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Admission Letter Generation - SIMS 8.9 TRAINING GUIDE by dfsdf224s

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									    SIMS 8.9
TRAINING GUIDE
  Admission Letter Generation

          Version 1.0

          Prepared by

      Wendy McGonnigal
             and
        Darlene Terry
Simon Fraser University SIMS 8.9 Training Guide


CONFIDENTIALITY OF PERSONAL INFORMATION

The information in this document is confidential and subject to the British Columbia's Freedom
of Information and Protection of Privacy Act, University Policy 110.04 - Access to Information
and Protection of Privacy, and the Registrar's Confidentiality Policy. As an employee of Simon
Fraser University, you have a legal obligation to protect personal information to which you have
access through SIMS and related University documents. Your legal obligation does not end with
your employment at Simon Fraser University but continues in perpetuity. Failure to keep
confidential the personal information of individuals is grounds for legal action.




SIMS 8.9 Training Guide for Admission Letter Generation                                        2
                                        TABLE OF CONTENTS

I.     SECURITY ACCESS REVAMP ........................................................................................ 4

II. PURPOSE OF THIS TRAINING GUIDE ......................................................................... 4

III. NAVIGATION TO THE ADMISSION LETTER GENERATION PROCESSES........ 5

IV. 3C ADMISSIONS – A91/AS1 (LETTER GENERATION) ............................................ 11

V.     MANUAL MERGE AND PRINTING OF LETTERS VIA WILLAN.......................... 15

VI. LETTER GENERATION – AUTO MERGE (FOR GENERATING, MERGING,

       AND PRINTING OF A93’S ETC.) ................................................................................... 27

VII. SUMMARY ......................................................................................................................... 32




SIMS 8.9 Training Guide for Admission Letter Generation                                                                                3
   I. Security access revamp
       In conjunction with the 8.9 upgrade, security access for SIMS users has been ‘cleaned
       up’ so that it is easier to understand and manage. The access needed to do the
       functions of each job has been grouped into a ‘model’ for that job, called a Model ID.
       Your security access is based on the Model ID appropriate for the functions which
       your job requires.

       The revamped security access will take effect when the upgrade goes live on
       February 20, 2007.



  II. Purpose of this training guide

       Course Description
       This training session will cover what is basically a three part process, the creating,
       generating, and merging of admission acceptance letters. In this training session we
       will go through the process step by step, beginning with the “Auto Create Admit/Deny
       Ltrs” process through to the merging and printing of the acceptance letters in
       “Willan”, the terminal server used for the merge process, and finally, to the saving of
       the letters.


       Course Objectives
       By the end of this session you will have an understanding of the admissions letter
       generation process and you should be able to use this guide to go through the A91/AS1
       letter generation process from start to finish and produce acceptance letters.




SIMS 8.9 Training Guide for Admission Letter Generation                                          4
III. Navigation to the Admission Letter Generation Processes
       Navigation to the components required for Admissions Letter Generation is easy. They
       are both located under Student Admissions > Application Maintenance.

Student Admissions > Application Maintenance




                            Accept/deny                   Auto create
                            letter                        the A91/AS1
                            generation                    & A93’s




   1) Auto Create Admit/Deny Letters

       Once a student has been evaluated and has been either admitted or denied, be it manually
       or through the overnight batch jobs, an appropriate communication record must be
       created. Most letters used by Admissions, for example, Waitlisted letters; Re-admit
       Admit or Deny letters, etc, require Admissions staff to manually request that particular
       letter by going to the “Communication Management-Person” component and adding a
       communication record for each individual student This is not the case for accept and
       deny letters. Due to the huge volume of accept and deny letters, this process has been
       automated.

       The “Auto Create Admit/Deny Ltr” process looks for students that have been either
       admitted or denied and assign the appropriate communication record accordingly based
       on the students’ application program status. Students that have been offered admission
       get an A91, or if they are being offered admission as well as a scholarship they get an
       AS1, and denied students are assigned an A93.




SIMS 8.9 Training Guide for Admission Letter Generation                                          5
       Prior to the Auto Create process running, the “Auto Identify Entrance Scholarships”
       process must run (it runs in the nightly batch jobs). This is the process which identifies
       admitted high school students with an 85% or better average and assigns them the
       scholarship. It also flags the students so that when the Auto Create A91/AS1 process is
       run, they will be assigned the AS1 letter, again, this is the acceptance and scholarship
       letter in one. If, for some reason, this job does not run, a “failure” notice will be sent via
       email to Admissions/Recruitment so that they know to hold off running the Auto Create.

       The Auto Create process is term-specific so if you are creating letters for more than one
       admit term at a time, you need to run this process for each term. It requires an “action
       date” which should be the date of the last time the process was run to ensure that all
       applicants with decisions are being identified and processed.


