Holding Bin Transfer into Bundle {TASKS1-16} 


This option is used to validate assignments recieved into the holding bin and also allows validated assignments to be transferred into a bundle.  


Pre-requisites to use this option e.g. code structure, system cycles etc. (delete if not applicable).


Other influencing factors (delete if not applicable).


This option can also be used for other purposes e.g. 

The holding bin records may also be populated via upload programs, {SSTUDI-3} and {SSTUDI-5}. The latter program also does the validation of records and auto creation of bundles. 

The auto-bundle creation will be done for all the different combinations in one process, e.g. multiple years, mark types, mark numbers.


The Academic year is non-mandatory when working with assessments. A query can be executed by only entering a subject code. None of the validations done when a year is entered will be done. When the academic year is not entered all the assessment records available will be displayed on navigation to block 2. 

Fields in this option:

Block 1:  Holding Bin Query

Section 1: Criteria to select records from the Holding Bin.  The criteria entered by the user will determine the student assessment records query outcome in block 2.

Field Type
&
Length		 Description
Bin Type A1 Indicate if records to be selected refer to assessments or exam papers.
Academic Year YYYY  If assessments are selected on the previous prompt enter the year of the subject registration.
Exam Year YYYY For exam papers enter the examination year of the subject as well.
Block Code / Exam Month A2 If assessments are selected enter a block code.  For exam papers enter the exam month.
Department Code N4 Enter the Department Code of the subject for which the records must be selected.
Subject Code A7 Enter the Subject Code for which holding bin records must be selected.
Offering Type A2 Enter the Offering Type for which the holding bin records must be selected.
Group Type A2 Enter the Group Type for which the holding bin records must be selected.
Group Value A2 Enter a Subject Group Value to determine the holding bin records to be selected.
Mark Type A2 Specify the Mark Type link to the subject / group type / group value to determine holding bin records to be selected.
Assessment / Paper Number N2 Specify the Assessment or Paper Mark Number to be selected from the holding bin.
Tutor Activity A4 Specify the Activity to be used to determine the Tutor to be displayed on Block 2  for the student subject combination.
Only Show Assessments NOT Linked to a Bundle?  A1 Only Show Assessments / Exam Papers NOT Linked to a Bundle (Y)es / (N)o.  Indicate if only Assessments or Exam Papers NOT Linked to a Bundle must be displayed (Y)es / (N)o.
Only show Assessments with No Reason Out Code A1 Indicate if only Assessments or Exam Papers with No Reason Out Code must be displayed (Y)es / (N)o.
Sort order A1 Indicate the Sort Order (alphabetically or sequentially) in which the records must be displayed for B2.
Only show Assessments with Marks  A1 Indicate if only Assessments with Marks must be displayed (Y)es / (N)o. Records with marks are created via an upload program {SSTUDI-5}.
Reason Code In A4 Enter the reason-in code to be used for the selection of the holding bin records.
Section 2:
Data to be used as defaults when linking records to Bundles: If a Bundle Number already exists, a Reason Code Out and Bundle Number can be entered for this section and students identified can be linked to this bundle information.  When the functionality of Section 2 in Block 1 is used, the user might want to select student assessment records on an individual basis.
Reason Out code A4 Indicate the Reason Out Code for record leaving the holding bin.
Bundle Number N5 Indicate the Bundle Number to which the records will be transferred.
Section 3:
Automatic Creation of Bundles:
This sections information can be specified and the records queried can be linked to bundles that are automatically created. This section replaces the action that is normally done using option {TASKS1-1}.
Contract Code A4 Specify the Contract Code for which the holding bin records must be selected.
Employer Code A4 Specify the Employer Code for which the holding bin records must be selected.
Auto Bundle Create Information 
Number of Records per Bundle N4 Enter the Number of Records to be linked to a new bundle.
Bundle Activity to Link A4 Indicate the Activity to be linked to the bundle.
Marker Personnel Number N9 The person to be linked according to the  activity of the bundle to be created.
Tutor is the marker, according to Activity code A4 Specify the activity to be used to determine the students Tutor as linked in option {SDSERI-1}, and for whom the bundle must be created.  The user will only be able to specify either a value for the Personnel Number or for the Tutor According to Activity Code field.
Create Button Enter any combination of fields and press Create to create bundles according to the criteria above.

