Outline Study Guide and Enquirer Brochures Manual

Study Guide and Enquirer Brochure options {SDGUI%} is mainly a code structure.  Most of the study guide maintenance, operations, and/or processing is outside these option. This manual outlines the environment and integration wherein Study Guide is operational within Integrator.  All references to menu options is only to outline the study guide involvement and integration, the user must also study the option in its content of its subsystem.

Contents
Overview
User Preparation and Code Structures
Study Guide and Enquirer Brochures Stock
Study Guide and Enquirer Brochures Operation
Study Material Processing


Overview
The Study Guide Subsystem functionality within the complete system is to put structures in place for the generating and maintaining of study material for students/enquirers.
Study Guides:
The subsystem can issue study guides free of charge, free of charge with some of the items not fee or fully charge to the student account, plus postal cost can be charge as well. The system keep record from the design of the guide, what study guide/s are required per student, qualification and/or subject.
Study material has to go through a preparation process before any item can be issued to a registered student.  Certain personnel members can be responsible for certain processes before the final product is ready for issuing. 
During the registration process a requisition (backorder) is generated automatically.  These requisition/s can be issued immediately or in bulk. Study guide can be re-issued, in case of lost or misplacement, or be replaced by later versions. Keep track of the out of stock items.  Has a correspondent function to inform the student of the progress of the requested and issue items and there postal track and trace information. Has a budget module to plan for the years ahead.
Some 'vertual' items can be linked as 'Issued by External Source'. When these items are requested a request will be generated in the system and this request will be marked as 'Issued'. These items will never have an 'issue record' in the system because it will be issued by another institution, for example OTLE.
Enquirer:
Brochures can be sent to current and potential students and other enquirers. During the enquirer data capturing process a requisition (backorder) is generated of each enquirer brochure need.  These requisition/s can be issued in bulk.  Has a correspondent function to inform the enquirers of the progress of the requested and issue items and there postal track and trace information.

This subsystem is fully integrated with the Financial Code Structure, Procurement Management System, Academic Structure, Distance Registration Subsystem, Enquiry Subsystem and Student Account. These systems/subsystems must be operational before study guide can be used. Each is discussed below.

The Academic Structure and Store Items are used to define the study material and brochures.
 
The Distance Registration, which is responsible for the academic registration function, and the Enquiry Subsystem uses information as set-up within the Study Guide Subsystem to determine study material to be requested, issued to students, prospect students and any other enquirer.

The Study Guide Subsystem is also used to query and maintain study material information.  The user can query and maintain any study material requested/issued to students/enquirers.

The Financial Code structure in the backbone for all financial subsystems. Study Guides need it for all its financial transactions in Procurement and Students Accounts.

In the Procurement System all the basic structures such as store and item definition are found, together with operational functionality, which form part of general store management.
 
If charges must be raised to the student account then these cost, postal and not fee study guides, will be processed on the student account automatically. Study guides is 100% for the student account but postal changes can be split to be financed by the paying parties of the contract.

Back to Contents


User Preparation and Code Structures

User Access
In option {USERS-5} the user is define as a Integrator user and receive default financial user privileges.
The user must also be link to there function {USERS-3} according to the clients business rules.
Only users that work inside the Study Guide and/or Brochure store/s need the following changes to there default financial user privileges. This is done in option {FCSM-5} .
Store Code:
Only Apply to users that works is all the Study Guide and/or Brochure store/s, or more than one, assign the store ZZ else assign only the store where operational.
Use restrictions, see below, to restrict a user to specific functions if required.
 Buyer Privileges
Needed if the user must process orders to order Study Guide and/or Brochure store/s items.
Approval Privileges
Must be set for Approvers if the store is set to required approvals.
     
Back to Contents


User Restrictions
User restriction/access must be set up according to clients business rules and needs.

Linked User Restrictions (Second block all restriction options)

This Block is used to link individual users to the Restriction or predefined Restriction/Access Types.  An entry of a user in this facility would indicate that the user is restricted or given access to only the information, which has been linked, to him/her. 

If no restriction is linked to a user, this indicates that the user has full access to all records. 

If no access is linked to a user, this indicates that the user has no access to any records.

Restriction Types {SMNT-5}

Restriction Type Description and Definition
DEST Enquiry Subsystem Store Code (Access)

The store code from where material will be requested and issued for an enquirer.

Users that process enquirers on options {SDENQ-2} and/or {SENQUR-3} and need to request brochure must be linked to a store.
SDIS Student Disability Info (Access)

Need access to enter disabilities for a student {SREGB-10} 

If the student is linked to a disability code then the request/issue program will sent a brochure according to option {GCS2-1} to the student.
SNTC

SNTS
SNTE		 Student Note Cat Restriction (Restriction)
or
Student Notes Restriction (Access)
Exclusive Student Note Cat (Exclusive) (override above two restrictions)
For defining special delivery instructions.  Special delivery instructions is printed on the issue voucher/s of the student as long/until it is cancelled.

