SLCM General Questions and Answers

General Questions

Why is UK implementing Student Lifecycle Management?

Answer: The SLCM implementation is part of the SAP/IRIS Project, a much-needed effort begun in 2003 to replace UK’s aging administrative computing systems. Student Lifecycle Management will replace the functionality of SIS and will enable the University to offer more web-based services to students, streamline some processes, and improve access to information.

What will the SLCM implementation mean for students?

Answer: UK students will benefit from web-based services, including registration and viewing of the unofficial transcript, self-service opportunities such as address maintenance, and the convenience of 24/7 access.

What does the Student Statement of Obligation include?

Answer: The Student Statement of Obligation will cover the financial responsibilities related to registration and contracts with the University. Students will be responsible for becoming familiar with the Drop/Refund policy outlined in the Schedule of Classes. In agreeing to the statement, students also will acknowledge the assigned UK e-mail address as the official mechanism of communication.

If students already have e-mail accounts in other systems, will they be allowed to substitute those for assigned UK e-mail accounts?

Answer: All students must use the accounts set up by the institution to ensure privacy and security. Students may opt to forward their UK e-mail addresses to another address of their choosing, but the University will send mail directly to the official uky.edu e-mail address.

Will Student Lifecycle Management provide audit detail on student attempts to add classes and change their schedules?

Answer: Yes, SLCM does provide audit information on booking attempts.

Will UK continue to collect the student’s social security number and use it as an identifier?

Answer: The student’s social security number no longer will be used as the primary identifier. Instead, the new software will automatically assign each student an eight-digit Student Number. The University will continue to collect the SSN, but use it only when required by law or regulation (e.g., student financial aid processing).

Do student service employees need to know the assigned Student Number to access and display student information?

Answer: No. The new software allows users to search for student records easily by using name, date of birth, or SSN.

Where do employees check for stops or holds on a student’s record?

Information on stops is posted on the Student File. Employees learn how stops are managed in SLCM training. Students can check for stops when they log on to myUK.

How will priority registration for 2007 be handled?

Answer: Priority registration for Summer and Fall 2007 will occur in Student Lifecycle Management, beginning March 26. Students will actually book classes by signing on to the myUK portal.
What is myUK?

Answer: myUK is a portal or gateway that allows students and employees to sign on once and then access multiple systems or features. Sign-on requires the Active Directory ID and password.

How can students check on their Active Directory status?

Answer: The IT Customer Service Center assists students with account questions. The Customer Service Center’s Active Directory page offers helpful information.

Miscellaneous Questions

Where in SAP/IRIS can you find the information shown on SIS screen 184?

Answer: Screen 184 is the academic transcript. This can be viewed through the myUK portal under the Advising Services tab and then Unofficial Transcripts.

Who can set Booking Rules? Are these the same as permits to register?

Answer: Booking rules are handled the same way as they were in SIS. Courses can be restricted in the same ways, and electronic overrides can be issued by authorized users.

The Student Overrides portal screen is used to assign overrides to students.  How is the Override Permissions portal screen used? 

Answer: The Override Permissions portal screen is designed to give other users the ability to assign overrides.  Staff members in the Registrar’s Office will continue to be the only users with this function and they will maintain the security for this functionality.

Will users be able to open and view the SAP/IRIS correspondence entries on the Correspondence tab, or is this simply a list?

Answer: Initially, this will be a list, since the information being converted from SIS is currently in list form only.  However, SLCM correspondence will be viewable.

Is outgoing correspondence on the Correspondence tab created automatically, or can you add correspondence manually when you send a student a letter or other communication?

Answer: For now, the tab information will be populated automatically by correspondence such as account statements (student bills) and acceptance letters.

Will the user be able to actually look at external transcripts on the Transcripts/Tests tab?

Answer: The user will see the actual information from the transcript.

Will there be a link to the ZEVPLAN transaction on the portal?

Answer: No, ZEVPLAN is a custom transaction that is GUI-based. However, the course information will be available for display via the portal.

