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SMS Executive Technical Overview

SMS Executive Technical Overview. The Student Management System (SMS) is used to administer and manage student-related business functions for the Washington State community and technical colleges. SMS Executive Technical Overview. SMS provides data requirements for state and federal reporting

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SMS Executive Technical Overview

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  1. SMS Executive Technical Overview The Student Management System (SMS) is used to administer and manage student-related business functions for the Washington State community and technical colleges

  2. SMS Executive Technical Overview • SMS provides data requirements for state and federal reporting • SMS was designed by Washington State community and technical college SMS users to meet their business needs • SMS has been modified by Washington State community and technical college SMS users to meet their changing business needs

  3. SMS Executive Technical Overview • SMS is an online, integrated system of modules and functions • SMS is based on tables of standard codes used by all the modules and functions in the application • SMS also has many tables that are college defined which allows colleges to customize it to fit their own requirements

  4. SMS Executive Technical Overview • Many SMS functions are cyclic in nature • SMS users process data for future quarters, the current quarter and past quarters

  5. SMS Executive Technical Overview • Typical SMS users are college staff from admissions, registration, student records, instruction, and advising • College staff from other campus offices access SMS data and screens such as testing, financial aid, cashiering, and business office

  6. SMS Executive Technical Overview SMS modules and functions • Course Management • Admissions and Student Biographic • Registration • Program Enrollment • Grades and Records • Student Progress • State and Federal Reporting • Web Functions

  7. SMS Executive Technical Overview • Optional Third Party Software • Schedule25/25E/Resource25 – room and event scheduling software • SMS Extracts for other third party software • Endeavor – library system software • ID Card Software

  8. SMS Executive Technical Overview Course Management • Catalog • Course Coding • Course Requirement Table • Schedule Construction • Class Schedule • Desktop Publishing • Requisite Checking • Virtual Campus Catalog and Schedule

  9. SMS Executive Technical Overview Catalog • Contains course information that is static in nature • Optional, except required for Degree Audit • Catalog data can be used with schedule construction and quarterly class

  10. SCREENS TITLE DATASETS/FILES DATABASE CM3001 Course Catalog COURSE-D SM COURSE-TITLE2-D SM COURSE-ASSGN-D SM CM3002 Course Description COURSE-DESC-D SM CM3003 Department Division Codes DEPT-DIV-M SM CM3004 Course Description 2 COURSE-DESC2-D SM CM3005 Course Description Upload CM3005S.Run CM3006 Course Features – Schedule25 COURSE-FEAT-D SM CM3007 Course Partitions – Schedule25 COURSE-PARTN-D SM SMS Executive Technical Overview Screens, datasets and files updated:

  11. SMS Executive Technical Overview Code Tables: IS1007 – Administrative Unit Codes (college defined, ADMIN-UNIT-M, ADMIN-UNIT-D, SM) IS1008 – Footnote Codes Table (college defined, FOOTNOTE-M, SM) IS1010 - Institutional Intent Codes (system defined, INSTIT-INT-M, TBL3) IS1011 – Funding Source codes (system defined, FND-SRC-M, TBL3) IS1013 – Section Status Codes (system defined, SECT-STAT-M, TBL3) SM5020 – College quarterly Information (college defined, YRQ-M, SM) SM5012 - Fee Pay Status Codes (system defined, FEE-PAY-STAT-M, TBL3) BM1001 - Fee Code Table (college defined, FEE-CD-TBL-M, FEE-CD-TBL-D, TBL1)

  12. SMS Executive Technical Overview Course Coding – an automated process to submit course coding data to the Table 3 database for new courses or course coding changes for existing courses. • Data is entered on the Submitted Courses screen SM5014 • Course Coding data is stored in the COURSE-INVEN-M dataset on TBL3 • Course Submittal Extract job (SR2214J) is scheduled once a quarter to submit course coding data to Table 3 • SR2214J disables Submitted Courses screen • The Table 3 implementation re-enables Submitted Courses screen • Any course coding corrections are loaded with the TBL3 Implementation