Back to Contents

Financial Restriction Types {FCSM-4}

Only Apply to users that works is all the Study Guide and/or Brochure stores

Minimum requirement is to link restriction Type "FP" but the client may restrict the user/s to lower levels of "FP"

Restriction Type Description
FPFD Processing of PM Future Documents
FP Processing of All PM Documents
FPD Processing of All PM Documents restricted to Department CC
FPR Processing of Requisition Documents Only
FPO Processing of Order Documents Only
FPS Processing of Stock Documents Only
FPDG Processing of GRV Documents restricted to Department CC
FPDR Processing of Req. Documents restricted to Department CC
FPDS Processing of Req./Issue Documents restricted to Depart. CC
FPSA Processing of Stock Issue Documents Only
FPSC  Processing of Stock Transfer Documents Only
FPSD Processing of Stock Debit Sale Documents Only
FPSF Processing of Stock Study Guide Documents Only
FPSH Processing of Stock Cash Sale Documents Only
FPSK Processing of Stock Adjustment Document Only
FPSL Processing of Stock GRV Adjustment Documents Only
FPSP Processing of Stock Cash Purchase Documents Only

Back to Contents


Financial Code Structure {FCS}
The financial code structure must be fully operational. This manual will only highlight some of the functions and/or options that is used by study guide.

Back to Contents


System Operational Definition {FCSM-1}
The list below is the system operational definition that is used by study guides, for more detail on each visit the option's manual:

A1 – NFSG NON-SPONSOR CREDIT BAL

A2 – ALTERNATIVE STORE FOR SGUIDES

A3 – RE-ISSUE OF STUDY GUIDES FREE

A4 – DUMMY STOR FOR SGUIDES

A5 –  USE SUMMARY FOR ISSUE OUTPUT

AD - STUDY GUIDE FREE (Y/N)

AE - USE QUAL OT TO DETERMINE STORE

AF - CHANGE STORE DURING REGISTRATION

AG - CHANGE QUAL MUST RETURN ITEMS

AH – SGUIDES NOT FREE – USE MARKUP

AI – SGUIDES NOT FREE – VAT CODE

AX – RAISE COST FOR FREE ITEM ON RT

AY – ORDER/REQ/STORE DEF VAT CODE

DK – DEFAULT DELIVERY CAMPUS

PG - AUTOMATIC PRINT – REQ (Y/N)

PH – AUTOMATIC PRINT – REQ ASSIGN TO

PJ - AUTOMATIC PRINT – STORE REQUEST (Y/N)

PK - AUTOMATIC PRINT – STORE ISSUE

TB – DIST ED LETTER CODE FOR ISSUES

TC – DISTED ISSUE LETTER LABLE SEQ

TD – DIST ED BARCODE STUD# ON LABEL

TE – DIST ED PRINT LABLE ISS OUTPUT

TF – DIST ED WELCOME PACK LETTER

TG – DIST ED WPACK CONTACT PER CODE

TH – DIST ED WPACK OPEN TO SUCCEED

TI – DIST ED WPACK APPROACH ASSESS

TJ – DIST ED WPACK SWITCH ON STUDY

TK – DIST ED WPACK TAKING CONT TIME

TL – ENQUIRER LETTER CODE FOR ISSUE

SR – SGUIDES ACC TYPE LAST RESORT

WF – DIST ED CHARGE ITEM REQ/ISSUE

WG – STOCK VAT EXCL FOREIGN STUDENT

         

Back to Contents


Transaction Type Definition {FCSO-7}
The list below is the transaction type events that must be link to a client transaction types and is used by study guides, for more detail on each visit the option's manual:

BF    PM - Store Request SG Free

SE    PM – Issue

SD    PM - Returns For Department

SC    PM - SD Credit Sales

BG    PM - Store Request SG Not Free

BQ    PM – Store Request

PD    SD – Raise Postal Zone Charges DT

PE    SD – Raise Postal Zone Charges CR

92     SD – Stock Credit Sales

93     SD – Stock Credit Sales Return


Back to Contents

Procurement System {FPM}
The procurement system with the emphasis on requisitions, orders, goods receive and stock must be fully operational. This manual will only highlight some of the functions and/or options that is used by study guide.

Back to Contents

Store System Defaults {FPMM-21}
Fields used by Study Guide:

Debit Study Guide GLA

The GL-Allocation will be used by the Study Guide Subsystem if prescribed stock is issued free of cost.

Debit Enquiry GLA

The GL-Allocation to issue enquiry stock/brochures.

In both case, if the study guide/brochure is defined with a Cost Centre in option {SDGUIM-1}, then the option {SDGUIM-1} cost centre will override the cost centre of the above GLA.

Maximum Nr. of Issues Allowed for Study Guides Item:

The request quantity is defined in {SDGUIM-1}. If the request quantity is more than the "Maximum Nr. of Issues Allowed for Study Guides Item" then the system will use "Maximum Nr. of Issues Allowed for Study Guides Item".

