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Understanding the Canadian Government Reporting Process

All postsecondary schools in Canada are required to report specific information to the federal and provincial governments. The PeopleSoft Canadian Government Reporting feature enables users to generate files in formats specified by the government. Using the PeopleSoft Canadian Government Reporting feature, you can extract reports in the following file formats:

You must complete a series of setup steps for each of the reports. Some of the steps include setting up very basic data (for example, country codes), and the system provides the data for you. Other steps are user defined, and you must closely follow the setup steps to ensure that your system is ready for reporting.

After you complete the setup steps, you can populate a table with students who are eligible for reporting.

The flat file generation process is a separate step that you can initiate after you run the extract program. You are then responsible for running the flat file through the government edits. If you find any errors and would like to make edits, you can do so without overwriting source data.

In addition, you can freeze a reporting period so that the system does not add students or modify them as of a specified date. The reporting extract process can be rerun as often as you require. When the data in the flat file is correct, you can archive the report extract tables.

Finally, all government elements are defined by element class and mapping classes. The element class determines what type of calculation or conversion needs to take place in order for the system to report the information in a code the government specifies. The five element classifications are listed in the following table:

Element Classification Type


Classification Mapping (CM)

Use when there is a direct mapping of the data, but you would only report this element in certain circumstances. For example, you may have to report the student's maiden name. You would specify the mapping field of Maiden_Name on the Names table where the Name_type is equal to a particular value (in this case it would be 'MDN' for maiden). Note that the selection criteria field must be on the same record as the mapped field.

Direct Mapping (DM)

Use when there is a direct mapping of the data. Conversion from application values to government code is not required. The application record and field names are entered in the Direct Mapping table for these elements.

Master Mapping (MM)

Use when there is a direct mapping of the data, but you must convert the application value to the Government Reporting Value. You must enter conversion codes in the Master Mapping Table in order for the system to report the government values.

Separate Mapping (SM)

Similar to Master Mapping, except the number of values to be mapped is greater than 15. The application provides a separate conversion table that holds the converted values.

Rules Based Mapping (RB)

This classification applies to elements that:

  • Cannot be derived directly from the database.

  • Require a separate mapping for each government code value.

  • Require complex institution-specific calculations.

All rules based elements are identified by report type with a unique procedure number. The reports extract program uses this number to execute the associated logic. Each report type procedure number starts at 1, except MET reporting, which starts at 201. You cannot duplicate procedure numbers within a report type. Any changes to the rule based mapping procedure values require a modification of the reports.

Note: If you decide that a mapping change is required, you must ensure that the key structure of the new table allows the retrieval of a unique record. If a key field is required, then you must provide the field name and value for every student on the Student List page.