Student Activity Guides: From Custom to Delivered

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Student Activity Guides:From Custom to Delivered

Rick ArnoldFunctional Analyst – Campus Solutions Services

University of Houston

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Campus Solutions

• Application v. 9.0

• Tools v. 8.54.10

HRMS


• Tools v. 8.53

Finance


• Tools v. 8.53

About UH

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• Established 1927

• Students: Approx. 63,000

Institutions:

• UH Central

• UH Clear Lake

• UH Victoria

• UH Downtown

(not currently on PeopleSoft)

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• Introduction to Student Activity Guides

• Student Task WorkCenter

• Creating a Student Activity Guide

• Security and Access

• Troubleshooting

• Resources

• Questions

Program Agenda

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What is a Student Activity Guide?

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• The Student Activity Guides feature enables you to define guided tasks for students to complete. Students are presented with a list of action items that need to be completed to finish a task.

• Campus Solutions example templates and code are delivered to illustrate how activity guides can be used for common student tasks

• Campus Solutions ‐ Campus Community feature is based on PeopleTools 8.53 Activity Guides (Note: Minimum Patch Level is 8.53.06)

• Phased delivery completed in Bundle 33 – April 2014

What is a Student Activity Guide?

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• Improve the student self‐service experience by presenting easy to navigate step‐by‐step tasks

‐ Pre‐enrollment tasks such as verification of emergency contact details and financial agreements can be easily managed

‐ Task completion can be set up as a prerequisite for enrollment using integration with service indicators (holds)

‐ Flexibility to support a wide variety of institution‐defined tasks

• Existing customizations can be replaced using the delivered functionality

Benefits of Student Activity Guides

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Delivered Examples

• Campus Solutions delivers example templates for the following:‐ Program Registration‐ Emergency Contacts Verification‐ Financial Agreement

• Templates include:‐ Introduction/launch page (optional)‐ Agreement pages (optional)‐ Complete Task page (required)

• Existing self‐service pages illustrate how pages can be configured to be included in an activity guide using delivered code‐ Addresses‐ Email addresses‐ Telephone numbers‐ Emergency contact details

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Student Task WorkCenter

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Current Security and Financial Agreement Pop‐up page

Mailing Address

Email Address

Information Security Policy

Phone Number

Financial Agreement

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Introduction

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The student’s academic hold is removed.

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Student is directed to Enrollment Shopping Cart upon completion of the task.

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Student Activity Guide Setup

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Student Activity Guide Setup (Financial Agreement Template)

Two ways to access templates:1. Main Menu > PeopleTools > Portal > Activity Guide

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Student Activity Guide Setup (Program Registration Template)

Two ways to access templates:

2. Main Menu > Campus Community > Task Management Work Center

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Target/Content AreaPagelet Area

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Choose yourTemplate

Page Definitions

Task Configuration

View Agreements

View Task Activity

Batch Notifications

(Reminders)

Task List

Assign Tasks

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Choose your

Template

Page Definitions

Task Configuration

View Agreements

View Task Activity

Batch Notifications

(Reminders)

Task List

Assign Tasks

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6 delivered templates include 3 Student Activity Guides:

1. Program Registration2. Financial Agreement3. Emergency Contacts

Verification

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New PT 8.54 fields not currently used forStudent Activity Guides

• Program Registration – delivered example

• Title – displayed to student via WorkCenter

• Target URL – WorkCenter where task will be displayed

TIP! Enter manually

New setup layout in PT 8.54

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• Member type setup by Role or User ID

• To manage the task administrative user must have Administrator access

• To complete the task the student must have Contributor access

• Students can only see their own tasks (by EMPLID)

• Administrators can only see tasks where user has security access


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• Context Data must include EMPLID and INSTITUTION as key fields

• Context Visible checkbox enables display of Label value and data in Student Task WorkCenter


Context data key fields are the unique key fields used to identify an activity guide instance. An activityguide instance is the task that the student should complete.

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• Instance Creation identifiesmethod executed when aninstance is created.

• Shows the application package that handles the logic once an instance is created from this template.

• Region value should not be changed, as system uses this value for delivered Agreement pages.


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• The navigation frame always includes Next and Previous buttons.

• Mark As Complete and Exit are custom navigation buttons that can be implemented based on needs.

• Delivered code to include the buttons at template/instance level

• Action item level code to manipulate howMark As Complete is displayed

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• Sequencing of steps

• Student Activity Guides support a two‐level hierarchy only (one level of detail supportedbeneath a summary action item.)

