Define Conversion Codes - {SCELMNT-1}

This option is used to define conversion data for the interfaces between ITS and CELCAT Exam Timetable and Class Timetable products.

The internal data that is matched to the external data must be defined in the appropriate applications within the ITS system

Exam Timetable: The internal exam sessions must be matched with the external session code. The internal session is defined in {SEXAMC-2}
The Campus Exam Group can now be set up. When the Exam Group for the specified campus is updated, this value will be used to update the students accordingly
Lecturing Timetable: The internal group types must be matched with the external group types. Currently the internal groups types are limited to:

C - Class Groups
P - Practical Groups
T - Tutorial Groups

These groups are implemented in {SACADO-13} - Groups and Lecturers
The Default Class/Practical/Tutorial Groups can be set up. If no class timetable exist, but all other structures are in place, and the default group(s) are set up, default events will be created in the download file, according to the groups’ data in the Academic Structure

Fields in this option:

Block 1: External Conversion Codes

Processing Rules for this Block (delete if not applicable).

Field	Type & Length	Description
External Body Code	A3	This is a reference to the external body and refers to the ITS CELCAT products. The codes available: OTE - Interface - Exam Timetable OTL - Interface - Lecturing Timetable
External Code Type	A3	The type of code that must be converted The codes available: OEG - Campus Exam Group, used in conjunction with the external body OTE OES - Exam Sessions, used in conjunction with the external body OTE OLB - Block Codes, used in conjunction with the external body OTL OLC - Contact Types, used in conjunction with the external body OTL OLD - Default Class Groups, used in conjunction with the external body OTL OLP - Default Personnel Nr, used in conjunction with the external body OTL OLV - Default Venue, used in conjunction with the external body OTL OTA - Appointment Type, used in conjunction with the external body OTL. OTR - Stats Rank Level, used in conjunction with the external body OTL.
Internal Code	A1	The internal code that will be used to populate the ITS system, except in the case of the ‘Default Venue’.
External Code	A1	The external code that is received from CELCAT and is translated to the internal code to update the ITS system
External Code Description	A512	Enter a description for the external code. *This field is used to indicate the ‘Default Venue’.
User	A8	This is the user that last changed the record. It is system updated and the user can not update this field.
Code Active	A1	Set the code active if it must be used. If it is set to inactive the different programs will not use this code.

Example:

Processing Rules
	The 'Default Personnel No' = 'OLP' and 'Default Venue' = 'OLV' is not used to convert codes from CELCAT to ITS Integrator. When the Personnel No or Venue field is NULL in CELCAT, the default values set up for 'OLP' and "OLV', are used to populate in the Lecturer and Venue/Floor/Room fields in {STIME-2}.
	NOTE: No list of values is available on the External Code Types for ‘OLP’ (Default Person No) or ‘OLV’ (Default Venue). Valid values, as exist in ITS Integrator, need to be set up for the Default Personnel Number and Default Venue.
	External Code Type ‘OEG’ (Campus Exam Group) is used in conjunction with the Exam Timetable Interface. This enables the client to link a “start” Exam Group to a campus. When the exam group of the specified campus (e.g. campus 2 - Exam Group = D) is updated, exam group D will be linked to campus 2 students. When multiple venues are assigned for the same subject, paper and session the next exam group to be linked will be for e.g. DA; DB, etc.
	External Code Type ‘OLD’ (Default Group Code) is used in conjunction with the Class Timetable Interface. The Default can be set up for Class/Practical/Tutorial Groups. If no class timetable exist, but all other structures are in place, and the default group(s) are set up, default events will be created in the download file, according to the groups’ data in the Academic Stucture.
	In order to download the staff information for either the Class, or Exam Timetables the following External Code Types ‘OTA’ (Appointment Types), or ‘OTR’ (Stats Rank Level) should be set-up and set to Active = Y(es). A list of values is available on both External Code Types to assist with the set-up. Only Staff with a biographical record on {PBOP-1}, as well as an active service record on {PBOP-2} will be downloaded in the CT_STAFF file. NOTE: Appointment Types (‘OTA’) and Stats Rank Levels (‘OTR’) cannot be set-up and activated simultaneously. If both are set-up and activated, the staff will not be downloaded, but an error message will be displayed.

Date	System Version	By Whom	Job	Description
20-Feb-2013	v01.0.0.0	Amanda van Emmenis	t185829	New manual.
17-May-2013	v01.0.0.1	Amanda van Emmenis	t185829	Update manual.
03-Dec-2013	v01.0.0.2	Amanda van Emmenis	t185829	Update manual.
08-Jul-2014	v01.0.0.3	Charlene van der Schyff	t185829	Update Manual with additional OEG and processing rules.
28-Jul-2014	v01.0.0.3	Charlene van der Schyff	t185829	Updated Manual with External Code Type ‘OLD, under processing rules.
17-Feb-2016	v04.0.0.0	Magda van der Westhuizen	t210811	Change {SACAD-14} to {SACADO-13}
14-Dec-2018	v04.1.0.0	Precious Diale	t230435	Add External Code Type 'OTA' and 'OTR'