Metropolitan State University of Denver Grade Change Request Workflow. Angie Martinez June 2014

Transcription

1 Metropolitan State University of Denver Grade Change Request Workflow Angie Martinez June 2014

2 Table of Contents Grade Change Request Workflow PROCESS OVERVIEW 3 INITIATE GRADE CHANGE REQUEST 3 Option 1 -Grade Change 5 Grade Change Request (Registrar): 5 Option 2 - Grade Change Exception: 6 Grade Change Request (Chair/Dean): 6 BANNER DATA 7 DATABASE DETAILS 8 New Tables 8 Procedures 11 Packages 11 Triggers 11 WORKFLOW 11 Business Events 11 Enterprise Management 11 Role Management 12 User Management 12 REPORTS 12 MIGRATION DOCUMENT 13 2

3 PROCESS OVERVIEW Grade Change Request Workflow A grade change can be requested by the instructor of the course, by the department chair or by the department dean. A regular grade change will be processed by the Office of the Registrar. A grade change exception will need approval from both the chair and dean of the department before it is sent to the Office of the Registrar. Grade Change Exception Conditions: 1. If a grade is being changed after the first seven weeks of the semester following completion of the course, 2. If the faculty member is requesting a grade to be changed to or from NC, 3. If an Incomplete (I) changed to an F and the instructor wants to assign a grade, 4. If a regular F is changing to a permanent F, or a permanent F is being changed to a regular F, 5. Or, if the grade is being changed by someone other than the instructor of record INITIATE GRADE CHANGE REQUEST The workflow is initiated by the requester using Banner Self-Service (SSB). On the Faculty tab there is a link called Initiate a Grade Change in which the requester will click on to open the page where they will enter the Student ID, Term and Course Number (CRN). 3

4 The user will click on Create Grade Change Request, which will direct them to the next page where additional information will be entered. The student/course information will appear as above. At this point the requester will insert the new grade, select whether or not it is a permanent F and add comments if they choose to. If the request is not an exception and the student is given an F, the requester will be required to fill in the Date Last Attend field. Once the user clicks on the Submit button, the workflow will begin. 1. The information that is entered into Banner Self-Service by the requester will be stored in the SWRGRDC table. An insert into the SWRGRDC table will start a workflow via a start trigger- WFBANNER.SWRGRDC_BI_TRG. 2. The following student, requester and instructor information will then be retrieved: a. Name b. Address c. ID 3. The workflow will determine which staff member in the Office of the Registrar will receive the work. The workflow will make this determination based on the student s last name (i.e. A-M, N-Z). User roles have been set up in order to allow the workflow to do this. 4

5 4. Grade status will be updated in the SWRGRDC table. The grade status will have four options for the student to view on SSB: a. In progress (IP) status when grade change is first submitted b. Approve (A) status when decision has been made to approve c. Deny (D) status when decision has been made to deny d. Not Processed (NP) Not approved by the Office of the Registrar Option 1 -Grade Change Employees who are responsible for processing grade change requests, in the Office of the Registrar, will receive an notifying them that a grade change is waiting to be processed. The employee that will be assigned the workflow will have a workflow named, GRADE CHANGE: Term, Last Name, First Name (Student ID) for Course No, in their Worklist. Grade Change Request (Registrar): The Office of the Registrar will have the ability to approve (OK to process)/deny (Do not process) the request and to add comments. Approval: 1. The workflow will update SHATCKN (form)/shrtckn (table) with the new grade. The process_grade_change activity in the workflow is responsible for this update. 2. The student and the requester will get an stating that the grade change has been accepted. SUAMAIL (form)/gurmail (table) is also updated with a Letter Code of REG_GRADE_APP. 3. The workflow will verify if this student is either an Athlete or a Veteran. If so, Athletics or Veteran and Military Student Services will be notified via The requester and Office of the Registrar comments are combined and are inserted into SPACMNT (form)/sprcmnt (table). Denial: 1. The requester will be notified of the denial by the Office of the Registrar. 2. Requester and Office of the Registrar comments will be inserted into SPACMNT (form). 5

