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Table of Contents
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Configuration

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and External

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Data Validation

ValidationDescription
PurposeHolds attributes for any user accessing or referenced by SSP. For example, supports search results, early alerting and student creation. Records in this table are periodically synchronized into the "person" table and several of its supporting tables. Both school_id and username must be unique identifiers for each record. I.e. any given school_id or username can occur at most once.Considerations
  • All users who will sign into SSP or MyGPS should have a row in the table including;
    • All students that may be added to SSP
    • All coaches (counselors, faculty members, advisors, etc) that may be assigned as a coach for a student
    • All faculty members who may have an Early Alert rosters
  • Only students should have a coach_school_id and student_type_code
    • Commonly implementers add students to external data that are "system active" so that they are available to SSP.  The litmus test would be: "Could the student walk off the street and register for courses?".  If so they should be available to SSP For each of the blocks described below, the configuration and external data should be validated for accuracy, integrity and support for the business processes.  The links below should be used to assist with validation for each block.  The external data is displayed throughout SSP as described in the User Interface Validation.  The documentation describes the location of external data in the UI.  The external data also is the basis for user information and supports various tools.  To ensure the supports the application, the validation queries will identify common problems with the data load in the external tables.
    User Interface ValidationDocumentation of display locations for external data in the user interface
    Data and Configuration ValidationCommon validation queries to test the accuracy of the configuration and integrity between external tables

     

    Block 1 - Base SSP Configuration

    External DB Tables

    external_personDescription
    PurposeHolds attributes for any user accessing or referenced by SSP. For example, supports search results, early alerting and student creation. Records in this table are periodically synchronized into the "person" table and several of its supporting tables. Both school_id and username must be unique identifiers for each record. I.e. any given school_id or username can occur at most once.
    Considerations
    • All users who will sign into SSP or MyGPS should have a row in the table including;
      • All students that may be added to SSP
      • All coaches (counselors, faculty members, advisors, etc) that may be assigned as a coach for a student
      • All faculty members who may have an Early Alert rosters
    • Only students should have a coach_school_id and student_type_code
    • Commonly implementers add students to external data that are "system active" so that they are available to SSP.  The litmus test would be: "Could the student walk off the street and register for courses?".  If so they should be available to SSP in the external data.
    • The username must match the username that a user will use to log into SSP
    Sync'd Fields
    • first_name
    • middle_name
    • last_name
    • birth_date
    • primary_email_address
    • username
    • home_phone
    • work_phone
    • cell_phone
    • address_line_1
    • address_line_2
    • city
    • state
    • zip_code
    • residency_county
    • photo_url
    • school_id
    • coach_school_id
    • office_location
    • office_hours
    • actual_start_term
    • actual_start_year
    • marital_status
    • ethnicity
    • gender
    • balance_owed
    • student_type_code
    • race_code

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    Tool PermissionsDescriptions
    PurposeEach role has a default set of tool permissions.  Beyond assigning multiple roles, individual tool permissions can be assigned if necessary.
    Considerations

    Block 2 - Main Tool Phase 1

    External DB Tables

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    Validation Steps

    • Add a new student to SSP
    • Review the sync'd data from external person
    • Confirm section1 and 2 configuration items

     

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    Block 2 - Main Tool Phase 1

    External DB Tables

    external_registration_status_by_termDescription
    PurposeHolds registration status for each student by term. Used in SSP reporting capabilities.  Used in the Main Tool Details Tab
    Considerations
    • The student search uses data in this table.  For each term with a course count greater than zero

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    Journal Settings
    Worksheet
    • The Track-Step-Detail associations are are 100% based on completing the worksheet and entering the Tracks, Steps, Details and associations.  Once complete, the associations are available for selection when creating/updating Journal Entries

    Block 7 - Counseling Reference Guide and Action Plan

    SSP Configuration Guide

    Action Plan SettingsMyGPSAction Plan Message Templates
    Section 7WorksheetSection 8 with Template Definitions and Examples
    • The Action Plan is 100% based on completing the Counseling Reference Guide (CRG) worksheet and entering the Categories, Challenges, Referrals and associations.  The tasks are created based on selecting a Referral from the CRG
    • The Self-Help Guides (SHG) are 100% based on assigning existing Challenges to a SHG and providing the details of the purpose and order of Challenges

    Block 8 - Map Phase 1

    External DB Tables

    1. external_course
    2. external_division
    3. external_department
    4. external_program

    SSP Configuration Guide

    1. MAP message templates
    2. MAP Settings
    3. MAP Plan Status Calculation

    Block 9 - Map Phase 2

    External DB Tables

    1. external_course_term
    2. external_course_program
    3. external_course_tag
    4. external_course_requisite
    5. external_substitutable_courses
    6. external_person_planning_status (optional)

    SSP Configuration Guide

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    • 100% based on completing the worksheet and entering the Tracks, Steps, Details and associations.  Once complete, the associations are available for selection when creating/updating Journal Entries

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    Block 7 - Counseling Reference Guide and Action Plan

    SSP Configuration Guide

    Action Plan SettingsMyGPSAction Plan Message Templates
    Section 7WorksheetSection 8 with Template Definitions and Examples
    • The Action Plan is 100% based on completing the Counseling Reference Guide (CRG) worksheet and entering the Categories, Challenges, Referrals and associations.  The tasks are created based on selecting a Referral from the CRG
    • The Self-Help Guides (SHG) are 100% based on assigning existing Challenges to a SHG and providing the details of the purpose and order of Challenges

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    Block 8 - Map Phase 1

    External DB Tables

    external_courseDescription
    Purpose

    Holds course details generally found in a course catalog/bulletin.  Used in the MAP Tool

    Considerations
    • The rows populate the Available Course List in MAP for users to select courses to add to Plans and Templates
    • The courses should contain courses for which the student can register. Older courses are generally not useful
    • Implementers have discovered more than 1500 courses does not perform well in the application
    • The course list is cached on the server which is updated once a day or during application startup
    external_divisionDescription
    Purpose

    Defines the list of divisions that can be added to the plan template definition.  Used in the MAP Tool.

