Maintain System Cycles {SMNT-2}


The 'System Control Cycles' allow the user to limit the use of specific Functions within the system to certain time periods during the year, and form an important part of the security of the system.

For a more in detail explanation of the new Application Development Framework (ADF) functionalities refer to the Operational Manual {Overview of Entrypoints}.


Examples of the use of these cycles could include the control of updating of test or exam marks, recording of applications and registrations only during specified periods, etc. Even during the time interval between the specified dates, the user will be limited to creating and updating records in respect of the specified years and academic blocks only. This aspect is discussed throughout the student manuals whenever the input of data is affected by System Cycles.


A system cycle comprises two elements:

   1. What can be done; and
   2. When can it be done.

An example of this will be the registration system cycle 'R'. This cycle controls what can be done using the academic year, block code and offering type for which students can be registered. The start and end data controls when the registration can be done. An example will illustrate this concept:

Type Function Name Year Block/TT
Cyc		 Block Name OT Offering Type Name Exam
Type		 Start Date End Date
R Registration 2014 0 Year Long Enrollment 01 01 - Full Time
15-DEC-2013 20-JAN-2014
R Registration 2014 1 TCS Block 1 01 01 - Full Time
15-JUN-2013 25-JUN-2013

In the example for the date 10-JAN-2014 the user:

Updating of all these records can be done using this option or alternatively, selected records can be updated from other options such as:

{SNAPP-1} for Applications (Cycle ‘A’, 'V' and ‘P’)
{SREG-1} for Registrations (Cycle 'B', 'H', 'I',  'N', 'W' and 'R')
{Web Registration} for Web Registration (Cycle 'W')
Selective local software iEnabler Applications only.  for iEnabler Applications (Cycle 'V') 
{Web Subject Cancellations}
 for Web Subject Cancellations (Cycle 'D')
{SSTUDY-1}, {SDSTUD-1} for Study Records (Cycle ‘E’, ‘F’, 'L', ’M’ and ‘U’)
{SEXAM-1} for Examination Timetable (Cycle ‘X’)
{STIME-1} for Lecturing Timetable (Cycle ‘T’)
{SDSERC-1} for Service Centres (Cycle ‘C’ and 'N')


In a centralised environment, only this option can be used and no user would need access to the above options.  In a decentralised environment, access can be allowed to the above options and this option need not be used.


Tab 1 : System Control Cycle - Enrolments

This option is used to control options that relate to academic blocks or lecturing timetable cycles. A cycle is open when today’s date is between the start and end dates.


Restriction 'SCYC' in {SMNT-5} can be set-up to restricts certain users to only change a 'System Cycle' for a specific campus code and offering type.

Field Type
&
Length		 Description
Type A1  This code indicates the function to be controlled (see list below). These codes are programmed into the system and the user cannot add new types. The types that are accessible under this option are:

1
 iEnabler Residence Registration Multiple Records allowed.
3
 Attendance Register Multiple Records allowed.
A Applications Multiple Records allowed.
B Exemption Registration For this cycle there may only exist one entry for the following group of fields - Cycle type, Block Code, Offering type and Exam Type. You cannot link the same combination of values to more than one Academic Year.

D Web Cancellations Multiple Records allowed.
H
 Residence Registration Multiple Records allowed.
I Skills Registration

For this cycle there may only exist one entry for the following group of fields - Cycle type, Block Code, Offering type and Exam Type. You cannot link the same combination of values to more than one Academic Year. 

M Enter Test Marks Multiple Records allowed.
N Cancellations Multiple Records allowed.
O
 iEnabler Residence Application Multiple Records allowed.

For this cycle there may only exist one entry for the following group of fields - Cycle type, Block Code, Campus Code and Residence Type. You cannot link the same combination of values to more than one Academic Year.
P
 Residence Application Multiple Records allowed.
Q Web Change Qualification
R Registration Multiple Records Allowed (see validation 'MR' in {SMNT-1}'.
T Lecturing Timetable {STIME-4}
  
V Web Applications / Wizard Multiple Records allowed

New record creation is not allowed in this cycle only existing cycles can be updatable or deleted.
When creating a new V cycle users will have to use {SMNT-2} Tab 4
W Web Registration   Multiple Records allowed.

For this cycle there may only exist one entry for the following group of fields - Cycle type, Block Code, Offering type and Exam Type. You cannot link the same combination of values to more than one Academic Year. 




Function Name A30 Description of the 'Cycle'
Academic Year YYYY Specify the 'Academic Year' in respect of which the control will apply.
 
