Purpose

To allow the creation and maintenance of Alternate Person Identifiers.

SubSystem

Enrolments

Person block

This form can be accessed in different ways - either directly from the Main Menu, or as part of the Enrolments and Admissions processes, from the Record Enrolments form (ENRF3000), through the Alternate IDs button, and Direct Admissions form (ADMF3000) respectively. Data is also created (and may be displayed in this form) by Tertiary Admission Centre processing, and by the Student Finance Subsystem.

The form can also be accessed from the Person Inquiry Screen (INQF1A00) via the Alternate ID button. See second note in first Rules/Notes area for conditions.

Accessing the Maintain Alternate Person Identifiers form directly from the menu allows the user to query details in the Person Detail block and retrieve a number of records one after the other.

If the form is accessed from ENRF3000 or ADMF3000 as a step in the Enrolment or Admission process, it opens with a Student ID carried forward as the context record. In these circumstances it is not possible to query any other person details.

Note: The person query function in this form is not as powerful as that in the Find Person form (ADMF1211). Names are case sensitive and are best avoided as query criteria. To avoid delays in retrieving records it is preferable to use Person ID numbers as query criteria.

For example, the Alternate Person ID form can be used to record Tertiary Admission Centre numbers, Staff IDs and Identification Numbers issued to students by other organisations.

Alternate Person ID block

The Alternate Person ID block is used to record and display Identification Numbers/Names by which the person is recognised by other Systems and/or Organisations. Open records are displayed first followed by End Dated records. Each Alternate ID is assigned a Person ID type which identifies the System/Organisation to which the Alternate ID belongs. Person ID types are maintained using the Maintain Person ID Types form (ENRF01B0). Each record can be Start and End Dated to indicate the period for which the record applied. Records are sorted by Surname with open records listed first followed by End Dated records.

PAY_ADV_NO. Users are strongly advised NOT to record a value in the Alternate Person ID field for a Person ID Type equivalent to the System value PAY-ADV-NO, nor delete any value recorded there.

A number recorded against this Person ID Type is a payment advice number used within the Student Finance Subsystem. It is intended to identify the student when a Fee Payment is received through a bank. In the future, a unique number will be generated by the System the first time a person payment schedule is created for the student, and will be displayed in this form. It will not be altered by the System there after. The number is made available through the extract FINJ6120 for inclusion on a Statement of Account, the extract FINJ6121 for inclusion on a Reminder Notice, and imported via interface processing into an external financial system.

If this number is deleted, it will not be possible for Callista to match payments received to invoices. If the student has multiple payment advice numbers, the Statement of Account extract will fail, with a message to this effect displayed in the job scheduler run log.

For example, typical usage of Alternate ID is for the recording of a person's Tertiary Admissions Centre number or an Identification Number used by a commercial client or the staff number of a person who is recorded on both staff and student databases.

This form is accessed from the main menu and other forms explained at the start of this section.

The Person block contains:

• Person ID
• Sex
• Date Of Birth

The Alternate Person ID block contains:

• Alternate Person ID
• Person ID Type (LOV)
• Start Date
• End Date

Rules/Notes:

PAY-ADV-NO. If an Alternate Person ID number recorded against this System Person ID type is deleted, it will not be possible for Callista to match fee payments received to invoices in the Student Finance Subsystem. If the student has multiple numbers recorded against this type, the Statement of Account extract will fail. When this form is accessed via the main menu, records can be updated. However, when accessed from the Alternate ID button in the Person Inquiry Screen (INQF1A00), the form only allows queries to be performed and only for the context values. Validations include:

• An alternate person ID cannot be deleted if the alternate person ID is equal to the ACAI.APPLICANT_ID for the person record.
• An applicant ID can only be defined as an alternate person ID once.
• An alternate person ID end date cannot be set if the alternate person ID is equal to the ACAI.APPLICANT_ID for the person record.
• An alternate person ID cannot be deleted if a confirmed person match record exists.
• If Person ID has been set up as the JSF SMS Identifier in SECF0100, then an Alternate Person ID can only be defined once.
• Only users who have been granted the JSF-API Advanced Function via SECF0062 (person) or SECF0063 (user role) may insert, update or delete Alternate Person ID records where Person ID has been set up as the JSF SMS Identifier in SECF0100.

• Ensure that the correct person record is displayed
• Navigate to the Alternate Person ID block
• Enter Insert mode
• Enter the Alternate IDentifier in the Alternate Person ID field of a blank record
• Select an ID type from the list of values (or key a valid value) in the Person ID Type field
• If this Alternate ID is applicable only for a fixed period, enter the period in the Start and End Date fields. (optional)
• Save

Rules/Notes:

• Find the record to be modified
• Modify the record as required
• Save

Rules/Notes:

Only the Start and End Date can be modified.

• Find the record to be deleted
• Locate the cursor in the record to be deleted
• Delete record
• Save

Rules/Notes:

Whilst Alternate ID records can be deleted, it is preferable to retain them for future reference, by End Dating them.