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SMS-LMS Interface

This Help page includes the following information:

• A). Uploading Student Unit Grades from an LMS
  
  
• B). Downloading Data from Callista SMS to an LMS
  • Cross-Listed Unit Data
    
    Note: Currently, this section only covers the creation of Cross-Listed units for the purpose of transferring cross-listed unit data to an LMS.
    Details of the process used to download Person, Enrolment and Organisational Unit and single Unit data will be available in a future release.

A). Uploading Student Unit Grades from an LMS

The purpose of transferring student results from an LMS to SMS is to reduce manual maintenance and reconciliation of data in both systems.

A log of all validation messages is kept in Callista. GENJ1100 is run to create an extract of the validation messages, if required.

A Callista SMS administrator runs the ASSJ5341 job to process the uploaded records and create Student Unit Attempt Outcomes.
If required, the ASSR06J0 report can be run to identify non-enrolled SUAOs. The 'Add Non-Enrolled Student Outcome' form (ASSF5333) may also be used, if required.

The following diagram shows the process of the transferring student unit grades from an LMS to SMS via the resultLoad web service.

Figure 1: LMS to SMS grades transfer process
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B). Downloading Data from Callista SMS to an LMS

Currently, this section covers only the creation and maintenance of Cross-Listed units for the purpose of transferring them to an LMS. Details of the process that transfers unit data to the LMS, will be provided in a future release.

Important: It is intended that this section will also cover the download of Person, Enrolment, Organisational Unit and Unit data from Callista SMS to to an LMS, for the purpose of setting up a web learning site in the LMS. However, details of this process are currently unavailable and will be provided in a future release.

Cross-Listed Unit Data

• Introduction
• Configuration Requirements (CRSF0100)
• Create a Cross-Listing (SCCLMAIN)
• Modify a Cross-Listing (SCCLMAIN)
• Search Cross-Listings (SCCLSELECT)
• Cross-Listing History Inquiry (SCCLHIST)

Note: Organisational Unit data must be transferred to the LMS before Enrolments commence to enable the institution’s administration staff to set up structures needed in LMS prior to the start of a semester.

Introduction

Cross-Listings are created in Staff Connect for the purpose of transferring cross-listed unit data from Callista SMS to an institution's LMS. Each Cross-Listing is made up of a set of related units that deliver the same course material.

Selection of cross-listed unit data is Open Source, enabling institutions to customise the selection criteria that will determine the contents of the extract files.

The following diagram shows the main steps involved in the process of creating Cross-Listings and transferring unit data from SMS to an LMS. The process is highly configurable and is dependent on the configuration settings that have been specified in CRSF0100 and defined Open Source Routines (see Configuration Requirements, below).

Figure 2: Cross-Listing steps
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Note: Details of the Transfer process, including the web service and batch job, is currently unavailable and will be provided in a future release.

Data is extracted from SMS in accordance with the Learning Information Services (LIS) 2.0 specifications which define how systems manage the exchange of information. For more information, see the Technical documentation for Release 15.0.

Note: Security Roles are set up in SECF0011. (Grants are assigned to Roles in SECF0063.)

Configuration Requirements

Configuration settings are specified in CRSF0100 and determine what the user can do and see in the Cross-Listing fields located on the Maintain Cross-Listing (SCCLMAIN) screen in Staff Connect when they create a Cross-Listing. In addition, defined Open Source routines are used to populate fields on SCCLMAIN, as required by the institution.

Cross-Listing Configuration Form (CRSF0100)

The following fields and check boxes in CRSF0100 are used to configure Cross-Listing fields located on the Maintain Cross-Listing screen (see 'To Create a Cross-Listing', below):

Open Source Routines

The following Open Source routines may be defined by institutions, if required, and are used to populate the Organisational Unit, Cross-Listing Code, Academic Period and and Teaching Period fields located the SCCLMAIN screen, when a Cross-Listing is first created.

