Course Evaluations

Session 397Monday, 03/17/2003

1:15 to 2:15 p.m.HEUG 2003 Conference - Dallas

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• Kevin Dale - Analyst

My PeopleSoft Experience:

Worked at Santa Clara University

Financial Aid staff member on the PeopleSoft implementation team.

Functional experience with versions 7.0 and 7.6

At Stanford since July 2001 – Worked as Business Analyst for the Financial Aid offices.

Began to support the Student Records Offices January 2002.

• Carol Jordan - Technical Lead

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Course Evaluations – what are they?

• At the end of each term the Student Records office solicits information about courses offered, instructors and section leaders (Teaching Assistants) from the enrolled students.

• The information is collected using a printed questionnaire.

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Course Evaluation Project:

Scope1 Access Group

45 Custom Fields

1 Custom Menu with 25 Items

87 Error and Warning Messages

25 Panels

25 Panel Groups

6 Process Definitions

6 SQRs and 1 SQC

64 Records (24 Tables, 6 Run Controls, and 34 Views)

185 PeopleCode records.

TimelineStart Date = 08/01/02In Production = 02/07/03

People Involved / Roles1 – Business Analyst1 – Programmer1 – End User (Client)

Stanford’s PeopleSoft implementation:- HR and Student Administration 7.6 = Human Resources, Payroll, Benefits, Admissions, Student Records, Student Financials, Financial Aid, HTML Access

- PeopleTools 7.62

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Completing The Course Evaluation process:1) Course Evaluation Setup

2) Selecting Classes for Evaluation.

3) Printing the Evaluation Forms.

4) Distribution and collection of the evaluation forms (once students have completed them).

5) Scanning the collected forms.

6) Loading the data into PeopleSoft.

7) Creating and distributing reports.

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Step 1 - Course Evaluation Setup consists of . . .

1) Define Form Type.

2) Define Sections.

3) Define Questions.

4) Define Responses.

5) Define Evaluation Form.

6) Define Form Header.

7) Define Header Row Numbers

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Step 1 - Course Evaluation Setup:

• Define Form Type– Defines the form – all of the additional setup is built around the form.

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Step 1 - Course Evaluation Setup:

• Define Sections– Sections allow for the organization of questions and responses into unique groups.

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Step 1 - Course Evaluation Setup:

• Define Questions– Each question is reusable – meaning it can be used by more than one form.

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Step 1 - Course Evaluation Setup:

• Define Responses– Like questions each response is reusable.

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Step 1 - Course Evaluation Setup:

• Define Evaluation Form– The form definition setup pulls together the form, sections, questions, and responses.

It also defines the position of the data in the flat file produced by the scanner.

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Step 1 - Course Evaluation Setup:

• Define Form Header– Defines the header titles, bar codes, and instructor information.

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Step 1 - Course Evaluation Setup:

• Define Header Row Numbers– Defines vertical positions of the header row data.

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Step 1 - Course Evaluation Setup:

• Define Bar Code Specification– Provides flexibility in determining the layout of the bar code type, text type and size

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Step 1 - Course Evaluation Setup:

• Review Form Setup– This inquiry panel allows you to review the completed form setup.

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The Course Evaluation process has following steps:1) Complete Course Evaluation Setup

2) Selecting Classes for Evaluation.

3) Print the Evaluation Forms.

4) Distribute and then collect the course evaluation forms (once students have completed them).

5) Scan the collected forms creating a data file that can be loaded into PeopleSoft.

6) Load the data into PeopleSoft.

7) Create and distribute reports.

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Step 2 - Select Classes for Evaluation

• Run the Create Course Evaluation Process – The process was designed to be flexible. Courses can be selected using criteria or by

specific course id and class numbers.

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Step 2 - Select Classes for Evaluation

• Run the Create Course Evaluation Process

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Step 2 - Select Classes for Evaluation

• Verify selected classes– We created inquiry panels for processes that store data into a course evaluation table.

In the case of class selection this panel allows the end user to view class information for classes that were selected by the class selection process.

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Step 2 - Select Classes for Evaluation

• Verify selected classes by subject– This inquiry panel provides another view of the class information.

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Step 2 - Select Classes for Evaluation

• Disable a class – This panel allows for selected classes to be excluded from the printing process.

