {SACADO-17}.
Set the maximum and minimum modules in {SACADO-17}.
Currently modules cannot be chosen independently from the Main subject via the iEnabler. Should an applicant want to apply for a module separate from the Main subject, it is seen as an exception and must be administered via the back office programs.
Passed mother subjects with failed modules:

If a student passed the mother subject and failed any of the modules, the student must register for the modules via the back office program.
If the contracts maximum enrollments settings {FSAC-10b3) - Contract Qualification Subject Definition} are not going to comply with the rules as set on the modules, the mother subject will not display for subject selection.

Attendance Type for Subjects in the iEnabler:

For modules the attendance type is derived as follows:

Use the attendance type on the module definition in {SACADO-17}.
If not found, use the attendance type on the offering type as set up in {GCS-5}.
If not found use the default attendance type that is entered for the process event code 'R0'.
If not found, default to 'N'.

For all other subjects the attendance type is derived as follows:

Use the attendance type on the offering type as set up in {GCS-5}.
If not found use the default attendance type that is entered for the process event code 'R0'.
If not found, default to 'N'.

Please take note that a record for the default 'attendance type' must exists in {SCODE2-2b3}. If a record does not exists the student will receive the following message:

This is not a fatal message and the student can continue with his application, but no subjects will display for selection and only a qualification record will be created in {SNAPPA-3} without any subjects.

Subject Source of Funding (SOF):

When a contract is used the source of funding for the student for SDR1 reporting is determined from the source of funding linked to the contract.
In some cases the subject is funded from a different source of funding. The alternative source of funding is set up in {SACAD-16}.

The user must define the alternate source of funding.

Only one combination of year, subject code block code and contract code should be marked as the alternate source of funding to be used in the iEnabler.
The program will default the value to the student's record and the student will not be able to make a choice.

Optional Items:

Optional items are defined in {SDGUIM-1} where the 'Indicator' field is set to 'Optional'.
The quantity field is an indication of the number of units that will be requested should the student eventually register.
If items are not free the cost of the items will appear in the pro forma of cost.
Optional Items only will display on the 'Optional Items Available' page for the students selection.
Mandatory Items will display together with Optional Items on the 'Proforma of Cost' page only.

Postal Charges:

The system automatically includes postal charges for items that will be issued.
The user must:

Indicate the weight of an item in {FPMM-23}.
Define Postal Zone and weight charges in {GCS2-16}.
Link Postal Zones to Country codes in {GCS2-17}.

Add the country code to the dynamic biographic table or add the country code to the student via the back office program(s).
Note: If any data element that is needed to generate the postal charges is not available, the applicant will still be able to choose the items and request a pro forma of costs.

These data elements include :

The country code not on the student's biographical record
The country code not linked to a postal zone.
The postal zone does not cater for the total item weights.
The pro forma will not include the postal charges. The applicant will further be able to complete the application.

Inactive Blocks

iEnabler Application validate against the inactive block settings in {SACADO-17}.

Pre-requisites:

If one of the compulsory subjects does not apply to pre-requisites, the application of the student will be stopped. (This is only when the Process Event Code 'RC' on {STWEBM-7} equal 'Y').
Planned subject selection: Same validation as for possible subjects.

Credits to use:

Set the process event code 'CD' in {STWEBM-7}.
Possible values are:

'S' - the credit value of a subject in a curriculum and is entered in {SACADO-17}. (Depending on the curriculum the credit value of a subject can differ).
'I' - a credit that is internally determined and allocated to a subject. Only one internal credit value can be allocated to a subject.
'N' - This is a national credit value that is normally determined by a national external body. Only one national credit value can be allocated to a subject.

Only passed and exempted subjects credits will be taken into consideration.
Exempted subject indicators must be set to in / exclude exemptions in Credit Calculations {SCODE-28) - Maintain Exemption Types.

Fee Structure:

A fee structure must be in place for the year of registration to enable an student to generate a pro forma of cost.
The student specifically request a pro forma and not a quote, as the fee structure might not be finalized for the year of application.

Example of the three different subject selection combinations:

Possible Subjects (Compulsory):

Subjects for Current Study Period only. (Depend of the setting of iEnabler allowed Subject Study Periods {SACADO-1}.
Subjects passed previously / exempted or have already been registered for will be ignored.
If a student is not able to apply for ANY of the compulsory subjects due to e.g. pre-requisite not passed - application is halted when 'RC' {STWEBM-7} is set to Y.
If one of many offering type records for a subject is marked as compulsory, the subject is deemed to be compulsory.

