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This page sets expectations around the process of data entry into Peoplesoft. |
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Course Level Information Excel Format
Class Section Information Excel Format
Class Fees Excel Format
Program
Schedulers Expected Toschedulers are expected to:
Utilize the university system, CLSS, to submit update Class Section Information to in Peoplesoft/Scheduling Office.
Submit all other changes to Help/Service Desk (course changes, fee updates, new instructors or information to classes when section in CLSS is locked) to be made Peoplesoft utilizing the spreadsheet templates above.
Spreadsheet column order should remain. Hide columns you don’t need but do not delete them or the content.
University Term should be .
Use the spreadsheet formats found above for all change requests submitted through the UCL service desk.
Format of the spreadsheets should not be modified.
Include the name of the University term in the title of the spreadsheet (Summer 2020, Spring 2022, etc…) for the term you want the changes to be made for. One .
Submit one term per spreadsheet.
example of titles (
First column should indicate the description Use the first column of the spreadsheet to indicate the nature of the change to be made (see example above).
give standards etc here.
Cells where changes were made and the data needs to be updated in Peoplesoft should be highlighted green.
Force people to attend training…
Systems & Data Expected To:
If format is not followed above, we will return it to the submitter for them to correct.
Review submissions for correct formatting; will reach out to submitter for clarification.
Metric around the return
Question who should be informed?
Maintain communications with programs about the status of our systems.
Most frequently made error report?
Conduct training 3 times a year.
Update Fee
Move fee to course level
etc.
Highlight cells in green where changes have been made.
Attend training refreshers every term.
Set dates for each term (November for Spring, for example)
Small requests that impact student enrollment will be made ASAP. Larger requests will be completed within 2 business days. If there is a reason this cannot be done we will notify the submitter/reporter immediately.
Once complete the spreadsheet will be sent back to the scheduler with notes such as “completed”, or “could not be completed because of…”, etc.
Systems & Data team members are expected to:
Review submitted spreadsheets for formatting and clear identification of what is expected to change.
Work with the submitter to clear up any confusion in the update requests.
Provide estimates in completion times for the given spreadsheet updates.
Handle requests that impact student registration ASAP.
Complete larger term requests within 2 business days.
Return the spreadsheet with notes to clearly identify the items that were completed or information about why a request was not able to be completed.
Maintain communication with all of UCL around the current status of our systems including system outages, etc.
Conducting training 3 times a year.
Deliver KPI/reports to directors and schedulers during these trainings.
Measure/KPI
Halli Taukiuvea Create a how to internal document to manage spreadsheets to be able to track the KPI.
Track the number of times a single spreadsheet is returned to the programs due to incorrect or missing information.
Track the time it takes to complete the request. (Salesforce)
Track the number of items included in each spreadsheet.
Questions
Training?
This SLA will be reviewed at the end of each semester.
Typical System Updates Schedule:
This is based on the workaround for CLSS while Courseleaf addresses its issue with Session 4 courses.
Scheduling Office has committed to enter ALL information submitted through CLSS by 4:00 pm by the end of the day which is 5:00 pm.
If information is received after 4:00 pm the Scheduling Office will enter them the following business day and there will be a 24 hour delay in the systems updating below.
Once information is entered into Peoplesoft:
Peoplesoft data is pulled each morning into the operational data store (ODS) by 6:00 am.
Tableau refreshes its data from the operational data store (ODS) between 11:00 am and 12:00 pm. This is where programs will verify changes were made and updated correctly.
CE Web registration system and intranet is refreshed every business day by 10:00 am. This is done manually, so there could be delay depending on staffing.