UDSiS IntroductionUDSiS IntroductionThe basics for a quick The basics for a quick start on the new start on the new student information student information systemsystem

Updated 9/7/05Updated 9/7/05

Accessing the UDSIS softwareAccessing the UDSIS software

Web-based softwareWeb-based software

Logon from any PC with Internet Logon from any PC with Internet access access

Use Use Internet ExplorerInternet Explorer (IE) for (IE) for the best results the best results

Pre-requisites you’ll needPre-requisites you’ll need

Basic Microsoft Windows skillsBasic Microsoft Windows skills– Mousing (point and click)Mousing (point and click)– Basic knowledge of Word and ExcelBasic knowledge of Word and Excel– Opening and closing windowsOpening and closing windows

Basic Browser skillsBasic Browser skills– Recognize and follow hyperlinksRecognize and follow hyperlinks– Use lookups and dropdown boxesUse lookups and dropdown boxes

Computer with Internet connectionComputer with Internet connection

Logging InLogging In

Enter this URL: Enter this URL: https://winken.nss.udel.edu:4480/psp/SAPRD/?cmd=loginhttps://winken.nss.udel.edu:4480/psp/SAPRD/?cmd=login

““Add to Favorites” in IEAdd to Favorites” in IE

User ID and PasswordUser ID and Password

Your User ID is your UDelNet ID Your User ID is your UDelNet ID (lower case)(lower case)

Your password is your UDelNet passwordYour password is your UDelNet password

Click Sign In buttonClick Sign In button

UDSIS Home PageUDSIS Home Page

The Menu appears on The Menu appears on the left side of the the left side of the page. Your security page. Your security determines the menu determines the menu items that are items that are displayed. (Your Menu displayed. (Your Menu will be much smaller.)will be much smaller.)

Open a menu Open a menu item by clicking item by clicking on the name.on the name.

The Search box allows The Search box allows you to look for a page you to look for a page name in the menu and its name in the menu and its sub-menussub-menus

UDSIS Home Page (cont’d)UDSIS Home Page (cont’d)

HomeHome, , Add to FavoritesAdd to Favorites, , Sign outSign out and and HelpHelp are are hyperlinks and appear on hyperlinks and appear on every page. every page. ((WorklistWorklist is not is not used)used)

HomeHome – click this to close all pages – click this to close all pages and return to Home Page (Menu)and return to Home Page (Menu)Add to FavoritesAdd to Favorites – click this with – click this with an open an open pagepage to put it in the menu to put it in the menu item “My Favorites”item “My Favorites”Sign-outSign-out – click this to leave – click this to leave UDSISUDSISHelpHelp – click this to bring up the – click this to bring up the online help feature called online help feature called PeopleBooksPeopleBooks

NavigationNavigation

The sub-menus appear in The sub-menus appear in the Student the Student Admissions Admissions home page, as well as in home page, as well as in thethee Menu below the Menu below the item. Click either place to item. Click either place to go to the sub-menu or go to the sub-menu or page.page.

Click on a menu Click on a menu item (e.g. Student item (e.g. Student Admissions) to Admissions) to open the sub-open the sub-menus.menus.

Each sub-menu Each sub-menu has a list of page has a list of page links below it. links below it. Click one to open Click one to open the page. For the page. For example, click example, click Add/Update a Add/Update a PersonPerson hyperlink. hyperlink.

Page Search BoxPage Search Box

Most pages start with a Most pages start with a search box, you will search box, you will choose:choose:Find an Existing ValueFind an Existing Value or or Add a New ValueAdd a New Value by by clicking on the tab. The clicking on the tab. The dark blue one is the dark blue one is the selected tab.selected tab.

Each page has Each page has a different a different set of search fieldsset of search fields in the in the Find an Existing ValueFind an Existing Value tab. You may use tab. You may use oneone or or manymany fields to narrow your fields to narrow your search.search.

Page Search BoxPage Search Box

In this example “B” In this example “B” was entered in the was entered in the Last Name field and Last Name field and then the Search then the Search button was clicked.button was clicked.