• ORG_UNIT_CROSS_LISTING_RES_V - Populates the List of Values for the Organisational Unit field.
• CRSK_SET_CL_CD.CRSP_SET_CL_CD - Creates a default Cross-Listing Code and populates the Cross-Listing Code field.
  Can be turned on or off by selecting/deselecting the 'Auto Generate Cross-Listing Code' check box in CRSF0100.
• CAL_INSTANCE_CROSS_LIST_RES_V - Populates the Teaching Calendar fields: Academic Period and Teaching Period, when the SCCLMAIN screen is first accessed.
  Institutions can modify this routine so that only units within a particular Teaching Calendar can be retrieved.

Create a Cross-Listing (SCCLMAIN)

The Maintain Cross-Listing screen (SCCLMAIN) in Staff Connect is used to create or modify a Cross-Listing.

This screen is accessed via the New Cross-Listing button in the Search Cross Listings (SCCLSELECT) screen.

Note: To create a new version (i.e. a copy) of an existing Cross-Listing, select the Cross-Listing in SCCLSELECT to access the Cross-Listing in SCCLMAIN. (See 'To Modify a Cross-Listing', below.)

To Create a New Cross-Listing:

1. Click on the New Cross-Listing button on the Search Cross-Listings (SCCLSELECT) screen. The Maintain Cross-Listing screen (SCCLMAIN) is displayed.

Figure 3: SCCLMAIN - Create - screen
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2. On opening SCCLMAIN, the Open Source routine CAL_INSTANCE_CROSS_LIST_RES_V automatically populates both the Academic Period poplist and Teaching Period fields. If required, an institution can:

• Modify this Open Source routine so that only units within a particular Teaching Period are retrieved.
• Limit the number of Teaching Periods that are displayed and can be selected, by specifying a limit in the 'Maximum Number of Teaching Periods in a Cross-Listing' field in CRSF0100.

The fields in the top block of the SCCLMAIN screen are unavailable until all units have been added that will constitute the Cross-Listing and the user has clicked the Save button. (See step 7, below.)

The Load to LMS check box is used to indicate whether or not the Cross-Listing is ready to be loaded to the LMS.
The Loaded to LMS check box is used to indicate whether the Cross-Listing has been transferred to the LMS. It is controlled automatically by the system.

3. Select the required Academic Period.

4. Select the required Teaching Period(s).

5. In the Unit Code field enter or search for the Unit Code of the required unit to be included in the new Cross-Listing, then click on the Add button to add it to the Cross-Listing.

To find a unit, perform the following steps:

• To search for a required unit, type in at least the initial two characters of the Unit Code to invoke an auto-list of Unit Codes. Select the required Unit Code from the list.
• Alternatively, type one digit in the Version field or two initial characters in the Unit Title field to search for a Version or Unit Title, respectively.

Only units with a System Status of ACTIVE in the selected Academic Period and Teaching Period(s) are returned.

6. To add an additional unit, perform the previous step (above) and click on the Add button to add it to the Cross-Listing.

If required, an institution can limit the number of units that can be added to a Cross-Listing be specifying a maximum number in the 'Maximum Number of Units in a Cross-Listing' field in CRSF0100.

To remove a unit, select the unit then click the Remove button.

7. When you have finished adding units, click on the Save button to create the Cross-Listing. The following actions are invoked:

• The Open Source routine ORG_UNIT_CROSS_LISTING_RES_V is automatically invoked and populates the List of Values for the Organisational Unit field in the top block of the screen.
• If the 'Auto Generate Cross-Listing Code' check box is selected in CRSF0100), the system also automatically invokes the Open Source routine CRSK_SET_CL_CD.CRSP_SET_CL_CD which automatically combines the units in the Cross-Listing under a new unique (default) Cross-Listing Code that is entered in the Cross-Listing field. This default code is a concatenated list of Unit Codes of all units in the Cross-Listing, with the Teaching Periods from which the units were drawn.
  If required, an institution can use the 'Enable Cross-Listing Default Code Override' check box in CRSF0100 to enable administrators to edit or change default Cross-Listing codes that are automatically generated.

In addition, the configuration settings specified in the 'Cross-Listing Configuration' form (CRSF0100) are also used to control aspects of these fields. For more information, see 'Configuration Requirements', above.

