CS Core - Data Validation - Bio/Demo

Purpose: This guide is intended to provide colleges instructions on how to perform the conversion validation of data in the PeopleSoft environment.

Colleges are being asked to review data that was converted from the legacy environment to PeopleSoft.  The goal of data validation is to ensure legacy data was accurately converted into PeopleSoft.  College Subject Matter Experts (SMEs) are included in data validation as a learning experience in navigating the PeopleSoft application, selecting records to review, and reporting issues discovered.

College executives are asked to support the time and effort expended by college SMEs necessary to complete the following:

  • Develop a familiarity with navigating the relevant PeopleSoft menus and pages.
  • Review selected records, comparing legacy data to the records as converted into PeopleSoft.
  • Report issues discovered after careful review of converted data.
  • Monitor resolution of reported issues for review in the next conversion testing round.
  • Develop an approach for self-managing the data validation and issue reporting process in subsequent rounds of data conversion testing.

It is expected that College Data Validation SMEs will have already read the Data Validation Overview guides before beginning their validation activities:

Overview of Data Validation for Bio/Demo Data in Campus Solutions
Conversion Summary

Bio/Demo conversion testing includes the following areas:

  • Student Bio/Demo  Person Information - Minimum of 50-100 records
  • Student Bio/Demo  Citizenship
    • USA citizenship - Minimum of 50 records
    • Citizenship from supplemental file- Minimum of 50 records
  • Birth Country and Location from supplemental file - Minimum of 50 records
  • Student Bio/Demo  Visa - Minimum of 50 records
  • Student Bio/Demo  Ethnicity - Minimum of 50 records
  • Student Bio/Demo  Disability and Accommodation (Cycle 2 and after) - Minimum of 50 records
  • Residency (Cycle 2 and after) - Minimum of 50 records including a variety of Residency codes and Residency exceptions
  • Emergency Contacts - Minimum of 50 records
Conversion Validation Due Date

The Validation Results and Feedback are due NO LATER THAN on the last  day of the Data Validation Period. It is strongly recommended that issues  are reported EARLY in the validation period and are not held until the  end of the period. Validation Results and Feedback are for reporting  closure of the college's validation activities for the conversion cycle.  To view a list of the validation periods please refer to the timeline topic in the Data Validation Overview - Getting Started Guide.

Getting Help

Questions regarding the data validation activities can be directed to the Functional Analyst or Campus Solutions Lead.

Kyrsten Catlin - Campus Solutions Functional Analyst

Amanda Hoover -  Campus Solutions Functional Analyst

Rebecca Poe- Campus Solutions Core Lead

John Henry Whatley- Campus Solutions Project Manager

Conversion Detail – Bio/Demo
Conversion Background – Student Bio/Demo - Person Information
Bio/Demo - Conversion Legacy Source Details

PeopleSoft has been populated with 6 years of enrolled student information and student information based on admissions data for 2 years prior to go live and any future admit terms. The data was extracted via conversion activity referred to as C-014, and the chart below identifies the legacy data that will populate the specified PeopleSoft Bio/Demo fields.

PeopleSoft Field PeopleSoft Field Description Legacy Source  System Legacy Source Record  Legacy Extract Value /Source Field
EMPLID Empl ID or ID SM or TRAN STU-D or TRAN-STU-D SID
BIRTHDATE Date of Birth SM or TRAN STU-D or TRAN-STU-D BIRTH-DATE
NAME_TYPE Type of Name SM or TRAN STU-D or TRAN-STU-D Set as Primary
EFFDT Effective Date SM or TRAN YRQ-M or TRAN-YRQ-D.YRQ LAST-DAY-YRQ
EFF_STATUS Status as of Effective Date translation n/a A-active
NAME Name SM or TRAN STU-D or TRAN-STU-D STU-NAME
LAST_NAME Last Name SM or TRAN STU-D or TRAN-STU-D STU-NAME
FIRST_NAME First Name SM or TRAN STU-D or TRAN-STU-D STU-NAME
MIDDLE_NAME Middle Name SM or TRAN STU-D or TRAN-STU-D STU-NAME