Groups:

On {SACAD-11} subject grouped definition is sensitive to failed pre-requisites, co-requisites and substitutes included in the group definition.
The definition of qualification group's link {SACAD-11} TAB Qualification / Subject Group Link} is sensitive to the setup of the curriculum.
If planned subject generation is used, the check is only on pre-requisites, co-requisites and substitutes of admitted subjects).
If a subject linked to a group is compulsory, the subject will display under 'Possible Subjects'.
The user must indicate the sequence in which the groups must be displayed. (If more than one group is set up).
Rules can be defined in terms of minimum and maximum subjects that must / can be taken from any group.
It is not a requirement to set any rules.

Other Subjects Available for Selection:

Set the 'Other Subjects' rules in {SACADO-1} on the Qualification Information tab in the 'iEnabler Allowed Subject Study Periods' fields. The possible values are:

S - Only subjects from the study period of the student's choice will display as well as failed subjects from previous study periods.
P - Subjects from the student's study period choice and all previous study periods not yet passed and that conform to pre-requisites.
A - Display subjects from all study periods not yet passed and that conform to pre-requisites.

The subjects will be generated according to the rules set up. The student must select the subjects for which he / she wishes to apply. The applicant will tick the subjects to apply for and click on 'Save and Continue' and then select the:

Modules from the Main Subject and Module page.
Mode of Study followed by the
Period of Study. (Depending of the set-up of 'W3' indicator), and then the selection of
Optional Items.
Display of the Application Details page.
Display of the Application Cost Detail page / Print Application Detail.
Print Cost Detail / Restart the Process or Accept Application.

Contracts
{FSAC-10)

Application Contract Choice:

If contracts will be made available for application this must be clearly communicated to enable the students to choose an appropriate contract.
An institution does not have to use contracts.
If contracts are compulsory for the institution, the student can choose a contract for which he / she wants to apply for.

Setting to indicate if a contract is compulsory (Y / N) is done in {FCSM-1b2} for SOD code 'SN' and subsystem 'SD'. (If contracts are not compulsory the message 'Not Mandatory' will display in the Contract field).
Set contracts available for application in the iEnabler - {FSAC-10}.
If Contracts are compulsory and available and none are selected the student will not be able to apply.
If there is only one Contract / Contractee and Contributing Employer available, the fields will be defaulted and the student will not be confronted with this page.

Qualifications Restricted:

If the contract is restricted on {FSAC-10} the contract will not be available for application.

Contract / Qualification / Max applied

This is not a mandatory field. Sometimes there may be a restriction in the contract regarding the maximum number of students that may apply for a specific qualification under a specific contract.
When the Maximum applied is reached the contract will not be available for application anymore.

Contract / Qualification / Subject Restricted

This is not a mandatory field. The maximum number of students that may apply for this subject under this contract and qualification can be specified.
When the Maximum applied for is reached the subject will not be available for application anymore.
When subjects are linked as 'Subject Restricted' for a qualification only these subjects will be available for application..
If subjects are linked to groups / modules and not linked on {FSAC-10} the subjects will not be available for application.

Contract Monetary Value

This is the maximum amount for which students can apply for under this contract. Not mandatory. Applications may span over different years and blocks. When this maximum is reached, the user will not be able to process any more quotations or applications against this contract.

Number of Heads

Not mandatory. This is the maximum number of students that can apply under this contract. Applications may span over different years and blocks. When this maximum is reached, an error message will be displayed and no more quotations or applications can be processed under this contract

Number of Heads Minimum

The minimum expected student applications / enrollments under this contract. Not mandatory.

Number of Heads Threshold

This is a % that can be specified. An early warning report will calculate if this % of the maximum number of heads has been reached.

Number of Qualification Applications Maximum

Not mandatory. This is the maximum number of qualifications that can be linked to this contract. Applications may span over different years and blocks. When this maximum is reached no more quotations or applications can be processed under this contract.

Number of Subjects Application Maximum

Not mandatory. This is the maximum dollar amount for which students can enroll under this contract. Applications may span over different years and blocks. When this maximum is reached, no more quotations or applications can be processed under this contract.

Take Note: Data for the complete application process is stored in temporary tables until all data elements are entered:

Only after the student has made all the choices and 'Accepted' the Application, does the system create the data in the ORACLE tables Qualification (IERAAD) {SNAPPA-3}, Subjects (IPKPSB) {SNAPPA-11}.
The start and end dates for the qualification and planned subjects will default from the start and end dates of the academic block {GOPS-1} that the student applies for. These dates can be changed by the user on {SNAPPA-3} as long as the application is not admitted or copied to a registration record.
The implication is that once the student has 'Accepted' the Application no changes can be made i.e. subjects cannot be added.

2.4 Consistent use of button descriptions on all pages to make the Application more intuitive. Functionality of the buttons:

Button	Action
Save and Continue	Save the data chosen on the current page and continue to the next page.
Save	Continue later: Save the data chosen from all pages and return to the initial page.
Restart Process	Delete data chosen from all pages and return to the first page of the current process.

