[[systems:enrollment:adding_a_new_academic_program]]
 
Table of Contents

Specific program instances

  1. :-/ GES Geography and Environmental Systems (M.S., Ph.D.)
  2. :-/ HCC Human Centered Computing (M.S./Ph.D.) split up HCC_MS HCC_PHD on paradocs
  3. :-) MAGS Management of Aging Services (M.A.)
  4. :-) PRST_BT Biotechnology (M.P.S.)
  5. :-/ PRST_GI Geographic Information Systems (M.P.S.)
  6. :-/ PRST_IO Industrial Organizational Psychology (M.P.S.)
  7. :-/ SYST Systems Engineering (M.S.)

Specific cerificate instances

  1. PSGI Geographic Information Systems (Certificate)
  2. STEM?Science, Technology, Engineering, and Mathematics (Certificate)
  3. CIEL Instructional Design for e-Learning (Certificate)
  4. :-) PSBT Biotechnology Management (Certificate)

Overview of technical steps

  • Student Information System Make sure the program is setup in HP/SIS (contact Cheri Putro of OIT); test with SIS test acct 950354247
  • ParaDocs Setup, implement, and test new program in paradocs
  • CollegeNet Setup the program to be listed, have the right acronyms, have the right tracks, etc in Collegenet
  • Website & Documents Make sure that various webpages are updated, and that the I: drive word file is updated.
  • Databases Update database references to programs; Faculty DB,
  • Catalogue Print and web - http://www.umbc.edu/gradschool/gradcatalog/

ParaDocs

  • Groups
    • Add new groups ex: ‘HCC’ and ‘HCC_Admin’
    • Make sure to have at least one user in the group be an Admin of the group; otherwise, you will not see the group listed in the tree config below
  • Users
    • Create any new users for the program
      • Add the GLOBAL group to each user
    • Add appropriate users to each new Group
      • Add ‘Admin’ user as group admin to all groups
  • Security
    • Set DocType Security
      • goto Security Manager>Doctype Security
      • create new group/doctype combo’s (4 doctypes for each group) (copy settings from other programs)
    • Set Tree Configuration
      • add new program to ‘Graduate Admissions’ root folder
      • Log out of paradocs and log back in for new program to display in drop down
      • go to new group/program
      • delete auto-made item/folder
      • add new Top-Level Folder called ‘Graduate Admissions’
      • add new folder below that, named after the new program / group acronym
      • see other tree groups for example
      • to add and delete folders / items, you RIGHT CLICK on them
    • Do above for each group Ex: ‘HCC’ and ‘HCC_Admin’
  • Workflow You get to many of the workflow screens by clicking on the ‘Restore Workflow Frame’ icon at the upper right corner of paradocs. When you do this, a menu drops down with a choice for workflow wizard
    • Create Auto-Start queries
      • Create 3 auto start queries
        • Login as the ‘workflow’ user, not ‘Admin’; Created queries default ownership to who is logged in
        • 3 queries, one for each doc type; see example of WF-SYST_APP, WF-SYST_DEC, WF-SYST_SUP logged in as user ‘workflow’
        • Done through the ‘Stored Queries’ frame, use the ‘Create a New Query’ icon
        • Name the query (above the ‘Save Query’ button)
        • Select the appropriate document type
        • Enter query as something like ‘Prog’ ‘Equals’ ‘HCC’; hit the green plus sign
        • Click Save query button
        • Select This query is available only to user ‘workflow’
        • Repeat for each of the 3 doc types
    • Workflow Wizard
      • Login as ‘Admin’ user
      • You may need to look at examples of past workflows before this
      • Identifier Name should be “SSN”
      • task order to be overidden: No (unless a department intentionally needs to pass it around, hodge-podge)
      • add tasks / steps; As few as needed by department; usually 2-4
        • assign only 1 group to each task, otherwise multiple auto-workflows may be started when scanned/profiled in gradschool
      • add auto-start queries (use field3; it is the SSN field)
      • add auto-email action on new applications; this sends an email to departments when they receive new applications
  • TEST
    • Scan and profile an application of the new program
      • make sure importing works (you can add a fake record manually to the t_import table on the paradocs machine; see test code below)
      • make sure workflow with docs associated with it happens
      • make sure workflow and docs open from user perspective
      • make sure docs can be searched for and seen by graduate school users (ex: gradstudent, nee)
    • CollegeNet imports need to be tested fully;
      • use test account ‘Just Testing’
      • inspect data file
      • make sure workflow with docs associated with it happens
  • Train
    • Train all employees that will use the new program
    • Because it is a new program (which might work differently than in the past), you should retrain employees that have already used ParaDocs in the past
    • Graduate Program Specialists (GPS’s) and Graduate Program Directors (GPD’s)

Test Code

INSERT INTO t_import VALUES ('95035****', 'TESTING', 'JUST', '', '200709', 'MAGS', 'MA', 'Y', '', '', '', '', 'MALE', 'CAUCASIAN', 'U.S. Citizen (USCIT)', 'BS', '005835', '2.56', '122004', '', 'UNIV MARYLAND BALTIMORE CO', '', 'US', '05/15/1979', '', '', '', '', '', '', 'P');
 
SELECT * FROM t_import WHERE ssn='95035****';
 
DELETE FROM t_import WHERE ssn='95035****';

CollegeNet

  • Make sure that the selection process from a students perspective is correct
  • Make sure the printout/PDF output of the form is correct
  • Make sure that the CSV data files outputs all of the acronyms correct
  • If any past submissions to collegenet could have already come through, go back and look for them and import into paradocs

Website & Documents

 
systems/enrollment/adding_a_new_academic_program.txt · Last modified: 03.26.2008 10:55 by 130.85.181.155
 
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