Example:

TASKS1-16 block 1 image

 
Once the create button is clicked and the year was not entered the user will be navigated to a report displaying the different bundle numbers created

Example:

Example:

 its_man_rep/tasks1-16r1.jpg

 
Block 2:  Holding Bin Detail

Field Type
&
Length		 Description
Student Number N9 The Student Number linked to the record.
Year YYYY The Year of the subject registration.
Indicator A1 Is the scanned document an (A)ssessment or (E)xam Paper?  Only (A)ssignment or (E)xam Paper may be entered.
Block / Exam Month  A2 Enter the Block or Exam Month for which the assessment or exam paper is valid.
Subject A7 Enter the relevant Subject Code.
Group Type A2 Enter the Group Type relevant to this record. If the indicator = E: default the value “Exam Group” for the field. When the indicator = A: the value linked to the scanned record must be inputted.
Mark Type A2 Enter a mark type linked to the subject / group type combination.  If the indicator = E: default the value “EM” for the field. When the indicator = A: the value linked to the scanned record must be inputted.
Mark / Paper Number N2 Enter the Assessment / Exam Paper Number.
Mark  N2 The assessment mark is populated from an external source (e.g. the Moodle upload programs) and is not accessible via the application. The Moodle upload program is linked to {SSTUDI-5}.
Validated A1 To be transferred into a bundle the following Validations must be passed:
  1. Submitted past subject assessment due date.
  2. Too many submissions for subject assessment combination.
  3. The assessment record not found.
  4. Submitted after end date of block – registration expired.
  5. Sub-minimum already obtained.
  6. Duplicate Record.
  7. Subject Enrolment Cancelled.

  8. Online Assessment already Marked

If a Validation is not passed the indicator will be set to N and the reason will be saved in the Remarks field.
Override Button The codes 1, 2 and 5 are used for the popup when ‘OVERRULE’ button is clicked on B2. Overrule may not be done for codes 3, 4, 6, 7 and 8.
Link Tick box Indicate if the record must be linked to the bundle specified on Block 1 of this option. When the field is marked, the record will be linked to the bundle specified in Block 1, on commit of Block 2. Validated must be set to  “Y” before the user is allowed to select this field.
Qualification A6 The Qualification for which the student is registered.
Tutor N9 The Tutor linked to the student for the subject.
Contract A4 The Contract Code that is linked to the student's qualification enrolment.
Employer  A4 The Employer Code linked to the student's qualification enrolment.
Record Number  N10 The Record Number within holding bin  for each assessment / exam paper entered.
Record Number Transferred. To N10 Holding bin this Record this record was Transferred to.
Bundle N5 The Bundle Number the record is linked to.
Bundle User  A8 The Bundle User transferring the record to a bundle.
Reason Out Code A4

The Reason Code for a record being removed from a Holding Bin. Only Reason Codes catagorized as 'O' in field In/Out in {TASKS1-6} may be entered.
Date Out DD-MON-YYYY The date on which the record was removed from the holding bin. 
OLS User  A8 The user that overrides the late submissions validation.
OLS Date DD-MON-YYYY The date the validation was overwritten by user.
OMS User A8 The user overriding the Maximum Number of Assessment Submissions validation. The program has to populate the login user for the field when Validated field is set from “N” to “Y”.
OMS Date DD-MON-YYYY The date on which the Maximum number of Submissions validation was overwritten.
Date In DD-MON-YYYY The date on which the holding bin record was created.
Reason In Code A4 The Reason-In Code for assessment / exam paper received in the Holding Bin.
Media Type A1 Indicate the way in which the assessment was received - (P)aper or (E)lectronic.
Original User A8 The user who creates the holding bin record
Remarks A2500 Validation error remarks. If the validations were not passed this field will be populated with the validation error(s). On right click on this field, open a popup screen that displays the total field displaying the validation error remarks. On <esc> the user goes back to the record.

Example:

Example of tasks1-16b2

 

Block 3:  Holding Bin Detail

This block consists of a button to execute the validations that need to be performed by the program.


Field Type
&
Length		 Description
Activity Code A4 Select the Activity Code to use in the validation process.
Execute Validations Button The program will execute the validations.


Example:

Example of tasks1-16b3

 

