Performing EDI TS189 Application Transactions

This chapter provides an overview of EDI TS189 application transactions and discusses how to:

• Set up ethnicity for EDI TS189 application transactions.

• Load the Electronic Data Interchange (EDI) data for application transactions.

• Review and edit the EDI TS189 staging pages.

• Search for matching organization data.

• Set up TS189 search/match/post parameters, and process and post the EDI staging files.

• Purge the EDI TS189 staging table and messages.

Understanding EDI TS189 Application Transactions

Recruiting and Admissions enables you to load applications through EDI (Electronic Data Interchange). This section discusses the steps involved in performing EDI TS189 application transactions.

To perform EDI TS189 application transactions:

1. Process the inbound EC agent.

   Specify the location of the file that you want to load into the suspense file on the Schedule Inbound EC Agent page.

   See Processing the Schedule Inbound EC Agent.

2. Load the EDI data for application transactions.

   Run the TS189 Load Application Process to load the data into staging files.

3. Review and edit the data that you loaded in suspense pages.

   Correct all load errors before moving on to the next step. In the search dialog page of the suspense component, enter Error in the Edit Processing Option field and click the Search button. Access each suspense record and correct the errors until every suspense record has a value of Complete (rather than Error) in the Edit field on the Process Options page.

4. Search for matching organization data.

   After you have loaded the application (TS189) data into the staging files, run the Organization Search process. You must do the organization search as the TS189 load contains some organization data—course information associated with a particular organization—that must be identified to some record in the system.

5. After you have corrected all of the load errors in the suspense files, run the Search/Match/Post process.

   This process looks for data in your database (based on search parameters that you define on the Search/match Parameters page, to include, for example, name, social security number, and birth date) that matches the data that you are posting. For a set of parameters that suggest only a possible match (such as name and gender, for example), the process does not post the record until you can manually determine which records are actually duplicates.

6. Access each suspense record that was not posted and check to see if it is actually a duplicate.

   In the search dialog page of the TS189 Staging component, enter Complete in the Edit Process Option field and Perform in the Search/Match Process Option field. Then, click the Search button. The search process finds only those suspense records that went through the search/match/post process but were not posted. The reason the search/match/post process did not post the records is because it found a possible duplicate record in the database. After you access the component, find the parameters for which the process identified a match, and then use the search/match process to look up the biographic/demographic information that matches the suspense record and decide on your own whether a person who matches the incoming data already exists in the system. Then, specify whether you want the search/match/post process to add the biographic/demographic information and test record to your database, update an existing record, or ignore the suspense record altogether.

7. Run the Search/Match/Post Process again.

   The process posts the suspense records that you manually tagged to post. By this time, all of your suspense records should be posted to your database. When a record posts to your database, the search/match/post process assigns an ID to the person. To view a biographic/demographic record that the search/match/post process created, select Student Admissions, Application Maintenance, Add/Update a Person. To view a test score record that the search/match/post process created or updated, select Student Admissions, Application Entry, Academic Information, Test Results. To view the application created, select Student Admissions, Application Maintenance, Maintain Application.

8. Purge files.

   Purge TS189 staging table records on the EDI TS189 Purge Parameters page. You can also purge messages in this process. If you want to perform an analysis on your EDI processing, perhaps at the end of a year, do not purge your messages with this process. Instead, purge them at a later date when you know you no longer have a need to view them.

Note. Ensure that your system is set up to correctly populate ethnicity information during the TS189 posting process.

See Setting Up Ethnicity for EDI TS189 Application Transactions.

See Also

Purging All EDI Messages

Tracking Test Results for Prospects and Applicants

Entering or Updating Applicant Biographical Data

Setting Up Ethnicity for EDI TS189 Application Transactions

This section provides an overview of ethnicity setup for EDI TS189 transactions and discusses how to set up ethnicity mapping.

Understanding Ethnicity Setup for EDI TS189 Transactions

You need to make sure that your system is set up to correctly populate ethnicity information during the TS189 posting processes.

In order to populate ethnicity and race information in the system to meet IPEDS requirements, you should complete ethnicity mapping on the IPEDS Ethnicity Mapping table rather than on the Conversion Data Profile. If collecting this data according to the IPEDS requirements is not necessary, then you may use the Conversion Data Profile.