2.5 Breadcrumbs: Each page carries the breadcrumbs of pages visited during the application process.

If data is changed on an earlier page the data that follows on that page will be deleted and the student will need to make the choices again.

This is only applicable where the change affects data choices 'downstream'.
If the application choice is changed it does not have an effect on data in following pages but changing the qualification study period will have an effect.
The applicant / student are warned that the change in data will force him / her to re-select the data.

ITS have chosen to refer to the bread crumbs as 'Process Trail'.

Example of the bread crumbs (Process Trail):

3.    TEST CASES OF THE APPLICATION PROCESS

3.1    TEST CASE 1

3.2    STEP 1: Selection of Qualification

Select the Academic Year and
Search for a Qualification
Textual Data from {SACADT-6}.
On click of search button, the program will return qualification/s for the year where the fields 'Active' and 'Allow iEnabler' is set to 'Yes' or is blank in "Qualification Blocks {SACADO-4}"

Click on the qualification to apply for.

3.3 STEP 2: Qualification Study Choice

Select the Tuition Type. If only one value is available for all the under mentioned fields this value will default in the list.

Select when would you like to study for the qualification (block):

Select the period you are intending to study:

Select the Academic Preference:

'View calendar information': (Data will display as set up in {SACADT-6}.)

Click on 'Close This Window' to move back to the 'Qualification Study Choice' page.
Save and Continue.
If validation control 'WD' {SMNT-1} is not set up as 'Y', the user will receive the following message:

This is not a fatal warning; the student will be able to continue with his application after he clicks on 'OK'.

NOTE: There will be no subject, offering type, block or module pages available. The application will be for the qualification, contract and items only. (Set 'WD' and 'WY' back to 'Y').

3.4 STEP 3: Application Contract Choices

If contracts will be made available to applicants this must be clearly communicated to stake holders to enable these applicants to choose an appropriate contract.
An institution does not have to use contracts.
If contracts are compulsory for the institution, the student can choose a contract for which he wants to apply.

Settings if contract is compulsory or not is done in {FCSM-1b2} for SOD code 'SN' and subsystem 'SD'. (If contracts are not compulsory the message 'Not Mandatory' will display in the Contract field).

Set contracts available for Application in the iEnabler - {FSAC-10b1}.

If Contracts are compulsory and none is selected the student will not be able to Apply.

If there is only one Contract / Contractee and Contributing Employer available, the fields will be defaulted and the student will not be confronted with this page.

The program validate against {FSAC-10}:

Contract available for Application.
If the settings for Contracts is to be mandatory {FCSM-1b2} for SOD code 'SN' and subsystem 'SD', and there are no contracts available in {FSAC-10b1) the student will receive the following message:

The student will not be allowed to continue with the application process.

'Contractee Purchase Order' and 'Employer Purchase Order'. Depending of the decision by the Finance Department of an institution, the Purchase Order can be mandatory. In this case the student must provide a Purchase Order number. This is not a number from back office but from the outside Contractee / Employer.

Qualifications Restricted:

If the contract is restricted on {FSAC-10} the contract will not be available for registration.

Contract / Qualification / Max enrolled

Set the maximum enrolled to 1 for contract 'Gloria iEnabler Registration 2009' and qualification NDCOM {FSAC-10b2}.
Apply student 200800064. The contract must be available from the list.
Apply another student 101000175. The contract must not be available from the list:

Contract / Qualification / Subject Restricted {FSAC-10}.

Link subjects MAT141T, 100INTS, CSC110T and MAN101T to Contract 'Gloria iEnabler Registration 2009', qualification NDCOM. ({FSAC-10} Contract Qualification Subject.)
Only these four subjects must be available for application.

Please take note: GROUPS: All the subjects linked to a group must be linked to the qualification 'Contract Qualification Subject Definition' {FSAC-10}, if one of the subjects linked to a group are not linked to {FSAC-10} the contract will not be available for selection.

'Save and Continue'.

3.5 STEP 4: Subject Selection

Compulsory subjects are pre-selected according to the Process Event Code 'RC' as set up in {STWEBM-7}.

Remember that if a compulsory subject is linked to a group the subject will display under 'Possible Subjects'. It is therefore advised that compulsory subjects not be linked to groups.

Make a subject selection choice for Group, if no selection for subject Group has been made according to the rules, and the student 'Save and Continue' he will receive the following message:

Click on OK, the program will move back to the 'Subject Selection Page', select the subjects according to the rules.

Select 'Other' subjects and 'Save and 'Continue'.

3.6 STEP 5: Mode of Study Selection

A student will not be confronted with this page for the following reasons:

When the setting of 'W3' = 'N' {SMNT-1}.
When only one system cycle is open.
When only one offering type is linked to all the subjects.

