Understanding Data Sharing Among Business Units
The PeopleSoft system uses business units to separate organizations within the institution. Although each business unit represents a separate organization, there is data that is shared throughout the institution. Business units can share data by using tableset sharing, which is a way to share control table information among business units to minimize redundant data and system maintenance tasks.
This section discusses:
Tableset sharing.
Control tables keyed by tableset ID.
Record groups in tableset sharing.
Business units, tablesets, and record groups.
Set control values.
Data sharing.
Tableset sharing is the sharing of common control tables among business units. There are two types of tables in the PeopleSoft system that are used to store data.
|
Field or Control |
Definition |
|---|---|
| Control Tables |
These tables store master lists of information; for example, department names and account codes. This data is maintained centrally by the institution and is generally entered once at implementation, and it changes little over time. The structure and processing rules for each of the PeopleSoft applications you are using are defined in a series of control tables. Control tables are usually keyed by tableset ID and are usually effective-dated. |
| Transaction Tables |
These tables store day-to-day business activity and are updated frequently. They are keyed by business unit. |
Control tables enable you to use tableset IDs, which make tableset sharing possible. The tableset ID indicates which of the rows in the control table a particular business unit can access. Each row in the control table has a tableset ID associated with it and business units are associated with tableset IDs through record groups:
Image: Business units and tableset IDs associated through record groups
Business units pass data through record groups to tableset IDs.
Note: The tableset ID is also referred to as the setID. These terms are interchangeable.
If much of the control table data is the same from business unit to business unit, tableset sharing enables you to share that information among business units instead of having to enter the same data multiple times. For example, suppose that an institution has 10 business units and they all use the same accounts. Instead of having to enter all of the accounts 10 times, you could enter them once and set up tableset sharing to enable all of the business units to access them.
Tableset sharing also enables you to manage exceptions within the organization. For example, suppose that 9 of the 10 business units use the same accounts, but the tenth business unit uses entirely different accounts. This is easily accommodated through tableset sharing.
The two following tables show how different business units access a centralized control table based on tableset ID. In the example, there are three tableset IDs—MAINC, EASTC, and WESTC—representing three campuses. The account number information for all campuses is contained in a single control table. Allowing access to certain tableset IDs can restrict access to the account number information. For example, East Campus (EASTC) can view only its two account numbers when it accesses the control table.
Here are the accounts for all three campuses:
|
Tableset ID |
Account Number |
|---|---|
|
MAINC |
0000090345 |
|
MAINC |
0000090346 |
|
EASTC |
0000090347 |
|
MAINC |
0000090348 |
|
EASTC |
0000090349 |
|
WESTC |
0000090350 |
This view shows only the accounts for East Campus:
|
Tableset ID |
Account Number |
|---|---|
|
EASTC |
0000090347 |
|
EASTC |
0000090349 |
See PeopleTools: Data Management, "PeopleTools Utilities."
Here are some examples of the control tables keyed by tableset ID for each application in Campus Solutions. This information can help you decide how the data can be segmented, so that you make the correct decisions when setting up the tableset IDs and assign the correct tableset IDs to record groups.
Note: This list is not exhaustive.