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Configure Related Data

• Define dependencies between action items

• Action Item Post Process – delivered code for completion of step46

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User Assignments and Status

• For an activity guide status to be complete, all required action items must be complete.

• While any Role or User ID can be selected for Assign Type, only a Role or User ID with a Contributor privilege on template or instance security page is allowed to complete an action item.

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Removed Dependency

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Configure Related Data

• Define dependencies between action items

• Action Item Post Process – delivered code for completion of step

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Schedule Information

• Start Date of first action item determines when the activity guidebecomes available to the student, orOverall Start Date.

• The Due Date of the last actionitem is used as the Overall DueDate. (Note: Activity Guide does not expire)

• Overall Start and Due Date, newfields in PT 8.54 ‐ planned infuture update to leverage these inplace of action item dates.

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Audit

• The Change Log link shows

audit details.

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Pagelet WizardPublish as Pagelet

Create new PageletID and Pagelet Title and press “.Publish Pagelet”.

Click “Next”

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Pagelet WizardPagelet WizardPublish as Pagelet

PeopleSoft PeopleTools 8.5X > Development Tools > Portal Technology > Developing and Deploying Activity Guides > Deploying an Activity Guide

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Configure WorkCenterManage WorkCenters Pages

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Configure WorkCenter

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Choose your

Template

Page Definitions

Task Configuration

View Agreements

View Task Activity

Batch Notifications

(Reminders)

Task List

Assign Tasks

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From Custom to Delivered

Page Definitions

• Page definitions refer to the HTML pages in the activity guide like Agreements (Security Agreement and Financial Agreement)

• Page definitions are optional

• Common agreement can be used for multiple templates

• Can display all the text or have links to external content

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From Custom to Delivered

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Choose your

Template

Page Definitions

Task Configuration

View Agreements

View Task Activity

Batch Notifications

(Reminders)

Task List

Assign Tasks

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• Task configuration tab identifies other tasks (activity guides) that need to be completed before the current task can be started (Prerequisite).

• Or started when this task is completed (Subsequent)

• Assign standard notification templates to notify people when this task is assigned or completed

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Release Service Indicators

This region enables you to define one or more service indicators/reasons. When the student completes the task, the system releases this defined service indicator(s) for the student.

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Note: The launch action item page displays values from the most recent effective dated row on or before the current date in the Student Program record, excluding any future rows. Careers are displayed only if the program status is active (AC).

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The system releases the service indicator when the student completes the task (clicks the Finish button on the Complete page).

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Choose your

Template

Page Definitions

Task Configuration

View Agreements

View Task Activity

Batch Notifications

(Reminders)

Task List

Assign Tasks

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Population Selection

• Batch process to create activity guide instances as copy of template

• Batch Assign in using the delivered Pop Select query (SCC_TM_PPL_SRCH_QRY) or create your own (must include the bind record SCC_BND_SRCIND).

• Assign to groups using Student Groups or individuals using ID’s.

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Review Mode

• Used to review the current task records against the population selection criteria originally used to create the tasks and identify students who no longer meet the criteria for the task or whose context data has changed and needs to be updated.

• Only Population Selection is available.

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Choose your

Template

Page Definitions

Task Configuration

View Agreements

View Task Activity

Batch Notifications

(Reminders)

Task List

Assign Tasks

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Task List

• View the tasks assigned to your students.

• Track or manually change the status of each task.

• Edit the instance ID of a task.

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Choose your

Template

Page Definitions

Task Configuration

View Agreements

View Task Activity

Batch Notifications

(Reminders)

Task List

Assign Tasks

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View Task Activity

This page displays records based on the activity guide messages that the system logs when a task is completed.

Messages are logged for the following actions when a student completes a task:• The task status is updated to Complete.• A new subsequent task is created for the student.• A subsequent task cannot be created because the current task does not have all the required context data.• A subsequent task is not created because it already exists for the student.

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Choose your

Template

Page Definitions

Task Configuration

View Agreements

View Task Activity

Batch Notifications

(Reminders)

Task List

Assign Tasks

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View Agreements

This page enables you to view an agreement for audit purposes and, as an administrator, complete an agreement on behalf of a student (E.g., after a student has declined an agreement, printed andsigned the agreement and returned a paper copy).