       Once you’ve entered the term and action date, click “run” and follow the steps as shown:

                                                                                          Once you have
                                                                                          entered the
                                                                                          parameters,
                                                                                          click here




                                                                            You can only run this
                                                                            process for one admit term
                                                                            at a time


                                                               The “action date” should be the
                                                               date of the last time you ran the
                                                               auto-create process




SIMS 8.9 Training Guide for Admission Letter Generation                                                   6
Then:




                          Click here



Next:




                                                          Click here




SIMS 8.9 Training Guide for Admission Letter Generation                7
When the run status goes to “success”, the process has completed, click on “details”:




                                                                              Once you have
                                                                              “success”, click
                                                                              here




Then go into the “view log/trace” link:




                                                                              Click here




SIMS 8.9 Training Guide for Admission Letter Generation                                          8
Go into the trace file and print it:




                                              Go into the Trace
                                              File and print it.




SIMS 8.9 Training Guide for Admission Letter Generation            9
The “trace file” lists the student numbers and the communication that was assigned to them and
also shows a breakdown of how many of each letter was created:




SIMS 8.9 Training Guide for Admission Letter Generation                                      10
As shown here in the “Communication Management-Person” component, the process has
assigned a communication record to the student:




 IV.     3C Admissions – A91/AS1 (Letter Generation)

       Once the communication record has been assigned, it’s time to generate the letters. For
       deny letters (A93’s), as with many other letters currently in use, staff will use the “Letter
       Generation – Auto” process to generate the letters and, new to 8.9, this letter generation
       process has a built in merge process so it’s an all in one process that no longer requires
       the merging of those letters through Wagner (see page 26 of this guide for instructions).

       Acceptance letters however, have their own letter generation process. This was due to
       the increasing complexities of acceptance letters, so a separate letter generation process
       was created specifically for A91s and AS1’s. It is titled the 3C – A91/AS1 Admissions
       Letter Generation and it does require a “manual” merge through the terminal server,
       Willan.




SIMS 8.9 Training Guide for Admission Letter Generation                                             11
As opposed to the Auto Create process which is term specific, the Admissions Letter Generation
process does not require a term but it is letter code specific so it must be run separately for A91s
and for AS1s. The AS1’s, the scholarship letters, are run by Recruitment. Enter the letter code,
click “run” and follow the steps as shown:




                                                                               Click here




Then click “OK”:




                         Click here




SIMS 8.9 Training Guide for Admission Letter Generation                                           12
Next, go into the “process monitor”:


                                                                    Click here




When the run status goes to “success”, the process is complete. Click on “details”:




                                                                            Once you have
                                                                            “success” click
                                                                            on “details”




SIMS 8.9 Training Guide for Admission Letter Generation                                       13
Next, go into the “view log/trace” link:




                                                                       Click here



Then click on the “trace file” link and print the trace file:




                                                     Click here and
                                                     print the trace
                                                     file



SIMS 8.9 Training Guide for Admission Letter Generation                             14
The trace file lists the student numbers of those whom had an A91/AS1 generated for them:




The letter generation process for A91/AS1 is complete. The process has extracted the data into a
CSV file and put it on to Willan for merging.


  V. Manual Merge and Printing of Letters via Willan
       The data that the admission letter generation process created is now on Willan in a CSV
       file and needs to be merged into a template to create a Word document for printing. To
       do this, you must have access to “Willan”, the terminal server replacing 8.0’s “Wagner”.

       Double-click to open:




                                        Double-click
                                        to open




SIMS 8.9 Training Guide for Admission Letter Generation                                       15
Once you have accessed “Willan”, open up Microsoft Word and immediately minimize it.

Next, double-click on “my computer” on your Willan desktop and then double click on the letter
generation drive path.

Double-click on the appropriate Letter Generation path (in production it will be “PRD”):




                          Double-click
                          on the path




That action will open this window. Now, double-click on “admission letters”:




                                                                        Double-click
                                                                        here




SIMS 8.9 Training Guide for Admission Letter Generation                                     16
Double-clicking on “admission letters” will bring you to the following level, double-click on
“templates”:




                                                                   Double-click
                                                                   on templates




Double-clicking on “templates” will bring you to this level, and then double-click on the
template you want to open.

CCLTRA91 is the letter template
CCEMLA91 is the email template
CCLBLA91 is the label template




                                                                        Double-
                                                                        click
                                                                        here for
                                                                        the label
                                                                        template




                                                                           Double-
                                                                           click
                                                                           here for
                                                                           the A91
                                                                           letter
                                                                           template




SIMS 8.9 Training Guide for Admission Letter Generation                                         17
Once the template is open, single-click on the “open data source” icon:




   Click here




That will open the following window, you then click the “up one level” button twice:




                                                Click on this button twice
                                                to bring you to the window
                                                shown in the next example




SIMS 8.9 Training Guide for Admission Letter Generation                                18
That will bring you to the following level. Once here, double-click on “my computer”:




                                               Double-click
                                               here




That will bring you to this level. Double-click on “prd” Letter Generation path:




                                                                                   Double-
                                                                                   click here




SIMS 8.9 Training Guide for Admission Letter Generation                                         19
Then double-click on the “Admission Letters” folder:




                                                          Double-click
                                                          here




Then double-click on “A91”:




                                              Double-click
                                              here




SIMS 8.9 Training Guide for Admission Letter Generation                  20
Now double-click on the data source file that has the data in it that you want to merge (it will
have the date that you ran the letter generation process along with a process instance number):




                       Double-click on the appropriate
                       data source file




Once you are in that folder, double-click on the “CSV” file:




                                       Double-click
                                       to open the
                                       CSV file




SIMS 8.9 Training Guide for Admission Letter Generation                                            21
That will open your data. Click on the “Merge to New Document” icon on the Word menu bar
and then click “OK” to proceed with the merge:




                                                                                Click here, it
                                                                                will open the
                                                                                merge message
                                                                                box seen below




                                                                         Click OK



That action will merge the data into the A91 template. Once the merge is complete, you can
scroll through your letters and edit them as necessary. When the editing is complete, you can
print the letters:




SIMS 8.9 Training Guide for Admission Letter Generation                                          22
Once you have printed the letters you can close the window. When you close the window it will
ask if you want to save the changes. Click on “Yes” to save the merged document:




                                                                                   Close the
                                                                                   window




           Click “yes”
           to save



When you click on “yes” it will bring you to the following window. Click “up one level” until
you get to “Desktop” (as seen in the next example):




                                                   Click the “up
                                                   one level” icon
                                                   until you get to
                                                   “desktop”




SIMS 8.9 Training Guide for Admission Letter Generation                                         23
Now double-click on “my computer”:




                                                 Double click
                                                 on “my
                                                 computer”




 In “My Computer”, double-click on the appropriate shared drive used by your department for
saving:




                                                                  Double-click on
                                                                  the appropriate
                                                                  drive used for
                                                                  saving




SIMS 8.9 Training Guide for Admission Letter Generation                                   24
****You are now in the file to which you want to save the merged letters. Under “file
name”, save the merged letters using a file name format consistent to the admissions
department’s business practices (ex: 2007-01-16 wendym A91 letters).


Once you have saved the merged letter document, you can repeat the merge process, but this
time with the A91 label template.

Go back to the template folder and double-click on the A91 label template:




                          Double click
                          on the label
                          template




Click on the “open data source” icon on the menu bar and then follow the same merge
instructions from page 17 of this guide:




Click on the
“open data
source” icon




SIMS 8.9 Training Guide for Admission Letter Generation                                      25
Once the labels have merged with the label template, prepare the printer for a manual feed and
then print the labels:




SIMS 8.9 Training Guide for Admission Letter Generation                                          26
 VI. Letter Generation – Auto Merge (for generating, merging, and
     printing of A93’s etc.)
       For deny letters (A93’s), as with many other letters currently in use, staff will use the new
       8.9 “Letter Generation – Auto” process to generate letters. This letter generation
       component has a built in merge process so it’s an all in one process that no longer
       requires merging and printing of those letters through Wagner.

       Navigation:

       Campus Community > Communications > Letter Gen – Auto Merge

       Enter the letter code and make sure the other fields are set as shown below:




SIMS 8.9 Training Guide for Admission Letter Generation                                          27
On the “date/merge parameters” tab, enter the date range (this would be the range of the dates
that the communication records you want to print were created) then click “run”:




                                                                           Enter the
                                                                           date range



Once in the “process scheduler” click into the “Extract,Merge,Set…” link:




                            Click into
                            here




SIMS 8.9 Training Guide for Admission Letter Generation                                          28
That brings you into the “job detail”, just make sure that the settings are as shown here, then
click “OK” to return out of here:




     Click
     here




Click “OK” again:




     Click here




SIMS 8.9 Training Guide for Admission Letter Generation                                           29
That brings you back here; now click on the “process monitor”:   Click here




Once here, click on the SFULTRG1 job that you are running:




           Click into
           this link




SIMS 8.9 Training Guide for Admission Letter Generation                       30
That brings you here into “Process Detail”. Click on “refresh” until you have “success” for all
the jobs shown below. Once they are all success, click into the “SFUPSMERGE” file:




                                                             Click here




Click into the “view log/trace” link:




                                                                          Click here




SIMS 8.9 Training Guide for Admission Letter Generation                                       31
Click into the “.doc” file – it will have the letter code right on it – your letters will be in there:




                            Your letters
                            will be in
                            here ready
                            for printing




VII. Summary
        Auto Create – creates the communication records for A91’s, AS1’s, and A93’s.

        3C A91/AS1 Let Gen –generates the letter data for the acceptance & scholarship letters –
        it is run after the auto create process.

        Willan – terminal server used ONLY for merging and printing of acceptance letters
        (A91’s & AS1’s) and for printing the labels.

        Letter Generation – Auto – an “all in one” letter generation process that generates and
        merges the letter data into a PDF file for the printing. It is run after a communication
        record has been created, either manually or in the case of A93’s through the auto create
        process. Currently, this process cannot be used to generate A91’s or AS1’s.


SIMS 8.9 Training Guide for Admission Letter Generation                                                  32

								
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