Change Qualification Detail in Bulk {SREGC-9}

This option allows for changes to be made in bulk, or on an individual basis to Qualification enrolment records after they have been entered under option {SREGAR-11}.

Credits: Due to the complex validation rules no check against the minimum and maximum credits for a student as in {SREGAR-11} will be done. As there will be a discrepancy between the minimum and maximum allocation, a report has been produced {SREGAR-22} that will be available to list students with credit problems.

Tab 1: Bulk Qualification Detail Update

To use this option, enter the 'Start Year' and 'Qualification', then insert the values under 'Existing Values' to be updated. Only when values has been entered under the 'Existing Values' the 'New Values' fields and the 'Save button' will be available to be updated and save

Example:

Field	Type & Length	Description
Academic Year	YYYY	Academic Year as defined on {SACADO-1} and students registration year on {SREGAR-11}
End Year	YYYY	Populate from the 'Block Code's' end date as defined on {GOPS-1}.
Qualification	A6	A LOV's is available from {SACADO-1} for the academic year.
Existing Values:
Block Code	A2	System cycle 'R' must be open for the start year' and the resulting 'Block' and offering type defined on {SMNT-2} A LOV's will be available from {SCODE2-1} where the 'Block Code's' end date on {GOPS-1} is not in the past.
Offering Type	A2	A LOV's will be available from {GCS-5}.
Study Period	A1	A LOV's will be available from {SCODE-30}.
Student Type	A2	A LOV's will be available from {SCODE3-5}
Final Year	A1	A Combo box will be available with the values 'Y - Yes', 'N - No' and NULL
FTEN	A1	A Combo box will be available with the values 'F - First Time Entry', 'T - Transfer', 'E - Entering', 'N - Non-entering'. Ireland clients (IRL country code) have two additional choices: 'I - Internal Transfer', 'R - Full Time Repeat'.
Payment	A1	A Combo box will be available with the values 'C - Cash', 'T - Terms' and NULL.
Start Registration Date	DD-MON-YYYY	When the user enter a new 'Start Date': a) This date cannot differ from the block start date if the 'Allow Update of Registration Dates' are set to 'N' on the qualification as defined on {SACADO-1} b) The date entered must be equal or later than the block 'Start Date' when the indicator is set to 'Y' e.g. the update of dates are allowed.
End Registration Date	DD-MON-YYYY	When the user enter a new 'End Date': a) This date cannot differ from the block end date if the 'Allow Update of Registration Dates' are set to 'N' on the qualification as defined on {SACADO-1} b) The date entered must be equal or later than the block 'End Date' when the indicator is set to 'Y' e.g. the update of dates are allowed.
New Values:
Block Code	A2	A LOV's will be available from {SCODE2-1} where the 'Block Code's' end date on {GOPS-1} is not in the past.
Offering Type	A2	When the value of the system operational definition 'ST / RE' as defined on {SMNT-12} is NOT set to 'N', the update of the student type requires that all the queried records are of same 'Offering Type'. When entered a new 'Offering Type': The academic year, qualification, new 'Offering Type' and block code combination must be valid on {SACADO-4}. When the user requested the update of both the student and 'Offering Type' then; when the system operation defenition 'ST / RE' is set to 'Y', the new 'Offering Type, new student type combination must be valid on {GCS-5 b2} When the user requested the update of both the study period and 'Offering Type' the qualification, new study period and the new 'Offering Type' combination must be valid. A LOV's will be available from {GCS-5}.