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View Agreement Detail

When you click the Save button and if the Acceptance Status check box has been selected, then the system updates the status of the associated action item to Completed. If all the required action items (that is, action items with the Required check box selected on the Action Item Details page) for the task are now set to Completed, the system performs the following processing (which is the same processing thesystem performs when the student clicks the Finish button on the Complete Task page):

• Updates instance status to Complete.• Triggers the complete notification.• Creates subsequent tasks.• Releases service indicators.

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Choose your

Template

Page Definitions

Task Configuration

View Agreements

View Task Activity

Batch Notifications

(Reminders)

Task List

Assign Tasks

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You can use the Batch Notification process for sending reminder notifications to students with

incomplete tasks.

SCC_TM_POP_TASK_REMINDERquery identifies all in progress tasks. (Don’t forget to edit prompts)

Use the Task Management Notifications Consumer ID and the SCC_TM_REMINDER Template

Batch Notifications (Reminders)

Note: If you are creating your own query, the query needs to include PEOPLE_SRCH.

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Notifications Setup

Setup SACR > System Administration > Utilities > Notifications > Notification Consumer Setup

The student activity guide makes use of the notification Framework with three delivered templates

SCC_TM_ASSIGEND for the notification when we assign an activity instance to a student. SCC_TM_COMPLETED when students complete the task. SCC_TM_REMINDER when batch notifications are sent (reminders)

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Notifications Setup

Setup SACR > System Administration > Utilities > Notifications > Notification Setup

Check the Override Notification Preferences in all 3 template setups to make sure your email goes out to the student and ignore self‐service notification preferences.

In the Recipients Configuration make sure Preferred Email address is on.

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Setup SACR > System Administration > Utilities > Notifications > Notification Setup

The View Generic Template allows you to configure the HTML e‐mail the student will receive when a task is assigned.

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Roles

• Two‐level setup for activity guide

• Template Level

• Student must have the “Contributor” role defined in template setup

• Action Item Level

• For individual action items, student must have the role defined in Action Item User Assignment

• Instance (i.e. student’s task)

• Instance is a copy of the template, created when the task is assigned

• Security at template and action item level is copied to each instance

• The Context Data that is populated includes EMPLID that determines access to the instance

TIP! Once an instance is created, any changes to the template will NOT be reflected in any existing instances

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Permissions

Web Library Security

• Verify that the following Web Library security has been provided to a permission list for your custom student and administrator roles (e.g. “CS – Student”)

• WEBLIB_PTAI

• WEBLIB_PTAL

• WEBLIB_PTPPB

Permission List

• Review the delivered student self service permission list (HCCPCSSA1010)

• Reference components under SCC_TASK_MGMT (menu) which grants access to activity guides.

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Permissions

Permission List

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Troubleshooting…

• “You do not have Contributor access”

• Check the Security setup for the Instance(rather than the template)

• Task List > Instance ID link > Manage Instances > Properties > Security

• Cross check the Contributor setup againstthe roles defined for the student

• If it needs changing here, template may also need to be updated

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Student Task WorkCenter Troubleshooting

Can’t see the progress bar?

• Check the setup for the Instance(rather than the template)

• Task List > Instance ID link > Manage Instances > Properties > Pagelet Options

• Check that Pagelet Progress Bar Visible is selected

• If it needs changing here, templatemay also need to be updated

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Troubleshooting

Action Item is “greyed out” and there are no un‐met dependencies

• Check the action item setup for theInstance

• Schedule Information > Check the action item Start Date is not future

• User Assignments > Check that Assigned To is a role that the student has

• If it needs changing here, template may also need to be updated

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Accessing Tasks

Troubleshooting

Can’t see the link?

• Check that the correct display of tasks is enabled is self‐service setup

• Check via Task List page that the Instance Status is “In Progress” and not “Cancelled” or “Completed”

• Check the Start Date of the first action item is not in the future

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Accessing Tasks

Troubleshooting





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Accessing Tasks

Troubleshooting





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Accessing Tasks

Troubleshooting





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Accessing Tasks

Troubleshooting





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Troubleshooting – AccessIssue Solution

Portal Access: Why doesn’t the Student Task WorkCenter show tasks or content? When viewing the JavaScript Console, there are failed AJAX loads.

Verify that the webserver domain name does not contain‘PSP’ or ‘PSC’, such as https://pscs‐demo.school.edu/.., asthese conflict with delivered servlets.(PT Bug 20583812)

Why can’t an administrative user access the delivered example templates?