For more information also refer to the 'td_custom_source_code_summary' and 'td_connect' Technical documents delivered with the Callista SMS release.

8. All fields in the top block of the screen are mandatory. Once you have saved (created) the Cross-Listing, ensure that all fields in this block have been completed. Fields that are already populated can be modified, if required.

a). Enter a value in the Cross-Listing Code field. Alternatively, if this field was automatically populated (i.e. if the 'Auto Generate Cross-Listing Code' check box is selected in CRSF0100) and the 'Enable Cross-Listing Default Code Override' check box is selected in CRSF0100, you can change the default value displayed in this field, if required.

b). Enter values in the Short Name and Long Name fields. These are free-text fields. The maximum number of characters that can be entered in these fields is specified in CRSF0100.

c). Select a value from the List of Values for the Organisational Unit field.

d). The Start and End Date fields are automatically populated and cannot be modified. The Start Date is the earliest Start Date of the added units that constitute the Cross-Listing. The End Date is the latest End Date of the added units.

e). If required, select the 'Load to LMS' check box to flag the Cross-Listing as ready to be loaded to the LMS.

9. Click on the Save button.

Modify or View a Cross-Listing (SCCLMAIN)

You can modify or view a Cross-Listing at any time in the Maintain Cross-Listing screen (SCCLMAIN).

Important: When you make a change to a Cross-Listing, effectively a new version (i.e. a copy) of the Cross-Listing is created. The previous version of the Cross-Listing can be viewed in the Cross Listing History Inquiry screen (SCCLHIST).

To Modify a Cross-Listing:

1. Search for the required Cross-Listing in the Search Cross-Listing screen (SCCLSELECT). For instructions, see the 'To Search for a Cross-Listing' steps, below.

2. Click on the required Cross-Listing Code in the Search Results table to access the Cross-Listing on the Maintain Cross-Listing screen (SCCLMAIN).

Figure 3: SCCLMAIN - Modify - screen
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3. You can make the following changes to a Cross-Listing on the SCCLMAIN screen, if required:

Note: In all cases listed below, when you make a change to the Cross-Listing it overrides the previous version and a new copy of the Cross-Listing is created on saving. The previous version is available for viewing in the SCCLHIST screen:

• Add or remove units to/from the Cross-Listing.
  In this case, it is possible to modify the Cross-Listing Code as well, if required. However, if the Cross-Listing Code was automatically generated, you will need to ensure that the 'Enable Cross-Listing Default Code Override' check box is selected in CRSF0100.
  Note: If the 'Auto Generate Cross-Listing Code' check box is selected in CRSF0100, a new default code is not automatically regenerated when you save your changes. To change an existing default code, the 'Enable Cross-Listing Default Code Override' check box must be selected in CRSF0100.

• Select or deselect the Load to LMS check box to flag the Cross-Listing as ready/not ready to be loaded to the LMS.
  
  
• (If the 'Auto Generate Cross-Listing Code' is deselected in CRSF0100) - Change the Cross-Listing Code (pre or post-download).
  

• (If the 'Enable Cross-Listing Code Change after Loaded to LMS' check box is selected in CRSF0100 and the Cross-Listing has been transferred to the LMS) - Change the Cross-Listing Code.
  In this case, the 'Loaded to LMS' indicator is automatically deselected (i.e. updated to 'No') when you change the Cross-Listing code.
  
  
• (If the 'Loaded to LMS' check box is selected) - Set the Cross-Listing to INACTIVE so that the Cross-Listing cannot be modified again. This is reversible.
  
  

Notes:

• A default Cross-Listing Code is generated only once when a Cross-Listing is first created. If you modify a Cross-Listing, a new default code is not regenerated when you save the changes.
  However, if you have added/removed units to/from a Cross-Listing that has not yet been transferred to the LMS, it is possible to change the Cross-Listing code before saving your changes (see step 3, above).
• To view a history of all changes made to the Cross-Listing, click the View History button to access the SCCLHIST screen.

4. Click Save to save your changes.

If the Loaded to LMS or Load to LMS and/or Inactive check box were selected for a Cross-Listing, when you save your changes, these indicators are automatically deselected as they are only valid for the previous version of the Cross-Listing. (The previous version with the 'Loaded to LMS' or 'Load to LMS' flag, is available for viewing in the SCCLHIST screen.)