ADDRESS_TYPE Address Type ppsft system STU-D or TRAN-STU-D Set as Primary
ADDRESS_TYPE Address Type SM ALT-ADDR-M Set as Other
EFFDT Effective Date SM or TRAN YRQ-M or TRAN-YRQ-D.YRQ LAST-DAY-YRQ
EFF_STATUS Status as of Effective Date translation n/a A-active
COUNTRY Country n/a
USA
ADDRESS1 Address Line 1 SM STU-D or TRAN-STU-D and/or ALT-ADDR-M STU-STREET
CITY City SM or TRAN STU-D or TRAN-STU-D and/or ALT-ADDR-M STU-CITY
STATE State translation STU-D or TRAN-STU-D and/or ALT-ADDR-M STU-ST
POSTAL Postal Code SM or TRAN STU-D or TRAN-STU-D and/or ALT-ADDR-M STU-ZIP
E_ADDR_TYPE Email Type translation
Set as Home
EMAIL_ADDR Email Address SM ALT-ADDR-M STU-EMAIL-ADDR
PHONE_TYPE Phone Type translation
Day for Home
Evening for Mobile
PHONE Telephone SM STU-D STU-DAY-PHONE
STU-EVE-PHONE
SEX Sex SM or TRAN STU-D or TRAN-STU-D SEX
COUNTRY Country ppsft system
USA
NATIONAL_ID_TYPE National ID Type ppsft system SID-SSN-XREF-D.SSN If SSN matches SSN format rules PR. If SSN matches ITIN rules  ITIN
NATIONAL_ID National ID SM SID-SSN-XREF-D SSN

A converting record that matches an existing PeopleSoft record can update the existing PeopleSoft record.  Effective dated fields will have a new effective dated row added.  Fields without effective dates may be overwritten based on the conversion priority logic identified below.

Bio/Demo - Conversion Priority Logic and Identifying Data Source

Priority Rules for Base Bio/Demo Record (Hub Data)

When reviewing Bio/Demo data it is important to have a basic understanding of the priority logic applied to the various systems that are contributing to the PeopleSoft record.  There are five data sources for Personal Information.

  1. Current PeopleSoft record
  2. Legacy PPMS (Human Resources System) Active employees or employees who have separated within the last 2 years
  3. Legacy FAM (Student Financial Aid Data) Students enrolled in the last 6 academic years
  4. Legacy SMS (Student Data) Students enrolled in the last last 6 academic years
  5. Legacy FMS (Student Financial data) Students with any account balance (bio/demo data is sourced from SMS)

If an active PeopleSoft record exists with active payroll, the PeopleSoft record will not be changed by a converting college.  If a PeopleSoft student record exists with no active PeopleSoft employee data, but includes current student enrollment, then the record coming in from the converting college will be evaluated for active payroll at the converting college. If no active payroll data exists from the converting college, then the financial aid data will be compared. If the PeopleSoft record has a loaded ISIR for the go-live term, then the PeopleSoft bio/demo record will not be updated by incoming bio/demo information. If the PeopleSoft record does not have a loaded ISIR for the go-live term, then the PeopleSoft bio/demo record will be updated by incoming FAM data. If there is no incoming FAM data for that record, then the bio/demo record will be updated by the incoming SMS data.

When no existing PeopleSoft record is found, the incoming record will be based on data from the four legacy systems only.  A student with an active employee record and active payroll will take priority during conversion.  If no employee record exists, the student record is evaluated, pulling personal information first from FAM, then SMS, and finally FMS based on the most recent activity from each of these systems.  If a student has a record at more than one converting college, and there was no FAM data converting from that college, then the college with the most recent enrollment will be the record that converts the personal information from the legacy system.

If a student is enrolled at two or more converting colleges during the go-live term, whichever college loads first will take priority.

Priority Rules for Bio/Demo Related Fields (Non-Hub Data)

PeopleSoft has a base biographical record with Name, Address, Phone Number, Email, Date of Birth and National ID.  Other bio/demo related fields are called Non-Hub data and they include Citizenship, Birth Country, Visa/Permit, Disability and Emergency Contact.  These records will convert using the same priority logic that is used for the main bio/demo record, except for the scenarios listed below.

  • There is no Non-Hub data for FAM. If a student converted from FAM, the Non-Hub data will convert from the SMS Non-Hub data, if available.
  • If there is an existing PeopleSoft record for a Non-Hub element and there is not a Non-Hub element being loaded by the incoming college, there will be no update to remove the existing data from PeopleSoft.
  • If there is not an existing PeopleSoft record for a Non-Hub element, but if data comes in from more than one converting college, the Non-Hub data will only convert from the college that will also be updating the bio/demo record.

Source Tips and Clues

When validating data, it can be difficult to determine the source of the records. There are a few indicators that give clues as to the source of the data

  1. If the PeopleSoft ID number starts with a 1, the source was from a converting college PPMS system or created in the PeopleSoft HCM pillar (human resources system).  
  2. Make sure to use “Include History” mode on pages, where available, and look for data with multiple rows.  When you are in history mode you can look at the top right corner of the data box for a “View All” or “1 of 2” page viewer to review prior effective dated data.  Fields with previous effective dated rows were existing in PeopleSoft and may or may not have been updated with converting data.
  3. Data with an effective date of 01/02/1901 or later typically indicate a record that was existing in PeopleSoft and was updated by the conversion. More information about effective dating is provided below.
  4. The External System ID page can tell you if the student has a legacy ID from other colleges.  Unfortunately, this page does not provide information if the student was entered natively into PeopleSoft.  The External System ID page can be found at Main > Campus Community > Personal Information > Identification > External System ID.
Search/Match

When searching for matching records in PeopleSoft, the system uses various data elements in combination to determine if the record is a match to an existing PeopleSoft person record.  The following list contains the field combinations and order in which the system is searching for a matching record.  If no match is found, based on these sets of parameters, a new Person ID is created for the incoming record.

