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SITS
Interface |
SITS
Screen Shots |
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The interface uses the SITS CUD_Receiver facility to extract the College’s student
details. The details are stored in the College’s own database and are used to
update the data according to a set of College maintained parameters. The CUD_receiver
is supplied by the University and implemented by the college IT department. The SITS Interface is run from the
Mercury member Administration menu and has 4 separate functions – 3 are
available on the Mercury menu, the other is a task which runs on a college
windows server updating the mercury data from the SIST CUD_receiver.. 1.
System
Maintenance is a set of parameters controlling the update of the student data
in Mercury system. There are multiple parameters available to control the
update of the Mercury student data from the College SITS data. These settings
are held at the level of the individual field as explained below. Some extra
information is required for the email and postal addresses. Once the
parameters have been created to the satisfaction of the College, the SITS
data update may be run. 2.
The
SITS update is a function which updates or reports on the student data held
by the College in Mercury against the SITS data. This function is installed
as a daily task running after the SITS CUD_receiver
has been refreshed. 3.
The
SITS Log provides a view of the changes made or warnings of differences
identified by the update. 4.
The
Parameters is the function which allows the College to compare the parameters
held in Mercury system (Member Type, Member Locale etc)
with the parameters held in the SITS database and then to match and update
the existing parameters in the Mercury database with those from the SITS data
extract.
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1.
College Settings · College Id SITS code for the College · Company Code Mercury Company Code ·
Members Tick if the Members module is used by
the College ·
Members Tick if the Members module is used
by the College ·
Applicants Tick if applicants are to be
processed ·
Students
Tick if Students are to be
processed ·
Programs Tick if the SITS programmes are to
be included ·
Suspensions Tick if the SITS Suspensions are to be
included in Current members in the “intermiss” tab 2. Run Settings ·
Last
Run date Last date the update was run.
The Update will not run if the current date is prior to this date. If set to
a future date the next update will be the following day. ·
Last
Run time Last time the update was run.
This operates in conjunction with the Last run date. 3. Email Address for warnings · Email Address The update will email a warning regarding
Members with Duplicate SITS student codes. 4. Defaults ·
Married Enter the default value for the
marital status. (This not in the SITS data) 5.
Mercury Settings The settings to control each of the
following fields are: ·
Update
Mercury Fees & Charges ·
Warn
if Different to Fees & Charges ·
No
Update or Comparison ·
NOTE If the Mercury data is empty and the
SITS data is not empty the Mercury data will be updated. This allows for a
new Member created by the SITS update where not all of the data was
available. (e.g. Member created before the card
number was allocated will update the card number regardless of the settings). If the SITS data is empty and the
Mercury data is not empty then no update will occur regardless of the
settings. See below for field notes. Members 5. Student Types ·
UndergraduatesTick if the College accepts Undergraduates ·
Type The default type for a new
undergraduate ·
Status The default status for a new
undergraduate ·
Graduates Tick if the College accepts Graduates ·
Type The default type for a new
graduate ·
Status The default status for a new
graduate 4. Field Settings The
settings to control each of the following fields are: ·
Update
Mercury Fees & Charges ·
Warn
if Different to Fees & Charges ·
No
Update or Comparison NOTE If
the Mercury data is empty and the SITS data is not empty the Mercury data will
be updated. This allows for a new Member created by the SITS update where not
all of the data was available. (e.g. Member created
before the card number was allocated will update the card number regardless
of the settings). If
the SITS data is empty and the Mercury data is not empty then no update will
occur regardless of the settings. (unless within an address) The fields available for mapping in the SITS System Settings Active Current Members Active Members Address SITS Address Types Which address types to select (H)ome,
(T)erm, (C)ollege Billing Address Which address type is the "Billing "
address Billing Email Address Which email address is to be used for the Bills College Ref (internal) The College reference may be (member number, SITS
student code, Oxford
user name , or from the surname(4) and initials(2) Deceased Disability DOB Email Email Type Which email
address is the SITS email address mapped to University, Family, Member or
Personal Email-alt Email-alt Type Which email address is the SITS alternate email
address mapped to University, Family, Member or Personal Forename Gender Initials Mobile Nationality Oxford User Name Ox. User Name (Upshift) Whether the Oxford user name is to be Upper or lower
case Preferred Name Suffix Surname Telno Contact Title Members Attend Mode Branch of Study Card No. College advisor Completion Date Course Current Ind. Department/Faculty Division End date/term End Fees Only
updated if empty EPOS Id updated with the Oxford user name Fee Status Matric Date Part Time Qualification Start date/term Student Loan No. Subject Submit date Taught/Research Thesis University advisor Year of Course
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For the update of the data held in
the Mercury Module, there are extra settings: Set the Mercury active status
according the SITS offer status Set the Mercury ‘current’ status of
