Assigning and Managing Affiliations

This chapter provides an overview of affiliations and discusses how to:

• Add and update affiliations.

• Process affiliations in batch.

• Delete affiliations.

• Review affiliations.

• View affiliation codes.

• View affiliation exceptions.

See Also

Setting Up Affiliations

Understanding Affiliations

Institutions often need to know what relationships a person has with them. They need to be aware of any current or past relationships, as well as any simultaneous relationships. To track these relationships, known as affiliations with an institution, it's important to be able to define affiliations within an affiliation framework. Within this extensible framework, institutions can define hierarchies (such as Student > Undergrad > Engineering) as well as rules for activating or inactivating affiliations.

Affiliations are keyed by institution and are effective-dated; they begin and end, and a person can have multiple, simultaneous affiliations assigned at one time or throughout time. The system notes the user ID and date and time any affiliation is assigned or updated.

Note. The Affiliation feature is a more robust method of tracking a person relationship with the Institution. However, the existing Relations with Institutions functionality in Campus Community will not be replaced with this release.

There are three ways in which affiliations are created and updated:

• Manually by an administrator, for individual IDs, on the Add/Update Affiliations page.

• Automatically by batch processing, for groups of IDs, on the Affiliation Batch Processing page.

• Triggered by specific affiliations events, through Integration Broker and XML messaging.

  A change in a person's relationship, or affiliation, with the institution (for example, when a. prospect becomes an applicant, applicant becomes a student, student becomes an employee, or when a student graduates) can automatically generate an update to that person's affiliations record.

  Affiliations uses constituent web services to communicate changes to a person record. The PeopleSoft Campus Solutions Affiliations Developer's Guide contains detailed information about web services in general, the Affiliation Engine, as well as examples of XML messages for affiliations.

  See PeopleSoft Campus Solutions Constituent Web Services Developer's Guide, posted to My Oracle Support https://support.oracle.com

  See Using Constituent Web Services.

The Affiliation icon appears on all pages that contain bio/demo data in the system, which enables you to review the details about a person's affiliations with an institution.

See Also

Managing Biographical Information

PeopleSoft Contributor Relations 9.0 PeopleBook, "Managing Constituent Data"

Adding and Updating Affiliations

This section discusses how to:

• Assign and review affiliations.

• View affiliation details.

Pages Used to Add and Update Affiliations

Assigning and Reviewing Affiliations

Access the Add/Update Affiliations page (Campus Community, Affiliations, Add/Update Affiliations).

Affiliation Code	Displays the name of the code assigned to the person. If adding a manual affiliation for a person, choose a code from the list of all available affiliation codes established for the institution.
Description	Displays the description of the affiliation code. Click the link to view information for a specific affiliation code on the Affiliation Definition View page.
Descriptor	Displays the supporting description associated with the Status. Statuses and their descriptions are set up on the Affiliation Status Setup page and are assigned and updated on the page invoked by the View Details button.
Affiliation Ranking	Displays the five-digit rank assigned to the affiliation code. Rankings are set up on the Affiliation Ranking page.
System Maintained	If you select this check box, the system will make all affiliation updates going forward. If you clear this check box, all affiliation updates must be done manually. You can select the option to have the system maintain an affiliation at any time. This selection is accomplished on the page invoked by the View Details button.
Hierarchy Level	Displays the hierarchy level of the specified affiliation code. Click the link to access the Parent Affiliation Details page.
View Details	Click this button to access the View Affiliations Details page, which displays the history of the affiliation code assignment and enables setting the affiliation end date, affiliation status, affiliation status descriptor, and System Maintained check box.

When you click the Save button, the system generates and sends the Constituent Outbound message to any external system that subscribes to it.

See Also

PeopleSoft Campus Solutions Affiliations Developer's Guide, posted to My Oracle Support https://support.oracle.com

Viewing Affiliation Details

Access the View Affiliations Details page (Click the View Details button on the Add/Update Affiliations page).

Affiliation Status	Select the status of the affiliation.
Status Description	Select the supporting description associated with the Affiliation Status. Status Descriptions are set up on the Affiliation Status Setup page.
System Maintained	If you select this check box, the system will make all affiliation updates going forward. If you clear this check box, all affiliation updates must be done manually.
Placed Method	The system displays how the affiliation code was assigned to the person. Options are Manually, Event, or Batch.

The values that appear for the Sponsoring Department and Affiliation Ranking fields are assigned during affiliation setup.

Processing Affiliations in Batch

This section discusses how to use batch processing to assign or update affiliations to groups of IDs.

Page Used to Process Affiliations in Batch

Running the Affiliations Batch Process

Access the Affiliation Batch Processing page (Campus Community, Affiliations, Affiliation Batch Processing).

ID Selection

Select Affiliation Code

When you click the Run button, the system creates the group of people and runs the SCC_AFL_RUN Application Engine process. The process evaluates the criteria for each affiliation code specified and determines whether an affiliation in the Affiliation Codes group box can be assigned to the specified person IDs or to the group of people created by the Population Selection criteria.

For each ID, the system evaluates whether the person meets the criteria for an affiliation code; if so, the process then applies the affiliation code to that person's record based on the criteria specified for the affiliation. This criteria is specified as part of the affiliation definition in the Application Class field on the Definition page. If the person does not meet the criteria, the process does not assign the affiliation and moves on to evaluate the next potential affiliation for that person or moves to the next person in the group, depending on how you defined the process criteria. For example, if the affiliation criteria expects a person to be a graduate student but the person does not have an assigned academic career of Graduate, then the criteria is not met for that affiliation and the process does not assign the affiliation to the person ID.

