Communicating

With Your
Campus Community

Session #250
Monday, March 17 2003 at
3:45p.m.
HEUG 2003 Conference - Dallas
 presented by
Marjo Fontaine
Functional Analyst
Campus Community - PeopleSoft

Andrew Marmor Paula Brower

Product Manager Strategist
Campus Community - PeopleSoft Campus Community - PeopleSoft
Synopsis of Presentation

This session is an update on

Communications, Checklists, Comments,
the 3C Engine (Enterprise Communication
Engine) and Letter Generation in Student
Administration / Contributor Relations 8

Includes the old good communication tools,

the less new ones, the new ones, and the
one soon to be released ……
 Agenda
• Overview
• Collaborative campus
• 3Cs (Comments – Checklists – Communications)
• Letter Generation
• 3C Engine
• A new feature is coming..…..
Collaborative Communications

Administrators

Communi-
Comments cations

Checklists
Community Self Service
Collaborative Communications

• Expand communication throughout

campus
– Include all members of campus community
– Extend communications to self-service
• Community Access Request Information
• Personal Portfolio To Do List

• Capture interactions and manage

communications in real time
 3Cs - Comments
• Allows to keep track
of common
comments a
business process
may use.
• Comments can be assigned to:
– People
– Organizations

• Not shown on the self-service pages

• No changes made in Student Admin. and Contributor

Relations release 8
 3Cs - Checklists
• Allows to keep track of common items a
business process requires
• Checklists can be assigned to:
– People
– Organizations

• Checklist Types:

• Checklist Types = Communication List

– Items can be listed inside a letter through the Communication feature
 3Cs - Checklists
• Checklist Items are shown on the self-service Personal Portfolio:
 3Cs - Checklists
• Checklist Types are shown on the self-service Personal Portfolio:
 3Cs - Checklists
• Changes added in release 8:

– Support for multiple Checklist Item associations

• Associate multiples Checklist Items to either Person or Organization

• Built primarily to support admissions processing with transcripts and recommendation letters
 3Cs - Checklists
• Changes added in release 8:
 3Cs - Checklists
• Changes added in release 8:
 3cs - Communications
• Allows assignment of outgoing and incoming
communications

• Different Communication Methods to use:

– Letter * – Document – Publication

– Email * – Fax
– Telephone Call – In Person
– Personal Contact – Web

• Assign Communications for

– People
– Organizations
 3cs - Communications
• Allows Enclosures (new in 8)
– You assign one letter code (the main letter) and it will include few more (the
enclosures)

• Joint Communications (fully redesigned in 8)

– Ex.:
Mr John Smith and Mrs Mary Fletcher, you are invited to our next open door,…….

• Communication Recipients (enhanced in 8)

– Multiple copies of a letter are printed and personalized to different
people
– Ex.: A copy of a letter is sent to a student as well as to the parents.
 3Cs – Communications
Enclosures
• Added the ability to assign and produce
enclosures

• Collate and print enclosures along with a

primary/cover letter using Microsoft Word®
letter merge process.
Requires a template to exist for the enclosure.
The cover letter may say:
Please find include the following information:
. Summer 2003 Undergrad Application Form
! - . 2003 Financial Aid Application Form
. Course Catalog Summer 2003
3Cs – Communications
Enclosures
Enclosures are
created as
Standard Letter
Codes and then
included as
enclosures on a
primary Letter
Code.
3Cs – Communications
Enclosures
3Cs – Communications
Enclosures
 3Cs – Communications
Enclosures
•Communication Summary
 3Cs – Communications
Joint Communications

• Replaced functionality that existed in 7.60

• Joint Address type (XJNT) and Joint Name Type (XJN) gone!