Note. When IPEDS data is available, the system ignores any Ethnic Group field on the Bio/Demo page.

See Also

Setting Up Ethnicity in the System

Page Used to Set Up Ethnicity for EDI TS189 Application Transactions

Setting Up Ethnicity Mapping

Access the TS189 IPEDS Ethnicity Mapping page (Set Up SACR, Product Related, Recruiting and Admissions, Applicants, TS189 IPEDS Ethnicity Mapping).

The fields on this page map inbound data to the Ethnicity page in PeopleSoft Enterprise Campus Community.

See Also

Entering Ethnicity Information

Loading the EDI Data for Application Transactions

This section discusses how to use the EDI TS189 Load Parms (EDI TS189 load parameters) page to set up application load parameters and to load application data into staging tables.

Page Used to Load the EDI Data for Application Transactions

Loading Applications

Access the EDI TS189 Load Parms page (Student Admissions, Application/Transcript Loads, TS189, Load Application Process, EDI TS189 Load Parms).

Warning! You should complete the full loading, search/match and posting process before loading a new set of data. If you have data waiting to be processed, do not load a new file until you have processed any data already in your staging files.

Regulatory Region	The system uses the value entered here to populate ethnic group fields during TS189 staging. Important! Ensure that the ethnic groups defined on the Conversion Data Profile page match those defined for the regulatory region entered here.
Male, Female, and Unknown	An EDI load does not include a person's title. It does, however, include gender. In these fields, enter the title you want entered according to the gender provided in the EDI load. Values for this field are delivered with your system as translate values. You can modify these translate values.

Click the Run button to run the EDI TS189 Application Load/EDI process at user-defined intervals. The process uses the Last Admit Term field on the Academic Program Table and Academic Plan Table pages to validate academic programs and plans.

Note. You can view the data in the TS189 Staging pages at this time.

Reviewing and Editing the TS189 Staging Pages

You can use the TS189 Staging component to review or edit the application data loaded through the EDI transaction. If you have not run the posting process, any changes you make posts to your database when you run the posting process, which means that the data posts to the person's record (unless otherwise noted).

The TS189 application staging pages are holding tables and are not linked to your database. Personal, organization, and application data from these tables post to your database during the posting process, but the data is not shared. Therefore, if you change a value in one of these pages, your database is not affected until you run the posting process. Data from these records can post to personal data and to the Application Maintenance, Extracurricular Activities, Honors and Awards, Education, Work Experience, and Test Results components. If, during the posting process, the data causes a new record to be added, the person is added to your demographic data.

At any time during the TS189 application load process, you can access the TS189 Staging pages to review the information stored here. For example, you might want to look at the data immediately after loading it, after processing it, after posting it, or after each of those steps, depending on your procedures.

If you have not run the posting process, then you can edit the data in these pages before it posts to your database. That way the edited data posts to the person's record.

Note. Be careful when editing the data in your staging files before posting so that you do not inadvertently create duplicate records.

If you find an error in these pages after the posting process, you need to go to the proper page in your database to make any changes.

Note. Many of the TS189 Staging pages are similar to those with the same name in the TS130 Staging component. For these common pages, we provide an example of the TS189 page here, but refer you to the corresponding TS130 page section for a description of the fields since they are the same.

This section discusses how to review TS189:

• Staging bio/demo data.

• Staging address data.

• Staging communication data.

• Staging languages.

• Staging recommender data.

• Staging residence data.

• Staging reference numbers data.

• Staging application degree data.

• TS189 staging application entry/questions.

• Staging cumulative GPA data.

• Staging employment data.

• Staging immunizations data.

• Staging religion data.

• Staging activities data.

Pages Used to Review and Edit TS189 Staging Pages

Reviewing EDI TS189 Staging Bio/Demo Data

Access the Bio/Demo page (Student Admissions, Application/ Transcript Loads, TS189, TS189 Staging, Bio/Demo).

This page contains biographical and demographic data for the person from the EDI TS189 application load.