     

Back to Contents
   
     
Store and Section Definition {FPMM-22}
It is allowed to use a number of stores to housed the study material and/or brochures.

Enquiry subsystem find the path to the brochure store via the restriction.
Example: Users of campus A is linked to the campus A brochure store and campus B to the campus B brochure store or both is done from the campus A brochure store.

Study Guides:
Using a hierarchy of store codes and is named as followed:
Main Store/Offering Type/Default Store (Can be multiple)
Alternate Store (Only one)
Dummy Store (Only one)
Agent Store (Can be multiple)
Access Store (If not a defined store)

Dummy store must not have any store section, the rest can be divided into one or multiple store sections.

The path to the store is determent by the system, during the registration, to generate the study guide requisition as followed.
Study Guide/s for the student and qualification level use the qualification offering type.
Study Guide/s for the subject use the subject offering type, except if the system operational definition code AE specified that the qualification store must be used
 
Offering Types {GCS-5} link the appropriated store code:

Main/Offering Type/Default Store function

Carries most of the physical study guide stock.

Linked to offering types that must sent out study guides.

Different offering types may have different store codes

 

Dummy Store function  (Only 1 allowed)

Only 1 store allowed to be dummy store

A store code that was created in Store & Section Definitions without Section and Stock Items/Store Item Definitions.

Use this Store Code for Offerings Types where the system must not generate any Study Guides for the registration of a Qualification and/or Subject.

 

Alternative Store function  (Only 1 allowed)

Only 1 store allowed to be alternative store

Some of the clients have stores for specialist’s items (like chemical and engineering items) and they do not carry the stock in the general study guide store.

Alternative Store code is not linked to an Offering Type.

If the stock item does not exist is the General Store Code (the store that carries the physical stock or not active) then the system will use the Alternatives Store Code Item to issue to the student.

 

Access Store Code

It is a hard coded store code is the system, namely store code ZZ.

The user is not allowed the use this code in option {FPMM-22} or linked it to an offering type.

 It is only used in {FCSM-5} to give the store users access to all store.

       

Back to Contents
         
                 
Agent Store:
Agent go out into the market and recruit student.  If the agent sign up a student, study material can be hand to the student.
When the student is registered the study guide requisition will be generated, using the offering type store (rules as above), and the system will assign the status of "Processing" to the study guide requisition. The enrollment officer must go to TAB - "Additional Generation Options" {SDREGA-1} and click on button "Maintain Study Material for the Agent Student", for each registration that involved a agent. Booked the items issued by the agent and save, if none was issue also save. The system will change the requisition store code to the agent store code, where issue by the agent, and do a issue for the agent store.

Agents are personnel members and there store must be created on {FPMM-22} TAB - Maintain Store/Section Definition and link the agent store in TAB- Personnel Agent Store Code. Link the necessary stock item to the agent store in option {FPMM-23} TAB - Item Store Definition.

The agent store:
Operate as any other store.
The advice method of adding stock is to use option {FPMO4-6} Inter Store Transfer out of the Main Store/Default Store and/or Alternative Store.

Back to Contents


Store Item Definition {FPMM-23}

For all study material issued to students/enquirers, item codes need to be defined and linked to the store/s responsible for the issuing.  The Item become a study guide/brochure item when link in option {SDGUIM-1}.

Field of emphases for study guides/brochures:

Item will only be picked up for requesting if it is active.

Item Cost Price times the Cash Mark-Up is use if the student must be charged for the study guide.  It is a Vat/GST inclusive amount. The system will include the item with a zero cost price in the study guide requisition but the issue program is not allowed to issue items with a zero cost price, it will be available for issued after the cost price change to greater than zero.  

Issue Print Function:

It is a hard code function in options {FPMOR4-11, 12 and 13} Summary and Detail Issue Voucher to perform a task for a not physical stock item. These issue print function must be develop with the involvement of ITS.

Issue
Print
Function		 Description Function
ARS Assessment Return Sheet Will print a assessment return sheet/s {TASKS1-30} for the subject where the stock item is link to a subject in option {SDGUIM-1}.
This stock item must not have any stock on hand on the shelf, but it must have stock on hand in the system.  Create stock on hand in the system using option {FPMO4-26}.
Subject Assessment Definition (ARS)
Is done in option {SSTUD3-7}. The field Print ARS must be set to Yes, if no this issue print function will not print the ARS.
Assessed and Involved Subjects {SACAD-12}
Subject without involved subjects will not be defined in this option and the system will print the ARS of the subject.
Subject with involved subjects:
Will  print the ARS of the assessed subject only.
The style sheet for the ARS layout of option {TASKS1-30} is maintain in option {GMNT-14} .

Language:

The study guide requisition {FPMO4-24} will only request stock item where the item language is equal to the students/subjects preferred language.  If null then language is not a roll player and will be requested and issued to any student language definition.  

Issue Units

When specifying the study guide/brochure quantity {SDGUIM-1} it specify the number issue units.

Item Cost Price

Items will only be Issued if cost price is greater than zero.