  1. External ID + First Name (first 3 characters)
  2. National ID (SSN) + First Name (first 3 characters)
  3. External ID + Birthdate
  4. National ID (SSN) + Birthdate
  5. Address + Last Name + Birthdate
  6. Last Name + First Name + Birthdate
  7. No Match Found
Effective Dating

For new records being created in PeopleSoft, the Addresses and Names Person Information records will create effective dated rows using the date of 01/01/1901.

For IDs with existing PeopleSoft data on the above records where a new effective dated row is being added, the new row will add one day to the existing effective date.

 

Additionally, in the Biographical History data for existing PeopleSoft records, users will see a new effective dated row that is one day after the Date of Birth for the person on the Add/Update a Person page.

 

Common Conversion Issues - Student Bio/Demo
Blank Data
  • Students without a valid Date of Birth (DOB) in legacy will be converted with a “(blank)” DOB in PeopleSoft.
  • Students without a sex designation will be converted as “Unknown” in PeopleSoft.
  • Students without a valid SSN will be converted with an SSN of “XXX-XX-XXXX”.
Bio/Demo Does Not Match SMS
  • Data being updated from a converting college or data source
    • Please refer to the previous foldable titled Conversion Background- Student Bio/Demo - Person Information and read the Bio/Demo - Conversion Legacy Source Details section to evaluate if this record may have come from another data source.
      • When available, review the Effective Date of the PeopleSoft data to help determine if this record existed previous to conversion activity.
  • Names
    • The single Name field in SMS must be converted into the separate First Name, Middle Name, and Last Name fields in PeopleSoft. The spaces are used to differentiate between the names, beginning with Last Name, then Middle Name, and finally First Name.
      • If there are extra spaces between names, the conversion may convert a blank for that name field.
      • If the student has more than one last name that does not include a hyphen, the conversion program may place the names in the wrong PeopleSoft fields for First, Middle and Last Names
  • Address
    • If a Legacy student has quotation marks (“) in their legacy address, this will not show in PeopleSoft
      • This data does not need to be fixed in Legacy
    • Extra spaces in the address field can cause part of the address to not convert
    • International Address will error and not convert since the conversion is looking for a USA address format.
    • Addresses with Invalid State for the Zip Code will not convert
    • Addresses with missing State or Zip Code will not convert
Duplicate Records

Duplicate student records in one college’s legacy system cause many PeopleSoft fields not to be populated during conversion. Duplicate legacy student records will be listed in college cleanup files, and it is recommended that these be resolved prior to the subsequent conversion cycle.

Duplicate student records in PeopleSoft cause matching converting student records to not load at all. Project staff will report these to the ERP support team to validate and resolve in PeopleSoft prior to the subsequent conversion cycle.

Bio/Demo Data Cleanup

Any legacy cleanup issues identified in this conversion cycle must be resolved in legacy before the next legacy system snapshot to avoid repeating the same issue in the next conversion cycle.  For the list of conversion snapshot dates, refer to the Data Validation Overview - Getting Started guide on this topic.

Minimum Validation Requirements - Student Bio/Demo - Person Information

College Validation

Compare the following student Bio/Demo data between PeopleSoft and Legacy

  • Name
  • Address
  • Phone Number
  • Email Address
  • Gender
  • National ID (ex. SSN)
  • Date of Birth

It is recommended that colleges validate a minimum of 50-100 records in each of the validation areas listed above using the queries provided or by selecting students based on your own legacy reporting.  Colleges will need to determine what percentage of their legacy data to evaluate to be confident with conversion results.

 

Conversion Validation Steps - Bio/Demo

The following PeopleSoft queries may be of assistance if needing to find the equivalent ID between legacy and PeopleSoft.

PeopleSoft Query Navigation Path: Main Menu > Reporting Tools > Query > Query Viewer

  • CTC_VAL_PS_ID_LOOKUP  Search by Legacy SID and External System to look up the PeopleSoft EMPLID assigned to a person
  • CTC_VAL_LEGACY_SID_LOOKUP  Search by PeopleSoft EMPLID to return any legacy ID and External System associated with a person

Using Validation Queries

In Bio/Demo conversion, we do not always have the student records in the system to be able to identify a student with a specific college record.  Therefore, the queries use the External System for both the Student and Employee record.  In many of the queries found in the validation steps below you will be prompted for your External System code to be able to view the records specific to your college.