the student’s course according to the SITS program status. Set the Mercury ‘active status
according to the SITS program status Set the undergraduate/graduate
setting according to the students program. A graduate may be regarded as an
undergraduate depending on their course.(or a undergraduate regarded as a
graduate)
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The SITS Interface Update will log
the following: All changes to the
College data held in Fees & Charges and Tutorial Warnings where the
data is different Warnings where the
data has been truncated (The Mercury field
size is too short to hold all the SITS data) The College data will not be updated
where the corresponding SITS data field is empty and the College data already
has an entry, unless it is within an address. The log will display Student Log
records or Parameter Log records where SITS parameters have been included in
the Mercury system. The log may be selected by any combination of the
following: Student Updated Date of the Update Time of the Update (within the date
selected) System Updated Field Updated The
columns displayed may be sorted by clicking on the column heading and there
is an option to clear the log records selected at any time. Any
row with the “keep” ticked will not be removed. Double
click on a row to access the extra facilities: Toggle the Keep indicator ticked to
un-ticked And
un-ticked to ticked. Reset an updated filed back to its
original Mercury value Update a field that is identified as
different
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The SITS Database and the College
Mercury database contain parameter codes and because they have been created independently,
these codes will not always be the same. The SITS interface will not map
codes but use the codes as they exist in the student data held in the SITS
Database. As the update finds parameter codes which are not in the Mercury
system it will add them to the Mercury Parameters. Where a code matches the
update will use the SITS description. All changes and new codes will be
logged. In the example: The left hand side shows the
Mercury descriptions and codes for ‘’Fee Status”. The right hand side shows the SITS
codes and descriptions. (The used column is the number of
times the code has been used in member records) This function allows the College
to change the Mercury Codes to the SITS Codes by highlighting the matching
codes on either side and clicking Ok - a message confirming the update
selected will be display. Parameters
that may be combined: Address
Type Award/Grade Disability Division Faculties/Department Fee
Status/Locale Gender Graduate
Residential Status Nationality Previous
Qualification Subjects Previous
Qualification Types UG
Residential Status
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Map
SITS Programs to Subjects / Courses The SITS database uses a single program
code to identify the course qualification and subject. Mercury can use the
same code but has the ability to use 2 codes, a separate code for the
qualification and the subject; this makes the selection and reporting on a
specific subject or qualification pSITSible. The update will, where pSITSible, extract the qualification from the program
description. This function allows the setting up of ‘mapping’ between the
SITS program code and the Mercury qualification and subject. The top box selects the SITS program
codes which are to be mapped (those ticked). The bottom left is the subject
to be mapped (in blue) and the bottom right is the qualification to be mapped
(in blue). In the example, the SITS program codes ticked will be mapped to
Mercury qualification ‘BA (Hons)’. No subject has been selected for mapping. The SITS program code is held within
Mercury and may be “mapped” to the Mercury subject and qualification codes.
This functionality is automatic whenever the SITS program code is processed.
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SITS data item Field Mercury Tab AddressType Address Type Addresses admindeptcd Faculty department College Info - Course/Ad/Ac Alt_Email Member Admin E-Mail Member Info 1 awdcd Qul_sght/cou_reg College Info - Course/Ad/Ac Barcode University Card Member Info 1 CollegeOffer CollegeOffer College Info - Course/Ad/Ac Country Country Addresses CrsEndDt Course End College Info - Course/Ad/Ac Crs_Exp_End_Dt Completion Date College Info - Course/Ad/Ac crslevel Taught/Research College Info - Course/Ad/Ac Crs_Start_Dt Course Start College Info - Course/Ad/Ac cudid cudid N/A Div_Cd Division College Info - Course/Ad/Ac DOB Date of Birth Member Info 1 FeeStatus Fee Status College Info - Course/Ad/Ac Firstname Forenames Main Member Gnd Sex Member Info 1 Initials Initials Member Info 1 Known_As Preferred Name Member Info 1 Lastname Surname Main Member Line1 Line1 Addresses Line2 Line2 Addresses Line3 Line3 Addresses Line4 or City Town Addresses Line5 or County or State County Addresses Matricdt matric year/term College Info - Course/Ad/Ac Middlenames Forenames Main Member Mobile Mobile No. Member Info 1 ModeOfAttendance Part Time College Info - Course/Ad/Ac Nationality Nationality&Dual Nat. Member Info 1 Oxford_Email University Email Member Info 1 Postcode Post Code Addresses Prev_Surnm Maiden Name Member Info 1 PrgAttemptStatus Program Status College Info - Course/Ad/Ac ResearchTitle Thesis College Info - Course/Ad/Ac Rout_Cd Course Code College Info - Course/Ad/Ac sits_student_code College Reference Main Member sits_student_code SITS Id Main Member SSO_Username User name Main Member Supervisor Univ. Advisor/College Adv College Info - Course/Ad/Ac SuspendStrDt/ SuspendEndDt Status Suspended College Info - Course/Ad/Ac Telephone Telephone Member Info 1/Addresses titl_cd Title Member Info 1 Title /Surname Salutation Member Info 1 University_card_SYSIS Univ, Card Office ID Member Info 2 Suspensions Start and End dates and added to the Intermission tab in Current Members Qualifications are added to the Qualification tab |
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