Block / TT Cycle A2 Specify the 'Academic Block' or 'Lecturing Timetable' cycle in respect of which the control will apply.  The <LIST> function will display all valid Block / Timetable cycles.
Block Name
 A30
 Description of the 'Block {GCS-3} / Time Table Cycle'.
OT/Campus A2 Specify the 'Offering Type / Campus Code' in respect of which the control will apply. The <LIST> function will display all valid 'Offering Types / Campus'.
The 'Offering Type' is optional for Cycle = "T".

Note: More than one record of any “Type” can exist in respect of different 'Offering Types'. Each record can have its own set of dates.
         For Cycle 1, H, O (not Zero) and P, the offering type field is used for the campus of the Residence
Offering Type Name A30 Description of the 'Offering Type' as defined in {GCS-5}.
Exam Type / Res Type
 A1 Supply the 'Exam Type' for cycle type “M” only.  The <LIST> function will display all valid 'Exam Types'.
For Cycle 1, H, O (not Zero) and P, the 'Exam Type' field is used for student residence type (F)irst Year, (S)enior  and (O)ther
Start Date DD-MON-YYYY Supply the start date of the cycle.
 
End Date DD-MON-YYYY Supply the end date of the cycle.
 

Example

Example of {SMNT-2}

 

Tab 2 : System Control Cycle - Exams

This option is used to control options that relate to examination months or examination codes.  A cycle is open when today’s date is between the start and end dates.


Restriction 'SCYC' {SMNT-5}:  Restrict users to change system cycles for a specific campus code and offering type.  

Field Type
&
Length		 Description
Cycle A1 This code indicates the function to be controlled (see list below). These codes are programmed into the system and the user cannot add new types.

The types that are accessible under this block are:

E Examination Processing Multiple Records allowed
F Change Marks and Results Multiple Records allowed.
J Repeat Exam Confirmation
K Natal - Data Collections
L Enter Full Period Marks Multiple Records allowed.


Function Name A30 Description of the Cycle.
Academic Year  YYYY Specify the academic year in respect of which the control will apply.
Exam Code / Month N2 The 'Examination Code' or 'Examination Month', as defined under {SCODE2-2}, TAB - Examination Months, in respect of which the control will apply.

Note that, in the case of Academic (S)tructure records no examination month is required as one cycle covers the whole year. The LIST> function will display all valid Exam Codes.

Note: More than one record can exist for certain types as indicated above.  Each record has its own set of dates.
 
Offering Type A2 The 'Offering Type' in respect of which the control will apply. 

Note that in the case of academic (s)tructure records no 'Offering Type' is required as one cycle covers all 'Offering Types'.

The e(x)amination timetable is linked to exam codes, which are linked to 'Offering Types' under {SCODE2-2}, TAB - Examination Months.
 
Offering Type Name A30 Description of the 'Offering Type' as defined in {GCS-5}.
Start Date DD-MON-YYYY Supply the start date of the cycle.
 
End Date DD-MON-YYYY Supply the end date of the cycle.
 
Suppress Y / N A1 This field is used in respect of type “E” (enter exam marks) and controls the display of examination information when examinations have not yet been finalised.  Information is suppressed in respect of the year mark, exam mark, final mark and result for subjects examined in the corresponding exam year and exam month (options {SSTUDY-21} and {SREGAR‑3}).

It is also used for cycle ‘Y’ (Secondary School Results) to suppress the final 'Matric Results' on {SREGB-9}.
 

Example:

Example of {SMNT-2}

 

Tab 3 :  System Control Cycle - Other

This option is used to control options that relate to 'System Cycles' that do not require offering type information.  A cycle is open when today’s date is between the start and end dates.


Field Type
&
Length		 Description
Cycle A1 This code indicates the function to be controlled (see list below). These codes are programmed into the system and the user cannot add new types.

The types that are accessible under this option are:

2 Stud num gen year The maximum 'Year' for this type is used to determine which academic year record from {SMNT-7} to use in automatic student number creation.
  • The Start- and End Dates and the Suppress indicator are not taken into account at all..
  • Used for both the "Interested in studying here" and 'New Application' iEnabler options.
  • Multiple Records allowed.
5 Group Maintenance Multiple Records allowed.
  • The 'Block / TT Cycle' and 'Exam Code / Month' fields will not be available for updates.
9 Academic Appeals Multiple Records allowed
C Service Centre  
G Study Guides
S
 Current Academic Year
U Qualification Awarded Multiple Records allowed
X Examination Time Table Multiple Records allowed
Y Secondary School Results  
Z Academic Structure Maintenance Multiple Records allowed




Function Name A30 Description of the cycle.
Academic Year  YYYY Specify the academic year in respect of which the control will apply.
 