    Considerations
    • The list of programs should only include academic divisions. The list of divisions is available in a combo box when defining Plans and Templates.
    external_departmentDescription
    Purpose

    Defines the list of departments that can be added to the plan template definition.  Used in the MAP Tool.

    Considerations
    • The list of programs should only include academic departments. The list of departments is available in a combo box when defining Plans and Templates.
    external_programDescription
    Purpose

     Defines the list of programs that can be added to the plan template definition.  Used in the MAP Tool.

    Considerations
    • The program code defined should match the program codes used in other tables
      • external_student_academic_program
      • external_substitutable_courses
    • The list of programs should only include academic programs. The list of programs is available in a combo box when defining Plans and Templates.

    SSP Configuration Guide

    MAP SettingsMAP Message Templates
    Section 11Section 8 with Template Definitions and Examples
    • 11.1 MAP Colors
    • 11.2 MAP Electives
    • 11.4 Anonymous Template Access
    • 11.10 Allow Edit of Past MAP Plan Terms
    • MAP Plan Printout

     

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    Block 9 - Map Phase 2

    External DB Tables

     

    external_course_termDescription
    PurposeDefines the terms in which the designated course is offered.  Each course with the associated term to include is listed separately.  Used in the MAP Tool.
    Considerations
    • MAP validates whether or not courses added to the plan are planned to be offered. Many implementers don't have future term assignments. When the information exists, the table should be populated with pairs of courses and terms. When the information doesn't exist, implementers commonly use two approaches:
      • Leave the table empty which will turn term validation off in MAP
      • Fabricate course-term assignments for future terms so users do not get validation error message. This does open a risk that courses will not be offered in future terms and thereby invalidating the course in the plan.
    external_course_programDescription
    PurposeDescription: Defines the courses required by degree programs.  Each course with the associated program is listed separately.  Used in the MAP Tool.
    Considerations
    • The programs populate the program combo box filter used to select courses. The programs are not used for any other function in MAP.
    external_course_tagDescription
    PurposeDefines the tag codes assigned to courses.  Each course with the associated tag is listed separately.  Used in the MAP Tool.
    Considerations
    • TAGS are only used to filter courses. The TAGs are not used for any other function in MAP.
    external_course_requisiteDescription
    Purpose

     Defines the list of programs that can be added to the plan template definition.  Used in the MAP Tool.

    Considerations
    • MAP validates whether or not courses added to the plan have satisfied the requisite rules in defined in the table. No rows in the table essentially turns off the course validation.
    • The requisite rules allow for CO, PRE and PRE_CO but are limited to course pairs (2 course max)
    external_substitutable_coursesDescription
    PurposeDescription: Defines the relationship of courses that may be used during the MAP plan status calculation.  An option in the calculation allows for a planned course to be substituted by another course when the matching logic identifies courses.  When matched to the subtitution (target course), the planned course will be considered a match.  Each row will define a single pair of courses, and multiple rows can be inserted to define additional substitutions for a plan course.  Used in the MAP Tool
    Considerations
    • Substitution rules must contain information for the source and target courses for each optional matching criteria is turned on. That include course title, course hours and course code.
    • When program code, term code and catalog year are not defined the substitution rules apply to all matching courses.
    external_person_planning_status (optional)Description
    PurposeDefines the status of the student's active plan.  Valid values are On and Off.  This indicates whether or not the student is on plan to complete the active plan.  The requirements and calculation of plan status is done outside of SSP and simply stored in this table.  If the student planning status is Off, a reason can be stored in the table.  Used in the MAP Tool when SSP is not calculating the plan status.
    Considerations
    • This is only used when the plan status calculation is turned off.

    SSP Configuration Guide

    MAP Settings 

    Section 11

    MAP Plan Status Calculation

      • The details of the plan status calculation process are in the Users Guide.
    • 11.3 MAP TAGs
    • 11.5 Calculate MAP Plan Status
    • 11.6 MAP Plan Status Matching Criteria
    • 11.7 MAP Plan Status Cutoff Term
    • 11.8 MAP Plan Status Passing Grades
    • 11.9 Task Scheduler for MAP Plan Status
    • 11.11 MAP Plan Status Send Report
    • 11.12 MAP Plan Status Email Address
    • 11.13 MAP Plan Status Send Off Plan Coach Email
    • 11.14 MAP Plan Status Term Bound Strict
    • 11.15 MAP Plan Status Use Substitutable Courses
    		 

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    Block 10 - Notes and Accommodation

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    external_person_noteDescription
    PurposeNotes from any system can be save in the table for display in SSP.  Notes can originate from any system and will be displayed to the user in chronological order.  Used in the External Notes Tool
    Considerations

    By default, Notes are only available to Coach roles.  Implementers commonly add permissions to the Support Staff and Faculty roles

    No security is applied to the rows.  If a user has access, all rows loaded into the table are visible are visible

    SSP Configuration Guide

    Accommodation Settings
    Section 9

    Considerations

    • The Accommodation tool is used only to store application and disposition information.  Security for access to the tool should be considered for the Coach role
    • For any entries/records created in other SSP tools, the Confidentiality Level for Disability (or alternate) should be considered

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