Maintain Item to Qual/Subj/Stud Link {SDGUIM-1}

A stock item {FPMM-23} becomes a study guide/brochure/study material when the stock item is linked to Qualification, Subject, Student or Enquiry.

The rollover of the academic structure to a new year {SACAD-3} will also create the study guide/brochures for the new year, using the active records of the old year.

For more detail of how this option forms part of Study Guides and Enquirer Brochures, see Outline Study Guide and Enquirer Brochure Manual

Fields in the option:

Block 1 page 1: Item - Qualification/Subject/Student/Enquiry Link

Field

Type
&
Length

Description

Academic Year

YYYY

The academic year for which the item linking is applicable.

Qual/Subj/Stud Type/Enq Type

The level for which the item is applicable, valid values for the field are Qualification, Subject, and Student for study guides or Enquirer for brochures.

Qualification/Student records are study guides for qualification application/registration {SNAPPA-3}/{SDREGA-1}.
Subject records are study guides for subject application/registration {SNAPPA-3}/{SDREGA-1}.
Enquirer records are brochures for the enquirer subsystem {SDENQ-2}/{SENQUR-3}.

Block Code

Mandatory field for study guides, enquirer does not use this field. The block code {SCODE2-1} for which the item is applicable. If the item is going to be issued for multiples block registrations within the same year, multiple records for the year must be created.
<List of Values> is available.

Study Period

If the item linking is for a Qualification and is applicable for a particular period of study {SCODE-30}. If no study period is indicated the item will be requested and issued for all periods of study.

Student Type

If the item linking is for a Qualification or Subject and the study guide is applicable for a particular student type {SCODE3-5}, the student type must be indicated. If no student type is indicated the item will be requested and issued for all student types.
<List of Values> is available and the item description will display.

Qualification/Subject Code

Enter a qualification code {SACADO-1} if the type is Qualification/Enquirer or subject code {SACADO-10} if the type is Subject. For type Student this field must be null.
<List of Values> is available and the qualification/subject description will display.

Offering Type

If the item linking is for a Qualification or Subject and the study guide is applicable for a particular offering type {GCS-5}, the offering type must be indicated. If no offering type is indicated the item will be requested and issued for all offering type.
<List of Values> is available and the item description will display.

Item

The item code which must be requested and issued as a study guide or brochure. The item must be defined in option {FPMM-23} before it can be linked within this option. Note that there is no store code in this record, the item will get a store code during the registration or enquirer processing.
<List of Values> is available and the item description will display.

Charge Indicator

Indicate if the item is chargeable to the students’ account for a free study material environment. Valid values for charge indicator are (Y)es / (N)o or Null. Null implies No.

Function

A20

The field display the function code and description of the Stock Item as defined in option {FPMM-23}. Function items are not held as stock and can be printed as part of a study guides issue pack depending on the type of function.
If the function code is DSRP (DSR Item - Print with Issue) or DSRF (DSR Item -Flag as Issued) the user must link the required objects using Document Storage and Retrieval through a right click on the canves to activate the popup:
its_man_img/sdguim-1b1p1i2.jpg

For more detail on this function see Outline Study Guide and Enquirer Brochure Manual and Document Storage and Retrieval. The document storage categories supplied and linked to the program is ITS_GUI and ITS_ITM.

If the function code is DSRP the user is advised to only link documents with a RTF file format and extension. The issue print program is designed to ONLY print documents in the RTF file format, where the function is DSRP, any other file formats must be printed and added to the issue pack by the user.

For the ARS function see Outline Study Guide and Enquirer Brochure Manual

New Material

The default is No. The field must be marked with Yes when a new item is linked and must be sent out to already registered students for the qualification of subject. The field must be marked with Repeat when an item can be re-issued to students although they already might have received it for e.g. when the item issued was incorrect.

After the setting of Yes or Repeat go to the option {FPMO4-24} Create Requisitions for Students. Run the report for the parameter Generate Request For the code SI.
The option will check for all items linked with new material Yes and Repeat and create requisitions for the students selected. The value in this field will then automatically be changed to No. Lastly , these requisition can be issued using option {FPMO4-25} the same as any other study guide requisitions.

Students who register thereafter in will automatically have the item requested and issued.

Active

Valid values for the field are Yes/No, with the default as Yes, which indicates that the item is active for the combination entered. Requisitions will only be created for items, which are active Yes. If the item structure is copied to another year and the item is not to be issued to students for that year, it must be set to inactive.

Request Item Once for

Is the frequency rule of requesting the item,.the "Request Once " rule only applies to Critical and Mandatory items. Optional items are requested when selected by the user.
If the request program {FPMO4-24} finds that a stock item is requested, per student, more that once it will validate the rule from the second occurred of the item and decide to request a second time or not.

E.g. Subject A and B both has the Stock Item 55455 and both has request item once for Year and block.

Scenario A: The student registered for both subjects in the same year and block then stock item 55455 will be requested only once for the student.
Scenario B: The student registered for both subjects in the same year but in different blocks then the stock item 55455 will be requested twice for each block for the student.

Valid values are:

Year, Block Code, Type and Code
Year, Block Code
Type and Code
The Student/Enquirer
Academic Year.

The validate values have a number of permutation within the students request processing and the rule is apply only from the second occurrence. The request program looks into the current and previous requisitions and selects study guide item in the sequence of Year, Type, Code, Study Period, Block, Stock Item and Store.

