peoplesoft fundamentals presentation - lavc

1

PeopleSoftFundamentals and Overview

Published 7/19/2016

Click to edit Master title style

• Introductions

• Sign the Attendance Sheet

• Follow the Navigation of the Trainer

• Refrain from side conversations

• Check email during breaks only

Welcome


• Start, Stop and Break times

• Emergency Exits

• Restroom Locations

• Silence all cell phones

• Ask Questions!!

Welcome


• PeopleSoft Basics

• Introduction to the Staff/Faculty Portal

• Introduction to the Student Portal

• Understanding the 3C’s

• Basic and Reporting

Agenda


This course is intended for:

• All LACCD Employees

Roles for this Course


PeopleSoft Basics and Navigation


PeopleSoft is an integrated software package that provides a wide variety of business applications to assist in the day-to-day execution and operation of business processes.

PeopleSoft Overview


After completing this course, you will be able to:

1.Logon to PeopleSoft.

2.Terminology within PeopleSoft

3.Navigate PeopleSoft menu pagelet and pages.

4.Use Page components and elements

5.Search for records in PeopleSoft

6.Properly Log out of PeopleSoft.

PeopleSoft Fundamentals Objectives


Login using your network logon and password

Logon to PeopleSoft


Menu Pagelet

(the menu list on the left side of the Home Page)

PeopleSoft uses a menu pagelet to display a menu structure composed of a hierarchy of folders and content references that you can use to navigate to various application pages.

Terminology


Page

The individual display and data-entry screens for each part of your PeopleSoft application. Pages appear in the browser window.

Terminology


Keys

The display-only fields that uniquely identify your data. To display a page, enter the keys so that the system can retrieve the correct row of data.

Terminology


Hover Text

When you hover over a link, button, or other action, you will notice that a hover (pop-up) box will appear describing the purpose of the link.

Terminology


Links and Hyperlinks

When you click on the link for a level in the menu pagelet to expand it, a component will display on the right of the menu pagelet.

The level displayed as a hyperlink is the lowest level. When you click a hyperlink, a component will display to the right of the menu pagelet.

Terminology


Components

You click the hyperlink to open a component (i.e. a group of related pages that pertain to a specific task. You access components from the menu. Components contain folder tabs with each tab containing a related page). When opening a component, a Search page is generally displayed first.

Terminology


Collapse Menu PageletYou can collapse the menu pagelet at any time to display more of the page in the window.

Expand Menu PageletYou can expand the menu pagelet at any time.

Expand Section ButtonWhen you click on the Expand Section (arrow) button for a level in the menu pagelet to expand it, the next level is displayed and highlighted (linear view).

Terminology


Search Field of Menu Pagelet

You use the Search field to search for a registered content reference within the system. You enter the name of the page you want to find, and press Enter or click the Search button. This action opens the Search page displaying the results.

Terminology


Navigating the Home Page

Navigate PeopleSoft Menu Pagelet and Pages


Universal Navigation Header

Displayed at the top of every page, is the Universal Navigation Header. The Header contains the following links: New Window, Help, Email and Log Out.



In addition to the menu pagelet, PeopleSoft applications include navigation pages, which serve as alternatives to the menu pagelet. There are two types of navigation on the navigation page:

• Breadcrumbs

• Section Folders



Breadcrumbs appear horizontally across the top of the page providing links back to each previous page the user navigated through to get to the current page.



Section Folders clicking on a folder to expand it to view additional folders and all of the links on a page.


Click to edit Master title styleUse Page Components and Elements

Action TypesAdd – Add a new row to a table with a new high level

key/primary key

Update/Display – Either data can be updated or displayed with a high level key

Include History – Works the same as the Update/Display but allows the user to review not only the current and future rows, but history rows as well.

Correct History – View, change and insert rows of data regardless of effective date

Save – Stores data in the system that is entered on a page and updates all the pages of the component


Action Types

Previous in List – Displays the data for the previous data row in the users search results

Next in List – Displays the data for the next data row in the users search results

Return to Search – Allows the user to return to their last search results


Action Types

Clear – Clears any information entered into fields on a panel.

New Window – This link can be used to open up a new window. Multiple windows may be open simultaneously allowing a user to multi-task.

Check Box – Small square box that enables or disables an option. Provides and On/Off or Yes/No response.