Search Results are Search Results are shown below, one row shown below, one row for each student whose for each student whose last name begins with last name begins with “B”. “B”.

Search ResultsSearch Results

Notice that the system Notice that the system tells you how many tells you how many rows it found that meet rows it found that meet your criteria (48 in this your criteria (48 in this case). It can display a case). It can display a maximum of 300 rows maximum of 300 rows at a time.at a time.

These results are sorted These results are sorted alphabetically by last name. alphabetically by last name. You can change the sort by You can change the sort by clicking on any of the column clicking on any of the column headings.headings.

When you find the row you want When you find the row you want to look at, click on any of the links to look at, click on any of the links on that row (e.g. the student’s on that row (e.g. the student’s Name)Name)

More NavigationMore Navigation

Close the Close the Menu by Menu by clicking the clicking the “-” button. “-” button. This is very This is very useful with useful with wide pages.wide pages. Note that the student’s Note that the student’s

name and ID are name and ID are displayed at the top of displayed at the top of the page.the page.

Some Cautions with NavigationSome Cautions with Navigation

Do Do NOTNOT use use the “Back” the “Back” button in the button in the browser to browser to navigate in navigate in UDSIS. The UDSIS. The system can act system can act unpredictably if unpredictably if you do. Use you do. Use the Menu, the Menu, home pages, home pages, tabs and links tabs and links to get around to get around in UDSIS.in UDSIS.

X

Since this is a web-based Since this is a web-based system, be warned that if system, be warned that if you “surf” to another you “surf” to another website or enter a new website or enter a new URL while in UDSIS – this URL while in UDSIS – this will log you OUT. Instead will log you OUT. Instead open open anotheranother version of version of IE.IE.

Page NavigationPage Navigation

Open the Open the Menu by Menu by clicking clicking the menu the menu icon. icon.

This page is This page is part of a 3-part of a 3-page page component. component. Navigate Navigate between them between them by clicking on by clicking on the tabs at the the tabs at the top or clicking top or clicking the hyperlinks the hyperlinks at the bottom at the bottom of the page. of the page.

Page NavigationPage Navigation

Click on any of Click on any of the hyperlinks the hyperlinks to go to these to go to these pages to view pages to view or update or update other data. other data.

Use these buttons to start a Use these buttons to start a new search or move new search or move up/down your existing up/down your existing search results list. search results list.

Data Entry FieldsData Entry Fields

CheckboxCheckbox – click in the box to check – click in the box to check or uncheck the fieldor uncheck the field

Drop-Down ListDrop-Down List – click on the drop – click on the drop down arrow to select an entry from a down arrow to select an entry from a list of valid values.list of valid values.

Edit BoxEdit Box – allows you to type in an – allows you to type in an entry or to search for a valid value by entry or to search for a valid value by using the magnifying glass to the using the magnifying glass to the right of the boxright of the box

Long Edit BoxLong Edit Box – allows you to enter – allows you to enter free-form text into the fieldfree-form text into the field

Radio ButtonRadio Button – click on the field to – click on the field to select the appropriate radio buttonselect the appropriate radio button

DateDate – type a date in mm/dd/yyyy – type a date in mm/dd/yyyy format or use the calendar icon next format or use the calendar icon next to the boxto the box

Examples of Data Entry FieldsExamples of Data Entry Fields

New WindowNew Window hyperlink hyperlink

The The New WindowNew Window link will open link will open another window within UDSIS, so you another window within UDSIS, so you can go to a new page without closing can go to a new page without closing your current one. your current one.

• It opens to the same page as the existing It opens to the same page as the existing window; navigate to the new page using window; navigate to the new page using the menu.the menu.• Several windows can be open at the Several windows can be open at the same time, though this may affect your same time, though this may affect your PC’s performance and can get very PC’s performance and can get very confusing.confusing.