6 Option 2 - Grade Change Exception: If the grade change meets any of the conditions mentioned in the Process Overview it will be sent to the department chair and dean for approval. All other chairs and deans that are associated with that department will receive an notification, simply stating that a workflow has been initiated. The chair and dean that will be making the decision will receive a separate with a link that will direct them to the workflow. The department chair and dean will also be able to access the workflow on their Worklist. *If the chair/dean information are not found an will be sent to the Office of the Registrar requesting that they set up the chair/dean in the SZRLEAD table Grade Change Request (Chair/Dean): Chair: 1. The chair can decide to Approve or Deny the grade change request and they will have an area to insert comments. 2. If the grade change is approved the workflow will be passed to the department dean for approval. 3. If the workflow is denied the requester and the student will be sent an notification and SUAMAIL (form)/gurmail (table) will be updated with a Letter Code of REG_GRADE_DEN. 4. Comments from the requester and chair will be inserted into SPACMNT (form)/sprcmnt (table). Dean: 1. The dean can decide to Approve or Deny the grade change request and they will have an area to insert comments. 2. If the grade change is approved the workflow will be passed to the Office of the Registrar for approval. 3. If the workflow is denied the requester, the chair and the student will be sent an notification and SUAMAIL (form)/gurmail (table) will be updated with a Letter Code of REG_GRADE_DEN. 4. Comments from the requester, the chair and dean will be inserted into SPACMNT (form)/sprcmnt (table). 6

7 Office of the Registrar: 1. The Office of the Registrar can decide to OK to process or Do not process the grade change request and they will have an area to insert comments. 2. If the grade change is OK to process, the workflow will check to see if the student is an Athlete or a Veteran. If so, Athletics or Veteran and Military Student Services will receive an notifying them that this change has been made for their student. 3. If the grade change is Not OK to process, the chair and the student will be sent a notification and SUAMAIL (form)/gurmail (table) will be updated with a Letter Code of REG_GRADE_DEN. 4. If the grade change is approved and processed, the requester and student will be sent a notification and SUAMAIL (form)/gurmail (table) will be updated with a Letter Code of REG_GRADE_APP. 5. Comments from the requester, chair, dean and Office of the Registrar will be combined and inserted into SPACMNT (form)/sprcmnt (table). BANNER DATA The data below has been added to Banner Prod to meet the Grade Change Request requirements. GTVLETR New letter codes inserted into GURMAIL: REG_GRADE_DEN - Denied REG_GRADE_APP - Approved SPACMNT Comments Comment Type: GRD Grade Change Originator: REG Office of the Registrar Last Updated by: Wflow GTVSDAX Student Hold records must be inserted: Code = GRDCHGHOLD Group = HOLDS SHATCKN Change Reason GF Grade Change Form Submitted 7

8 ST Permanent F GE Grade Change Exception DATABASE DETAILS New Tables SZRLEAD Table The Department Lead Maintenance table will store subject, department, college, chair, dean and VP information. The table will contain three columns for chair PIDMs and four columns for dean PIDMs. Chair 1 is set up for approving chair. Chair 2 and Chair 3 are set up for notifications. The Dean, Associate Dean 2 and Associate Dean 3 will also be set up for notification, while Associate Dean 1 will be set up for approval. This table will be maintained by the Office of the Registrar eventually. At this time, any modifications to this table need to be sent to IT. For report information on this table see the report section below. FIELD NAME DESCRIPTION COMMENT SZRLEAD_SUBJ_CODE Subject Code Subject SZRLEAD_DEPT_CODE Department Code Department SZRLEAD_COLL_CODE College Code College SZRLEAD_DEPT_CHAIR_PIDM_1 Chair PIDM Approver SZRLEAD_DEPT_CHAIR_PIDM_2 Chair PIDM notification SZRLEAD_DEPT_CHAIR_PIDM_3 Chari PIDM notification SZRLEAD_DEAN_PIDM Dean PIDM notification SZRLEAD_ASSOCIATE_DEAN_PIDM_1 Associate Dean PIDM Approver SZRLEAD_ASSOCIATE_DEAN_PIDM_2 Associate Dean PIDM notification SZRLEAD_ASSOCIATE_DEAN_PIDM_3 Associate Dean PIDM notification SZRLEAD_VP_PIDM Vice President PIDM SZRLEAD_USER_ID User ID SZRLEAD_ACTIVITY_DATE Current Date/Sysdate SZRLEAD_SURROGATE_ID Unique Record Identifier SZRLEAD_TOKEN 8