Action Types

Radio Button – Small round button that represents one option in a group of mutually exclusive options.

Drop-Down List Box – Rectangular box similar to an

edit box with a prompt button within the box.

Edit Box – Free form edit box in which the user can

enter data.


Action Types

Prompt Button – clicking a prompt button associated with a field opens a separate page that allows you to search the database for the data you need. After selecting the correct data, the system automatically returns you to the original page.

Date Field – Edit box used to record month, date, and year.


Move Between Pages

Use Page Components and Elements


Opening a New Window

Use Page Components and Elements


Tips for Using New Window:

There are certain rules of thumb to keep in mind when using the New Window feature:

• Before opening a new window, save any changes made in the current window. If the session times out while you are working in a new window, you may lose any unsaved changes.

• Only use the New Window feature once to open up one additional new window.

• To be safe, it may be better for you to just open another instance of your browser. (e.g. open Internet Explorer another time and log on)


Search Criteria

For any search field enter:

– Full value

– Partial value

– Wildcards

Search for Records in PeopleSoft


Search records are a list of defined search keys that help you locate data.

These are the fields you are prompted for on a search page. Every transaction page or component listed in the menu columns has a search record associated with it.

If you select other pages that have a common search record, such as pages within a component or an associated link, you will not be prompted to enter search criteria again.



You can use three different wildcard features to assist in searching for data. These wildcards can be helpful in finding the exact information you want to process. The following are the supported standard wildcard features:


Wildcard Function

% (percent sign) Match one or more characters

_ (underscore) Match any single character

\ (back slash) Escape character – “don’t treat the nextcharacter as a wildcard”

Click to edit Master title styleSearch for Records in PeopleSoft

Operator Field Use

begins with Character fields

contains Character fields

= All field types

not= All field types

< All field types

<= All field types

> All field types

>= All field types

between All field types

in All field types

Click to edit Master title styleLogging Out of PeopleSoft

Log Out

Click to sign out of the application and return to the Sign in page.


In this lesson you have learned:

• How to Logon to PeopleSoft

• Terminology within PeopleSoft

• Navigating PeopleSoft menu pagelet and pages

• Using Page components and elements

• Searching for records in PeopleSoft

• Logging out of PeopleSoft

PeopleSoft Fundamentals Review


Introduction to the Staff Portal



• Understand how to access:

– Email and Online Classrooms

– Menu Items

– Main Page Overview

Course Objectives



• Staff Users

• Faculty Users



EMAIL AND ONLINE CLASSROOMS


In this lesson you will understand how to access the following through Portal:

• Email

• Canvas

• eTudes

Email and Online Classrooms Objectives


Email

Email and Online Classrooms

Click to edit Master title styleEmail and Online Classrooms


Online Classrooms



• Accessing Email and Online Classrooms

Email and Online Classrooms UPK Practice


In this lesson you have learned how to access:

• Email

• Canvas

• eTudes

Email and Online Classrooms Review


MENU ITEMS


In this lesson you will learn how to access:

• Dashboards Menu

• Main Menu

• Faculty Schedule

Menu Items Objectives


Dashboards Menu

Menu Items


Main Menu

Menu Items


Faculty Schedule

Menu Items



• Dashboards Menu

• Main Menu


Menu Items Review


• Staff Portal – Menu Items

Menu Items UPK Practice



• Dashboards Menu

• Main Menu


Menu Items Review


Introduction to the Student Portal



• Understand how to access:

– Email and Online Classrooms

– Menu Items

– Main Page Overview

Course Objectives



• Student Users



EMAIL AND ONLINE CLASSROOMS


In this lesson you will understand how to access the following through Portal:

• Email

• Canvas

• eTudes

Email and Online Classrooms Objectives


Email



Online Classrooms



• Accessing Email and Online Classrooms

Email and Online Classrooms UPK Practice



• Email

• Canvas

• eTudes

Email and Online Classrooms Review


MENU ITEMS


In this lesson you will learn how to access:

