Purpose

To define Process Windows for Cohort Process Types.

SubSystem

General

Use this form to define the Cohort Process Windows for a Process Type.

Cohort Process Windows are used to support institution control of access to Callista Connect applications. Cohort Process Windows are defined using Start and End Dates in Calendars relevant to the business process. For example: the ENROLMENT Process Type uses Start and End Date Aliases in ENROLMENT Calendars.

Applications can be restricted to one or more Cohorts, or to one or more Cohorts within one or more Start Date and optional End Date windows. For most Process Types, not specifying a Cohort Process Window leaves the associated applications unrestricted. The creation of a Cohort Process Window restricts access to only those specified in the Cohort Process Window. The ENROLMENT and VARIATION and EXAM-TT Process Types work differently. These Process Types prevent all access to the associated applications if no Cohort Process Window has been specified. In other words, to be able to access ENROLMENT and VARIATION applications, a Cohort Process Window must be specified for these Process Types.

Cohort Process Windows are defined for a Process Type, and the Process Type is related to an application. For example, ENROLMENT and VARIATION Process Types apply to the Enrolment application within Callista Connect. This enables functionality to determine the type of transaction the student is able to perform when accessing the application at a given time.

For example, a student with a Surname of SMITH studying Course ABC123 enters the Enrolment application on 1/12/2003 wishing to enrol in Semester 1 and 2 units for Academic Period 2004. The following two windows have been defined for Enrolment Period 1 in 2004:

• ENROLMENT Process Type, (Cohort rule: Surname BETWEEN O and TZ), 1/11/2003 - 10/12/2003
• VARIATION Process Type, (Cohort rule: Surname BETWEEN O and TZ), 1/2/2003 - 13/3/2003.

The student has access to the application in the ENROLMENT Cohort Process Window and as such is presented with the Self-Enrolment application because for their Surname SMITH, there is a valid Cohort Process Window. If the student should access this application between the dates 11/12/2003 and 31/1/2004, they would be unsuccessful because there is no valid Cohort Process Window for their Surname.

The GENJ0040 job creates new instances of Cohort Process Windows in another calendar using existing instances as a pattern.

For further details on Cohorts and how Cohort Process Windows are utilised, refer to Understanding Cohort Process Windows.

The Process Calendar Instance block contains:

• Process Type
• Calendar Category
• Closed check box
• Description
• Calendar Type
• Description
• Start Date
• End Date
• Calendar Status

The Cohort Process Window block contains:

• Rule
• Start Date Alias
• Alias Value
• Start Time
• End Date Alias
• Alias Value
• End Time
• Prevent Access check box
• Prevent Access
• Description
• Transaction Limit

  Buttons

  • Self Serve Application Restriction (overlay)
    • Self Serve Application
    • Description
    • Back Button
  • Cohort Windows Inquiry (GENF1050)

Rules/Notes:

The Self Serve Application Restriction button will not show if Callista Connect is not present.

This form is used to define Cohort Process Windows for Process Types.

Perform a query on a Process Type, Calendar Category or Calendar Type. Process type/Calendar Category Mappings are System defined. Selecting the Process Type or Calendar Category limits the Calendar Types available. The Calendar Category LOV is restricted to categories that are mapped to a Process Type. For further details on Process Types, see below.

Note: when a general query is performed and all Process Types are returned - the Next Record button scrolls through all the Calendar Types for the Process Type before moving to the next Process Type retrieved from the query.

Rules/Notes:

A Process Type can be closed by a System Administrator.

Cohort Process Windows and Callista Connect. Changes made to a Cohort Process Window will not be effective until a new session is established to the database, therefore the Connect server needs to be restarted by the system administrator in order to view changes.

Cohort Process Windows cannot be created for a Closed Process Type. However, existing Cohort Process Windows for the Closed Process Type can be updated or deleted.

INACTIVE Calendar Types are available in the LOV to display historical information. However, Cohort Process Windows cannot be created for INACTIVE Calendar Types.

Specific recommendations regarding a single Aggregate Load Calendar to be used for the ENR-COE Process Type can be found in Understanding Confirmation of Enrolment.

Cohort Process Windows

Select a Cohort from the LOV. The LOV is restricted to Cohorts valid for the Process Type Rule Category.

A lamp is displayed against each Cohort record. These lamps indicate the status of the Cohort. The lamps are:

• P - Cohort has a status of PLANNED.
• A - Cohort has a status of ACTIVE.
• I - Cohort has a status of INACTIVE.

These lamps are used to indicate which Cohorts are PLANNED or INACTIVE and therefor disable the Process Window. They also provide a reminder to update the status of any PLANNED Cohorts.

Optionally select a Start Date Alias and Time. When a Date is selected the Start Time defaults to 00:00 but can be altered.

Optionally select an End Date Alias and Time. When a Date is selected the End Time defaults to 23:59 but can be altered.

Start and End Date Aliases available in the LOV are restricted to those available in the Calendar Type selected. Date Aliases can be created in the Maintain Date Alias Instance form (CALF0512).

The Prevent Access check box, when selected (ticked), prevents users who meet the Cohort Process Window criteria from accessing the applications related to the Process Type. When selected, a message must also be created to provide users with an explanation of the Cohort Process Windows inaccessibility.

The Description displayed in the overflow area is the description of the Cohort selected.

The Transaction Limit is used to limit the number of update transactions a user can perform for a Process Type in a context Calendar Instance. For example, students may be limited to five Enrolment variations in the variation period. This is future functionality.

Clicking the Self Serve Application Restriction button accesses the Self Serve Application Restriction overlay. This overlay enables you to define Cohort Process Windows at the Self Serve Application level rather than the System Self Serve Application level.

By selecting the Cohort Windows Inquiry button, GENF1050 (Cohort Process Window Inquiry) can be accessed. This form displays all process windows that have been created for the context Rule.

Rules/Notes:

Cohort Process Windows and Callista Connect. Changes made to a Cohort Process Window will not be effective until a new session is established to the database, therefore the Connect server needs to be restarted by the system administrator in order to view changes.

A process window cannot be created for an INACTIVE Cohort.

Start Date Alias cannot be greater than the End Date Alias.

Start Time cannot be greater than End Time where the Start and End Date Aliases are the same. For example, where a Cohort Process Window is to be open for only a few hours on a particular day.

Start Date and Time cannot be the same as the End Date and Time.

When recording a Start Time, a Start Date Alias must also be recorded.

When recording an End Time, an End Date Alias must also be recorded.

If the Start Time is NULL, the System assumes a Start Time of 00:00 when checking the validity of a Cohort Process Window. If the End Time is NULL, the System assumes an End Time of 23:59.

It is recommended that Cohort Process Windows for the same Cohort do not abut or overlap.

If the Prevent Access check box is set, a Prevent Access message must be recorded.

Cohort Process Windows can only be deleted where the record is future dated.

When creating a Cohort Process Window Self Serve Application Restriction, the Self Serve Application must be mapped to a System Self Serve Application that is mapped to the System Process Type of the Cohort Process Window.

The Self Serve Application must be mapped to a System Self Serve Application that is not closed.

If no Self Serve Application Restriction exists for the Cohort Process Window, then access is allowed for all. Confirm that the institution defined Self Serve Application is mapped to the context Process Type.

If a Self Serve Application Restriction exists for the Cohort Process Window, AND for the Self Serve Application that a user is accessing, then allow access.

If a Self Serve Application Restriction exists for the Cohort Process Window, but NOT for the Self Serve Application that a user is accessing, then do not allow access.