  13. SMS Executive Technical Overview Submitted File, SR2214S.DATA contains:

  14. SMS Executive Technical Overview Course Requirement Table • Previously used by technical colleges (when using clock hours) to grade individual subject areas taught in a vocational preparatory course • Entered on Course Requirement screen, CM3010 • Stored in COURSE-REQR-D in SM database • No longer used but appear on transcripts of students who attended prior to conversion to credits

  15. SMS Executive Technical Overview Schedule Construction • Used to build and maintain class records prior to moving to quarterly class schedule • Schedule construction records can be created through a batch job • Schedule construction records can be copied from course catalog, previous quarter or both • Optional

  16. SCREENS TITLE DATASETS DATABASE IS1019 Schedule Construction Options CONSTR-OPT-M TBL4 IS1018 Course Construction CONSTR-D SM COURSE-CONSTR-D SM COURSE-ASSGN-D SM IS1004 Class Construction CONSTR-D SM COURSE-CONSTR-D SM COURSE-ASSGN-D SM IS1005 Construction Room/Instructor CONSTR-ROOM-D SM IS1006 Construction Clusters CONSTR-CLUSTER-M SM IS1027 Construction Features CONSTR-FEAT-D SM IS1028 Construction Partitions CONSTR-PARTN-D SM IS1031 Construction Room/Instructor Features CONSTR-RM-FEAT-D SM IS1032 Construction Room/Instructor Partitions CONSTR-RM-PARTN-D SM SMS Executive Technical Overview Screens, datasets and files updated:  

  17. SMS Executive Technical Overview Code Tables IS1007 – Administrative Unit Codes (college defined, ADMIN-UNIT-M, ADMIN-UNIT-D, SM) IS1008 – Footnote Codes (college defined, FOOTNOTE-M, SM) IS1009 – Employment status Codes (system defined, EMPL-STAT-M, TBL3) IS1010 - Institutional Intent Codes (system defined, INSTIT-INT-M, TBL3) IS1011 – Funding Source codes (system defined, FND-SRC-M, TBL3) IS1012 – Time/Location Codes (system defined, TIME-LOC-M, TBL3) IS1013 – Section Status Codes (system defined, SECT-STAT-M, TBL3) IS1014 – Days of the Week (system defined, DAY-D, TBL3) IS2002 – Advisor/Instructor (college defined, ADV-D, SM) SM5020 – College quarterly Information (college defined, YRQ-M, SM) SM5012 - Fee Pay Status Codes (system defined, FEE-PAY-STAT-M, TBL3) BM1001 - Fee Code Table (college defined, FEE-CD-TBL-M, FEE-CD-TBL-D, TBL1)

  18. SMS Executive Technical Overview Class Schedule • Active information about a quarterly class • Used for registration, rosters, grading, payroll and MIS reporting

  19. Screens Title Datasets/Files Database IS1001 Course Schedule CLASS-D SM COURSE-CLASS-D SM COURSE-ASSGN-D SM IS1001S.DATA IS1002 Class Schedule CLASS-D SM COURSE-CLASS-D SM IS1001S.DATA IS1003 Class Clusters CLASS-CLUSTER-M SM IS1015 Alternate Room/Instructor INSTR-ROOM-D SM IS1016 Schedule Information Accesses CLASS-D SM CLASS-CLUSTER-M SM INSTR-ROOM-D SM SMS Executive Technical Overview Class Schedule Screens, datasets and files updated or accessed:

  20. Screens Title Datasets/Files Database IS1017 MIS2 Verification Accesses CLASS-D SM INSTR-ROOM-D SM COURSE-ASSGN-D SM IS1020 Instructor Matrix CLASS-D SM IS1021 Class Report Group CLASS-RPT-GRP-D SM IS1022 Course Entry Code COURSE-ENTR-M SM COURSE-ENTR-D SM CM5030 Special Funding Source SPCL-FND-SRC-M TBL4 IS1023 Class Features CLASS-FEAT-D SM IS1024 Class Partitions CLASS-PARTN-D SM IS1025 Alternate Room/Instructor Features INSTR-RM-FEAT-D SM IS1026 Alternate Room/Instructor Partitions INSTR-RM-PARTN-D SM SMS Executive Technical Overview Class Schedule Screens, datasets and files updated or accessed:  