• Dashboards Menu

• Academics Menu

• Finances Menu

• My Profile Menu

• Actions Menu

Menu Items Objectives


Dashboards Menu

Menu Items


Academics Menu

• My Classes

• Records

• Graduation

• Term Information

• Planning and Progress

• Find Courses

• Enrollment

Menu Items

Click to edit Master title styleMenu Items


My Classes

Menu Items


Records

Menu Items


Graduation

Menu Items


Term Information

Menu Items


Planning and Progress

Menu Items


Find Courses

Menu Items


Enrollment

Menu Items


Finances Menu

• My Account

• Electronic Payments

• Financial Aid

• Tax Information

Menu Items


Finances Menu

Menu Items


My Account

Menu Items


Electronic Payment

Menu Items


Financial Aid

Menu Items


Tax Information

Menu Items


My Profile Menu

• Personal Information

• Credentials

• Participation

Menu Items


My Profile Menu

Menu Items


Personal Information

Menu Items


Credentials

Menu Items


Participation

Menu Items


Actions Menu

Menu Items


• Student Portal – Menu Items

Menu Items UPK Practice



• Dashboards Menu

• Academics Menu

• Finances Menu

• My Profile Menu

• Actions Menu

Menu Items Review


MAIN PAGE REVIEW


In this lesson you will see other pagelets available on the Main Page.

Main Page Review Objectives


Hold

Main Page Review


• To-Do checklist

Main Page Review


• My Grades

Main Page Review


• My Account

Main Page Review


• Matriculation Status

Main Page Main Page Review


• Right-side Menu

Main Page Review UPK Practice


• Main Page Review_Student Portal

Main Page Review UPK Practice


In this lesson you have learned the various hyperlinks and the pagelets available on the main page of student portal.

Main Page Overview Review


Understanding the 3Cs



• Understand what the 3Cs are

• Manage:

– Communications

– Checklists

– Comments

Course Objectives



• A&R

• Outreach

• ISSO



The 3Cs (communications, checklists, and comments) are a flexible way to track and analyze correspondence, list of requirements, and notes about the students, staff, constituents, and organizations in PeopleSoft.

Understand the 3Cs


Communications, checklists, and comments can be entered manually in PeopleSoft or by batch.

You can define events and triggers to have the system add communications, add comments, and add or update checklists for individuals or organizations automatically.

Understand the 3Cs


The 3C update/inquiry group provides user-level security access to categories of communications, checklists, and comments, while providing or restricting the user’s ability to edit the data.

Understand the 3Cs


Communications

• The Communications Management page allows you to review or create communications for the individual or organization like letters, phone calls, meetings, email, and in-person contacts.

• All communication for applicants will be generated, stored, and managed within PeopleSoft.

Understand the 3Cs


Checklists

• The Checklists Management page allows you to review or create checklists for the individual or organization.

• Checklists may be lists of steps that must be performed, or documents that must be provided, or communications that are planned to occur, and so on.

• Students can view their missing checklist items in student portal

Understand the 3Cs


Comments

– The Comments page allows you to review or enter comments about the individual or organization.

Understand the 3Cs


MANAGE COMMUNICATIONS


Communication management enables you to track and analyze all of LACCD’s contacts with students, staff, constituents, and organizations inside and outside the institutions.

Manage Communications


You can track:

• All incoming and outgoing communications.

• Types of communication (letters, emails, personal contact)

• Communications generated by other offices that affect your office.

• All staff involved with a communication



To assign a communication, you will use a speed key that identifies: method, category, context, direction, and letter code for that communication to identify basic information about the communication.



You are able to view only those communications that are associated with the communication 3C groups to which you have security access. With 3C group inquiry access, you can view communication assignments, but you cannot change them.



Set up codes for the standard letters that LACCD wants to use.

Set up communication

contexts.

Set up communication

categories.

Set up communication 3c

groups.

(Optional) Set up communication

speed keys (Comm keys).

Assign communications to

individuals or organizations.

Review communications

assigned to individuals or organizations.

Generate the communications.

Review the data that was extracted for

each of the IDs processed.

Process to Generate and Manage Communications


MANAGE CHECKLISTS


In this lesson you will learn:

• Setting up Checklists

• How to assign checklists to:

– Individuals

– Organizations

– Events

• Review Checklists

• Delete Checklists

Manage Checklists Objectives


For each checklist item that you assign, you can specify the individual who is responsible for that item and the due date.

If the item is also associated with an organization, you can specify the name of the organization responsible for the item. You can also specify an ultimate due date for the overall checklist.