This table lists some examples of control tables keyed by tableset ID:
|
PeopleSoft Application |
Control Tables Keyed by Tableset ID |
|---|---|
|
PeopleSoft Student Records |
FACILITY_TBL - Facility LOCATION_TBL - Location GRADESCHEME_TBL - Grading Schemes LVL_LD_RULE_TBL - Level/Load Rules PROG_RSN_TBL - Program Action Reasons REPEAT_SCHM_TBL - Repeat Schemes TIME_PERIOD_TBL - Time Periods UNIT_CONVR_TBL - Unit Conversions |
|
PeopleSoft Student Financials |
ACCT_TYP_TBL_SF - Account Types ACC_AGE_FEE_TBL - Aging Late Fee table ACC_AGING_TBL - Account Aging table ADJ_CODE_TBL - Adjustment Code table ADJ_REASON_TBL - Adjustment Reason table ADJ_TERM_CD_TBL - Adjustment Term Code table ADJ_TERM_TBL - Adjustment Term table AGING_CAT_TBL - Aging Category table AGING_TBL - Aging table APP_FEE_CD_TBL - App Fee Code table APP_FEE_TBL - Application Fee table APP_FEE_TND_TBL - App Fee Tender and Item Types APP_SF_CD_TBL - App Sub-Fee Code table APP_SUBFEE_TBL - App Sub Fee table BANK_ACCT_MTHD - Bank Account Payment Method BI_ACCT_STD_REQ - Accounts for Std Req BI_ACDPROG_STAT - Std Req Academic Prog Status BI_ADMPROG_STAT - Std Req Admissions Prog Status BI_BILL_MSG_TBL - Billing Msg table for SF BI_CAR_STD_REQ - Career for Std Req BI_COM_STD_REQ - Communication Std. Request BI_IVC_FIELDS - Billing Invoice Field table BI_IVC_LAYOUT - Billing Invoice Layout BI_MSG_CAT_TBL - Billing Message Cat table BI_PRINT_RQST - Billing Standard Print Request BI_REQ_MSG - Billing Request Message BI_STD_REQ_GRP - Billing Student Groups BI_STD_REQ_TBL - Billing Standard Request table BI_TERM_STD_REQ - Terms for Std Req BI_TYPE_TBL - Billing Type table BNK_RCN_INP_LAY - Bank Recon Input File Layout |
|
PeopleSoft Student Financials (cont.) |
BNK_RCN_INP_TRN - Bank Transaction Code CALC_CNTL_SESS - Tuition Calc Control Sessions CALC_CNTL_TBL - Tuition Calculation Controls CALC_CNTL_TERM - Tuition Calc Control Terms CALC_ON_REFUND - Calc on Refund Control CLASS_FEE_TBL - Class Fee table CLASS_SBFEE_TBL - Class Sub Fee table CLST_FEE_TBL - Course Fee table CLST_SUBFEE_TBL - Course Sub Fee table CLS_CANCEL_SF - Class Cancellation Code table COLL_LTRITM_TBL - Collection Letter Item table COLL_LTRTMP_TBL - Collection Letter Template table CO_VOID_RSN_TBL - Void Reasons CREDIT_CARD_TYP - Credit Card Type CRSE_FEE_ID_TBL - Course Fee ID table CRSE_FEE_TBL - Course Fee table CRSE_LST_DTL_SF - Course List Detail CRSE_LST_HDR_SF - Course List Header CRSE_RATE_TBL - Course Rate table CRSE_RT_ID_TBL - Course Rate ID table CRSE_SUBFEE_TBL - Course Sub Fee table DEP_DUE_DT_TBL - Deposit Date table DEP_FEE_CD_TBL - Deposit Fee Code table DEP_FEE_TBL - Deposit Fee table DEP_FEE_TRM_TBL - Deposit Fee Term table DISP_ERR_CNTL - Display Error/Warn Control DUE_CODE_TBL - Due Date Code table DUE_DATE_CD_TBL - Due Date Code table DUE_DATE_TBL - Due Date table |
|
PeopleSoft Student Financials (cont.) |
EG_PROJECT - E&G Operational Projects FEE_CLASS_TBL - Fee Class table FEE_TBL - Fee table FINCODE_TBL - FinCode table GL_INTERFACE - General Ledger Interface GL_INT_CD_TBL - General Ledger Dummy Parent GL_INT_DT_TBL - General Ledger Dummy Parent II GROUP_TYPE_SF - Group Type GROUP_TYPE_TBL - Group Type ITEM_ACCT_TYPE - Valid Account Types ITEM_AGG_TBL - Item Aggregate table ITEM_FA_CD_TBL - Item Type Code table ITEM_GROUP_DTL - Item Type Group Details ITEM_GROUP_TBL - Item Type Group table ITEM_TYPE_1_TBL - Item Type Control table ITEM_TYPE_FISCL - Fiscal Item Type table ITEM_TYPE_FNOTE - Fiscal Item Type Notes table ITEM_TYPE_TBL - Item Type table JRNLGEN_DEFN - Journal Generator Definition LATE_FEE_AGING - Late Fee Aging Category table LATE_FEE_CD_TBL - Late Fee Code table LATE_FEE_LOAD - Late Fee Acad Program table LATE_FEE_PROG - Late Fee Acad Program table LATE_FEE_SCHEME - Late Fee Scheme table LATE_FEE_TBL - Late Fee Setup table LED_FLDS_SF_TBL - ChartFields LED_FLDS_TBL - ChartFields LED_SF_TBL - ChartFields Parent Rec LINE_REASON_TBL - Line Reason table |