IPEDS Ethnicity and Race Data

The data that appears in this group box is populated by the system from the IPEDS Ethnicity Mapping table. The display-only values of R, Q, S, etc. represent the inbound data values; select the Campus Solutions equivalent values in the Ethnic Group field.

The TS189 post process uses these CS-mapped values to populate the ethnicity pages and records on various Campus Solutions transaction components

Reviewing TS189 Staging Address Data

Access the Address page (Student Admissions, Application/Transcript Loads, TS189, TS189 Staging, Address).

Dt 1 Qual (date 1 qualifier) and Dt 2 Qual (date 2 qualifier)	Identifies what the dates in the Date 1 and Date 2 fields represent. For example, the dates could represent the start date, the end date, or the expiration date.
Organization Detail	Click this link to view or edit address information. The Address Detail page appears.

Reviewing TS189 Staging Communication Data

Access the Communications page (Student Admissions, Application/Transcript Loads, TS189, TS189 Staging, Communications).

DT 1 Qual (date 1 qualifier) and Dt 2 Qual (date 2 qualifier)

Identifies what the dates in the Date 1 and Date 2 fields represent. For example, the dates could represent the start date, the end date, or the expiration date.

Reviewing TS189 Staging Languages

Access the Languages page (Student Admissions, Application/Transcript Loads, TS189, TS189 Staging, Languages).

ID Code Qual (ID code qualifier)	Indicates which set of language codes is being sent. Values are Lang Cd (language code) and Mutually.
ID Code	A code that identifies the language (such as KO for Korean).

Reviewing TS189 Staging Recommender Data

Access the Recommenders page (Student Admissions, Application/Transcript Loads, TS189, TS189 Staging, Recommenders).

SeqNum (sequence number)	The sequential number of this row of data. The first data item (or row) loaded is 1. The next row is 2, and so on.
Rcmd Type (recommendation type)	The recommendation type that the system posts to the General Materials component.
Dt Record (date record)	The date of the recommendation.
Recommendation Type	The free-form name or mutually defined indicator for the type of recommendation being supplied when there is a need to distinguish types of recommendations. Types might include counselor evaluation, faculty evaluation, and supervisor recommendation.
Length Known Quant Qualifier (length known quantity qualifier)	Codes that identify the format of the Length Known field. Values are DY (days), MN (months), and YY (years).
Length Known	The amount of time the recommender has known the applicant. The code in the Length Known Quant Qual field defines the format of the number in this field. For example, if Length Known contains the value 78 and the Length Known Quant Qual field contains DY, then the recommender has known the applicant for 78 days.
Comm Qual 1 and Comm Qual 2 (communication qualifier 1 and communication qualifier 2)	Codes identifying the type of communication number that appears in the Communication Number 1 and Communication Number 2 fields. Values are:

Reviewing TS189 Staging Residence Data

Access the Residences page (Student Admissions, Application/Transcript Loads, TS189, TS189 Staging, Residences).

Industry Code	Indicates a particular criteria or test for determining residency.
Relation Code	Indicates the relationship to the student of the individual to which this residency test or criteria applies. Examples include but are not limited to: 01 (spouse), 03 (parent), 26 (guardian), 32 (mother), and 33 (father).
Location Qual (location qualifier)	Code identifying the type of location.
Location ID	Code identifying a specific location.
Dt 1 Qual (date 1 qualifier)	Identifies what the date in the Date 1 field represents. For example, the date could represent the start date, the end date, or the expiration date.
Date 1	The date that the Dt 1 Qual field identifies.
Quantity Qual (quantity qualifier)	Identifies what the value in the Quantity field represents. Values for this field are delivered with your system as translate values. You can modify these translate values. Values are: Days, Weeks, Months, and Years.
Quantity	The days, weeks, months, or years—as specified in the Quantity Qual field—that this person lived with this relation.

Reviewing TS189 Staging Reference Numbers Data

Access the Ref Nmbrs (reference numbers) page (Student Admissions, Application/Transcript Loads, TS189, TS189 Staging, Ref Nmbrs).

