3Cs Overview.doc


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3Cs Overview.doc

  1. 1. Using the 3Cs—Communications, Checklists, and Comments The 3Cs—communications, checklists, and comments—are a flexible way to track and analyze correspondence, lists of requirements, and notes about the students, staff, constituents, and organizations in your database. • Communication management enables you to fully manage all types of contacts inside and outside your institution. • Checklist management enables you to create lists of requirements and monitor their status. • Comments creation enables you to attach notable remarks about individuals and organizations. You can enter communications, checklists, and comments manually throughout your system. Or, with the 3C engine, you can define events and triggers to have the system add communications, add comments, and add or update checklists for individuals or organizations automatically from within your business processes. Each of the 3Cs requires an administrative function and a 3C group. The administrative function identifies the variable data associated with the specific category of communication, checklist, or comment. For example, the administrative function of ADMA, for Admissions [Application Level] identifies the Academic Career, Student Career Number, Application Number, and Application Program Number. This information notifies the system as to what information to make available to the communication, checklist, or comment. The 3C group provides user-level security access to categories of communications, checklists, and comments, while providing or restricting the user's ability to edit the data. For example, a security administrator might give a particular user 3C group security access to items in the Notice of Dismissal communication category, with an update only status so that he or she can view the data, but cannot modify it. For more information about assigning users to 3C Groups, see PeopleSoft Student Administration Fundamentals: Securing Your Student Administration System: Setting Up 3C Group Security. Buttons appear on many pages in your system to enable you to transfer directly from that page to another page within the same administrative function, to generate or review a communication, checklist, or comment for the individual or organization whose information you are currently viewing. The 3C buttons appear and operate in your system as follows: The Communication button transfers you to the appropriate Communications Management page where you can review or create communications for the individual or organization. Communications include letters, phone calls, meetings, emails, and faxes. The Checklist button transfers you to the appropriate Checklists Management page where you can review or create checklists for the individual or organization. Checklists may be lists of steps that must be performed, or documents that must be provided, or communications that are planned to occur, and so on. The Comment button transfers you to the appropriate Comments page where you can review or enter comments regarding the individual or organization. Before you begin using Communications, Checklists and Comments, you should do some thoughtful preparation to use the full functionality. For example, before designing your communication structure, you will want to analyze your functional area and institutional needs for tracking and scheduling communications. This script will focus on the functionality and use of Communications Designing Communications and Checklists 1 of 5 06/04/10
  2. 2. and Checklists, as their set-up is the most complex and imminently required for UHCL. Communications that include multiple items are built as “Communication Checklists” whereas items that are required of a student are built into “Requirements Checklists” in PeopleSoft. Checklists share (and are dependent on) the communication keys developed in the Communication process so this process will be described first. Manage Communications Communication Management enables you to fully track and analyze all of the contacts you have with students, staff, constituents, and organizations inside and outside your institution. Among other things, you are able to track: · All incoming and outgoing communication. · All types of communication—letters, email, phone calls, personal contact, facsimiles, and so on. · Communication generated by other offices that impacts your office. · All staff involved with a communication. You can assign communications to individuals, to organizations, and to groups of people. The Project Team has set up several tables required to make the 3C’s functionality in PeopleSoft work. These include Communication Category, Communication Context, Communication Speed Key, and Standard Letter Tables. These tables define the purpose of the communication, the method used to communicate and (if applicable) the specific letter that is sent. A Communication 3C Group table has also been set up to provide security access to the 3C’s. Design of Communication Structure A communication can be as simple as one outgoing letter or as complex as a series of incoming and outgoing letters and documents. UHCL will probably have both detailed communication plans and simple, one-item set-ups. Communication plans can be designed for UHCL by completing information related to Category, Direction, Context, Method of delivery, Time frames and Constituencies to be addressed where: • Category is WHY a communication plan is being initiated: i.e. Orientation. A category groups together one or more messages in which we communicate or receive information. • Direction is WHERE the communications are expected, that is, whether it is to be sent out or expected to come in • Context is WHAT is to be communicated, that is, the specific items that are included in this category. Context is linked directly to category. A category can have one or multiple unique contexts. For instance for the orientation communication category, Context might include four items: a letter, an invitation, an outgoing RSVP card and the incoming RSVP phone call. • For each context a Method needs to be defined as to HOW each context item is to be communicated. Method options include letters, documents, emails, faxes, phone calls and personal face-to face exchanges. Each context can use one or multiple unique methods. • The time frames for WHEN communications are to be sent to an individual or an organization need to be set-up. For each context the same or different days/date can be assigned. Thus for Orientation, the letter, invitation and outgoing RSVP card may be assigned and sent out on the same date while the phone call response might be expected two weeks later. When a communication is