 

Back to Contents


Packages Items {FPMM-24}

If items are issued in package format these packages need to be defined. 

The package items will be defined as items within option {FPMM-23} and linked to its contents (which is also individual items) within this option. The package item and its content items must both exist in the same store {FPMM-23b2}.

Package Item is handled as normal item in study guide/brochures {SDGUIM-1}. The study guide requisition {FPMO4-24} will only request the package stock item and that meant that the package item must be pre-packed and in stock before study guide issues{ FPMO4-25}.

Package Item In Stock Process.

Create the package item and its content as describe above.

Maintain Stock Estimates {SDGUIM-4}

Query the record, using the following fields

Year, Select Link Type equal to Subject, Block and Subject Code.

If not exist create the record

Enter in Estimate of how many packages need to be pre-packed.  Always add to previous estimates and save the record.

Create Requisition for Package Item {FPMO4-23}

Run as Trial first – this will show you how many packages can be packed.

Satisfied, run as Update.  Always generate the requisition and issue document.

Collect the Stock Items and then pack and wrap the Package.

Store the wrap packages in the Package Item location.

Update the system with the quantity and cost of the package item packed and stored.  Using option Stock Adjustments {FPMO4-26}

Fields of interest:

Item:  The Package Item Number

Stock Quantity Adjustment:  The number of packages maid up and stored as stock.

Total Item Value Adjustment:  The total value of the issue document generated by option {FPMO4-23} if all items issued was pack, else minus unpacked issues.

Do Stock Return for unpacked issues {FPMO4-2}.

         

Back to Contents

                 

               

Student Account {FSA}

The student account must be fully operational only if the client has charge study guide items and/or postal charges. This manual will only highlight some of the functions and/or options that is used by study guide.


Back to Contents

           

                 

Account Type and Payment Agreement Code: If the student must be charged for the study guide then the system use the following method to  determent the account type and agreement code that when processing the study guide charges.

Firstly:

Find the Account Type and Agreement Code for Qualification and/or Subject registration

If not found the account type and agreement code is selected separately.

Account Type:

Firstly: Select the account type linked to the curriculum of option {FSAM-4}.  If not found

Secondly: Select the fee structure account type {FSAM-1}. If not found

Thirdly: Select the transaction type account type {FCSO-7} of events 'BF'.  If not found

Lastly:  Use the account type form the system operational definition codes SR subsystem SD option {FCSM-1}

Agreement Code:

Firstly: Select the agreement code linked to the academic year and block of option {FSAM-25}.  If not found

Lastly: Select the default agreement code form the system operational definition codes SE, SF, SG or SH subsystem SD option {FCSM-1}

         
Back to Contents
            

                   

Student Financial Statuses:  If the student student or student account type is linked to a status {FSAO-12} with the action C {FSAC-1} then the system will not do study guide issue for the student or student account type.

   

Back to Contents

   

                 

Student Management System: Academic Structure, Distance Registration Subsystem, Enquiry Subsystem

The Academic Structure, Distance Registration Subsystem and/or Enquiry Subsystem must be fully operational. This manual will only highlight some of the functions and/or options that is used by study guide.

         
Back to Contents

              

           

Exam Types {SCODE2-2}

Exam types definition has two controls/rules on subject registration study guide stock items, on the following fields:
Enrolment Type:
The system will only request study guides stock items if the registered subject exam type is defined with an enrolment type of Both or Attend Only.  Enrolment type Exam Only does not generate a requisition.

Restrict Requisition.

The client may set further restriction on requesting study guide on registered subjects if the enrolment type is Both or Attend Only.

If:

Yes:                            Does not generate Requisition

No/Null:                       Generate Requisition

But if set to Restrict Requisition Yes, then Study Guides {SDGUIM-1} may override the above “Yes” flag for an individual study guide stock item by setting the field Ignore Restriction Requisition to Yes.


Combinations of Restrict Requisition v Ignore Restriction Requisition and there outcome:

Restrict Requisition
{SCODE2-2}		 Ignore Restriction Req.
{SDGUIM-1}		 Outcome
Yes Yes Generate Requisition
Yes No/Null Does not Generate Requisition
No/Null Yes Generate Requisition
No/Null No/Null Generate Requisition

             

Back to Contents
             
                       

Exemption Subjects {SDREGA-3}

Any subject registered under this option will not generate a study guide requisition.

When the subject is "un-exempted" a request will be generated.

               

Back to Contents
                     
           

Subject with a Result Code {SDSTUD-21} 

This applies mostly when the user run Create Requisition for Students {FPMO4-24} to “Re-Issue” or “Renew” course material, long after the student was registered.

 

Subject with a result code will not generate a study guide requisition.

                   

Back to Contents

                 

                     

Validations {SMNT-1}

Set Validation Control Type FI and W7 codes
             
Back to Contents

              

                      

Letters

Study Guide can print, as part of the issue pack, a issue and/or welcome letter.
Issue letter use the tags and user selection of option {SDGUIC-3}
Welcome letter use the tags and user selection of option {SCOM3-2}
Enquirer print only a issue letter.
Issue letter use the tags and user selection of option {SCOM6-4}

The letters are setup using the iComms procedure and link the corresponding system operational definition.
               