Study Period	A1	The academic year, qualification, offering type, student type and 'Study Period' combination must be valid for all the qualification enrollments selected for the update. Take note of the following: Raised Fees must be changed when an update of any of the following combinations are requested: Block code, offering type, 'Study Period' or student type. All the transactions raised against 'old' parameters for '03' and '05' events will be reversed. New fees will be raised against '03' and '05' events for the 'new values'. 'Study Guide' requests will be cancelled when: The menu instruction on {USERS-1 b3} has 'DO_GUIDES' in the Parameter 1 field; and the block code and / or 'Study Period' has been updated. The program will create new 'Study Guide' requests when: The menu instruction on {USER-1 b3} has 'DO_GUIDES' in Parameter 1' and the block code and / or 'Study Period' has been updated. A LOV's will be available from {SCODE-30}.
Student Type	A2	When the user requested the update of both the 'Student Tye' and offering type and the system operational definition 'ST / RE' is set to 'Y', the new offering type and 'student type' combination must be valid on {GCS-5 b2} if SOD RE/ST is set to Y , New Offering Type, New Student Type combination must be valid {GCS-5 b2} When the value of the system operational definition 'ST / RE' as defined on {SMNT-12} is NOT set to 'N', the update of the student type requires that all the queried records are of same 'Offering Type'. The new 'Student Type' must be defined on {SCODE3-5} When the user request an update of a 'Student Type', for enrollments linked to Contracts, the system will do a validation to the Contract / Student Type combination on {FSAC-10}. The program will not update the 'Students Types' linked to a contract and will log an error for the enrolments that do not pass this rule. Raised Fees must be changed when the user update the 'Student Type': Transactions raised against 'old' parameters for 03 and 05 events will be reversed New fees will be raised against 03 and 05 events for the new 'Student Type'. A LOV's will be available from {SCODE3-5}
Final Year	A1	A Combo box will be available with the values 'Y - Yes', 'N - No' and NULL
FTEN	A1	A Combo box will be available with the values ' F - First Time Entry', 'T - Transfer', 'E - Entering', 'N - Non-entering'. Ireland clients (IRL country code) have two additional choices: I - Internal Transfer, R - Full Time Repeat.
Payment	A1	Combo box will be available with the values 'C - Cash', 'T - Terms' and NULL.
Start Registration Date	DD-MON-YYYY	When the user enter a new 'Start Date': a) This date cannot differ from the block start date if the 'Allow Update of Registration Dates' are set to 'N' on the qualification as defined on {SACADO-1} b) The date entered must be equal or later than the block 'Start Date' when the indicator is set to 'Y' e.g. the update of dates are allowed.
End Registration Date	DD-MON-YYYY	When the user enter a new 'End Date': a) This date cannot differ from the block end date if the 'Allow Update of Registration Dates' are set to 'N' on the qualification as defined on {SACADO-1} b) The date entered must be equal or later than the block 'End Date' when the indicator is set to 'Y' e.g. the update of dates are allowed.

