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Electronic Transcripts Recipe for Success. USM Oracle/PeopleSoft Regional conference Coppin State University June 2007. Presenter. Beth Miles Enterprise Application Analyst/Programmer PeopleSoft, Student Records since 2001. Frederick Community College . Celebrating 50th anniversary.
Transcripts
Slide 1

Electronic Transcripts Recipe for Success USM Oracle/PeopleSoft Regional gathering Coppin State University June 2007 Frederick Community College

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Presenter Beth Miles Enterprise Application Analyst/Programmer PeopleSoft, Student Records since 2001 Frederick Community College

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Frederick Community College Celebrating 50th commemoration Frederick Community College

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Overview How we changed our transcript procedure to better serve our students Included all elements for achievement Frederick Community College

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FCC PeopleSoft History Financials Went live with variant 7 in 1999 Upgraded to form 7.5 in 2001 Upgraded to rendition 8.8 in 2005 Student Records/HR Went live with adaptation 7.6 in 2001 Upgraded to rendition 8.0 in 2003 Upgraded to form 8.9 in October 2006 Currently on PeopleTools form 8.47 Frederick Community College

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Transcripts at FCC 1957 Grade records were written on with carbon paper utilized for numerous duplicates 1970s "Hard Cards" were photocopied for transcript Punch cards were written & stacked to deliver stickers Computerized stickers were put onto "hard cards" 1975 Legacy framework acquainted Ability with print transcripts 2001 PeopleSoft went live Customized transcript procedure to print official transcripts 2005/2006 conveyed 8509 UGRD official transcripts Also send CNED transcripts Jan 2007 ran live with electronic transcripts Frederick Community College

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Facts about FCC UGRD understudies in Fall 2006 4825 understudies selected 38% full time 62% low maintenance 63% exchange majors UGRD understudies in Spring 2007 4778 understudies enlisted 35% full time 65% low maintenance 61% exchange majors Continuing Education for 2006 13707 understudies selected Frederick Community College

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Our main 5 schools for students from another school Fall 2006 University of Maryland Hood Mount St Mary\'s University Towson University Salisbury University Frederick Community College

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Allegany College of Maryland Anne Arundel Community College Baltimore City Community College Bowie State University Carroll Community College CC Baltimore County – Catonsville CC Baltimore County – Dundalk CC Baltimore County – Essex Cecil Community College of Southern Maryland Coppin State University Frederick Community College Frostburg State University Hagerstown Community College Harford Community College Howard Community College Johns Hopkins U - Professional Std Montgomery College – Germantown Montgomery College – Rockville Montgomery College - Takoma Park Prince Georges Community College Salisbury University Towson University U of MD - Baltimore County U of MD - Baltimore Cty Grad Sch U of MD - College Park U of MD - College Park Grad School U of MD - Eastern Shore U of MD - Univ College Grad School U of MD - University College U of MD Baltimore – Nursing U of MD Baltimore - Records Office University of Baltimore Washington College Wor-Wic Community College 35 Colleges & Universities in Maryland are collectors 167 schools in nation are beneficiaries Frederick Community College

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Goals of new process Reduce staff time to send transcript Wanted easy to use interface Wanted snappy and simple clump interface Wanted information to reflect our tweaked transcript Reduce asset costs Frederick Community College

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Advantages of ET Secure, information exchanged through SSL or Secure FTP Quick, enter the understudy\'s demand and the transcript is sent today Easy, simply enter the understudy\'s ID# and school Cheap, reserve funds in assets Each sheet of transcript paper costs practically $1.00 Postage on every transcript Toner costs Frederick Community College

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Technical Specs Frederick Community College

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1 st page – Import Schools Download the partaking schools into a content document, utilize the ET framework – List senders Import the record into PS Frederick Community College

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1 st SQR – Import the schools This SQR will import the downloaded content document into the PS table PS_FCC_ET_SCHOOL Frederick Community College

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2 nd page – School Maintenance Can include new schools here or do support on existing schools Frederick Community College

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3 rd page – Transcript section Enter the getting school code, regard for and understudy\'s id#. Frederick Community College

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4 th page – Export Transcripts Exports the chose understudies transcripts into a content document Use the ET framework – Upload Transcripts to send Frederick Community College

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2 nd SQR – Create trade document This SQR will trade the transcript information from PS_FCC_ET_STUDENTS into a content document Frederick Community College

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Audit Report The SQR produces a PDF report Shows the understudies & transcript goal Frederick Community College

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Text document The SQR produces the content record Frederick Community College

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Header Record "00" General demographics for understudy Name \ Address CUM GPA Total taken advance & earned & review focuses Program & Hegis code Frederick Community College

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Term Record "01" Each term the understudy is selected in classes Frederick Community College

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Course record "02" Each class the understudy was enlisted in Frederick Community College

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Degree record "03" All degrees the understudy earned Frederick Community College

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Cumulative Summary "12" Totals for understudy, credits & GPA Frederick Community College

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Transfer Credit "13" Transfer credit for understudy Frederick Community College

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Sent to record "07" The school code and division where the transcript is being sent Frederick Community College

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Totals "99" Total number of records for this understudy Frederick Community College

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PS Custom records Participating Schools Record Student Record Frederick Community College

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PS Custom records cont\' Run Control Record Frederick Community College

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PS Custom Fields FCC_ET_ATTN_TO 2 roast - decipher FCC_ET_CODE_TYPE 2 singe - interpret FCC_ET_INST_TYPE 8 scorch Frederick Community College

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Challenges Two terms start in same month; Jan term and spring term start in January ARTSYS cleanup Grading legend Missing courses GEN ED\'s Hegis Codes – not present on "latent" majors Frederick Community College

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Success Staff cherishes it Saves time to prepare every transcript ask for Saves transcript paper & postage Easy to utilize Frederick Community College

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Questions ? Frederick Community College

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Contact Beth Miles Email address: bmiles@frederick.edu SQRs accessible upon demand Frederick Community College

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