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Technical Details

Current Release Version: 2021.2.0

Release Date:

Application Location: Google Drive / AIS / Applications

Security Roles: Slate Operations (for Query Export)

Notes

The following are some notes and assumptions to consider during the development cycle.

  • Summer Dual Sessions (1-week & 3-week)
    Students are required to have two applications in this scenario. The sheet combines the two rows into a single comprehensive row that can be processed through the same business logic for validation.

  • Overriding Ineligible Courses:
    In cases where a course is flagged as ineligible, the status can be overridden by adding the course to the Course Interest #5-7 slots, which are always eligible.

  • Multiple Registrations for Single Session (Summer only)
    In cases where there are multiple courses to be taken to satisfy a single term course requirement, such as an additional lab or recitation course, the export value in Slate should include all required course numbers separated by a comma (e.g., the Biology + lab pair, the export value equals ‘BIOL0101,BIOL0102’).

Requested Features

Current Cycle

Release 2022.1.0 [February 2022 - Summer Release]

Features to Complete

  • Tracker Google sheet
    • Create a new version of the sheet for the Summer 2022 term
      • Clear out old data and move to the shared application folder
  • Unified Query
    • Create a version of the query with the same structure, but new parameters to pull for the Spring 2022 term and AYI specific programs
  • Slate Data Configuration
    • Ensure that all of the courses have the correct course code associated in the export values for the prompts

Features to Consider

  • Tracker Google sheet
    • Use the course review tool methodology tied to the course counts in the tracker
    • Student needs a STUD
    • Student needs a REG-GRP
    • REG-GRP needs to be removed
    • When user selects a Slate Ref ID cell, show the details that are relevant for further action
      • Show the Actions column steps from the dataset
      • Show the courses and eligibility from the application
      • Show the courses registered in SIS
      • Show the sessions from the application and the sessions registered
    • Basically, make the raw data more presentable in an action steps card
    • Add a tab to calculate the tuition for the current set of registered students based on the rate defined for the term
    • Add text info to the Actions column to guide next steps
    • Sidebar UI for Validation functions
  • Unified Query
    • Last Registration Date
      • Create new field in Slate and include in the sync process
    • Add the back-end guid to allow quick links to the Slate records
      • Will require code to create hyperlink in the sheet data; can run during validation procedure
    • Include any registration HOLDS on the student’s account
      • Requires update to the SIS sync process
    • Additional fields for Unified query

Features Ready for Release

  • Not started

Previous Cycles

Release 2021.3.0 [October 2021 - Spring Release]

  • Tracker Google sheet
    • Create a new version of the sheet for the Spring 2022 term
      • Clear out old data and move to the shared application folder
    • Add a tab to show cases where students have not started the registration process  
  • Unified Query
    • Create a version of the query with the same structure, but new parameters to pull for the Spring 2022 term and AYI specific programs
  • Slate Data Configuration
    • Ensure that all of the courses have the correct course code associated in the export values for the prompts

Release 2021.2.0 [August 2021 - Fall Release]

  • Tracker Google sheet
    • Create a new version of the sheet for the Fall 2021 term
      • Clear out old data and move to the shared application folder
    • Remove all functionality and visual indicators around the registration webinars
      • No longer required or monitored
    • Add a cell to the Control Panel that will serve as the indicator for which logic to use when processing the sheet data
      • AYI and SUMMER will be the two options
      • Update all validation procedures to include this new variable to determine which checks to process
  • Unified Query
    • Add a column showing the number of courses that are registered in SIS 
    • Create a version of the query with the same structure, but new parameters to pull for the Fall 2021 term and AYI specific programs
    • Change the logic for the Session column to include a universal placeholder that can fit into the validation check (e.g., {“id”:”0”,”name”:”Any Session”})
    • Additional fields for Unified query
      • Add a new column to show the total number of courses registered
    • Remove registration webinar fields
  • Slate Data Configuration
    • Ensure that all of the courses have the correct course code associated in the export values for the prompts

Release 2021.1.1 [June 2021]

  • Tracker Google sheet
    • BUG: Cases where a person has enrolled in multiple approved courses in the same subterm are being incorrectly flagged as valid registrations

Release 2021.1.0 [March 2021 - Summer Release]

  • Tracker Google sheet
    • Clearing the Slate data sheet before the upload eliminates the frequent error in the upload, make this the first step in the upload function
    • The Slate named range needs to automatically grow to the size of the new dataset
    • Cases where there are two applications, one for the 1-week and the other for the 3-week, are not being calculated properly
      • Pre-sort the Slate query by Ref ID to make processing faster
      • During the validation procedure, analyze the full sheet for these cases and combine the multiple rows into single comprehensive row before proceeding with the check
      • E.g., 776046274 Karina Kadia and C004523125 Justin Riggi

Release 2021.0.9 [March 2021]

  • Tracker Google sheet
    • There are the same number of courses as sessions (for dual)
    • Only one course per session
      • Workaround for labs, recitations, etc. (two courses in the same term that should be counted as one)
    • Each session has a registered course
    • All courses are in allowed sessions
    • Reason why a registration failed validation
      • Invalid course/session registered
      • Not registered in all sessions 
    • WORKAROUND: Add some text to the first row beneath the header, then copy the row into the sheet. Remove the dummy row and proceed.
    • Add a registration validation check to compare the session code and the session that the student signed up for
    • Add text info to the Actions column to guide next steps
    • BUG: When there is no data in the Manual Registration or Call Tracker sheets, the first row to be copied inherits the header row formatting and loses the conditional formatting
    • For the registered course counter, factor in the subterm to avoid double counting those courses that have two registered components, but are technically a single course for revenue purposes