College External System 
Employee Student
DG5
Grays Harbor College 02D 02S
Skagit Valley College 04D 04S
Everett Community College 05D 05S
Bellevue College 12D 12S
Green River College 14D 14S
Big Bend Community College 29D 29S
Whatcom Community College 32D 32S
Bellingham Technical 36D 36S
DG6
Shoreline Community College
11D 11S
Yakima Valley College 24D 24S
Columbia Basin College 30D 30S
Walla Walla Community College 31D 31S
South Puget Sound Community College 35D 35S
Lake Washington Institute of Technology 37D 37S
Renton Technical College 38D 38S
Bates Technical College 39D 39S
Clover Park Technical College 40D 40S

Use the following Bio/Demo Queries to review Bio/Demo records in PeopleSoft and compare to legacy screens.  

Navigation to the Query Viewer page: PeopleSoft Query Navigation Path: Main Menu > Reporting Tools > Query > Query Viewer

  • CTC_VAL_BIO_CONVERTED_IDS  Returns PeopleSoft and legacy IDs for employees and students converted from your college based on the External System codes entered in the prompts.
  • CTC_VAL_BIO_CONVERTED_DATA  Returns bio/demo data (name, date of birth, sex, address, phone number, email address, and masked SSN) for employees and students converted from your college based on the External System codes entered in the prompts. Includes both PeopleSoft and legacy IDs.
  • This query returns a lot of data, and may result in an error. Either reduce the results by entering a letter to narrow down by the first letter of the last name or by following the steps in the Running Large Results Queries (Schedule Query) QRG.
Person Name

Names from one of the legacy systems will convert to the Primary Name Type in PeopleSoft.  Former names are not a part of the conversion process at this time.  Existing PeopleSoft records that are updated in conversion will see a new effective dated row for the Primary Name type.

The single Name field in SMS is converted into the separate First Name, Middle Name, and Last Name fields in PeopleSoft. The spaces are used to differentiate between the names, beginning with Last Name, then Middle Name, and finally First Name. Any names separated by spaces after the first three will not be converted.

The legacy Admissions screen (SM2001) depicted below shows one source for the Student Name:

Legacy Screen SM2001 Student Name

A student who is also an employee will have a name source from the PPMS system and it will represent their legal name as displayed on their Social Security Card.  

A student with no admissions record in SMS may have a name source from FAM, based on an incoming ISIR record.

To validate the name information converted to PeopleSoft follow the navigational path and steps below:

PeopleSoft Navigation Path: NavBar Icon > Navigator Icon > Campus Community > Personal Information > Biographical > Names

  1. Navigate to the Names page
  2. Input the ID, click the Include History checkbox and click Search
  3. Click the Names link at the top right of the page
  4. Click the Names History link for the Primary Name Type
  5. The page will display middle name and any effective dated rows for the names associated with the ID
    • If name data was not updated by a converting record, only one row will display.

 

Person Address

Addresses updated in conversion will populate the Address Types as shown below. Existing PeopleSoft records that are updated in conversion will have a new effective dated row for these Address Types.

Admissions Legacy

PeopleSoft Navigation Path: Main Menu > Campus Community > Personal Information > Add/Update a Person

  1. Navigate to the Add/Update a Person page
  2. Input the ID, click the Include History checkbox and click Search
  3. Click the Addresses tab at the top left of the page
  4. Click the Edit/View Address Detail link for the Home Address Type

The page will display any effective dated rows for the address associated with the ID

Person Phone

Phone numbers updated in conversion will populate the Phone Types as shown below. Please validate Phone Types accordingly. Phone numbers in PeopleSoft are not effective dated, and an existing phone number can be overwritten for the Phone Types below by a converting record based on the priority logic applied.

 

Legacy Source to PeopleSoft Target Phone Type

The legacy Admissions screen (SM2001) depicted below shows the sources for the Student Phone:

Legacy Screen SM2001 Student Phone

To validate the phone information converted to PeopleSoft follow the navigational path and steps below:

PeopleSoft Navigation Path: Main Menu > Campus Community > Personal Information > Add/Update a Person

  1. Navigate to the Add/Update a Person page.
  2. Input the ID and click Search.
  3. The phone numbers will display towards the bottom right on the Biographical Details tab.
PeopleSoft page Person Information Biographical Details Phone
Person Email

Email addresses updated in conversion will populate the Email Types as shown below. Please validate Email Types accordingly. Email addresses in PeopleSoft are not effective dated, and an existing email can be overwritten for the email types below by a converting record based on the priority logic applied.