Processing
Rules		  
 
  1. Records may not be bundled against cancelled bundles.
  2. If the validation 'Print bookout date, BD’ is 'Y' on {SMNT-1} then the 'date out' field will be populated with system date when the bundle header is created.
  3. Ignore records where field 'Valid' on {TASKS1-16b2} =  "Y".
  4. If validations were successful, populate a value of “Y” for the field validated.
  5. If the record fails the validations, populate a value of “N” for the field validated.
  6. Record all validation errors in the Validation Reasons field Remarks.
  7. When validation button is selected perform the following validations:
      8. The codes mentioned are used to identify the validation errors and populated for the remarks field. A corresponding message is displayed.
      1. Validate that the Student Number, Year, Block or Exam Month, Subject and Assessment Number is correct.
        1. Error Message: The Assessment Record not found. (Code 3).
      2. Validate that the assessment is not late.
        1. Check that the date in is less than or equals to the assessment due date for the combination of Year / Subject / Block / Offering Type / Group Type / Group Value / Mark Type / Mark Number.
        2. If the Date In is greater than the Due Date for the exact combination indicate Error message: Submitted past subject assessment due date (Code 1).
        3. If the Date In is greater than the Due Date check if a record exists on the table where extension is given for assessments given to the student.
        4. If a record is not found for the combination Year / Subject / Block / Offering Type / Group Type / Group Value / Mark Type / Mark Number the record qualifies for the error message:  Submitted past subject assessment due date (Code 1).
        5. If a record is found for the combination Year / Subject / Block / Offering Type / Group Type / Group Value / Mark Type / Mark Number check if the field 'Date In' on {TASKS1-14} is less than or equals to the 'Extention Date' on {TASKS1-28}; if it is less than or equal to the assessment is not late and record pass validation.
        6. If a record is found for the combination Year / Subject / Block / Offering Type / Group Type / Group Value / Mark Type / Mark Number check if the field 'Date In' on {TASKS1-14} is greater than the 'Extention Date' on {TASKS1-28}, then assessment is not late and record qualifies for error message Submitted past subject assessment due date (Code 1).
        7. If no due date record is found on option {TASKS1-12}, check that record is less than or equal to the 'End Date' on {GOPS-1b1} of the year and block combination.
        8. If  the record is greater than the 'End Date' on {GOPS-1b1} indicate error message: Submitted after end date of block – registration expired (Code 4).
        9. Validate the maximum number of submissions.
        10. Use the combination of Year / Subject / Block / Offering Type / Group Type / Mark Type / Mark Number from {TASKS1-16} and search for the combination on option {TASKS1-8}. Use the value specified for the field 'Number of Submissions' (IRSMAXTIM) on {TASKS1-8} and apply the maximum submission rules as already done on option {TASKS1-1}, logic to be performed here must be the same as for this program.
        11. If number of submissions is greater than 'Number of Submissions' on option {TASKS1-8} then link error message – Too many submissions for subject assessment combination (Code 2).
        12. When the check for number of submission is performed it must take into account the ;'Re-submit' indicator  on {TASKS1-2b2} of the subject / assessment combination. If a record/s already exists on option {TASKS1-1b1} and the Re-submit indicator = Y for this combination on the previous bundle it must be ignored and not counted as a previous submission.
          Re-submission will be allowed. However, if e.g. the number of submission allowed is 1 for the subject / assessment combination -, and the student submits it then again and the Re-submit = N or null for the previous submission, the validation must give error as indicated. Although already submitted 3 times the second submission was overwritten by the first submission result code and the 3rd submission will be seen as the 2nd which is greater than the 1 allowed          .
        13. Program must perform auto commit after validations are performed that updates value for the Valid field on {TASKS1-16b2}.
        14. If a validation as specified was failed insert the applicable into the remarks field: 
          1. 1 - Submitted past subject assessment due date.
          2. 2 - Too many submissions for subject assessment combination.
          3. 3 - The assessment record not found.
          4. 4 - Submitted after end date of block – registration expired.
          5. 5 - Sub-minimum already obtained.
            1. If the Subject Marks is greater than Submission Test 1 and the validation 'CS' = Y, do not allow the record to be linked to a bundle. Insert error in the remarks column and validation = N.
            2. If the validation 'CS' = N, rule will be ignored. Only the number of submissions Rule will be taken into account.
          6. 6 - Duplicate Record.
          7. 7 - Subject Enrolment Cancelled.
          8. 8 - Online Assessment already Marked.
          9. 9 - When bundle activity is linked to "Include for submission Rule" = N, as defined on {SDSERC-3}, then the validation performed to check the number of submissions allowed must be ignored.
          10. 10 - When the number of submission rule is applied it only do the count for the number of submission for student where the bundle activity is set to "Include for Submission Rule" = Y.
          11. 11 - If a student is linked to a previous bundle and the activity of this bundle is linked to the indicator for "Include for Submission Rule" = N on {SDSERC-3}, then it will not be counted as a previous submission.
          12. 12 - The program uses the "IB" validation in the same way as option {TASKS1-1}, when records are linked to a bundle. Validation "IB - Ignore Block Code on Bundles" is applicable on Assignment bundles;
            1. If the validation "IB" is set to "Y" in option {SMNT-1b1}, then the block code linked to the bundle and the Block Code of the student captured in the second block do not need to be the same.
            2. If "N" the option will not allow the linking of a student if the student's Block is not the same as the Block Code linked to the bundle.
        15. The Codes 1, 2 and 5 are used for the popup when ‘OVERRULE’ button is clicked on B2 Overrule may not be done for codes 3, 4, 6, 7, 8.
      3. The user will re-query on block 2 to see outcome of validation.


See Also:



History of Changes

Date System Version By Whom Job Description
10-May-2007 v01.0.0.0 Amanda Nell t133899 New manual format.
07-Aug-2008 v01.0.0.0 Magda van der Westhuizen t150991 Update manual - Language Editing.
14-Apr-2008 v01.0.0.0 Melanie Zeelie t155187 Add information.
14-Apr-2009 v01.0.0.1 Melanie Zeelie T156187 Add mark from external source information.
2-Sep-2009 v01.0.0.2 Melanie Zeelie T157757 Add information regarding cancelled bundles.
01-Oct-2015 v03.0.0.0
 Gladness Morapedi
 T209694
 Update manual - Language Editing and adding image {tasks1-16r1.jpg}