Effective DateEffective DateImportant field used throughout UDSIS and is key to data integrityImportant field used throughout UDSIS and is key to data integrity

It is the date on It is the date on which a row of data which a row of data becomes effective or becomes effective or the date an action the date an action begins. begins.

It allows you to track It allows you to track all records and all records and activities by keeping activities by keeping an an historicalhistorical record record of the data.of the data.

It is a key field. It is a key field. When updating When updating records, a new row records, a new row should be inserted should be inserted with the correct with the correct effective date before effective date before the new data is the new data is entered.entered.

Data Entry – Four ModesData Entry – Four ModesAdd (a New Value): Add (a New Value): Inserts a new record or Inserts a new record or value into the database (E.G. adding a new value into the database (E.G. adding a new student) with a current or future effective date.student) with a current or future effective date.

Update/Display: Update/Display: Displays only current and Displays only current and future rows of data. You can also add a new row future rows of data. You can also add a new row of information with a current or future effective of information with a current or future effective date.date.

Include History: Include History: Enables you to view all rows of Enables you to view all rows of data including history and to enter new data with data including history and to enter new data with a current or future effective date.a current or future effective date.

Correct History: Correct History: Enables you to modify Enables you to modify historical rows of data. Users with this access can historical rows of data. Users with this access can display, update, and insert rows of data with past, display, update, and insert rows of data with past, current or future effective dates.current or future effective dates. (Most users will NOT have Correction mode – it is dangerous!)(Most users will NOT have Correction mode – it is dangerous!)

Include History – 2 methodsInclude History – 2 methods

It is recommended that It is recommended that you use you use Include Include HistoryHistory for ALL data for ALL data entry pages:entry pages:

Click on Include History Click on Include History checkbox checkbox beforebefore going going into a data entry page into a data entry page

OR click on Include OR click on Include History button History button afterafter opening a data entry opening a data entry pagepage

Rows: Rows: Adding/Deleting and ViewingAdding/Deleting and Viewing

Adds a new row (usually with a new effective date)Adds a new row (usually with a new effective date)Deletes an existing rowDeletes an existing rowShows the total number of rows and which you are onShows the total number of rows and which you are onTakes you to the previous or next row of dataTakes you to the previous or next row of dataTakes you to the first or last row of dataTakes you to the first or last row of dataAllows you to view all the rows of data on one pageAllows you to view all the rows of data on one page

View All (rows)View All (rows)

Note this display Note this display shows all three rows shows all three rows of data (with three of data (with three effective dates) on effective dates) on one page. Click one page. Click View 1View 1 to return to to return to viewing one row at a viewing one row at a time.time.

Warning Message when DeletingWarning Message when Deleting

This is an example of a warning message. It popped up This is an example of a warning message. It popped up after clicking the “-” button to delete the 6/28/05 row. after clicking the “-” button to delete the 6/28/05 row. Click the OK button to finish deleting the row. (A Click the OK button to finish deleting the row. (A warning message is more informational than an error warning message is more informational than an error message.) Read them carefully.message.) Read them carefully.

Data Entry HintsData Entry Hints

Fields marked Fields marked with an asterisk with an asterisk (*) are REQUIRED (*) are REQUIRED fields (usually!).fields (usually!).

Use the Use the <Tab> key <Tab> key to move to move between between fields, rather fields, rather than the than the <Enter> key.<Enter> key.

Click the Click the Include Include HistoryHistory button button to see rows to see rows prior to the prior to the current one. It current one. It will “grayed will “grayed out” if history is out” if history is already already included.included.

Saving Your WorkSaving Your Work

You will You will see see “Processin“Processing” flashing g” flashing until the until the data is data is saved. saved. Then the Then the word word “Saved” “Saved” will display will display for a few for a few seconds in seconds in the same the same spot.spot.

Click the Click the SaveSave button to button to save the data you save the data you entered.entered.

Error Message when SavingError Message when Saving

If you have missed If you have missed entering a required field, entering a required field, you will get an error you will get an error message. Click the OK message. Click the OK button, then go to the button, then go to the field highlighted in field highlighted in redred and enter the missing and enter the missing data.data.