assigned to an individual/entity an effective dated row is assigned to each method. • WHO defines the EmplId(s) for whom you will target this communication category. Selecting Administrative Functions Administrative Functions link specific variable data with a specific person for a specific reason. For example, the Administrative function of PROS links the variable “Academic Career data” to Katherine Janeway so that a letter, application and follow-up phone call can be sent and tracked for this prospective student. Administrative Functions also play a key role in the letter generation process by defining the specific data that will be extracted and merged into a letter. Administrative Functions are system-defined in PeopleSoft Student Administration and will not be modified. The Administrative Functions and the variable data associated with them include: For Admissions related purposes: ADMA – Admissions /Application Level Academic Career Student Career Number Designing Communications and Checklists 2 of 5 06/04/10
  3. 3. Application Number Application Center ADMP – Admissions /Program Level Academic Career Student Career Number Application Number Application Program Number RECR - Recruiters Academic Career PROS - Prospect Academic Career PROP- Prospect Program Academic Career Academic Program Recruiting Center For Student Financial related purposes: SFAC – Student Financials Account SF Business Unit Account NBR Account Term (optional) SFBI – Student Financials Billing SF Business Unit Invoice ID SFCO – Student Financials Collections SF Business Unit Collection ID SFGR – Student Financials Groups SF Business Unit SFIT – Student Financials Item Lines SF Business Unit Item Number SFPA – Student Financials Payments SF Business Unit Payment ID SFPR – Student Financials Promise Checklist Date/Time SFRC – Student Financials Receipt SF Business Unit Cashier’s Office Receipt Number SFRF – Student Financials Refund SF Business Unit Refund Number SFTP – Student Financials Contracts SF Business Unit Contract Number For Student Record Purposes SPRG - Student Program Academic Career Student Career Number STRM – Student Term Academic Career Term Designing Communications and Checklists 3 of 5 06/04/10
  4. 4. For General Purposes Gen - General Basic student information As was stated earlier specific Administrative Function draw specific data from the database. For instance, HSH might use the Admin. Function of ADMP to send out specific program information to students applying to their programs or to develop status letters for those applicants who have requirements beyond what is required for entrance into the university. They might also use the Admin. Function of SPRG to send out and track graduation related communications. Types of Checklists Once Communications are planned, checklists, which use these communications, can be developed so that incoming and outgoing items can be tracked. Checklists can be developed and assigned to people, organizations or events. PeopleSoft delivers a number of different types of checklists including a “Requirement List” and “Communication List.” A Requirement List can be used, for example, to identify and track that an applicant has provided all the materials required completing an application or for those applying for entrance to a specific program, such as teacher certification. A Communication List can be used to track a list of communications (letters, brochures, phone calls) with a person over a period of time. For example, Recruiting might have a communications checklist so that all communications between UHCL and a prospect can be tracked, or HSH can track all communications related to graduation. The process scheduler can be set up so that assigned communications and checklist will be generated based on a specified schedule. If the checklist type assigned to an individual is a Communication List, PeopleSoft will automatically create a separate communication record for all items referenced in the checklist and copy the data from the appropriate checklist record. When a checklist item is completed, PeopleSoft will update the communication record with the Checklist Date and Time and Checklist Sequence of the action. The 3C Engine The 3C engine is a rules-based PeopleSoft application engine that can be integrated with your functional transactions to automatically insert or update communication, comment, and checklist records as you interact with students, suppliers, and employees. For example, you can use the 3C engine to automatically insert defined checklists, communications, and comments for prospects as part of entering new admissions prospects into your system, eliminating the need for manual entry of the 3C information. You can use online business transactions to invoke 3C engine processing, or you can use batch integration with certain delivered programs. Managing 3Cs You can user your system to enter and track checklists for individuals and organizations. You can create lists of requirements and monitor their progress toward completion. You can use checklists to track applications, organize recruitment mailings, assign tasks to staff members, generate a series of communication items, and more. With appropriate security access, you can edit or update a checklist for an individual or organization while processing data about that individual or organization. To create checklists, you must set up checklist items. You can assign a responsible person, a status, and a due date to each checklist item. You can then relate multiple checklist items to a specific checklist and assign a due date for the overall checklist. You can also associate checklist items with an administrative function and use that function to enter all or some of the items as a subset of items on a larger, more comprehensive checklist with its own overall due date. In addition, you can combine several checklists into one monitoring unit called a tracking group. For example, if you were to create a checklist of items typically required for an admissions application, you might begin by creating a checklist item for receiving the individual's ACT or SAT 1 test scores. You might also set checklist item codes for the application fee, references checked and meeting arranged with a mentor. Designing Communications and Checklists 4 of 5 06/04/10
  5. 5. HIERARCHY OF INFORMATION IN 3 C’S OPERATOR ID 3C GROUPS (UPDATE/INQUIRE OR INQUIRY ONLY) Communication 3 C Group Checklist 3C Group Comments 3C Group WHY = Communication Category Checklist Code Comment Category DATA NEEDED = Administrative Administrative Function Administrative Function Function Checklist Items WHAT = Communication Context HOW Method Communicat ion Speedkey Designing Communications and Checklists 5 of 5 06/04/10