Legacy Source and PeopleSoft Target for Email Types

The legacy Alternate Address screen (SM5016) depicted below shows the sources for the Student Email Address:

Legacy Alternate Address Screen SM5016 Showing Email Address

To validate the email information converted to PeopleSoft follow the navigational path and steps below:

PeopleSoft Navigation Path: Main Menu > Campus Community > Personal Information > Add/Update a Person

  1. Navigate to the Add/Update a Person page
  2. Input the ID and click Search
  3. The email address will display towards the bottom right on the Biographical Details tab
PeopleSoft page Person Information Biographical Details Email Address
Sex

Sex is converted into the Sex field in PeopleSoft. Sex in PeopleSoft is not effective dated, and an existing value can be overwritten by a converting record based on the priority logic applied.

The legacy Admissions screen (SM2001) depicted below shows the sources for the Student Sex:

Legacy Screen SM2001 Student Gender

To validate the sex value converted to PeopleSoft follow the navigational path and steps below:

PeopleSoft Navigation Path: Main Menu > Campus Community > Personal Information > Add/Update a Person

  1. Navigate to the Add/Update a Person page
  2. Input the ID click Search
  3. Sex will display in the Biographical History section toward the top of the page on the Biographical Details tab
National ID (SSN OR ITIN)

National ID (SSN or ITIN) in PeopleSoft is not effective dated, and an existing National ID can be overwritten by a converting record based on the priority logic applied.

The legacy Admissions screen (SM2001) depicted below shows the sources for the Student SSN or National ID:

Legacy Screen SM2001 Student SSN

To validate the National ID information converted to PeopleSoft follow the navigational path and steps below:

PeopleSoft Navigation Path: Main Menu > Campus Community > Personal Information > Add/Update a Person

  1. Navigate to the Add/Update a Person page
  2. Input the ID and click Search
  3. The National ID will display in the National ID section toward the middle of the page on the Biographical Details tab
PeopleSoft page Person Information Biographical Details National ID
Date of Birth

Date of Birth in PeopleSoft is not effective dated, and an existing Date of Birth can be overwritten by a converting record based on the priority logic applied.

The legacy Admissions screen (SM2001) depicted below shows the sources for the Student Date of Birth:

Legacy Screen SM2001 Student Date of Birth

To validate the Date of Birth information converted to PeopleSoft follow the navigational path and steps below:

PeopleSoft Navigation Path: Main Menu > Campus Community > Personal Information > Add/Update a Person

  1. Navigate to the Add/Update a Person page
  2. Input the ID and click Search
  3. Date of Birth will display in the Personal Information section at the top of the page on the Biographical Details tab
PeopleSoft page Person Information Biographical Details Date of Birth
Conversion Detail – Citizenship and Birth Country
Conversion Background - Citizenship and Birth Country

Citizenship data is extracted via conversion activity referred to as C-017. The table below identifies the PeopleSoft field and the source field from legacy. The attached crosswalk document below contains the citizenship values from the CITIZ-STAT legacy field and the numeric value (and its translation) that will be loaded into PeopleSoft on the CITIZENSHIP_STATUS field.

County Citizenship Grid

Converting colleges provide citizenship and birth country data as supplemental files for international students. These files are loaded at the time of conversion. The citizenship row inserted into PeopleSoft for the international students indicated in the Country of Citizenship supplemental file is in addition to a “USA” row, if it exists in legacy for that student.

If the student was not provided in the Birth Country supplemental file, then no Birth Country will be added to the student’s record.

Common Conversion Issues – Citizenship and Birth Country
  • Duplicates are the main cause of errors with Citizenship data. An existing duplicate from the legacy system would need to be resolved by the converting college in the legacy system prior to future conversion cycles.  An existing duplicate in PeopleSoft will be reported to the ERP support team to validate and resolve in PeopleSoft prior to future conversion cycles.  
  • Birth Country will only apply from the supplemental file to students converted from SMS.  If the source of Student data is from PPMS and the student appeared in the supplemental file, that data may not convert.
  • If your college has an incoming employment record for a student and it takes priority during the conversion, then the student may have a citizenship row for a non-USA country, but will not have a USA citizenship row, as USA citizenship is not converted from employment records.
  • If PeopleSoft values do not match what is in your legacy system it is most commonly due to another college's record for the same student taking priority during the conversion process. For steps to determine if this may be the case, please review "Source Tips and Clues" in the "Conversion Backgtorund - Student Bio/Demo - Person Information" section.

Legacy Data Cleanup - Citizenship and Birth Country

Any legacy cleanup issues identified in this conversion cycle must be resolved in legacy before the next legacy system snapshot to avoid repeating the same issue in the next conversion cycle.  For the list of conversion snapshot dates, refer to the Data Validation Overview - Getting Started guide on this topic.