9 SWRGRDD - this table was created to maintain approver decisions and date entries for each decision. FIELD NAME DESCRIPTION COMMENT SWRGRDD_SURROGATE_ID Unique Record Identifier SWRGRDD_SWRGRDC_SURROGATE_ID Unique Record Identifier Joined with SWRGRDC_SURROGATE_ ID record SWRGRDD_REVIEWER_PIDM PIDM SWRGRDD_REVIEWER_DECISION Decision Accept/Deny SWRGRDD_REVIEWER_COMMENTS Comments Comments inserted into SPACMNT SWRGRDD_REVIEWER_DATE Date decision was made SWRGRDD_ACTIVITY_DATE Current Date/Sysdate SWRGRDD_USER_ID User ID Approver User ID 9

10 SWRGRDC - this table will store all the requested information entered by the requester of the grade change. FIELD NAME DESCRIPTION COMMENT SWRGRDC_SURROGATE_ID Unique Record Identifier SWRGRDC_STUDENT_PIDM Student PIDM SWRGRDC_REQUESTER_PIDM Requester PIDM SWRGRDC_TERM_CODE Term Code SWRGRDC_DEPT_CODE Department Code Department SWRGRDC_CRSE_NUMB Course number Course SWRGRDC_CRSE_TITLE Course title SWRGRDC_CREDIT Course credit hours SWRGRDC_GMOD_CODE Grade mode D Distance Learning L-Letter O Self-Paced SWRGRDC_OLD_GRADE Old grade Original Grade SWRGRDC_NEW_GRADE New grade SWRGRDC_ACTIVITY_DATE Current Date/Sysdate SWRGRDC_USER_ID Requester User ID SWRGRDC_REASON Type of Grade Change GE Grade Exception GF Grade Change Form Submitted ST Permanent F SWRGRDC_CHANGE_DATE Request Date Date request was made SWRGRDC_STATUS_CODE Grade change status NP Not Processed A Accepted D Denied IP In Progress SWRGRDC_TOKEN SWRGRDC_CRN Course Reference Number SWRGRDC_COMMENTS Comments Requester comments SWRGRDC_PERM_GRADE_F Permanent F indicator When selected the grade change will automatically become an exception 10

11 FIELD NAME DESCRIPTION COMMENT SWRGRDC_SEQ_NUMB SWRGRDC_GRADE_EXCEPTION Grade change exception Determines whether or not grade change request meets exception criteria. SWRGRDC_SUBJ_CODE Subject Code SWRGRDC_PRIMARY_INSTR_PIDM Instructor PIDM SWRGRDC_LAST_ATTEND Date last attended class Only applicable if F is assigned to a regular grade change. Procedures P_DU_CHANGE_GRADE o SHKWEVN.P_UpdateStudentGrade P_DU_INSERT_SPRCMNT P_REG_INSERT_GURMAIL Packages WFBANNER.SZKGRDC BANINST1.SHKWEVN Triggers SWRGRDC_BI_TRG SWRGRDD_BI_TRG SZRLEAD_BIU_TRG WORKFLOW Business Events WF_GRADE_CHANGE Enterprise Management MSUD REG GRADE CHANGE 11

12 Role Management 1. Academic Dean 2. Department Chairperson 3. Office of the Registrar 4. MSUD REG WF ADMIN 5. MSUD REG WF OWNER User Management 1. Ath_Dept created for sent to the Athletics 2. Reg A-M created to sort grade change requests by last name 3. Reg N-Z created to sort grade change requests by last name 4. Reg_Grade_Return_ created to put in a return address 5. Vet_Dept created for sent to Veteran and Military Student Services REPORTS 1. JOBSUB a. SWPWFLD This report contains data from the SZRLEAD table. The report enables the user to query on Subject, Department or User ID. A user also has the option of viewing the whole report. (JIRA: AM-1126, RFC: 22480) 12

13 MIGRATION DOCUMENT Grade Change Request Workflow (Draft v2.1 cdidio 10/20/2008) Workflow Migration Workflow Process: Workflow : DBA: Reference doc location: Migration From Env: Migration To Env: Date: Date Completed: Grade Change Carol Didio & Angie Martinez TEST PROD Notes: 1. The workflow model in the non-production environment should be production ready with a status of ACTIVE. The Business Event and Business Process associations to the workflow should be inactive to avoid s being sent to actual participants in the nonproduction environments. 2. ACTIVE status will freeze the workflow no more changes are allowed. Once the workflow is set to ACTIVE, the user must create a New Version to make any changes. 3. Prior to activating in production, the users should be notified that the process is active and necessary actions should be taken on s and work items as necessary. Migration Steps: Role/ Status ACTION DATA RESULT NOTE: SOURCE ENV REFERS TO THE EXISTING ENVRONMENT WHERE OBJECTS TARGET ENV REFERS TO THE ENVRIONMENT WHERE THE OBJECTS 13