If a subject is linked to only one offering type ({SACADO-11} - Block}, the subject will default and will not be available for selection.
Select the Mode of Study and 'Save and Continue'.

3.7 STEP 6: Academic Period Selection (Block):

If a subject is linked to only one Academic Period (Block - {SACADO-12}) the subject will default and will not be available for selection.
Only valid 'V' system cycles will display for selection.
'Save and Continue'.

3.8 STEP 7: Module Selection page:

Main / Module subjects must be defined in {SACADO-17}.
Set the rules for maximum and minimum modules to be selected in {SACADO-17}.
Modules cannot be chosen independently from the Main subject via the iEnabler. It must be administered via the back office programs.
If a subject is chosen that is defined as a Main subject in {SACADO-17}, the student will be confronted with the module page.
An institution does not need to use the Main / Module structure.
Compulsory Modules will be pre-selected. (Process Event Code 'RC' = 'Y') {STWEBM-7}.
Select the Modules for Application, if not ticked the message 'No Data Available Yet' display in the Academic Period field.
If there is more than one Academic Period available the message 'Please Select from the List' will display in the field.

If only one Academic Period is available, the period is pre-selected.
When the selection of Modules are not according to the rules {SACADO-17}, the student will receive the following message:

Click on OK, change the selection of Modules according to the rules.
If no Academic Period for a subject has been selected, the student will receive the following message:

Click on OK, select the Academic Period and 'Save and Continue'.

3.9 STEP 8: Optional Item Selection Page:

Only active Optional Items as defined in {SDGUIM-1} will display on this page.
If no Optional Items are available the student will not be confronted with this page.
When the student select an item:

The quantity field is updated with a number; this is an indication of the number of units that will be requested should the student apply. This field is update able and the student can change the number.
If items are not free, the cost thereof will display in the pro forma of cost.
The page display multiple rows as set up in {SDGUIM-1}:

Qualification (IND = Q)
Student (IND = T)
Subjects (IND = S)

3.10 STEP 9: Application Detail Page:

Above is a summary of the Application detail as selected by the student.
Academic credits:

It displays:

This Application:

Create a total credits field that gets updated as a student selects subjects - keep a running total.

This Academic Year:

Keep a running total of the applications of a student during the year, for instance if the student apply in the first semester only the credits for the first semester will display, if the student apply for the second semester at a later stage, the credits will be added to the first semesters credits etc.

Display previous year's credits.

Only passed and exempted subject credits will be calculated.

On {SCODE-28} indicators can be set as 'Y' / 'N' to validate if exemptions must be excluded in the Calculation of Credits.
The appropriate credit next to each subject.
Student Number with relevant Qualification Information.
Subjects.
Mode of Study / Academic Period.
Attendance Type.
Contract Information

Only display the credits according to the process event code 'CD in {STWEBM-7}':

Values:

'S' - the credit value of a subject in a curriculum as entered in {SACADO-17}.
Depending on the curriculum the credit value of a subject can differ.
'I' - a credit that is internally determined and allocated to a subject. Only one internal credit value can be allocated to a subject.
'N' - This is a national credit value that is normally determined by a national external body. Only one National credit value can be allocated to a subject.

The following options are available for the student

Button	Action
Accept Application	This will update the qualification data at the back office ({SNAPPA-3} - table IERAAD) and Subject information {SNAPPA-11} - table IPKPSB).
Restart Process	All the data will be deleted and the program takes the student back to the Choice of Programme or Qualification page.
Display Pro Forma of Cost	A detailed Pro Forma of Cost. Take note that the Pr Forma of Cost is not a final statement of the cost.
eMail Details	If an e-mail address is available on the student's biographical record, the program will send an e-mail to the student with all the Application detail.
Print Detail	Student can print the Application Detail.

STEP 10: Pro Forma of Cost

If Contracts are mandatory {FCSM-1b2} and the student select a Contract the Pro Forma of Cost will be displayed according to the settings on:

Contract Payee Type Definition {FSAC-10b4} for the specific Contract chosen.

This table identifies the account types to be used in SD to identify who is responsible to pay what portion of the student’s account. On this screen the user may maintain the contract payee definition of the contract.
Valid values are (S)tudent, Contributing (E)mployer or (C)ontractee. A contract can only have up to three of these records (one for each payee type). These payee types identify who is paying the student’s account.

Contract Payee Type AR Debtor Definition {FSAC-10b6}

This table identifies the percentages / amounts payable per payee type per transaction type. Different transaction types under the same contract can be split in different ways.

Contract Premium/Discount Type Transaction Definition {FSAC-10b7}

This table identifies the premium or discount per transaction type that can be charged on the student account under this contract.

