Purpose

To view an applicant's Application Portal details and results of the Transfer process for an application and correct invalid data, if required.

Anticipated Frequency

As required

Structure

Blocks

Other Applicant Details

Buttons

Applicant Details (ADMF5100)

Details (after each row - see below)

An administrator will normally use this function in conjunction with Transfer Results Extract data, to enquire on individual applicants using Applicant ID numbers. The data can be viewed before or after the Applicant Portal Transfer job has been run, enabling an administrator to correct invalid data, if required.

This function includes links to other functions to enable administrators to view other information about the applicant, and to drill down in order to view lower level details of exceptions encountered during the application Transfer process. Where possible, applicant and application details displayed in these other functions may be modified to enable successful data transfer when the transfer process is next initiated.

This function displays a summary of the following components of an applicant’s details:

• Applicant Details
• Other Applicant Details (for example, Secondary Education, etc)
• Admission Applications

Sections within this function also include the display of an icon to indicate the highest level of exception/alert generated (if any), when validating details during the most recent transfer process. The highest level of exception/alert will be determined by the following hierarchy (highest to lowest):

• Error
• Warning
• Information

This form is accessed via the main menu.

Applicant block:

• Applicant ID
• Person ID
• Sex (Pop)
• Date of Birth
• Applicant Transfer Status (LOV)

Buttons

• Find Applicant ID (ADMF5010) - (icon)
• Questions (ADMF5700)
• Activity Log (SSFF4100)
• Email Log (ADMF5050)
• Applicant Details (ADMF5100)
• Person Match (ADMF5600)

Other Applicant Details block:

Highest Ranked Transfer Status

• Secondary Education
• Tertiary Education
• Other Qualification
• Agent
• Work Experience
• Admission Test
• Documents

Buttons (Details)

• Secondary Education Details (ADMF5110)
• Tertiary Education Details (ADMF5120)
• Other Qualification Details (ADMF5130)
• Agent Details (ADMF5800)
• Work Experience Details (ADMF5140)
• Admission Test Details ADMF5150)
• Documents Details (ADMF5160)

Applications block:

• Application Number
• System Application Type
• Creation/Submission Date
• Last Transfer Date
• Application Transfer Status

Access and Equity Details

• Highest Ranked Transfer Details
• Pref No.
• Course Preference Details
• Preference Transfer Status

Unit Set

• Transfer Status

Buttons (Details)

• Application Details (ADMF5200)
• Access and Equity Details (ADMF5300)
• Preference Details (ADMF5400)
• Unit Set Details (ADMF5500)

Rules/Notes:

Applicant block

The Person Match Exists lamp displays in the top right corner when a record exists in the AP_PERSON_MATCH table where the Duplicate Person Status is not NOT-DPLCT. That is, if there are two records, one with a status of POTENTIAL and the other with the status of NOT-DPLCT, then the lamp would display. If both were NOT-DPLCT, then the lamp would not display.

Information, Warning or Error Icons

These icons will indicate the highest level of exception/alert that occurred during the most recent Transfer process. The most recent transfer is determined by finding the latest Creation Date (date and time) in the AP_TRANSFER_EXTRACT_V view where the System Extract Type is AP-TRNSFR for the Applicant ID.

The AP_APPLICANT_V (APAV) will return the appropriate icon name in APAV.APA_ALERT_TYPE to display, that is:

• E = ERROR (Display )
• W = WARNING (Display )
• I = INFORMATION (Display )

The Find Applicant ID icon (figure of a person) appears next to the Applicant ID field when the form is in query mode. It is disabled in Insert mode.

The Questions button navigates to the 'Maintain Applicant Responses to Questions' form (ADMF5700) where it is possible to view the applicant's responses to questions answered in Applicant Portal. The button is enabled only if the applicant has an existing response.

The Activity Log button navigates to 'Inquire On AP Self Serve Activity Log' (SSFF4100) and is enabled when a System AP Self Serve Activity Log record exists for the Applicant ID.

The Email Log button navigates to 'View Applicant Email Log' (ADMF5050) and is enabled when an Email Log record exists for the Applicant ID.

The Applicant Details button navigates to 'Maintain Applicant Portal Application Details' (ADMF5100). The button is disabled in Query mode.

The Person Match button navigates to 'Maintain Applicant Portal Person Match Details' (ADMF5600). The button is disabled when a Person Match record does not exist or in Query mode.

Other Applicant Details block

The fields in this block display the highest Transfer status, for example, TRANSFERRD.

The Details (Agent) button navigates to the Maintain Applicant Agent Application Relationship form (ADMF5800) from where an administrator can:

• Update the Transfer Status of an application submitted by an agent via Applicant Portal.
• Add an end-date to an agent or application.
• Change the Read-Only access to Applicant Portal for an applicant.

For more information, see Agent Applicant Portal.

Applications Block

The System Application Type field shows information dependent on what the applicant has selected. For example, if a Non-Award course application, the field would show Unit details.

The Application Transfer Status field displays the WITHDRAWN status if the application was withdrawn by the applicant in Applicant Portal (prior to it being transferred to SMS).
If the application was withdrawn in Applicant Portal after it was transferred to SMS (via ADMJ5000) then the Application Transfer Status field displays TRANSFERRD. However, the related application and preference data will have a Transfer Status of WITHDRAWN.