Minimum Validation Requirements – Citizenship

Converting colleges should use the supplemental files they provided for citizenship and birth country and select approximately 50 of the records to validate that these were populated as expected in PeopleSoft. Additionally, colleges should verify that the legacy USA citizenship status converted correctly using the provided query in the following section.

Conversion Validation Steps – Citizenship and Birth Country
Citizenship

Citizenship data in PeopleSoft is not effective dated, and existing citizenship can be overwritten by a converting record based on the priority logic applied.

PeopleSoft Navigation Path: Main Menu > Campus Community > Personal Information > Identification > Citizenship > Citizenship and Passport

  1. Navigate to the Citizenship/Passport page
  2. Input the ID and click Search
  3. Click the View All link in the top right corner

PeopleSoft Query Navigation Path: Main Menu > Reporting Tools > Query > Query Viewer

CTC_VAL_BIO_CITIZENSHIP  Returns citizenship data and PeopleSoft and legacy IDs for converted employees and students converted from your college based on the External System codes entered in the prompts. Refer to the External System table in the “Conversion Validation Steps  Bio/Demo” section for your college’s External System codes.

PeopleSoft Page Citizenship Passport
Birth Country

Birth country data in PeopleSoft is not effective dated, and existing Birth Information can be overwritten by a converting record based on the priority logic applied.

PeopleSoft Navigation Path: Main Menu > Campus Community > Personal Information > Add/Update a Person

  1. Navigate to the Add/Update a Person page
  2. Input the ID and click Search
  3. Click the link for Birth Information in the Person Information section next to Date of Birth

PeopleSoft Query Navigation Path: Main Menu > Reporting Tools > Query > Query Viewer

CTC_VAL_BIO_BIRTH_COUNTRY  Returns birth country data and PeopleSoft and legacy IDs for converted employees and students converted from your college based on the External System codes entered in the prompts. Refer to the External System table in the “Conversion Validation Steps  Bio/Demo” section for your college’s External System codes.

PeopleSoft page biographical details birth country
Conversion Detail – Visa/Permit
Conversion Background – Visa/Permit

Visa and permit data is extracted via conversion activity referred to as C-018.  The table below identifies the PeopleSoft field and the source field from legacy. Visa type is determined from the value in the CITIZ-STAT legacy field and translated to a visa type per the attached crosswalk document below.

 

Visa Permit Grid
Common Conversion Issues – Visa/Permit
  • Some two-digit years in the Visa status date convert to the year 19XX instead of 20XX.
  • If a student already exists in PeopleSoft with Visa/Permit data, this is not updated by incoming colleges.
Legacy Data Cleanup - Visa/Permit

Any legacy cleanup issues identified in this conversion cycle must be resolved in legacy before the next legacy system snapshot to avoid repeating the same issue in the next conversion cycle.  For the list of conversion snapshot dates, refer to the Data Validation Overview - Getting Started guide on this topic.

Minimum Validation Requirements – Visa/Permit

Converting colleges should use the query provided in the following section and select a minimum of 50 records to validate that Visa/Permit status was populated as expected in PeopleSoft.

Conversion Validation Steps – Visa/Permit
Citizen Status in Legacy

PeopleSoft Navigation Path: Main Menu > Campus Community > Personal Information > Identification > Citizenship > Visa Permit Data

  1. Navigate to the Visa Permit Data page
  2. Input the ID and click Search
  3. Country should be USA
  4. Confirm the Visa Type matches legacy

PeopleSoft Query Navigation Path: Main Menu > Reporting Tools > Query > Query Viewer

CTC_VAL_BIO_VISA  Returns visa data and PeopleSoft and legacy IDs for converted employees and students converted from your college based on the External System codes entered in the prompts. Refer to the External System table in the “Conversion Validation Steps  Bio/Demo” section for your college’s External System codes.

Visa Permit Data Tab
Conversion Detail – Ethnicity
Conversion Background – Ethnicity

Ethnicity data is extracted and cross walked to the PeopleSoft value based on the crosswalk attached below. The data is extracted via conversion activity referred to as C-014. The table below identifies the PeopleSoft field and the source field from legacy. The primary ethnicity flag will be set to “Y” for the value in the CENSUS-RACE-CD legacy field.

Ethnicity Grid
Common Conversion Issues – Ethnicity
  • FAM does not store ethnicity data. If the record converted from FAM and the student does not have any SMS data, then the ethnicity field will be blank.
  • If PeopleSoft values do not match what is in your legacy system it is most commonly due to another college's record for the same student taking priority during the conversion process. For steps to determine if this may be the case, please review "Source Tips and Clues" in the "Conversion Backgtorund - Student Bio/Demo - Person Information" section.
Legacy Data Cleanup - Ethnicity

Any legacy cleanup issues identified in this conversion cycle must be resolved in legacy before the next legacy system snapshot to avoid repeating the same issue in the next conversion cycle.  For the list of conversion snapshot dates, refer to the Data Validation Overview - Getting Started guide on this topic.