Release 2021.0.8 [February 2021]

  • Tracker Google sheet
    • Add the following indicators to the query and then add counters to the dashboard
      • New student, re-enroll student, deferred student
    • Registered course count
      • This will be updated on the dashboard when the course registrations are validated
    • Add dates for last data upload and course validation into the Statistics section; pull from Control Panel
    • Only allow a single file to be selected and uploaded
    • Dashboard
    • Sidebar UI for Data functions
  • Unified Query
    • Confirmed access should be for Laura Fields and Alan Barnhart
    • Include in the SIS Registered Courses field in Slate
    • Session Code Key (K = Session 1, L = Session 2, M = Session 3)
    • Give run access to Admissions Admins for the HSP Unified query so they can retrieve the daily export file
    • SIS session registered; subterm code determines session
    • Add Attended Date to the exports
    • Student application type (e.g., deferral, re-enroll, new)
  • SIS Sync Query:
    • This will ensure that the sync will catch new registrations even when the application record has not been modified
    • Set the SIS_Record_Date to the latest available date between the APPL and TSTA Last_Mod_Date
  • Committed, Attended
    • Add conditional formatting to show if rows exist on either of the manual sheets

Release 2021.0.7 [February 2021]

  • Unified Query
    • Add Student Phone
    • Add Parent Phone
    • Add Session/Term of Entry (Session1, Session 2, Session 3)
    • Review all data columns from the Slate query for necessity; remove any that are unneeded for the workflow
  • Tracker Google sheet
    • Stores instructions, variables and data that are needed sheet-wide
      • Add code to update the cell whenever a new file is uploaded
      • Slate data refresh date and time
    • Move "SIS Registration Group" and "STUD Exists" fields to column G & H; Freeze columns A-H
    • Move "SIS Registration Group" and "STUD Exists" fields to column G & H; Freeze columns A-H
    • Control Panel
    • Registration Completed
    • Committed, Attended
    • BUG: Retain leading zeros in all of the Slate Ref ID cells

Release 2021.0.6 [February 2021]

  • Tracker Google sheet
    • File chooser and CSV upload interface
    • Registration Check
      • Match the tab color on the underlying sheet
      • Match the tab color on the underlying sheet
      • Any rows that are added to the Registration Calls sheet should be colored light red; use the first column as a match indicator
      • Any rows that are added to the Manual Registration sheet should be colored light yellow; use the first column as a match indicator
    • Select the entire row to copy then push a button to copy
      • Appends the data to a new row on the corresponding sheet
    • Any rows that are in the Registration Completed sheet should be set to gray to indicate they no longer require action
    • Add the date to the first cell for each row when it is added to the sheet
    • Include a series of columns for manual tracking detail at the front of each row
    • Any rows that are in the Registration Completed sheet should be set to gray to indicate they no longer require action
    • Add the date to the first cell for each row when it is added to the sheet
    • Include a series of columns for manual tracking detail at the front of each row
    • Sidebar UI for Data functions
    • Conditional formatting to make elements more readable on sheets where action is expected
    • Sidebar UI to add a row(s) from the Registration Check sheet to any of the manual monitoring sheets (e.g., Registration Calls, etc.)
    • Registration Calls tracking sheet
    • Manual Registration tracking sheet

Release 2021.0.5 [January 2021]

  • Tracker Google sheet
    • Committed Students
    • Missing STUDs
    • Session Attendees
    • Complete Registrations
    • Registrations to Review
    • Validate the course columns and update the ‘Valid Registration’ column with ‘TRUE/FALSE’ to designate if the registration needs to be reviewed by an admin
    • Views to include
      • Filter on [STUD Exists in SIS]
      • [Deposit in SIS]<>N
      • [Attended…]=1
      • [Enrollment in SIS Value]=Y
      • [Attended…]=1
      • [Enrollment in SIS Value]<>Y
      • Committed, Missing STUD
      • Committed, Attended
      • Not Committed, Attended
    • Dashboard counters for basic metrics
    • UI for Data functions
    • Create a data view page that uses QUERY to display rows from the unified data extract that requires admissions review and action
  • SIS → Slate sync process updates
    • If present, sync the code back to an application-scoped field in Slate
    • Add a check to the STUD check process to look for a REG-GRP indicator (STUD_STUDENT.Registration_Group_Code)
    • Add a check for any registered courses for the APPL entering term and store them in an application-scoped field in Slate (comma delimited list of course identifiers)
  • Unified query in Slate to pull all data that is required to track the status of any incoming admitted immersion program student
    • Target enrollment term (Summer 2021, etc.)
    • Target program name (AYI, Summer Immersion, etc.)
    • Decision (First) = Admit
    • All students in the:
    • For course interest fields, include the export value in addition to the course name for easy comparison to the SIS side of the data
    • SIS Enrollment Reply value (Y/N) to assess commits



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