  21. SMS Executive Technical Overview Code Tables IS1007 – Administrative Unit Codes (college defined, ADMIN-UNIT-M, ADMIN-UNIT-D, SM) IS1008 – Footnote Codes (college defined, FOOTNOTE-M, SM) IS1009 – Employment status Codes (system defined, EMPL-STAT-M, TBL3) IS1010 - Institutional Intent Codes (system defined, INSTIT-INT-M, TBL3) IS1011 – Funding Source codes (system defined, FND-SRC-M, TBL3) IS1012 – Time/Location Codes (system defined, TIME-LOC-M, TBL3) IS1013 – Section Status Codes (system defined, SECT-STAT-M, TBL3) IS1014 – Days of the Week (system defined, DAY-D, TBL3) IS2002 – Advisor/Instructor (college defined, ADV-D, SM) SM5020 – College quarterly Information (college defined, YRQ-M, SM) SM5012 - Fee Pay Status Codes (system defined, FEE-PAY-STAT-M, TBL3) BM1001 - Fee Code Table (college defined, FEE-CD-TBL-M, FEE-CD-TBL-D, TBL1)

  22. SMS Executive Technical Overview • Desktop Publishing • Used to select and download catalog or quarterly class information to be used with Ventura or PageMaker desktop publishing software • Six job groups to select catalog or quarterly class data to extract • Desktop batch job group creates file, Punnnnnn.RUN (combination of “PU” and the 6 digit job group transaction number) • Desktop File Download screen, IS1030 is used to download the file

  23. SMS Executive Technical Overview Requisite Checking • Used to establish the requirements necessary to register for a class • Requirements include prerequisite courses, test scores, cumulative credits and GPA • Requisites are checked when the student registers using in-line, web or batch registration • Option to check requisites when student builds a schedule in the web Schedule Planner

  24. SMS Executive Technical Overview Requisitescreens and datasets updated:

  25. Screen Title Datasets Database CM4008 Course Set Requisites RQSIT-D SM RQSIT-GRP-D SM CRS-SET-M SM CRS-SET-D SM CM4009 GPA Requisites RQSIT-D SM RQSIT-GRP-D SM CM4010 Credit Level Requisites RQSIT-D SM RQSIT-GRP-D SM CM4011 Requisite Copy Options RQSIT-D SM RQSIT-SET-D SM RQSIT-GRP-D SM CM4012 Course Set Master RQSIT-D SM CRS-SET-M SM CRS-SET-D SM CM4013 Course Set Detail RQSIT-D SM CRS-SET-M SM CRS-SET-D SM SMS Executive Technical Overview

  26. SMS Executive Technical Overview Virtual Campus Catalog and Schedule • Used to submit college courses and quarterly classes used in the Virtual Campus searchable course catalog and quarterly class schedule

  27. Screen Title Datasets Database CM3008 Update Virtual Campus Catalog Accesses COURSE-D SM COURSE-DESC-D SM COURSE-DESC2-D SM COURSE-TITLE2-D SM CM3008S IS1037 Schedule WAOL Classes Accesses CLASS-D SM IS1037S IS1038 Schedule WAOL and College Classes Accesses CLASS-D SM IS1038S SMS Executive Technical Overview Virtual Campus Screens, datasets and files updated or accessed:

  28. SMS Executive Technical Overview Typical course management process flow: • Catalog records built • Course coding info • Requisite checking • Schedule construction • Quarterly classes built • Desktop publishing

  29. SMS Executive Technical Overview Admissions and Student Biographic • Admissions Module • Student Biographic • Test Scores • SID Assignment