Warning Message when Exiting a Warning Message when Exiting a PagePage

If you leave a page without saving, you If you leave a page without saving, you often (but not always) will get this warning.often (but not always) will get this warning.If you want to save your work, click OK and If you want to save your work, click OK and then click the Save buttonthen click the Save buttonIf you do If you do notnot want to save the data, click want to save the data, click the Cancel buttonthe Cancel button

User Defaults User Defaults See the business process guide – “User Defaults”See the business process guide – “User Defaults”

Navigate to the User Defaults page Navigate to the User Defaults page (Set Up SACR(Set Up SACR→ → User Defaults).User Defaults). Note Note that you set your own User Defaultsthat you set your own User Defaults

These values can be These values can be overwritten on input overwritten on input pages and changed here pages and changed here in User Defaults as in User Defaults as needed. needed.

User Defaults User Defaults make data entry make data entry faster by auto-faster by auto-populating some populating some fields with fields with “standard” “standard” values. values.

Search / MatchSearch / Match

A tool in UDSIS to search for an A tool in UDSIS to search for an existingexisting person, applicant, student or person, applicant, student or organization. organization. – Before adding a new person, you must check Before adding a new person, you must check

to make sure the person does not already have to make sure the person does not already have an ID in UDSIS.an ID in UDSIS.

VERY IMPORTANT for minimizing VERY IMPORTANT for minimizing duplicate data, specifically when duplicate data, specifically when adding a new student.adding a new student.

Using Search/MatchUsing Search/MatchFor complete info see training material – “Search/Match”For complete info see training material – “Search/Match”

You must enter You must enter at a minimum: at a minimum: partial first and partial first and last names. last names. The other The other search fields search fields are optional. are optional. Use the <Tab> Use the <Tab> key to move key to move from field to from field to field.field.

Click the Click the SearchSearch button button to activate your to activate your search.search.

Search Results from Search/MatchSearch Results from Search/Match

The system will The system will either find no either find no matches or will matches or will return a list of return a list of matches (as matches (as shown).shown).

Click the Click the DetailDetail hyperlink if you hyperlink if you want to confirm or view Bio/Demo want to confirm or view Bio/Demo information for a student. information for a student.

Click the Click the Carry IDCarry ID button to button to have the system to carry have the system to carry this ID to another page.this ID to another page.

Search/Match – Carry ID ResetSearch/Match – Carry ID Reset

Click the Click the Carry ID ResetCarry ID Reset button if button if you did not find the person you were you did not find the person you were looking for. This will clear the ID so looking for. This will clear the ID so that the next page you access in Add that the next page you access in Add mode will display NEW in the ID field.mode will display NEW in the ID field.

Time Out WarningTime Out Warning

This pop-up window This pop-up window will appear just will appear just before the system before the system is going to log you is going to log you out automatically out automatically for inactivity. Click for inactivity. Click the OK button to the OK button to continue working in continue working in UDSIS.UDSIS.

Logging Off UDSISLogging Off UDSIS

There are two ways to log There are two ways to log yourself off:yourself off:

1.1. Click the Click the Sign outSign out link link to close UDSIS and stay to close UDSIS and stay in browser (returns you in browser (returns you to UDSIS “Logon” to UDSIS “Logon” screen)screen)

2. Click the red “X” to 2. Click the red “X” to close UDSIS and close UDSIS and browser.browser.

Glossary of Basic TermsGlossary of Basic TermsAcademic InstitutionAcademic Institution– UOD01UOD01 University of DelawareUniversity of Delaware– UOD02 Professional & Cont. Studies (non-credit)UOD02 Professional & Cont. Studies (non-credit)

Academic CareersAcademic Careers– Undergraduate in UOD01Undergraduate in UOD01– Graduate in UOD01Graduate in UOD01– Professional Development (non-credit) in UOD02Professional Development (non-credit) in UOD02