14 CURRENT RESIDE ARE BEING TRANSFERED Banner Source In Banner source environment: Run parameter_load_script.sql &&EVENT_NAME = WF_GRADE_CHANGE Output file: You will be prompted for the Event and Group Name &&GROUP_NAME = REGGRDECHG This output file can be used to migrate to other environments without regenerating. This can be found on GOREQNM In Banner target environment: run sql script File: event_wf_grade_change.sq l Verify entries on Event Queue forms GOREQNM, GOREQPG See attached screen prints DBA Create oracle table Table: SZRLEAD, SWRGRDC, SWRGRDD This step may not be needed for every workflow migration. DBA Apply and enable database triggers to target environment. Trigger: WFBANNER.SWRGRDC_ BI_TRG, WFBANNER.SWRGRDD_ BI_TRG Oracle Table: DBA Compile new procedures in target environment: Procedure script: WFBANNER.P_DU_Chang e_grade, WFBANNER.P_DU_Insert_ SPACMNT, WFBANNER.P_Reg_Insert_ gurmail, Baninst1.SHKWEVN.P_upd ate_student_grade DBA Packages Package: 14

15 WFBANNER.SZKGRDC DBA Sequences Sequence: SWRGRDC_SEQ, SZRLEAD_SEQ DBA Grant Execute to package/procedures User: wfbanner and/or wfauto This step may not be needed for every workflow migration. Workflow Source DBA In Workflow source environment: (full data export): Login to the.bin subdirectory in the target environment Output name: (created by dba) Example: export wfroot (password) fullexp zip DBA Same Directory Unzip fullexp xml from fullexp zip DBA DBA Run extractwd command to create individual model xml. You will be prompted for the following: Copy the.xml file extracted from zip to Workflow target bin directory Target file (new file name for individual model.zip file)> Source file > Organization name > Root Workflow Definition> Workflow Definition Version> 0 Dependencies > [Y] Source is from the full export (i.e. fullexp zip - output from the export); Example: export wfroot (password) fullexp zip This file can be used for migrating this workflow to other environments. Workflow Target In Workflow Target Environment: DBA Import workflow model into target environment. Xml file: Example: import wfroot (password) extractwd_output.xml 15

16 DBA/ Review import error logs to ensure all objects you expected to move were imported correctly (model, roles, components). IMPORTANT: The log file will probably contain errors for objects that already existed in the new environment. Existing objects with the same name/version are not overlaid. If you are updating a component and the name, release or product type has not changed, the new component may not have been uploaded Workflow Target MANUALLY: Add Workflow Event and Business Process In Business Event option, Business Event Definition Add business event using the Banner Event Wizard Business event name: WF_GRADE_CHANGE In Business Event Definition Associate the workflow with the business event Workflow Name: MSUD REG Grade Change Request You will be prompted to map parameters when the model is associated with the event see attached In Enterprise Management Add a business process. Business process name: MSUD_REG_GRADE_CH ANGE See attached sheet Add workflow association to business process. Organization: Root Model: MSUD REG Grade Change Request 16

17 Model version: 0 Add event association to business process. Event Name: WF_GRADE_CHANGE Add guard condition to business event association Guard Condition: This is optional and may not be needed for all event associations Add Authorized Initiator roles to the process Roles: This is optional and may not be needed for all processes. Target Systems Other Setup manual (users/data) add new workflow users Provide necessary WF privileges if needed / Users add roles assignments to users, and add proxy assignments. Anaslyt/ Users Notify appropriate offices of new workflow and required responses when they receive workflow activities. / User Add any new data elements to Banner Validation Table: See Banner Data below Example: Validation Table values added for the workflow process. This step may not be needed for all workflows 0i/ User??? Global Documents Path/Document name (optional) BANNER LAST STEP - MANUAL 17

18 Target In the Banner Target Environment, set the Event to Active on the GOREQNM form Event: Once everything is in place, check the active box to enable the event 18