Contributing Employee:

Contractee:

Student:

If the settings for a Contract is not mandatory and the student do not select a contract the Pro Forma of Cost will be for the student only. The Cost will display as follow:

Click on 'eMail Details' - this will send an e-mail to the student with all the Application detail.

'Accept' the Application. This will update the qualification data at the back office ({SNAPPA-3} and Subject information {SNAPPA-11}.

4. TEST CASE 2

4.1 STEP 1: Apply a Previously Enrolled Student:

Settings:

GA = Y:	Settings {SMNT-1}: Generate All Subjects / Modules for Year If this validation is switched on, the application program will generate all the active subjects in the curriculum of the qualification in {SACADO-17}. If a subject is linked to more than one block, the first block found will be used. The student may select the block and offering type. The latter can only be selected if the validation 'W3' is 'Y'.
WD / WY = Y:	Planned Subjects Generation.
W3 = Y:	The Subject Mode of Study Selection page as well as the Academic Period Selection page will be displayed. The student needs to make a choice.
RC = N:	Setting {STWEBM-7}: Selection of Compulsory Subjects. If Code 'RC' exists and the 'English Code' is set to either 'Y' or a NULL value, the program will Programmatically pre-select all the compulsory subjects. A student will not be able to change any Compulsory subjects.
IAIIND = P	Setting {SACADO-1} The subject must occur in the curriculum in a previous study period to the qualifications study period.

Apply Student 200800064 for Qualification NDCOM (Previously Enrolled Student):

4.2 STEP 2: Choice of Programme or Qualification

Select the Academic Year and
Search for a Qualification
Textual Data from {SACADT-6}.

Click on the qualification to apply for::

4.3 STEP 3: Qualification Study Choice

Select the Tuition Type. If only one value is available for all the under mentioned fields this value will default in the list.

Select when would you like to study for the qualification (block):

Select the period you are intending to study:

Select the Academic Preference:

'View calendar information': (Data will display as setup in {SACADT-6}.)

Click on 'Close This Window' to move back to the 'Qualification Study Choice' page.
Save and Continue.
If validation control 'WD' {SMNT-1} is not set up as 'Y', the user will receive the following message:

4.4 STEP 4: Application Contract Choices

If contracts will be made available to applicants this must be clearly communicated to stake holders to enable these applicants to choose an appropriate contract.
An institution does not have to use contracts.
If contracts are compulsory for the institution, the student can choose a contract for which he wants to apply.

Settings if contract is compulsory or not is done in {FCSM-1b2} for SOD code 'SN' and subsystem 'SD'. (If contracts are not compulsory the message 'Not Mandatory' will display in the Contract field).
Set contracts available for Application in the iEnabler - {FSAC-10b1}.
If Contracts are compulsory and none is selected the student will not be able to Apply.
If there is only one Contract / Contractee and Contributing Employer available, the fields will be defaulted and the student will not be confronted with this page.

The program validate against {FSAC-10}:

Contract available for Application.

If the settings for Contacts is to be mandatory {FCSM-1b2} for SOD code 'SN' and subsystem 'SD', and there are no contracts available in {FSAC-10b1} the student will receive the following message:

The student will not be allowed to continue with the application process.

'Contractee Purchase Order' and 'Employer Purchase Order'. Depending of the decision by the Finance Department of an institution, the Purchase Order can be mandatory. In this case the student must provide a Purchase Order number. This is not a number from back office but from the outside Contractee / Employer.

Qualifications Restricted:

If the contract is restricted on {FSAC-10} the contract will not be available for registration

Contract / Qualification / Max enrolled

Set the maximum enrolled to 1 for contract 'Gloria iEnabler Registration 2009' and qualification NDCOM {FSAC-10b2}.
Apply student 200800064. The contract must be available from the list:

Apply another student 101000175. The contract must not be available from the list:

Contract / Qualification / Subject Restricted {FSAC-10}

Link subjects MAT141T, 100INTS, CSC100T and MAN101T to Contract 'Gloria iEnabler Registration 2009', qualification NDCOM.

Only these four subjects must be available for application.

Please take note: GROUPS: All the subjects linked to a group must be linked to the qualification 'Contract Qualification Subject Definition' {FSAC-10}, if one of the subjects linked to a group were not linked to {FSAC-10} the contract will not be available for selection.

'Save and Continue'

4.5 STEP 5: Subject Selection

Compulsory subjects (Possible Subjects) are pre-selected according to the Process Event Code 'RC' as set up in {STWEBM-7}.

Remember that if a compulsory subject is linked to a group the subject will display under 'Possible Subjects'. It is therefore advised that compulsory subjects not be linked to groups.
The only compulsory subjects that will be displayed under 'Possible Subjects' is where the subject Study Period = the qualification's Study Period.
Pre-requisites: If one of the compulsory subjects does not apply to pre-requisites, the application of the student will be stopped. (This is only when the Process Event Code 'RC' on {STWEBM-7} = 'Y'.

