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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
We understand the complexity of running programs and navigating university systems. We understand that staff at this point may take on many different roles that are competing for attention.
As we seek to improve this process, this document outlines the service level agreement between those who are program schedulers and the data systems support team.
Directors need to assign program schedulers to engage in this process. As roles change directors should utilize our the Canvas course for training and other resources. Directors should provide assistance to new scheduling roles.
Program schedulers are expected to:
Provide scheduling timeline to Systems and Data (and keep us informed of changes) at least a term ahead. This will become part of the priorities in managing requests.
Utilize the university system, CLSS, to update Class Section Information in Peoplesoft.
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.
F22 PROED Course Description Updates
S22 Lifelong Fee Updates
U22 Osher Class Updates
Submit one term per spreadsheet.
Use the first column of the spreadsheet to indicate the nature of the change.
Update Fee or Update Item Type
Move class fee to course level
Update description
New/Update Instructor or New Location
etc.
Highlight cells in green where changes have been made.
Attend training refreshers every term. (One on one training should be provided by Unit Managers not by DLT Team)
Set dates for each term (November for Spring, for example)
Scheduling when updates are going to be submitted to systems
Submissions made before 2:00 PM
Less than 30 done by the end of the day.
Systems & Data team members are expected to:
Manage the scheduling for PS scheduling for units. (Provide visibility into the when scheduling submissions will be made, letting submitters know the current schedule, priorities, etc.)
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 to completion times for the given spreadsheet updates.
This is based on the number of changes in the spreadsheet
Received before 2:00 and less than 30 rows, done before 5. (this excludes multiple submissions, or high demand times)
Larger requests done within 2 business days.
Handle requests that impact student registration ASAP.
See Urgent Red Button requests will be considered “all hands on deck” times.
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.
Conduct training 3 times a year.
Deliver KPI/reports to directors and schedulers before 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.