Quantity

The quantity is the number of issue units that will be requested. For more detail on issue units look at the Stock Item Definition option {FPMM-23}.

Indicator

Indicate of the Item is Critical, Mandatory or Optional.

The requisition program {FPMO4-24} will request critical and mandatory items automatically.
The application/enrollment officer must specify option items before they form part of the request.
The issue program {FPMO4-25} will not issue, if a critical item is out of stock, any stock items for the Year, Qual Number,Type (T,Q,S),Code.

Depending on the issue program parameter 'Issue Only Study Guides With" with when a student is issued the critical mandatory optional rule will applied on either T-Student,Q- Qualification, S-Subject or T-Student,Q- Qualification or ,Q- Qualification, S-Subject or T-Student or Q- Qualification or S-Subject.

Ignore Restrict Requisition

Valid value is Yes, No or null. Null is equal to No. Default is null.
The flag is used only when the Subject's Exam Type Restrict Requisition {SCODE2-2} is Yes.
Requisition Program {FPMO4-24} will use the values as followed:

Exam Type's Restrict Requisition	Ignore Restrict Requisition	Rule
No/null	Yes/No/Null	Item will be requested
Yes	Yes	Item will be requested
Yes	No/Null	Item will not be requested

Default Item Status

Valid values are I (To be Issued), H (Request on Hold) or X (Issued by External Source).

Status X can only be used on virtual items, the item is linked on Function 'DSRF' and cannot have Fee_returnable field = 'R' and should be mandatory.
The System Operational Parameter T1 for subsystem PM is the default for this field when creating new Study Guide Links.
For more information on this function see Outline Study Guide and Enquirer Brochure Manual
If the uIf there is 1 ‘X’ item and 1 ‘C - Issued’ item requested (the C item also issued) and the ‘X’ item is send back for evaluation (received in the Holding Bin but not yet marked) – the subject will be marked in red.If there is 1 ‘X’ item and 1 ‘C - Issued’ item requested (the C item also issued) and the ‘X’ item is send back for evaluation (received in the Holding Bin but not yet marked) – the subject will be marked in red.ser change a critical record default status from "To be Issued" to "Request on Hold" the the system will also change other records with the same key to "Request on Hold". This does not applied to the change from "Request on Hold" to "To be Issued". The same key is field Academic Year, Block, Type and Code.

Assessment Required / Returnable

The field displays the Assesment Required/Item Returnable of the Stock Item as defined in option {FPMM-23}.
Values are Assesable, Returnable or Null if not Applicable.
For more information on this function see Outline Study Guide and Enquirer Brochure Manual

Example:

Block 1 page 2:

Field	Type & Length	Description
Cost Centre	A4	If the item cost is to be recorded against the qualification or subjects cost centre the cost centre must be indicated here. The program will then use the cost centre entered in combination with the account as defined in {FPMM-21}. If no cost centre is entered the cost centre and account as defined in {FPMM-21} will be used for the study material
Remarks		The field display the remarks of the Stock Item of page 1 as defined in option {FPMM-23} .

Example:

.

Block 2: Expected Delivery Date

This is a display only screen. If the item of the active record, of the previous TAB, is on order the system will display the following information:

Field	Type & Length	Description
Store Code and Description	A2+A30	The store that have a on order for the stock item
In Stock	N5.3	The current stock on hand for the Store and Item.
Delivery Date	DD-MON-YYYY	The expected delivery date of the stock item on order.

Example:

Block 3: DSR Linked Items

This is a display only screen and the query is only based on the field values passed on from Tab 1, any other query combinations is not allowed. If the record of Tab 1 is a DSRP or DSRF function and the user linked documents via Document Storage and Retrieval to the record, then the system will display the following information:

Field	Type & Length	Description
Academic Year Block Student Type Qualification/Subject Item Type Study Period Offering Type		Display value passed on from Tab1. If this screen is blank, then the record of Tab1 did not have any linked documents via Document Storage and Retrieval, category ITS_GUI "Study Guides Item - Documents" or category ITS_ITM "Item - Documents"
File Name	A256	File names of the document linked
Date	DD-MON-YYYY	The date the file was linked to the record of Tab 1.
View	Button	When pressed then system will display the content of the saved file.
Remarks	A2500	Remarks entered by the user during the store process of the document.

Example:

Processing Rules
	The program will no longer use the year as a reference when selecting items in the DSR for document category ITS_GUI. The document category ITS_ITM uses only one reference, i.e. Study Guide Item Number.

Processing
Rules

The program will no longer use the year as a reference when selecting items in the DSR for document category ITS_GUI.
The document category ITS_ITM uses only one reference, i.e. Study Guide Item Number.

Date	System Version	By Whom	Job	Description
13-Apr-2007	v01.0.0.0	Bea Swart	t134009	New manual format.160074
04-Sep-2009	v01.0.0.1	Ernie van den Berg	t160074	Review the manual
07-Apr-2010	v02.0.0.0	Ernie van den Berg	T160930	Add Int2 enhancement changes.
21-Sep-2012	v02.0.0.1	Amanda van Emmenis	t181172	Add document category ITS_ITM. Add Processing Rules.
20-Mar-2015	v04.0.0.0	Magda van der Westhuizen	t205922	Update SACAD menu's and links to SACADO.
14-Jan-2016	v04.0.0.1	Frans Pelser	t200331	Apply T194332 - Add new Default Item Status - X