Search Cross-Listings (SCCLSELECT)

The Search Cross-Listings screen (SCCLSELECT) is used to search for Active and/or Inactive Cross-Listings, and perform one or more of the following actions for one or more selected Cross-Listings:

• Permanently delete a Cross-Listing.
• Flag a Cross-Listing as ready to load to the LMS.
• Remove the 'Load to LMS' flag to indicate that the Cross-Listing is not ready to load to the LMS.

This screen is accessed from the main menu in Staff Connect.

To Search for a Cross-Listing:

1. Select the 'Search Cross-Listings' Cross-Listing menu item from the main menu in Staff Connect.

Figure 4: SCCLSELECT screen
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2. Search for a Cross-Listing using one or more of the following search criteria:

• Cross-Listing Code - Select a value from the pop-list to search for a specific Cross-Listing.
• Unit Code - Select a value from the pop-list to search for Cross-Listings that contain the specified unit.
• Organisational Unit - Select a value from the pop-list to search for Cross-Listings containing units from the selected Organisational Unit (pop-list values include parent and child Org. Units).
• Teaching Period - Select a value from the pop-list to search for Cross-Listings containing units from the selected Teaching Period. The pop-list contains calendar instances of Calendar Category 'TEACHING' that have been used in any Cross-Listing.
• Include records with Load to LMS indicator - to search for Cross-Listings that are ready and/or not ready to be loaded to the LMS.
• Include records with Loaded to LMS indicator - to search for Cross-Listings that have and/or have not been successfully loaded to the LMS.
• Include records with Inactive Cross-Listing indicator - to search for Inactive and/or Active Cross-Listings.

3. To execute the search, click on the Search button. The retrieved Cross-Listing(s) are listed in the Cross-Listing Search Results table.

4. You can select single or multiple Cross-Listings and perform one or more of the following actions:

• (If the selected Cross-Listing(s) has not yet been downloaded to the LMS - i.e. the 'Load to LMS' value is 'No') - Click on the Delete button to permanently delete the Cross-Listing(s).
  Note: The record and all associated child records created for the Cross-Listing are permanently deleted. The date the Cross-Listing was deleted is recorded in the History Inquiry screen (SCCLHIST).
  
  
• (If the 'Load to LMS' value is 'No' for the selected Cross-Listing(s)) - Click on the Load button to automatically update the 'Load to LMS' indicator to 'Yes'.
  The Load to LMS check box located on the SCCLMAIN screen is automatically updated (i.e. selected) for the Cross-Listing(s).

• (If the 'Load to LMS' value is 'Yes' for the selected Cross-Listing(s)) - Click on the Cancel Load button to automatically update the value to 'No'.
  The Load to LMS check box located on the SCCLMAIN screen is automatically updated (i.e. deselected) for the Cross-Listing(s).

Important: When a Cross-Listing has been successfully transferred to the LMS, the Loaded to LMS value is automatically set to 'Yes'. In this case you cannot use the Load, Cancel Load, or Delete buttons for this Cross-Listing.

On this screen you can also:

• Click on an individual Cross-Listing Code to access the SCCLMAIN screen from where you can modify the Cross-Listing.
• Click on the New Cross-Listing button to create a new Cross-Listing.

Cross-Listing History Inquiry (SCCLHIST)

The Cross-Listing History Inquiry screen (SCCLHIST) shows a complete history of previous versions of a Cross-Listing including all saved changes that have been made to the Cross-Listing, and previous versions that have been transferred successfully to the LMS.

This screen is accessed via the Cross-Listing History Inquiry button in SCCLMAIN for a specific Cross-Listing.

There are two tables on this screen:

• The History table that lists all changes made to the Cross-Listing. (Cross Listing histories are sorted by Change Date in descending order.)
• The Selected Cross-Listing Detail table that lists details of all units belonging to the Cross-Listing at a particular Change Date as selected in the above History table.

Page Last Modified on: 22 February, 2012 1:52 PM

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