Purpose

This task processes and updates Administration Enquiries

Updates the status of Admission Enquiry Records while processing enquiry packages.

Requires the Enquiry Package Status report (ADMR1340) and the Person ID Group Address Labels report (IDGR2100) to be run sometime after the completion of this process.

Update Process

This job processes REGISTERED and/or ACKNOWLEDGED admission enquiry records according to the parameters selected.

The job:

• Selects Admission Enquiry Records with statuses of REGISTERED and/or ACKNOWLEDGED.
• Checks to see which enquiry package items are available;
• If all are available:
• The current date is inserted in the Mailed date;
• The enquiry status is updated to COMPLETE; and
• The person ID is inserted into the ID group created during the process
• If some are available, and the Force processing of incomplete package check box in the Register Admission Enquiry form (ADMF1200) and/or the force processing parameters have been selected:
• The Current Date is inserted in the Mailed Date for the available package items;
• The Person ID is inserted into the ID group created during the process; and
• The Enquiry Status for REGISTERED enquiries is updated to ACKNOWLEDGED. The status of ACKNOWLEDGED enquiry records remains the same
• If some package items are available, and both the Force processing of incomplete package check box in ADMF1200 and the force processing parameters are NOT selected, then incomplete enquiry records are not processed

Refer to the Record Admission Enquiries section in the Understanding Admissions overview for further details on recording enquiries.

This job is run:

• Nightly during busy enquiry periods
• Weekly throughout the rest of the year

This job can only be run in batch mode. Refer to the Job Control and Scheduling subsystem for details on scheduling and running a batch job.

The Process Admission Enquiries block contains:

Parameters Tab

• Enquiry Date
• Status to be Processed
• Process Enquiries when no package items are available check box
• Process Enquiries when package is incomplete check box
• Person to assume ownership of the Person ID Group

  Buttons

  • Calendar Lookup
  • Find Person

The parameters for this job are used to refine the data set produced. The fields of ADMJ1320 are:

• Enquiry Date
  The Enquiry Date parameter allows processing of all enquiry records or those for a specific date.
• Status to be Processed
  The Status to be Processed parameter can restrict the records processed to those with a status of REGISTERED or ACKNOWLEDGED or prevent restriction by updating BOTH.
• Process Enquiries when no package items are available check box
  The Process Enquiries when no package items are available parameter can be used to force processing of an enquiry in order to notify the enquirer that no items are available and give an indication of the likely mailing date. (Future functionality will allow this information to appear in a letter to the enquirer.)
• Process Enquiries when package is incomplete check box
  The Process Enquiries when package is incomplete parameter is used to force the processing of enquiry records where not all package items are available.
• Person to assume ownership of the Person ID Group
  The Person to assume ownership of the Person ID Group parameter defaults to the current user. This parameter allows the user access to the ID group for running of the two associated reports ADMR1340 and IDGR2100.

Note: When a person is specified as the user to assume ownership of the group, it is possible for them to view the group members and other details in the Maintain Person ID Groups form (IDGF1100) The Person ID Group Number is not displayed.  It is not possible to grant security access to the group to another user through IDGF1100, as the Server created the group, however a DBA could do this.

Rules/Notes:

This process does not produce an Exception Report. However, the number of records processed and the ID Group number of the Person ID Group created by the job may be viewed in the Run Log (JBSF5301).

This process should be run in conjunction with ADMR1340 and IDGR2100. These reports produce a run list with details of each enquiry record and the available and unavailable package items (ADMR1340) and the address labels required to mail the enquiry packages (IDGR2100).