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Creation and Completion of Opportunity Requirements

Creating Standard Requirements

When a student's opportunity status becomes App: Incomplete, the system will automatically create opportunity requirements based upon the Application Type. Below are some examples of application type:

 Application Type
 Freshman
 International Freshman
 International Transfer
 Post-bac
 Transfer

Using Freshman as an example, here are application requirements for a Freshman Application Type:

 Application Type Activity Category  Activity Value 
Freshman Application Application received
Freshman Application Application fee received
Freshman Application Teacher evaluation
Freshman Student-initiated Official ACT or SAT score report

Completing Standard Requirements

Requirements are generally completed by a process which looks at the activity History of the Person or Opportunity for Application-related Activities. If the system finds such an Activity, the associated Opportunity requirement is given a completion date, and is automatically removed from the list of Missing Items. 

Once all requirements have been met, the system changes the Opportunity Status Value to 'App: Complete' (or similar).

Application-related Activities generally need to be entered, either manually or via import, with the exception of those related to Test Scores and Transcripts.

Test Scores

When a Person record has official SAT or ACT test scores posted, either manually or by an import, the system will create an Official Test Score Received activity, and will complete that requirement by giving it a completion date (if it is present and incomplete in the list of requirements). Note that unofficial test scores will not complete the activity. Do not directly enter a date on the requirement for the Official ACT or SAT score report unless you are waiving the requirement. 

Functionality has also been added to the Parent Score records form that allows Users to quickly add child/sub scores to the record.
  • When a Subscore is added and the User saves the record, the Subscore created and displayed in the subgrid
  • The Person, Test Date, and Source will be copied to the Subscore from the Parent Score
  • The add subscore fields will be set to null after saving a subscore

Transcripts

Transcript requirements are created based on Person Organizations entered on the Person Record. For each Person Organization, the system will add a requirement with the associated Organization name.

Once the Transcript Received date has been completed, the system will add the associated Activity to the Opportunity Record of 'Official Transcript Received' (or similar) and complete the related Requirement by adding the completion date and removing the requirement from the Missing Items list.

Creating and Completing Custom Requirements

Custom requirements can be added to Opportunities when there is a need to add an additional requirement outside of the standard list of requirements for that Application Type. Before adding a custom requirements, first be sure it the requirement is in the defined list of Activity Values. If not, request the value be added by Admissions Lab Support. 

To add a custom requirement to an Opportunity, open the Opportunity record and go to Requirements. Select the New Requirement button. Add the Activity Category = Application and the Activity Value of the requirement. Save and close the requirement. The custom requirement will be completed using the same process as other requirements: an Activity will need to be saved and completed on the Opportunity Record -- either manually or via import -- indicating that the requirement activity occurred. The system will scan the Activity History and complete the requirement by adding the completion date and removing the item from Missing Items.

Using the editable grid (Complete Requirements)

If desired, you can opt to manage Requirements solely using the editable grid that appears in the Requirements Grid on the Opportunity form. With this approach:
  • The User will need to have the 'EM-ReqGrid' Security Role. The regular sub grid will appear when the User does not.
  • The User will be able to click on a Requirement, on the form, to edit the instance.
  • A calendar pop-up will display when a completed date is set.
  • When a Requirement is waived, on save, the completion date will automatically set if there were no date already selected.
  • A refresh icon will be present on the ReqGrid, providing the User with the capability to ensure information has been populated.
However, there are some issues to be aware of if you decide to use this approach: 
Activities related to each Requirement are not created in the Activity History for the Opportunity. This means that if you are looking through the historical Activities for the Opportunity, you will not see that a specific requirement has been met.
In the event that the Application Type changes, the grid will reflect the Requirements for the new Application Type. Requirements and related completion dates and waivers for the initial Application Type will be cleared even if there is a similar Requirement for both Application Types (e.g. Application Received.) Also, because an Activity is not created in the History, there will be no record in the Opportunity that the Requirement information for the initial Activity Type was ever entered.
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Keith Beindorf,
Jan 31, 2012, 1:56 PM
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