Block / TT Cycle A2
 Specify the academic block in respect of which the control will apply.  The <LIST> function will display all valid Blocks.
 
Block Name A30 Description of the block.
Exam Code / Month N2 The 'Examination Code' or 'Examination Month', as defined under {SCODE2-2}, TAB - Examination Months, in respect of which the control will apply. The LIST> function will display all valid 'Exam Codes'.

Note: More than one record can exist for certain types as indicated above.  Each record has its own set of dates.
 
Start Date DD-MON-YYYY Supply the 'Start Date' of the cycle.
End Date DD-MON-YYYY Supply the 'End Date' of the cycle.
Suppress Y / N A1 It is used for cycle ‘Y’ (Secondary School Results) to suppress the final Matric Results on {SREGB-9}.
 

Example:

Example of {SMNT-2}


Tab 4:  System Control Cycle - Alternative

This option is used to control new iEnabler Application and WIZARD Application. A cycle is open when today’s date is between the start and end dates.
Field Type
&
Length
Cycle
 A1
 This Code indicates the function to be controlled. This code is programmed into the system and the user cannot add new types. The type used on this block is :
 
V
 iEnabler Application / Wizard Application.
 Multiple Records allowed

 The maximum year for cycle = 'V' is the application year displayed when the student logs in. This is the year with which the biographical record on SREGB will be created.


If there is no open cycle for any offering type / block combination, students will not be able to do applications.
  • "Interested in Studying Here" will display the message: "Applications are currently closed for 'YYYY'" (the applicable year).
  • "New Applications" will show message: "Applications to the institution are not currently being processed".

Academic Year
 N4
 Specify the Academic Year in respect of which the control will apply.
Application Type
 A1
 Specify the Application Type for the application. This is not a mandatory field.
Qualification
 A6
 Specify the Qualification Code for the application. This is not a mandatory field.
Qualification Type
 N2
 Specify the Qualification Type for the application. This is not a mandatory field.
(P)ost Graduate / (U)nder Graduate A1
 Specify if the Application is for Post or Under graduate. This is not a mandatory field.
Block Code
 A2
 Specify the Academic Block  in respect of which the control will apply.  The< LIST> function will display all valid Block..
OT A2
 The Offering Type in respect of which the control will apply.  This is a mandatory field.
Exam Type A1
 The <LIST> function will display all valid Exam Types. Not used at this stage. This is not a mandatory field.
Start Date DD-MON-YYYY Supply the Start Date of the cycle.
End Date DD-MON-YYYY Supply the End Date of the cycle.





Example of block 4

Extra Functionalities has been added to Export / Import on System Control Cycle - Alternative tab.

The Toggle Column Headers will change column names between table field names and column text codes. The user can export / download the data to Excel make changes and upload / import the file then.


History of Changes

Date System Version By Whom Job Description
01-Apr-2014 v04.0.0.0 Magda van der Westhuizen T196001 Update manual for INT4.0.
19-Jan-2016 v04.0.0.0 Magda van der Westhuizen T201480 Add System Cycle '2' and '9' in block 3.
04-Feb-2016 v04.0.0.0 Magda van der Westhuizen T209520 Update rules for Cycle '2'.
05-Dec-2016 v04.0.0.1 Thelma Komana T217217 Apply changes done on job: 217073 (Add system cycle '3')
06-Sep-2018
 v04.1.0.0
 Sarah Seeletse
 T229830
Add the "Alternate" tab, and update images
24-Jul-2019
 v04.1.0.1
 Beulah Vries
 T237048
 Update images as a Duplicate button has been added on SMNT-2 all tabs.
19-Aug-2019 v04.1.0.2 Magda van der Westhuizen T235806 Add rules for Cycle '5'.  Remove the word 'Page' and replace with 'Tab'.
30-Mar-2020
 v04.1.0.3
 Hellen Kgosi
 T241807
 Updated rules for Cycle 1, H, O, P, B, I and W.
27-May-2020 v04.1.0.4 Linda Bidi F243231 Added more detail in cycle V tab 1 and tab 4
27-Jul-2020v04.1.0.5Magda van der WesthuizenT243231Add 'Wizard' - system cycle 'V'.
16-Sep-2020v04.1.0.6Magda van der WesthuizenF246071Change the wording Web / Wizard Applications to 'iEnabler Application and Wizard Application'.
23-Sep-2021v04.1.0.7Magda van der WesthuizenT251511Update cycles 1, H and P.