Operational Manual:  iEnabler Residence Registration

• the set up of the business processes and steps as defined in {STWEBM-1}, {USERS-1}. 
• the Process Event Code structure that is maintained in {STWEBM-7}.
• several validations that is turned on or off in {SMNT-1} Tab "Validation Control"
• The setting of System Operational Definitions (SOD's) in {SMNT-12}.
• The definition of Residence Registration Rules in {SMNT-19}: please read this latter manual attentively.
• Ensure that the W1 batch queue is opened.
  

• With an admitted residence application
• That is academically registered for a non-exam only block code on qualification level.
• That comply with the rules as set up in {SMNT-19}

Prepare the System for iEnabler Residence Registration.

Business Processes and steps

1. {STWEBM-1}. Ensure that the business process 'S00014' is linked to the parent business function 'S00000'
2. {STWEBM-1}. Ensure that a minimum of the following steps are linked and is active for the business process:

1. As with all other iEnabler business processes it is the clients responsibility that the option are linked to the business process in the correct sequence.
2. The user can link any other pages or programs to the business process in the desired sequence.
3. Please indicate mandatory steps and dependencies

System Control Cycle

• {SMNT-2}: Open the system cycle '1' (one) for the the year and block code that iEnabler residence registrations can take place.

Process Event Codes (PEC's)

• {STWEBM-7} - Set the following PEC's

1. B4 - Residence Registration Rules and Regulations. 
2. B5 - Residence Registration Certificate Indicator

Validations

• {SMNT-1}: Set validation "AR" - Residence Registration require an Academic Registration if a student can only register in the residence if an academic registration exists.
• Please Note: If the rules in {SMNT-19} is activated and any of the rules that are active have requirements that is based on qualification registration information, the student will not be able to register in the residence.

System Operational definitions (SOD)

• {SMNT-12}:

The Registration Process

• If required, the student must click on and accept the Residence Registration Rules and Regulations

• The student will then click on the "Submit Residence Registration" option and may find any of the following responses

• 1. No admitted residence Applications Found or you cannot register at this stage or the room is not available yet.

• The cause for this message:
• The student is not admitted to a venue (building, floor and room) in a residence in {SNAPPA-4}
• The system cycle '1' is not open in {SMNT-2}
• The room is not set to active in {SPOPS-1}

• Student Residence Admission in the Back Office:

• 2. You no longer comply with the rules of the residence

• The cause for this message
• The rules of the residence were changed in {SMNT-19} between admission and registration.
• The student no longer comply with any of the rules for the particular residence

• The Rules in the back office:
• In this example, only students that are male or who is registered for the qualification BCLOTH may register in the residence
• The student in the example above, is female and registered for the qualification DSPORT.

• 3. All places in the residence have been allocated

• The cause for this message
• The available stations (i.e. beds) have been allocated after admission of this student and this student trying to register.
• This means that the quota for the rule that the student possibly passed, has been reached

• The Rules in the back office:
• The quota has been reached.
• Please Note: The quota for the rule where the qualification DSPORT (for which the student is registered) is a requirement, has been set to 0 to produce this example. 

• 4. All is well (i.e. there are no restrictions on the student to register)
• The student need to click on the year with the hyperlink to proceed with the registration.
• In the following example the student is admitted to two residences but no longer comply with the rules for the Quarta Residence.

• 5. The Registration.
• The student clicks on the year with the hyperlink and is presented with the registration screen.
• The only field that the student can update is the date in.
• The cost for the registration is displayed. 
• Fees are set up in FSAM-1
• It is also in this option where the user will indicate if the residence fees are per block or based on daily billing.
• The daily billing fee is calculated from the "date in" to the "date out" which defaults to the block end date.
• The student must click on the "I Accept this registration button" for the record to be processed.

• 6. After accepting the registration
• Once the student click on the "I Accept this Registration" button, the student will be shown a confirmation message
• The student will be returned to the start page of residence registration.
• All the records will have a year without a hyperlink because the student is now registered.

• It can happen that before the student clicks on the "I Accept this Registration" button, the room has been fully occupied i.e. another student(s) has registered in the room (clients do over admit because of students not pitching)
• If the room is fully occupied, the student will get the following message:

• If the student is already registered in the residence and there are no other admitted residences with failed rules, the message will look like this:

• 7. Proof of registration

• The student can now click on the "Residence Proof of Registration" to get a nicely formatted document of a proof of his/her registration. This document is based on the iComms Technology and clients need to create their own documents.
• Very IMPORTANT: The batch queue W1 must be OPEN for the student to get the document in the iEnabler.
• The batch queues are maintained in {BATCH-3}. If the queue was open and the Application Server was restarted, the queue must be closed and reopened.
• If the queue is not open, the student will get a message stating the the document cannot be produced and the batch request number is displayed.
• If the queue is open the student will receive a document that might look like this:

• This is the default document distributed with the functionality.
• This document is an iComms document and the client can set up their own document and link it to the default group I1801GRP in {GMNT-5} or {GMNT-14}.
• Alternatively, the client can define their own group and link the document to that group. The user must link the group to the option {SCOMWEB-1} in {USERS-1} Tab "Report Output Formats".

• Procedures:
• None