ADMJ5000 - Applicant Portal Transfer

Purpose

This job transfers submitted applications from the Applicant Portal tables to the Admission tables.

Anticipated Frequency

As required

Structure

Block

Transfer Applicant Portal Details

Parameters

Find Person (ADMF5010)

This function transfers submitted applications from the Applicant Portal tables to the Callista SMS Admission tables.

Parameters identify Applicants and Applications to be evaluated for transfer. The job has the following available parameters:

• Extract Creation Date
• Citizenship Type (1,2 and 3)
• A date range within which the application was submitted
• An Applicant ID
• System Application Type
• An Include Errors check box
• An Create CSV Extract check box
• An Extract Level poplist

The 'Extract Creation Date' Parameter allows an administrator to generate a CSV extract file based on a previous execution of the function.

Up to three 'Citizenship Type' parameters are included. Specifying an institution-defined Citizenship Type restricts the job to Applicants associated with that Citizenship Type. The first 'Citizenship Type' parameter allows for a wild card. Selection of a wild card results in applicants of all Citizenship Types being considered. 

When the Date Range is set, the batch process only considers applications submitted on or between the dates selected. A 'Submission Start Range Date' needs to be specified for the Range to be used in determining the set of Applicants and Applications for processing.  End Range Date may be left null.  When a Submission Start Range Date is not specified the process runs for all Submission Dates.

An Applicant ID may be specified and a 'Find Applicant' button displayed to facilitate applicant searching. When a single Applicant ID is specified the function only considers that applicant.

Setting the ‘Include Errors’ check box results in Applications that have a status of ‘ERROR’ on component/s of an Application, being considered in the process. The process sets all included error records to a PENDING status before initiating the processing. If the Include Error check box is not selected then applications that have an ERROR status recorded in an Applicant Portal table (Applicant, Other Applicant Details, Admission Application, Admission Application Access and Equity, Course Application, and or Course Application Unit Set) are not included in the batch. When the check box is not set, only Applications that are PENDING and or PENDING with some NO-TRANSFER components are submitted for transfer processing.

The 'Include Errors' check box default is 'selected'.

Setting the 'Create CSV Extract' check box determines if the function outputs a CSV file at the completion of processing. The default value of the 'Create CSV Extract' check box is selected (‘Y’).

The selected 'Extract Level' list box determines the content of the output. The list box contain the following options:

• Errors
• Warnings
• Information
• Errors & Warnings
• Warnings & Information
• ALL (the default option)

Applicants that pass all validations are treated as successful and transferred to SMS. Regardless of whether or not the job runs to completion successfully, it will always save any new Person or Alternate Person Id records to the database.

The function provides outputs for the total records processed with the following breakdowns:

a.   Total applicants processed
b.   Total applicants successfully processed and transferred
c.   Total applicants processed with warnings and transferred
d.   Total applicants not transferred
e.   Total records processed by application component

The Find Applicant form (ADMF5010) will return a single Applicant ID which is used to populate the Applicant ID field.

This job is accessed via the main menu.

The Transfer Applicant Portal Details block contains:

Parameters Tab

• Extract Creation Date (LOV)

OR

• Citizenship Type 1 (LOV)
• Citizenship Type 2 (LOV)
• Citizenship Type 3 (LOV)
• Submission Start Range Date
• End Range Date
• Applicant ID
• System Application Type (LOV)
• Include Errors check box

Extract Options

• Create CSV Extract check box
• Extract Level (Pop)

Buttons

• Start Date/End Date Calendar
• Find Applicant (ADMF5010)

Rules/Notes:

Note: Only records that have been submitted more than 5 minutes before the running of this job will be transferred.
It is possible that an applicant is still in the process of editing part of their application but has recorded enough information to trigger it to be transferred, therefore the 5 minute delay was introduced as a way of avoiding incomplete data being transferred.

This job transfers submitted applications created in Applicant Portal, including:

• Fee Assessment data for each application to the 'Fee Category' and 'Default Fee Assessment Student Status' fields on Form ADMF3240.
• Planned Admission Test information and Admission Test Sub Scores for the applicant.
• Applications created by Agents in Applicant Portal.
  Transferred applications with errors can be viewed and corrected in the View Applicant Summary form (ADMF5000).
  If an error occurs (see validations, below) when attempting to transfer an application, a System Transfer Status of ERROR is applied to the application record. In this case, an administrator will need to manually change the Transfer Status of the record to NO-TRSNFR (via ADMF5000) to enable them to correct the data so that the application transfers successfully when the job is re-run.

Transferred applications with errors can be viewed and corrected in the View Applicant Summary form (ADMF5000).

Applications that are successfully transferred to the Admissions table will have a Transfer Status of TRANSFERRD. Successfully transferred applications can be viewed, as follows:

• If the Admission Agent has been defined at the course level (Admission step is CRS-AGENT) then the application record can be viewed against the Applicant in ADMF3240.
• If the Admission Agent has been defined at the Person level (Admission step is AGENT) then the application record can be viewed against the Applicant in the Direct Admissions form (ADMF3000).
  

System Application Type - distinguishes applications based on whether the type is:

• Course Transfer (CRS-TRNSFR),
• Non-award (NON-AWARD) or
• Standard Course (STANDARD) applications.

Note that re-admission is treated as a Standard Course application for the purpose of this parameter. The determination of re-admission can only be made as part of the execution of the transfer process.