For groups created through the Population Selection process, the system evaluates each group member and assigns affiliation codes only to those members who meet the criteria and skips the affiliation codes for which the members do not qualify. The process does not remove expired or invalid codes, but does end date the affiliation. The process ignores manually created affiliation codes, and also ignores manually assigned codes if the System Maintained check box is not selected for that code.

During this process, as each affiliation is assigned to a person, the system publishes a Constituent Outbound message.

When the process is complete, view results on the View Person Affiliations component.

Note. This batch process differs from manual assignment functionality on the Add/Update Affiliations page; the manual process does not require the person to meet any criteria before an affiliation can be created.

See Also

PeopleSoft Campus Solutions Affiliations Developer's Guide, posted to My Oracle Support https://support.oracle.com

Deleting Affiliations

This section provides an overview of affiliation delete functionality and discusses how to:

• Select and delete affiliation codes.

• Delete affiliations associated with a person.

Understanding Affiliation Delete Functionality

Affiliation delete functionality enables you to select and completely delete affiliations associated with a person or group of people. Administrators have the ability to completely delete an affiliation or multiple affiliations for a specific ID as well as the ability to delete an affiliation or multiple affiliations for a specific population as defined through Population Selection. This functionality is used when there is no need to keep any history associated with the affiliation code and when the decision to simply designate an affiliation code as inactive or deleted is not a viable option.

Note. Instead of deleting an affiliation code, the administrator can assign the affiliation code the status of inactive, which would prevent the relationship (affiliation code) from being used in the future while still maintaining the history that it existed at one time.

Pages Used to Delete Affiliations

Selecting and Deleting Affiliation Codes

Access the Affiliation Select Delete Processing page (Campus Community, Affiliations, Affiliations Select Delete).

ID Selection

Additional Filter Criteria

Click the Run button after selecting IDs and applying the additional filter criteria for affiliation codes and affiliation status. When you click the Run button, the system creates the group of people and runs the SCC_AFL_PRDL Application Engine process. The process evaluates each affiliation code specified in the Affiliation Codes to be processed group box with the affiliation status for each ID from the person ID field or from the group of people created by the Population Selection process.

For each ID, the system evaluates whether the person has the affiliation code assigned with the affiliation status as indicated. If the person does not have the affiliation code assigned with the associated status, the process does not include this affiliation code for this person in the list and moves on to evaluate the next potential affiliation code for that person.

For groups created through the Population Selection process, the system evaluates each group member and determines if the ID has the affiliation code assigned with the associated status.

All IDs and affiliation codes that match the criteria appear on the Delete Affiliation page, where the actual ID/Affiliation code pair can be selected for deletion.

Deleting Affiliations Associated With a Person

Access the Delete Affiliations page (Run the SCC_AFL_PRDL Application Engine process on the Affiliation Select Delete Processing page).

All IDs marked for deletion upon clicking the Save button will be saved to a temporary list and the Delete button will appear. Click the Delete button to actually delete the IDs marked for deletion.

Reviewing Affiliations

This section discusses how to:

• Review affiliation data in a tabular view.

• Review affiliation data in a tree view.

• Review affiliation data throughout the system.

Pages Used to Review Affiliations

Reviewing Affiliation Data in a Tabular View

Access the Tabular View page.

The fields on this page are similar to those on the Add/Update Affiliation page.

As on the Affiliations tab, click the Affiliation Code link to access the Affiliation Definition View page.

Reviewing Affiliation Data in a Hierarchical View

Access the Hierarchical View page.

The leaf icons indicate the lowest level of an affiliation hierarchy (in the example above, ALUMNI is a single-level hierarchy). Branch icons indicate that the hierarchy level has children; those children have leaf icons. Click any hyperlink to view the associated affiliation details in a pop-up window on the page.

Reviewing Affiliation Data Throughout the System

The Affiliation icon appears on all Campus Solutions biographic and demographic data pages. You can access it wherever you find service indicator icons.

Click the icon to access the View Person Affiliation page, which displays all of the active affiliations assigned to that person. The icon appears on pages and subpages throughout Campus Community, as well as pages in other Campus Solutions features where you create and update person records (such as Admissions and Campus Self Service).

Viewing Affiliation Codes

This section discusses how to review affiliation code details.

Page Used to View Affiliation Codes

Reviewing Affiliation Code Details

Access the Affiliation Codes page (Campus Community, Affiliations, View Affiliation Codes).

The leaf icons indicate the lowest level of an affiliation hierarchy (in the example above, RECRUITER is a single-level hierarchy). Branch icons indicate that the hierarchy has children; those children have leaf icons.

When you select an affiliation code leaf or branch at any level of the tree, the system expands the tree and displays a pop-up message that provides additional details about the code.

Viewing Affiliation Exceptions

This section discusses how to review and purge affiliation exception messages.

Pages Used to View Affiliation Exceptions

Viewing and Purging Affiliation Exception Messages

Access the View Affiliation Exception Messages page.

The search functionality on this page enables you to view Affiliation framework exception messages from the SOA log within Campus Community. The PeopleSoft Campus Solutions Affiliations Developer's Guide provides details about the "As of Date" rules that the system follows when applying or ending an affiliation.

Four possible affiliation exception messages can appear on this page:

Click the Delete button to erase the message.

Select the Message Detail tab to see further information about the exception message.

See Also

Adding and Updating Affiliations