Academic ProgramAcademic Program = = College and LevelCollege and Level

Academic PlanAcademic Plan = = Major and Minors (and Major and Minors (and Admitted Honors)Admitted Honors)

Sub-PlanSub-Plan = = ConcentrationConcentration

Glossary of Basic Terms (cont’d)Glossary of Basic Terms (cont’d)Admit TermAdmit Term – – The first term an applicant is The first term an applicant is expected to enrollexpected to enroll

Bio Demo DataBio Demo Data – – Basic biographic and Basic biographic and demographic information about a person (name, demographic information about a person (name, gender, birth date, address, etc.)gender, birth date, address, etc.)

ClassClass – – A specific offering of a course for a given A specific offering of a course for a given termterm

CourseCourse – – The basic building block of the course The basic building block of the course catalog (E.G. CHEM101) catalog (E.G. CHEM101)

Effective DateEffective Date – – The date on which a row of The date on which a row of data becomes effective or the date an action data becomes effective or the date an action begins. It is used to maintain history of the data.begins. It is used to maintain history of the data.

Glossary of Basic Terms (cont’d)Glossary of Basic Terms (cont’d)IDID – – Student ID (9 digits and is NOT the SSN) or Student ID (9 digits and is NOT the SSN) or could be an Employee ID. This is a system-could be an Employee ID. This is a system-generated number.generated number.

National IDNational ID – – Social Security No. (SSN)Social Security No. (SSN)

SessionSession – – An enrollment time period An enrollment time period withinwithin a a termterm

Subject AreaSubject Area – – A “family” of courses for a A “family” of courses for a specific area of instruction (e.g. Accounting – ACCT)specific area of instruction (e.g. Accounting – ACCT)

Term ActivateTerm Activate – – Process that moves students Process that moves students from Admissions to Student Records (it enables from Admissions to Student Records (it enables other processes: student enrollment, post transfer other processes: student enrollment, post transfer credit and calculate tuition).credit and calculate tuition).

Glossary of Basic Terms (cont’d)Glossary of Basic Terms (cont’d)

TermTerm – – The academic time period observed The academic time period observed across the entire University (e.g. 2005 Fall across the entire University (e.g. 2005 Fall Semester). It is a 4-digit code.Semester). It is a 4-digit code.

Naming convention for the 4-digits:Naming convention for the 4-digits:– 11stst digit digit = millennium (1 for 19xx and 2 for 20xx) = millennium (1 for 19xx and 2 for 20xx)– 22ndnd & 3 & 3rdrd digits = last two digits of calendar year digits = last two digits of calendar year– 44thth digit digit

1 = Winter1 = Winter

3 = Spring3 = Spring

5 = Summer5 = Summer

8 = Fall8 = Fall

– EXAMPLES: 1988 = Fall 1998 and 2065 = Summer 2006EXAMPLES: 1988 = Fall 1998 and 2065 = Summer 2006

Glossary of Basic Terms (cont’d)Glossary of Basic Terms (cont’d)

Program ActionProgram Action – – status change used to status change used to update a student’s record (e.g. ADMT = Admit). update a student’s record (e.g. ADMT = Admit).

Program Action ReasonProgram Action Reason – – this field is this field is always used with a Program Action. The Reason always used with a Program Action. The Reason describes describes why or howwhy or how the Action is being used. the Action is being used.

– Together the Program Action and Action Reason are Together the Program Action and Action Reason are equivalent to the SIS Statusequivalent to the SIS Status

– Student Records also uses them, though many are Student Records also uses them, though many are Admissions use onlyAdmissions use only

– Undergrad and Graduate Admissions share the Program Undergrad and Graduate Admissions share the Program Action codes, but have Action codes, but have differentdifferent Action Reasons codes Action Reasons codes

– For more details, see the handout called “Summary For more details, see the handout called “Summary Admissions Program Actions w/Legacy SIS Values”Admissions Program Actions w/Legacy SIS Values”

any any

questions?questions?

Thanks for coming ….Thanks for coming ….