Back to Contents

                

               

Deliver Types {SCODE3-26}

How the brochures are send to the enquirer.  Enquirer issues can be processed per delivery type {FPMO4-25}.
                 
Back to Contents

               

                         

General System

The general system must be operational. This manual will only highlight some of the functions and/or options that is used by study guide.

                 

Back to Contents

                           

                       

Census Date {GOPS-1}

The system will only start to process issue packs, for the Academic Year and Block, from the date as specified in the Earliest Issue Date column. The user is allowed to maintain the Earliest Issue Date (EID).

               

Back to Contents

                       

                         

Disabilities {GCS2-1}

The "Create Requisition" process will add the disability stock item to the requisition, if the student is link to the disability code in option {SREGB-10}.  To maintain student linked to disability code/s the user need to by linked to restriction SDIS. Stock Item linked to disabilities must be defined as optional items in option {SDGUIM-1}.

                   

Back to Contents

               

                   

Special Delivery Instructions

The registration and/or enquirer personnel may have delivery instruction/s, per student, that must be passed to the study guide/brochure store. This can be done by installing the note code/s on registration and/or enquirer options. While in the options the  registration and/or enquirer personnel can complete the note and the note will print at the bottom of the students study guide/brochure issue voucher if requested by the store personnel. The delivery instructions will print on the students study guide/brochure issue voucher as long as the note is not cancelled and the study guide/brochure item/s is linked to the Student Number, Year, Block and Qualification of the delivery note.

The following must be in place to have this function at the client.

Note Type ITSDIN in option {GCS2-10} and it is installed by ITS.

Use the Note Code ITSSTUDR in option {GCS2-15} that have at least Student Number, Year, Block and Qualification.

Link the Note Code/s to the required program block/s in option {GCS2-14} that have all the required field specified above.

To Add the note for delivery instructions.

Right click on an open space of the canvas.

Click on Note Option

Click on the TAB that have all the required fields.

Click on Add Note button and complete the note using the Note Type ITSDIN.

Save and exit.

Processing the Issue Pack {FPMO4-25}

To print the delivery instruction note at the bottom of the students study guide/brochure issue voucher the user must answer the question "Print Special Delivery Instruction" Yes.

             
Back to Contents
                   

                     

Postal Charges

When the system generate the requisition/issue (requisition or issue is determent by a system operational definition WF) for study guide material it will also calculate en process the postal changes as followed:

Select the student’s country code.

Calculate the total weight of items used in the requisition.

Select the postal zone code for the country code.

Select the Monetary Value for the postal zone and total weight of the items in the requisition/issue.

Use event PD and Monetary Value to process the Postal Charges on the student account. 

Using the students contract to determent who is to be charges (Student, Contractee and or Contributing Employer)

Th following definition/options is used in the above calculation:
Define Postal Zone and there weight charges {GCS2-16}.
Linked a postal zone to a Country Code {GCS2-17}.  A postal zone can be linked to more than one country code.
Set the weight of the study guide stock items {FPMM-23}.
                   
Back to Contents

                     

                         

Maintain Printers {GPRT-1}

Study Guide and Enquirer Issue Pack (Options {FPMO4-25}. {FPMOR4-11, 12, 13}) can select paper from different trays and do barcode on some of the output pages.
The student statement can be part of the issue pack, as well as barcode on other pages and therefor the issue pack must use the same printer definitions as describe in option {FSAOR2-8}.
The issue pack using the following escape codes and must be link to the clients escape sequences:
Escape Code Description
trayi Issue Voucher (detail or summary) 
traye Issue Letter print
traya Labels
Must be set in the letter definition Welcome Letter
trayp Personal Detail print
trayt Tax Invoice Statement
trays ARS

The labels using the following vertical and horisontal tabs
Type Escape Code Description
Horisontal HTab1 Horisontal Tab 1

HTab2 Horisontal Tab 2

HTab3 Horisontal Tab 3
Vertical VTab1 Vertical Tab 1

VTab2 Vertical Tab 2

VTab3 Vertical Tab 3

VTab4 Vertical Tab 4

VTab5 Vertical Tab 5

VTab6 Vertical Tab 6

VTab7 Vertical Tab 7

VTab8 Vertical Tab 8

                 
Back to Contents

                 

                     

Study Guide and Enquirer Preparation and Code Structure.