The student will receive the following message:

Groups:

Only groups {SACAD-11} linked to Study Period 2 will be displayed.

The user must indicate the sequence in which the groups must be displayed. {SACAD-11b4}.
Rules can be defined in terms of minimum and maximum subjects that must / can be taken from any group.
It is not a requirement to set any rules.
If a compulsory subject is linked to a group the subject will display under 'Possible Subjects'. It is therefore advised that compulsory subjects not be linked to groups.

If more than one group exist for Study Period 2 it will display as follow:

Make a subject selection choice for Group, if no selection for subject Group has been made according to the rules, and the Student 'Save and Continue' he will receive the following message:

Click on OK, the program will move back to the 'Subject Selection Page', select the subjects according to the rules.
The setting on {SACADO-1} = 'P':

    Therefore all the available subjects for the previous year as well as subjects where
    the result code leads to an 'F', and cancelled subjects will be displayed for the
    application.

Select Other Subjects - 'Save and Continue'

4.6 STEP 6: Subject Mode of Study Selection

The Subject Mode of Study Selection page will be displayed. The student needs to make a choice. (Setting of 'W3' = 'Y', {SMNT-1}.

Only subjects linked to more than one offering type {SACADO-11} will be displayed for application.
If only one offering type is available the offering type will default and the student will not receive this page for selection.

4.7 STEP 7: Subject Academic Period Selection

Select the Academic Period for each subject.
If a subject is linked to only one Academic Period (Block - {SACADO-12}) the subject will not display for selection.
If only one Academic Period is available for all the subjects, the block will default and the student will not receive this page for selection.

4.8 STEP 8: Main Subjects and Modules

Compulsory Modules will be pre-selected. {STWEBM-7}. (Process Event Code = RC = 'Y').
Select the Modules for Application, if not ticked the message; 'No Data Available Yet' display in the Academic Period field.
If there is more than one Academic Period available the message Please Select from the List’ will display in the field.

If only one Academic Period is available, the period is pre-selected.
When the selection of Modules are not according to the rules {SACADO-17}, the student will receive the following message:

Click on OK, change the selection of Modules according to the rules.
If no Academic Period for a subject has been selected, the student will receive the following message:

Click on OK, select the Academic Period and 'Save and Continue'.

4.9 STEP 9: Optional Items

Only Optional Items as defined in {SDGUIM-1} will display on this page.
When the student select an item:

The quantity field is updated with a number from {SDGUIM-1}; this is an indication of the number of units that will be requested should the student apply.
This field is update able and the student can change the number.
If items are not free, the cost thereof will display in the pro forma of cost.
The page display multiple rows as set up in {SDGUIM-1}:

Qualification (IND = Q)
Student (IND = T)
Subjects (IND = S)

4.10 STEP 10: Application Detail

Above is a summary of the Application detail as selected by the student.
Academic credits:

It displays:

This Application:

Create a total credits field that gets updated as a student selects subjects - keep a running total.

This Academic Year:

Keep a running total of the applications of a student during the year, for instance if the student apply in the first semester only, the credits for the first semester will display, if the student apply for the second semester at a later stage, the credits will be added to the first semesters credits etc.

Display previous year's credits:

Only passed and exempted subject credits will be calculated.
On {SCODE-28} indicators can be set as 'Y' / 'N' to validate if exemptions must be excluded in the Calculation of Credits.
The appropriate credit next to each subject.
Student Number with relevant Qualification Information
Subjects
Mode of Study / Academic Period
Attendance Type
Contract Detail

Only display the credits according to the process event code 'CD in {STWEBM-7}:

Values:

'S' - the credit value of a subject in a curriculum and is entered in {SACADO-17}. Depending on the curriculum the credit value of a subject can differ.
'I' - a credit that is internally determined and allocated to a subject. Only one internal credit value can be allocated to a subject.
'N' - This is a national credit value that is normally determined by a national external body. Only one National credit value can be allocated to a subject.

The following options are available for the student:

Button	Action
Accept Application	This will update the qualification data at the back office ({SNAPPA-3} - table IERAAD) and Subject information {SNAPPA-11} - table IPKPSB).
Restart Process	All the data will be deleted and the program takes the student back to the Choice of Programme or Qualification page.
Display Pro Forma of Cost	A detailed Pro Forma of Cost. Take note that the Pr Forma of Cost is not a final statement of the cost.
eMail Details	If an e-mail address is available on the student's biographical record, the program will send an e-mail to the student with all the Application detail.
Print Detail	Student can print the Application Detail.

