Orientation Plan for University of the Punjab

Higher Education Commission

PeopleSoft Campus Solutions

Version: 0.2 Version Date: June 5, 2018 University of the Punjab – Orientation Plan ______Revision History

Version # Primary Author(s) Description Date

0.1 Faheem Sohail Initial Draft 10-Feb-2009

0.2 Faheem Sohail Incorporated Modifications 11-Feb-2009

Table of Contents

ORIENTATION OF THE UNIVERSITY COMMUNITY...... - 1 -

TRAINING OBJECTIVES...... - 1 - TRAINING SCOPE...... - 1 - ASSUMPTIONS...... - 1 - ROLES AND RESPONSIBILITIES...... - 1 - TRAINING MATERIAL...... - 2 - TRAINING APPROACH...... - 2 - FACILITIES REQUIRED...... - 2 - TRAINING PLAN...... - 3 -

TRAINING SCHEDULE AND TIMINGS...... - 3 - DEPARTMENTAL PARTICIPANTS...... - 3 - Departmental Batches...... - 3 - Orientation Plan...... - 3 - Orientation Content...... - 4 - UNIVERSITY ADMINISTRATION PARTICIPANTS...... - 6 - Orientation Plan...... - 7 - Orientation Content...... - 7 - University of the Punjab – Orientation Plan ______

ORIENTATION OF THE UNIVERSITY COMMUNITY

TRAINING OBJECTIVES The goal of this orientation is to give the university community an insight about PeopleSoft, its features and functionality prior to the User Acceptance Testing phase. This orientation will help the participants identify how PeopleSoft functionality and processes will fit into their daily work routine.

TRAINING SCOPE The orientation training will cover functionality of all PeopleSoft Modules. The departments of the University will be trained on Recruitment and Admission, Student Records, Grade book, Student Financials, Academic Advisement and Campus Community modules whereas common administrative areas of the University will be given training on Hostel Management System, Registration processes etc.

Note: The training will be lecture based and will NOT include hands-on training of the participants.

ASSUMPTIONS It is assumed that participants of the orientation training sessions will have the following characteristics:

 Participants should be permanent employees of the University.

 Participants of a functional orientation session will have hands on experience in performing corresponding activities as part of their work responsibility at the University.

For example, a participant of Recruitment and Admission module’s orientation session must have experience of performing Admission’s related activities at his department.

 Participants will be computer literate.

 CMS team will be available during the orientation sessions.

ROLES AND RESPONSIBILITIES University of the Punjab – Orientation Plan ______

Resource/ Team Responsibilities

Techlogix Team  Conduct the orientation lectures.  Prepare orientation feedback report. University CMS Team  Notification of training plan to participants.  Printing and distribution of PeopleSoft outputs such as reports, transcripts, rosters, invoices etc.  Collecting attendance/feedback forms from participants.  Conduct hands-on training after lecture hours.  Ensure availability of training facilities.

TRAINING MATERIAL

Hardcopies of outputs of PeopleSoft Processes will be provided to the participants during the orientation. User guides and other training material will be provided at the time of User Acceptance Testing.

TRAINING APPROACH

 Lecturing by the Instructor using User Productivity Kit and/or PeopleSoft Instance.  Hands-on training conducted by the CMS team after lecture session is over.  A feedback/attendance form will be circulated at the end of the session to gather feedback about the day’s session.  Queries, requirement changes, gaps, if any are identified, will be compiled and analyzed by Techlogix team and discussed with CMS team or executive group depending upon their impact.

FACILITIES REQUIRED Following facilities are required to conduct the sessions:

 Seating for approximately 100 people  20 networked workstations for performing hands-on activities  Public Address System  Multimedia Projector  Continuous electricity supply during the training hours  Training Server University of the Punjab – Orientation Plan ______

 Network  White Board

Training server availability by 3-Mar-09 is to be confirmed so that it can be set up well before the actual training sessions commence.

TRAINING PLAN

TRAINING SCHEDULE AND TIMINGS Orientation lecture sessions will be conducted for 25 days from 9:30 am to 1:00 pm. Hand-on exercises will be conducted from 2:00 pm to 4:00 pm.

DEPARTMENTAL PARTICIPANTS Departmental participants are those who perform activities at the departmental level. They have been split into four batches.