For the preparation, maintenance of the study guide and enquirer code structure the following menu options must be used.
Detail can be found in each option manual.
Option Description
{SDGUIM-1} Maintain Item to Qual/Subj/Stud/Enq Link
{SDGUIM-2} Copy/Delete Item Qual/Subj/Stud/Enq Link
{SDGUIM-3} Compute Stock Estimates
{SDGUIM-4} Maintain Stock Estimates
{SDGUIM-5} Maintain Financial Indicator Codes

                             

Back to Contents
                               
                                             

Study Guide and Enquirer Brochures Stock Operational

Operate as any other store in Integrator and therefore below is only a list of the important options and specific study guide function will be describe: 


Option Description
{FPMO4-26} Stock Take-on and Adjustments
{FPMO4-26} GRV Adjustments
{FPMO4-21} Query Item Movement
{FPMO1-1} Stock Requisitions
The Delivery Date, if out of stock, is used as the Earliest Delivery Date (EDD) in the Issue letter.
{FPMO2-1} Order Stock
{FPMO2-4} Cancel/Complete an Order
{FPMO3-1} Goods Received Vouchers (GRV)
{FPMO3-2} Supplier Return
{FPMO1-6} Cancel/Complete a Stock Requisition
{FPMO4-1} Stock Issue
{FPMO4-2} Stock Issue Return
{FPMO4-6} Inter Store/Item Transfers
{FPMO4-5} Query Document Detail
{FPMO4-8} Search for a Document

             

Back to Contents

                             

                       

Study Guide and Enquirer Brochures Operation

Document Enquiries {SDLLL1-1} and {SDLLL6-1}.

Any person with a record in these option for issue or welcome letters, where the Reprint flag is not set to R, will not receive a second/following letter as part as the Issue Pack.  The issue pack program does not write any records to this option when processing a letter.

               

Back to Contents

               

           

Non-Active Items.

Items can be set to Non-Active in three places and will not be part of a study guide/enquirer requisition.

Stock Item {FPMM-23b1} and will be automatically be non-active in option {FPMM-23b2}.

Store Item {FPMM-23b2}

Study Guides {SDGUIM-1}

Rules for the non-active flags:

If Study Guides is non-active:

Item not requested.

If Store Item is non-active:

Program will give a warning and check the Alternative Store for the item. If exist and active, the item will be included in the requisition.

If Stock Item is non-active:

Item not requested.

           
Back to Contents
           
               

Out of Stock Expected Delivery Date.

The Issue Letter, study guide and enquirer, will inform the student/enquirer of the expected deliver date in the following cases:

Study guide:  The blocks issue date is in the future or the item is out of stock and on order.

Enquirer:  The item is out of stock and on order.


The dates, per item, are selected from the following options

Expected Delivery Date (EDD) from the order {FPMO2-1} with the status of normal.

The system will select the order delivery date that is greater than or equal to the date of the letter (system date).  The item may have more than one order that is due for delivery in the future, then the smallest date greater than system date will be used.

Earliest Issue Date (EID) from census dates {GOPS-1}.

For the academic year and block of the qualification or subject.

Which date is used plus the relationship with critical, mandatory and optional items.

If the EID is greater than the EDD then the EID date will be the EDD regardless of in or out of stock.

If a type (student, qualification or subject) has more than one critical item then the greatest EDD of the critical items will be used for all critical items.

If a critical item have a EDD then the mandatory and optional items of the same type (student, qualification or subject) will have the critical items EDD regardless of in or out of stock. 

If the mandatory or optional items of the same type (student, qualification or subject) has a EDD that is greater than the critical item then the mandatory or optional items will use its EDD.

           

Back to Contents

            

         

Study Guide Process.

The following is a short description of the study guide process, from Student Applications up to the Printed Issue Pack and Maintain Registered Post. The emphasis is on what is needed by study guide as to how to apply and register a student.

 

Check and set Country Code of the student in Biographical Information {SREGB-1}.

 

Do Academic Applications {SNAPPA-3} for the student.

Process the qualification and subject application information.

Admit subjects, only admit subject will be on the quote as well as there study guide information.

If the student apply for optional study guide goto TAB - Action Buttons and click on button Additional Study Material

The <List of Values> will display all optional items available for the student, qualification and subject/s applied for. To add optional items the user must make use of the <List of Values> to create the applied optional item record/s.

When the above application is done goto TAB - Action Buttons and click on button “Generate A Quote”.

The quote may consist of the following and this information can be viewed when click on button “Display Quote Detail”:

Student Fee transactions

Study Guide Items free and not free plus Disability Items.

Postal Charges.

You ca print a quote and only the transactions that have a amount greater than zero and for the student account will be listed.

             

Do Qualification/Subject Registration {SDREGA-1} for the student.

Process the qualification and subject registration information. If using a quote number and the quote has optional/additional study material then the system will bring them forward, to the registration optional study material, as well. On <Save> of the subject information the system will start the create study guide request program in the background and will do the following:

Create study guide requisition for the student, qualification and/or subject and it will include disability and optional items if exist.

Raise not free study guide and/or postal charges on the student account if the system operational definition is set to requisition.

If the registration is personal the system will also start the issue program, in the background, and the issue pack will be sent to the store printer for printing, collecting and make the parcel, ready for the student on arrival at the store. 

The user may add optional items during the registration process:

Click on TAB - Additional Generation Option and then on button Load Optional Items: 

The system will display optional items brought forward from application.