If students and vendors are SAP/IRIS Business Partners, are employees also BPs as well?

By default, the Business Partner number is created when the employee is created.

How far back will alumni records go in SAP/IRIS?

Answer: All student master data will be loaded prior to the SLCM Go Live. The decision has been made to load all historical course data, etc., from Fall 1988 (first semester in SIS) through the present, for students enrolled from Fall 2000 forward. The plan is to bring the remaining academic history into IRIS by July 2007.

Will users be able to search for students with UK-assigned 880 numbers by entering that number in the ID number field on the Personal Data search box?

Answer: No, standard search functionality will not support searching by these 880 numbers, but other methods can be used (e.g., Personal Data search, Free search).

What information about Holds will students see in the portal?

Answer: Students will see the Hold and the contact information, just as they did in webUK.

Is there information in SAP/IRIS comparable to SIS screens 119 (create a flag) and 208 (view a flag)?

Answer: Yes, the flags from screen 119 will appear on the Special Attributes tab (in Student Master Data) or the Status tab (in the Student File).

Does an Academic Probation Hold automatically inactivate when a semester ends, or must it be manually inactivated?

Answer: The inactivation must be done manually.

Is ProSAM (financial aid system) information set up to automatically populate the Scholarships tab in the Student File?

Answer: No. The Scholarships tab is for use internally by the Recruitment Office only. It will not contain the official scholarship information which is maintained by Financial Aid, and the tab won't be available to other users.

Holds

Is there a way to look at changes made PRIOR TO the last change to a Hold, i.e., is there a longer audit trail that the end-user can view?

Answer: This information is recorded in the system, but is not readily available for an end-user. For now, a SLCM Team member could identify those changes.

Do any SAP/IRIS actions create a Hold automatically, or do Holds always have to be created manually?

Answer: Some holds in SAP/IRIS are created automatically, such as advisor holds and financial holds (when the student has not paid tuition/fees).

If a Hold has been inactivated and the same kind of Hold needs to be activated, is it better to create a new Hold or activate the old one?

Answer: It is better to create a new hold. This will allow for a true history of all hold placements.

In the Maintain Holds box, can the list of Hold Types be set to default to alphabetical order by Hold type?

Answer: Defaults cannot be changed, but users can easily sort items by clicking on the column (Hold Type, in this case) they wish to sort by and then clicking on either the Ascending or Descending Sort icon. Another way to sort would be to click on the Status column and then click on either Ascending or Descending; this will sort results in all active holds displayed together and all inactive holds likewise displayed. End-users also can use the Search icon (binoculars) to quickly find an item in the list.

Are old Holds being converted to the new system? If so, is there a cut-off date regarding how far back they go?

Answer: All active holds from SIS will be converted.

Is the student notified when a Hold is placed?

Answer: Currently, a student is not notified. Students may view their holds at any time through the myUK portal.

Could an e-mail be sent automatically to notify a student when a Hold is placed? If not, can users be instructed to click on the "send email to student" icon on the Holds tab?

Answer: For Phase One, e-mail notification will not be an automatic part of the hold placement process. It may be considered as an option for Phase Two.

Will students see Holds in the portal? If so, can they see the Notes?

Answer: Students can see the holds, but cannot see any associated notes.

Can advisor changes be made to GROUPS of students? Or do changes have to be done one at a time?

Answer: Through the portal, each advisor will see a list of all advisees (the individual must be listed as an academic advisor for each student in Student Master Data). Advisors can lift one student hold at a time, or select multiple holds (from a list) and lift them at once.

When selecting a Hold Type, will users see all of the hold types or only the hold types they will be using?

Answer: Users will see ALL hold types.

Student Numbers

When in the process should a student be created and the SAP/IRIS number assigned? Can you create students if they have not applied for admission, for example, if they are being recruited?

Answer: Yes. All prospective students will be created in SAP/IRIS and each will have a Student ID number.