Ref ID Qual (reference ID qualifier)	A code identifying what the reference ID represents. Examples of reference ID qualifiers include but are not limited to: SSN (Social Security number), state ID, PIN (personal identification number), and visa number.
Ref ID (reference ID)	The Ref ID Qual field defines this number. For example, if the reference ID qualifier is SSN, then the reference ID number is the person's Social Security number.
Location Qualifier	A code identifying the type of location.
Location ID	A code identifying a specific location.
Dt 1 Qual (date 1 qualifier) and Dt 2 Qual (date 2 qualifier)	Identifies what the dates in the Date 1 and Date 2 fields represent. For example, the dates could represent the start date, the end date, or the expiration date.
Entity ID	The type of entity to which this name and location applies (for example, school, city, or county).

Reviewing TS189 Staging Application Degree Data

Access the App Degree (application degree) page (Student Admissions, Application/Transcript Loads, TS189, TS189 Staging, App Degree).

ID Code Qual (ID code qualifier)

Identifies what the field of study represents. Mutually means that the value in the Field of Study 1 field is mutually defined.

Application Data

Click this link to view additional application data. The Application Data page appears. Note. Admissions application records use the value of the Last Admit Term to determine if the program, plan, or subplan should appear in the prompt. If the Last Admit Term is populated on the Academic Program Table (ACAD_PROG_TBL), Academic Plan Table (ACAD_PLAN_TBL), or Academic SubPlan Table (ACAD_SBPLN_TBL) and the term is less than or equal to the term selected for the ID, the system does not display the value in the prompt.

Note. You can view the transcript data posted for a person through the Education component or through the Education Summary inquiry component.

Reviewing TS189 Staging Application Entry/Questions

Access the App Entry/Qstns (application entry/questions) page (Student Admissions, Application/Transcript Loads, TS189, TS189 Staging, App Entry/Qstns).

Priority	A number that indicates the priority of choice for an intended entry into a school, school program, or postsecondary institution.
Application Error	Indicates whether or not there was an error when loading this application data. (display-only)
Entered Date	The applicant's desired entry date.
Exit Date	The applicant's desired exit date.
Status Reasn Cd (status reason code)	A code identifying a reason for the applicant's status, such as dropout or graduated.
Code Lst Qual (code list qualifier)	A code identifying a specific industry code list. For example, App Q Qual (application question identifier) and Mutually Defined.
Appl Q ID Code (application question identifier code)	A code identifying the type of question that was asked.
Yes/No	Indicates whether the applicant answered the question yes or no. The possible values are N (no), U (unknown), W (not applicable), and Y (yes).
Descr 1 (description 1)	A free-form question or indicator for a mutually defined question when the codified questions are not adequate.
Descr 2 (description 2)	The free-form or fill-in-the-blank response to a question when a response is needed. Some questions require that an explanatory note accompany an answer; for example, the question "Have you ever been convicted of a crime?' may require further explanation.

Reviewing TS189 Staging Cumulative GPA Data

Access the Cum GPA (cumulative grade point average) page (Student Admissions, Application/Transcript Loads, TS189, TS189 Staging, Cum GPA).

Acd Hrs Attmptd (academic hours attempted)	The number of academic hours the person attempted.
Quality Points	The quality points used to compute the person's GPA.
Excessive GPA Flag	Indicates that an A+ grade has a value higher than the highest possible GPA.
Sum Data Source (summary data source)	A code used to indicate the source of the summary data. Values are A (self-reported) and D (college transcript).
Cum Summary (cumulative summary)	Indicates whether the summary is cumulative.

Reviewing TS189 Staging Employment Data

Access the Employment page (Student Admissions, Application/Transcript Loads, TS189, TS189 Staging, Employment).

The Employer

Position

Reviewing TS189 Staging Immunizations Data

Access the Immunizations page (Student Admissions, Application/Transcript Loads, TS189, TS189 Staging, Immunizations).

Note. Immunization data does not post to the PeopleSoft Immunization table.

This list is not comprehensive. For a comprehensive list, see the Postsecondary Electronic Standards Council website.

This list is not comprehensive. For a comprehensive list, see the Postsecondary Electronic Standards Council website.

This list is not comprehensive. For a comprehensive list, see the Postsecondary Electronic Standards Council website.

