MASS CHANGE FOR DUMMIES

USM Oracle/PeopleSoft MidAtlantic Regional ConferenceGettysburg College – June 2, 2009

ROSS LEISTEN

Enterprise Business Systems CoordinatorSalisbury University

Provide inter-departmental analytical support for all Student Administration areas

Liaison between end users and developers Provide end user training for University

staff, faculty and students

SALISBURY UNIVERSITY

University System of Maryland affiliate located on Maryland’s Eastern Shore

4 academic schools housing 43 undergraduate/5 post baccalaureate certificate/13 graduate programs

Approximately 8,000 student, 1,500 faculty and staff

SU implemented PS HRSA and Financials v8 beginning with HR and Admissions in 2002, finishing with CR in 2004.

SU currently uses Financials v8.9 and CS and HRMS v9. Financials upgrade occurred during the Summer of 2006. CS and HRMS upgrades occurred in December of 2007.

RUMORS AND REALITIES

Rumors Mass Change is going away!Realities Oracle has no timeline or plan for its

discontinuation

Similar to Query Manager, Mass Change is a powerful tool for generating sql code and interacting directly with the Oracle/PeopleSoft tables. Mass Change can be used with other delivered “engine” processes or by itself

MASS CHANGE FOR DUMMIES

“Just the Basics” This presentation covers only a “very

basic” introduction to Mass Change, why you might want to consider using it, its component pieces, setup and operation. The focus is on two simple “from scratch” examples (no delivered scripts, no groups, no complex join conditions or operations, etc.).

BENEFITS …

Mass Change processes … can be used in place of invasive

system modifications or projects can be used to change or correct one

or many table values online and without the use of “behind the scene” sql scripts

require little or no attention during patches and fixes installations, and/or upgrades

ISSUES …

Mass Change process … missteps can be deadly, especially for

“trigger-happy” users settings/runs involve several page and

tab navigations settings are not validated results must be validated by query (no

companion reports)

MASS CHANGE USES …

Grade Roster Access (Instructor) Clearing Schedule of Classes LMS fields Clearing Student Groups Deleting individual or multiple table entries

in preparation for ID Deletion Assigning Dean’s List and/or Latin Honor

markers Populating graduation/degree GPAs for new

graduates

ALWAYS DO THE OBVIOUS …

Preliminary Research - should any other table changes be made as a direct result

Trial Build - use a test environment for the initial process build

Test - both the process and any/all online processing that depends upon the changes

Involve a Developer - for research and build

Move/Copy To Production – when the process is “perfect”

BUILDING BLOCKS Types - define records and

actions Templates - define selection

fields Permission List Security Definitions – define

selection criteria Prompt Records – most

closely associated with Definitions

Groups – one or more Definitions

PROBLEM … SOLUTION #1

SU instructors grade online - graded rosters are approved by instructors, posted by Registrar’s office

SU schedule of classes build is decentralized across more than 20 academic departments where Instructor Access is not always coded with a consistent “Approve”

GRADE ROSTER ACCESS

Set Instructor Access to “Approve”

MASS CHANGE TYPE

Main Menu > PeopleTools > Mass Changes > Types

MASS CHANGE TYPE

Define Records/Tables and Actions

MASS CHANGE TYPE

Define Actions/add custom SQL

MASS CHANGE TEMPLATE

Main Menu > PeopleTools > Mass Changes > Templates

MASS CHANGE TEMPLATE

Select/define Criteria

MASS CHANGE SECURITY

Add Template to User’s Perm List

Main Menu > PeopleTools > Security > Permissions and Roles > Permission Lists

MASS CHANGE DEFINITION

Main Menu > PeopleTools > Mass Changes > Definitions

MASS CHANGE DEFINITION

MASS CHANGE DEFINITION

Generate SQL

PROMPT RECORDSDefine/link Prompt Records

Main Menu > PeopleTools > Mass Changes > Prompt Records

TRANSLATE VALUES

Main Menu > PeopleTools > Administration > Translate Values

Values defined within the translate table will automatically become visible in the Translate Mass Change View (XLAT_MC_VW)

RUN MASS CHANGE

Main Menu > PeopleTools > Mass Changes > Process Mass Change

GRADE ROSTER ACCESS

PROBLEM … SOLUTION #2

SU frequently uses Student Groups for mass transcript generation and enrollment appointment purposes

After use, Student Group data is considered useless

Although CS delivers a mechanism for inactivating Student Group members in mass, no process for removing members exists

STUDENT GROUPS

MASS CHANGE TYPE

MASS CHANGE TYPE

MASS CHANGE TYPE

MASS CHANGE TEMPLATE

MASS CHANGE TEMPLATE

MASS CHANGE DEFINITION

MASS CHANGE DEFINITION

MASS CHANGE DEFINITION

PROMPT RECORDS

TRANSLATE VALUES

STUDENT GROUP TABLE

RUN MASS CHANGE

STUDENT GROUPS

QUESTIONS?

Ross LeistenEnterprise Business Systems CoordinatorInformation TechnologySalisbury University/Marylandrdleisten@salisbury.edu