  30. SMS Executive Technical Overview Admissions Module • Used for tracking the progress of prospective students or students from their first point of contact with the college to their initial enrollment in classes • Optional

  31. SD5026 Screens Title Optional Admissions Field Table 2 Dataset/File OPT-ADM2-M Database ADM SD5027 SD1013 Optional Admissions field Table 3 Admissions Download SD5131S1.RUN OPT-ADM3-M ADM SD5020 Admissions Progress Codes ADM-PROGRESS-M ADM SD5021 Student Activity Codes STU-ACTV-M ADM SD5022 College Document Codes COL-DOC-M ADM SD5023 Contact Origin Codes CONTACT-ORIG-M ADM SD5024 Student Interest Codes STU-INTEREST-M ADM SD5025 Optional Admissions Field Table 1 OPT-ADM1-M ADM SMS Executive Technical Overview Admissions Module screens, datasets and files updated or accessed:

  32. Screens Title Dataset/File Database SD5027 Optional Admissions field Table 3 OPT-ADM3-M ADM SD5028 Progress/Activity Relationship Table ACTV-RELATE-D ADM SD5029 Progress/Document Relationship Table DOC-RELATE-D ADM SD5030 Initial Entry ADM-STU-D ADM ADM-CONTACT-D ADM ADM-INTEREST-D ADM ADM-XREF-ID-D ADM SD5031 Information Entry ADM-STU-D ADM ADM-CONTACT-D ADM ADM-INTEREST-D ADM ADM-XREF-ID-D ADM SID-SSN-XREF-D SM CENTRAL-SID-D CA SMS Executive Technical Overview

  33. Screens Title Dataset/File Database SD5035 Activity Tracking ADM-STU-ACTV-D ADM ADM-REQR-D ADM SD5036 Document Tracking ADM-DOC-D ADM ADM-ADDTNL-DOC-D ADM SD5037 Activity Tracking Roster ADM-STU-ACTV-D ADM ADM-HIST-D ADM SD5038 Download Configuration FILE-TEMPL-D ADM SD5039 Admissions Group Codes Table ADM-GRP-M ADM SD5040 Duplicate Name List Accesses ADM-STU-D ADM ADM-XREF-ID-D ADM STU-D SM SMS Executive Technical Overview

  34. SMS Executive Technical Overview Code Tables SM5020 - College Quarterly Information (college defined, YRQ-M, SM) SM2003 – Time Preference (system defined, TIME-PREF-M. TBL3) SM5006 – College Educational Program (college defined, IS2002 – Advisor/Instructor (college defined, ADV-D, SM) ZX0020 – Zip Code Table (college defined, ZIP-TBL-M, TBL2) SM5007- Ethnic Origin Codes (system defined, ETH-ORG-M, TBL3) SM5022 – Citizenship Status (system defined, CITZ-STAT-M, TBL3) SM5011 – Residency Status (system defined, RES-STAT-M, TBL3) SM5012 – Fee Paying Status (system defined, FEE-PAY-STAT-M, TBL3) SM5013 – High School Codes (system defined, HI-SCHL-M, TBL3) SM5014 – College Codes (system defined, COL-CD-M, TBL3) SM5008 – Veteran Benefit Codes (college defined, VET-BENE-M, TBL4) SM5009 – Student Type Codes – college defined, STU-TYP-M, SM) (system defined, RACE-TBL-M, TBL3) (system defined, HISP-TBL-M, TBL3)

  35. SMS Executive Technical Overview Student Biographic • Used to create and maintain student biographic information • Used to create and maintain information about the student while attending the college

  36. Screens Title Datasets/Files Database SM2001 Admissions STU-D SM STU-M SM PREV-NAME-D SM SID-SSN-XREF-D SM CENTRAL-SID-D CA SM4002S.DATA SM4002 Registration/Admissions STU-D SM STU-M SM PREV-NAME-D SM STU-EMERG-D SM SID-SSN-XREF-D SM CENTRAL-SID-D CA SM4002S.DATA SMS Executive Technical Overview Student Biographic screens, datasets and files updated or accessed:

  37. Screens Title Datasets/Files Database SM4015 Student Quarter Comments STU-COMMENT-D SM SM4016 Student Previous Name PREV-NAME-D SM SM5001 Student Records STU-D SM STU-M SM PREV-NAME-D SM STU-EMERG-D SM SID-SSN-XREF-D SM STU-OPT-D SM CENTRAL-SID-D CA SM4002D.DATA SMS Executive Technical Overview

  38. Screens Title Datasets/Files Database SM5002 Student Verification Accesses STU-M SM STU-D SM UNUSUAL-ACTN-D SM STU-YRQ-M SM EDUC-PRG-M SM TRAN-DEGREE-D TRAN SM5003 Student Unusual Action UNUSUAL-ACTN-D SM SM5005 Degree Information Accesses TRAN-DEGREE-D TRAN TRAN-STU-D TRAN SM5015 Student Search Accesses STU-D SM PREV-NAME-D SM OLD-SID-D SM SID-SSN-XREF-D SM SM5016 Alternate Address ALT-ADDR-M SM SMS Executive Technical Overview

  39. Screens Title Datasets/Files Database SM5023 SID Updates SM5023S.DATA SM5026 Student Outcomes STU-D SM SM5027 Student Pin STU-PIN-D SM SM5033 Maintain Student SSN SID-SSN-XREF-D SM TRAN-STU-D TRAN ADM-STU-D ADM TRNSFR-EVAL-M TRNSFR STU-HIST-M HIST CENTRAL-SID-D CA SM5034 Lookup Student SID Accesses STU-D SM SID-SSN-XREF-D SM ADM-STU-D ADM TRAN-STU-D TRAN TRNSFR-EVAL-M TRNSFR STU-HIST-M HIST EMP-M EMP STD-MAS SAFER SMS Executive Technical Overview

  40. SMS Executive Technical Overview Code Tables SM5004 – Punitive Action Codes (system-defined, PUN-ACTN-M, TBL3) SM5008 – College Educational Program (college-defined, EDUC-PRG-M, SM) SM5009 – Student Type Codes (college defined, STU-TYP-M, SM) SM5010 – Student Intent Codes (system defined, STU-INT-M, TBL3) SM5011 – Residency Status Codes (system defined, RES-STAT-M, TBL3) SM5012 – Fee Paying Status Codes (system defined, FEE-PAY-STAT-M, TBL3) SM5013 – High School Codes (system defined, HI-SCHL-M, TBL3) SM5014 – College Codes (system defined, COL-CD-M, TBL3) SM5019 – College Information (college defined, COL-INFO-M, TBL4) SM5020 – College quarterly Information (college defined, YRQ-M, SM) SM5021 – Unusual Action Codes (college defined, UNUSUAL-CD-M, SM) SM5022 – Citizenship Status (system defined, CITZ-STAT-M, TBL3) SM5025 – College Parameter Table (college defined, COL-PARM-M, TBL4) SM5028 – High School District Codes (system defined, HI-SCHL-DST-M, TBL3) IS2002 – Advisor/Instructor (college defined, ADV-D, SM) SM2003, Time Preference Codes (system defined, TIME-PREF-M, TBL3) (system defined, RACE-TBL-M, TBL3) (system defined, HISP-TBL-M, TBL3) (system defined, FAM-STAT-M TBL3) (system defined, PLAN-ATTND-M, TBL3) (system defined, WORK-ATTND-M, TBL3) (system defined, PRIOR-EDUC-M, TBL3)

  41. SMS Executive Technical Overview Test Scores • Upload and manually enter test scores and other data from third party PC software into SMS • Coordinates of the data file produced by the third party PC software entered into template • Template is uploaded into one of two files on HP3000 • Data file from third party PC software is uploaded to the HP3000 • Batch job posts the test data from the coordinates entered into the template to student record

