Updating Admissions Application Decisions (Program Action,Action Reason) Using Decision Import - Batch Process in PeopleSoft

Overview

This article provides instructions for updating admissions application decisions (Program Action,Action Reason) using a batch process in PeopleSoft, after the initial admissions application has been created. Utilizing the batch process is useful when a Decision Integration does not exist for your admissions application source system and you have a large number of admissions applications to update with decisions such as ADMT,FULL, or WAPP,CAN for example, as opposed to updating each admissions application individually.

Detail

Assumptions/Requirements for Utilizing the Batch Decision Process

• You already have PeopleSoft security to access and update admissions applications (Student Admissions > Application Maintenance > Maintain Applications) for your school/department
• The admissions application has already been created in PeopleSoft.
• You have the means to generate the required source input .csv file of the PeopleSoft admissions applications that you need to update with decisions.
  • The applicants PeopleSoft ID (EMPLID) and PeopleSoft Admissions Application Number are two key data elements required in the .csv file.
  • A typical source to obtain this information for the creation of the required .csv input file is the Data Warehouse Student Mart using Tableau.
• You have access to PeopleSoft Windows Server path \interface\ad\in\[school specific folder] where you will save the .csv file for input to the batch decision process.
• The Program Action,Action Reasons you are updating on the admissions applications are valid based on the current Program Action,Action Reason associated with the admissions applications. For example, you cannot add Program Action ADMT (Admit) if the current Program Action associated with the Admissions Application is WAPP (Cancelled).

Create .csv File of Admissions Applications You Would Like to Update in Batch

Input file requirements:

• Must be a comma delimited .csv file
• Must not include a header record
• Can include multiple Program Action,Action Reason records for the same PeopleSoft ID and Application Number. For example, a record to add ADMT,FULL and another record to add MATR to the same PeopleSoft ID and Application Number, within the same execution of the Batch Decision Process

• If Admissions Action Reason is included, must be valid for associated Admissions Program Action
• Not required if there is no associated Admissions Action Reason. Must insert 2 comma's following Field 3 (Program Action) if there is no value for Field 4 (Action Reason) 

Input file format example:

Run the Batch Admissions Application Decision Process

1. Save your prepared .csv input file to the PeopleSoft Windows Server path \interface\ad\in\[school specific folder]. You may already have this mapped as a network drive on your device
2. Log into PeopleSoft and navigate to Student Admissions > Pitt Admissions > Decision Import - Batch
3. Select an existing Run Control ID or use Add a New Value to create a new Run Control ID if you didn't already create one.
   1. Input/Output File Path should be g:\interface\ad\in\[school specific folder] where you saved your .csv input file. Drive letter must be g: for the Input/Output File Path even if you have this mapped as different network drive letter on your device.
   2. Input File Name should be the name of your saved .csv input file, including the .csv extension
4. Click Run
5. Make sure Server Name is set to PSNT
6. Select the checkbox next to Decision Import Job, Process UXAD129, Click OK
7. Click Process Monitor
8. Click Refresh occasionally and verify Run Status goes to Success
9. Click on the Process Name hyperlink of the process you just ran
10. Click View Log/Trace
11. Click ...PDF to view PDF report to see results and confirm all records processed as expected, and to check for errors

Activate Applicants (Complete Matriculation Process)

Related Information

The process outlined in this article is an enhanced version of the Mass Matriculation/Mass Cancel Process, which is being deprecated. The Mass Matriculation/Mass Cancel Process did not allow for the Program Action,Action Reasons to be sourced from the input file, requiring multiple runs of the process to account for all the combinations of Program Action,Action Reasons that you needed to update across multiple admissions applications. Since the enhanced Decision Import - Batch Process obtains the Program Action,Action Reasons from the input file, various combinations of Program Action,Action Reasons can be updated in one execution of the process. The Decision Import - Batch Process also allows you to update an admissions application with multiple Program Action,Action Reasons in one execution of the process, whereas the Mass Matriculation/Mass Cancel Process required multiple executions of the process to update an admissions application with multiple Program Action,Action Reasons for the same admissions application.