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University of Glasgow’s On-line Application System and the Wizardry of AAWS

Session Number: 30329
Track: Admissions
Sub-Categorization: Web applications
Session Type: Case Study
Tags: AAWS, Campus Solutions 9.0, PeopleSoft
Primary Presenter: James Brown [University of Glasgow]
Time: Mar 19, 2012 (10:45 AM - 11:45 AM)
Room: Ryman Ballroom EF

Learning Objectives from Session: This session is intended to provide an insight into how the University of Glasgow created its on-line form using AAWS functionality and will take attendees through the required stages which Glasgow’s applicants must take to ensure admission.
Product: PeopleSoft
Version Presenting: PS 9.0
Level of Customization: Customization
Level of Partner Integration: Institution Alone
Project Phase: Production
Project Go Live: Q4 2011
Target Audience: Functional
Audience Level: General
Your Training in this Area: Functional Expert during Implementation of Campus Solutions

Description:  In addition to the almost 28,000 applications it receives through a central clearing house (UCAS) for its full-time undergraduate courses the University of Glasgow receives approximately 30,000 direct applications annually from various sources, including on-line and paper applications. The University made the strategic decision to streamline these processes and to enhance its existing on-line application system (which handled only applications for Postgraduate Taught or Research awards) to allow all non-UCAS students to apply to the University using the same route.

To meet this need, an on-line application form has been developed, using Peoplecode, for the following Careers/Programs:

• Postgraduate (Taught)
• Postgraduate (Research)
• Study Abroad (Inwards)
• Erasmus Exchange (Inwards)
• Undergraduate Part-time
• Lifelong Learning

Using the Create Account pages applicants initially create an account with their chosen email address and password. This creates the applicant a temporary userid in Campus Solutions, using the SCC_USERREG – User Account Web Service and gives them access to the Create Application pages. That is, once an applicant has an account, they can begin to create applications which can be saved and returned to later to complete. They can also submit more than one application

The same on-line application form is used for each of the Careers/Programs. This is achieved through configuration tables developed specifically for the on-line application which allow administrators to choose which application pages will be displayed for each Career / Program and which fields will be required fields for each Career / Program. On the final page of the application form, PeopleCode validates that all required fields have been completed, and displays a message if an applicant has not completed all the required fields.

Once the applicant has completed their application form they choose Submit. The data from the application form is then pushed immediately into the AAWS staging tables, i.e. it is not a batch process. This uses the SAD_SAVEAPPL – Save Application Web Service.

Peoplecode was written to build the required XML string to feed the Save Application and the User Account web service. This uses the XML structure provided in Oracle’s AAWS documentation. The upfront validation is carried out using PeopleCode to ensure the XML string is valid. Any errors occurring after the webservice has been called are dealt with using custom code which sends a notification email to administrative staff with details about the application.

The AAWS Applicant Management Process is then used to push the data in to the core Campus tables. This makes use of configured search / match rules to ensure that duplicate records are not created.

At this stage, a pdf document has been developed which summarises the application form and allows administrators / academics to review and make offer decisions on the application.

This session is intended to provide an insight into how the university created its on-line form using AAWS functionality and will take attendees through the required stages which Glasgow’s applicants must take to ensure admission.




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