|
PeopleSoft Student Financials (cont.) |
MAX_FEE_ADM_TRM - Max fee for Admit Term MIN_MAX_FEE - Min/Max fee table MIN_MAX_FEE_CAR - Min/Max fee for Acad Career MIN_MAX_FEE_PGM - Min/Max Fee for Acad Program MIN_MAX_FEE_SES - Min/Max Fee for Session MIN_MAX_FEE_TRM - Min/Max Fee for Term MIN_MAX_FEE_YR - Min/Max Fee for Academic Year OPT_FEE_CAR - Optional Fee Careers OPT_FEE_CD_TBL - Optional Fee Codes table OPT_FEE_TBL - Optional Fees table OPT_FEE_TERM - Optional Fee Terms OPT_FEE_TRM_EF - Optional Fee Effdts for a Term OPT_FEE_TRM_LD - Optional Fee Academic Loads OPT_FEE_TRM_VAL - Optional Fee Values for a Term OPT_FEE_VAL - Optional Fee Values ORIGIN_TBL - Group & Deposit Origins PAY_PRIOR_ALL - Payment Priority Overall PMT_CHRG_PRIOR - Payment Charge Priority PMT_CHRG_TBL - Payment Charge Priority table REASON_IN_TBL - SF Reason In REASON_OUT_TBL - SF Reason Out SEC_ITEM_CLS - Item Security - Perm List SEC_ITEM_OPR - Item Security - User Data SEC_SETID_CLS - User ID Access to SetIDs SEC_SETID_OPR - User ID Access to SetID SEL_VALID_FIELD - Selector Group Valid Fields SEL_VALID_RECS - Selector Group Valid Records SEL_VALUE_OLD - Selector Values table SF_ACCT_CLASS - SF Account Class SPEEDTYP_TBL - Speed Types SPEED_USER_TBL - Work Table for Speed Types |
|
PeopleSoft Student Financials (cont.) |
TAX_AUTHORITY - Tax Authority Detail Info TAX_AUTH_HDR - Tax Authority Header Info TAX_CD - Tax Authorities in a Tax Code TAX_HEADER_TBL - Tax Code Header Information TERM_FEE_RES - Term Fee Resident table TERM_FEE_TBL - Term Fee table TERM_FE_CD_TBL - Term Fee Code table TERM_SF_CD_TBL - Term Sub Fee Code table TERM_SUBFEE_TBL - Term Sub Fee table TP_STATUS_TBL - Third-party Contract Status TRANS_FEE_HDR - Transaction Fees Header TRANS_FEE_TBL - Transaction Fees TRANS_FE_CD_TBL - Transaction Fee Codes VALID_RECORD_SF - Valid Records for Selectors VENDOR_SF_TBL - SF to Vendor interface table WAIVER_CODE_TBL - Waiver Code table WAIVER_FORM_TBL - Student Waivers WAIVER_GRP_DTL - Waiver Group Detail table WAIVER_GRP_TBL - Waiver Group table WAIVER_TBL - Waiver table WVR_GRP_CD_TBL - Waiver Group Code table |
|
PeopleSoft Recruiting and Admissions |
PSTREEDEFN - PeopleTools table used in the creation of the Region Tree |
|
PeopleSoft Financial Aid |
AWD_MESSAGE_TBL - Award Messages/Comments BDGT_REGION_TBL - Budget Region table ITEM_TP_FA_DISB - Item Type Disb Plan/Split Cd ITEM_TYPE_FA - Item Type Table SFAG ITEM_TYP_FA_FEE - Item Type Fee table ITM_TP_TERM_LMT - Award Limits by Term Type LN_FEE_TBL - Loan Fee table LN_ITEM_FEE - Loan Item Type Fee table LN_ITEM_TBL - Loan Item Type table RSTRC_AID_ITEM - Restricted Aid IDs/Item Type |
|
PeopleSoft Contributor Relations |
AV_ACCOUNT_TBL - Designation Funds AV_INST_TYP_TBL - Designation Types AV_ITEM_TBL - Donor Appreciation Items AV_MBR_CAT_TBL - Membership Categories AV_MBR_TYP_TBL - Membership Types AV_MTVTN_INTV - Appeals linked to Initiative Codes AV_MTVTN_TBL - Appeal Codes AV_ORIG_DNR_TBL - Original Donors to Designation Funds AV_TENDER_TBL - Tender Types AV_TRIB_TBL - Tributes on Designation Funds |
A record group is a set of functionally or logically related records or views based on how the records are used in the system. A record group can contain a single record or view, or it can contain many records and views. Record groups are delivered as part of the PeopleSoft system and should not be altered.
