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Graduate End-User Documentation

  • How to confirm person/application records have been added to SIS
    • 'Exported to ISIS' field on Application Record in LRM
    • Review Constituent Staging/Load table in SIS
  • How to review if new person ID was created, or if existing person ID was updated
    • "ID" in this case is EMPL ID (unique campus system identifier)
  • How to resolve Suspend or Error load records
    • Manually find existing ID or manually prompt system to create new ID (after ensuring existing record does not exists) 

How to confirm that person/application records have been added to SIS

Application Records are exported to SIS nightly when LRM Application Record Status = AP-Submitted and Submitted date is not null. The field = 'Exported to ISIS" is populated on the date the application file is exported.

The System Fields section of the application is only visible to administrators in LRM. Please contact ITS support if you need assistance with the exported date.


 

Search for the application in SIS under Maintain Applications > or within the Constituent Staging Table.

If searching for the applicant/application in 'Maintain Applications', you will only find the application record that has been loaded. If you do not find the application record, check the Constituent Staging (load tables). 

If searching for the applicant/application in 'Constituent Staging' (load tables), you will find applications that have been loaded, suspended, or perhaps experienced an error via the PDL load process.

Users must have proper security role to view Constituent Staging. See existing Users (updated Aug 2015): WSB PDL - Admissions Load
  • Log into SIS: https://sis.wisc.edu/
  • Navigate to: Main Menu>Student Admissions>Application Maintenance>Maintain Applications
    • Search by Campus ID or Last Name/First Name


  • Navigate to: Main Menu>Student Admissions>Application Transaction Mgmt>Constituent Staging
    • Transaction should be set to U_ADB_APP_LOAD 
      • Note: This is the transaction load name set up by Scott Genz in Aug 2015. This may change if we move this process to TWS - Tivoli
    • Save the Search Criteria so that this search can be accessed again under your personal SIS account


    • You may also find it useful to create a saved search for Constituent Status = Suspended to easily reference applicants that have "suspended" by the PDL load process
      • Note: there are other statuses that should also be monitored - like error and loaded - since these results also mean that no application record was added to SIS

 

 

Access Constituent Staging (Load Tables) to review SIS application load records

Main Menu > Student Admissions > Application Transaction Mgmt > Constituent Staging 

 

Create a search using the Transaction code: "U_ADB_APP_LOAD"  

  • This transaction code is the unique code for WSB Graduate Admissions PDL. 

Use the additional search criteria to narrow the search. 

  • Example: Add created date to narrow the search. 

 

How to review if new SIS person ID was created, or if existing SIS person ID was updated

SIS Person ID in this case is EMPL ID. This is the SIS unique identifier.

Run the Search and view the Constituent Status column:

  • "Created ID" or "ID Updated" = success
    • These person records and application records have been successfully loaded to SIS
  • "Suspends" or  "Error" or "Loaded" = further action required
    • Suspended - Load may match existing person record, and user must execute manual review and take action to "Update ID" or "Create ID" is required
    • Error - Some LRM data may not be compatible with SIS data definitions, check error logs
    • Loaded - This occurs from time to time, but often resolves on it's own. User can also execute manual review and take action to "Update ID" or "Create ID" 

 

How to resolve Suspended application load records

If Constituent Status = Suspended

  • Open the Person Record in LRM, so that you have person data like birth date, address, and email to compare to SIS data. 
  • Review Constituent Staging (load tables)
  • Take action on Search/Match results 
    • Update ID
    • Create New ID

In SIS, navigate to: Main Menu > Student Admissions > Applicant Transaction Mgmt > Constituent Staging

  1. Review list of Suspended Records (see saved search set up in steps above)
    1. Review possible matching records
    2. Execute SIS application transaction
      1. Update ID
      2. Create New ID
      3. Ignore (in the case of duplicates)
  2. Open suspend record by clicking on name in list


  3. Click on search/match results


  4. Review records to see if there is a match
    1. Review the search/match criteria 
      1. Example: matches were found on last name, date of birth, and gender


      2. Example: matches were found on SSN and date of birth


    2. If you determine none of the search/match results records are a match, then Add New ID and Run Search/Match/Post
      1. Example: neither search/match result was a match which results in action: add new ID



    3. If you determine one of the search/match results records is a match, copy the EMPLID or select Carry ID, and then update ID and Run Search/Match/Post
      1. Example: the search/match criteria returned a match on SSN and date of birth 
      2. After confirming that this is a maiden name change, take action: update ID 




      3. Example: this search/match criteria returned a match on campus ID and date of birth (DOB)
      4. After confirming that this is a matching record by reviewing the Detail, take action: 
        1. copy EmplID or select carry ID
        2. select update ID on previous screen
        3. select Run Search/Match/Post


      5. Example: this search/match criteria returned a match on email and date of birth (DOB)
      6. After confirming that this is a matching record by reviewing the Detail, take action
        1. copy EmplID or select carry ID
        2. select update ID on previous screen
        3. select Run Search/Match/Post



      7. Example: this search/match criteria returned a match on last name, date of birth (DOB), and gender
      8. Review Details of each search match to see if there is a match. 
      9. Compare with data stored on the person record in LRM (like address, phone number, former names). 
      10. After confirming that this is a matching record by reviewing the Detail, take action
        1. copy EmplID or select carry ID
        2. select update ID on previous screen
        3. select Run Search/Match/Post



  

If Constituent Status = Error

  1. Open the Person Record in LRM, so that you have person data like birth date, address, and email to compare to SIS data. 
  2. Review Constituent Staging (load tables) for Error loads
  3. Take action on error results 
    1. Resolve Error within SIS and LRM
    2. Run Search/Match/Post

  4. Example: this error resulted from improper value in the address state field
    1. Open Constituent Details and scroll through address information to review data for an error 








  5. Set Constituent Status to Ignore if no action needs to be taken (in the case of duplicates or previous error that was already resolved)