Tab 2: Individual Qualification Detail Update

If the selection is (I)ndividual: the records of the students who have been registered in the selected manner are displayed. The user then moves to the records of the students that should be updated and save. The system will update all old values with the new value. All these changes will be written away to a logfile and can be viewed using option {SMNTL-1}

Field	Type & Length	Description
Search Panel box:
Start Year		Academic Year as defined on {SACADO-1} and students registration year on {SREGAR-11}
Block Code		A validation will be done to {SCODE2-1} where the 'Block Code's' end date on {GOPS-1} is not in the past. The user can enter the block manually and press 'Enter' to move to the next line to change another student's block code. Do not allow use of 'Block Code' that is inactive for the academic year / qualification / subject as defined on {SACAD-25}. Check if' Block Code' is defined for the academic year, qualification and offering type on the academic structure {SACADO-12} 'Block Code' must have Census dates defined for the academic year on {GOPS-1} Block's (subject) default start and end date as defined on {GOPS-1} must fall within the qualification start and end enrolment dates.
Qualification		All records retrieved by the query have the same qualification code and description. The 'qualification' is mandatory for a query. Valid values include 'qualification codes' as defined on the academic structure for the academic year {SACADO-1}. The program will validate the registration cycle against the cycle that has been entered in Panel box 1, and the subject registration cycle. The program will populate the 'Qualifications Registration' start date when the 'Qualification Registration Start Date' is greater than the 'Start date on {GOPS-1}. The program will populate the 'Qualifications Registration 'End date' when the 'Qualification Registration End Date' is smaller than the 'End Date' on {GOPS-1}.
Offering Type		A validation will be done to {GCS-5}. The user can enter the 'Offering Type' manually and press 'Enter' to move to the next line to change another student's 'Offering Type'. Validate against {SACADO-17} to see if the 'cycle, qualification, subject and offering type' combination is active. When the qualification offering type active indicator is set to 'P' in {SACADO-2}, a validation will be done to check if the student was previously enrolled for the qualification. If the SOD 'PR / RE' {SMNT-12} is set to 'Y', a previously cancelled qualification will be used as a valid enrolment and the student will be allowed to apply / enroll for the qualification If the SOD is set to 'N' or NULL, the student's record cannot be updated. The store code is updateable if: the value of the store code is not NULL; and the value in 'Parameter1' on {USERS-1b3} is set as 'DO_GUIDES'; and SOD 'AF / PM' {FCSM-1} is set to 'Y'. Validate the 'Store Code' against the offering type on {GCS-5} The program will populate the 'Offering Type Description' from {GCS-5}.
Study Period		Valid values include all 'Study Periods' defined on the academic structure {SACADO-5} for an academic year, qualification and offering type. A LOV's will be available from {SCODE-30}.
Student Type		A LOV's will be available from {SCODE3-5} Update is not allowed (disabled) when the respective qualification enrolment is different from the contract specific 'Student Type' as defined on {FSAC-10}. Student Types must be defined on {SCODE3-5}. When the System Operational Definition (SOD) 'ST / RE' on {SMNT-12} is set to 'Y', then the list is limited to the 'Student Types' that are valid for the offering type of the subject enrolment, as defined on the second tab of {GCS-5}.
Contract Code		Contract Code as defined on {FSAC-10} and linked to the students registration record on {SREGAR-11}. On change of the 'Contract Code': The user will not be allowed to clear the 'Contract Code' when SOD 'SN / SD' on {FCSM-1} is set to 'Y'. The program will do a validation if the contractee is supplied when mandatory for a 'Contract'. The program will do a validation if the supplied Contractee is valid for a 'Contract'. The program will do a validation if the contractee is flagged as a 'bad debtor' and if the 'Contract' offers service to 'bad debtor'. The program will do a validation if the purchase order is supplied when flagged as mandatory for a contractee. The program will do a validation if the contributing employer is supplied when mandatory for a 'Contract'. The program will do a validation if the employer has a valid debtor number assigned. The program will do a validation if the contributing employer is valid for a 'Contract'. The program will do a validation if the contributing employer is flagged as a 'bad debtor' and if a 'Contract' offers service to a 'bad debtor'. The program will do a validation that the purchase order is supplied when flagged as mandatory for a contractee. The program will create logs into student audit trail table (ICBLOG) with a 'before and after change' image of updated Subject enrolments. When the contract is changed on qualification enrolment then all the subject fees will be reversed and raised again, including cancelled subject enrolments.
Final Year		A Combo box will be available with the values 'Y - Yes', 'N - No' and NULL
FTEN		A Combo box will be available with the values 'F - First Time Entry', 'T - Transfer', 'E - Entering', 'N - Non-entering'. Ireland clients (IRL country code) have two additional choices: 'I - Internal Transfer', 'R - Full Time Repeat'. Value can be entered only if valid Existing / Query FTEN status is populated.
