Purpose

This job uploads eCOE data from the PRISMS file into Callista.

The PRISMS Information system allows an authorised user to log in and request ESOS Student Visa Holder (SVH) data. 

The data is extracted from the PRISMS Information system in the form of a CSV File. This job uploads data from the CSV file into Callista SMS.

The user can upload the CSV file by either:

a) Scheduling Requests:
When scheduling the job the user provides a file name.  The file is located in the job scheduler TMP directory (recorded in Job Control JBSF4600).
The scheduled job uses standard Callista Job Scheduler functionality to run at the prescribed time and use the specified file name and file location. If the file does not exist in the directory then an error is logged and the job will be set to an error status.

Or

b) Making a Real Time Request:
The user can request the job in real time, in which case they specify the file and location of the CSV file on the client machine, uploading the file from the client machine to the database as part of creating the request.

The students contained in the CSV file are identified by their Person ID. The PRISMS COE Code corresponds to the Enrolment Confirmation Code in the Enrolment Confirmation entity in SMS. The COE Code is a unique identifier. The import process uses this uniqueness to identify existing SMS records and to assist in verifying records. Any discrepancies are logged as errors; for example if an eCOE code is recorded against a different person ID an error is created. The PRISMS file also contains the CRICOS Course Code for each record. This value is used to identify and verify the Student Course Attempt or ACAI record. If an error is encountered the job will log and continue to process the remaining records in the PRISMS file. 

The Confirmation of Enrolment data is stored in the Enrolment Confirmation entity. The job attempts to import all records in the file. The run log contains high level information, like the number of records processed and number of errors encountered. The detail of the errors is contained in the log tables (S_LOG and S_LOG_ENTRY).

If there is no matching COE record in SMS:
Then it is likely to be a new record and the process will validate the CRICOS Code against the Person’s SCA/ ACAI records. If appropriate it will be created in Callista.
The job records the PRISMS file COE , Govt COE Status and Start and End dates in the appropriate context: SCA or ACAI.
Usually pre-enrolment has occurred for ESOS SVH students. Students without a SCA record will be reported by the process The exception log tables include the necessary details to identify the person and their course.
If no SCA or ACAI record for the person matched the PRISMS File CRICOS code then an error is logged.

If it is an existing SMS record for the SCA with the same COE code but the PRISMS record details are different:
Then the Callista SMS record is updated to reflect the PRISMS record. The PRISMS Immigration Post is not compared with the Immigration Office Code recorded in Callista SMS.

If it is an existing SMS record and the PRISMS file details (COE Code, Course Code, Start and End dates) match:
Then the upload date should be updated to the current date otherwise no change to the Callista SMS record is required.

If an SCA E-COE record exists in Callista but there is no record with the same COE code in the PRISMS file:
Then delete the existing Callista E-COE record. A history of changes to E-COE records is kept, this means that the record as it stood at the time of deletion is logged in the history table.

Refer to the Job Control and Scheduling Subsystem for details on scheduling and running standing requests.

Upload PRISMS CoE and Student Data Export File block:

Parameters Tab

Server Request

• File Name

OR

Local Request

• File Name and Location

Rules/Notes:

All COE records not in error will be uploaded from the PRISMS export file to Callista, irrespective of the status of the matching Student Course Attempt / ACAI.

• The import file needs to be in the expected format.
• When an error or a warning is encountered a record is created in the log tables (S_LOG and S_LOG_ENTRY).
• The run log of the outputs high level information about the import: number of students processed, errors encountered and number of warnings created.
• An error is logged if PRISMS record status is not found in SMS.
• An error is logged if file not found in TMP directory for batch mode.
• An error is logged if Cricos code doesn’t match any course version in the system.
• An error is logged if Cricos code doesn’t match any of the ACAI or SCA course codes for the student.
• An error is logged if Student not found with a matching ID from the file.