Bulk Registration (scanned data)  {STNAM-4}

This option is used to register students automatically according to scanned data.  Registration records (Qualification and Subject records) can be created for students. 

Process to follow to enable the use of this option:

Setup:
Create a financial status, with action S, to be linked to SOD IP for subsystem SD.
Setup System Operational Definitions on {SMNT-12}:
  • DS for subsystem RE - NAMCOL LS: Enter the Disability Code
  • CI for subsystem RE - NAMCOL LS: Enter the Certificate Indicator Code
  • FS for subsystem RR - Enter the citizenship code that indicates national students
  • BC for subsystem RE - Enter the Block Code
  • RT for subsystem RE - Enter Text Type for Receipt Number and Amount
  • MT for subsystem RE - Enter Text Type for Study Material 
  • IN for subsystem RE - Enter the Institution Code
  • IP for subsystem SD - Insufficient Payment
Make sure Transaction Type for Event GR is setup in {FCSO-7}.
Make sure all setups as needed for normal backoffice registration is in place.
Operational:
Load scanned data, displayed in {STNAMR-5}.
Make sure records passed the upload validations and have status 'UPLOAD OK'. 
Run this option that will do further validation as it proceeds thru the registration process. 


 
User Selection Prompt Text
* an item between square brackets [ ] is the default answer 		Type
&
Length		 Comments
 1 Academic Year YYYY     
 2 Batch Number or [ALL] A20
 3 Student Number or [ALL] N9
 

Sort Order Per Comments
        Batch Number  
  Student Number  


System Select      
     1 Only records displayed in {STNAMR-5} will be selected
  • according to input parameters
  • where "Status" not (NULL), UPLOAD ERROR or PROCESSED


Example:

stnamr-4


Processing
Rules		      
 1 The following actions take place during the processing:
  1. Create biographical information
    • Default values:
      • {SREGB-1} field "Marital Status" : 'S' - Single
      • {SREGB-1/4} field "Preferred Language" : 'E' - English
      • {SREGB-1/4} field "Citizenship" : if "Citizen" field on {STNAMR-5} = 'Y', then SOD FS for subsystem RR else null.
      • {SREGB-1/4} field "Student Type" : 'N' - Normal
      • {SREGB-1/4} field "Currency Code" : field "Currency" from {GCS-1}
      • {SREGB-1} field "Activity last Year" : if "Employed" field on {STNAMR-5} = 'Y', then '07' - Employed, else '08' - Secondary Dual.
      • {SREGB-1} field "Matric Date" : Current year and month 11 eg. 201511
      • {SREGB-1} field "Matric Type" : '01'
      • {GCS-24} field "Address Reference Type Code" : Postal address - 'P', Home Telephone number - 'H', Work Telephone number - 'W', Cell Phone Number - 'C'.
      • Disability code : SOD DS for subsystem RE
      • Region code certificate :
    • Data loaded:
      • Biographical detail and address information - displayed in {SREGB-1/4}
        • If no postal address information provided, use service centre detail
      • If "Disability" field on {STNAMR-5} = 'Y', then create disability information displayed in {SREGB-10} for disability code SOD DS for subsystem RE. 
      • Region information within certificate SOD CI for subsystem RE, displayed in {SREGB-8}.
    • If there is any problem when creating the data, it would result in a BIO:ERROR status for the student record in {STNAMR-5}.
  2. If the previous action was succesful, create registration information
    • Default values:
      • {SREGAR-1} field "Block" : SOD RC for subsystem RE (qualification and subject(s))
      • {SREGAR-1} field "Start Reg. Date" : field "Start Date" from {GOPS-1} (qualification and subject(s))
      • {SREGAR-1} field "End Reg. Date" : field "End Date" from {GOPS-1} (qualification and subject(s))
      • {SREGAR-1} field "Offering Type" : first field "Offering Type" from {STNAMR-2, tab Groups and Lecturers}, for first subject (field "Subject x" on {STNAMR-5}) and service centre (field " Centre Number" on {STNAMR-5}) (qualification and subject(s))
      • {SREGAR-1} field "Study Period" : field "Period of Study" from {SACAD-13, tab Study Period}
      • {SREGAR-1} field "Student Type" : same as for biographical default (qualification and subject(s))
      • {SREGAR-1} field "Final Year" : field "Final Year" from {SACAD-13, tab Study Period}
      • {SREGAR-1} field "Can Student Complete in Time"  :  'Y' - Yes
      • {SREGAR-1} field "Employment Activity" : if "Employed" field on {STNAMR-5} = 'Y', then 'E' - Employed by External Employer, else 'U' - Unemployed.
      • {SREGAR-1} field "Payment Method" : 'Q' - Cheque
      • {SREGAR-1} field "Payment" : 'C' - Cash
      • {SREGAR-1} field "Professional Development" : 'N'
      • {SREGAR-1} field "Registration" : 'C' - Contact Registration. Make sure the corresponding validations are used.
      • {SREGAR-1,tab Subject Information} field "Class Grp" : field "Group Value" from {STNAMR-2, tab Groups and Lecturers}, for subject (field "Subject x" on {STNAMR-5}) and service centre (field " Centre Number" on {STNAMR-5})
      • {SREGAR-1,tab Subject Information} field "Lang: Tuition" : same as for biographical default
    • Data loaded:
      • Textual data for receipt info - displayed in {SREGB-5} for textual type in SOD RT for subsystem RE.
      • Textual data for valid subject's study material info - displayed in {SREGB-5} for textual type in SOD MT for subsystem RE
      • if 'Resit' of "Subject" field on {STNAMR-5} = 'Y', then create previous qualification and subject information (input academic year - 1) - displayed in {SREGB-7}.
      • Qualification and subject registration detail - displayed in {SREGAR-1}
      • Service centre information - displayed in {SDSERI-1}
    • If there is any problem when creating the data, it would result in a REG:ERROR status for the student record in {STNAMR-5}.
  3. If the previous action was succesful, create additional information
    • Receipt - displayed in {FSAO-7}.
    • Compare registration fees and fees payed : if receipt amount < registration fees then link the student to a financial block defined in SOD IP for subsystem SD. Information can be viewed in {SREGL-2}.
    • If there is any problem when creating the data, it would result in a REG:ERROR status for the student record in {STNAMR-5}.
 2 More information regarding any issue encountered during the process will be displayed on {STNAMR-5}, in field "Registration Errors".