Payment		Combo box will be available with the values 'C - Cash', 'T - Terms' and NULL
Start Date		Must be equal to default Block Start Date {GOPS-1} when 'Registration Dates Updateable' is set to 'N' on Qualification definition {SACADO-1} The field will not be updateable when the 'Allow Update of Registration Dates' {SACADO-1} set to 'N'. (The assumptions is that all enrolments records for the Academic Year / Qualification / Block start on the same date)
End Date		The field will not be updateable when the 'Allow Update of Registration Dates' {SACADO-1} set to 'N'. (The assumptions is that all enrolments records for the Academic Year / Qualification / Block end on the same date )
Qualification Panel Box:
Student		Student Number from retreived qualification enrolment record. Student Number, Student Names and Surname displayed inside single column.
Block Code		Valid values include Block Codes defined on code structure {SCODE2-1}. Do not allow the use of a 'Block Code' that is inactive for the Academic Year, Qualification and Subject {SACAD-25}. Validate if the 'Block Code' is defined for the Academic Year, Qualification and Offering Type on the Academic Structure {SACADO-12} The 'Block Code' must have census dates defined for the Academic Year on {GOPS-1}. Block's (subject) default start and end date {GOPS-1} must fall within the qualification start and end enrolment dates. Validate the registration cycle against the cycle that has been entered in Panel box 1, and the subject registration cycle. When the qualification registration start date' is greater than the 'Start date on {GOPS-1} then populate the 'subject registration start date'. When the 'aualification registration end date' is smaller than the 'End Date' on {GOPS-1} then populate the 'subject registration end date'. Populate the 'Block Code Description' from {SCODE2-1}.
Offering Type		Populate the 'Offering Type' from the 'control block'. Validate against {GCS-5} to see if the 'Offering Type' is valid. Validate against {SACADO-17} to see if the 'cycle, qualification, subject and offering type' combination is active. When the qualification offering type active indicator is set to 'P' in {SACADO-2}, validate if the student was previously enrolled for the qualification. If the SOD 'PR / RE' {SMNT-12} is set to 'Y', a previously cancelled qualification will be used as a valid enrolment and the student will be allowed to apply / enroll for the qualification. The store code is updateable if: the value of the store code is not NULL; and the value in 'Parameter1' on {USERS-1b3} is set as 'DO_GUIDES'; and SOD 'AF / PM' {FCSM-1} is set as 'Y'. Validate the 'Store Code' against the offering type on {GCS-5} Populate the 'Offering Type Description' from {GCS-5}.
Study Period		A LOV's will be available from {SCODE-30}.
Student Type		Update will not be allowed (disabled) when the respective qualification enrolment is against the contract's specific 'Student Type'. Valid values includes Student Types as defined on {SCODE3-5}. When SOD ST / RE {SMNT-12} is set to 'Y', the list will then be limited to 'Student Types' that are valid for the offering type of the subject enrolment, as defined on the second tab of {GCS-5}.
Store		Valid values include 'Store Codes' as defined on {FPMM-22}. The 'Store' is only available for update when menu instruction parameter 1 is set to 'DO_GUIDES'. The 'Store Name' will display from {FPMM-22}
Final Year		A Combo box will be available with the values 'Y - Yes', 'N - No' and NULL
FTEN		A Combo box will be available with the values 'F - First Time Entry', 'T - Transfer', 'E - Entering', 'N - Non-entering'. Ireland clients (IRL country code) have two additional choices: 'I - Internal Transfer', 'R - Full Time Repeat'. Value can be entered only if valid Existing / Query FTEN status is populated.
Payment		Combo box will be available with the values 'C - Cash', 'T - Terms' and NULL
Start Date		The field will not be updateable when the 'Allow Update of Registration Dates' {SACADO-1} set to 'N'. (The assumptions is that all enrolments records for the Academic Year / Qualification / Block start on the same date)
End Date		The field will not be updateable when the 'Allow Update of Registration Dates' {SACADO-1} set to 'N'. (The assumptions is that all enrolments records for the Academic Year / Qualification / Block end on the same date )
Contract Code		Contract Code as defined on {FSAC-10} and linked to the students registration record on {SREGAR-11}.
Contractee		A validation will be done to validate if a 'Contractee' is supplied when mandatory for the Contract. A validation will be done to validate if the supplied 'Contractee' is valid for the Contract A validation will be done to validate if the 'Contractee' is flagged as a 'bad debtor' and if Contract offers service to a 'bad debtor'
Contractee Purchase Order		A validation will be done to validate if the 'Purchase Order' is supplied when flagged as mandatory for a Contractee.
Contributing Employer		A validation will be done to validate if the 'Contributing Employer' is supplied when mandatory for a Contract A validation will be done to validate if the 'Employer' has a valid Debtor Number assigned. A validation will be done to validate if the supplied 'Contributing Employer' is valid for a Contract. A validation will be done to validate if the 'Contributing Employer' is flagged as a 'bad debtor' and if the Contract offers a service to a 'bad debtor'.
Employer Purchase Order		Validate that the 'Purchase Order' is supplied when it is flagged as mandatory for a Contractee.