The <List of Values> will display all optional items available for the student, qualification and subject/s applied for. To add optional items the user must make use of the <List of Values> to create the registration optional item record/s.

On <Save> of the of the new optional items, the system will start the create study guide request program in the background, for the new optional items and will follow the same process as describe above.

If the student has an agent:

Click on TAB - Additional Generation Option and then on button Maintain Study Material for Agent Students.

Specify the agent store and quantities issued by the agent. 

Regardless of agent issues <save> the screen and the system will do the following in the background:

Change the requisition to accommodate the agent item issued.

Change the status of the requisition from processing to normal.

Do a issue for the items issued by the agent and sent the issue voucher to an issue printer.

The remainder of the requisition following the normal issue path.

The user cannot change saved qualification and subject information on this option, but may add subjects at any time or do a same day delete of the registration.

Subjects added:

On <Save> of the of the new subject/s, the system will start the create study guide request program in the background, for the new subject/s and will follow the same process as describe above.

Same day delete:

This process delete the registered qualification and subject records.

The study guide requisition/s cannot be deleted for the registration. The system will set the requisition/s quantity to the issue value, no issuerequisition/s quantity is set to zero, recalculate financial fields and set the requisition to complete/cancelled.

The only way to see the result of the background requisition process is to Query Student Material Issue {SDGUIS-1} on TAB - Requested/Issued/Returned Items. For more detail on each requisition document in the above screen, query the type and document number in options {FPMO4-5} or {FPMO4-8}.  If the user cannot find the required study material in the mentioned option, asked your store personnel to run Create Request for Student {FPMO4-24} for the student to see what is the problem with the students information not generating the requisition.

 

If the registration was post then the store personnel generate the Issue Pack by running option Issue Req. (Postal List) {FPMO4-25}.

This can be a bulk process done during the day, many times.

Raise not free study guide and/or postal charges on the student account if the system operational definition is set to issue.

After printing, collecting and make the parcel the postal track and trace number can be add to the system on option Maintain Registered Post {SDGUIS-2}. This option as a button to print Address label or alternatively it can be printed from option Study Guides Issue Label {FPMOR4-31}.

After registration study guides has functionality to process new, repeat and reissue study guides, see options {SDGUIM-1} and/or {SDGUIS-1} TAB - Re-Issue Items.

                   

Back to Contents
             
                   

Qualification/Subject Cancellations {SDREGC-3 and 4}

Not issued course material are set to the units issued/zero if not issued and the requisition is flag as complete.

E.g. 10 units were requested for an Item of a Subject and 5 was issued, then when the subject is cancelled, the 10 units request will by chanced to 5 units by the system.

 

If the qualification is cancelled then all items on the requisition are set to the units issued and the requisition is flag as complete.

The only way to see the result of the background requisition process is to Query Student Material Issue {SDGUIS-1} on TAB - Requested/Issued/Returned Items.

               
Back to Contents

              

               

Qualification/Subject Changes {SDREGC-6 and 7}

Students change their minds and enrollment officer making mistakes with qualification and/or subject registrations.  For this purpose Integrator have same day delete, discuss above, and the change qualification and/or subject registration programs.

 

The study guides will respond to the above actions as followed:

Any not issued study guide requisition quantity will be set to zero or the issue quantity.

For the change qualification and/or subject/s the program will generate a new study guide requisition for items not issued previously.

The only way to see the result of the background requisition process is to Query Student Material Issue {SDGUIS-1} on TAB - Requested/Issued/Returned Items.

This requisition can then be issued using option {FPMO4-25}

               

Back to Contents

                 

                     

Update Annual Registration Information {SDREGC-5}

The user can change the Study Guide Collection between Personal or Postal.  The program will set the requisition/s to the changed value as well.

                

Back to Contents

                 

                     

Preferred Language Changes {SREGB-6}

When the user change the preferred language of the student then study guides will respond to the action as followed:

Any not issued study guide requisition quantity for the old preferred language will be set to zero or to the issue quantity.

For the change preferred language the program will generate a new study guide requisition for items not issued previously.

The only way to see the result of the background requisition process is to Query Student Material Issue {SDGUIS-1} on TAB - Requested/Issued/Returned Items.

This requisition can then be issued using option {FPMO4-25}

               

Back to Contents

                 

                     

Study Guide and Enquirer Brochures Operational Menus.

For the operational of the study guide and enquirer the following menu options can be used.
Detail can be found in each options manual.
Option Description
{SDGUIC-2} Student Confirmation Pack
{SDGUIC-3} iComms: Issue Voucher Dispatch Note
{SDGUIM-12} Regulation of Issue Program
{SDGUIM-13} Cancel Outstanding Request for Year(s)
{SDGUIS-1} Query Student Material Issues (Re-Issue)
{SDGUIS-2} Maintain Registered Post
{SDGUIS-3} Maintain Financial Indicators
{SDGUIS-4} Maintain Already Issued Material
             
Back to Contents
                 
                   

Reprint the Issue Pack.