Notes      
 1 The process can result in one of the following statuses for a student: (displayed in {STNAMR-5})
  • BIO:ERROR
  • BIO:OK
  • REG:ERROR
  • REG:OK
  • ADDINFO:ERROR
  • PROCESSED
2 This option can be re-run for the same parameters.
However, no changes are allowed to the "Status" field of any record on {STNAMR-5}.

3 Layout of characters in 'Subject' field in {STNAMR-5}
  • Character 1- 4 : Subject code - viewed in {SACAD-14}, {SACAD-15}
  • Character 5     :  not used
  • Character 6     : Subject mode - C / N
  • Character 7-8  : Subject Level - 10 / 12
  • Character 9     : Cancel indicator - Y / N / space
  • Character 10   :  not used
  • Character 11   : Study Material receive indicator - Y / N / space
  • Character 12   : Study Material return indicator - Y / N / space
  • Character 13   : Resit indicator - Y / N / space
  • Character 14   : Subject Grade - a / b / c / d / e / f / g / i / u
4 Counts on output report:
  1. Number of  Student records read : where "Status" not (NULL), UPLOAD ERROR or PROCESSED
  2. Number of  Student records BIO already ok : where "Status"  is BIO:OK or REG:OK
  3. Number of  Student records BIO processed ok : Biographical information was created successfully.
    • Number of students where biographical information could not be created successfully = count.1 - ( count.2 + count.3 )
    • Example : 6 - (4+2) = 0
  4. Number of  Student records REG already ok : where "Status"  is REG:OK
  5. Number of  Student records REG processed ok : Registration infomation was created successfully
    • Number of students where registration information could not be created successfully = (count.1 - Number of students where biographical information could not be created successfully) - ( count.4 + count.5 )
    • Example : (6-0) - (1+2) = 3
  6. Number of  Student records processed ok : Additional information was created successfully
    • Number of students where additional information could not be created successfully = (count.1 - Number of students where biographical information could not be created successfully - Number of students where registration information could not be created successfully) - count.6
    • Example : (6-0-3) - 3 = 0


See Also:
History Of Changes

Date System Version By Whom Job Description
27-Feb-2015 v03.0.0.0 Magda van der Schyff T204643(202527) New manual.