Minimum Validation Requirements – Ethnicity

Converting colleges should use the query provided in the following section and select a minimum of 50 records to validate that ethnicity data was populated as expected in PeopleSoft.

Conversion Validation Steps – Ethnicity  
Ethnicity

Ethnicity data in PeopleSoft is not effective dated, and existing ethnicity data can be overwritten by a converting records based on the priority rule applied.

Ethnicity Legacy Image

Navigation Path: Main Menu > Campus Community > Personal Information > Biographical > Personal Attributes > Ethnicity

  1. Navigate to the Ethnicity page
  2. Input the ID and click Search
  3. Confirm that the Ethnic Group code matches legacy

PeopleSoft Query Navigation Path: Main Menu> Reporting Tools> Query > Query Viewer

CTC_VAL_BIO_ETHNICITY  Returns ethnicity data and PeopleSoft and legacy IDs for converted employees and students converted from your college based on the External System codes entered in the prompts. Refer to the External System table in the “Conversion Validation Steps  Bio/Demo” section for your college’s External System codes.

Ethnicity in Peoplesoft image
Conversion Detail – Disability and Accommodation Data
Conversion Background – Disability and Accommodation Data

Disability and accommodation data are extracted via conversion activity referred to as C-019. The table below identifies the PeopleSoft field and the source field from legacy.  There are two sets of data that are converted to PeopleSoft: one will convert as a “Disabled” yes/no indicator and the other will convert for that student’s accommodation data.

Disability Grid

Diagnosis Code

The extract process converts the legacy values into a series of two-character values that include a number in the first position and a letter value in the second position. If a value from legacy includes a number in the first position, that number and the proceeding letter value will be considered one code and validated against the crosswalk table below. If it is not in the crosswalk, it will be bypassed. Any letter values of “A” through “S” after that will have a corresponding number value assigned just prior to the letter, per the crosswalk table below. All other values will be excluded from the extract. One row for each valid diagnosis code will be inserted into the student’s Accommodation record.

Example 1: A student with the legacy value “2EKQ” would have three diagnosis code rows in the Accommodation record in PeopleSoft: one each for “2E”, “K”, and “Q”. The latter two would be converted to “6K” and “7Q”.

Example 2: A student with the legacy value “6NE” would have two diagnosis code rows in the Accommodation record in PeopleSoft: one each for “6N” and “E”. The latter would be converted to “2E”.

Example 3: A student with the legacy value “2NS” would have one diagnosis code row in the Accommodation record in PeopleSoft for “S”. “2N” is not a valid value in the crosswalk below and would be excluded, and “S” would be converted to “8S”.

Accommodation Crosswalk Table:

Accomodation Crosswalk Table
Common Conversion Issues – Disability and Accommodation Data
  • If the disability flag = Y on a preexisting record, this value will not be removed if an incoming record takes priority where no disability flag exists.
  • If PeopleSoft values do not match what is in your legacy system it is most commonly due to another college's record for the same student taking priority during the conversion process. For steps to determine if this may be the case, please review "Source Tips and Clues" in the "Conversion Backgtorund - Student Bio/Demo - Person Information" section.
Legacy Data Cleanup - Disability and Accommodation

Any legacy cleanup issues identified in this conversion cycle must be resolved in legacy before the next legacy system snapshot to avoid repeating the same issue in the next conversion cycle.  For the list of conversion snapshot dates, refer to the Data Validation Overview - Getting Started guide on this topic.

Minimum Validation Requirements – Disability and Accommodations Data

Converting colleges should use the queries provided in the following section and select a minimum of 50 records to validate that disability and accommodation data was populated as expected in PeopleSoft.

Conversion Validation Steps – Disability and Accommodation

Disability data in PeopleSoft is not effective dated, and existing disability data can be overwritten by a converting record based on the priority logic applied.

Disability
Disability in Legacy

PeopleSoft Navigation Path: Main Menu > Campus Community > Personal Information > Add/Update a Person

  1. Navigate to the Add/Update a Person page
  2. Input the ID and click Search
  3. Click on the Regional tab
  4. Converted person records should have the Disabled box check at the bottom left of this page
Regional Tab with Disabled checkbox
Accommodation

Navigation Path: Main Menu > Campus Community > Personal Information > Health Information > Accommodation Data

  1. Navigate to the Accommodation Data page
  2. Input the ID and click Search
  3. Validate that the Diagnosis Code matches legacy based on the crosswalk above
    • Students may have more than one code in PeopleSoft, click View All to view all converted codes
Query

PeopleSoft Query Navigation Path: Main Menu > Reporting Tools > Query > Query Viewer

CTC_VAL_BIO_DISAB_ACCOM  Returns disability and accommodation values, along with PeopleSoft and legacy IDs for converted employees and students converted from your college, based on the External System codes entered in the prompts. Refer to the External System table in the “Conversion Validation Steps  Bio/Demo” section for your college’s External System codes.