• Used primarily by Contributor Relations

• Added Joint Salutation Types

• Integrated with Letter Generation

– AVLTRGEN > CCLTRGEN
 3Cs – Communications
Joint Communications
•Starts with Relationships
 3Cs – Communications
Joint Communications
•Starts with Relationships

Greeting of the letter

Names part of the address

 3Cs – Communications
Joint Communications
•Joint Salutation Types table

Name 1

Name 2
 3Cs – Communications
Joint Communications
•Standard Letter Table
 3Cs – Communications
Joint Communications
•Assign Communication

John has a “Joint”

1
Relationship

Letter Code allows

joint
2
communication
 3Cs – Communications
Joint Communications
•Communication Summary
 3Cs – Communications
Communication Recipients
•Starts with Relationships
 3Cs – Communications
Communication Recipients
•Starts with Relationships
 3Cs – Communications
Communication Recipients
•Example

Letter sent to John

 3Cs – Communications
Letter Generation process

• Process Communication Method = Letter

• Need a Microsoft Word® template

– Standard naming convention:
CCLTR<lettercode>.doc

• Process letters for both People and

Organizations
 3Cs – Communications
Letter Generation process
Enhancements for 8:
– Now includes processing for external
organizations
– Supports Enclosures in extract and letter
merges
– Can process Joint Communications
– Can process Communication Recipients
– Extract file changed from .LTR to .CSV
extension
– Labels extract file is now output with every
process request
 3Cs – Communications
Letter Generation process

Formatted address lines now included in extract

– New CCADFRMT.SQC routine contains address format logic.

– Coded to US Postal Service guidelines for address element

positioning.

! Does not perform individual field validation – on Address Line 1

for example.
– Example:
Emeril LaGrasse
3044 Green Meadow Drive
Riverside CA 95620-3256

Notice
Zip+4
formatting
 3Cs – Communications
Letter Generation process

Letter Merges
• Microsoft Word® templates still delivered with 8
• Certified for use with Word 95, Word 97, and Word 2000

• New CCLTRGEN.DAT file created to support letter

merges in Microsoft Word® .

• Extract files are designed to allow import into other

applications capable of performing letter merges.
3Cs – Communications
Letter Generation process

Process now
includes both
Person and
Organization
3Cs – Communications
Letter Generation process

These parameters
write to the
CCLTRGEN.DAT file
for use with Word
letter merges
 3Cs – Communications
Letter Generation process

Letter Code Extracts

1AA CCLBL1AA.CSV
CCLTR1AA.CSV
CCLTRGEN.DAT
 3Cs – Communications
Communication Letter Data
Inquiry page
•

Keeps history of the data extracted for each Individual or Organization for each letter processed by Letter Generation
•
3Cs – Communications
Communication Letter Data
3Cs – Communications
Communication Letter Data
3Cs – Communications
Communication Letter Data

Store ALL data;

Only Name/Address
data;
None
 3Cs in General
New in 8
• 3Cs Summary Pages
– Added selection criteria
 3Cs in General
New in 8
• Architecture changes
SA/CR v. 7.60 SA/CR v. 8

PERSON
EMPLID PERSON/ORG
COMMON_ID
SA_ID_TYPE
ORG
EXT_ORG_ID

Date/Time SEQ_3C

Unified 3C
 3Cs in General
New in 8
• Architecture changes

Unified records for:

• Communications
 Person and Organization = COMMON_ID
• Checklists
 Person and Organization = COMMON_ID
! Event Checklists remain separate in 8. Not part
of the unified structure.
 Comments
 Person and Organization = COMMON_ID
 3Cs in General
New in 8
• Architecture changes

• New Common ID (COMMON_ID) key

 Holds either EMPLID or EXT_ORG_ID
 Associated with SA_ID_TYPE (Person or Org)

• New Sequence 3C (SEQ_3C) key

 Replaces Date/Time fields
 Example: COMM_DTTM
 Date/Time fields remain on the record, but are no
longer a key field
 3Cs in General
New in 8
• Architecture changes

• Replaced COMM_VAR_DATA with

individual Variable Data Records
 Example: VAR_DATA_ADMA
 Keyed by unique Variable Data Sequence
 Efficiency – allows reuse of Variable Data
across Person and Organization 3Cs
functionality
• Variable Data now required
 3C Engine
(Enterprise Communication Engine)
• 3C Engine assigns the 3Cs for you behind the scenes

• Automate assignments, transparently from within any

business transaction

• 3C Engine enables extended communications

– Provides real time transactions
– Modular integration

• Fully integrated with 3Cs

• Communications
• Checklists
• Comments

• 3C Group Security
• Administrative Functions
• Institutions
 3C Engine
(Enterprise Communication Engine)