Who will be creating students? Will the system tell you if a student is already in SAP/IRIS, or should you do a search before you create a student?

Answer: The same areas that create students today will do so in the new system.

When an end-user enters information to create a student in SAP/IRIS and attributes such as name, date of birth, etc., match another student already in the system, the end-user is prompted to review and select from a list of possible matches. If there is no true match, the user continues with the creation process.

Are students ever created automatically?

Answer: Yes, students are created automatically by processes such a applying for admission via the web or test score submission.

When and how will students be informed of their SAP/IRIS student numbers?

Answer: Currently enrolled students have already been receiving correspondence with their new student number included since October 2005, when Student Accounting went live. This number appears on the student account statement (bill).

Signing on to the portal will not require a student ID number, as students will use the Active Directory ID and password.
 

Are student numbers simply assigned in sequence as students are created, or do the numbers reflect whether the student is undergraduate or graduate? Can you tell a student’s status by the student number?

Answer: Numbers are assigned in sequence and no intelligence is built into the number.

Will former students' social security numbers be kept in sync with the new system? What if there is no SSN for a former student? Will former students be assigned an SAP/IRIS student number?

Answer: Information will be converted to SAP/IRIS for any student who had an SSN in SIS. UK-created 880 numbers (for students without SSNs) also will be converted into SAP/IRIS and can be found in Student Master Data on the Student Category tab.

Student Names and Addresses

How should international names with multiple first names (and/or multiple last names) be handled? Do they require hyphens or any special treatment?

Answer: There is no definitive answer about how international names should be entered, since these are separate fields in SLCM. The SLCM Team's recommendation is to enter one first name, one last name (or as much as is truly considered part of each of those names) and then the remainder could go in the middle name field.

In SIS, suffixes are located in the Last Name field. How will this be handled in SAP/IRIS? If different, how will this data be converted?

Answer: Suffixes in SAP/IRIS will be handled the same way they are in SIS. There should be no problem converting this data.

Will students in Dentistry and Medicine be able to change their addresses in the portal?

Answer: Yes.

HR has a suffix field in the Personal Data Infotype, but SLCM is using the last name field for suffixes. Why?

Answer: HR is a more mature module in SAP and the suffix field through HR works correctly. In contrast, it does not always work as designed throughout SLCM and does not always appear as it should in reports, hence the decision to keep the suffix as part of the last name for now.

There appears to be no student Billing address in SAP/IRIS. Which address should be used?

Answer: The Permanent address has been used for billing since the Student Accounting Go Live in October 2005.

On the Standard Address tab, is the State and/or ZIP code field required in the Production system?

Answer: The ZIP code field is required in the Production system.

When changing an International or Permanent address, is it best to delete the old address and then create a new one?

Answer: Address changes for students will be permitted through the myUK portal for authorized users, and the SLCM Team recommends that users change addresses there. The old address information will be stored in SAP/IRIS and the new address will be created. Users will have to click on the Edit button beneath the address they wish to change to open up the fields for editing.

Is the official UK e-mail address automatically generated for students? If so, when does this happen?

Yes, the process of the UK e-mail address creation is automatic upon acceptance to the University.

Are we to use the official UK e-mail address for all e-mail correspondence? If so, will this be easy to find in the portal?

Answer: Yes, the official UK e-mail address should be used for all electronic correspondence. It is located on the Address tab in the Student Master Data section.

Will the students be able to change their e-mail address? Will the UK address be the ONLY e-mail address used for communication to students?

Answer: The official UK e-mail address will be the only address used. Students may choose to forward their uky.edu e-mail to a personal account.

How many characters can the address fields hold in Student Master Data? (Some Canadian addresses are very long.)

Answer: There is ample space for addresses (with the capability of additional lines), so entering a Canadian address should not be a problem. This is one of the areas where we benefit from SAP being an international company!

Updated: 5/3/2012

859-218-HELP (859-218-4357) 218help@uky.edu