Example:

Button: Edit Form

The user will be allowed to change the students qualification's records. The same rules as on the table layout of the program will apply. Click on the 'Return' button will return the user to the table layout screen.

Processing Rules
	This option excludes students with cancelled qualifications. When the System Operational Definition 'ST / RE' on {SMNT-12} is set to 'Y', the Student Type will be validated against {GCS-5} tab Offering Type / Student Type for the combination to exist. When Start- and / or End registration dates are changed, keep the following in mind: Subject records are a sub-set of qualifications and are also taken into account. If the current block dates for registered subjects will fall outside new dates for the qualification, the subject dates have to be changed first through option {SREGC-7}, before the qualification dates can be changed through this option. The new registration dates must always fall within the start- and end registration dates of the block, as defined on {GOPS-1}. when an End Date is moved to a later date, the {GOPS-1} date has to be changed before this option is run to change the registration end dates of the students. when a Start date is moved to a later date, this option must be run first to change the registration start dates of the students before the {GOPS-1} date is changed. when an End date is moved to an earlier date, this option must be run first to change the registration end dates of the students, before the {GOPS-1} date is changed. when a Start date is moved to an earlier date, the {GOPS-1} date must be changed before this option is run to change the registration start dates of the students. Error report for batch update of students data: If a student's data will cause a data error during a batch update, the student number is written to a temporary table from where an Error Report will be generated with specific error messages. All other valid student numbers will be updated with the data sets provided in block one and block two. Examples of some of the error messages: Updating Block Code: Error message: 'Student already registered for Block '0' Year 2011'. Student's qualification block end date against subject end date Qualification's block end date cannot be smaller than any subject's block end date. Updating student type to invalid contract If the new student type is not linked to the correct contract then message 'Student is linked to contract XX with student type X: student type may not be changed'. Start / End Registration Dates: The new start registration date is not between the qualification start and end registration dates. The new end registration date is not between the qualification start and end registration dates. For Individual updates: If a selected student's data cannot be updated, an error message will be displayed with a pop up.. No error report is generated for individual updates. Type / Student Type for the combination to exist.

Processing
Rules

This option excludes students with cancelled qualifications.
When the System Operational Definition 'ST / RE' on {SMNT-12} is set to 'Y', the Student Type will be validated against {GCS-5} tab Offering Type / Student Type for the combination to exist.
When Start- and / or End registration dates are changed, keep the following in mind:

Subject records are a sub-set of qualifications and are also taken into account.
If the current block dates for registered subjects will fall outside new dates for the qualification, the subject dates have to be changed first through option {SREGC-7}, before the qualification dates can be changed through this option.
The new registration dates must always fall within the start- and end registration dates of the block, as defined on {GOPS-1}.

when an End Date is moved to a later date, the {GOPS-1} date has to be changed before this option is run to change the registration end dates of the students.
when a Start date is moved to a later date, this option must be run first to change the registration start dates of the students before the {GOPS-1} date is changed.
when an End date is moved to an earlier date, this option must be run first to change the registration end dates of the students, before the {GOPS-1} date is changed.
when a Start date is moved to an earlier date, the {GOPS-1} date must be changed before this option is run to change the registration start dates of the students.

Error report for batch update of students data:

If a student's data will cause a data error during a batch update, the student number is written to a temporary table from where an Error Report will be generated with specific error messages.
All other valid student numbers will be updated with the data sets provided in block one and block two.

Examples of some of the error messages:

Updating Block Code:

Error message: 'Student already registered for Block '0' Year 2011'.

Student's qualification block end date against subject end date

Qualification's block end date cannot be smaller than any subject's block end date.

Updating student type to invalid contract

If the new student type is not linked to the correct contract then message 'Student is linked to contract XX with student type X: student type may not be changed'.

Start / End Registration Dates:

The new start registration date is not between the qualification start and end registration dates.
The new end registration date is not between the qualification start and end registration dates.

For Individual updates:

If a selected student's data cannot be updated, an error message will be displayed with a pop up.. No error report is generated for individual updates.

Type / Student Type for the combination to exist.

History of Changes

Date	System Version	By Whom	Job	Description
21-May-2007	v01.0.0.0	Amanda Nell	t130139	New manual format.
14-Jan-2008	v01.0.0.0	Melanie Zeelie	t130139	Proofread
25-Aug-2009	v01.0.0.1	Charlene van der Schyff	t161299	Edit language obtained from proof read language Juliet Gillies.
25-Nov-2009	v02.0.0.0	Christel van Staden	t160547	Add start and end registration dates
30-Jul-2010	v02.0.0.1	Christel van Staden	t160874	Add student type
20-Apr-2012	v03.0.0.0	Magda van der Westhuizen	t189533	Add batch update error messages (178548)
25-Mar-2015	v04.0.0.0	Magda van der Westhuizen	t205922	Convert to INT4.0.
09-Apr-2018	v04.1.0.0	Precious Diale	t223401	Add rules for cancelled qualifications.
27-Aug-2018	v04.1.0.1	Ndivhanga Mushando	t226997	Manual Update
21-Jun-2019	v04.1.0.2	Magda van der Westhuizen	T226075	Update the manual with the latest ADF convertions.
26-Aug-2019	v04.1.0.3	Magda van der Westhuizen	T238148	On the block and offering type the LOV's has been removed. Edit button has been added to the Individual Qualification update screen. Insert a new image.
10-Mar-2020	v04.1.0.4	Magda van der Westhuizen	T242217	Insert a new image.