Any Non-Award applications made through Applicant Portal for courses that map to a Government Type of 50 are transferred to SMS under the NON-AWARD Admission Process Category.

Non-Award applications for courses that are not Government Type 50 courses, are treated as STANDARD applications and transferred into SMS Admissions, with a System Admission Process Type of COURSE.

If a Student Course Attempt exists (for an applicant) that matches the current criteria for a RE-ADMIT, then the Non-Award course is processed as a RE-ADMIT, not as a non-award (even if it is mapped to a Government Course Type of 50).

In order to process Non-Award applications, any unit details recorded in the Applicant Portal for Non-Award applications are transferred into the Admission Course Application Instance Comments Viewable table and into ADMF3240, regardless of the System Admission Process Type used by the transfer job.

The student's Applicant Portal Name Format information is migrated to the PERSON table by this job. This migration uses the APPLICANT Name Format - PERSON Name Format mappings recorded in ADMF0620 to determine the values to be inserted in the PERSON table.

This job logs a warning message when the ‘Warn if Applicant Email differs from Person Email’ is selected in ADMF0900 and the email address of an applicant differs from the email of the person that the applicant has been matched to.

If the ‘Warn if Applicant Email differs from Person Email’ is selected in ADMF0900, the value of the System Applicant Portal Transfer Type in ADMF0900 determines what action this job takes when the email address of an applicant differs from the email address of the person that the applicant has been matched to.
i.e. To transfer the applicant data, transfer applicant data and update the Person email address, or transfer applicant data and not update the person email address.

Rules/Notes:

Validations include:

• Unresolved Person match records exist with a status of POTENTIAL.
• Matched person details are not exactly the same as the supplied applicant details.
• The generated person ID already exists in the PERSON table.
• Length of generated ID is not nine digits.
• Failed to generate a valid check digit for the Person ID in five attempts.
• Warning: The birth date would make the student less than 16 years old.
• Warning: The birth date would make the student greater than 100 years old.
• The date of birth cannot be greater than the current date.
• Person has an encumbrance revoking all services.
• Person has an encumbrance suspending all services.
• This CHESSN is already recorded as ACTIVE or PROVISIONL for an existing student.
• An active or provisional CHESSN already exists for this person.
• The Address Type must be a Correspondence Type.
• A person address record exists that starts after the submission date but before the transfer date.
• A person email address record exists that starts after the submission date but before the transfer date.
• The email address is longer than 40 chars and has been split over multiple address lines.
• A person delivery type destination record exists that starts after the submission date but before the transfer date.
• The Visa Type is Null.
• The Visa Start Date was null and has been set to the current date.
• An international visa record with the same visa type exists with overlapping start and end dates.
• A matching Australian Secondary Education record exists with a different score.
• The surname is greater than the length allowed in the person table.
• A matching Overseas Secondary Education record exists with a different result.
• A matching Tertiary Education record exists.
• Could not find English language in the language code table where govt_language_cd = 1.
• A matching Person Other Qualification record exists.
• A matching Employment Detail record exists.
• A matching Document with the same filename and size record exists.
• Academic and Admission Period details are not complete and other period transfer status has been set to error.
• Academic and Admission Period details are not complete and other period transfer status has been set to no transfer.
• User-Defined values have not been created for the ‘UNVERIFIED’ verification status so the job cannot process any records.
• User-Defined values have not been created for the transfer statuses so the job cannot process any records.
• The concatenated first name and other names is greater than the length allowed in the person table.
• The admission category could not be derived. Multiple admission categories with no rank details were found.
• The admission category could not be derived. No matching admission categories were found.
• User Defined values have not been created for the admission method type of ADMIN so the job cannot process any records.
• The application did not contain any valid preferences.
• Access and Equity Category is closed.
• Level of completion must be recorded for the Applicant.
• A matching Admission Test Result record exists.
• Employer must be recorded for the Applicant.
• Position must be recorded for the Applicant.
• Work Experience Start Date must be recorded for the Applicant.
• The default Alternate Person ID type has not been defined in the Applicant Portal Configuration.
• The Unit Set step does not exist for the Admission Process Category.
• The Access and Equity step does not exist for the Admission Process Category.
• The Admission Test step doesn’t exist for the Admission Process Category.
• Admission International Agent start date must be equal to or after the Agency start date.
• Admission International Agent end date must be equal to or before the Agency end date.
• Only a primary Agency can have the Contact indicator selected.
• Can only have one Agency defined as the primary agency for an admission international agent.
• Organisational unit must be defined as an Agency.
• Agency must not be Inactive (i.e. Agency end date must not have passed.)
• Agent must have a current relationship with the Agency.
• Only one Agent can be the contact at any point in time.
• The Agent Organisational Unit must not exist more than once at a point in time.
• Open-ended Agent Details must have a Start Date less than or equal to the actual response date(s).
• Cannot have overlapping start and end dates for the same agency.
• The total percentage for all open-ended Agent Details must be 100.
• Person must not be deceased.
• The applicant already has another primary agency for the specified period.
• There is no Course Agent or Agent System Admission Step Type.
• Nominated Course Code must exist. (Applies when an Admission step of CRS-AGENT exists.)
• Nominated Course Code must not exist. (Applies when an Admission step of AGENT exists.)
• Unable to update existing Applicant Portal Agent Application Relationship as one of these records is locked.
• An Admission Agent step must exist for the Admission Process Category.
• A matching Admission International Agent must not exist.
• Course Version Expiry Date must be today or later.
• Unit Set Expiry Date must be today or later.