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:
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.
Load the EDI data for application transactions.
Run the TS189 Load Application Process to load the data into staging files.
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.
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.
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.
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.
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 To view a test score record that the search/match/post process created or updated, select To view the application created, select
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.