The example templates use the delivered ‘CS –Administrator’ role. Either assign the admin user that role or update the Administrator privilege setup in Template Properties – Security setup to add the role you are using.

Why doesn’t environment contain delivered StudentActivity Guide Templates?

Student Activity Guides are dependent on PT 8.53.06. Objects may have been stripped by Release Adaptor, so rerun upd898732_11.dms/dat from Bundle 31.(Doc ID 1924276.1)

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Troubleshooting – General IssuesIssue Solution

For Student Activity Guide Agreement, why is Printable Page button inactive on Agreement page until after item is completed and user navigates away and returns to task?

Print was only intended for use with agree/decline options. A future update is planned to enable Print for agree only option (Bug 18959295). Workaround is available in Doc ID 1970709.1.

We’ve included a Non‐PeopleSoft URL action item but the “Mark As Complete” button is not enabled in the navigation bar

If the action item is included after an agreement page, the code to hide the label will still apply. Either the action item needs to be moved to before any agreement pages in the sequence, or App Class code needs to be added for the Non‐PeopleSoft URL page to enable the button when the page is opened.

When using Activity Guide Assign Task, why does Student Override only assign task to one student in list?

A fix for this issue has been delivered in CS 9.0 Bundle 33, or Patch 18118685.

When using the new Clone Template option in 8.54, theinstance creation details on Advanced Options page arenot copied.

Bug 19857714 is logged with PeopleTools. These values can be manually entered for each template. The details can be copied from one of the delivered example templates. 101

Troubleshooting – General Issues

Issue Solution

Why does Activity Guide Instance Status remain 'In Progress' if all action items are 'Complete'?

The Finish button on the Complete Task provides logic that sets instance to Complete. Alternatively, PeopleCode can optionally be inserted in code for Mark As Complete to go through all items and if status of everything is complete, then update the instance as complete.

In PT 8.54, why isn’t the Next button enabled when an action item is set to complete either using the custom Mark as Complete navigation button or the ItemPostProcess?

Bug 20630634 is logged with PeopleTools

When a student starts to enter new contact details (e.g.new address) but then clicks Mark As Complete withoutsaving the details are not saved.

This is the current functionality of the address, phone, email and emergency contacts pages via Student Center. A future update is being considered to look at auto‐save.

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ResourcesTransfer of Information (TOI) Recording:

• KM Doc ID 732026.1 > PeopleSoft > Campus Solutions > Campus Community Campus Solutions 9.0Additional Features April 2014 TOI: Student Activity Guides Functional Overview

Additional PeopleSoft Alliance Presentations:

• 33376: Student Activity Guides – An Introduction (Alliance 2014)

• 33681: Creating WorkCenters, Dashboards & Activity Guides (Alliance 2014)

• 4318: Activity Guides: a step‐by‐step walkthrough (HEUG EMEA 2014)

• 34444: Activity Guide Student Financials (Alliance 2015)

• 34719: PeopleSoft Activity Guides: Simplifying a Complex Process (Alliance 2015)

• 34487: Setting Up and Troubleshooting Student Activity Guides (Alliance 2015)

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Additional Resources

• PeopleSoft CS 9.0 > Campus Community Fundamentals > Understanding Student Activity Guides

• PeopleSoft PeopleTools 8.5X > Development Tools > Portal Technology > Developing and Deploying ActivityGuides

• PeopleSoft CS 9.0 > Campus Community Fundamentals > Working with Student Activity Guides

• PeopleSoft PeopleTools 8.5X > Development Tools Portal Technology > Creating and ConfiguringWorkCenterPages

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Resources ‐ Training

• PeopleTools: Creating an Activity Guidehttps://www.youtube.com/watch?v=8FIKtyOF49w&feature=youtu.be.

• PeopleSoft WorkCentershttps://www.youtube.com/watch?v=gA4leaeSodU

• ConfiguringWorkCenters: Applications Frameworkhttps://www.youtube.com/watch?v=saxXNcWQrig

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Attribution CreditsGraham, N., Oliveira, D., Setting Up and Troubleshooting Student Activity Guides [material type, PowerPoint or PDF]. Retrieved from HEUG Website site: https://www.heug.org/p/do/sc/catid=112

Van Liempt, S., Activity Guides: A Step‐By‐Step Walkthrough [material type, PowerPoint]. Retrieved from HEUG Website site: https://www.heug.org/p/do/sd/topic=2038&sid=17696

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QUESTIONS?

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Student Activity Guides: From Custom to Delivered

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