DEPARTMENTAL BATCHES Batches Departments/Colleges/Institutes under Batch 1 Faculty of Science. Gujranwala Campus. Batch 2 Faculty of Economics and Management Sciences. Faculty of Engineering and Technology Faculty of Commerce Faculty of Law Faculty of Pharmacy Batch 3 Faculty of Education Faculty of Life Sciences Faculty of Islamic Studies Batch 4 Faculty of Behavioral and Social Sciences Faculty of Oriental Learning Faculty of Arts and Humanities

ORIENTATION PLAN The batches will be given orientation according to the following plan:

Batch Date Modules covered Batch 1 09/03/09 Student Records 10/03/09 Student Records + Gradebook 11/03/09 Student Financials 12/03/09 Advisement, Campus Community, Contributor Relations University of the Punjab – Orientation Plan ______

13/03/09 Recruitment and Admissions 16/03/09 Student Records 17/03/09 Student Records + Gradebook Batch 2 18/03/09 Student Financials 19/03/09 Advisement, Campus Community, Contributor Relations 20/03/09 Recruitment and Admissions 20/03/09 Student Records 21/03/09 Student Records + Gradebook 1 Batch 3 22/03/09 Student Financials 23/03/09 Advisement, Campus Community, Contributor Relations 24/03/09 Recruitment and Admissions 30/03/09 Student Records 31/03/09 Student Records + Gradebook Batch 42 01/04/09 Student Financials 02/04/09 Advisement, Campus Community, Contributor Relations 03/04/09 Recruitment and Admissions

ORIENTATION CONTENT An introduction to PeopleSoft will be given prior to the discussion of any module since the participants attending each modules orientation sessions will be distinct.

Following is the content that will be discussed during the orientations:

Module Content to be Covered

Student Records and Gradebook Student Records overview Roll number assignment Scheduling courses Term activating students Enrolling Students in classes/sections Generating Enrollment Reports Generating Attendance rosters Marking Attendance Generating Class Rosters

1 As a training opportunity, Orientations of Batch 3 and Batch 4 can be conducted by the University CMS team. This “train the trainer” exercise proposed by Techlogix will ensure CMS team’s capability to conduct end user training.

2 As a training opportunity, Orientations of Batch 3 and Batch 4 can be conducted by the University CMS team. This “train the trainer” exercise proposed by Techlogix will ensure CMS team’s capability to conduct end user training. University of the Punjab – Orientation Plan ______

Repeat rules Pre requisite courses Milestones Generating Transcripts Graduating Students

Gradebook overview Adjusting marks and weight ages Entering grades Approving grades Exporting grades Importing grades Student Financials Student Financials overview Calculating fee Generating Invoices Applying payments Cancelling Invoices Determining Late Fee Applying Scholarships Applying Waivers Reversing Fee Reversing Payments Refunds Collections Reports Academic Advisement Academic Advisement Overview Generating Advisement Report Campus Community Maintaining Biographical Information Maintaining Contact Information Maintaining Research Information Maintaining Health Information Maintaining Checklists Maintaining Comments Maintaining Service Indicators Recruitment and Admissions Add applicant biographical information Adding applicant relationships Add applicant academic history Add applicant tests record University of the Punjab – Orientation Plan ______

Adding Student Program preferences Creating Merit Lists Reversing Merit Lists Managing Admission Fee

Module Hardcopies to be distributed

Student Records and Gradebook Class Schedule Class Roster Attendance Roster Grade Roster Transcript Grade Audit Report Student Financials Invoice Scholarship Report Credit History Report Academic Advisement Advisement Report

Campus Community -

Recruitment and Admissions Merit List

UNIVERSITY ADMINISTRATION PARTICIPANTS These are participants who perform administrative (or other enabling activity) at the University Level for example, Deputy Registrars, Office of the Controller of Examination etc. The orientation plan for administrative participants is as follows:

ORIENTATION PLAN Date Administrative Branch 03/03/09 Registration Branch 04/03/09 DRA I and II 05/03/09 Hostel Management 06/03/09 Deputy Registrar Academics 06/04/09 Office of the Controller Exam University of the Punjab – Orientation Plan ______

06/04/09 Office of the Treasurer

ORIENTATION CONTENT Administrative Branch Content Registration Branch Registration process Reports of admitted applicants Registration number report DRA I and II Maintaining Biographical Information Maintaining Contact Information Maintaining Research Information Maintaining Health Information Maintaining Work Experience Hostel Management Hostel Admission Application Entry Hostel Room Allotment Mess Enrollment Mess Attendance Mess Billing Requests/Complaints/Clearance Notice Board Inventory Reports Deputy Registrar Academics Academic Structure Reports Office of the Controller Exam Grade Rosters Office of the Treasurer Student Financials Reports