4.11 STEP 11: Pro Forma of Cost

If Contracts are mandatory {FCSM-1b2} and the student select a Contract the Pro Forma of Cost will be displayed according to the settings on:

Contract Payee Type Definition {FSAC-10b4} for the specific Contract chosen.

This table identifies the account types to be used in SD to identify who is responsible to pay what portion of the student’s account. On this screen the user may maintain the contract payee definition of the contract.
Valid values are (S)tudent, Contributing (E)mployer or (C)ontractee. A contract can only have up to three of these records (one for each payee type). These payee types identify who is paying the student’s account.

Contract Payee Type AR Debtor Definition {FSAC-10b6}

This table identifies the percentages / amounts payable per payee type per transaction type. Different transaction types under the same contract can be split in different ways.

Contract Premium/Discount Type Transaction Definition {FSAC-10b7}

This table identifies the premium or discount per transaction type that can be charged on the student account under this contract.

Contributing Employee:

Contractee:

Student:

If the settings for a Contract is not mandatory and the student do not select a contract the Pro Forma of Cost will be for the student only. The Cost will display as follow:

Click on 'eMail Details' - this will send an e-mail to the student with all the Application detail.

'Accept' the Application. This will update the qualification data at the back office ({SNAPPA-3} and Subject information ({SNAPPA-11}.

5. TEST CASE 4:

5.1 STEP 1: Distance Ed Application

Settings:

WD / WY = Y:	Settings {SMNT-1}: Planned Subjects Generation.
GA = Y:	Generate All Subjects / Modules for Year If this validation is switched on, the application program will generate all the active subjects in the curriculum of the qualification in {SACADO-17}. If a subject is linked to more than one block, the first block found will be used The student may select the block and offering type. The latter can only be selected if the validation 'W3' is 'Y'.
W3 = N:	Only subjects where the subject offering type = the qualification offering type will be selected and displayed to the student. The Mode of Study (offering type) page will not be available for selection The Subjects Academic Period Selection page will display and the student to make a choice of the academic period (block).
RC = N:	Setting {STWEBM-7}: Selection of Compulsory Subjects. If Code 'RC' exists and the 'English Code' is set to 'N', the program will not Programmatically pre-select all the compulsory subjects. The Student to make the selection choice.
IAIIND = S.	Setting {SACADO-1}. Only student choice.

5.2 STEP 2: Choice of Programme or Qualification

Apply Student 101000175 for Qualification NDCOM

Click on 'Search':

Click on the Qualification to proceed with your application.

5.3 STEP 3: Qualification Study Choices

Where only one choice is available the data is pre-selected.
If not, click on the list and make a choice.

For Distance Education the offering type must be linked to Subsidy Type 'B' {GCS-5}.
Select the Tuition Type for the list; in this case it will be 'Distance Ed'.
Select the offering type / period,
Academic Preference.
Save and Continue.

Settings for contract not compulsory. {FCSM-1b2} for SOD code 'SN' and subsystem 'SD'.
'Not Mandatory' will display in the list.
Student does not have to make a choice.
'Save and Continue.'

5.4 STEP 4: Subject Selection Choices

Only subjects where the subject offering type equals the qualification offering type will be selected and displayed to student.
If a subjects is not linked to {SACADO-12 - Block) for offering type 02, the subject will not be selected for registration.
Groups and Modules must be linked to 02 offering type. {SACADO-17 / SACAD-11}.
Select subjects, Save and Continue.

5.5 STEP 5: Subject Academic Period Selection

Select the Academic Period (block) for each subject.
If a subject is linked to only one Academic Period (Block - {SACADO-12}) the subject will not display for selection.
If only one Academic Period is available for all the subjects, the block will default and the student will not receive this page for selection.

5.6 STEP 6: Main / Module Subject Selection

Compulsory Modules will not be pre-selected. {STWEBM-7} (Process Event Code = RC = 'Y').
Select the Modules for Application, if not ticked the message 'No Data Available Yet' display in the Academic Period field.

If there is more than one Academic Period available the message 'Please Select from the List' will display in the field.

If only one Academic Period is available, the period is pre-selected.
When the selection of Modules are not according to the rules {SACADO-17}, the student will receive the following message:

Click on OK, change the selection of Modules according to the rules.
If no Academic Period for a subject has been selected, the student will receive the following message:

Click on OK, select the Academic Period and 'Save and Continue'.

5.7 STEP 7: Optional Items

Only Optional Items as defined in {SDGUIM-1} will display on this page. Items must be linked to Distance Ed offering type as set up on {GCS-5}.

When the student select an item:

The quantity field is updated with a number; this is an indication of the number of units that will be requested should the student apply. This field is updateable and the student can change the number.

If items are not free, the cost thereof will display in the pro forma of cost.

The page display multiple rows as set up in {SDGUIM-1}:

Qualification (IND = Q)
Student (IND = T)
Subjects (IND = S).