When you create a business unit, that business unit is automatically linked to each record group in the system that you are using.
Record groups exist for two purposes:
To save time in data entry.
With record groups, tableset sharing can be accomplished quickly and easily instead of requiring redundant data entry.
To provide consistency in the data.
Record groups ensure that tableset sharing is applied consistently across all related tables and views in the system.
When you create and then save a business unit, a new tableset ID with the same name as the business unit is created. The system automatically assigns that tableset ID to each record group for the new business unit.
Note: PeopleSoft suggests that you create tableset IDs and business unit names that are five characters long. A performance degradation occurs if the tableset IDs or business units have fewer than five characters.
This diagram illustrates the relationship between business unit, record group, and tableset ID:
Image: Relationship between business unit, record group, and tableset ID
This example shows how data can pass from a business unit through three record groups and into tableset IDs.
Tableset IDs are the labels that the system uses to identify tablesets. You can have as many tableset IDs as you like, but the more you have, the more complex tableset sharing becomes. You always have the same number of tableset IDs as tablesets.
Warning! You must define at least one complete set of these tables—a tableset—for the Campus Solutions system to function.
Note: You must create at least one tableset ID, even if you are not taking advantage of tableset sharing. Some institutions need only one tableset ID and one business unit.
When you set up the control tables in the system, you'll notice that the tableset ID, or additional primary key, enables the sharing of control table information across business units. If you prefer, you can create a unique set of tables for each new business unit. Either way, tablesets form the building blocks of the system. You populate the individual tables in the tableset according to your particular business rules.
You can also rearrange tablesets by updating tableset assignments for a business unit in the Utilities - TableSet Controls component. A tableset is a group of control table rows identified by the same tableset ID.
You are not required to share all tables in a tableset. With Campus Solutions, you can share any combination of tables with any number of business units, according to your needs. Use the pages in the component to identify, for each business unit, which data is shared and how it is shared.
Tableset sharing can be extremely easy for an organization to design. In fact, it is almost entirely set up by the time you have finished creating the business units.
When defining tableset IDs for Contributor Relations, you must manually create a setID in the tableset ID record, if one does not already exist that matches the Contributor Relations business unit.
Tablesets are identified by a set control value. The set control value is also a tableset ID. The set control value used to identify a tableset is not the same as the tableset ID that PeopleTools uses to retrieve the data from the tables in the database. Sometimes the set control value is the same as the tableset ID, but other times it is not.
Here is an example of how this works. Suppose that a community college district has three campuses and a main office:
|
Community College Office and Campuses |
Tableset ID |
|---|---|
|
Community College Main District Office |
CCMDO |
|
North Campus |
NORTH |
|
West Campus |
WESTC |
|
Far South Campus |
SOUTH |
Two of the campuses share location and facility information, and all three share the grading scheme and level or load rules. Here are the shared record groups:
|
Record Group |
Campuses Sharing Record Groups |
|---|---|
|
FACILITY (Facility table) |
North Campus and West Campus |
|
HR_03 (Location table) |
North Campus and West Campus |
|
CAREER (Grading Scheme and Level/Load tables) |
North Campus, West Campus, and Far South Campus |
This table shows how set control values and tableset IDs are used to identify which rows appear in prompt boxes:
|
Set Control Value |
Record Group |
Tableset ID |
|---|---|---|
|
NORTH |
FACILITY |
NORTH |
|
HR_03 |
NORTH |
|
|
CAREER |
CCMDO |
|
|
WESTC |
FACILITY |
NORTH |
|
HR_03 |
NORTH |
|
|
CAREER |
CCMDO |
|
|
SOUTH |
FACILITY |
SOUTH |
|
HR_03 |
SOUTH |
|
|
CAREER |
CCMDO |
With tableset sharing, you can specify the control table data that the system uses for each business unit. If much of the control table data is the same from business unit to business unit, tableset sharing enables you to share that information, instead of having to enter the same data multiple times.
To understand how this works in the PeopleSoft system, consider what happens when a user makes a selection from the available options. The list that appears contains all of the valid entries that can be entered in the field based on the relevant business unit.
This series of questions outlines the online process that occurs:
Image: Tableset sharing process
These five questions step users through the tableset sharing process.
Note: Record groups and setIDs for a set control value have a one-to-one relationship.