Accomodation Request tab
Conversion Detail – Residency
Conversion Background – Residency

Residency data is extracted via conversion activity referred to as C-019. All converted students’ residency data is converted with their last term or last 4 quarters/terms if they were enrolled in the last year.

Residency Status in Legacy
Residency Grid
Rsidency Crosswalk Table
Common Conversion Issues – Residency
  • If the student has duplicate records in legacy, then residency fails to load. Duplicates will be sent to colleges for cleanup.
  • If there is an error in the student’s program/plan stack, then residency fails to load.
  • If there is a mismatch between students’ program/plan stack career and the residency career, then residency fails to load.
  • If the student had no enrollment in legacy or if the enrollment fails to convert, then residency fails to load.
Legacy Data Cleanup - Residency

Any legacy cleanup issues identified in this conversion cycle must be resolved in legacy before the next legacy system snapshot to avoid repeating the same issue in the next conversion cycle.  For the list of conversion snapshot dates, refer to the Data Validation Overview - Getting Started guide on this topic.

Minimum Validation Requirements – Residency

Converting colleges should use the query provided in the section below and select a minimum of 50 records to validate that residency data was populated as expected in PeopleSoft.

  • Residency Code
  • Students with International residency
  • Students with residency exceptions
    • For students who converted with Out of State, Undetermined, or International Residency who also had a residency exception, Residency will reflect the Legacy residency value but the Tuition Residency field will be updated to In State based on the residency exception code.
Conversion Validation Steps – Residency

Navigation Path: Main Menu > Campus Community > Personal Information > Identification > Residency Data

  1. Navigate to the Residency Data page
  2. Input the ID and click Search
  3. Validate the Residency code matches legacy based on the crosswalk and validation requirements listed above

PeopleSoft Query Navigation Path: Main Menu > Reporting Tools > Query > Query Viewer

CTC_VAL_BIO_RESIDENCY  Returns students with a converted External ID for your college and a record on the Residency table to compare to legacy.

  • If a student converted with a residency exception code, the query will return data in the Tuition Residency Exception and Tuition Res Except Description fields, otherwise these fields will be blank
Conversion Detail – Emergency Contacts
Conversion Background – Emergency Contacts

Emergency contact data is extracted via conversion activity referred to as C-016 and consists of the Emergency contact Name and Phone number.

Emergency Contact in Legacy
Common Conversion Issues – Emergency Contacts
  • If PeopleSoft values do not match what is in your legacy system it is most commonly due to another college's record for the same student taking priority during the conversion process. For steps to determine if this may be the case, please review "Source Tips and Clues" in the "Conversion Backgtorund - Student Bio/Demo - Person Information" section.
Minimum Validation Requirements – Emergency Contacts

Converting colleges should use the query provided in the section below and select a minimum of 50 percent of the records to validate that emergency contact information was populated as expected in PeopleSoft.

Conversion Validation Steps – Emergency Contacts

Navigation Path: Main Menu > Campus Community > Personal Information > Biographical > Emergency Contacts

  1. Navigate to the Emergency Contacts page
  2. Input the ID and click Search
  3. Validate the Emergency Contact information matches legacy

PeopleSoft Query Navigation Path: Main Menu > Reporting Tools > Query > Query Viewer

CTC_VAL_BIO_EMERGENCY_CONTACT  Returns emergency contact data and PeopleSoft and legacy IDs for converted employees and students converted from your college, based on the External System codes entered in the prompts. Refer to the External System table in the “Conversion Validation Steps  Bio/Demo” section for your college’s External System codes.

Emergency Contact Information tab
Submitting Data Validation Results

College Data Validation SMEs will communicate any conversion issues they encounter during their data validation via the Oracle Test Manager (OTM) application. The ctcLink Testing Team will provide OTM  orientation materials before the data validation period for any College Data Validation SMEs who are not familiar with the tool.  Please refer to the  Data Validation Overview - Reporting Issues guide for more information on using OTM.

When logging a new issue in OTM related to data being validated through this guide, remember to use the following values for these specific required fields in your issue entry under the project tied to this Deployment Group and CS Data Validation Cycle:

  • Summary: (Provide a title for the issue discovered)
  • Assigned To:
    •  Kyrsten Catlin (Residency)
    • Amanda Hoover (All other Bio/Demo areas)
  • Status: (Leave as NEW)
  • College or Location : (Specify the college or district)
  • Priority: (Leave blank - not used)

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