  42. Screens Title Dataset/Files Database SD1008 Test/Profile Template Download SD1008.EXC (DOS application) SD1005 Test Score/Profile Coordinate File1 SD1005S.DATA SD1006 Test Score/Profile Coordinate File2 SD1006S.DATA SD1004 PC Test Score/Profile Data Upload SD1004S.DATA SD1002 Test Score TEST-SCORE-D SM SD1002S.DATA SD1003 Test Score Evaluation TEST-EVAL-M TBL4 TEST-EVAL-D TBL4 SD5014 Student Profile Update Screen STU-PROFILE-D SM SMS Executive Technical Overview Test Score screens, datasets and files updated or accessed:

  43. SMS Executive Technical Overview SID Assignment – to avoid duplication of student records in multiple databases, SM, ADM, TRNSFR, TRAN, HIST, or EMP • CENTRAL-SID-D in CA database checked if student provides SSN • If match found, SID associated with SSN is assigned to the new record • If SSN does not exist in CENTRAL-SID-D, new SID is assigned • If student does not provide SSN, new SID is assigned • Each college assigned a range of SIDs – stored in SID-RANGE-D in TBL3 database • Colleges can reserve groups of SID’s from their assigned range for special student populations or situations

  44. SMS Executive Technical Overview SID Assignment datasets: SID-SSN-XREF-D – contains the student’s SSN if provided OLD-SID-D – contains the SID assigned to the student prior to the conversion and their new SID SID-ASSGN-D – 3500 unassigned SIDs available for assignment to new student records. Job SM5226J adds more SIDs. SID-RESRV-D – reserved SIDs. SID-CNTRL-D – the last SID added by the last run of SM5226J.

  45. SMS Executive Technical Overview Typical method for creating a student record • Student submits application through web admissions and the data is loaded into the ADM-STU-D in ADM, STU-D in SM or both • Student’s data is manually added using a biographic screen into ADM-STU-D in ADM, STU-D in SM or both • Student’s biographic data is manually added using the Registration screen (SM700A) creating a STU-D record in SM • Student’s biographic data is manually added using Program Enrollment screen (SM3001) creating a STU-D record in SM • Student’s biographic data is entered into ADM-STU-D in ADM via an upload file

  46. SMS Executive Technical Overview Registration • Registration • Fee Calculation • Class Waitlist • WAOL Enrollment Management

  47. SMS Executive Technical Overview • Registration • Used to enroll students into quarterly classes • Three modes of registration • HP3000 screen (SM7001/A) • Web • Batch

  48. SMS Executive Technical Overview Other registration related functions are: • New student registration appointments • Returning student registration appointments • Registration transaction log screens • Class rosters – printed, web or download

  49. Screen Title Dataset Datebase SM7001/A Registration STU-YRQ-M SM STU-CLASS-D SM STU-YRQ-XREF-D SM CLASS-D SM CLASS-CLUSTER-D SM COURSE-ENTR-D SM STU-COURSE-D SM STU-ENR-TRNS-D SM STU-GR-TRNS-D SM STU-M SM STU-D SM PREV-NAME-D SM SID-SSN-XREF-D SM CUST-ACTV-D CA CENTRAL-SID-D CA SMS Executive Technical Overview Registration screens, datasets and files updated or accessed:

  50. Screen Title Dataset Database SM4005 New Students–Registration Appointments NEW-APPT-D TBL4 SM4006 Returning Students – Registration Appointments RET-APPT-D TBL4 SM4007 Registration Appointment Time Schedule APPT-TIME-D TBL4 SM4008 Registration Appointments APPT-D SM SM4010 Student Enrollment Transactions STU-ENR-TRNS-D SM SM4011 Course enrollment Transactions STU-ENR-TRNS-D SM SM4014 Class Roster Download Accesses CLASS-D SM STU-CLASS-D SM STU-YRQ-M SM STU-D SM COL-OPT-M TBL4 SMS Executive Technical Overview Registration screens, datasets and files updated or accessed:

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