5.8 STEP 8: Application Detail

It displays:

This Application:

Create a total credits field that gets updated as a student selects subjects - keep a running total.

This Academic Year:

Keep a running total of the applications of a student during the year, for instance if the student apply in the first semester only, the credits for the first semester will display, if the student apply for the second semester at a later stage, the credits will be added to the first semesters credits etc.

Display previous year's credits.

Only passed and exempted subject credits will be calculated.
On {SCODE-28} indicators can be set as 'Y' / 'N' to validate if exemptions must be excluded in the Calculation of Credits.
The appropriate credit next to each subject.
Student Number with relevant Qualification Information
Subjects
Mode of Study / Academic Period
Attendance Type.

Only display the credits according to the process event code 'CD in {STWEBM-7}':

Values:

'S' - the credit value of a subject in a curriculum and is entered in {SACADO-17}. Depending on the curriculum the credit value of a subject can differ.
'I' - a credit that is internally determined and allocated to a subject. Only one internal credit value can be allocated to a subject.
'N' - This is a national credit value that is normally determined by a national external body. Only one National credit value can be allocated to a subject.

The following options are available for the student:

Button

Action

Accept Application

This will update the qualification data at the back office ({SNAPPA-3} - table IERAAD) and Subject information
{SNAPPA-11} - table IPKPSB).

Restart Process

All the data will be deleted and the program takes the student back to the Choice of Programme or Qualification page.

Display Pro Forma of Cost

A detailed Pro Forma of Cost. Take note that the Pro Forma of Cost is not a final statement of the cost.

eMail Details

If an e-mail address is available on the student's biographical record, the program will send an e-mail to the student with all the Application detail.

Print Detail

Student can print the Application Detail.

5.9 STEP 9: Pro Forma of Cost

If Contracts are mandatory {FCSM-1b2} and the student select a Contract the Pro Forma of Cost will be displayed according to the settings on:

Contract Payee Type Definition {FSAC-10b4} for the specific Contract chosen.

This table identifies the account types to be used in SD to identify who is responsible to pay what portion of the student’s account. On this screen the user may maintain the contract payee definition of the contract.
Valid values are (S)tudent, Contributing (E)mployer or (C)ontractee. A contract can only have up to three of these records (one for each payee type). These payee types identify who is paying the student’s account.

Contract Payee Type AR Debtor Definition {FSAC-10b6}

This table identifies the percentages / amounts payable per payee type per transaction type. Different transaction types under the same contract can be split in different ways.

Contract Premium/Discount Type Transaction Definition {FSAC-10b7}

This table identifies the premium or discount per transaction type that can be charged on the student account under this contract.

Contributing Employee:

If the settings for a Contract is not mandatory and the student do not select a contract the Pro Forma of Cost will be for the student only. The Cost will display as follow:

Click on 'eMail Details' - this will send an e-mail to the student with all the Application detail.

'Accept the Application. This will update the qualification data at the back office {SNAPPA-3} and subject information ({SNAPPA-11}.

See Also:

Procedures:

None

History of Changes

Date	System Version	By Whom	Job	Description
22-Jun-2009	v01.0.0.0	Magda van der Westhuizen	T157139	New manual.
13-Jul-2009	v01.0.0.1	Melanie Zeelie	T157139	Add event rules
13-Oct-2009	v01.0.0.2	Melanie Zeelie	T159929	Add event rules
12-Nov-2009	v02.0.0.0	Christel van Staden	T160940	Add start and end registartion dates
27-Sep-2012	v02.0.0.1	Charlene van der Schyff	T185369	Added information to 2. Academic Process, pertaining to {SACADO-1} Active indicator.
16-Apr-2013	v03.0.0.0	Magda van der Westhuizen	T189543	Update 'R0' to 'RC' for the selection of possible subjects.
18-Apr-2013	v03.0.0.0	Magda van der Westhuizen	T189543	Insert {SCODE2-2} for the selection of Exam Type.
04-Sep-2013	v03.0.0.1	Frans Pelser	f193479	Replace Application Functions with a reference to s00000-1.html Ensure the content of Schools, School Leaving Subjects, Previous Qualifications, Disabilities and Biographical is in s00001-4.html, s00001-1.html, s00001-2.html, s00001-3.html and s00001-5.html and remove it from this page. (It can be reached through the overview page - s00000-1.html)
30-Mar-2015	v04.0.0.0	Magda van der Westhuizen	t205922	Convert to INT4.0
05-Apr-2017	v04.0.0.1	Precious Diale	t218956	Change the manual to indicate that only active and allow iEnabler qualification will be searched.
26-Jun-2019	v04.1.0.0	Frans Pelser	t237245	Change Academic Structure References