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Step 2 - Select Classes for Evaluation

• Delete Selected Courses by Process Instance– This panel will delete selected courses.

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The Course Evaluation process has following steps:1) Complete Course Evaluation Setup

2) Select Classes for Evaluation.

3) Printing the Evaluation Forms.

4) Distribute and then collect the course evaluation forms (once students have completed them).

5) Scan the collected forms creating a data file that can be loaded into PeopleSoft.

6) Load the data into PeopleSoft.

7) Create and distribute reports.

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Step 3 - Print the Evaluation Forms

• Forms to be printed– Provides summary information and totals

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Step 3 - Print the Evaluation Forms

• Run the Print Evaluation Forms process– This process creates a postscript file.

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Step 3 - Print the Evaluation Forms

• Printed Forms– Summary panel provides printed form information.

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Step 3 – Print the Evaluation Forms

• The Postscript File– The process produces a postscript file (with the name of the

SQR and a lis extension)– You can use a program like Ghostview to view the postscript

file - http://www.cs.wisc.edu/~ghost/– The output file can be sent to the printer in the Process

Scheduler

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Step 3 - Print the Evaluation Forms

• The Forms– Course Evaluation– Section Leader Evaluation

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The Course Evaluation process has following steps:1) Complete Course Evaluation Setup

2) Select Classes for Evaluation.

3) Print the Evaluation Forms.

4) Distribute and then collect the course evaluation forms (once students have completed them).

5) Scan the collected forms creating a data file that can be loaded into PeopleSoft.

6) Load the data into PeopleSoft.

7) Create and distribute reports.

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The Course Evaluation process has following steps:1) Complete Course Evaluation Setup

2) Select Classes for Evaluation.

3) Print the Evaluation Forms.

4) Distribute and then collect the course evaluation forms (once students have completed them).

5) Scan the collected forms creating a data file that can be loaded into PeopleSoft.

6) Load the data into PeopleSoft.

7) Create and distribute reports.

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Step 5 - Scan the collected forms • Scanning

– Scantron – Scanmark 2500 OMR with the Bar Code Reader attachment

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The Course Evaluation process has following steps:1) Complete Course Evaluation Setup

2) Select Classes for Evaluation.

3) Print the Evaluation Forms.

4) Distribute and then collect the course evaluation forms (once students have completed them).

5) Scan the collected forms creating a data file that can be loaded into PeopleSoft.

6) Load the data into PeopleSoft.

7) Create and distribute reports.

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Step 6 - Load the data into PeopleSoft

• Load the data– The file name and location are entered into this panel.

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Step 6 - Load the data into PeopleSoft

• Verify the data was loaded– Allows for the verification of the data as loaded from the flat file.

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Step 6 - Load the data into PeopleSoft

• Verify the response data – Allows for the review of all response data by respondent.

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Step 6 - Load the data into PeopleSoft

• Archive Course Evaluation Data– This process will archive data for the four major tables into separate storage tables.

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The Course Evaluation process has following steps:1) Complete Course Evaluation Setup

2) Select Classes for Evaluation.

3) Print the Evaluation Forms.

4) Distribute and then collect the course evaluation forms (once students have completed them).

5) Scan the collected forms creating a data file that can be loaded into PeopleSoft.

6) Load the data into PeopleSoft.

7) Create and distribute reports.

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Step 7 - Create and distribute reports

• Course Statistics– Without statistics– With statistics

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Step 7 - Create and distribute reports

• Instructor Statistics– Without statistics– With statistics

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Step 7 - Create and distribute reports

• Create Excel Rpt File– This process creates a tab delimited file containing summarized data.

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Step 7 - Create and distribute reports

• Tab Delimited Text File– In the temp directory– Open in Textpad

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Step 7 - Create and distribute reports

• Transfer data to Excel– Paste data in to Excel

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Step 7 - Create and distribute reports

• Run report macro

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Step 7 - Create and distribute reports

• The Section Report

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Questions ?

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Course EvaluationFor more information or if you have question feel free to contact me at –

Kevin DaleBusiness Analyst

Stanford UniversityKdale@stanford.edu

650/724-1615

HTTP://HEUG.ORG (attendees may download HEUG2003 presentations from the archives at this location)