• User defined rules

– What gets assigned = Events
– When and How it gets assigned = Triggers

• Uses PeopleSoft 8 Application Engine

technology

• Can also process Mass Change

• Can be Real Time or Batch

 3C Engine
(Enterprise Communication Engine)
• Engine Events (What gets assigned)
• Events  business practices
• Build with user defined rules
– Institution and Administrative Function keys
– Allow joint communications
– Extend choice to self service with User Selection
• User defined sets to assign or update
– Communications
– Checklists
– Comments
• Flexible as needs change
– Effective dates and status
 3C Engine
(Enterprise Communication Engine)

Communications
Comments
Checklists
 3C Engine
(Enterprise Communication Engine)
• Engine Triggers (When and How it gets assigned)
•Triggers identify when and how to
perform processing
•Flexible, user specified conditions
–Institution key
–Administrative Function key
•Create triggers according to data
conditions
–New
–Change
–Delete
 3C Engine
(Enterprise Communication Engine)
• Engine Triggers
•Trigger Level identifies granularity
–Record
–Field
•Trigger Assignment
–System (real time)
–Batch (Process Scheduler request)
•Field Conditions
–Uses standard operators (=, >, <, etc)
–Multiples allowed
–Create different field combinations
 3C Engine
(Enterprise Communication Engine)
 3C Engine
(Enterprise Communication Engine)

Assign in real time or

use batch Engine process

Field conditions
link to events
 3C Engine
(Enterprise Communication Engine)
• Engine Architecture
3C Records

Real Time
Commu-
PeopleCod
nication

Triggers / Events
e

3C Engine Checklist

App Engine Program

Trigge
PeopleCode r

Batch
Trigger
(Emplid.SavePostChange)
Table
and / or Comment

Mass
Chang
e
 3C Engine
(Enterprise Communication Engine)
• Mass Change results
 3C Engine
(Enterprise Communication Engine)
• Engine Trigger Table
 3C Engine
(Enterprise Communication Engine)
• Run batch process
 3C Engine
(Enterprise Communication Engine)

• 3C Engine and Self-Service ???

– Self-service users can request
information
• They assigned communication to them self
without knowing it!
 3C Engine
(Enterprise Communication Engine)
 3C Engine
(Enterprise Communication Engine)

Request Information
 3C Engine
(Enterprise Communication Engine)

3 Choices
of commu-
nication
 3C Engine
(Enterprise Communication Engine)

• Why 3 choices of communication?

PSSVUGRD
 3C Engine
(Enterprise Communication Engine)

• Why 3 choices of communication?

PSSVUGRD

3 Choices
of commu-
nication
 3C Engine
(Enterprise Communication Engine)
Validate that the 3 communications have been entered for Ralph
•
 3C Engine
(Enterprise Communication Engine)
• Engine Security

• Integrated with 3C Group security

– Access to invoke Engine transactions
inherited from user’s security to:
• Communication Category
• Checklist Code
• Comment Category

• Security assigned at Engine Event definition level

 3C Engine
(Enterprise Communication Engine)
• Implementing 3C Engine

• Functional Strategies
– Identify integration points using Engine with
your business processes

– Map business transactions to Engine events

and triggers

– Determine assignment mode

– Identify 3C Group security requirements

 3C Engine
(Enterprise Communication Engine)
• Implementing 3C Engine

• Technical Strategies
– Knowledge of record structures

– Familiar with PeopleCode

• Additional trigger code can be placed on
records (SavePostChange PeopleCode event
location)
• Invoke Engine through integration with batch
programs
Email Generation
Not available … yet…. stay tuned
Email Generation
Not available … yet…. stay tuned
 Where to find additional information
• PeopleSoft Customer Connection
– Find Products, Higher Education under Industry Solutions
• Solution Overview, Demos, White Papers, Case Studies, and more.
– Support, Documentation, Documentation Updates By, Product Line, Student
Administration, Campus Directory Interface
– Support for Documentation, Roadmaps and Schedules and User Groups

• Contact Us
– Licensing & Pricing Questions: Sales Manager
– Technical Support: Global Support Center: 1.800.477.5738, option 1
 Conclusion of Presentation
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Presenter(s)’s Name
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