Manage Checklists

Click to edit Master title styleAssigning a Checklist to an Individual

Click to edit Master title styleAssigning Checklist Items to an Individual’s Checklist

Click to edit Master title styleAssigning a Checklist to Organizations

Click to edit Master title styleAssigning Checklist Items to an Organization Checklist

Click to edit Master title styleAssigning a Checklist Item to an Event’s Checklist

Click to edit Master title styleAssigning Checklist Items to an Event

Click to edit Master title styleDelete Checklists


MANAGE COMMENTS


In this lesson you will be able to:

• Setting Up Comments

• Enter comments

– About an individual

– About an organization

• Review comments

• Delete comments

Manage Comments Objectives

Click to edit Master title styleManage Comments Overview

You can enter and track comments about individuals and organizations. You can review all comments about an individual or organization or all comments entered by a specific individual.

Click to edit Master title styleManage Comments Overview

Because comments are subjective and often confidential, carefully analyze LACCD's needs and requirements for entering and tracking comments.

Click to edit Master title styleEnter Comments

Person Comment Entry Page


Organization Comment Entry Page


Variable Data Page


Navigation Usage

• Campus Community > Comments > Comments - Person > Person Comments Summary

Define processing parameters to run the Delete Comments process.

Delete Comments

Click to edit Master title styleDelete Comments


• Adding an Admission Comment

• Viewing 3Cs and Event Summaries

Manage Comments UPK Practice


• Adding an Admission Comment

• Viewing 3Cs and Event Summaries

Manage Comments Training Exercise


In this lesson you have learned:

• How to set up comments

• Entering comments

• Deleting comments

Manage Comments Review


In today’s class you have learned:

• PeopleSoft Basics

• Introduction to the Staff/Faculty Portal

• Introduction to the Student Portal

• Understanding the 3C’s

• Basic and Reporting

Class Completion


Basic Queries and Reporting


QUERIES AND REPORTINGQUERIES


Type of Query

Public:

All query users can run Public queries, but only the SIS Business Analyst team and SIS Developers can create, edit, and save public queries.

Queries


• Always output to an html version or Excel.

• Users should use the .CSV format to save the query output to their desktop.

• The data will automatically parse the data into the worksheet.

Queries


Accessing the Query Viewer

Run a Query to Excel:

• You can run a predefined query from your browser and view it online using Query Viewer.

Queries

Click to edit Master title styleQuery Viewer


REPORTS


Run Control

• A run control is a database record that provides values for these settings.

• Instead of entering the same values each time you run a report, you create (and save) a run control with those settings.

• The next time you run the report, you select the run control, and the system fills in the settings.

Reports


Run Control

• A run control is created in “Add” mode and is saved when either the save button is pressed or when the selected report runs successfully.

• Once you create a run control ID you should always use the same one OR you can multiple Run IDs if you are running the same report with different criteria.

Reports


• Report output:

– .pdf – file format that has captured all the elements of a printed document as an electronic image that does not require a specific software to be viewed, navigated, printed, or forwarded

– .xls – an Excel file

– .rtf – a “rich text file” has no formatting applied to the document

Reports

Click to edit Master title styleReports


QUERY REPORTS


For every query report, you also have the option to run the query through query viewer (if you want to download the raw data).

Every query report will look different.

Query Reports

Click to edit Master title styleQuery Reports


WRAP-UP

Click to edit Master title styleTraining Materials

Training materials can be found online at:

www.laccd.edu/sismodernization

These materials can be downloaded for your

use. All training materials will have a

published date to ensure you have the most

recent materials.

http://www.laccd.edu/sismodernization

Click to edit Master title styleEPTRG – Portal

Please feel free to go in to the Portal Training environment to

“play” around when you are back in the office to keep fresh.

https://eptrng.laccd.edu:8001/psp/eptrg/?cmd=login

Please use the login you used during your training session.

Username: TRG_STAFF#

Password: TRG_STAFF#

Note: please understand that users IDs are being used by many different

people. If you find that you are “kicked out” of the environment, it means that

someone else has logged in with the same ID.

https://eptrng.laccd.edu:8001/psp/eptrg/?cmd=login


For additional help, please contact your college Training Mentor.

Q&A


Thank You!

peoplesoft fundamentals presentation - lavc

Documents