There are cases where the reprint of an Issue Pack is required, the following is a guide line:

Documents of the Study Guide Issue Pack are:

Issue Voucher (detail or summary)

Issue Letter print

Labels

Welcome Pack (only print if there is a record in table welcome pack indicator (JKP))

Welcome Letter

Personal Detail print

Tax Inv Statement

ARS

Summary Issue Voucher

Option to use:

For a Detail Issue Voucher use option {FPMOR4-11} else Summary Issue Voucher {FPMOR4-12}.

In both cases the following is of important

Reprint Document must be Y

Only issue documents in the start end date range will be used

Normally you will use Single Documents

Type of Document is SF if you reprint the Issue Pack.

If the question “Letters. Label and Summary List" is not Y the program will not print the Issue Pack documents, it print only an Issue Voucher.

 

The Welcome Pack may be excluding, because it is generated only if there is a record in table welcome pack indicator (JKP) and the user cannot set that.  If the welcome pack did not print then the user may use the following to generate, if required:

Welcome Letter

Validate than the student and letter code does not exist in option {SDLLL1-1}, if exist, set all records to R (Reprint)

Generate the letter using option {SCOM3-2}.

Important parameters/user selection

Document Date:  Set it to the original date or thereafter.

Create Log File:  Set always to No

Calendar Year and Block Code. In both case use {SDSTUD-21b2} to get the Year and Block

Include Subjects with Results:  Yes

Should Annual Results Be Included, Excluded or ALL:  ALL

Primary Registration Yes, No or ALL:  ALL

Check Control Table To Include Student:  No

Contact Person: Clients Contact Person Code as per system operational parameter.

Include Modules: No

Selection:  Set to Individual Students

Next Block

Run and print the report

  

Personal Summary Detail (SREGR-12}

Run and print from Explorer Browser


Tax Invoice Statement

The user must firstly find the Statement Number that was printed in the run that you are reprinting, using option Query Student Account {FSAO-7} sector A statement number list of values.

If there is a statement number for the date that you are reprinting, then go to option SD Statement/Tax Invoice {FSAOR2-8} to generate and print

             
Back to Contents
                       
                                 

Re-Issue Process

Only study guide items already issued may be re-issued.

System operational parameter A3 determent if the re-issued is free of charges.

To Re-Issue:

Open option {SDGUIS-1}, query the student in the first block and goto the last TAB - Re-Issue Items.

The system will display all the study guide items already issued.

Goto the item/s to be re-issue and enter the quantity and store code.

On <Save> of this changes the system will generate a requisition for the re-issue item/s.

Re-issue items will display on the TAB - Requested/Issued/Returned Items.

To issue and sent these study guide items to the student use option {FPMO4-25} and specified its is a re-issue processing.

Use option {SDGUIS-2}  to maintain track and trace and date sent.

                  

Back to Contents

                 

                     

                 

Enquirer Process.

There are two options that Contact Centre can use to process an enquirer request, namely Student Enquirer Detail {SDENQ-2} or Not Student Enquirer Detail in option {SENQUR-3} and can be queried in option {SENQUR-2}

Query the student/enquirer number on the first block and click on the Enquiry Detail button.

The program will then open the Enquiry Screen and the user complete the three blocks.

Lastly the users will click on the Generate Request button and that will create the brochure requisition for items in the last block where the quantity is greater than zero.

 

For more detail on the requisition, query the requisitions using option {FPMO4-5} or {FPMO4-8} using document type “R” and the document number as displayed on the last block of the Enquiry Screen

 

To Cancel or Complete the Brochure Requisition use option {FPMO1-6}.

 

Generate the Issue Pack use option Issue Req. (Postal List) {FPMO4-25}.

Must specified that the run is for enquirers.

Brochure Issue Pack:

Issue Voucher (detail or summary)

Issue Letter print (Set as for option {SCOM6-4})

Labels

Summary Issue Voucher
The rest is the same as the Study Guide Issue Pack processing
                             
Back to Contents
             
                         

Study Material Processing.

Study material has to go through a preparation process before any item can become as stock item, requested and issued to a registered student or enquirer.  Certain personnel members can be responsible for certain processes before the final product is ready.

For the operational of the study guide and enquirer the following menu options can be used.
Detail can be found in each options manual.
Option Description
{SDGUIP-1} Material Types
{SDGUIP-2} Types of Processes
{SDGUIP-3} Master Scheduling
{SDGUIP-80} Material Processing Reports
                   
Back to Contents
           
             

History Of Changes

Date System Version By Whom Job Description
08-Jul-2009 v01.0.0.0 Ernie van den Berg t160074 New manual.
07-Apr-2010 v02.0.0.0 Ernie van den Berg t160930 Add the task Int2 enhancements
18-Dec-2012
 v02.0.0.0
 Marchand Hildebrand
 t183060
 Add new fiance permissions
02-Oct-2013 v02.0.0.2 Bea Swart t194332 Add under Overview - Study Guides (rules for 'virtual' items linked as 'Issued by External Source')