Reviewing TS189 Staging Religion Data

Access the Religion page (Student Admissions, Application/Transcript Loads, TS189, TS189 Staging, Religion).

Identification Code Qual

Identifies a specific industry code list, such as REL Cd (religion code).

Note. Religion data does not post to the PeopleSoft Religious Preferences table.

Reviewing TS189 Staging Activities Data

Access the Activities page (Student Admissions, Application/Transcript Loads, TS189, TS189 Staging, Activities).

Qualifier Code

Identifies a specific industry code list, such as Award Cd (award code).

Searching for Matching Organization Data

After you have loaded the application data into the staging files, you perform an organization search step. You must do the organization search because the TS189 load contains organization data—course information associated with a particular organization—that must be related to some record in your database.

This section discusses how to use the EDI TS189 Organization Search page.

Page Used to Search for Matching Organization Data

Using the EDI TS189 Organization Search Page

Access the EDI TS189 Org Search page (Student Admissions, Application/Transcript Loads, TS189, Organization Search Process).

Click the Run button to run the EDI TS189 App Org Search process at user-defined intervals.

Setting Up TS189 Search/Match/Post Parameters, and Processing and Posting the EDI Staging Files

After you have reviewed the staging tables, specify on the Search/Match Parameters page which EDI data to load into your database as new records, which data to append to existing records in your database, and which data to ignore. After choosing your search/match parameters, you can also set up the parameters for posting the TS189 data and then you can run both processes at once: to search for matching people in your database and to post the external TS189 data according to the parameters you set up.

Note. The recommended option is to select the Search, Match, and Post option to search for matching people in your database and post the TS189 data to the database in one step.

To set up TS189 search/match/post parameters, and to process and post the staging files:

• Set up the EDI TS189 search/match parameters.

• Set up post parameters for EDI TS189 external data.

• Set up additional post parameters for TS189 external data.

Pages Used to Set Up TS189 Search/Match/Post Parameters, and to Process and Post EDI Staging Files

Setting Up the EDI TS189 Search/Match Parameters

Access the Search/Match Parameters page (Student Admissions, Application/Transcript Loads, TS189, Search/Match/Post Process, Search/Match Parameters).

Set up your search/match parameters for processing the EDI TS189 application staging table.

See Also

Setting Up Search/Match Parameters

Setting Up Post Parameters for EDI TS189 External Data

Access the Post Parameters page (Student Admissions, Application/Transcript Loads, TS189, Search/Match/Post Process).

Search/Match/Post Exec Options

TS189 Post Processing Parms

Update IPEDS Ethnicity Flag

See Also

Posting the EDI TS130 External Data

Setting Up Additional Post Parameters for EDI TS189 External Data

Access the Post Parameters 2 page (Student Admissions, Application/Transcript Loads, TS189, Search/Match/Post Process, Post Parameters 2).

Contact Type	Select the contact type to enable the posting of new organization and organization contact information that is loaded with the TS189 file.
External Career and Summary Type	These are cross reference fields that work in conjunction with external academic summary data from incoming applications. The two fields enable the posting of external GPAs to students' external education records (external GPA is tied to summary type, which is a child of external career). External career data is loaded with the TS189 file. By defining desired summary types for each external career that has been loaded, the TS189 PeopleSearch/Post process writes external career, summary type, and external GPA data to the external education record.
Institution, Academic Career, Material Group, and Matl Type (material type)	These fields enable the posting of recommendation material group information. Select material groups that represent recommendations and the recommendation material type. Recommendation material group information gets posted to the general materials page. Define material groups on the Material Group Table page.

Purging the TS189 Staging Table and Messages

This section discusses how to use the EDI TS189 Purge Parms (EDI TS189 purge parameters) page to purge records and messages, if applicable, from the EDI TS189 staging table.

Page Used to Purge the EDI TS189 Staging Table and Messages

Purging the EDI TS189 Staging Table and Messages

Access the EDI TS189 Purge Parms page (Student Admissions, Application/Transcript Loads, TS189, Purge Process).

TS189 Purge Processing Parms

TS189 Msg Purge Process Parms

Click the Run button to run the EDI TS189 Application Purge process at user-defined intervals.